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HomeMy WebLinkAboutPDS-009-24Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Planning and Development Committee Date of Meeting: March 18, 2024 Report Number: PDS-009-24 Submitted By: Reviewed By: Authored by: Carlos Salazar, Deputy CAO, Planning and Infrastructure Services Mary- Anne Dempster, CAO Resolution #: PD-014-24 Tony Ricciardi, Manager of Infrastructure File Number: By-law #: Report Subject: Brown Street Reconstruction Project Recommendation: 1.That Report PDS-009-24, and any related delegations or communication items, be received for information. Municipality of Clarington Page 2 Report PDS-009-24 Report Overview To inform Council of the intent to award contract administration and construction inspection services to CIMA+ for CL2023-5 Brown Street Reconstruction. 1. Background RFP2020-1 – Engineering Services for Brown Street Reconstruction 1.1 The Municipality of Clarington (the Municipality) required the assistance of a qualified engineering consulting firm to provide detailed design, tender preparation, construction inspection, and contract administration services for the reconstruction of the following streets in Bowmanville.  Brown St between Victoria St and Queen St (approx. 300 m length)  Albert St between Brown St and Liberty St (approx. 155 m length)  Victoria St between Ontario St and Liberty St (approx. 95 m length) 1.2 During the planning phase, the Region of Durham (the Region) had identified the potential need for watermain replacement within the project limits. The Municipality and the Region regularly complete joint reconstruction projects to incur cost savings and minimize disruption to residents by completing all required work under one contract. 1.3 A Request for Proposal (RFP) was drafted to allow for the Municipality to select a qualified Consultant with the skills, resources and experience necessary to provide engineering services for the reconstruction of Brown Street and adjacent side streets in Bowmanville as per the specifications provided by the Engineering Services Department (now Infrastructure Division of the Planning & Infrastructure Services Department). Only Municipality of Clarington services were requested as part of this assignment. 1.4 RFP2020-1 was issued by the Purchasing Services Division and advertised electronically on the Municipality’s website. Notification of the availability of the document was also posted on the Ontario Public Buyer’s Association website. The RFP was structured on the price – based two envelope RFP system. Nineteen companies downloaded the document. The RFP closed on May 6, 2020. 1.5 Nine submissions were received by the closing date and time. The submissions were reviewed and scored in accordance with the established criteria outlined in the RFP by an evaluation team consisting of staff from the Engineering Services Department and the Purchasing Services Division. Municipality of Clarington Page 3 Report PDS-009-24 1.6 In accordance with the RFP, the bids were broken into two parts. Part 1 was for the design, approvals and tendering and Part 2 was for inspection and contract administration, with Part 2 being provisional, pending approval for construction in future years (originally planned for 2021). Bids were evaluated based on the lowest overall bid for Parts 1 and 2. 1.7 Upon completion of the evaluation, the evaluation committee concluded that five proponents met the pre-established threshold of 85% for Phase 1 and moved on to the second phase. It was deemed by the evaluation committee that presentations from the proponents who made it to phase 2 were not required and their pricing envelopes were opened and evaluated. The submission from CIMA + had the lowest price meeting specification. 1.8 The award for this assignment to CIMA+ was authorized by Council through Report FND-024-20. CL2023-5 Brown Street Reconstruction 1.9 Tender specifications and drawings were prepared by the Planning and Infrastructure Services Department’s Infrastructure Division for the Reconstruction of Brown Street, Albert Street and Victoria Street in Bowmanville. 1.10 Tender CL2023-5 was issued by the Purchasing Services Division and advertised electronically on the Municipality’s website. Notification of the availability of the document was also posted on the Ontario Public Buyers Association’s website. The tender closed on September 12, 2023. 1.11 Six (6) submissions were received. Based on the review by the Planning and Infrastructure Services Department and the Purchasing Services Division, it was mutually agreed that Broz Excavating Inc. be recommended for award of this project through Report FSD-039-23. Construction is scheduled to commence on May 1, 2024. 1.12 Other costs associated with this project including design, contract administration & inspection, utility relocations, material testing and contingency were also part of the overall Council Award and funding allocation as described in Report FSD-039-23. 1.13 Replacement of the Region’s watermain infrastructure was included on Brown Street, Victoria Street and Albert Street as part of this construction contract. The Municipality and the Region have an established agreement for joint municipal projects which dictates that the Region contributes 10% of their total pro-rated construction value to cover costs associated with contract administration, construction inspection and material testing during construction. Municipality of Clarington Page 4 Report PDS-009-24 2. Analysis 2.1 Through Report FND-024-20, it was approved that CIMA+ be awarded the contract for Part 1 of the assignment and that subject to construction budget approval, CIMA+ be authorized to provide the required contract administration and construction inspection services. 2.2 At the time of RFP2020-1, the scope of Region works was unknown. Watermain design and contract administration / construction inspection services associated with that scope was not included in the assignment. As described in Report FND-024-20, some costs associated to Part 1 for background investigations such as geotechnical, survey and subsurface utility engineering were cost shared between the Municipality and the Region. 2.3 As per Report FND-024-20, funding for Part 2 of the assignment was also split between the Municipality and Region accounts. Staff cannot confirm why this was shown this way and believe it was an administrative error at the time of the report preparation. The original award recommendation memo from Engineering Services to the Purchasing Division does not include this split. Staff that prepared RFP2020-1 and the award recommendation are no longer with the Municipality to confirm. 3. Financial Considerations 3.1 Through Report FND-024-20, Council authorized CIMA+ to provide contract administration and inspection services for the Brown Street Reconstruction at a cost of $75,774.71. Originally the costs were split at $60,619.77 and $15,154.94 between the Municipality and the Region, respectively. It was determined that the total amount should have been apportioned to the Municipality. 3.2 To complete the ultimate scope of the Brown Street Reconstruction contract, the total fee required to provide Contract Administration and Construction Inspection services is $139,085.00. Based on a 10% pro-rated cost apportionment for the Region as described above, the required funds will be drawn from the following accounts: Description Account Number Amount Brown Street Reconstruction 110-32-330-83457-7401 $69,670.00 Pavement Rehabilitation 110-50-330-83212-7401 4,795.00 Region of Durham Recovery 110-32-330-83457-7402 64,620.00 Municipality of Clarington Page 5 Report PDS-009-24 3.3 The amounts listed above are in accordance with the approved funding through Report FSD-039-23 and no additional funding is being requested as part of this report. A detailed cost apportionment can be provided upon request. 3.4 This report is prepared to inform Council of this fee increase which is exceeds the original approved amount in order to remain in compliance with Purchasing By-Law 2021-077. The fee increase related to the Regional scope will be 100% reimbursed through Regional cost recovery. 4. Concurrence This report has been reviewed by the Deputy CAO / Treasurer who concurs with the recommendation. 5. Conclusion It is respectfully recommended that Council accept this report as information regarding the award and fee increase to CIMA+ for contract administration and construction inspection services on the Brown Street Reconstruction project. Staff Contact: Tony Ricciardi, Manager of Infrastructure, 905-623-3379 ext. 2322 or TRicciardi@clarington.net. Attachments: Not Applicable Interested Parties: There are no interested parties to be notified of Council's decision.