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Home My WebLink AboutCOD-011-13 Cladwgton REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 8, 2013 Resolution#: 0 ' °' 3 -1 By-law#: Report#: COD-011-13 File#: Subject: TENDER CL2013-03, DUKE STREET AND NELSON STREET RECONSTRUCTION RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-011-13 be received; 2. THAT Eagleson Construction, Millbrook, Ontario, with a total bid in the amount of $1,411,693.97 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2013-03 be awarded the contract for Duke Street and Nelson Street Reconstruction, as required by the Municipality of Clarington, Engineering Department; 3. THAT the funds required in the amount of$793,000.00 (which includes $1,411,693.97 for construction, tendering, design, contract administration, material testing, contingencies and net HST less Region of Durham costs) be drawn from the following Engineering Department Capital Accounts: Accounts: 110-32-330-83359-7401 .....................................................................$524,000.00 110-32-330-83340-7401 .....................................................................$269,000.00 Total funds required ............................................................................$793,000.00 4. That the tender award be subject to the approval of the Regional Municipality of Durham; and 5. THAT the Mayor and Clerk be authorized to execute the necessary agreement. Submitted by Reviewed by: � -� - Marie Marano, H.B.Sc., Franklin Wu, ( Director of Corpo to Services Chief Administrative Officer W Nancy T ylor, BAK, CPA, CA, Director of Finance/Treasurer MM\JDB\mc REPORT NO.: COD-011-13 PAGE 2 1. BACKGROUND 1.1 Tender specifications were provided by AECOM Canada Ltd. for the Duke Street and Nelson Street Reconstruction. 1.2 Tender CL2013-03, Duke Street Reconstruction was advertised in the Daily Commercial News as well as electronically on the Municipality's website and the Ontario Public Buyer's Association website. Subsequently, tenders were received and tabulated as per "Attachment 1". 2. ANALYSIS 2.1 A total of eight (8) submissions were received in response to the tender call. All submissions were deemed compliant. 2.2 After further review and analysis of the compliant bids by AECOM, the Engineering Department and Purchasing, it was mutually agreed that the low bidder, Eagleson Construction, Millbrook, Ontario be recommended for the contract for the Duke Street and Nelson Street Reconstruction. A copy of the recommendation memo from the Department of Engineering is appended as "Attachment 2". 2.3 Eagleson Construction has provided similar services to the Municipality of Clarington in the past. However, an additional review of the references provided with the submission was undertaken and the results were satisfactory. 2.4 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering. 3. FINANCIAL 3.1 The total cost of the project is $1,710,300.00 and is comprised of Clarington's portion amounting to $793,000.00 and the Region of Durham's portion amounting to $917,300.00. The total project cost includes $1,411,693.97 (net of H.S.T. Rebate) for construction, tendering, design, contract administration and contingencies. The background, Clarington funding and costs for this project are outlined in the memo from Engineering Services ("Attachment 2"). 3.2 Funding for this project will be drawn from the following Engineering 2013 Capital accounts: 110-32-330-83359-7401 110-32-330-83340-7401 TOTAL 2013 Budget $610,000.00 $295,000.00 $905,000.00 Project Cost $524,000.00 $269,000.00 $793,000.00 Unexpended Funds $86,000.00 $26,000.00 $112,000.00 REPORT NO.: COD-011-13 PAGE 3 4. CONCURRENCE 4.1 This report has been reviewed by Tony Cannella, Director of Engineering Services who concurs with the recommendations. 5. CONCLUSION 5.1 To award the contract to Eagleson Construction., Millbrook, Ontario for the Duke Street and Nelson Street Reconstruction. CONFORMITY WITH STRATEGIC PLAN — The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development Maintaining financial stability Connecting Clarington Promoting green initiatives X Investing in infrastructure Showcasing our community Not in conformity with Strategic Plan Staff Contact: Jerry Barber, Manager of Purchasing Services Attachments: Attachment 1 — Tabulation of Bids Received Attachment 2 - Recommendation Memo from Engineering Services List of interested parties to be advised of Council's decision: NONE i i Attachment# 1 to Report COD-011-13 Municipality of Clarington BID SUMMARY TENDER CL2013-3 DUKE STREET AND NELSON STREET RECONSTRUCTION BIDDER TOTAL BID TOTAL BID (HST INCLUDED) (NET OF HST REBATE Eagleson Construction Millbrook, ON $1,564,177.50 $1,411,693.97 Kawartha Capital Construction $1,613,623.05 $1,453,117.54 Peterborough, ON Coco Paving $1,656,179.72 $1,491,441.14 Bowmanville, ON Behan Construction Ltd. $1,725,141.98 $1,553,543.79 Cobour , ON Hard-Co Construction Ltd. $1,827,371.48 $1,645,604.62 Whitby, ON Ambler & Co. Inc. $2,359,011.32 $2,119,163.33 Mississauga, ON Miwel Construction Ltd. $2,649,815.03 $2,386,227.74 Richmond Hill, ON Elirpa Construction & Materials Limited Pickering, ON $2,903,547.41 $2,614,702.32 I I I Attachment#2 to Report COD-011-13 i I Leadiyag lire Way E TO: Jerry Barber, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Capital Works DATE: April 2, 2013 RE: Duke Street and Nelson Street Reconstruction, Bowmanville CL2013-3 The Engineering Services Department has reviewed the submissions for CL2013-3 and offers the following comments. The limits of the project are Duke Street from Nelson Street to Argyle Street and Nelson Street from Hunt Street to Ontario Street. This is the second phase of the reconstruction of Duke Street. Duke Street was reconstructed between Baseline Road and Nelson Street in 2012. The design work for the full length of the project including Nelson Street was done as part of the first phase. Prior to completing the design, a Public Information Centre was held on December 14, 2011 to review the project with the public and to get their input regarding the proposed works. For more detailed information on the PIC, please refer to Report EGD-006-12. Duke Street and Nelson Street are currently constructed to a rural cross section. Upon completion of the works, the streets will be reconstructed to an urban standard with concrete curb and gutter, sidewalks (new and existing), new storm sewers and new road structure. The surface asphalt will be placed in 2016 under a separate contract. The Municipality of Clarington is working in cooperation with the Region of Durham on this project. They will be replacing the watermain and sanitary servicing on Duke Street and the watermain servicing on Nelson Street. Based on references checked and our past experience with this contractor, we recommend award of the contract to Eagleson Construction in the amount of $1,567,624.00, inclusive of HST, or $1,411,693.97 net of HST rebate, for the reconstruction of Duke Street and Nelson Street. The portion of the contract that will be funded by the Region of Durham is $841,544.21, inclusive of HST, or $757,836.63 net of HST rebate, which represents the cost of the sanitary and watermain servicing and their contribution to the road related items associated with their works. I I Duke Street and Nelson Street Reconstruction, CL2013-3 2 April 2, 2013 Due to past experiences on similar projects, a contingency amount of 10% is carried forward. Therefore, including design and tender fees, contract administration fees, net HST costs, and contingencies, the Engineering Department advises of the following total project cost breakdown: Duke St Nelson St Total 110-32-330- 110-32-330- Account No. 83359-7401 83340-7401 Budget Amount $ 610,000.00 $ 295,000.00 $ 905,000.00 Construction (net of HST) Based on Low Bid $ 432,004.93 $ 221,852.41 $ 653,857.34 Design, Tendering and Contract Administration (net of HST), and Contingencies $ 91,995.07 $ 47,147.59 $ 139,142.66 Total Project Value (Clarin ton Share) $ 524,000.00 $ 269,000.00 $ 793,000.00 Estimated Unexpended Budget $ 86,000.00 $ 26,000.00 $ 112,000.00 Additional Funding Required $ - $ - $ - We recommend the report to Council move forward based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Ron Albright, P. Eng. Manager, Infrastructure and*Capital Works RA/sb/dv Attachment Pc: Will McCrae, P. Eng., Manager, Cobourg Office, AECOM Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services I Duke Street and Nelson Street Reconstruction, CL2013-3 2 April 2. 2813 'Siq tet EH,,bb Mive- ve DUKE STREET RECONgTRU6Ti HOBBS DRIVE QUEEN F- PRINCE S CLE '