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Home My WebLink AboutCOD-014-13 Clarington REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: May 6, 2013 Resolution#: 6 - / By-law#: Report#: COD-014-13 File#: Subject: TENDER CL2013-10, 2013 PAVEMENT REHABILITATION -VARIOUS LOCATIONS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-014-13 be received; 2. THAT Coco Paving Incorporated, Bowmanville, Ontario, with a total bid in the amount of$1,624,957.94 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2013-10 be awarded the contract for 2013 Pavement Rehabilitation - Various Locations, as required by the Municipality of Clarington, Engineering Department; 3. THAT the funds required in the amount of $1,950,000.00 (which includes $1,624,957.94 for construction, tendering, design, contract administration, material testing, contingencies and net HST) be drawn from the following Engineering Department Capital Accounts: 110-32-330-83212-7401 (2013) .......................................................$1,762,512.00 110-32-330-83212-7401 (2011 UECF) .................................................$34,199.33 110-32-330-83212-7401 (2009 UECF) ...............................................$153,288.67 Total funds required .........................................................................$1,950,000.00 4. THAT the Mayor and Clerk be authorized to execute the necessary agreement. F, Submitted by: l E�.a kf- Reviewed by: . . Marie Marano, H.B.Sc., Franklin Wu, Director,of Corporate Services Chief Administrative Officer Nancy Tailor, 13134, CPA, CA, Director of Finance/Treasurer MM\JDB\mc REPORT NO.: COD-014-13 PAGE 2 1. BACKGROUND 1.1 Tender specifications were provided by AECOM Canada Limited 2013 Pavement Rehabilitation Various Locations. 1.2 Tender CL2013-10, 2013 Pavement Rehabilitation - Various Locations 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 three (3) 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, Coco Paving Incorporated, Bowmanville, Ontario be recommended for the contract for the 2013 Pavement Rehabilitation Various Locations. A copy of the recommendation memo from the Department of Engineering is appended as "Attachment 2". 2.3 Coco Paving Incorporated, Bowmanville, Ontario 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 $1,950,000.00 and includes $1,624,957.94 (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: 110-32-330-83212-7401 (2013) .......................................................$1,762,512.00 110-32-330-83212-7401 (2011 UECF) .................................................$34,199.33 110-32-330-83212-7401 (2009 UECF) ...............................................$153,288.67 Total funds required .........................................................................$1,950,000.00 REPORT NO.: COD-014-13 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 Coco Paving Incorporated, Bowmanville, Ontario for the 2013 Pavement Rehabilitation Various Locations. 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 ATTACHMENT # 1 Municipality of Clarington BID SUMMARY TENDER CL2013-10 2013 PAVEMENT REHABILITATION VARIOUS LOCATIONS BIDDER TOTAL!BID TOTAL BID HST INCLUDED NET OF HST REBATE Coco Paving Incorporated $1,804,444.25 $1,624,957.94 Bowmanville, ON Miller Paving Limited $1,973,964.46 $1,777,616.13 Whitby, ON Royel Paving Limited $2,268,683.20 $2,043,019.49 Lindsay, ON ATTACHMENT #2 beading the Way MEMO TO: Jerry Barber, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Capital Works DATE: April 30, 2013 RE: 2013 Pavement Rehabilitation, Various Locations CL2013-10 The Engineering Services Department has reviewed the submissions for CL2013-10 and offers the following comments. The project includes the rehabilitation of various roads throughout the Municipality, as noted below. Road Limits Sunset Rd Vanstone Ct to 40 m south Apple Blossom Blvd Tucker Rd to Glanville Cres Mann St At Herriman St intersection Black Ck Trail, Windsor Valley Gate, Full length Carriage Lane, &Windsor Valley Place Old Scugog Rd RR 57 to Con Rd 4 Mearns Ave King St to Concession St E Con Rd 3 At Liberty St intersection Con Rd 10 RR 20 to Mosport Rd Mosport Rd Con Rd 10 to RR 20 Based on references checked and our past experience with this contractor, we recommend award of the contract to Coco Paving Inc, in the amount of $1,804,444.25, inclusive of HST, or $1,624,957.94 net of HST rebate. Due to past experiences on similar projects, a contingency amount of 4% is carried forward. There are provisional items in the contract that amount to approximately 6% of construction costs for a total contingency of 10%. Therefore, including design and tender fees, contract administration fees, net HST costs, other costs such as geotechnical investigation and permits, and contingencies, the Engineering Department advises of the following total project cost breakdown. 2013 Pavement Rehabilitation, Various Locations, CL2013-10 2 April 30, 2013 Funding for the project will come from the Pavement Rehabilitation Program account including the current funding year and unexpended funds from previous years, as shown in the table below. Construction (net of HST) $1,624,957.94 Based on Low Bid Design, Tendering and Contract Administration $325,042.06 net of HST), Other Costs and Contingencies Total Project Value $1,950,000.00 Budget Amount Pavement Rehabilitation, 110-32-330-83212-7401 (2013) $1,762,512.00 110-32-330-83212-7401 (2011 UECF) $34,199.33 110-32-330-83212-7401 2009 UECF $153,288.67 Estimated Unexpended Budget $0.00 Additional Funding Required $0.00 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 4 f Ron Albright, P. Eng. ° Manager, Infrastructure and Capital Works RA/sb/dv Attachment Pc: Nancy Taylor, Director of Finance A,S. 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