HomeMy WebLinkAboutCOD-019-13 Ciarbgton REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: September 9, 2013 Resolution#: f - 7 y-law#: N/A
Report#: COD-019-13 File#:
Subject: CONTRACT AWARDS DURING COUNCIL RECESS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-019-13 be received.
t,
Submitted !y: Reviewed by:
Marie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
M M/J B/br
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-019-13 PAGE 2
1. BACKGROUND
1.1 During periods when Council is in recess provision has been made for the
approval of contract awards in order to continue with business as usual. During
the summer recess of 2013 there were seven contract awards that would
normally necessitate a report to Council.
2. COMMENTS
2.1 In accordance with Purchasing By-law 2010-112, Part 2, Section 67, the
following contracts were awarded during the Council Recess.
CL2013-05, Wilmot Street Reconstruction
CL2013-11, Highway #2 Watermain & Road Widening - Newcastle
CL2013-15, Trulls Road Reconstruction
CL2013-16, Construction of Artificial Turf Sports Field
CL2013-17, Construction of Longworth Park— Phase 2
CL2013-19, Tooley's Mill Park
CL2013-22, 2013 Sidewalk Replacement & New Construction
A copy of the recommending Report Memos for the above noted projects are
attached as Attachments "1", "2", "3", "4", "5", "6" and 7", respectively.
3. CONCURRENCE
Not applicable
4. CONCLUSION
The actions taken by Staff as documented in the attached Report Memos be
provided for Councils information.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Jerry Barber, Purchasing Manager
REPORT NO.: COD-019-13 PAGE 3
Attachments:
Attachment 1 - CL2013-05, Wilmot Street Reconstruction
Attachment 2 - CL2013-11, Highway #2 Watermain & Road Widening — Newcastle
Attachment 3 - CL2013-15, Trulls Road Reconstruction
Attachment 4 — C12013-16, Construction of Artificial Turf Sports Field
Attachment 5 - CL2013-17, Construction of Longworth Park — Phase 2
Attachment 6 - CL2013-19, Tooley's Mill Park
Attachment 7 - CL2013-22, 2013 Sidewalk Replacement & New Construction
List of interested parties to be advised of Council's decision: Not Applicable
Attachment 1
u REPORT MEMO
Leading the Way PURCHASING SERVICES
Date: August 22, 2013
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Purchasing Services
Report#: PS-013-13 File#: CL2013-05
Subject: TENDER CL2013-05, WILMOT STREET RECONSTRUCTION
SUMMER RECESS PROCEDURE (PURCHASING BY-LAW 2010-112, S. 67)
RECOMMENDATIONS
It is respectfully recommended to the Chief Administrative Officer the following:
1. THAT Report PS-013-13 be received;
2. THAT Nick Carchidi Excavation Limited, Janetville, Ontario, with a total bid in the
amount of$596,198.27 (net of H.S.T. Rebate), being the lowest responsible
bidder meeting all terms, conditions and specifications of Tender CL2013-05 be
awarded the contract for the Wilmot Street Reconstruction as required by the
Municipality of Clarington, Engineering Department;
3. THAT the funds required in the amount of$393,400.00 (which includes
$241,892.97 net of HST Rebate for construction, tendering, design, contract
administration, other costs and contingencies) be drawn from the following
account:
Wilmot Street Reconstruction
110-32-330-83373-7401 (2013) ..........................................................$393,400.00
4. THAT the actions taken during the summer recess be reported to Council for
information.
REPORT NO.: PS-013-13 PAGE 2
Recomm ded by:-
7 F�
Jerry/' affi-& anager, Purchasing Services f� Date
l.e-
Concurrence:
Tony Cannella, Director of Engineering Date
U� Nancy Taylor, Director of Finance Da e
Approved by:
Frank Wu, Chief Administrative Officer Date
JDB
REPORT NO.: PS-013-13 PAGE 3
BACKGROUND
1.1 Tender specifications were provided by AECOM Canada for the Wilmot Street
Reconstruction.
1.2 Tender CL2013-05, Wilmot 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.
1. ANALYSIS
2.1 A total of five (5) submissions were received in response to the tender call. All
submissions were deemed compliant.
2.2 After further review and analysis of the bids by the Engineering Department and
Purchasing, it was mutually agreed that the low bidder, Nick Carchidi Excavation
Limited, Janetville, Ontario be recommended for the contract for the Wilmot
Street Reconstruction project. A copy of the recommendation memo from the
Engineering Department summarizing the work of the project and costs is
appended as Attachment 2.
2.5 Nick Carchidi Excavation Limited has completed similar projects for the
Municipality in the past and they have completed the work satisfactorily.
2.6 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 project is $833,000.00 and is comprised of the following
components:
Protect Cost Construction cost
(Net of HST Rebate)
Clarington Portion $393,400.00 $241,892.97
Region of Durham Portion $439,600.00 $354,305.30
Total $833,000.00 $596,198.27
*The total project cost includes construction, tendering, design, contract
administration, other costs and contingencies.
REPORT NO.: PS-013-13 PAGE 4
The funding and costs for this project and a summary of the work are outlined in
the memo from Engineering Services (Attachment 2).
3.2 Funding for this project will be drawn from the following account:
Wilmot Street Reconstruction
110-32-330-83373-7401 (2013) ..........................................................$393,400.00
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 Nick Carchidi Excavation Limited, Janetville, Ontario for
the Wilmot Street Reconstruction project.
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, Purchasing Manager
Attachments:
Attachment 1 — Bid Tabulation
Attachment 2- Recommendation Memo from Engineering Services
Attachment 1
MUNICIPALITY OF CLARINCTON
BID SUMMARY
TENDER CL2013-05
WILMOT STREET RECONSTRUCTION
BIDDER TOTAL BID TOTAL BID
(HST Ind) (Net of HST Rebate)
Nick Carchidi Excavating Limited
Janetville, ON $662,051.94* $596,198.28*
Eagleson Construction
Millbrook, ON . $669,205.82 $602,640.57
Bennington Construction Ltd.
Stouffville, ON $675,380.55 $608,201.10
MBC Excavating Ltd.
Cobourg, ON $776,768.27 $699.503.89
Elirpa Construction & Materials Ltd.
Pickering, ON $901,222.83' $811,579.08*
*Adjusted for arithmetic errors
'0 ° � Attachment 2
ca I
Leading the Wad
REVISED
MEMO
TO: Jerry Barber, Purchasing Manager
FROM: Ron Albright, Manager, Infrastructure and Capital Works
DATE: August 19, 2013
RE: Wilmot Street Reconstruction, Newcastle
CL2013-05
The Engineering Services Department has reviewed the submissions for CL2013-05
and offers the following comments.
The limits of the project are Wilmot Street from North Street to Mill Street (Regional
Road 17) in Newcastle.
Prior to completing the design, a Public Information Centre was held on October 18,
2012 to review the project with the public and to get their input regarding the proposed
works.
Wilmot Street is currently constructed to a semi urban cross section with no sidewalks
curbs or formalized storm system. Upon completion of the works, the streets will be
reconstructed to an urban standard with concrete curb and gutter, sidewalks including a
new sidewalk connection on the east side of North Street from Wilmot Street to the
recently constructed sidewalk along the No Frills property, new road structure and street
lights, The surface asphalt will be placed in 2016 under a separate contract. In addition
to providing an improved road for the local residents it will also provide a safe location
for pedestrians walking through the neighbourhood as well as accommodating future
traffic generated by additional development in the Newcastle area. 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 Wilmot Street.
The Municipality of Clarington has worked with Nick Carchidi Excavating Limited on
several projects in the past and they have completed the work satisfactorily. We
recommend award of the contract to Nick Carchidi Excavating Limited in the amount of
VAlilmot Street Reconstruction, Newcastle,
CL2Ci I 13-05 2 August 19, 201
$662,051.94, inclusive of HST, or $596,198.28 net of HST rebate, for the reconstruction
of Wilmot Street.
The portion of the contract that will be funded by the Region of Durham is $393,440.44,
inclusive of HST, or $354,305.30 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.
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, other costs such as permits, and contingencies, the Engineering
Department advises of the following total project cost breakdown for Clarington's portion
of the work.
Construction (net of HST) $ 241,892.97
Based on Low Bid
Design, Tendering and Contract $ 151,507.03
Administration (net of HST), Other
Costs and Contingencies
Total Project Value $393,400.00
Budget Amount
Wilmot Street Reconstruction,
110-32-330-83373-7401 $410,000.00
Estimated Unexpended Budget $ 16,600.00
Additional Funding Required $0.00
*A detailed Cost Apportionment will be provided to Finance under separate
cover.
We recommend that the Purchasing Department move forward with award of the
contract 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
fthnoi Street
CI-2013-05 3 NAOUSt 19; 2013
Pc: Nancy Taylor, Director of Finance
A.S. Cannella, Director of Engineering Services
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Attachment 2
ciff-moon REPORT MEMO
PURCHASING SERVICES
Date: August 9, 2013
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Purchasing Services
Report#: PS-008-13 File#: CL2013-11
Subject: TENDER CL2013-11, HIGHWAY #2 WATERMAIN & ROAD WIDENING -
NEWCASTLE
SUMMER RECESS PROCEDURE (PURCHASING BY-LAW 2010-112, S. 67)
RECOMMENDATIONS
It is respectfully recommended to the Chief Administrative Officer the following:
1. THAT Report PS-008-13 be received;
2. THAT Coco Paving Inc., Bowmanville, Ontario, with a total bid in the amount of
$462,880.49 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all
terms, conditions and specifications of Tender CL2013-11 be awarded the contract for
Highway#2 Watermain and Road Widening (Newcastle), as required by the
Municipality of Clarington, Engineering Department;
3. THAT the funds required in the amount of$503,600.00 (which includes $462,880.49
net of HST Rebate for construction, site inspection and material testing) be drawn from
the Emergency and Fire Services Department Capital Account:
Newcastle Fire Hall Construction - Highway#2 Watermain & Road Widening
110-28-370-82844-7401 (2010) ...................................................$503,600.00 and
4. THAT the actions taken during the summer recess be reported to Council for
information.
REPORT NO.: PS-008-13 Page 2
Recomme ded b
Jerry Manager, Purchasing Services Date
Concurrence:
vwtlttzl�'
Tony Cannella, Director of Engineering Date
G rd Weir, Director of Emergency & Date
Fire Services
y o9 - Za 3
CCe, Nancy Taylor, Director of Finance Date
Approved by:
Frank Wu, Chief Administrative Officer Date
JDB
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: PS-008-13 PAGE 3
1. BACKGROUND
1.1 Tender specifications were provided by Engineering Department for the watermain
installation and road widening of Highway#2 at the Newcastle Fire Hall #2
Project.
1.2 Tender CL2013-11, Highway #2 Watermain and Road Widening (Newcastle) 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 two (2) submissions were received in response to the tender call. Both
submissions were deemed compliant.
2.2 After further review and analysis of the bids by the Engineering Department and
Purchasing, it was mutually agreed that the low bidder, Coco Paving Inc.,
Bowmanville, Ontario be recommended for the contract for the watermain and
road widening of Highway #2 at Newcastle Fire Hall #2. A copy of the
recommendation memo from the Engineering Department which includes details
of the project is appended as Attachment 2.
2.5 Coco Paving Inc. has provided similar services to the Municipality of Clarington in
the past and the level of service has been satisfactory.
2.6 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering.
3. FINANCIAL
3.1 The total project cost of$503,600.00 includes $462,880.49 (net of HST Rebate)
for construction, site inspection and material testing. The funding and costs for
this project are outlined in the memo from Engineering Services (Attachment 2)
and summarized below.
3.2 Funding for this project will be drawn from the following Emergency Services
2010 Capital account:
Newcastle Fire Hall #2 - Highway #2 Watermain and Road Widening
110-28-370-82844-7401 (2010) ..........................................................$503,600.00
REPORT NO.: PS-008-13 PAGE 4
4. CONCURRENCE
4.1 This report has been reviewed by Tony Cannella, Director of Engineering
Services and Gord Weir, Director of Emergency and Fire Services who concur
with the recommendations.
5. CONCLUSION
5.1 To award the contract to Coco Paving Inc., Bowmanville, Ontario for the Highway
#2,Watermain and Road Widening project.
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, Purchasing Manager
Attachments:
Attachment 1 — Bid Tabulation
Attachment 2- Recommendation Memo from Engineering Services
Attachment 1
MUNICIPALITY OF CLARINGTON
BID SUMMARY
TENDER CL2013-11
HIGHWAY#2 WATERMAIN AND ROAD WIDENING (NEWCASTLE)
BIDDER TOTAL BID TOTAL BID
(HST (NET OF HST
INCLUDED) REBATE)
Coco Paving Inc.
Bowmanville $514,008.41 $462,880.49
Elirpa Construction & Materials Limited
Pickering $542,431.89 $488,476.72
Attachment 2
MEMOJ.r•rrrlin+�rkf 1k'ary ��
TO: ,Jerry Barber, Purchasing Manager
FRO.tvl: Ron Albright, Manager, Infrastructure and Capital Works
DATE: August 9, 20'13
RE: Newcastle Fire Hall, Hwy. 2 Road Widening and Watermain Extension,
C L2d13-11
The Engineering Services Department has revie.ved the submissions for CI-2013-11 and offers
the folliDINing comme7ts.
As part of the development of the fire hall site in Nev,castle at 3333 Hwy. 2 the Region of
Durham required turning lane improvements be made including a west bound left turn lane (slip
around)and an eastbound right turn lane into the site. Additionally as part of the road works the
shoulders will be paved in order to fit into the Region of Durham's approved Cycling Route
along Hwy. 2. Afso required as part of the servicing of the site is the extension a 1�-0 mm dia.
Watermain from the existing terminus east of the site across a portion of the fire hall site.
Based on references checked, our past experience and ongoing v ork with this contractor, tare
recommend award of the contract to Coco Paving Inc.. in the amount of $114,008.41, inclusive
of HST, Dr S,462,880.49, net of HST rebate.
As there is already a large contingence being carried on the overall fire hall project one has not
been added specifically for the road widening and vvatermain --,vorks_ Design and tender
preparation was completed by Engineering Services therefore there are no fees associated with
this work but site inspection and material testing will be required from an outside source with
Engineering Services overseeing the contract administration_ Including net HST costs,
inspection and materials testing, the Engineering Department advises of the following total
project cost breakdovm. Funding for the project will come from the Newcastle Fire Hall account.
Newcastle Fire Hall, Hwy. 2 Road Widening
and Watermain Extension, CL2013A 1 2 August 9, 2013
Construction (net of HST) $462,880.49
Based on Low Bid
Inspection and Material Testing net of HST $40,719.51
Total Project Value $503,600.00
Budget Amount
Newcastle Fire Hall Construction Account
110-28-370-82844-7401 $503,600.00
Estimated Unexpended Budget $0.00
Additional Funding Required $0.00
We recommend that the Purchasing Department move forward with award of the
contract based on the above apportionments. Should you have any further questions,
please feel free to contact the undersigned.
Regards, _
L-
Ron Albright, P. Eng.
Manager, Infrastructure and Capital Works
RA/sb/bc
Attachment
Pc: Nancy Taylor, Director of Finance
A.S. Cannella, Director of Engineering Services
Gard Weir, Director of Emergency Services
.._. _.. N ' W A
N
i
W
Attachment 3
ciff-M4011 REPORT MEMO
PURCHASING SERVICES
Date: August 12, 2013
To: Frank Wu, Chief Administrative Officer
From:. Jerry Barber, Purchasing Services
Report#: PS-009-13 File#: CL2013-15
Subject: TENDER CL2013-15, TRULLS ROAD RECONSTRUCTION
SUMMER RECESS PROCEDURE (PURCHASING BY-LAW 2010-112, S. 67)
RECOMMENDATIONS
It is respectfully recommended to the Chief Administrative Officer the following:
1. THAT Report PS-009-13 be received;
2. THAT Coco Paving Inc., Bowmanville, Ontario, with a total bid in the amount of
$1,382,633.08 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all
terms, conditions and specifications of Tender.CL2013-15 be awarded the contract for
Trulls Road Reconstruction, as required by the Municipality of Clarington, Engineering
Department;
3. THAT the funds required in the amount of$1,715,387.27 (which includes
$1,382,633.08 net of HST Rebate for construction, tendering, design, contract
administration, other costs and contingencies) be drawn from the following accounts:
Trulls Road Reconstruction
110-32-330-83410-7401......................................................................$861,500.00
Trulls Road Sidewalk
110-32-331-83300-7401.........................................................:............$145,200.00
Pavement Rehabilitation
110-32-330-83212-7401 (2013) ........................................................... $30,560.05
110-32-330-83212-7401 (2012 UECF)................................................$320,862.90
110-32-330-83212-7401 (2011 UECF)................................................$225,877.05
Trulls Road Ditching
100-36-380-10240-7112....................................................................... $92,000.00
REPORT NO.: PS-009-13 Page 2
Funding From Adjacent Developers .................................................... $39,287.27
Total Funding Available....................................................................$1,715,287.27
4. THAT the actions taken during the summer recess be reported to Council for
information.
Recommended by:
Jerry B "anager, Purchasing Services /bate
Concurrence:
Tony Cannella, Director of Engineering bate
ka- (9013
Nanc—yTbylor, Director of Finance Date
Approved by
Frank Wu, Chief Administrative Officer Date
JDB
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO LIC 3A6 T 905-623-3379
REPORT NO.: PS-009-13 PAGE 3
1. BACKGROUND
1.1 Tender specifications were provided by AECOM for the Trulls Road
Reconstruction Project.
1.2 Tender CL2013-15, Trulls Road 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 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 bids by AEC.OM, the Engineering
Department and Purchasing, it was mutually agreed that the low bidder, Coco
Paving Inc., 13owmanville, Ontario be recommended for the contract for the Trulls
Road Reconstruction project. A copy of the recommendation memo from the
Engineering Department providing a summary of work of this project is appended
as Attachment 2.
2.5 Coco Paving Inc. has provided similar services to the Municipality of Clarington in
the past and the level of service has been satisfactory.
2.6 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering.
3. FINANCIAL
3.1 The total project cost of$1,715,387.27 includes $1,382,633.08 (net of HST
Rebate) for construction, tendering, design, contract administration, other costs
and contingencies. The funding and costs for this project are outlined in the
memo from Engineering Services (Attachment 2) and summarized below.
3.2 Funding for this project will be drawn from the following accounts;
Trulls Road Reconstruction
110-32-330-83410-7401 ................. ...................................................$861,500.00
Trulls Road Sidewalk
110-32-331-83300-7401 .....................................................................$145,200.00
Pavement Rehabilitation
110-32-330-83212-7401 (2013) ............................................................$30,560.05
110-32-330-83212-7401 (2012 UECF) ...............................................$320,862.90
REPORT NO.: PS-009-13 PAGE 4
110-32-330-83212-7401 (2011 UECF) ...............................................$225,877.05
Trulls Road Ditching
100-36-380-10240 77112 .......................................................................$92,000.00
Funding From Adjacent Developers .....................................................$39,287.27
Total Funding Available.......... . .................................................... .$1,715,287.27
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 Inc., Bowmanville, Ontario for the Trulls
Road 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, Purchasing Manager
Attachments:
Attachment 1 — Bid Tabulation
Attachment 2- Recommendation Memo from Engineering Services
Attachment 1
MUNICIPALITY OF CLARINGTON
BID SUMMARY
TENDER CL2013-15
TRULLS ROAD RECONSTRUCTION
BIDDER TOTAL BID TOTAL BID
HST INCLUDED NET OF HST REBATE
Coco Paving Inc.
Bowmanville, ON $1,535,353.15 $1,382,633.08
Dig-Con International Ltd.
Bolton, ON $1,962,325.28 $1,778,328.30
Elirpa Construction & Materials Ltd,
Pickering, ON $2,032,845.82 $1,830,640.62
I
Attachment 2
lr, r
Lrud � A4 5f'ny
MEMO
TO: Jerry Barber, Purchasing Manager
FROM: Ron Albright, Manager, Infrastructure and Capital Works
DATE: August 8, 2013
RE: Trulls Road Reoonstruotlon, Pavement Rehabliltation and Sidewalk
Construotton, CL2013-15
The Engineering Services Department has reviewed the submissions for CL2013-15
and offers the following comments,
The project includes a variety of works along the length of Trulls Road from Nash Road
to Pebbleston Road, The following provides a summary of the various works for the
different sections of Trulls Road:
From To Soo e _
Nash �Qad George Reynolds Sidewalk East Side
Drive
George Reynolds Billet Cate Full Reconstruction to urban
[)rive Standard
Billet Gate Pebblestone Road Pavement Rehabilitation Incl.
Dltchin
Considering some ditching improvements the Operations Department had planned on
Trulls Road north of Billet Gate and the existing condition of Trulls Road in this location
the Engineering Services Department evaluated their Pavement Rehabilitation Program
and determined that this section of.road would be a good candidate for rehabilitation
and that good value could be gained by grouping It with the Trulls.Road Deconstruction
project, Based on the anticipated long time frame for development in this area, which
would require additional servicing and urbanization of Trulls Road, it was felt that the
rehabilitation of Trulls Road was the best option to deal with the current condition.- As
Trulls Road is identified as a bike route In the Region of Durham's Cycling Plan the
rehabilitation will Incorporate paved shoulders to allow for marked bike lanes. Bike
lanes will also be provided on the urbanized section of the road,
I ruk;Road Reconstwt.,loo, Nverriernt Rehabilitation
and Sidewalk Canstruci on, =G'13.15 2 Atic4ust 8, 2013
As additional sidewalks were also being planned south of the reconstruction work it was
added to this contract to minimize conflicts between different contractors and to make
coordination of the various works easier.
In addition to the planned municipal infrastructure associated with the reconstruction
works staff have coordinated servicing needs for adjacent development of severance
lots and the needs of the proposed subdivision on the west side of Trulls Road at the
location of the future Adelaide,Avenue extension. Funding for the severance lots was
previously collected as part of the land division process and funds for the future
subdivision needs will be collected directly from the developer by means of payment up
front prior to the work being started. Payment for the work at 3301 Trulls Road will also
be paid up front from the land owner. A summary for bath of the required payments
from private Individuals is also attached for your reference.
Based on references checked, our past experience and ongoing work with this
contractor, we recommend award of the contract to Coco Paving Inc, in the amount of
$1,635,363,16, inclusive of HST, or$1,382,633.08, net of HST rebate,
Due to past experiences on similar projects, a contingency amount of 9% is carried
forward. Therefore, including design and tender fees, contract administration fees, net
HST costs, other costs such as geotechnical Investigation, permits, and contingencies,
the Engineering Department advises of the following total project cost.breakdown,
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) $1,382,633.08 ;
Based on Low Rid
Design, Tendering and Contract332,R5�i,19
Administration (net of HST), ether
Costs and Contingencies
Total Project Value $1,716,287.27
Budget Amount
Trulls Road Reconstruction,
110.32.330-83410.7401 $861,500.00
Trulls Load Sidewalk,
110-32-33.1-83300-7401 $145,200.00
Pavement Rehabilitation,
110-32=330-83212-7401 (2013) . $30,580,05
110-32-330-83212-740'1 (2012 UECF) $324,862.90
110-32-330-83212-7401 (2011 UECF) $225,877.05
Trulls Road Ditching,
100-30,380-10240-7112 $92,400,00
l Trulls Road Reconstruction, Pavement Rehabilitation
wid Sidewalk Conshic,tion, CL2013-15 3 Atipcil 9, 2013
Funding from Adjacent Developers, $39,287.27
($5,823.40 Severance Lots (previously
collected) + $28,443,03 Mallory Sub,
(Excl, HST) +
$5,820,84 for House#8301 Trulls Road
Servicing(Excl, HST)
Estimated unexpended Budget $0,00
Additional Funding Required $0,00
*A detailed Cost Apportionment will be provided to Finance under separate
cover,
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,
Ran Albright, P. Eng,
Manager, Infrastructure and Capital Works
RAisbldv
Attachment
Pc; Nancy Taylor, Director of Finance
A.S, Cannella, Director of Engineering Services
Trulls Road Reconsltu;tion, Pavement Rehabilitation
anti Sidewalk Construction, CL1D13-15 4 AtiyuSt 8, 1013
AN
Pebblaa#one Road
6;
Sherry Lat)o'N
-
r �
r,
M •
� r
Ir .
DITCHING.
r IMPROVEMENTS
V K M (WEST SIDE)AND
ROAD REHAWLITATION
�r
1•
1! �
`r p
RECONSTRUCTION j
1 a [n
m 1 1
=� !Ge rya eynolds Drive
0
H MI
r
w SIDEWALK
.' CONSTRUCTION
1^ (EAST SIDE)
`1
1
fVasl7 Road � -
Attachment 4
Ciff K
MgOR � EPORT MEMO
PURCHASING I
Date: August 16, 2013
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Purchasing Services
Report#: PS-015-13 File#: CL2013-16
Subject: TENDER CL2013-16, CONSTRUCTION OF ARTIFICIAL TURF SPORTS
FIELD
SUMMER RECESS PROCEDURE (PURCHASING BY-LAW 2010-112, S.
67)
RECOMMENDATIONS:
It is respectfully recommended to the Chief Administrative Officer the following.:
1. THAT Report PS-015-13 be received;
2. THAT Worldwide Turf Inc, Barrie, Ontario, with a total bid in the amount of
$1,167,591.19 (net of H.S.T. Rebate), being the lowest responsible bidder
meeting all terms, conditions and specifications of Tender CL2013-16 be
awarded the contract for the Construction Of Artificial Turf Sports Field as
required by the Municipality of Clarington, Engineering Department; and
3. THAT the funds required in the amount of $1,440,840.00 (which includes
$1,167,591.19 net of HST Rebate for construction, tendering, design, contract
administration, other costs and contingencies) be drawn from the following
account:
South Courtice Arena Artificial Turf Sports Field
110-32-325-83405-7401 (2013) .......................................................$1,440,840.00
4. THAT the actions taken during the summer recess be reported to Council for
information.
REPORT NO.: PS-015-13 PAGE 2
Recommend,ed b :
Jerry - -ber, Manager, Purchasing Services D-to
Concurrence:
3 C)//
Tony Cannella, Director of Engineering Date
Reviewed by:
Nancy aylor, B.B.A., C.P.A., C.A., D to
Director of Finance
Approved bV:
4( lz� s
Frank Wu, Chief Administrative Officer Date
JDB
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T 905-623-3379
REPORT NO.: PS-015-13 PAGE 3
1.0 BACKGROUND
1.1 Tender specifications were provided by the AECOM Canada for the South
Courtice Arena Artificial Turf Sports Field Construction project.
1.2 The project pricing was prepared on the basis of construction of an artificial turf
sports field including an extension to the existing parking lot. The parking lot was
included as a provisional item in the event funding was not available. In addition,
pricing was provided for additional warranty insurance on the turf.
1.3 Bidders were invited from the list of pre-qualified contractors and Tender
CL2013-19, Construction of an Artificial Turf Sports Field was advertised in the
Daily Commercial News as well as electronically on the Municipality's website
and the Ontario Public Buyer's Association website for the benefit of sub-trades.
Subsequently, tenders were received and tabulated as per Attachment 1.
2.0 ANALYSIS
2.1 A total of seven (7) submissions were received in response to the tender call.
Six (6) bids were deemed compliant and one was rejected for failure to provide
the required bid bond.
2.2 On review of the bids it was determined that the budget was insufficient to allow
the inclusion of the parking lot and the warranty insurance. When evaluating the
bids the deletion of the provisional item prices was considered in arriving at the
low responsible bidder. The adjusted bid amounts are noted on Attachment 1.
2.3 After further review and analysis of the bids by AECOM Canada, the Engineering
Department and Purchasing, it was mutually agreed that the low bidder,
Worldwide Turf Inc., Barrie, Ontario be,recommended for the contract for the
South Courtice Arena Artificial Turf Sports Field Construction project. A copy of
the recommendation memo from the Engineering Department summarizing the
work of the project and costs is appended as Attachment 2.
2.4 Worldwide Turf Inc. has not completed any project for the Municipality of
Clarington in the past; however, a review of references confirmed that they have
completed similar projects for numerous agencies and the level of service and
quality has been satisfactory.
2.5 With regard to the parking lot, the Engineering Department will request funding to
complete the parking lot in a future report to Council or in the 2014 budget.
2.6 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering.
3.0 FINANCIAL DETAILS
3.1 The total project cost of$1,440,840.00 includes $1,167,591.19 (net of HST
Rebate) for construction, tendering, design, contract administration, other costs
REPORT NO.: PS-015-13 PAGE 4
and contingencies. The 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 account:
South Courtice Arena Artificial Turf Sports Field
110-32-325-83405-7401 (2013) .......................................................$1,440,840.00
4.0 CONCURRENCE
4.1 This report has been reviewed by Tony Cannella, Director of Engineering
Services who concurs with the recommendations.
5.0 CONCLUSION
5.1 To award the contract to Worldwide Turf Inc., Barrie, Ontario for the construction
of the South Courtice Arena Artificial Turf Sports Field.
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 Ciarington
Promoting green initiatives
x Investing in infrastructure
Showcasing our community
Not in conformity with Strategic Plan
Staff Contact: Jerry Barber, Purchasing Manager
Attachments:
Attachment 1 — Bid Tabulation
Attachment 2- Recommendation Memo from Engineering Services
Attachment 1
MUNICIPALITY OF CLARINGTON
BID SUMMARY
TENDER CL2013-16
SOUTH COURTICE ARENA ARTIFICIAL TURF SPORTS FIELD
BIDDER TOTAL BID Total Bid TOTAL REVISED TOTAL REVISED
FF
(HST Incl.) (Net of HST BID EXCLUDING BID EXCLUDING
Rebate) PROVISIONAL PROVISIONAL
ITEMS ITEMS
(HST Incl) (Net of HST
Rebate)
WorldWide Turf Inc.
Barrie, ON $1,486,363.58 $1,338,516.44 $1,296,558.61 $1,167,591.19
Gateman-Milloy Inc.
Kitchener, ON $1,557,310.19* $1,402,406.32* $1,420,952.78* $1,279,611.99`
Rutherford Contracting Ltd.
Aurora, ON $1,559,849.63* $1,404,692.90* $1,369,658.59* $1,233,419.99*
Hawkins Contracting Services Limited
Stouffville, ON $1,596,612.89 $1,437,799.36 $1,428,644.43 $1,286,538.56
DOI Turf Restoration Ltd.
Bond Head, ON $1,708,557.01 $1,538,608.50 $1,5626,5365 $1,407,218.02
Wilco Civil Inc.
Oakville, ON $1,942,44170* $1,684,102.56* $1,672,592.10* $1,506,220.99*
Davan Group Inc.
Puslinch, ON REJECTED REJECTED REJECTED REJECTED
*Adjusted for Arithmetic errors
Attachment 2
MEMOI ending the Way
TO: Jerry Barber, Purchasing Manager
FROM: Peter Windolf, Park Development Manager
DATE: August 29, 2013
SUBJECT: South Courtice Artificial Turf Field Construction
Tender CL2013-16
I have reviewed the low bid by WorldWide Turf Inc. and offer the following comments:
In 2013 Council approved $1,500,000 for the construction of South Courtice Artificial
Turf Field and Parking Lot Expansion. WorldWide Turf of-Barrie Ontario was one of 8
companies pre-qualified to bid on the project based on their abundant experience and
good references on similar projects.
The project tender also included provisional items to expand the existing parking lot and
provide an insured warranty on the turf. Since the provisional items would put the project
over budget I recommend that we do not include them in the contract award. RK and
Associates, our artificial turf consultant, has advised me that the insured warranty is not
required for the type of turf that will be used by the low bidder. Funding to complete the
parking lot expansion will be requested in a future report to Council or in the 2014
budget.
I recommend award of.the contract in the amount of$1,147,397 for the project. .
A contingency allowance of 10% including net HST rebate is carried forward. The
Engineering Services Department advises the following breakdown for the above
referenced project:
Project Breakdown
Total Project Value $1,147,397 contract award
$ 114,739 contingency allowance
$ 153,784 design and contract admin.
24,92 net HST
$1,440,840
2013 Approved Budget Amount-
South Courtice Artificial Turf Field and $1,500,000
Parking Lot Expansion
110 32 325 83405.7401
Budget over(under) ($59,160)
Sau`r.17 Courtice Artificial `1 utf Field and Parking Lot Expansiot'7
CL2013-16 2
Should you have any questions, please feel free to contact me.
Regards,
Peter Windolf, OALA, CSLA
Manager Park Development
Attachment
Cc Nancy Taylor, Director of Finance
Tony Cannella, Director of Engineering
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
Attachment 2
4 .
,E
$ QE'NELLCRUCENT 6LOOR6TREET 1k icoaa
K Wt�EEIEttAYFhvE O6W91nrtEEOENI
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MOMACMJE AVENIE bVJ10AT6 CitE6CrM J1� ' �ll
6WMIl AVFMF ."T90 Will
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i
SOUTH COURTICE l
- ARENA
:EVCnErcENr ARTIFICIAL.SOCCER
TURF
IMP Chr60Exi 5�'�t1 ��
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Attachment 5
clevifloon REPORT MEMO
PURCHASING SERVICES
Date: July 25, 2013
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Purchasing Services
Report#: PS-005-13 File#: CL2013-17
Subject: TENDER CL2013-17, CONSTRUCTION OF LONGWORTH PARK — PHASE 2
SUMMER RECESS PROCEDURE (PURCHASING BY-LAW 2010-112, S. 67)
RECOMMENDATIONS
It is respectfully recommended to the Chief Administrative Officer the following:.
1. THAT Report PS-005-13 be received;
2. THAT Ottavio Ciccarelli & Son Contracting Ltd., Ancaster, Ontario, with a total bid in
the amount of$415,008.88 (net of H.S.T. Rebate), being the lowest responsible bidder
meeting all terms, conditions and specifications of Tender CL2013-17 be awarded the
contract for Construction of Longworth Park, Phase 2, as required'by the Municipality
of Clarington, Engineering Department;
3. THAT the funds required in the amount of$450,000.00 (which includes $415,008.88
net of'HST Rebate for construction, tendering, design, contract administration, material
testing, contingencies) be drawn from the Engineering Department Capital Account:
Longworth Park Construction
110-32=325-83231-7401 (2013) ...................................................$450,000.00 and
4. THAT the actions taken during the summer recess be reported to Council for
information.
REPORT NO.: PS-005-13 Page 2
Recommef e ;b 1
Jerry Bear er, Manager, Purchasing Services j Da e
Concurrence:
Z-0/3
/ ` T n Cann �{a Dire tr of Engineering Date)
Y. :� d
� g g
. � ( J' 2�
Nancy Tay r, Direck of Finance I Date
Approved by:
Frank Wu, Chief Administrative Officer Date
JDB
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: PS-005-13 PAGE 3
1. BACKGROUND
1.1 Tender specifications were provided by Henry Kortekass & Associates,
Pickering, for the Construction of Longworth Park— Phase 2 Project
1.2 Tender CL2013-17, Longworth Park — Phase 2 Project 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 five (5) submissions were received in response to the tender call. Four
submissions were deemed compliant and one submission was rejected for failing
to meet the deposit requirements.
2.2 Bids submitted included several provisional items for consideration, budget
permitting. However, on evaluation all bids exceeded the budget by a significant
amount.
2.3 In order to bring the project within budget the bids were adjusted by deleting all
provisional items and making minor adjustments in some line items to bring the
project within budget.
2.4 After further review and analysis of the revised bids by the Engineering
Department and Purchasing, it was mutually agreed that the low bidder, Ottavio
Ciccarelli & Son Contracting Ltd., Ancaster, Ontario be recommended for the
contract for the Construction of Longworth Park— Phase 2 Project. A copy of the
recommendation memo from the Department of Engineering is appended as
Attachment 2.
2.5 Ottavio Ciccarelli & Son Contracting Ltd. has not provided similar services to the
Municipality of Clarington in the past; however, a check of their references
indicates that they have completed similar projects for other municipalities to their
satisfaction.
2.6 Queries with respect to the department needs, specifications., etc. should be
referred to the Director of Engineering.
3. FINANCIAL
3.1 The total project cost of $450,00.00 includes $415,008.88 (net of HST Rebate)
for construction,,tendering, design, contract administration, material testing and
contingencies. The funding and costs for this project are outlined in the memo
from Engineering Services (Attachment 2).
REPORT NO.: PS-005-13 PAGE 4
3.2 Funding for this project will be drawn from the following Engineering 2013
Capital account:
Longworth Park Construction
110-32-325-83231-7401 (2013) ..........................................................$450,000.00
4. CONCURRENCE
4.1 This report has been reviewed by Ron Albright, Infrastructure and Capital Works
Manager on behalf of Tony Cannella, Director of Engineering Services who
concurs with the recommendations.
5. CONCLUSION
5.1 To award the contract to Ottavio Ciccarelli & Sons Contracting Ltd., Ancaster,
Ontario for the Construction of Longworth Park — Phase 2 Project.
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, Purchasing Manager
Attachments:
Attachment 1 — Bid Tabulation
Attachment 2- Recommendation Memo from Engineering Services
Attachment 1
MUNICIPALITY OF CLARINGTON
DID SUMMARY
TENDER CL2013-17
CONSTRUCTION OF LONGWORTH PARK(— PHASE 2
BIDDER TOTAL BID TOTAL BID TOTAL
(HST (NET OF REVISED
INCLUDED) HST BID
REBATE) (NET OF
HST
REBATE)
Ottavio Ciccerel_li & Son Contracting Ltd.
Ancaster, ON $ 532,110.51* $479,182.00* $415,008.88*
Hawkins Contracting Services Limited
Stouffville, ON $ 582,419.92 $524,487.17 $445,203.91
Royal Crest Paving & Contracting Ltd.
Toronto, ON $ 607,275.67* $547,466.05* $473,771.56*
Cedar Spring Landscape Group Ltd.
Ancaster, ON $ 625,671.33 $587,750.75 $482,775.39
Mopal Construction Limited
Gormley, ON (REJECTED) (REJECTED) (REJECTED)
*Bid corrected for minor arithmetic errors
Attachment 2
M Emmm M 0
I.eadirtg t3ze Way
TO: Jerry Barber, Purcha sing,Manager
FROM: Peter Windolf, Park Development Manager
DATE: July 25, 2013
SUBJECT: Longworth Park Construction
Tender CL2013-17
I have reviewed the low bid by Ottavlo Ciccareili & Son Contracting Ltd. and offer the
following comments:
In 2013 Council approved $450,000 for the construction of Longworth Park, Ottavio
Ciccarelli & Son Contracting Ltd. has never worked for the Municipality. Subject to
review of their references, 1 recommend award of the contract in the amount of$407,831
for the park development project.
A contingency allowance of 4% including net HST rebate is carried forward. Construction
inspection and contract administration will be done by municipal staff. The Engineering
Services Department advises the following breakdown for the above referenced project:
Project Breakdown
Total Project Value $407,831 contract award
$17,845 contingency allowance
$16,850 survey, design and printing
7474 net HST
$450,000
2013 Approved Budget Amount-
Longworth Park Construction $450,000
110 32 325 83231 7401
Budget over(under) 0
Longworth Parr
Construction
CL2013-97 2
Should you have any questions, please feel free to contact me.
Regards,
Peter Windolf, GALA, b SLA
Manager Park Development
Attachment
Cc Nancy Taylor, Director of Finance
Tony Cannella,, Director of Engineering
Attachment 6
REPORT MEMO
Leading the Way PURCHASING SERVICES
Date: August 16, 2013
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Purchasing Services
Report#: PS-011-13 File#: CL2013-19
Subject: TENDER CL2013-19, TOOLEY'S MILL PARK
SUMMER RECESS PROCEDURE (PURCHASING BY-LAW 2010-112, S. 67)
RECOMMENDATIONS
It is respectfully recommended to the Chief Administrative Officer the following:
1. THAT Report PS-011-13 be received;
2. THAT Royalcrest Paving and Contracting Ltd, Toronto, Ontario, with a total bid in
the amount of$290,618.52 (net of H.S.T. Rebate), being the lowest responsible
bidder meeting all terms, conditions and specifications of Tender CL2013-19 be
awarded the contract for Tooley's Mill Park as required by the Municipality of
Clarington, Engineering Department;
3. THAT the funds required in the amount of$337,970.00 (which includes
$290,618.52 net of HST Rebate for construction, tendering, design, contract
administration, other costs and contingencies) be drawn from the following
account:
Tooley's Mill Park Construction
110-32-325-83404-7401 (2013)..........................................................$337,970.00
4. THAT the actions taken during the summer recess be reported to Council for
information.
REPORT NO.: PS-011-13 PAGE 2
Recommended b
Jerry Bar der, Purchasing Services Date
Concurrence:
r
Tony Cannella, Director of Engineering Date
G Nancy Taylor, Director of Finance Date
Approved by:
Frank Wu, Chief Administrative Officer 1 Date
JDB
REPORT NO.: PS-011-13 PAGE 3
BACKGROUND
1.1 Tender specifications were provided by the JVF Consultants Inc. for the Tooley's
Mill Park Construction project.
1.2 The project pricing was prepared on the basis of minimum requirements for the
project with provision being made for provisional items to enhance the project if
funding was available. Provisional items included metal entry signage, masonry
piers, a sitting wall and a metal pergola.
1.3 Tender CL2013-19, Tooley's Mill Park Construction 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.
1. ANALYSIS
2.1 A total of six (6) submissions were received in response to the tender call. All
submissions were deemed compliant.
2.2 On review of the bids it was determined that the budget was sufficient to allow
the addition of the entry signage and the masonry piers and an increase in the
number of armour stone benches to be installed. The provisional sitting wall and
pergola were in excess of the budgeted amount and were not considered. When
evaluating the bids the provisional item prices and the price increase for the
increased number of armour stone benches applicable to all bidders were
considered in arriving at the low responsible bidder.
2.2 After further review and analysis of the bids by the Engineering Department and
Purchasing, it.was mutually agreed that the low bidder, Royalcrest Paving and
Construction Ltd., Toronto, Ontario be recommended for the contract for the
Tooley's Mill Park Construction project. A copy of the recommendation memo
from the Engineering Department summarizing the work of the project and costs
is appended as Attachment 2.
2.5 Royalcrest Paving and Construction Ltd. has provided similar services to the
Municipality of Clarington; in the past, the level of service and quality has been
satisfactory.
2.6 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering.
3. FINANCIAL
3.1 The total project cost of$337,970.00 includes $290,618.52 (net of HST Rebate)
for construction, tendering, design, contract administration, other costs and
REPORT NO.: PS-011-13 PAGE 4
contingencies. The 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 account:
Tooley's Mill Park Construction
110-32-325-83404-7401 (2013) ..........................................................$337,970.00
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 Royalcrest Paving and Construction Ltd., Toronto,
Ontario for the Tooley's Mill Park Construction project.
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, Purchasing Manager
Attachments:
Attachment 1 — Bid Tabulation
Attachment 2- Recommendation Memo from Engineering Services
Attachment 1
MUNICIPALITY OF CLARINGTON
BID SUMMARY
TENDER CL2013-19
TOOLEY'S MILL PARK CONSTRUCTION
BIDDER TOTAL BID TOTAL REVISED BID TOTAL REVISED BID
(HST Incl.) INCLUDING PROVISIONAL INCLUDING PROVISIONAL
ITEMS 1 & 2 ITEMS 1 & 2
(HST Incl) (Net of HST Rebate)
Royalcrest Paving & Construction Ltd. $290,618.52
Toronto, ON $300 610.62 $322,719.07
Mopal Construction Ltd. $303,992.60
Gormley, ON $349,680.76 $314,898.36
Hawkins Contracting Services Limited $317,427.62 $347,572.63
Stouffville, ON $312,999.92
GMP Contracting
Toronto, ON $333,489.20 $366,500.91 $330,045.42
Aloia Bros. Concrete Contractors Ltd. $340,846.91
Toronto, ON $389,102.78 $350,400.01
L ings Landscape Group Ltd. $429,488.99 ON $464,744.99 $418,517.26
ted for Arithmetic errors
Attachment 2
ta-dingalleiva W�_-
M MEN
t: M: 0
'TO: Jerre Barber, Purchasing Manager
FROM Peter'Nindoirr, Fart Development
RATE, August 13, 2013
9 BJE T: Tooleys Mill Farb Constructions
Tender LM34%
11avQ,rovio%Nrod PIhe 9ovi hick by Roya[Gre t Paving Find (.G,o Mi',nctir,g L. d,-e0 offer(he
t��lle��b�lia comments,
In X013 CraurocH appi'i ved $340,0-00 For the Ganstruotion of Tooleyr's Mill Park. Rrpr{.cicre #,
IPe' Iml�j and t ritrautinr P , has
successfta�y cnrnplefed. maw.iy prjocts for th i. .
i Uri!r:ir? in the past, ondkidin j the 2,012 c3 nsiructIon-ar Rosmoveli Park parking I0
I recom-men ri vward of the. ewir�Ge In the amoml of$285,592 for the perk development;
A (-eri IIngency dIa- once d 90-Ki including, n,et HST re-bate is carried fairy+card, Construction
in„peclirri and cnntmuk edmInP-4traiGn %41 bG done by rni nicipaa tO. Tha.Enr ineerin��
G r if.en Departm tint.advises I lie 6o l IT),,vi ng breakdvwn For the above refere nce ci project
Prefect 13,reakdovken
Total RTe,IeGt VAIue 285,592 contract award
��,����? GGrtilr�eriG�eI1Gt� �o`,G
0,82,0 survey, design and printing
5845 net HST
2013 .Appro red Budoo`.A'rncauntt-
Ton,coy,r'5 Mill Park Construction $340,1000
1115 32 325 83404 7 401
Budget tr'u'er(under)
se feel-Iree ki, contact me.
d yn- j hj ve. g ny q uestlo;n 9, ptem
R-9 -,g r ds,
Peter OALA, ICISLA
110mager 'park Devdoprnent
AllInthment
Ca 14, o.nr,.y Toy'lor, Direcktr of Rn 2nce
'Tony Cannella, Diraintur -of Engineuring,
Tooley's Mill Park
CL2013-19 3
1
1 TE ,
ul
HI AY 401
LAKE ONTARIO
Attachment 7
REPORT MEMO
Leadi�ag the Way
PURCHASING SERVICES
Date: August 13, 2013
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Purchasing Services
Report#: PS-010-13 File#: CL2013-22
Subject: TENDER CL2013-22, 2013 SIDEWALK REPLACEMENT & NEW
CONSTRUCTION
SUMMER RECESS PROCEDURE (PURCHASING BY-LAW 2010-112, S. 67)
RECOMMENDATIONS
It is respectfully recommended to the Chief Administrative Officer the following:
1. THAT Report PS-010-13 be received;
2. THAT Bennington Construction Ltd., Stouffville, Ontario, with a total bid in the
amount of $385,957.26 (net of H.S.T. Rebate), being the lowest responsible
bidder meeting all terms, conditions and specifications of Tender CL2013-22 be
awarded the contract for 2013 Sidewalk Replacement & New Construction as
required by the Municipality of Clarington, Engineering Department;
3. THAT the funds required in the amount of $442,968.00 (which includes
$385,957.26 net of HST Rebate for construction, tendering, design, contract
administration, other costs and contingencies) be drawn from the following
accounts:
Sidewalk Replacement
110-32-331-83215-7401 (2013)..........................................................$118,900.90
110-32-331-83215-7401 (2012 UECF) .................................................$18,593.96
110-32-331-83215-7401 (2011 UECF) .................................................$80,234.02
110-32-331-83215-7401 (2009 UECF ..................................................$40,071.12
Samuel Wilmot Nature Area Trail Improvement
110-32-325-83227-7401 .........................................................................$9,700.00
Transit Bike Racks & Shelters
110-32-325-83377-7401 .......................................................................$21,568.00
REPORT NO.: PS-010-13 PAGE 2
Baseline Road Sidewalks (DC Item #4 — 2010)
110-32-331-83341-7401 .......................................................................$42,400.00
Courtice Road Sidewalks (DC Item #82, 2010)
110-32-331-83345-7401 ......................................................................$40,900.00
Courtice West Park Trail
110-36-325-83689-7401 .......................................................................$40,000.00
Durham Transit Bus Stops
100-xx-xxx-xxxxx-1010 ........................................................................$30,600.00
Total Funding Available........................................................................$442,968.00
4. THAT the actions taken during the summer recess be reported to Council for
information.
Recommended b
6' r
Jer er, Manager, Purchasing Services Date
Concurrence:
Tony Cannella, Director of Engineering Da e
,Nancy aylor, Director of Finance date
Approved by:
Frank Wu, Chief Administrative Officer Date
JDB
REPORT NO.: PS-010-13 PAGE 3
1. BACKGROUND
1.1 Tender specifications were provided by the Engineering Department for the 2013
Sidewalk Replacement and New Construction.
1.2 Tender CL2013-22, 2013 Sidewalk Replacement and New Construction 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 bids by the Engineering Department and
Purchasing, it was mutually agreed that the low bidder, Bennington Construction
Ltd., Stouffville, Ontario be recommended for the contract for the 2013 Sidewalk
Replacement and New Construction project. A copy of the recommendation
memo from the Engineering Department summarizing the work of the project and
costs is appended as Attachment 2.
2.5 Bennington Construction Ltd. has not provided similar services to the Municipality
of Clarington; however, a check of references indicates that Bennington
Construction has performed similar services for other agencies and the level of
service and quality has been satisfactory.
2.6 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering.
3. FINANCIAL
3.1 The total project cost of$442,968.00 includes $385,957.26 (net of HST Rebate)
for construction, tendering, design, contract administration, other costs and
contingencies. The 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 accounts:
Sidewalk Replacement
110-32-331-83215-7401 (2013) ..........................................................$118,900.90
110-32-331-83215-7401 (2012 UECF) .................................................$18,593.96
110-32-331-83215-7401 (2011 UECF) .................................................$80,234.02
110-32-331-83215-7401 (2009 UECF...................................................$40,071.12
REPORT NO.: PS-010-13 PAGE 4
Samuel Wilmot Nature Area Trail Improvement
110-32-325-83227-7401 .........:....... ...............$9,700.00
.........................................
Transit Bike Racks & Shelters
110-32-325-83377-7401 .......................................................................$21,568.00
Baseline Road Sidewalks (DC Item #4 — 2010)
110-32-331-83341-7401 .......................................................................$42,400.00
Courtice Road Sidewalks (DC Item #82, 2010)
110-32-331-83345-7401 ......................................................................$40,900.00
Courtice West Park Trail
110-36-325-83689-7401 .......................................................................$40,000.00
Durham Transit Bus Stops
1 00-xx-xxx-xxxxx-10 10 ....................................................................:...$30,600.00
Total Funding Available.......................................................................$442,968.00
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 Bennington Construction Ltd., Stouffville, Ontario for the
2013 Sidewalk Replacement and New Construction project.
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, Purchasing Manager
REPORT NO.: PS-010-13 PAGE 5
Attachments:
Attachment 1 — Bid Tabulation
Attachment 2- Recommendation Memo from Engineering Services
Attachment 1
MUNICIPALITY OF CLARINGTON
BID SUMMARY
TENDER CL2013-22
2013 SIDEWALK REPLACEMENT AND NEW CONSTRUCTION
BIDDER TOTAL BID Total Bid
(HST Incl.) (Net of HST
Rebate)
Bennington Construction Ltd.
Stouffville, ON $428,588.55* $385,957.26'
Aloia Bros. Concrete Contractors Ltd.
Toronto, ON $433,694.03 $390,554.91
Trisan Construction
Schomberg, ON $572,420.71 $515,482.58
*Adjusted for Arithmetic errors
I
Attachment 2
�K E" 11 " E D
vo
MEMOLeading t1:e T�uy
TO: Jerry Barber, Purchasing Manager
FROM: Ron Albright, Manager, Infrastructure and Capital Works
DATE: August 12, 2013
RE: 2013 Sidewalk Replacement and New Construction
CL2013-22
Tenders for the above project were opened at the Municipal Offices on Friday July 19, 2013 at
2:00 p.m. The Engineering Services Department has reviewed the submissions for CL2013-22
and offers the following comments:
The scope of the project deals with sidewalk improvements throughout the Municipality,
including the following:
• Removal and replacement of deficient sidewalk at various locations
• Construction of concrete bus stop pads for Durham Region Transit at various locations
• Construction of new sidewalk on Baseline Rd. between Liberty St. and Mearns Ave.
• Improvements to the Waterfront Trail alignment at Toronto St.
• Construction of new sidewalk on Pethick St. from Prince William Dr. to Highway 2
• Removal and replacement of the asphalt trail in the Courtice West Park, and
• Install new bike racks and bike shelters at 5 transit locations throughout the Municipality
The low bidder was Bennington Construction Ltd. The Purchasing Department has confirmed
that all bids are compliant and that references for Bennington were positive. The Engineering
Department recommends award of the contract to Bennington Construction Ltd. in the amount
of$428,588.55 inclusive of HST or$385,957.26 net of HST rebate.
Due to past experiences on similar projects, a contingency amount of 10% is carried forward.
The attached cost apportionment shows the total project costs including contingencies and
material testing, and the budget for each site. Total project cost for each section is within the
available budget. The total project cost for all sites is $442,968.00. Design, Tendering and
Contract Administration for this project has and will be completed by Clarington Engineering
Services staff.
A detailed breakdown of Clarington's and the Region of Durham's funding is provided on the
attached Cost Apportionment.
The majority of funding for the project will come from the Sidewalk Replacement Program
account including the current funding year and unexpended funds from previous years, as
shown in the table below. Additional funding for the various added works to the tender will be
funded from separate as detailed below and on the attached cost apportionment.
2013 Sidewalk(replacement and New Construction,
C1-2013-22
2 August 12,2013
Construction net of HST Based on Low Bid $385,957.26
Design, Tendering and Contract Administration (net of HST) 57,010.74
Other Costs and Contingencies
Total Project Value 442,968.00
Budget Amount
Sidewalk Replacement
110-32-331-83215-7401 (2013) 118,900.90
.110-32-331-83215-7401 (2012 UECF) 18,593.96
110-32-331-83215-7401 (2011 UECF) 80,234.02
110-32-331-83215-7401 (2009 UECF) 40,071.12
Samuel Wilmot Nature Area Trail Improvement
110-32-325-83227-7401 9,700.00
Transit Bike Racks and Shelters
110-32-325-83377-7401 21,568.00
Baseline Road Sidewalk (DC Item#4 -2010)
110-32-331-83341-7401 42,400.00
Courtice Road Sidewalk (DC Item#82-2010)
110-32-331-83345-7401 40,900.00
Courtice West Park Trail
110-36-325-83689-7401 40,000.00
Durham Transit Bus Stops
100-X-X-X-1010 30,600.00
Total Budget Amount 442,968.00
Additional Funding Required 0.00
Should you have any further questions, please feel free to contact the undersigned.
Regards,
Ron Albright, P. Eng.
Manager, Infrastructure and Capital Works
RA/s b/dv
Attachment
Pc: N. Taylor, Director of Finance
A. S. Cannella, Director of Engineering Services