HomeMy WebLinkAboutCOD-020-13 Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: September 9, 2013 Resolution#: - - t By-law#:
Report#: COD-020-13 File#:
Subject: CL2013-13 2013 DEVELOPMENT OF PORT DARLINGTON WATERFRONT
PARK AT EAST BEACH
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-020-13 be received;
2. THAT Drain Bros. Excavating Ltd., Lakefield, Ontario, with a total bid in the
amount of $2,906,853,23 (net of H.S.T. Rebate), being the lowest responsible
bidder meeting all terms, conditions and specifications of Tender CL2013-13 be
awarded the contract for Development of Port Darlington Waterfront Park at East
Beach, as required by the Municipality of Clarington, Engineering Department;
3. THAT the funds required in the amount of $3,685,600.00 (which includes
$2,906,853,23 for construction, tendering, design, contract administration,
material testing, contingencies and net HST) be drawn from the following
Engineering Department Capital Accounts:
Port Darlington Waterfront Park
110-32-325-83406-7401 ..................................................................$3,000,000.00
Pavement Rehabilitation
110-32-330-83212-7401 ....................................................................$100,000.00
Region of Durham Contribution
110-X-X-X-1010 ..................................................................................$155,600.00
Additional Funding Required
Roads and Related Development Charges Reserve Fund .................$110,000.00
Unexpended Funds from Horsey Street Construction
11-32-330-83274-7401 .......................................................................$320,000.00
TotalFunding ...................................................................................$3,685,600.00
4. THAT the use of additional funds from Roads and Related Development Charges
and Unexpended Funds From Horsey Street, be approved;
REPORT NO.: COD-020-13 PAGE 2
5. THAT all unexpended funds from the 2008 Concession Road 8 (110-32-330-
83337-7401) and Concession Road 7 (110-32-330-83339-7401) improvements,
which are now complete, be transferred to the Pavement Rehabilitation account
(110-32-330-83212-7401) for this and other road rehabilitation works; and
6. THAT the Mayor and Clerk be authorized to execute the necessary agreement.
X
Submitted by: '` "` - �.� Reviewed by:Marie Marano, H.B.Sc., Franklin Wu,
Director of Corpo ate Services Chief Administrative Officer
h,�//01 J
N ncy T lor, B A, C A, CA,
Director of Finance/Treasurer
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-020-13 PAGE 3
1. BACKGROUND
1.1 Tender specifications were provided by AECOM Canada Limited for the
Development of Port Darlington Waterfront Park at East Beach, Bowmanville.
1.2 Tender CL2013-13, 2013 Development of Port Darlington Waterfront Park at
East Beach 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".
1.3 A summary of the project design is provided in the Engineering Department
memo appended as Attachment 2. The memo from Engineering also provides
information on the process leading to the tender and the inclusion of the
washroom component originally scheduled for Phase 2 of the Park development,
which is partly responsible for the higher than estimated cost.
2. ANALYSIS
2.1 A total of seven (7) submissions were received in response to the tender call. Six
(6) submissions were deemed compliant and one submission from Eagleson
Construction was rejected for failing to meet the bonding requirements.
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, Drain Bros. Excavating Ltd., Lakefield, Ontario be recommended for the
contract for the Development of Port Darlington Waterfront Park at East Beach.
A copy of the recommendation memo from the Department of Engineering is
appended as "Attachment 2".
2.3 Attachment 2 also discusses the components that have resulted in a higher than
estimated project cost and provides the source of additional funding needed to
complete this high profile project.
2.4 Drain Bros, Excavating Ltd. has not provided similar services to the Municipality
of Clarington in the past. However, a review of the references provided with the
submission was undertaken and the results were satisfactory.
2.5 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 $3,685,600.00 and includes $2,906,853.23 (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").
REPORT NO.: COD-020-13 PAGE 4
3.2 Funding for this project will be drawn from the following Engineering 2013
Capital accounts:
Port Darlington Waterfront Park
110-32-325-83406-7401 ..................................................................$3,000,000.00
Pavement Rehabilitation
110-32-330-83212-7401 ....................................................................$100,000.00
Region of Durham Contribution
110-X-X-X-1010 ..................................................................................$155,600.00
Additional Funding Required
Roads and Related Development Charges Reserve Fund .................$110,000.00
Unexpended Funds from Horsey Street Construction
110-32-330-83274-7401 .....................................................................$320,000.00
TotalFunding ...................................................................................$3,685,600.00
3.3 It is recommended that the additional funds required for the completion of the
project be provided from the Roads and Related Development Charges Reserve
Fund in the amount of$110,000.00 and Account 110-32-330-83274-7401 in the
amount of$320,000.00.
3.4 It is also recommended that all unexpended funds from the 2008 Concession
Road 8 (110-32-330-83337-7401) and Concession Road 7 (110-32-330-83339-
7401) improvements, which are now complete, be transferred to the Pavement
Rehabilitation account (110-32-330-83212-7401) for this and other road
rehabilitation works.
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 Drain Bros., Excavating Ltd., Lakefield, Ontario for the
Development of Port Darlington Waterfront Park at East Beach.
REPORT NO.: COD-020-13 PAGE 5
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
SUMMARY OF BID RESULTS
Tender CL2013-13
DEVELOPMENT OF PORT DARLINGTON WATERFRONT PARK
AT EAST BEACH
BIDDER TOTAL BID Total Bid
(HST Incl.) (Net of HST Rebate)
Drain Bros. Excavating Ltd.
Lakefield, ON $3,227,932.54 $2,906,853.23
Loc Pave Construction Limited
Stouffville, ON $3,314,290.00 $2,984,620.80
TBG Landscape Inc.
Whitby, ON $3,415,216.83* $3,055,242.71
Lattitude 67 Ltd.
King City, ON $3,568,984.72* $3,168,927.05
Rutherford Contracting Ltd.
Aurora, ON $3,698,534.57* $3,775,288.00
Gateman-Milloy Inc.
Kitchener, ON $4,459,384.60* $4,013,927.83
Eagleson Construction
Millbrook, ON REJECTED REJECTED
*Adjusted for Arithmetic Errors
Attachment 2
3) ""VU'
Lending the Way
MEMO
TO: Jerry Barber, Purchasing Manager
FROM: Ron Albright, Manager, Infrastructure and Capital Works
DATE: September 4, 2013
RE: Port Darlington Waterfront Park Development, Bowmanville
CL2013-13
The Engineering Services Department has reviewed the submissions for CL2013-13
and offers the following comments.
The project is located at the Port Darlington East Beach in Bowmanville and includes
the following 3 major components:
• Shoreline erosion protection
• Waterfront park features including splash pad, play ground, shade
shelter/gazebo, parking lots, waterfront trail and washroom
• Relocation of East Beach Road northerly to allow for an improved park
development
Based on the positive references that were received, we recommend award of the
contract to Drain Bros. Excavating Ltd. in the amount of$3,227,932.54, inclusive of
HST, or $2,906,853.23 net of HST rebate, for the Port Darlington Waterfront Park
Development.
During the preparation of the capital budget item for this project it was envisioned that
the park would be developed in two phases. The first phase would allow for the
development of a waterfront park that would provide for an improved access to the
waterfront and include for amenities that would appeal to a majority of the residents of
Clarington such as a playground and splash pad and a large passive area where the
public could just relax and enjoy the park and location near the lake. The second phase
was envisioned as having additional amenities added such as a multiuse shelter at the
waterfront, a waterfront gazebo, full urbanization of East Beach Road within the park,
additional paved parking lots, a washroom/change room building, full municipal
servicing and potential multi use development north of East Beach Road.
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A public information centre was held on January 24, 2013 in the meeting room of Bobby
C's from 5 pm to 8 pm with just over 40 people attending. All were supportive of the
project and opening more of the waterfront to the public.
Upon completion of the preliminary design for the park it was decided that it was
important to include a proper washroom facility with the first phase of development
although it was originally envisioned that it would be part of the second phase of the
park development. Considering the uncertainty of the timing for the second phase, the
high profile nature of the park and the fact that the washroom building could also be
used as a change room it was felt that it would not be appropriate to use portable toilets
for this phase of the park development. The total cost for the washroom building and
holding tank is $310,000 including all design and approvals. This is additional funding
that was not accounted for in the Capital Budget and is one of the contributing factors to
the requirement for additional funding.
One other project element that was significantly higher than anticipated was utility
relocation including coordination of works between utilities. It was originally estimated
to cost $50,000 for relocation of hydro, gas, telephone and cable facilities but the final
detailed estimates came it at just over $117,000, $67,000 more than anticipated.
Finally the other reason for the need for additional funding is due to the complexity of
the project and trying to minimize the throw away costs when phase 2 is undertaken.
Some features that were anticipated to be included in the future phase such as a portion
of decorative street lighting, sections of storm sewers and the additional effort required
to ensure these items, as well as the rest of the park, were designed to allow for the
easy development of phase 2 resulted in an additional $53,000 in project costs.
One other item that needs to be addressed is that during the design process staff
reached out to St. Mary's Cement to see if they would be able to assist with any of the
stone required for the erosion control along the lake. Due to the type of limestone
available in Bowmanville it was not suitable for the large armour stone but they were
able to donate the necessary stone for the bedding under the armour stone which will
be just over 1,900 tonnes and save the Municipality roughly $12,000.
The Region of Durham is also participating in this project and will be funding $155,600
for the cost of a portion of the watermain improvements associated with the park
development.
Considering the high profile nature of this park, its importance to Clarington and it being
one of the items that Clarington identified in its Strategic Plan, it is recommended that
the park be constructed as tendered with no deletions.
Due to past experiences on similar projects, a contingency amount of 2.5% is carried
forward. Therefore, including other costs such as utility relocation, design and contract
administration, material testing and permits, the Engineering Department advises of the
following total project cost breakdown.
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Construction (net of HST) $ 2,906,853.23
Based on Low Bid)
Other Costs net of HST) and Contingencies $ 778,746.77
Total Project Value $ 3,685,600.00
Budget Amount
Port Darlington Waterfront Park East Beach,
110-32-325-83406-7401 $ 3,000,000.00
Pavement Rehabilitation Program,
110-32-330-83212-7401 $ 100,000.00
Region of Durham,
110-X-X-X-1010 $ 155,600.00
Estimated Unexpended Budget $ 0.00
Additional Funding Required $ 430,000.00
It is recommended that the additional funding required for the completion of this project
be provided from the following:
Roads and Related Development Charges Reserve Fund $110,000.00
Unexpended Funds from Horsey Street Construction $320,000.00
(110-32-330-83274-7401)
This project was identified in the Development Charges Background study as growth
related so a portion of the financing has been recommended from Development
Charges based on allowable financing splits. There are sufficient funds in this Reserve
Fund to accommodate this.
Horsey Street was completed in late 2011 with no additional costs expected and
therefore it is recommended that the necessary funding noted above be release to fund
the Waterfront Park. The additional funding will be directed to account 110-32-325-
83406-7401 for the park development.
It is also recommended that all unexpended funds from the 2008 Concession Road 8
(110-32-330-83337-7401) and Concession Road 7 (110-32-330-83339-7401)
improvements, which are now complete, be transferred to the Pavement Rehabilitation
account (110-32-330-83212-7401) for this and other road rehabilitation works.
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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,
i
Ron Albright, P.Eng)
Manager, Infrastructure and Capital Works
S B/s b/d v
Pc: Nancy Taylor, Director of Finance
A.S. Cannella, Director of Engineering Services
t
'Cove Rd
� ) l I East Seac,h Rd
West Beach Rd.
B®j'VV1 ANVILLE
Lake Ontario
PORT DARLINGTON WATERFRONT PARK
EAST BEACH PHASE 1
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