HomeMy WebLinkAboutEGD-036-13 Clartwn REPORT
ENGINEERING DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: October 28, 2011 Resolution#: -` ` -J By-law#:
Report#: EGD-036-13 File#:
Subject: TENDER AWARD APPROVAL FOR GREEN ROAD AND CPR GRADE
SEPARATION, BOWMANVILLE, CONTRACT NO. CL2013-26
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report EGD-036-13 be received;
2. THAT the established GPA committee tender award approval process be waived
for the tender award of the Green Road and CPR Grade Separation,
Bowmanville, Contract No. CL2013-26;
3. THAT award of the tender for Contract No. CL2013-26 go direct to Council for
approval consideration at the regular meeting of Council on November 4, 2013
and;
4. THAT the Mayor and Clerk be authorized to execute the agreement between the
Canadian Pacific Railway Company and the Municipality of Clarington for the rail
bridge over Green Road.
Submitted by: Reviewed b y.
A.S. Cannella, C.E.T. Franklin Wu,
Director of Engineering Chief Administrative Officer
Services
ASC/RA/dv
October 21, 2013
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: EGD-036-13 PAGE 2
1.0 PURPOSE
1.1 The purpose of this report is to recommend action to expedite the tender award
process for the Green Road and CPR Grade Separation, Bowmanville, Contract
No. CL2013-26, and maintain the established start date for project site works.
2.0 BACKGROUND
2.1 Design and tender preparation for the Green Road and CPR Grade Separation
project was completed over the summer of 2013 with a scheduled tender closing
date of October 17, 2013. Subject to approval of the tender award, site works
were scheduled to begin on November 18, 2013, to take advantage of the
remaining 2013 construction season.
2.2 Delayed Tender Release Date
2.3 While the project has remained within budget, $8,000,000 as provided for in the
2013 Capital Budget, several issues arose during the design and tender
preparation phase of the project that delayed the release of tender documents to
contractors bidding on the project. These issues included
• a longer-than-anticipated review period with CP Rail despite positive ongoing
communications during the design process
• longer review processes with approving agencies due to complexity of design
and the lengthy CP Rail review period
• lengthy negotiations with landowners
2.4 Because of the preceding issues, the tender was released on October 3, 2013,
with a tender closing date of October 17, 2013, creating a shorter-than-average
tender period for a project of this complexity.
2.5 Extended Tender Closinq Date
2.6 Several inquiries were subsequently logged by contractors bidding on the project
with discussion centred on difficulties regarding the limited time available to
review complex tender documents and procure pricing from sub-consultants.
Concern was raised that the shortened tender period could result in fewer
bidders, less competition and higher prices. To assist bidders in providing viable
bids, the tender review period was lengthened, first to October 18th and then to
October 22nd of 2013. There are currently 23 plan takers for this project, some of
which are major bridge contractors in Ontario. We want to accommodate them
as best we can to ensure the Municipality has as many of these contractors
submitting bids as possible in order to give the Municipality the most competitive
bid.
REPORT NO.: EGD-036-13 PAGE 3
3.0 DISCUSSION
3.1 Maintenance of the established start date for site works is important due to the
overall complexity of the project and a construction schedule that will require the
remainder of the 2013 construction season and the full 2014 construction season
to complete. Any delay in the 2013 start date for site works could negatively
impact scheduling for the 2014 season which calls for opening of the grade
separation in the fall of 2014.
3.2 Due to the extensions granted for the tender closing date, approval for the award
of tender cannot be completed at the GPA committee meeting of October 28,
2013. Leaving this approval to the following GPA committee meeting for
resolution by Council on November 18, 2013, would not allow the time necessary
for the contractor to mobilize operations and begin site works in time to fully take
advantage of the remaining 2013 construction season.
3.3 In addition to the approval of the proposed design work for the new railway bridge
over Green Road, Canadian Pacific Railway Company and the Municipality of
Clarington are in the process of completing negotiations to finalize an agreement
for the sharing of costs, future maintenance, liability and other responsibilities
related to the project.
4.0 CONCURRENCE
4.1 This report has been reviewed by Marie Marano, Director, Corporate Services
who concur(s) with the recommendations.
5.0 CONCLUSION
5.1 To expedite timely award of the project and facilitate adherence to the proposed
construction schedule, the GPA committee recommends that the established
GPA committee tender award approval process be waived for the Green Road
and CPR Grade Separation project, Contract No. CL2013-26, and forwarded for
direct approval by Council at the regular meeting of Council on November 4,
2013. The tender award report will be prepared by Corporate Services'
Purchasing Division.
5.2 Upon completion of the negotiations between CPR and the Municipality for the
agreement related to the rail bridge over Green Road it is recommended that the
Mayor and Clerk be authorized to execute the agreement.
REPORT NO.: EGD-036-13 PAGE 4
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Ron Albright, Manager, Infrastructure and Capital Works
Attachments:
Attachment 1 - Key Plan of Site Location
List of interested parties to be advised of Council's decision: Not Applicable
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