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Home My WebLink AboutCOD-014-14 Clarington REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 23, 2014 Resolution#: &pN_1.A,A\_,tA By-law#: Report#: COD-014-14 File#: Subject: CL2014-7 2014 SIDEWALK REPLACEMENT AND NEW CONSTRUCTION RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-014-14 be received; 2. THAT The Downsview Group, Woodbridge, Ontario with a bid amount of $497,520.93 (net H.S.T. Rebate) including Part B — Hwy. 2 Sidewalk subject to approval of Report EGD-022-14 being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2014-7, be awarded the contract for 2014 Sidewalk Replacement and New Construction as required by the Municipality of Clarington, Engineering Department; and 3. THAT Committee give staff the authority to negotiate the remaining work with the low bidder or the second low bidder if necessary, should Report EGD-022-14 not be approved. 4. THAT the funds required in the amount of $575,100.00 (net HST Rebate and subject to approval of EGD-022-14) which includes construction costs, contract administration, material testing, other costs and contingencies be drawn from the following Engineering Department Accounts. Description G/L Account Amount Sidewalk Replacement (2014) 110-32-331-83215-7401 $ 200,000.00 Sidewalk Replacement (2013) 110-32-331-83215-7401 $ 30,500.00 Scugog Street 110-32-331-83375-7401 $ 82,000.00 Longworth Ave IPS at Clayton 110-32-332-83231-7401 $ 8,300.00 Sub-Total $356,100.00 Highway 2 (subject to approval 110-32-331-83278-7401 $ 219,000.00 of EGD-022-14) Total Budget Amount $ 539,800.00 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 REPORT NO.: COD-014-14 PAGE 2 5. THAT the use of additional funds in the amount of$35,300.00 (net HST Rebate) be provided from the following Accounts: Description G/L Account Amount Unexpended funds from Nash 110-32-340-83214-7401 $ 33,900.00 Road Ditching Unexpended Funds Hwy 2 110-32-331-83278-7401 $ 1 ,400.00 Sidewalk (Bowmanville) Total Additional Funding $ 35,300.00 Submitted by: Reviewed by: Marie Marano, H.B.Sc., C.M.O., Franklin Wu, Director of Corporate Services Chief Administrative Officer .. 1 Nancy T ylor, B-A; 6PA, CA., Director of Finance/Treasurer MM\DF\sm REPORT NO.: COD-014-14 PAGE 3 1. BACKGROUND 1.1 Tender#CL2014-7 was issued for 2014 Sidewalk Replacement and New Construction required by the Engineering Department. 1.2 The Tender was advertised electronically on the municipal website and the Ontario Public Buyers Association's (OPBA) website and in the Daily Commercial News. 1.3 Nine (9) companies obtained the bid document. Five (5) submissions were received in response to the tender. All bids were deemed compliant. 1.4 All submissions received were reviewed by the Engineering Department and Corporate Services Department. 2. ANALYSIS 2.1 After review and analysis of the bid submissions by the Engineering Department and Purchasing Services it was mutually agreed that the low bidder, The Downsview Group, Toronto, Ontario be recommended the contract for the 2014 Sidewalk Replacement and New Construction as required by the Engineering Department. 2.2 The Downsview Group, Toronto, Ontario has not worked with the Municipality in the past. Reference checks were completed and the response was satisfactory. 3. COMMENTS 3.1 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. 4. FINANCIAL 4.1 The total bid amount received from the Downsview Group was $590,356.57 (net HST Rebate). Provisional Item for Orono Outdoor Pool was removed due to budget constraints for this work. 4.2 To reduce cost to try to stay within budget it is recommended that smaller sections be removed from the tender. This work would then be a consideration for 2015. This removal would be within the Municipality's right to reduce the scope of work of up to 15%. 4.3 The total project cost of$575,100.00 (net HST Rebate) which includes construction costs, contract administration, material testing, other costs and contingencies be drawn from the Engineering Department's account. The funding and costs for this project are outlined in the memo from Engineering Services ("Attachment 1"). This is further broken down as $219,000.00 (net HST Rebate) for Part B — Hwy. 2 Sidewalk in Courtice which is subject to approval of EGD-022-14 and $356,100.00 (net HST Rebate) for the balance of the work. REPORT NO.: COD-014-14 PAGE 4 4.4 Funding for this project will be drawn from the following Engineering Accounts: Description G/L Account Amount Sidewalk Replacement (2014) 110-32-331-83215-7401 $ 200,000.00 Sidewalk Replacement (2013) 110-32-331-83215-7401 $ 30,500.00 Scugog Street 110-32-331-83375-7401 $ 82,000.00 Longworth Ave IPS at Clayton 110-32-332-83231-7401 $ 8,300.00 Unexpended funds from Nash 110-32-340-83214-7401 $ 33,900.00 Road Ditching Unexpended Funds Hwy 2 110-32-331-83278-7401 $ 1,400.00 Sidewalk (Bowmanville) Sub-Total $ 356,100.00 Highway 2 (subject to approval 110-32-331-83278-7401 $ 219,000.00 of EGD-022-14) Total Budget Amount $ 575,100.00 Should Report EGD-022-14 not be approved staff will be required to negotiate with the low bidder or second low bidder as necessary to confirm acceptance of the reduced award amount. 5. CONCURRENCE 5.1 This report has been reviewed by Tony Cannella, Director of Engineering who concurs with the recommendation. 6. CONCLUSION 6.1 To award the contract to complete the 2014 Sidewalk Replacement and New Construction for various locations as required by the Engineering Department to The Downsview Group, Woodbridge, Ontario, being the lowest compliant bid meeting all terms, conditions and specifications of the Tender 2014-7 2014 Sidewalk Replacement and New Construction. 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 REPORT NO.: COD-014-14 PAGE 5 Staff Contact: Sandra McKee, Senior Buyer Attachments: Attachment 1 - Bid Tabulation Attachment 2 — Recommendation Memo from Engineering Services List of interested parties to be advised of Council's decision: Mr. Gary Dalby Attachment 1 Report COD-014-14 THE MUNICIPALITY OF CLARINGTON BID TABULATION BIDDER TOTAL BID The Downsview Group $655,564.98 Woodbridge, ON Bennington Construction Ltd. $700,114.66 Stouffville, ON Aloia Bros. Concrete Contractors Ltd. $774,434.77 Toronto, ON Ashland Paving Ltd. $952,652.50 Concord, ON 2274084 Ontario Ltd./GMP Contracting Ltd $1,049,664.91 Toronto, ON Attachment 2 Report COD-014-14 IMI E IMA I:ca�lirtg the 1�'ay TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services DATE: June 18, 2014 RE: 2014 Sidewalk Replacement and New Construction CL2014-7 The Engineering Services Department has reviewed the submissions for CL2014-7 and offers the following comments. The project includes the replacement of sidewalk and construction of new sidewalk at various locations throughout the Municipality, as shown on the attached site location plan and the list below. Site Scop.e`af..Work!; Notes;<, PART A: SCUGOG STREET -from Rehder Avenue New to Jackman Road, West Side construction PART B: HIGHWAY 2 - from Trulls Road to New Subject to Courtice Road, South Side construction Council approval of EGD-022-14 PART C: BEECH AVENUE ;from Clarington Beech New Centre to Existing Sidewalk, West Side construction PART D: COURTICE ROAD - from Skinner Court to New George Reynolds Drive, West Side construction PART E: TRULLS ROAD - from Wilkins Crescent to New Methodist Church, East Side construction PART F: LIBERTY STREET SOUTH - from Baseline Replacement Road to Nelson Street, East Side PART G: WALKWAY REPAIR - between Maxwell Repair Deleted Court & Lon worth Park PART H: WALKWAY REPAIR - between Liberty Repair Street & Farncomb Crescent 3 20 1.1 Sid(,valf; i IOW construction. Ci.2il i ! l dune 18, 2014 Construction (net of HST) (Based on Low Bid), Excluding Parts G, I, $497,520.93 J, K, O and P Contract Administration (net of HST), Material Testing, Other Costs $ 77,579.07 and Contingencies Total Project Value $575,100.00 Budget Amount Sidewalk Replacement 110-32-331-83215-7401 (2014) $200,000.00 11032-331-83215-7401 (2013) $30,500.00 Scugog St 110-32-331-83375-7401 (2014) $ 82,000.00 Highway 2 110-32-331-83278-7401 (2014) $219,000.00 Longworth Ave IPS at Clayton Gres 110-32332-83231-7401 (2014) $ 8,300.00 Total Budget Amount $539,800.00 Estimated Unexpended Budget $0.00 Additional Funding Required $ 35,300.00 It is recommended that the additional funding required for the completion of this project be provided from the following; Unexpended funds from Nash Rd Ditching $ 33,900.00 (Transfer of unexpended funds from account 11032-340- 83214 Roads and Related Development Charges $ 1,400.00 (Transfer of unexpended funds from account 110-32-331- 83278 Total Additional Funding $ 35,300.00 The proposed sidewalks on Courtice Rd (Part D), and Trulls Rd (Part E) form parts of larger sidewalk projects that were identified in the Development Charges Background Study- as growth related, so financing has been recommended from Development Charges. The Nash Road Ditching project was completed in 2012 with -no additional costs expected and therefore it is recommended that the necessary funding noted above be released to fund the sidewalk replacement and in-fills. The additional funding will be directed to account 110-32-33183215-7401 for sidewalk replacement and in-fills. 2014 Sidewalk fiephc oment and New Construction, CA-2014-7 2 June 13, 20,14 PART I: CONCESSION STREET WEST - at House Replacement Deleted #90, North Side PART J: CONCESSION STREET EAST - Oppsite Replacement Deleted House #77, North Side PART K: CONCESSION STREET EAST - at Mann Replacement Deleted Street, Northwest Corner PART L: SCUGOG STREET -at Honeyman Drive, Replacement East Side PART M: CALDWELL CRESCENT - at House #1, Replace curb South Side PART N: LONGWORTH AVENUE - at Clayton Replacement Crescent, Northeast and Southeast Corners PART 0: SOUTH COURTICE ARENA - South Fire Replacement Deleted Exit from Pad "B" PART P: ORONO OUTDOOR POOL - Concrete Replacement Deleted A ron and Fencing PROVISIONAL The portion of the contract that is funded from tax levy came in over budget. In order to keep the project within budget, we recommend removing some of the smaller sections of the tender. This work would be considered for inclusion in next year's program, Part P, Orono Outdoor Pool, was a provisional section in the tender and this section carne in significantly over budget, so it is recommended that it be removed from the tender prior to award of the contract. The removal of these sections does not affect the bid order. The terms of the tender document allows the Municipality to negotiate with the low bidder to reduce the scope of work by up to 15% if the project comes in over budget. The deletion of the sections noted in the table above (excluding the deletion of Part P), is within these limits, Based on references checked for this contractor, we recommend award of the contract, excluding the deleted sections, to The Downsview Group in the amount of$552,475,08, inclusive of HST, or $497,520.93, 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. Funding for the project will come from the accounts noted in the table below. 2011 Sidewalk tteplacome tit and New Construction, CL2014-/ 4 June 18. 20'14 We recommend the report to Council move forward based on the above apportionments. Council has requested a report from the Engineering Services Department regarding the delegation of Mr Gary Dalby at the June 16, 2014 Council meeting (Item D-2 on the agenda), where Mr Dalby asked that the Municipality not construct the sidewalk on the south side of Highway 2 from Trulls Rd to Courtice, Rd (Part B of the tender). Engineering has submitted report EGD-022-14 to GPA recommending that the Municipality move forward with construction of the sidewalk on Highway 2. Should you have any further questions, please feel free to contact the undersigned, Regards, __ Ron Albright, P. Eng. Assistant Director RA/sb/na Attachment Pc; Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services 2.0 H Gid(--2walk Replacement and New Construction, (;1.2014.7 5 Jude 18, 2014 I ORONO i i/ IF '1.Fie4i141 � L1t ' ',_ � 1. '^ — ; «.� _ ! �r 3• // 1 NEWCASTLE 'I IfJ....,, j� r�� rlI f•y'�'j �:>... �J l '•"'G;-�! r/j �?� ti'r'' /ti jai , ckongtoll _ - ryscr 2014 SIDEWALK REPLACEMENT AND NEW CONSTRUCTION LOCATION PLAN CL2014.7 NOTE: .:,:: '."•LIWTS O El EhIEMS'TODE� SITE _,Ak,TEO M'T}tE FIELD eY;T11E; ;, SITE calTpnC ADVV!"TOx,::; PLAN Legend -.aoe• u:.-ro sr react*c, pL tfctmwr r•NSderii o[tv[>Lr A�'7h40 f.f L FMb LOCH 777i .... ...::. ar< ks wrr n 2014 Sidewalk Replucmnon|ano New Conxh/dioo. Q'2014'7 Juno, 18. 2O14 BOWMANVILLE All EN k�i &-f I �� A's uq IS ' ` 20i4 Sido"iv.-Ilk RopkxcommntanU NewCondmchnn. Q-20147 7 Jone 18. 2O14 Nj '14.�n- 4�1 Sol PC a F6 ILI Zc SIP M p.a. -- son /I blu All COURTICE 15 L old Municipality of Clarington/Region of Durham 2014 Sidewalk Replacement and New Construction Low Bid Cost Apportionment 18-Jun-2014 Contract CL2014-7 Engineering Comments Description Total Sidewalk Longworth Ave Community Scugog St Highway 2 Courtice Rd Trulls Rd IPS at Clayton Services Replacement Cres Account Number/PO 110-32-331- 110-32-331- 110-32-331- DC Reserve DC Reserve 110-32-332- 100-42.421- 83215-7401 83375-7401 83278-7401 1 Fund Fund 83231-7401 10130-7172 Construction Costs Contract CL2014-7 PART A:SCUGOG STREET-from Rehder Avenue to Jackman Road,West Side $ 51,466.00 $ 51.466.00 PART B:HIGHWAY 2 -from Trulls Road to Courtice Road,South Side $ 185,770.00 $ 185,770.00 PART C:BEECH AVENUE-from Clarington Beech Centre to Existing Sidewalk,West Side $ 11,210.00 $ 11,210.00 PART D:COURTICE ROAD-from Skinner Court to George Reynolds Drive,West Side $ 14,110.00 $ 14,110.00 PART E:TRULLS ROAD-from Wilkins Crescent to Methodist Church,East Side $ 7,010.00 $ 7,010.00 PART F:LIBERTY STREET SOUTH-from Baseline Road to Nelson Street,East Side $ 194,080.00 $ 194,080.00 $ Deleted PART H:WALKWAY REPAIR-between Liberty Street&Famcomb Crescent $ 7,990.00 $ 7.990.00 $ Deleted $ Deleted $ Deleted PART L:SCUGOG STREET-at Honeyman Drive,East Side $ 5,460.00 $ 5,460.00 PART M:CALDWELL CRESCENT-at House#1,South Side $ 4,520.00 $ 4,520.00 PART N:LONGWORTH AVENUE-at Clayton Crescent,Northeast and Southeast Comers $ 7,300.00 $ 7.300.00 on or n-eni iru rni�o-rirc n ooni n c„&c•.,.c,,.s.,..„o.,w„o„ $ Deleted S $ $ $ $ $ $ $ Deleted Sub-Total Construction Cost $488,916.00 $ 223,260.00 $ 51,466.00 $ 185,770.00 $ 14,110.00 $ 7,010.00 $ 7,300.00 $ Net HST @ 1.76%of this Certificate $ 8,604.93 $ 3,929.38 $ 905.80 $ 3.269.55 $ 24834 $ 123.38 $ 128.48 $ Other Costs Survey and Baseplan Highway 2 OLS $ 3,650.00 $ 3,650.00 Quote Liberty Street OLS $ 3,625.00 $ 3,625.00 Quote Utility Relocation-Veridian $ 8,500.00 $ 7,500.00 $ 1,000.00 Estimate Utility Relocation-Hydro One $ 81000.00 $ 8,000.00 Estimate Utility Relocation-Street Lights $ 2,500.00 $ 2,500.00 Estimate Material Testing $ 7,500.00 $ 3,427.50 $ 787.50 $ 2,850.00 $ 217.50 $ 105.00 $ 112.50 $ Estimate 0.0%Tendering and Construction Admin. $ - $ - $ - $ - $ - $ - $ - $ To be completed by staff Sub-Total Other Costs $ 33,775.00 $ 14,552.50 $ 1,787.50 $ 17,000.00 $ 217.50 $ 105.00 $ 112.50 $ Total Project Cost Sub-Total Project Costs $522,691.00 $ 237,812.50 $ 53,253.50 $ 202,770.00 $ 14,327.50 $ 7,115.00 $ 7,412.50 $ Net HST @ 1.76%of Sub-Total Project Costs $ 9,199.35 $ 4,185.50 $ 937.26 $ 3,56815 $ 252.16 $ 125.22 $ 130.46 $ Contingencies(Incl.Net HST) $ 43.209.65 $ 22,402.00 $ 5,209.24 $ 12,66125 $ 1,420.34 $ 759.78 $ 757.04 $ Rounded.Highway 2 reduced to fit budget Total Project Cost Incl.Net HST $575,100.00 $ 264,400.00 $ 59,400.00 $ 219,000.00 $ 16,000.00 $ 8,000.00 $ 8,300.00 $ n n s m � o