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Home My WebLink AboutCOD-012-15 Clarington Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: May 25, 2015 Report Number: COD-012-15 Resolution: G File Number: CL2015-9 By-law Number: Report Subject: Nash Road Rehabilitation Recommendations: 1. That Report COD-012-15 be received; 2. That Ashland Paving Incorporated with a total bid amount of $1,183,891.32 (net H.S.T. Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-9 be awarded the contract for Nash Road Rehabilitation and Green Road Culvert Replacement as required by the Municipality of Clarington, Engineering Services Department; 3. That the funds required in the amount of$1,219,000.00 (net HST Rebate) including construction cost of $1,183,891.32 and $35,108.68 contingency be drawn from the following accounts: Pavement Rehabilitation 110-32-330-83212-7401 $ 954,000.00 Development Charges 110-32-330-83212-7401 $ 265,000.00 4. That all interested parties listed in Report COD-012-15 and any delegations be advised of Council's decision. Clarington Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: May 25, 2015 Report Number: COD-012-15 Resolution: File Number: CL2015-9 By-law Number: I Report Subject: Nash Road Rehabilitation Recommendations: 1. That Report COD-012-15 be received; 2. That Ashland Paving Incorporated with a total bid amount of$1,183,891.32 (net H.S.T. Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-9 be awarded the contract for Nash Road Rehabilitation and Green Road Culvert Replacement as required by the Municipality of Clarington, Engineering Services Department; 3. That the funds required in the amount of$1,219,000.00 (net HST Rebate) including construction cost of$1,183,891.32 and $35,108.68 contingency be drawn from the following accounts: - Pavement Rehabilitation 110-32-330-83212-7401 $ 954,000.00 Development Charges 110-32-330-83212-7401 $ 265,000.00 4. That all interested parties listed in Report COD-012-15 and any delegations be advised of Council's decision. Municipality of Clarington Report COD-012-15 Page 2 Report Overviews To request authorization from Council to award the contract for the Nash Road Rehabilitation and Green Road Culvert Replacement as required by the Municipality of Clarington's Engineering Services Department. 1 . Background Tender specifications were provided by Engineering Services Department for Nash Road Rehabilitation and Green Road Culvert Replacement. i Tender#CL2015-9 was prepared and posted on the Municipality of Clarington's website. Notification of the availability of the document was posted on the Ontario Public Buyer's Association website and in the Daily Commercial News. Twelve (12) F companies registered as downloading the document. The Tender closed Friday, May 9, 2015. 2. Nash Road Rehabilitation and Green Road Culvert Replacement Four (4) submissions were received in response to the tender call. Bids were reviewed and tabulated (see Attachment 1). All submissions were deemed to be compliant. After review and analysis of the bid the Engineering Services Department and Purchasing Services Division mutually agreed that the low bidder, Ashland Paving Ltd. be recommended for the award of contract CL2015-9 for the Nash Road Rehabilitation and Green Road Culvert Replacement work as required by the Municipality. (See Attachment 2 — Recommendation Memo from Engineering Services Department.) Ashland Paving Ltd. has completed several projects for the Municipality of Clarington in the past. 3. Financial and Budget Considerations The total project cost of$1,219,000.00 (net HST Rebate) includes the construction costs of$1,183,891.32 (net H.S.T. Rebate), the total bid from Ashland Paving Ltd., and project contingency of$35,108.68 (net H.S.T. Rebate). Funding required for this project will be drawn from the following Engineering accounts: Pavement Rehabilitation 110-32-330-83212-7401 $ 954,000.00 Development Charges 110-32-330-83212-7401 $ 265,000.00 Municipality of Clarington Report COD-012-15 Page 3 4. Concurrence This report has been reviewed by Tony Canella, Director of Engineering Services Department, and concurs with the recommendations. 5. Conclusion It is respectfully recommended that Ashland Paving Ltd. with the lowest compliant bid of $1,183,891.32 (net H.S.T. rebate) be awarded the contract for the Nash Road and Green Road Culvert Replacement as per specifications and requirements noted within Tender CL2015-9. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed rie Marano, H.B. Sc., C.M.O. Franklin Wu, Director of Corporate Services Chief Administrative Officer Na cy Taylor, BBA, CPA, CA., Director of Finance/Treasurer - Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net Attachments: Attachment 1 — Tabulation of Bid Summary Attachment 2 — Recommendation Memo from Engineering List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. MM/DF/sm Attachment 1 to Municipality of Clarington Report COD-012-15 ClafilWfi Municipality of Clarington SUMMARY OF BID RESULTS Tender CL2015-9 NASH ROAD REHABILITATION AND GREEN ROAD CULVERT REPLACEMENT Bidder Total Bid Total Bid (including H.S.T) (Net H.S.T Rebate) Ashland Paving Ltd. $1,314,659.19 $1,183,891.32 Blackstone Paving $1,477,387.54 $1,330,433.24 Brennan Paving & Construction $1,561,166.40 $1,405,877.80 Coco Paving Inc. $1,766,813.76 $1,591,070.52 Attachment 2 to Report COD-012-15 ciff-moon M M 0 TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services DATE: May 15, 2015 RE: Nash Road Rehabilitation and Green Road Culvert Replacement CL2015-9 The Engineering Services Department has reviewed the submissions for CL2015-9 and offers the following comments. The project includes the rehabilitation of Nash Road between Maple Grove Road and Regional Road 57, and the replacement of a cross culvert on Green Road south of Nash Road. The scope of work on Nash Road includes pulverizing the existing asphalt, adding granular material and paving with hot mix asphalt. Cycling facilities will be included in accordance with the Regional Cycling Plan and the on-going Clarington Transportation Master Plan. There was an extension error in the low bid from Ashland Paving Ltd. The total tender amount did not equal the sub-total plus the HST. The error has been corrected and does not affect the bid order. Based on past experience with this contractor, we recommend award of the contract to Ashland Paving Ltd. in the amount of$1,314,659.19, inclusive of HST, or $1,183,891.32 net of HST rebate. It should be noted that part of this project includes works to allow for full cycling lanes on Nash Road between Maple Grove Road and Green Road. This work was identified in the 2015 Development Charge update (Project ID #63) after the 2015 budget was completed. The added funding for the cycling work shall be provided from the development charges reserve without impact to the tax levy. A total contingency amount of approximately 8% of construction costs is required for = this project, based on past experience. The tender includes provisional items that equal approximately 5% of the construction cost, so 3% of construction costs have been carried to bring the contingency to the required 8%. Therefore, including contingencies Nash Road Rehabilitation and Green Road Culvert Replacement, CL2015-9 2 May 15, 2015 and net HST costs, the Engineering Department advises of the following project cost breakdown. Construction Cost, Based on Low Bid (net of $1,183,891.32 HST Contingencies (net of HST) $ 35,108.68 Total Cost $ 1,219,000.00 Budget Amount Pavement Rehabilitation, 110-32-330-83212-7401 $954,000.00 Development Charges, Account No. 110-32-330-83212-7401 $265,000.00 Estimated Unexpended Budget $0.00 Additional Funding Required $0.00 * A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). Considering all costs, the project is within budget and the Engineering Dept recommends that the Purchasing Dept. 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, on Albright, P. Eng. Assistant Director, Engineering Services RA/sb/jb Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services I Nash Road Rehabilitation and Green Road Culvert Replacement, CL2015-9 3 May 15, 2015 OWE slot]no ort e v i owmanvill on I ss W h en 'm c 0 e Grove L ve k. , l • 1:10,000 N UCL2015-9 Nash Rd Rehabilitation and Green Rd Culvert Replacement