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Home My WebLink AboutCOD-036-03 . . ClYl-!l1gton REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Fl 'is. Q-~ Date: September 8, 2003 Report #: COD-36-03 File#_ GPR - 35<+-03 By-law # ac03 - \3l:l, \~\ ;-\~~ Subject: TENDER AWARDS SUMMER COUNCIL BREAK. Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1, THAT Report COD-36-03 be received; 2. THAT the attached By-laws, marked Schedules "A", "B" and "C" authorizing the Mayor and Clerk to enter into the necessary agreements be approved. Submitted by, arle Marano, H.B,Sc., C,M,O. Directo of Corporate Services Reviewed bY:O ~ ---3 ~ Franklin Wu, Chief Administrative Officer MM\NT\LAB\km 1212 G: \R E PORTS\2002RE\CO 0.3 G.03. TEN DE RA'N AR OS.COll N elL BRK .(Joc REPORT NO.: COD-36-03 PAGE 2 BACKGROUND AND COMMENT In accordance with Resolution #GPA-355-01, the Administrator and the Director of Corporate Services and/or the Director of Finance awarded the following Tenders/Contracts during the July/August Council Break: A summary outlining the bids and awards is attached marked Schedule "0". 1. RFP2003-7, Supply & Installation of Playground Equipment 2. CL2003-15, South Courtice Soccer Field 3. CL2003-16, Sidewalk Construction Various Locations 4. CL2003-19, The Supply, Delivery & Installation of a Hoist 5. CL2003-20, The Supply & Delivery of (2) Two Handi Transit Vehicles 6, CL2003-23, Bowmanville Creek Valley Recreation Trail CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169 1213 Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2003- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Dol Turf Restoration, of Innisfil, Ontario, to enter into agreement for the Soccer Field Construction at South Courtice Park, THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, Dol Turf Restoration, of Innisfil, Ontario, and said Corporation; and 2, THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of ,2003. By-law read a third time and finally passed this day of ,2003. John Mutton, Mayor Patti L. Barrie, Municipal Clerk 1214 Schedule "B" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2003- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Trisan Construction, of Schomberg, Ontario, to enter into agreement for the Sidewalk Construction, Various Locations. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1, THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, Trisan Construction, of Schomberg, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of ,2003. By-law read a third time and finally passed this day of ,2003. John Mutton, Mayor Patti L, Barrie, Municipal Clerk 1215 Schedule "C" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2003- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Elirpa Construction and Materials Ltd, of Pickering, Ontario, to enter into agreement for the Bowmanville Creek Valley Recreational Trail. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, Elirpa Construction and Materials Ltd. , of Pickering, Ontario, and said Corporation; and 2, THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of ,2003. By-law read a third time and finally passed this day of ,2003. John Mutton, Mayor Patti L. Barrie, Municipal Clerk 1216 G:\REPOR TS\2002RE\COD-36-03- TENDERAW ARDS-COUNCILBRK.doc 1. RFP2003-7, SUPPLY & INSTALLATION OF PLAYGROUND EQUIPMENT A contract was awarded to Henderson Recreation Equipment Ltd., Simcoe, Ontario, for the Supply and Installation of Playground Equipment. Tenders were publicly advertised and issued with bids being submitted as per Schedule "A" attached, Funding is as identified on the attached Schedule "B" and includes both a 2000 to 2002 and 2003 Operations Capital Budget allocation. The Request for Proposal specifications included evaluation criteria as follows: . Durability . Warranty . Compliance with instructions . Pricing . References . Creativity . Number of users accommodated . Deliveryllnstallation time frames . Number of play events . Appearance . Quality . Safety Upon Review of the bids, it is staffs opinion that the creativity and conceptual plan, offered by Henderson Recreation exceeds that which is offered by the other bidders, It is therefore respectfully recommended that parts A, B, C, D and E be awarded to the subject firm. The Director of Finance has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specification, etc., should be directed to the Director of Operations. The low bidder has provided satisfactory service to the Municipality of Clarington in recent years. 121 7 SCHEDULE A BID SUMMARY RFP2003-7, SUPPLY & INSTALLATION OF PLAYGROUND EQUIPMENT TOTAL BID AMOUNT PART C PART D BIDDER Belair Recreational Products Inc. Paris, ON Little Tykes Paris, ON Henderson Recreation Equipment Ltd. Simcoe, ON ABC Recreation Ltd, Paris, ON rv * Bid Amended - Addition Error = PART A PART B SUBTOTAL Bid rejected - Incomplete, did not bid on all items. $39,906,34 $29,763.02 $132,230,55 $24,640.06 10 -15 users 20 - 25 users 15 - 20 users $39,103,04 $26,923,21 $151,058,03 $28,785,62 50 - 51 users 20 - 25 users 27 - 30 users $32,089,16 $45,891.48 $171,573.30 $35,096,85 19 users 22 users 22 users ., SCHEDULE B RFP 2003-7; SUPPLY & INSTALLATION OF PLAYGROUND EQUIPMENT FUNDING: CAPITAL BUDGET YEAR AMOUNT 2003 $90,000 2002 - Page 423 $38,000 Park Furniture (7603-1-516) 2001 - Page 171 $14,000 Park Furniture (7603-100-516) 2000 - Page 214 $61,700 Park Furniture (7603-1-505) ACCOUNT 8620-03100-1401 111 0-00157-0000 1110-00157-0000 2900-00001-0000 TOTAL $203.700 1219 2. CL2003-15, SOUTH COURTICE SOCCER FIELD A prequalification request and publicly advertised and issued with contractors being prequalified as follows: Dol Turf Restoration Ltd, Innisfil, ON Melfer Construction Inc, Scarborough, ON Mopal Construction Ltd, Gormely, ON Ron Robinson Ltd, Bowmanville, ON Rutherford Contracting Ltd. Gormely, ON Subsequently, a tender was issued with the prequalified bidders being invited to bid. Tenders were received and tabulated as per Schedule "A" attached, The required funds, in the amount of $312,081.71 ($288,081.71 + $24,000,00 consulting and contract administration), will be provided from Capital Budget Account #8610-03101-1401 and are within the $350,000,00 allocation. The Director of Finance has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specifications, etc., should be directed to the Director of Engineering Services. The low bidder has substantial similar experience and has provided satisfactory service to the City of Vaughan and the City of Mississauga. A recommendation from the project consultant is attached, marked Schedule "B". 1220 SCHEDULE "A" BID SUMMARY CL2003-15 SOUTH COURTICE PARK SOCCER FIELD CONSTRUCTION I Bidder I Total Bid Amount ( Dol Turf Restoration Ltd. $288,081,72 ** Innisfil, ON Mopal Construction Ltd, $382,939.00 Gormely, ON Ron Robinson Ltd, $384,608,72 * Bowmanville, ON * Bid amount amended ** Bid amount amended, items 8.1 and 9.1 priced in sq. metres rather than linear meters, 1221 , " , SCHEDULE "B" Victor Ford and Associates Inc · Landscape Architects · 525 Adelaide Street West, Suite 402. Toronto. Ontario M5V 1T6 Tel: (416) 703-0081 Fax: (416) 703-0083 e-mail: design@vfa.on.ca , June 16,2003 Our file: 0314 Lou Ann Birkett, C.P.P., A.M.C.T. Purchasing Manager The Municipality of Cia ring ton 40 Temperance Street Bowmanville, Ontario LlC 3A6 ~IECCJE['VIE~ JUN 1 7 2003 Dear Ms. Birkett, MUNICIPALITY OF CLARINGTON PURCHASING DEPARTMENT Reference: Tender CL2003-15, Letter of Recommendation Soccer Field Construction South Courtice Park The Municipality of Clarington We have reviewed the three tenders received for the above project. We have provided a spreadsheet to compare the bids for each of the component items. The corrected totals for each bid including GST are as follows: Dol Turf Restoration Ltd. Innisfil, Ontario $288,081.71 Mopal Construction Ltd. Gormely, Ontario $382,739.00 Ron Robinson Ltd. Bowmanville. Ontario $436,527.78 The detailed breakdown spreadsheet for each tender is as follows: 1222 lof3 :-.1 SCHEDULE "B" f'. . ~ ,. ~ .' South Courtice Soccer Field Construction Tender Form Comparison Dol Turf Mopal Restoration Construction Ron Item Description of Contract Items LId LId Robinson LId Preparation General Requirements, mobilization and 1,1 demobilization $4,500.00 $6,000.00 $7,735,00 Supply, install and remove construction fence around 1.2 work area $1,584.00 $5,940.00 $5,148,00 Sub-total $6,084.00 $11,940.00 $12,883.00 Topsoil/ Sand and Fine Grading 2.1 Supply and install topsoil/ sand mix $79,200,00 $99,000.00 $48,262,50 2,2 Provide fine grading of soccer field $3,300,00 $4,125.00 $24,667.50 Su b-total $82,500.00 $103,125.00 $72,930.00 Sub-Grade Drainage Suppiy and install primary and secondary sub-grade 3.1 drainage systems $26,450 $34,600,00 $83,327.56 Sub-total $26,450.00 $34,600.00 $83,327.56 Irrigation 4.1 Supply and install irrigation system for the soccer field $15,634,00 $14,200,00 $36,750.00 Sub-total $15,634.00 $14,200.00 $36,750.00 Electrical/ Lighting Supply and make complete electrical connection of 8 5.1 sports field light standards and luminaries $87,000,00 $136,400,00 $95,841.62 Sub-total $87,000.00 $136,400.00 $95,841.62 Miscellaneous Features 6.1 Supply and install one 5,tier aluminum bleacher $4,000,00 $5,200,00 $4,893,01 6.2 Supply and install two soccer goal posts with footings $4,500,00 $2,800.00 $3,583,74 6.3 Supply and install two player benches $1,500.00 $1,400,00 $1,304.89 6.4 Supply and install three garbage receptacies $2,290.00 $2,000.00 $2,362,31 6,5 Supply and install 'Permaline' permanent lines $6,320.00 $7,505.00 $7,050,75 Supply and install four corner flags and two middle 6,6 field flags $600,00 $517,00 $1,314,23 Sub-total $19,210.00 $19,422.00 $20,508.93 Fencing 7,1 Supply and install galvanized chain link fence 1.2m $5,917,00 $4,880.00 $4,978.82 7,2 Supply and install galvanized chain link fence 1,8m $6,527,95 $6,050.00 $5,730.56 7,3 Supply and install galvanized chain link fence 3,Om $1,774.80 $1,968,00 $1,694.40 Sub-total $14,219.75 $12,898.00 $12,403.78 1223 20f3 " .111 tt'l ~ "i::;i~ SCHEDULE "B" J i,..,f,):':,:", . _~________"'____ Seeding 8,1 Supply, plant, establish, maintain and reseed area Sub-total $3,712.50 $3,712.50 $4,125,00 $4,125.00 $5,610.00 $5,610.00 ">,- SOdding Supply, plant, establish and maintain areas to be 9,1 sodded Sub-total $1,925.00 $1,925.00 $5,390.00 $5,390.00 $4,042.50 $4,042.50 Sports Turf Maintenance Supply materials and perform on-going maintenance 10,1 operations Sub-total $11,000.00 $11,000.00 $14,100,00 $14,100.00 $13,650.00 $13,650.00 Allowances 11.1 Compaction and materials testing allowance Sub-total $1,500.00 $1,500.00 $1,500.00 $1,500.00 $1,500.00 $1,500.00 Total Items 1.0 through 11.0 Total $269,235.251" $357,700.00l $359,447.391 I 7% Federal Goods and Services Total $18,846.47 $25,039.00 $25,161.32 $288,081.721 $382,739.001 $384,608.711 ITOTAL CORRECTED BID PRICES Dol Turf Restoration Ltd. has a good reputation for the construction of similar tournament soccer fields across Ontario. We discussed their prices with Gord Dol of Dol Turf Restoration Ltd. after copies of their bids were forwarded to us. They are comfortable with their prices as listed above. We recommend that this tender be awarded to Dol Turf Restoration Ltd. in the amount of $269,235.25 plus $18,846.47 GST for a Total of $288,081.71 including GST. Please call me if you have any questions. Thank you and best regards. Yours truly, VICTOR FORD AND ASSOCIATES INC Victor S. Ford OALA, CSLA, ASLA Principal C: Mr. Peter Windolf Manager of Park Development Town of Clarington 1224 30f3 3. CL2003-16, SIDEWALK CONSTRUCTION VARIOUS LOCATIONS A contract was awarded to Trisan Construction, Schomberg, Ontario, for a total bid price of $331,779.52. Tenders were publicly advertised and issued with bids being submitted as per Schedule "A" attached. As the total costs associated with this contract exceed the budgets allocated to the respective parts, the value of the contract had to be reduced. See details on Schedule "B". Funding is included in the 2003 Engineering Capital Budget and as per the funding cost apportionment provided by Totten Sims Hubicki in Schedule "B" attached, each of the three projects is within the budget allocation, The Director of Finance has reviewed the funding requirements and concurs with the recommendation, Queries with respect to department needs, specifications, etc., should be directed to the Director of Engineering Services, The low bidder has provided satisfactory service to the Municipality of Clarington in recent years, 1225 SCHEDULE "A" BID SUMMARY TENDER CL2003-16 SIDEWALK CONSTRUCTION, VARIOUS LOCATIONS I Bidder I Total Bid Amount I 614128 Ontario Ltd. a/a Trisan Construction $437,294.02 Schomberq, ON Brennan Paving & Construction Ltd. $560,825.18 Markham, ON 1226 .JUL-15-03 rUE 12:37 PM TSH COClOUI{G l-AX NO, p, U1 .. Tnt Totten Sims Hubickl Associates 513 Division Street, CoboLlrg, Onl.rio, C.nada K9A 5G6 (90S) 372.2121 Fax: 1905) 372-3621 E-mail: cobourg@tsh.ca www.rsh.ca engineers architects planners July 9, 2003 (revised July 15,2003) SCHEDULE liB" Ms. Lou Ann Birkett. CPP, AMCT Purchasing Manager Corporation of the MunicIpalIty of ClaTingtoll 40 Temperance Street BOWMANVILLE, Ontario. LIC 3A6 Dear Ms. Birkett: Re: Contract No. CL2003-16, Sidewalk Construction Varioa. Locations Municiplllity of Clarington Tenders for the above project were opened at the Municipal Offices on Friday June 27, 2003 at 2:00 P. M, The bids received, inclusive of GST, are summarized as follows: BIDDER TOTAL BID AMOUNT 614128 Ontario Ltd. O/A 'frisan ConstrUc[ion Schomberg, Onlario $437,294.02 Brennan Pavine and Construction Ud., Markham, Ontario $560,825.18 During the preliminary review of Part" A" of this project, which was undertaken at the time of budget preparation, it was estimated that the construction of a semI-urban cross-section with eurb and gutter and a storm sewer system would be required to accommodate improvements to the sidewalks in the area. For this reason for the works were identified as a storm sewer project. At the detailed design stage for Part "A" it was determined that the improvements could be achieved without the need of a complete storm sewer and the majority of the work was made up of sidewalk construetion and replacement. Tho low bidder's tender has been checked and is in order. As the total eosts assoeiated with this eontract exceed the budgets allocated to the respective Part~, the value of the contract has had to be reduced. A majority of this reduction was obrained by removing the north section of sidewalk in Part " A" _ Ilnniskillen. between Werrydale Drive and Virtue Court on the west side of Old Scugog Road. The potential for this removal, which amounts to a reduction of $71,607.48 (excl. G.S.T.) from Pari "A", was known to the bidders durIng Tendering as it was noted in Clausa19 of the Instructions to Tenderers. Additional modifications in the scope of the work for Parts "B" and "e", discussed with the Low Bidder after tendering, resultoo in roouctions of $11,040.40 (excl. G.S,T.) and $15,963.80 (exc!. G. S. T .), respectively. Revised quantities have been forwarded and reviewed by Trisan Construction and the amended tender is acceprab Ie to the Contractor. The tender, all associated costs and available budget amounts are summarized 011 the attached Cost Apportionment, which also includes applicable Municipal account nwnbers. 1227 JUL-Ib-U3 rue. 1i::3tl I'M r~H I,;UliUUl'(!j rRX NU, r, U~ SCHEDULE "B" Ms, Dirkett July 9, 2003 (revised July 15,2003) 2 Based on the reduced quantities, the four paris of the contract are now casted as follows; Total (Excluding GST) GST (7% of Total) TOT^L TENDER AMOUNT $196,568.62 35,115.50 50,640.80 27,749.40 $310,074.32 21,705.20 $331,779.52 Total Part 'A' - Ennisklllen Sidewalks Total Part 'B' - Newcastle Sidewalk Total Part 'C' - Bowmanville Sidewalks Total Part 'D' - Nash Road Sidewalk Trisan Construction successfully completed Clarington's sidewalk contract in 2002 to an acceptable level. This contract is similar in nature and we lhcrefore recommend acceptance of Trisan's bid for this work as amended above. Please proceed with the award of this contract as soon as possible as work requires completion prior to September 1, 2003. Should YOll have any questions regarding this matter, please contacr the undersigned. Best regards, Ron Albright, P.Eng. Project Engineer /~~ RA/sn l'1292%/CClrrCllpIl9744.dcc Encl. pc: A,S. Cannella, Director of EngineerIng and Services (+oocl.) Leslie Denson, Manager, Transportation and Design (+enc\.) Wendy Chandler, Engineering Services (+enc\.) Kaye Rand, Operations (+encl.) 1228 TIM ."_."--r--n-... __ ___......,__n SIDEWALK CONSTRUCTION AND REPLACEMENT ENNISKILLEN AND VARIOUS LOCATIONS :n o Cost Apportionment For LOW' Bid 5ubmitted By irisan Construction Con~act C120ClJ.-16 SCHEDULE "B" July 07. 2003 T.S.H. Project: 12-29296 :>... ~ L n "" o OJ Ll OJ Description Total Clarington - EnginBering ServicBs OPERATIONS' Comments Part 'A' - Part'B' . Part.C.... Part '0' - NASH WORKS - ENNISKlllEN NEWCASTLE BOWMANVll.LE ROAD SITES 22 (from SIDEWAlK SIDEWAlKS SIDEWAlKS SIDEWAlK Part 'C') & 3D [from Part 'B') Account Number .B41Q..D31CH-1401 8320.o3201~ 14rl1 8:!ZG.o31D2.14G1 29oo.17.X Construction Ccsts Contract C12003.16 Slla 22 Part C - $3.622.50 $310,074.32 $196,566.62 $31.493,00 $49,762AO $27.749.40 $4,SOO.90 Slla 30 Part B - 5876,40 Total Part B =$35.115.50 Total Part C = $5D 640.60 TSH Project Number 12-29207 12-29296 12-29296 12-10692 12-29296 Detailed Design... Approva[s and Tender Documents $34,064.87 $26.141,95 S2,334.66 $3.606.05 N;lsh Rood Delli!]n ar.d Tendering (to June2B, 20(2) 5247.06 PI~lcuslycom~e1ed Ouring Road Recanslructa. De$\;ln Estimated COnstructlcn Admlnl.traUon (TSH tJ 12-29296) $33.400.00 $26.000,00 S2,900.00 54.500.00 5400.00 Proratelf Based on L.01.\' Bid OtheT COsts Bell Relocation 51,000,00 $1,000.00 Sub-Total Other Costs 51,000.00 $1,000.00 $0.00 $0.00 50,00 SO.OO Sub-TDtal Estimated PTCJect Costs (exc.. contingencIes) $374,058.29 5251,710.57 536.727.88 557.670.45 $27.749,40 55,147.96 Net G.S,T. (3%) leke!. cDntingencles) 511.221.75 $7,551.32 $1.101.64 $1.736.11 5832,48 $154.44 Contingencies llncluding G.S.T.) $11.819.96 $7,938.11 $970.29 51.493.44 51,418.12 5197.56 Total EstImated Project Costs 5397.100.00 $267,200.00 . $36.800.00 561.100,00 $30,000.GO 55,500.00 Budget Amount 5405.000.00 $275,000.00 5100,000.00 $30,000,00 55,500.00 Eslimated Budget Surplus/Deficit $7.900.00 $7,800.00 $100.00 50,00 50.00 ::5 z: x: 0:: .L. '" '" OJ OJ D ::> :0> I:: n. Note: Col'\S1ruction Casts are based on amrrended Tender Quan1ities as rel;ulred to matGh alloca~ed Budg-ets. The .secEal\ of (he proposed EnniskillEm sKlewalk ooihswest si~ {If Oid Scugog Road (rom tt-..e ~u.blic School oorther1y has been r.emoved from the ClJnlracL Fufure status for lhis secthA:' is undernwlew. ,., OJ I n OJ I -1 OJ .." N N ~ G:',ProjCC31-12-H}824\Spe;::i'.tow Bid O:rlL AllXIrtiarener.r Cl.2OO1-16.Ds Prinh'don 7!&tOJ tsh 4. CL2003-19, THE SUPPLY, DELIVERY & INSTALLATION OF A HOIST A contract was awarded to Toronto Garage Equipment Inc" Markham, Ontario, The Municipality of Clarington advertised and issued a tender with bids being received and tabulated as follows: Bidder Total Bid Amount Toronto Garage Equipment Inc. $69,996.22 Markham, ON National Garage Equipment $80,029.76 Whitbv, ON 642056 Ontario Inc. $111,280.00 Cimech General Contractors Weston, ON The total bid price of $69,996.22 will be drawn from the 2003 Operations Capital Budget Account #8345-03400-1401 and are within the total budget allocation of $90,000.00. The subject firm have provided satisfactory service to the Toronto Transit Commission. 1230 5. CL2003-20, THE SUPPLY & DELIVERY OF (2) TWO HANOI TRANSIT VEHICLES The Municipality of Clarington issued a tender on behalf of the City of Oshawa and Clarington for (2) Two Handi Transit Vehicles with bids being received and tabulated as per Schedule "A" attached, Of the total bid price of $144,824.00, the Municipality of Clarington portion is $72,412.00 plus taxes. The funds as approved in the 2003 Capital Budget, in the amount of $78,000,00 will be provided from account # 7216-00002-0000. The additional funds will be drawn from the Clarington Transit Reserve Fund, The subject firm have provided satisfactory service to the Region of Peel. 1231 SCHEDULE "A" BID SUMMARY TENDER CL2003-20 TWO (2) HANDI TRANSIT VANS Bidder Total Bid Amount (Before taxes) CityView Bus and Truck Repair Sales $144,824.00 Etobicoke, ON Corbeil Bus Sales Ltd. $145,600.00 lroauois, ON Leeds Transit Sales Ltd. $148,384.00 Elain, ON Pearson Bus Sales Ltd. $149,400,00 Brantford, ON 1232 6. TENDER CL2003-23 BOWMANVILLE CREEK VALLEY RECREATIONAL TRAIL A contract was awarded to Elirpa Construction and Materials Ltd" Pickering, Ontario for a total bid amount of $155,480.98 (including taxes). Tenders were publicly advertised and issued with bids being submitted as per Schedule "A" attached, As the total costs associated with this contract exceed the budget allocation of $160,000,00, the value of the contract had to be reduced. See details on Schedule "A". Funding is included in the 2003 Engineering Capital Budget and will be provided from Capital Account #8610-03201-1401, The Director of Finance has reviewed the funding requirements and concurs with the recommendation. Queries with respect to the department needs, specifications, etc" should be directed to the Director of Engineering Services. The low bidder has provided satisfactory service to the Municipality of Clarington in recent years. 1233 AUIj~LL-Uj ~I<l lU:4L f1111::i11 liUJ:jUUI<Ij ~f1)\ NU, ~, UI .. . . :I' . II 11M SCHEDULE "A" engineers architects planners Totten Sims Hubickl ASGociatcs 513 Division Street, Coboll'Oo Ontario, Canada K9A 5G6 (905) 372-2121 Fax: (9051372-3621 E-mail: cobourg@tsh.c. www.tsh.ca August 22,2003 Ms. Lou Ann Birkett, CPP, AMCT Purchasing Manager Corporation of the Municipality of Clarington 40 Temperance Street BOWMANVILLE, Ontario. LlC 3A6 Fax: 905-623-3330 Dear Ms. Birkett: Rc: Contract No. CL2003-23, Bowmanville Creek Valley Recreational Trail, Bowmanville Municipality of Clarlngton Tel1ders for the above project were opened at the Municipal Offices on Friday August 8, 2003 at 2:00 P.M. The bids received, inclusive of GST, arc summarized as follows: BIDDER TOTAL BID AMOUNT Elirpa Construction & Materials Ltd. $190,663.38 Pickerinlt, Ontario Jatec Ltd. $214,065.81 Courtice Ontario Ron Robinson Ltd. $243,546.77 Bowmanvllle, Ontario Harnden & King $279,963,32 Aiax, Ontario *Error in Extension The low bidder's tender has been checked and is In order. The contract was tendered in 2 parts, Part 'A' and Part 'R'. The award of Part 'B' was provisional on tlle availability of funding, As a result of pricing r~ceived for Part 'A' It iR no longer feasible to complete Part 'B' works. In addition, after discussions with the Manager of Parks Development, Peter Wlndolf, it was decided that tree planting would be done by the TraH 2000 volunteer group. As such Items 14, ]5 and ]6 from Part 'A' will also be deleted from the contract. This has been discussed with the low bidder EIirpa Construction & Materials Ltd. and they have no objection to the deletion of these items. . Estimated project costs based on the above noted adjustments to the low lender are now estimated as follows: 1234 I1Uln~,:-Uj ~J(l jU:qj 11M j;jl1 liUI:lUUKli FAX NO, .. .'.- . .. Ms. Lou Ann Birkctt, CPP. AMCT August 22. 2003 ConslIuction Costs (Part 'A'less Items 14, 15 - and 16) $145,309.33 Detailed Design & Tendering to June 28, 2003 TSH project # 12-29269 3,884.52 Contract Administration & Materials Testing (Estimated) 1,500.00 Contingencies (includes G.S.T.) 4,785.43 4,520.82 Net G.S.T.. (excluding contingencies) Total Project Costs $160,000.00 p, 02 SCHEDULE "A" Thc contract will be administered by Clarington Staff with materials testing by TSH and Golder Associates. 2 Elirpa Construction & Materials Ltd. has successfully completed several projects for both Clarington and the Region of Durham in the past, we thcrefore recommended the award of Contract C12003-23 to E1irpa Construction of Pickering, Ontario for the revised Total Tender Amount, including G.S.T. of $155,480.98. Should you have any questions regarding this matter, please contact the undersigned, You rs truly, fiIL)1(~ William McCrae. P.Eng. Senior Project Engineer WMc/sn P/2ryu9/Corr~/l9JI34.doo pc: A.S. Cannella, Director Engineering Services Peter Windolf, Manager of Parks Development Wendy Chandler, Engineering Services 1235 VII