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Home My WebLink AboutCOD-015-15 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: June 22, 2015 Report Number: COD-015-15 Resolution: File Number: CL2015-15 By-law Number: Report Subject: Odell Street and Prospect Street Reconstruction Recommendations: 1. That Report COD-015-15 be received; 2. That Nick Carchidi Excavating Ltd. with a total bid amount of$1,246,670.36 (net H.S.T. Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2015-15 be awarded the contract for Odell Street and Prospect Street Reconstruction as required by the Municipality of Clarington, Engineering Services Department; 3. That the funds required in the amount of$ 1,349,621.95 (net HST Rebate) including construction cost of$ 1,246,670.36, $50,270.22 contingency and $52,681.37 contract administration and other costs associated with the project, be drawn from the following accounts: Odell Street Reconstruction 110-32-330-83414-7401 $ 576,000.00 Funded by Region of Durham $ 735,120.60 4. That the Funding shortfall be funded from the following account: Duke Street Reconstruction 110-32-330-83359-7401 $ 38,501.35 5. That all interested parties listed in Report COD-015-15 and any delegations be advised of Council's decision. Municipality of Clarington Report COD-015-15 Page 2 Report Overview To request authorization from Council to award the contract for the Odell Street and Prospect Street Reconstruction as required by the Municipality of Clarington's Engineering Services Department. 1 . Background Tender specifications were provided by Engineering Services Department for Odell Street and Prospect Street-Reconstruction. The scope of work for this project, involves the reconstruction of Odell Street and a portion of Prospect Street to bring them to an urban standard with standard curb and gutter and sidewalk on one side. The existing storm sewer system will be replaced. The Region of Durham will be working in cooperation on this project as well to replace the watermain and sanitary sewer. Tender#CL2015-15 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. Eleven (11) companies registered as downloading the document. The Tender closed Friday, June 12, 2015. 2. Odell Street Reconstruction Two (2) 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, Nick Carchidi Excavating Ltd. be recommended for the award of contract CL2015-15 for the Odell Street and Prospect Street Reconstruction work as required by the Municipality. (See Attachment 2 — Recommendation Memo from Engineering Services Department.) Nick Carchidi Excavating Ltd. has completed several projects for the Municipality of Clarington in the past. 3. Financial and Budget Considerations The Region of Durham will be funding the sanitary and watermain replacement on Odell Street and Prospect Street. The total portion of the contract funded by the Region of Durham is $735,120.60 (net of H.S.T. Rebate). The Municipality's portion is $614,501.35 (net H.S.T. Rebate) plus contingency, contract administration plus other project costs. Municipality of Clarington Report COD-015-15 Page 3 The total project cost of$ 1,349,621.95 (net HST Rebate) includes the construction costs of$ 1,246,670.36 (net H.S.T. Rebate), the total bid from Nick Carchidi Excavating Ltd., and project contingency of$50,270.22 (net H.S.T. Rebate) and $52,681.37 in other project related costs including contract administration, material testing, etc. The approved budget for this project was $576,000.00 thereby leaving a shortfall of $38,501.35 (Net H.ST. Rebate). Engineering Services recommends transferring the required funds from Duke Street Reconstruction Account 110-32-330-83414-7401. Funding required for this project will be drawn from the following Engineering accounts: Odell Street Reconstruction 110-32-330-83414-7401 $ 576,000.00 Duke Street Reconstruction 110-32-330-83359-7401 $ 38,501.35 Funded by Region of Durham $ 735,120.60 4. Concurrence This report has been reviewed by Tony Cannella, Director of Engineering Services Department, and concurs with the recommendations. 5. Conclusion It is respectfully recommended that Nick Carchidi Excavating Ltd. with the lowest compliant bid of$1,246,670.36 (net H.S.T. rebate) be awarded the contract for the Odell Street and Prospect Street Reconstruction as per specifications and requirements noted within Tender CL2015-15. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: - -� Reviewed by. M fie Marano, H.B. Sc., C.M.O. Franklin Wu, Director of Corporate Services Chief Administrative Officer Nancy Ta to , A CPA, CA., Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson @clarington.net Municipality of Clarington Report COD-015-15 Page 4 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-015-15 cityboon Municipality of Clarington SUMMARY OF BID RESULTS Tender CL2015-15 ODELL STREET AND PROSPECT STREET RECONSTRUCTION Bidder Total Bid Total Bid including H.S.T) (Net H.S.T Rebate) Nick Carchidi Excavating $1,384,372.54 $ 1,246,670.36 Coco Paving Inc. $1,389,375.92 $1,251,176.05 Attachment 2 to Report COD-015-15 M Em M 0, TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services DATE: June 15, 2015 RE: Odell Street and Prospect Street Reconstruction, Bowmanville CL2016-15 The Engineering Services Department has reviewed the submissions for CL2015-15 and offers the following comments. The limits of the project are Odell Street from Scugog Street to east of Lambs Road and Prospect Street from Odell Street southerly to the CPR bridge, in Bowmanvilie. Prior to completing the design, a Public Information Centre was held on May 7, 2015 to review the project with the public and to get their Input regarding the proposed works. Odell Street is currently constructed to a semi urban cross section with asphalt gutters and sidewalk on the south side and no curbs Prospect Street Is currently a semi urban with asphalt gutters and ditches. Upon completion of the works, Odell Street and a portion of Prospect Street will be reconstructed to an urban standard with standard curb and gutter and sidewalk on one side. The existing storm sewer system on the road will be replaced. The Municipality of Clarington is working in cooperation with the Region of Durham on this project. They will be replacing the watermain and sanitary sewer on Odell Street and Prospect Street. The low bidder on this contract was Nick Carchidi Excavating Ltd. Based on past experience with this contractor, we recommend award of the contract to Nick Carchidi Excavating Ltd, in the amount of $1,384,372.55, inclusive of-l-IST, or $1,246,670.36 net of HST rebate. The portion of the contract that will be funded by the Region of Durham is $816,319.07, inclusive of HST, or $735,120.60 net of HST rebate, which represents the cost of the sanitary and watermain servicing and their contribution to the road related items associated with their works. The portion of the contract that will be funded by the Municipality is $568,053.48 inclusive of HST, or$511,549.76 net of HST rebate. Odell Street and Prospect Street Reconstruction, Bowmanville, CL2015-15 2 June 15, 2015 A total contingency amount of approximately 10% of construction costs is required for this project, based on past experience. Therefore the Engineering Department advises of the following project cost breakdown: Construction Cost, Material Testing, Utility Verification and Contract Admininstration, Based $564.231.13 on Low Bid net of HST rebate Contingencies (net of HST) $ 50,270.22 Total Cost (Clarington Share) $ 614.501.35 Budget Amount 110-32-330-83414-7401 $576,000.00 Estimated Unexpended Budget $0.00 Additional Funding Required $38,501.35 ' A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). There is approximately $61,500 of unexpended commitments currently in the Duke Street Reconstruction Account. The Engineering Department Is still in the process of dealing with some minor post construction items but are confident that the remaining funds will more than adequately cover them. The Engineering Department recommends transferring $38, ,601.35 from Account 110-32-330-83359-7401 (Duke Street) to cover the additional funding for the Odell Street and Prospect Street Reconstruction project. With the additional funds, 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, Ron Albright, P. En . Assistant Director, ngineering Services RA/I<r/dv Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services Odell Street and Prospect Street Reconstruction, Bov/UaUVU(a. CL2015'15 3 June 15. 2015 ODELL STREET RECONSTRUC ON