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Home My WebLink AboutCOD-048-03 REPORT , 2 CI!l!inglOn REPORT CORPORATE SERVICES DEPARTMENT Meeting: COUNCIL Date: Report #: DECEMBER 15, 2003 COD-048-03 File#: By-law #: Subject: LONGWORTH AVENUE EXTENSION - SCUGOG STREET TO REGIONAL ROAD NO. 57 CONTRACT CL2003-27 RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1, THAT Report COD-048-03 be received; 2. THAT the remaining items in Contract CL2003-27 be awarded to Dagmar Construction Inc., Markham, Ontario for the amount of $860,032,11 (excluding G.S.T,); 3. THAT the total funds required in the amount of $985,000.00 representing Halloway Holdings portion of the work be temporarily funded from the Roads Contributions Reserve Fund Account #1110-00174-0000; 4. That the attached By-Law marked Schedule "A" be approved authorizing the Mayor and Clerk to execute the agreement be approved. 5. THAT the Director of Engineering Services enter into negotiations with Halloway Holdings to recover all costs incurred on their behalf, Submitted by: ReViewed/f an lin Wu Chief Administrative Officer REPORT NO.: Page - 2 - ATTACHMENTS No, 1: Report COD-043-03 NO.2: Cost Apportionment for Contract CL2003-27 Schedule "A" By-Law 1.0 BACKGROUND On October 20, 2003 Council approved Report COD-043-03 (see attachment No, 1), awarding part of Contract CL2003-07 to Dagmar Construction Inc. (Dagmar), The Contract was to be funded by three parties; The Municipality of Clarington, The Region of Durham and Halloway Holdings, Halloway Holdings had requested that their awarded portion of the works be delayed while they discussed design changes with Dagmar in an attempt to reduce the cost of the project A provision was included in the contract to allow the award in two phases, Halloway Holdings Limited is obligated to complete the works as a result of a front-ending agreement they entered into with the Municipality in May of 1997. The Director of Engineering Services has had numerous discussions with representatives of Halloway Holdings Limited over the past year regarding the need to complete the creek realignment and storm sewer outfall works identified in the front-ending agreement in order to permit the extension of Longworth Avenue in a timely fashion. Dagmar has now mobilized on site and has commenced work and it is now critical to the project schedule that the remainder of the contract be awarded. As negotiations have concluded between Halloway Holdings and Dagmar with no resolution on cost savings the Director of Engineering Services recommends that the Municipality of Ciarington award the remaining portion of Contract CL2003-27 in the amount of $860,032,11 (excluding G.S.T.), to Dagmar, A detailed cost breakdown of the Halloway Holdings portion of the project is provided as Attachment No, 2. The total required funds in the amount of $985,000,00 ($860,032.11 + Consulting + Contingencies + Net G.S.T,), required to complete the work can be temporarily drawn from the Development Charge Reserve Fund while negotiations continue with Halloway Holdings for full cost recovery. REPORT NO.: Page - 3 - 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 referred to the Director of Engineering Services. No.1 Clfll-!l]glon REPORT CORPORATE SERVICES DEPARTMENT Meeting: COUNCIL Date: October 20th, 2003 Resolution #: Report #: COD-043-03 File#: By-law #: Subject: TENDER CL2003-27, LONGWORTH AVENUE EXTENSION Recommendations: It is respectfully recommended to Council the following: 1. THAT Report COD-043-03 be received; 2. THAT Dagmar Construction Inc" Markham, Ontario with a total adjusted bid in the amount of $3,456,743.04 (including GST), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2003-27, be awarded the contract for Longworth Avenue Extension, as required by the Engineering Department; 3. THAT the total funds required in the amount of $4,100,000.00 (Total Bid $4,316,775.15 less $860,032,11 Halloway Holdings less Region of Durham portion $327,864.50, plus design, administration, utility relocations, contingency and net GST) be drawn from the Engineering Capital Account # 8310-03105- 1401; and 4. THAT the attached By-law marked Schedule "A", authorizing the Mayor and Clerk to execute the agreement be approved. Submitted by: Reviewed by: Marie Marano, H,B.Sc., C,M,O, Director of Corporate Services Franklin Wu, Chief Administrative Officer Nancy Taylor, B.BA, CA, Director of Finance A.S. Cannella, C.E.T. Director of Engineering Services MMlLABILNTlACllm REPORT NO.: COD-043-03 PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for Longworth Avenue Extension, as required by the Engineering Department. Tenders were advertised in local papers, as well as the Daily Commercial News. Subsequently, tenders were received and tabulated as per Schedule "B" attached. For this project, Halloway Holdings is responsible for the construction of the storm sewer, They have asked for additional time to discuss design changes with the low bidder in an attempt to reduce the cost of the storm sewer outfall. Therefore it is recommended that the low bid be accepted for all the work except for the storm sewer outlet, Section A, Items A30 - A44. Once negotiations have been completed between Halloway Holdings and Dagmar Construction, a report will be brought forward to Council with a recommendation for the award of Items A30 - A44. Provisions were made in the tender specifications for a phased award, The total price cost, including a final design and tendering, contract administration, utility relocations, contingency and GST, less the Region of Durham portion, less Halloway Holdings portion, is as detailed in the letter from Totten Sims Hubicki, marked Schedule "B" estimated at $4,100,000.00, Included in the total tendered price is work to be completed on behalf of the Region of Durham, for which they will be invoiced separately, It is recommended that the required funds be drawn from the Engineering Capital Account # 8310-03105-1401 and are within the 2002 carried over Engineering Capital budget allocation of $4,100,000.00. The low bidder has previously performed satisfactory work for the Municipality of Clarington. The Director of Finance has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specifications, etc., should be referred to the Director of Engineering Services. After further review and analysis of the bids by the Engineering Department, Totten Sims Hubicki and Purchasing, it was mutually agreed that the low bidder, Dagmar Construction Inc., Markham, Ontario, be recommended for the contract for the Longworth Avenue Extension. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T (905)623-3379 F (905)623-4169 Municipality of Clarington/Region of Durham Longworth Avenue Extension Cost Apportionment For low Bid submitted By Dagmar Construction Inc. Contract CL2003-27 October 10, 2003 T,S.H. Project: 12-29273 Description Total Clarington Region of Halloway . Durham Holdings Comments Account Number 7205-ll2007 -ll261 696303OO3XX Construction Costs Contract CL2003-21 Part A Road Works (ScuQog Street to 8t3. 9+835) $240.470.13 $240,470,13 Stann Sewer Outlet Works $852,335.41 $852.335.41 PartS Road Works (8t3. 9+835 to Regional Rd. 57) $1,218,246.90 $1,218,246.90 Parte Bridge Works $1,525,964.49 $1,525,964,49 Part 0 Watermain & Appurtenances 5324,930.34 $324,930,34 PartE Landscaping $116,195.70 $116,195,70 PartF General Items $38,632.18 ., $28,001.32 ..!2,934.16 $7.696.70 Prorated Based on Low Bid Sub-Total ConstructIon "" 316 775,15 3 128878.54 7 864.50 <860 032.11 ESR, Preliminary Design, Archeological & Dump Site Investigations $280,000.00 $280,000.00 (TSH # 12-10932 Commencing February 1,2000) Detailed Design & Tendering (TSH # 12-29273) $139,469.96 $128,702.18 $10,767.78 Region Costs Invoiced Directly TSH # 12-29256 (January 27. 2003 to October 3, 2003) Construction Administration (TSH # 12M29273) $345,300.00 5250,300.00 $26.200.00 $68,800.00 Prorated Based on Low Bid other Costs Geotechnical Investigation $6,612.60 $6,612.60 Land Purchase $50,000.00 $50,000,00 Utility Relocation $20,000.00 $20,000.00 Placement of Steel Liner (by others) $15,000.00 $15,000.00 !sUb-Total Other Costs $91,612.60 $76,612.60 $15,000,00 $0.00 Sub-Total estImated Project Costs $5,173.157.71 $3,864,493.32 $379.832.28 $928,832.11 Net G.S.T. (3%) (excl. contingencies) $155,194.73 $115,934.80 $11,394.97 $27.864.96 Contingencies (lncl. G.S.T.) $158,647.56 $119,571.88 $10,772.75 $28,302.93 Total Estimated Project Costs $5.487,000.00 $4.100,000.00 $402,000.00 $985,000,00 G:\Projects\12.29177'Consr\12-29273 Low Bid CAI.x1s z !'> '" Printed on 121912003 ... Municipality of Clarington/Region of Durham Longworth Avenue Extension Cost Apportionment For Low Bid submitted By Dagmar Construction Inc. Contract CL2003-27 October 10. 2003 T.S.H. Project: 12-29273 Description Total Clarington Region of Halloway Durham Holdings Comments Account Number 720S..Q2007..Q261 696303003XX Construction Costs Contract CL2003-27 Part A Road Works (Scug09 Street to Sta. 9+835) $240,470.13 $240,470.13 Storm Sewer Outlet Works $852,335.41 $852.335.41 PartB Road Works (Sta, 9+835 to Regional Rd. 57) $1.218,246.90 $1.218.246.90 PartC Bridge Works $1,525,964.49 $1.525.964.49 PartD Watermain & Appurtenances $3240930,34 $324,930.34 PartE Landscaping $116,195.70 $116,195.70 PartF General Items $38,632.18 $28.001.32 $2.934.16 $7,696.70 Prorated Based on Low Bid Sub-Total Construction $4316775.15 !l;3 128878.54 !t327 864.50 $860 032.11 ESR, Preliminary Design, Archeological & Dump Stte Investi9ations $280,000.00 $280,000.00 (TSH # 12-10932 Commencing February 1,2000) Detailed Design & Tendering (TSH # 12-29273) $139,469.96 $128,702.18 $10,767.78 Region Costs Invoiced Directly TSH # 12-29256 (January 27, 2003 to October 3, 2003) Construction Administration (TSH # 12-29273) $345,300.00 $250,300.00 $26,200.00 $68.800.00 Prorated Based on Low Bid Other Costs Geotechnical Investigation $6,612.60 $6,612.60 Land Purchase $50,000.00 $50,000.00 Utility Relocation $20,000.00 $20,000.00 Placement of Steel Liner (by others) $15.000.00 $15,000,00 Sub-Total Other Costs $91,612.60 $76,612.60 $15,000.00 $0.00 Sub-Total Estimated Project Costs $5.173,157.71 $3,864,493.32 $379,832.28 $928,832.11 Net G.S.T. (3%) (excl. contingenCies) $155,194.73 $115,934.80 $11.394.97 $27.864.96 Contingencies (incl. G.S.T.) $158,647,56 $119.571.88 $10,772.75 $28,302.93 Total Estimated Project Costs $5,487,000.00 $4,100,000.00 $402.000.00 $985.000.00 z !:l '" G:\Projects\12-29177\Const\12-29273 Low Bid CAt.xls Printed on 121912003 tsh .J .' Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2002- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Dagmar Construction Inc., Markham, Ontario, to enter into an agreement for the Longworth Avenue Extension. 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, Dagmar Construction Inc. of Markham, 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