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Home My WebLink AboutTR-60-95 REPORT #4 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: COUNCIL File# MONDAY, JULY 17, 1995 Res. # Date: Report#: TR-6 0-95 File#: By-Law# Subject: TENDER CL95-25, ROTARY PARK - PHASE IV Recommendations: It is respectfully recommended to Council the following: 1 . THAT Report TR-60-95 be received; 2 . THAT Rutherford Contracting Ltd. , Gormley, Ontario, with a total bid in the amount of $518, 200 . 06, being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL95-25, be awarded the contract for Rotary Park - Phase IV, as required by the Department of Community Services; 3 . THAT the attached By-law, marked Schedule "All be forwarded to Council for approval; 4 . THAT the funds in the amount of $480, 000 . 00 be drawn from the approved 1995 Community Services Capital Budget Account #7603- 00001-0516; and 5 . THAT the additional funds required in the amount of $68, 200 . 06 ($518, 200 . 06 Contract plus $30, 000 Consulting minus $480, 000 . 00 Budget Allocation) be drawn from the Community Services Lot Levy Account #1110-00156-0000 . BACKGROUND AND COMMENT: Tender specifications were provided by Cosburn Giberson Landscape Architects for Phase IV of the project . Subsequently, bids were submitted as per Schedule "B" attached. As the total required funds in the amount of $548, 200 . 06 ($518 , 200 . 06 Contract + $30, 000 . 00 consulting, design and contract' administration) are over the approved Community Services Capital Budget Account allocation of $480, 000 . 00, as identified on Page 231 of the 1995 Capital Budget, it is proposed that the additional PAPER EcvEE EbS IS PE-ED-RECYCLED PA- REPORT NO. : TR-60-95 PAGE 2 TENDER CL95-25 funds in the amount of $68, 200 . 06 ($518, 200 . 06 Contract plus $30, 000 Consulting minus $480, 000 . 00 Budget Allocation) be drawn from the Community Services Lot Levy Account #1110-00156-0000 . Staff requested the consultant Cosburn Giberson Landscape Architect to consider the ramifications to bring the tender within budget at $480, 000 . 00 . The items suggested for deletion would include benches, trash receptacles, drinking fountain, steel fence, 500 of the shrub beds, 40% of the trees, and reduction in the sign allowances . The deletions would seriously affect the integrity of the project . It is staffs opinion that we have two options : a) defer the deletions to 1996 Capital Budget or; b) obtain short fall in funds from lot levy parks account . In the interest of the project, staff feel Option B is the more practical and cost efficient . i For the information of Council, the total construction cost for Phase III of Rotary Park in 1994 exceeded the tender award of $161, 849 .44 by approximately $39, 180 . 00, bringing the total cost to $201, 029 .44 which was still within the 1994 Budget allocation of $272, 500 . 00 . This was as a result of the removal of the former arena foundation walls and debris from an old land fill site, the I extent of which was not discovered until construction had commenced. This resulted in removal and hauling to another acceptable landfill site . At that time, the project adjustments in i Phase III were referred to in Community Services Report #CS-42-94 . I i The Treasurer 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 Community Services . I I 1 REPORT NO. : TR-60-95 PAGE 3 TENDER CL95-25 I After further review and analysis of the bids by Purchasing, Cosburn Giberson Landscape Architects and Community Services, it was mutually agreed that the low bidder, Rutherford Contracting Ltd. , Gormley, Ontario, be recommended for the contract for Rotary Park - Phase IV. I The subject firm previously performed satisfactorily for the Municipality of Clarington. See attached letter from Cosburn Giberson Landscape Architects, marked Schedule "C" . I Respectfully submitted, Reviewed by, Marie Marano, H.BSc . ,AMCT. , W.H. Stockwell, rea rer Chief Administrative Officer t irsep uana, e or of Community Services "'qf I MM*LB*ld i i i� i I i i SCHEDULE "B" BID SUMMARY CL95-25 ROTARY PARK, PHASE IV BIDDER TOTAL BID AMOUNT Rutherford Contracting $518, 200 . 06 Gormley, Ontario Jeffrey G. Wallans $518, 732 . 20 Construction Ltd. Brighton, Ontario * Error in Calculation i i ./A ^-5 5 9 0^ ccs "ze po COS BURN B 5CHEDULE xCx ��K�0�N� July | }. |V»� � MUNICIPALITY UFU.,�k|NGl\]N 40 I'uo p�lru)co 8ncc| / L>C3A6 &uuoUoo: Lou Ann Dirket\, Puohuuio& Monpgor Dour Lou Ann: R*- Cl'95-%5 Rotary Park Phase /Y Car File No. 91-803 Wc have reoeivvdyuur \,U(ur dated Junc10, 19g.5ronvuro!:8 bid subm|ssionx for thxabove p 'e.oL 1\vob(dsnmn> rcoeivcdhy(hoTo NN,o: Rutherford Contracting $ 518.200.06 Jeffrey(}. \Vfl|uUxCon(rodixULtd. 3 5|8,7]2.2O Ax required, »/e have cmmacted Jim, Connvrunnm discuss dle tenders, |tiyonJ,�muxodthe Town must /nootubudget oy$ 45O.00V.00houd\oQtxxo5. The tenders are, based oil uonil.price format which enables us (odc|etocumponentxo[the.p jjen1. |uordor\o compare. both 1cndcm»t u reduced dollar value, it is cxscn(iu\ that vvub: /bir equally Co both bidders in this poocs-S' /\coording|y . zhcknnderRems |mvocho9ouoodu|dou,� {(mnxw{8d� d0oc�crk �o|{� u0�ct Uuecmnskuct\oU procedure n/(hcproject's in1wgrity. We have czflc.u|ated the impact Of tile suggestcd deduutions oil cuch tender submission. ' —yvCe 2 MC Wc<�dWnr,Avenue Svlm1m\Markham,Ontario L5R4a8 Fax 475-5930 D��j 0,ar F',UeNo, 91-�613 P a-,,e No. 2 ITILM D-VIS. _a,fz_jPT10N RUTHEREORD WALLANS 1.11, Rellehes 11 9,900-00 S 8,370-00 1.12 'Waste Re:eptacics S A, 8000 S2,800-00 1.13 Steel Fence $ ;00.00 $ 9,000,00 1.5 Drinking Fountain S t,, 95.ftit S 5,900.00 50% of planting mix shrub beds S4,800,00 2.13 .50%of ShRibs 10,080.00 -dogwood _burningbush -forsythia -SUITIacs -spireas -snowberry -daylily, plantain lily 40% of Trees $ 2 5 1.00 9,665.00 -111aple -horse-chestout -birch clumps Maidenhair tree Sub-Total S 56.3,56.010 S 50,615.00 3,5 4 3. TOTAL S58,160.00 ',,,54,158.05 7.0 00.0 Allowances credit LLLI—)M,_0() Lu 00�} $ -0,160. 2 S 66,158,05 Original Did S 518.200.06 $ .518,732.20 Reductions .3" 16192 5 55 Revised Bid S 452,57 page 3 4 Our rile, 4 Page No Based on the reductions, thle low bidder is Rutherfofd Contracting, We believe this .5i'l11 flas Ille expertise to cornplete the project to ovir satisfaction, H should be nowd Rutherford Contracting has coi-npleted the previous Phase 114 and llhas(: III of ibis project. It is recommendcul the .1 Nfuni6vallty Of Claringooll avvvrd this 'Mal plmsi? of work to Ruthtrford Contracting. Should there be. any qu--silons albout this report kindly telephone UMV Off ice, YOUfS tFUIV, COS13URN GIBERSON LANDSCAPE ARCHITECTS Brian J. Giberson O.A.L.A. Partner, Landscape Architect cc: Jim Cameron SCHEDULE "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 95- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Rutherford Contracting Ltd. , Gormley, Ontario in respect of Rotary Park - Phase IV. 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 with the Corporation Seal, a contract between Rutherford Contracting Ltd. and said Corporation. 2 . THAT this agreement attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of July, 1995 . By-law read a third and finally passed this day of July, 1995 . Mayor Clerk I I I