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Home My WebLink AboutTR-54-87 TOWN OF NEWCASTLE REPORT File # Res. By-Law # MEETING: COUNCIL MEETING DATE: July 27, 1987 REPORT FILE #: SUB,ECT: TENDER N0. T87-17, RECONSTRUCTION BASELINE ROAD FROM SOPER CREEK BRIDGE TO LIBERTY STREET, BOWMANVILLE RECOMMENDATIONS: It is respectfully recommended to Council: 1. That this report be received; and j2'0(jjf 2. That Behan Csnstre en Ltd. , Cabour-g, Ontario, with a total bid q)11 q01.co in the amount of being—the s-iblia-bi-ddef meeting all terms, conditions and specifications of Tender No. T87-17 be awarded the contract for Reconstruction of Baseline Road from Soper Creek Bridge to Liberty Street, Bowmanville, as required by the Department of Public Works; and 3. That the funds be drawn from the 1987 Public Works Capital Budget. BACKGROUND AND COMMENT: Tender specifications were provided by Totten Sims Hubicki Associates for the Reconstruction of Baseline Road from Soper Creek Bridge to Liberty Street, Bowmanville, as required by the Department of Public Works. Tenders were publicly advertised in the local papers, as well as the Daily Commercial News. Page - 2 - TR-54-87 TENDER NO. T87-17, RECONSTRUCTION OF BASELINE ROAD FROM SOPER CREEK BRIDGE TO LIBERTY STREET, BOWMANVILLE Tenders were received and tabulated as follows: Bidder_ Bid Amount Behan Construction Ltd. $417,387.45 Cobourg, Ontario Boyle Excavating Ltd. $417,407.00 Bowmanville, Ontario Harnden and King Construction $433,783.65 Cobourg, Ontario Bennett Paving and Materials Ltd. $437,597.50 Oshawa, Ontario Novacor Construction Ltd. $442,522.00 ** Queensville, Ontario Dagmar Construction Ltd. $473,086.66 Markham, Ontario ** corrected tender Work is scheduled to commence on August 4, 1987 and forty-five (45) working days have been allocated for completion. The low bid of $417,387.45 is well within the budget allocation of $525,000.00. In comparing the two low bidders with respect to workmanship, both are equally capable of performing the contract to the satisfaction of the Town of Newcastle and are able to complete the project within the specified time period. See attached letter from the Consultant, Totten Sims Hubicki, marked Schedule "A" . With respect to the Ministry of Transportation and Communications the total approved subsidy for this project is $150,000.00. However, if the Municipality accepts other than the low bidder meeting adequate specifications, formal Administrative Ministry of Transportation and Communications approval is required before any part of a purchase of material, equipment or work is properly chargeable to road improvements. See Ministry of Transportation and Communications directive A-1 attached, marked Schedule "B". The general. view Page - 3 - TR-54-87 TENDER NO. T87-171 RECONSTRUCTION OF BASELINE ROAD FROM SOPER CREEK BRIDGE TO LIBERTY STREET, BOWMANVILLE of the Ministry of Transportation and Communications is that only in very "rare" circumstances is anything other than the low bid accepted, provided all other terms, conditions and requirements have been met. After further review and analysis of the bids by Public Works, Totten Sims abicki Associates and Purchasing, it was mutually agreed that the low bidder, Behan Construction Ltd. , Cobourg, Ontario, be recommended for the contract for the reconstruction of Baseline Road from Soper Creek Bridge to Liberty Street, Bowmanville, Ontario. See attached letter from Totten Sims Hubicki Associates marked Schedule "C". Respectfully submitted, Recomm nded for presentation Council ._. 7 T.R. Blanchard, Lawrence E. Kotsef , easurer. Chief Administrat'v Officer. G.J:rvOugh„ Eng. , Director of Public Works. LAB/hjm I Attachments iii SCHEDULE "A" i G.L.TOTTEN B.Sc., P.Eng, R.E.SIMS B.A.Sc.,P.Eng. J.M. HUBICKI B.A,Sc., OAA, P.Eng. R.L. WINDOVER M.Sc.,P.Eng. P.C. EBERLEE B.A,Sc., P.Eng. TOTTEN SIMS HUSIM ASSOCIATES(1981)UMITED totten sims hubicki associates bS�AD�SA�;�X ,��, (a,e)3z-2121 Mrs. Lou-Ann Birkett, Purchasing & Supply Agent, Corporation of the Town of Newcastle, 40 Temperance Street, BOWMANVILLE, Ontario. L1C 3A6 July 22, 1987 Dear Mrs. Birkett: Re: Behan Construction Limited; Boyle Excavating. As requested, we have reviewed our files in regard to work undertaken by the above contractors through our Cobourg office. Behan Construction Behan Construction has undertaken numerous large and small contracts under the supervision of the Cobourg office. Some of the works are listed as follows : - Peter Street Reconstruction, Port Hope, $400,000 - Parkview Subdivision, Phase 1, Cobourg, $136,000 - Parking lots, Bowmanville - Roos Subdivision, Brighton, $200,000 - Clearing contract (Penwest) , Cobourg, $40,000 - Ewing Street Servicing (just awarded) , Cobourg, $636,000 - Clearing contract (Penwest) , (Just awarded) , Cobourg, $40,000 - Subcontractors for underground on Peter Street contract, Hamden & King main contractor, $850,000 - Numerous smaller contracts in the Port Hope and Cobourg area from $10,000 - $50,000 Workmanship is good and equipment has been upgraded in recent years. We have no concerns on their capability to complete the Baseline Road contract in a satis- factory manner. cont'd. . . . .2 Mrs. Lou-Ann Birkett . . .2 July 22, 1987 Boyle Excavating Boyle Excavating to our knowledge has not undertaken any work under the juris- diction of our Cobourg office other than as a subcontractor. We have reviewed the matter with our Whitby office who advise that the most recent contract in which they were involved with Boyle Excavating was a servicing contract at Courtice High School (value $350,000) which was carried out with good workman- ship and cooperation. Greer. Galloway (Peterborough) advise us that Boyle Excavating completed a watermain and sewer contract in Fenelon Falls- (value $60-$70,000) about two years ago and the contract was completed satisfactorily. Greer Galloway have no concerns in using Boyle Excavating for future contracts. Yours truly, 4;C7 54. R.A. Kempton, P.Eng. `' '�` RAK/1b Ministry of SCHEDULE "B" Program: Municipal Transportation and MINISTRY DIRECTIVE Communications Transportation Roads Ontario Directive: A-1 Issuing Authority: Deputy Minister Date of Issue: 80-12-15 Effective Date: 81-01-01 TO: Assistant Deputy Ministers, Executive Directors, Regional Directors, Directors, District Engineers, Regional Managers Drivers and Vehicles,Office Managers SUBJECT: ADMINISTRATIVE APPROVALS TO MUNICIPALITIES FOR PURCHASES OF MATERIAL, CONSTRUCTION OR MAINTENANCE WORK, OR EQUIPMENT WHERE APPLICABLE ALTERNATIVE INDEX LISTING(S): Approvals - Municipal Subsidy Subsidy Approvals PURPOSE To define the Ministry's policy and administrative approval practices on purchases by municipalities in connection with their road improvement and maintenance activities. BACKGROUND The principal concern of the Ministry with municipal road expenditures under its program of road grants is that they contribute to maintaining or improving the service level of the municipal road system. Formal administrative approvals of municipal purchases of material, equipment where applicable, or construction and maintenance work do little to address this concern and should be kept to a minimum. The means of keeping such approvals to a minimum is to issue them only where exceptions to established policy have been identified. Following the policy and practice described below will result in a significant reduction in the number of administrative approvals issued by the Ministry to municipal road authorities. It should be noted that long established Ministry policy continues on such things as items eligible for subsidy, the eligible amount of storm sewers, or property. The measures outlined in this directive have been taken as an interim response to the recommendations made to the Ministry by The Special Advisory Committee on Administrative Procedures for Road Grants . The Ministry will continue its efforts to further reduce its administrative approval requirements for municipal road expenditures. POLICY 1. The policy and administrative approval practice of the Ministry on municipal purchasing in connection with road improvement and maintenance activities are: (a) To allow as properly chargeable to road improvement the low tender which meets non-restrictive, adequate specifications and which is in response to: -2- (i) a tender call that has been conspicuously advertized in newspapers of appropriate circulation for the proposed purchase, or, (ii) an invitation to specific suppliers to submit tenders where the value of the proposed purchase is estimated to be $25,000 or less, or within such amount as the municipality has specified in its purchasing and tendering policy for invitation bids. (b) Not to require formal administrative approval where a municipality: (i) accepts the low tender meeting adequate and non-restrictive specifications in accordance with paragraph (a) above; or, (ii) makes a purchase-of material, equipment, or work of $5,000 or less in value. (c) To require formal administrative approval before any part of a purchase of material, equipment, or work is properly chargeable to road improvement where a municipality: (i) accepts other than the low tender, or, uses restrictive specifications, or, (iii) fails to follow the tendering practices outlined above. 2. The Ministry will issue the appropriate administrative approval when so requested by a municipality although the purpose of such requests would ordinarily be to clarify the items of a contract that may be properly chargeable to road improvement in whole or in part. 3. The Ministry will ordinarily accept the interim distribution of expenditures made on a contract involving road improvements and will apply any adjustments determined from the final reconciliation in the year the contract has been completed. ' *I SCHEDULE "C" G.L.TOTTEN B.Sc., P.Eng. R.E.SIMS B.A.Sc„P.Eng. J.M. HUBICKI B.A.Sc.,OAA,P.Eng. R.L, WINDOVER M.Sc„P.Eng. P.C. EBERLEE B.A.Sc., P.Eng. TOTTEN SIMS HUBM ASSOCIATES(MI)LIMITED , P.O.Box a98coBOU�c,totten sims hubicki associates �IO C 16) Corporation of the Town of Newcastle, 40 Temperance Street, BOWMANVILLE, Ontario. L1C 3A6 Attention: Mrs. Lou-Ann Birkett, Supply & Purchasing Agent. July 21, 1987 Dear Mrs. Birkett: Re: Contract No. T87-17, Baseline Road Reconstruction, Soper Creek Bridge to Liberty Street, Bowmanville, Corporation of the Town of Newcastle. Tenders for the construction of the above project were opened on Wednesday, July 21, 1987. Bids received were as follows: Behan Construction $417,387.45 Boyle Excavating 417,407.00 Hamden & King 433,783.65 Bennett Paving 437,59 7.50 Novacor Construction 442,522.00 (corrected tender) Dagmar Construction 473,086.66 Engineer's Estimate 439,336.00 We assume certified deposit cheques in the appropriate amount accompanied each tender. The low aLid second low bidders' cheques should be retained until a contract has been executed. We have examined the submitted tenders and find them to be in order. As such we recommend the contract be awarded to Behan Construction. Behan Construction has undertaken a number of contracts for client municipalities over the years and has performed in a satisfactory manner. We understand it is the Town of Newcastle policy to award the contract to the low bidder assuming the contractor is satisfactory and this is keeping with Ontario Sewer and Watermain Contractors Association and Ministry of Trans- portation and Communications policy. cont'd. . . . .2 Corporation of the Town of Newcastle . . .2 July 21, 1987 Should Council approve our recommendation please forward a copy of Council's resolution to the Ministry of Transportation and Communications with a copy to the undersigned. In all, eleven contractors received plans and specifications for the work and the response in terms of bids is above normal at this time in the construction season. Work is scheduled to commence on August 4, 1987 and forty-five working days have been allocated for completion. ::i;:..... Yours truly, D.R. Bourne, Projects Manager. RAK/lb