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HomeMy WebLinkAboutCOD-036-02 <. ~ REPORT //4 CJmj. U Leading t;!!}gt.ll REPORT CORPORATE SERVICES DEPARTMENT Meeting: COUNCIL Date: Friday, July 12, 2002 Report #: COD-036-02 File# (I(.QI"l By-law #;lJP. -~ - Subject: cL2002-23 SOUTH cOURTlCE COMMUNITY PARK Recommendations: It is respectfully recommended to Council the following: 1. THAT Report COD-036-02 be received; 2. THAT Maple Engineering & Construction Canada Ltd., Brampton, Ontario, with a total amended bid in the amount of $9,806,858.60 (Plus G.S.T), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2002-23, be awarded the contract for South Courtice Community Park as required by the Community Services Department; 3. THAT the total funds required in the amount of$10,066,858.60 ($9,806,858.60 tender + $50,000.00 Hydro Services + $210,000.00 project contingency) be drawn from Account #7602-00000-0501. 4. THAT the Director of FinancelTreasurer be authorized to make application to the Region of Durham for a debenture in the amount of $12,000,000.00 plus debenture costs (includes development charges component of the total construction costs as well as land acquisition) to be financed from future Development charges. 5. THAT the attached By-law marked Schedule "A', authorizing the Mayor and Clerk to execute the a eement be approved. Submitted by: Reviewed by: anklin Wu, .~ Chief Administrative Officer ph Caruana irector of Community Services ~ "" REPORT NO.: cOD-036-o2 PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by Barry Bryan Associates (1991) Ltd., for the South Courtice Community Park Construction, as required by the Community Services Department. A pre-qualification process took place with seven (7) firms being invited to bid. Subsequently tenders were received and tabulated as per Schedule "B" attached. The total funds in the amount of $10,066,858.60 ($9,806,858.60 tender + $50,000.00 Hydro Services + $210,000.00 project contingency) will be drawn from Account #7602-00001-0501 as reflected on page 550 of the 2002 Capital Budget, and are within the total budget allocation of $11,059,000.00. Other associated costs are approximately $650,000.00 consulting previously approved by Council. Furnishings and equipment, at an additional cost of approximately $331,000.00 will be purchased and I or tendered for separately, in accordance with the Purchasing By-law. Note, as recommended by Barry-Bryan Associates the proposed sub consultant for the refrigeration component does not meet the requirements of the Municipality of Clarington and an alternate has therefore been recommended based on the itemized prices provided by the contractor, thereby, increasing the total bid amount from $9,659,000.00 to $9,806,858.60. In addition, as the original contingency amount of $100,000.00 provided for in the tender is felt to be insufficient for a project of this magnitude, additional funds in the amount of $210,000.00 are requested. See attached letter from Barry-Bryan Associates marked Schedule "C", 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 Community Services. The Development Charges component of the total project, including construction, consulting, furnishings, contingencies, and land acquisition will be financed through a debenture issue with the Region of Durham. The debenture will be repaid from development charges collections in future years. It is anticipated that a fifteen year debenture will be obtained, however, this will depend upon market conditions at the time of placement of the debenture. The Region will likely place the debenture in September, 2002, '- REPORT NO.: cOD-036-o2 PAGE 3 After further review and analysis of the bids by Community Services, Barry Bryan Associates (1991) Ltd. and Purchasing, it was mutually agreed that the low bidder, Maple Engineering Construction Canada Ltd., Brampton, Ontario, be recommended for the contract for the construction of South Courtice Community Park. For the information of Council, a "perspective" of the South Courtice Community Park is attached. 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 Maple Engineering and Construction Canada Ltd., Brampton, Ontario, to enter into an agreement for the construction of South Courtice Community 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 with the Corporation Seal, a contract between Maple Engineering & Construction Canada Ltd., Brampton, 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 , 2002. By-law read a third time and finally passed this day of , 2002. Mayor Clerk . . Municipality of Clarington BID SUMMARY - Schedule "B" --.-- -- -- TENDER # CL2002-23 Construction of South Courtice Community Park I,," BIDDER I TOTAL"rO AMQUNT I Maple Engineering & Construction $9,659,000.00 . Bramoton, ON Gerr Construction $10,200,000.00 Courtice, ON Peak Engineering $10,520,000.00 Briohton, ON Ball Construction $10,610,227.00 Kitchener, ON J.J. McGuire $10,914,000.00 Pickerino, ON H.M. Brooks $11,591,900.00 Oshawa, ON bidsumlclO2-23 JUL. -09' 02 (,TUE) 11: 29 '- , . (7\'\ ~-A 8BA BARRY'BRYAN ASSOCIATES 119911 Limited Arthiff:Il:J:-> EllQinaors lam:lscapBArchilBcl PflljfH;IMiinrll1Hrll 11 St6nlevCoUIl, Unit 1 Wl1itby, Ontario Canllda L1N 8P9 Tolo, 905-6116-5252 Toronto: 905-421-4495 Fax: 005-666-525t! E-rnElil: bbo@bba.erchenll.com wwwllWl..nt:!lfJno.cor'n BARRY BRYAN ASSOCIATES TEL:905 666 5256 Schedule "C" July 9 2002 Municipality of Clarington 40 Temperance Street Bowmanville, Ontario L 1C 3A6 Ms. Lou Ann Birkett Purchasing Manager Re: South Courtice' Community Park Prestonvale Road, Courtice, Municipality of Clarlngton Tender No. CL.2002.23 BBA Project No, 01143 Attention: Dear Lou Ann: p, 001 A5 reque5ted, we have reviewed the tender submissions received for the South Courtice Community Park, Prestonvale Road, Courtice, Municipality of Clarington, Tender No, CL-2002-23. Tenders for this project were received by the Office of the Clerk, The Corporation of the Municipality of Clarington at 1 :00 pm, Tuesday, July2, 2002. Supplementary Tender Forms were received at 3:00 pm, Tuesday, July 2, 2002. All bids received were from the published list of Pre-qualified General Contractors. A total of six (6) tenders were received. The tenders were opened at a public meeting at the Municipal Offices immediately after the clo5ing time. Barry'Bryan Associates (1991) Limited have reviewed all six (6) tenders received, 'Summa of Tenders Received Bidders Maple Engineering & Construction Canada Ltd. Gerr Construction Limited Peak Engineering & Construction Ltd. Ball Construction Inc. J. J. McGuire General Contractors H. M. Brooks (Oshawa Limited $ $ $ $ $ $ Tender Amount (excluding GST) 9,659,000.00 10,200,000.00 10,520,000.00 10,610,227.00 10,914,000.00 11,591,900.00 Each of the bidders correctly acknowledge5 receipt of Addenda No.1 to 5 issued during the tender period. 011143L090702 bid summ rllv.wpd JUL, -09' 02(.TUE) 11: 30 . . BARRY BRYAN ASSOCIATES TEL:905 666 5256 Schedule "C" Page 2 The Separate Prices A-O requested under Item 4.0, ofthe Form ofTender, were completed by all six bidders. Alternate Prices A to H requested under Item 5,0 of the Form of Tender were completed by all six bidders. Alternate price H submitted by Maple Engineering in the sum of $49.000 extra would appearto be an discrepancy. All other bidders offered a credit for this item. As this item is not included in the Stipulated Price and Is open to the owner's discretionary acceptance, we do not believe this to be an error in the tender submission. Peak Engineering failed to provide a value for four items, and inserted "TBA". J,J. McGuire failed to provide a value for two items and inserted "TI3A". H.M.l3rooks failed to provide a value for two items, leaving the items blank. Unit Prices for additions & deletions 1 to 44 requested under item 6.0 of the Form of Tender were completed by all six bidders. Maple Engineering failed to provide a value for three items. Gerr Construction failed to provide a value for ten items. Peak Engineering failed to provide a value for seven items. J.J. McGuire failed to provide a value for twenty seven items. H.M. Brooks failed to provide a value for twenty two items. All bidders provided the names of subcontracts requested under item 3.0 of the Form of Tender. Maple Engineering listed Total Refrigeration as their subcontractor for the Refrigeration System. BBA has no prior knowledge of this subcontractor. BBA sought permission of the Municipality of Clarington to approach Maple Engineering for references forthe refrigeration subcontractors. The reference submissions (copy attached) were forwarded to our Mechanical Sub-consultant, Crossey Engineering, for review. We attach Crossey Engineering's memorandum M-004 dated JUly 4, 2002 and July 8, 2002. We concur with their conclusions as it appears that Total Refrigeration LId and Black & McOonald LId do not meet the qualification criteria listed in the tender documents for this trade work. We advised that the Municipality of Clarington exercise their right, under the tender documents, to reject these subcontractors and request Maple Engineering to provide an alternate that meets the qualification criteria, We refer to Maple Engineering's fax of July 5"',2002, in which they offer to carry Cimco Engineering as their refrgeration contractor for the additional sum of $147,858.60 plus GST. Crossey Engineering have verified that Cimco Refrigeration are qualified to perform this work. The Tender Forms were signed by all bidders. The documents reviewed by BBA were photocopies and we were therefore unable to confirm the presence of corporate seals. Each of the bids included the Cash and Contingency Allowance of $275,000.00. Agreements to Bond with the amount of 100% each for Performance Bonds and Labour & Materials Payment Bonds were provided by all bidders. A Bid Bond for the amount of $200,000 was submitted by all six bidders. 011143L090702 bla summ rev.wpd p, 002 JUL. -09' 021'TUE) 11: 30 . . . BARRY BRYAN ASSOCIATES TEL:905 666 5256 Schedule "C" --._-- - --- Page J Summary Based on our review of the tenders, we recommend that the tender for the South Courtic:e Community Park, Prestonvale Road, Courtice, Municipality of Clarington Tender CL-2002-23 be awarded to Maple Engineering for the Tendered Amount of $9,659,000.00 (GST Excluded) plus the additional $147,858.60 (GST Excluded) for the alternate refrigeration subcontractor. for a total Stipulated Price of $9,806,858.60 (GST Excluded), subject to the Municipality's selection of submitted Alternate Prices. We believe that Maple Engineering's tender submission meets the requirements of the tender documents and is the low bidder of all bids received_ Based on our analysis of the Alternate Prices submitted (refer to the attached spreadsheet), we do not believe thatthe orderofthe low three bids will be altered by the selection of Alternate Prices. Tenders are open to acceptance by the Municipality of Clarington for Thirty (30) days. We believe that to the best of our knowledge, the tenders for this project have been received and reviewed and our recommendations have been made in accordance with the guidelines set forth in the Canadian Construction Documents Committee Document CCDC-23 - A guide to Calling Bids and Awarding Contracts. Should you have any questions Dr require further assistance, please do not hesitate to contact our office, Y(jJbU' Brian J. Duffi BJD/cb Attachment. 01 1143L090702 bid .umm rev-"'!ld p, 003 ~ ~ ,~ '-~,; ~, fr'\Nz~4~~;:::;: ..'r,.#~,,~ . (1~': . ", "'; , ;}"; ," '\"'., , '~-\.. /,"'" MI' , -I -r. i '"t o ELI -:'-::~ ~' .- ,.--- . 'It --- ~v~.:~,z,:_,~ .,. -~-- ,,' ~>1-~';-.. . ~~--::::::.~::::~-:::...-:;..-:.. JULY.<NI."""".O"~ SOUTH COURTlcE COMMUNITY PARK PRESTONVALE ROAD, COURTICE ONTARIO PERSPECTIVE I -_.......'''...''''.,-'''' ~--,----- tt'lldi/l!.:,ht, WllJ' -'-""~"-'" ., "',"', ':.>'J".'':']:::';,~;.'"i;";~,-:;:..'''''::''::''':~r''