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Home My WebLink AboutCOD-015-01 , . Cl~-!J1glon REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE &tff-51-0 J By-law #~ I ,;201 Date: MONDAY, NOVEMBER 19, 2001 COD-015-01 File # ;::/'8' T~ Report #: Subject: CL2001-38, Guildwood Park Construction, Bowmanville, ON Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-015-01 be received; 2. THAT Ron Robinson Ltd., Bowmanville, Ontario, with a total amended bid in the amount of $599,489.32 (including G.S.T.), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2001-38, be awarded the contract for the Guildwood Park Construction, as required by the Engineering Services Department; 3. THAT total funds required in the amount of $688,000.00 ($599,489.32 amended bid including net G.S.T. and Design, Consulting and Contingencies) be drawn from the Engineering Services Department Capital Budget Account #7603-00104-0516; 4. THAT the over expenditure of $88,000.00 be financed as follows $76,216.80 from the Development Charges for Park Development and Related Facilities and $11,783.20 from the Public Works and Parks Capital Reserve Fund; and 5. THAT the attached By-law marked Schedule "A", authorizing the Mayor and Clerk to execute the agreement be approved. Attachment 1 - Schedule "A", By-law Attachment 2 - Schedule "B", Bid Summary Attachment 3 - Sc "C", Letter from Totten Sims Hubicki Submitted b~' Reviewed by: anklin Wu, M.C.I.P. .f Chief Administrative Officer arie Marano, H.B.Sc., AMCT Director of Corporate Services ~y~ Director of Engineering Services MM\LAB\SVlkm 901 . REPORT NO.: COD-015-01 BACKGROUND AND COMMENT PAGE 2 Tender specifications were provided by Totten Sims Hubicki Associates for the Guildwood Park Construction, Bowmanville, as required by the Engineering Services Department. Tenders were advertised in the local papers, as well as the Daily Commercial News. Subsequently, tenders were received and tabulated as per Schedule "B" attached. As the total bid price submitted by the low bidder exceeded the total bid allocation of $600,000.00 as reflected on page 168 of the 2001 Capital Budget, negotiations were entered into in an attempt to reduce the total funds required. As identified in the letter from Totten Sims Hubicki, changes to the project including deletion of earth borrow, hydraulic mulch, a play structure, and spray loop have resulted in decreasing the total tender from $700,974.47 to $599,489.32. The total project cost, including Project Administration, as detailed in the letter from Totten Sims Hubicki Associates, marked Schedule "C", is estimated at $688,000.00. Funds in the amount of $688,000.00 will be drawn from the 2001 Engineering Services Department Capital Budget Account #7603-00104-0516. It is recommended that the over expenditure of $88,000.00 be financed as follows: Development Charges, Park Development & Related Facilities Public Works, Park Capital $76,216.80 $11,783.20 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 Engineering Services, Totten Sims Hubicki Associates and Purchasing, it was mutually agreed that the low bidder, Ron Robinson Ltd., Bowmanville, Ontario, be recommended for the contract for the Guildwood Park Construction. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-6506 902 Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2001- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Ron Robinson Ltd., Bowmanville, Ontario, to enter into an agreement for the Guildwood Park Construction, Bowmanville, Ontario. 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 Ron Robinson Ltd, Bowmanville, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule nAn form part of this By-law. By-law read a first and second time this day of , 2001. By-law read a third time and finally passed this day of , 2001. John Mutton, Mayor Patti L. Barrie, Municipal Clerk 903 SCHEDULE "B" BID SUMMARY TENDER CL2001-38 GUILDWOOD PARK CONSTRUCTION Bidder Total Bid Amount Ron Robinson Ltd. $700,974.47 Bowmanville, ON P. Gabriele & Sons Ltd. $718,776.78 Woodbridae, ON Snyder Construction $728,312.94 * Ashburn, ON Rutherford Contracting Ltd. $734,597.80 * Gormley, ON Rankine Construction Ltd. $793,942.74 * MississauCla, ON Peninsula Fence & Landscaping Inc. $832,908.60 Fonthill, ON * Bid amended - Extension Error 904 OCT-29-01 MON 12:50 PM TSH COBOURG FAX NO. p, 01/03 Schedule "C" ~-""j- TIll . ..._"" -,-----,,- "~"" cngincorfC <1rchitec1:9 _ planners 513 Division Street Coboul'g, Onlarlo K9A SG6 (9051372.2121 Fax: (9051 372-3621 E-mail: cobourg@tsh.ca FACSIMILE TRANSMITTAL To: _LSl.f,l, A '^ '" (>) .' / \--~"- +-~- No. or Pages Including Cover SlIcel: Fax No: '-:;> ~(O'-G2 1-41~'i '1"''''' -~i. ~ -'lZ8l..- ..,,~~~--;;.~ ....(--~.:1\ ~'\ ~"1.-_L>_ lls:,\ From: ~J;?9_Y.:' A \ ~_JC "s lA 1- /'- /YCS TSH Project No: Date: '12 - '\l Oo/c~ 0;4 -z.q. ?~ / Originals to Pollow No By Couricr Mail Hand Please Pick Up Re: (",,; IGkv~oc\ 7". ~ ,C "'^-\"~L-\- 1'0",. CLZ-OO \-38 -") "c'" _L":< _Y-J2 -'<11 ,/1 ,,_ _~./V-",--{<:J--Ls;. ~( -~,(;i\ J3 ~A/0 r~ a ./'LR.'-LL:=-{ A'"^ J-- -<:" --------d a,;/ ~ '--1f.rJU l A .f!..<{"l ~ .R.L.< _0 -d-v-f l' /~ L-/fl-~~ / /"""'" / , =-,,=S~~~~!:,~C~',bo~\_~~ !~IE~in.it:..:.!~-;~itL:'_1 wirh Ijl~S.d~~t", '~:,. .','- .. "CONHlJENTlAI.ITY NOTlC!:.." TilE OOCUMUfrr. ACCOMPANYING THIS FAX TRANSMISSION CONTAIN INfORMATION fROM TOTTf:N SIMS HUBICKI ASSOCIATES WHICH IS CONFIDE:NTIAl OR PI~IV[U'::crlJ. TI jl~ IN~OnMA 'I'ION IS INTF.NDEO 10 aE rOil THE eXCLu~rvr:: USE or- lHI: INDIVIDUM(SI OR ENT1TV(IE51 NAME:o ON THIS 1'HANSM,SSIQN SHl::E.T. II: YOU ARE NOT THlt INTENDf;lJ t1CCIF'"IENT. BI: "WAlle THAT ANy Dl!iCUJ.SURE, COFVING, DfSTnllJl1TION OR \151: OF TH~ CONTENT'S or:: THIS TiELECOPY"S ltJrOnMATION 1<; pnOII1L~ll"IW. ,F' YOU HAVE: tU:CEjVm THIS TMNSM1:.5'ON I~J lrmOn, PlF.ASE NOTIFY US BY 1[U:PHON~. ""-=-=.""._--==--"="-""--,... ~o.-,==-=....:... .,""="'-....~,,_..=-=".,.., 905 OCT-29-01 MON 12:50 PM TSH COBOURG FAX NO, p, 02/03 Schedule "C" '" . TIM Totten Sims Hubk:ki Associates 513 DivisiOt) Street. Cobourg, OntArio, C<mad~ K9A SOl) 1905) 3'12-2121 Fax: (905) 372-3621 E.lnail: cobourg@tsr1.ca WWW.tsll.ca engineers architects planners Octol,,"r 29, 2001 f " .:'~ ~cr;::"':r.l jl.:'~;~ Ai"'''';,' ~,";,:. " :, ~l:I.r# \~,ilii f. ,-' y~ ~, Ms. Lou Ann Birkett, CPP, AMCT 1'1lI'chnsing Manall"r Corporation of the Municipality of Clarillgton 40 Temperancc Street BOWMANV1LLE, Ontario. LlC 3A6 ~ax: 905-623-4169 Dear Ms. nirkel!: ne: COll(ract No. CL2001-38, Guildwood Park Construction, Bowmanville Tenders for the above project WCre opened at the municipal offices On Friday, October 19, 2001, at 2:00:00 p.m. Tho bids rcceivcd inclusivc of GST arc summarized as folIows: Bidder -R;;~ RobinsoliLid.. Bow;;;:,~ville. Ont:' P. Gal~!:!oic"& Sons Ltcf., Woo<!!>rl;lge, Ol!t. .- ~u!!!erfoni ConlI:acling Ltd., GormleY,.Slnt. Ji!lxder Comtmction, Ashburn, OI!~.. Rankine s;onsrrllctio'l Ltd., Mis~issallga, Q!.!t. ~)ilt5ula Fenc~ & Landsc~ping, Pont.hill, Onto Totalllid Amou!1.!... $700.974.47 718.776.78 722,528.20 728.287.9.9 795,443.00 "'- 832,908.69_ Guildwood Park was originally tendcred in Junc of ZOO 1 as CL2001-18. When overall project costs were calculAtcd based onlhe low bid received in June they exceeded the projeot budget of $600,000 by $210,000. At that time it was recommended to COllncilthal the Park design be re-evaluated to identify cost 'aving measures and a rcviscd design be retendcrcd at a later date. The bids listed abovc are thc result of this proces.,. Tile projcct costs based Oil the low hid received frol11 ROn Robinson are now estimated at $745,000. Ilowcver, a numbcr of items inlhe COlltract were included as provisional items with the intcnt that they would he dc.leled in the event tbat additional cost culling measures were required. By deleting Items A7 - Eartl1 Borrow, C3 - Hydraulic Mulch, l1Ia) - Senior Play Structure, and F2g) _ Spray Loops, tlle CStillwtcd total project costs can he reduced to $688,000 without compromising me integrity of thc overall dosign. A detail,~d breakdown of the estimated project cost, is provided below. 906 OCT-29-01 MaN 12:51 PM TSH COBOURG FAX NO, p, 03/03 Schedule "C" Municipaliry of C!aringlon Ol"lob"r 29. 2001 2 ~_~~ruction Cost:~~I~:= CL_~~01"38 Detailed De~ign and Public COurRCt G.'l!'traCt Administ~a.tion (eslim'ted) Sub-total '-Not GSIJ3 %) (excl. c,!!!~ii;;;cncies) _.. " ~~ltingencies (i~~l. GST)' .,,_ ....:[otal Estima~~~ Pro,ject C.9..sts Cost $599,489.32 43. 24l:M- ?5,000.00 $667,489.32 20,024.68 .. 486.09 $688,000.00 · COIlSlluct;OIl Co,t, Conlract CL2001.38 also include a $50,000 Contingency Allowance TIle ncldilional $88,000 required to cOlllplde the proj~ct can bc obtained from the Public Works Park Capit"1 ($11,783.20) and Development Charge Public Works ($76,216,80) accounts, Thc cost overrun is primarily a result of the local community's strong oppositiol\ to the comtructiol1 of sports fields and desire for more active and structured play features such as spray pad, play pods and b'L,kethall court. These typcs of equipmelll and their installation are more expensive than the average athletic field developed for neighbourhood play. The low bidder's submitted tender lws been revicwed and is in order. Ron Robinson Limitcd reconstructed TruJ]'~ Road for the Monicipality of Clarington in 1995 and Centre Street this ycar. They performed to an acceptable standard. They have also completcd a number of eontraels for the Region of Durham and private dcwlopers. All references contacted indicAted their performance was i1Cccplable. Wc, lhcrefore. rccommend acceptance of the low bid on this Contract on the eonditiolllhal Items A7, C3, Ela) and F2g) be deleted. Any deposit chequos received from Contractors lIlay nOw be returned. Should you rcquire any further informatioll, please contact the undersigned. Yours truly, / .f ,,1/. ':/ / 1./(' ( ?// < .. ," ,/J...G~ /p, William McCrae, P.Eng. (? Sell;or Project Enginecr . . ;) .' WMc~jg J>ldi,~O(11(1fl&370,doc pc; AS. Canndla K. Rand lilt 907