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Home My WebLink AboutCOD-011-04 ~ CI~-!lJglon REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: March 8th, 2004 r=-,g ~Gf'fl -1(P5-oLf Report #: COD-011-04 File#_ By-law #C}ootf- 07( Subject: TENDER CL2003-33, SYDNEY B. RUTHERFORD TRAIL ENTRANCE, ORONO Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-011-04 be received; 2. THAT Lakeridge Contracting Ltd., Ajax, Ontario with a total bid in the amount of $49,498.20 (Including G.S.T.), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2003-33. be awarded the contract for the Sydney B. Rutherford Trail Entrance, Orono as required by the Engineering Department; 3. THAT the total funds required in the amount of $52,000.00 ($49,498.20 tender plus contingencies, consulting and net GST) be drawn as follows: a) $21,000.00 from Public Works and Parks Capital Reserve Fund Account #1110-00157-X b) $10,000.00 from Park Development Reserve Account #2900-00027 -X; c) $21,000.00 from General Capital Reserve Account #2900-00017-X; and 4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the necessary agreement be approved. <0) Submitted by: a~"\) Marie Marano, H.B.Sc., C.M.O. Dj;~9 r of Corporate ~ices A If l' Nancy 1: ylor, A, CA, Director of Finance Reviewed bYU ~2--:::..G~ Franklin Wu, Chief Administrative Officer MMILABlkm (~J ) REPORT NO.: COD-011-04 PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the Sydney S. Rutherford Trail Entrance, Orono, within the Municipality of Clarington, as required by the Engineering Department. Tenders were advertised in local papers, as well as Electronically. Subsequently, tenders were received and tabulated as per Schedule "S" attached. The total project cost, including Project Administration, and costing allocation is as detailed in the letter from Totten Sims Hubicki Associates, marked Schedule "C" and will be provided from the accounts specified in the recommendations of this report. As per the letter, the total project cost is $21,000.00 over the remaining budgeted amount of $31 ,000.00 allocated in accounts Public Works and Parks Capital Reserve Fund Account #111 0-157-X ($21,000.00) and Park Development Reserve Account #2900-27-X ($10,000.00). It is therefore recommended that the additional funds required in the amount of $21,000.00 be funded from General Capital Reserve Account # 2900-17-X. The reason for the differences in the original budget amount and the actual total project cost is outlined in Schedule "C". Although, the low bidder has not previously preformed work for the Municipality of Clarington, they have provided satisfactory service for City of Pickering, Town of Whitby and City of Oshawa. 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. After further review and analysis of the bids by the Engineering Department, Totten Sims Hubicki Associates and Purchasing, it was mutually agreed that the low bidder, Lakeridge Contracting Ltd., Ajax, Ontario, be recommended for the contract for the Sydney S. Rutherford Trail Entrance, Orono CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ON1ARIO L 1 C 3A6 T(905)623-3379 F (905)623-4169 t_ , " , Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2004- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Lakeridge Contracting Ltd., Ajax, Ontario, to enter into agreement for the Sydney B. Rutherford Trail Entrance, Orono. 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, Lakeridge Contracting Ltd., Ajax, 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 ,2004. By-law read a third time and finally passed this day of ,2004. John Mutton, Mayor Patti L. Barrie, Municipal Clerk 1 L .>1 .' qggpn Municipality of Clarington , SCHEDULE "B" BID SUMMARY TENDER CL2003-33 SYDNEY B. RUTHERFORD TRAIL ENTRANCE FEATURE, ORONO, ONTARIO " f~ " ......... ~mI?ER ... ALTERNATE'STAIRCASE TOTAL BIl'lf.A.N10UNT " .ff PRICING ... C,-f' '- f (lNCL~DIN"GGST) . ,,: .. .,- ~^'.... "... ...,,,.,., Lakeridge Contracting Ltd. $12,350.00 $49,498.20 Ajax, ON Rutherford Contracting Ltd. $23,650.00 $61,638.42 Gormelv, ON Jeffrey Wallan's Construction Ltd. $11,450.00 * $64,426.84 * Brighton, ON Dig-Con International Limited $25,400.00 $65,904.51 Bolton, ON Brinkman & Associates Reforestation Ltd. $17,105.50 $66,424.07 North Bav, ON Pro Lawn Landscaping NOT LISTED $74,793.00 * Orono, ON Peninsula Construction Inc. $10,125.00 $88,590.86 Fonthill, ON Katma Contracting Ltd. REJECTED Unionville, ON Elirpa Construction & Materials Ltd. REJECTED Pickerina, ON * Extension Error - . .' II IIH SCHEDULE "C" engineers architects planners Totten Sims Hubicki Associates 513 Division Street, Cobourg, Ontario, Canada K9A 5G6 (905) 372-2121 Fax: 19051 372-3621 E-mail: cobourg@tsh.ca www.tsh.ca February 24, 2004 Ms. Lou Ann Birkett, CPP, AMCT Purchasing Manager Corporation of the Municipality of Clarington 40 Temperance Street BOWMANVILLE, Ontario. LIC 3A6 ", Dear Ms. Birkett: Re: Contract CL 2003-33, Sydney B. Rutherford Trail Entrance Orono, Municipality of Clarington Our office has reviewed the bids submitted for the above contract and fmd them to be in order. A list of the bids received and the Engineer's estimate is provided in the table below. All nwnbers are inclusive of GST. BIDDER TOTAL BID AMOUNT Lakeridge Contracting Ltd. $49,498.20 Rutherford ContractiI1,[ Ltd. $61,638.42 Jeffrev WaIlans Construction Ltd. $64,426.84 DJ&Con International Ltd. $65,904.51 Brinkman & Associates Restoration Ltd. $66,424.07 Pro Lawn Landscaping $74,793.00 Peninsula Construction Inc. $88,590.86 ENGINEER'S ESTIMATE $39,000.00 We have followed up on the references provided by Lakeridge Contracting Ltd. and the responses indicate satisfaction with the quality of work performed. Work has been carried out on private and public contracts ranging in value from $95,000 to $530,000. The projects covered by the references provided contain all aspects of the work to be completed in the Sydney B. Rutherford project. Based on this, we recommend acceptance of the low bid. A copy of the reference list is attached for your files and information. The total costs for the project are $52,000.00 which is $21,000.00 over the remaining budgeted amount of $31,000.00 allocated in accounts lIIO-157-X ($21,000.00) and 2900-27-X ($IO,OOO.OO). The original amount budgeted by Public Works in 2001 was $25,000.00 and was based on a concept design previously prepared by Cosburn Giberson. Some charges have already been made against this account reducing the total available amount to $21,000.00. 1 I L ' , .. , , Ms. Lou Ann Birkett, CPP, AMCT February 24, 2004 SCHEDULE "C" 2 The reason for the difference in the original budget amount and the actual total project cost can be attributed to the change in the type of stairs proposed for the project from wood to pre-cast concrete, increase in construction and material costs, the costs for completing the detailed design and the original budget item may have accounted for the $10,000.00 donation provided by Sydney B. Ruthford's family. It is recommended that the budget shortfall of $21,000,00 be funded from Capital Reserve Account No. 2900-17-X. Attached is a cost apportiomnent detailing the total project costs and funding sources for the entrance and stairway construction project. Should you have any questions regarding this matter, please contact the undersigned. Best regards, /j2 Ron Albright, P.Eng. Project Engineer RA/ym P: \42-803] 6\Corresp\20131.doc Enc1s. Cc: Mr. Peter Windolf, OACA, Manager, Park Development (+encl.) Ms. Wendy Chandler, AMCT, Clerk II (+encl.) L , .' 'UH , -~...L--.- ~'B-25-04 WED 03:59 PM TSH COBOURG FAX NO. SCHEDULE "c" Municipality of Clarin9ton SYDNEY B. RUTHERFORD TRAIL ENTRANCE AND STAIRWAY ORONO Cost Apportionment For Low Bid submitted By lakeridge Contracting Ltd. Contract CL2003-33 February 12, 2003 T.S.H. project 42-80316 Description Total Comments Account Numbel'$ 1110-o0157.X $21,000 2900.27.X $10,000 2900.17 -X $25,OOO(capital reserve account) Construction C0618 Contract CL2003-33 $46,260.00 Low bid $ubmittQd by Loko~dg.(oxd. G5T) TSH Project Number 42-80316 Detailed Design. Approvals and Tender Documents $868.35 Previou. Pilling. Chorged to pork Development ( to Jan. 29, 2004) A""""nlf 7603-1 OCl-260 Other Costs Clearing and Grubbing of Existing Trees $1,000.00 Work to b. completed by Operations Oap!. Sub-Total Other Coelll $1,000.00 Sub-Total Estlmatad Project Costs (axel, contingencies' $48,128.35 Net !J.S.T. (3%) (exel. contingencies) $1,443.85 Contingencies (Including G.S.T.) $2,427.80 Total Estimated Project Cosl8 $52,000.00 Budget Amount $52.000.00 combined TOtal lor lllU-00157~, 2900-00027-X & 290o..17-X EstImatad Budget Surplus/Deficit $0.00 ,.:\42-803.10\C0ml\[1Ow bid DOlll ~1Dnl'I1..mCL.2003-33...It)CotIAPf>Ol1ionmtrll Printed On 2J2Sf04 - L