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Home My WebLink AboutCOD-034-04 " Cl~-!!Jgton REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 7th, 2004 Report #: COD-034-04 File # acs: ~P140N3'04 By-law #.9Cdh'SU Subject: CL2003-28, Courtice Fire Station #4 & Durham Policing Centre Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-034-04 be received; 2. THAT Gay Company Limited, Courtice, Ontario with a total bid in the amount of $1 ,975,000.00 Excluding G.S.T.($2,113,250.00 Including GST), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2003- 28, be awarded the contract for the Courtice Fire Station #4 and Durham Regional Policing Centre; 3. THAT the total funds required in the amount of $2,175,000.00 ($1 ,975,000.00tender + $90,000 Architectural Consulting Services + $110,000 utility connections, site preparation, equipment/furnishings, project contingency) be drawn from Accounts as follows: Municipal Capital Works Reserve Fund Impact/Escrow Reserve Fund Fire Protection Development Charges Reserve Fund $1,412,245 $ 421,095 $ 341,660 4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the necessary agreement be approved. 1 --, Submitted by: Reviewed by: 1/' ranklin Wu, j{j .' Chief Administrative Officer - c-.. ~ icha I Creighton, A.M.C.T., C.M.M.II Director of Emergency Services I Fire Chief MM\LAB\NTlMC\FWlkm - 1223 REPORT NO.: COO-o34-04 PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by Thomas Brown Architects Inc., Toronto, Ontario, for the Courtice Fire Station #4 and Durham Regional Policing Centre within the Municipality of Clarington, as required by the Director of Emergency Services. Tenders were advertised in local papers, Clarington Web Site, OPBA Web site, as weil as the Daily Commercial News. Subsequently, tenders were received and tabulated as per Schedule "B" attached. The low bid exceeded the funds which were ailocated through the 2003 Capital Budget in the amount of $1,500,000. Since the 2003 budget was submitted based on 2001-2002 construction costs, institutional construction has increased by approximately $35.00 per square foot. In addition, the special requirements of the Community Policing Office hour increased from 1,500 square feet to 2,000 square feet of floor space. The total funds required in the amount $2,175,000.00 ($1,975,000.00 tender + $90,000 Architectural Consulting Services + $110,000 utility connections, equipment/furnishings, site preparation, project contingency) be drawn from Account #8225-03001-1401. It was originaily anticipated that the Police component would be $300,000. Based on the final bid, the Police component will total approximately $421,095. It is recommended that this component be funded fully through the Impact/Escrow Reserve Fund to be repaid through the lease agreement with the Durham Regional Police Service. The Fire component of the facility costs totals $1,753,905. This is partiaily funded through development charges. It is recommended that the financing remain consistent with the growth- related percentage identified through the Development charges study. As a result $1,412,245 wiil be financed from the Municipal Capital Works Reserve Fund and $341,660 from the Fire Protection Development Charges Reserve Fund. 1224 REPORT NO.: COD-034-04 PAGE 3 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 Emergency Services. After further review and analysis of the bids by the Emergency Services and Community Services Department, Thomas Brown Architects and Purchasing Department, it was mutually agreed that the low bidder, Gay Company Limited, Courtice, Ontario, be recommended for the contract for the Courtice Fire Station #4 and Durham Regional Policing Centre. A recommendation letter from the consultant is attached marked Schedule "C". CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T(905)623-3379 F (905)623-4169 1225 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 Gay Company Limited, Courtice, Ontario, to enter into agreement for the Courtice Fire Station #4 and Durham Regional Policing Centre. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayorand 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, Gay Company Limited, of Courtice, 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 1226 /,,--, I SCHEDULE "8" CL2003-28, COURTICE FIRE STATION #4 AND COMMUNITY POLICING CENTRE I Bidder I Total Bid Amount ( Gay Company Limited $2,113,250.00 Courtice, Ontario Frank Pellegrino General Contracting $2,142,898.63 Scarborough, Ontario Pegah Construction Ltd. $2,192,430.00 North York, Ontario Lisgar Construction Company $2,213,830.00 Bolton, Ontario Gerr Construction Limited $2,236,300.00 Courtice, Ontario Twin Contracting Ltd. $2,266,260.00 .. Richmond Hill, Ontario Sona Construction Limited $2,342,658.00 Hamilton, Ontario Dalar Contracting Ltd. $2,430,631.26', .. Pickerirlf!, Ontario . Error in Extension .. Improper Bid Deposit Notified to provide proper d~osit tJy 12:00 p.m., Monday, May 31,2004 1227 JUN-1-2~04 01:31P FROM:THOMAS BROWN ARCHITE 416 364 4662 . TO: 19056233330 P:2/3 394 King Street East, Toronto, Ontario. M5A 1 K9 Tel: 416.364.5710 Fax: 416.364.4662 SCHEDULE "e" Info@tbrownarch.ca THOMAS BROWN ARCHITECTS INC. Memorandum Date: May 31, 2004 To: Liz M~chell, Buyer 1 - The Municipality of Clarington 40 Temperance Street Bowmanville, ON l1C 3AB From: Paul Mcintosh - Thomas Brown Architects Inc. Re: Courtlce Fire Station Number 04 & Community Policing Centre Tender CL 2003-28 Dear Liz: We refer to the Tender for the above noted project which closed on Friday May 28, 2004 at 2:00 p.m. Eight Tenders were received as shown on Schedule "A" Bid Summary attached. The overall Tender Results are qu~e satisfactory with a spread of less than 5% between the low four Bidders. The Project involves the new construction of a Fire Station and Community Policing Offices with a gross floor area of 9950 Sq, Ft. After the removal of GST, the costs for construction - complete with site services, landscaping and asphalt pavement- is $198.00 Sq. Fl. This resull is very competitive based on actual costs for similar projects tendered within the last 12 months. The low Bidder is Gay Company Limited who are based in Courtice. A review of their Contractor's Qualification Statement (CCDC11-1996) as submitted with their Tender indicates that they are a well established company with a heallhy volume of work over the past 5 years. A check of their References on selected projects included five ArcMeclural Firms for projects currently underway or completed within the last two years. Overall the references were found to be satisfactory. Two references advised that scheduling of the project completion might be a concern and one strongly recommended that Tim Dailey should be the Project Superintendent. In a telephone conversation with Lawson Day, he confirmed that Tim Dailey would be assigned to this project. Based on our review of the Tender Submissions and our reference checks, we recommend that the Construction Contract for this project be awarded to Gay Company Limited as the lowest Bidder. Yours very truly, lim Attach. 0210 cc: Bruce Taylor Town of Clarington - Community Services Department .., 1228