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Home My WebLink AboutCOD-048-04 'ClaL. fl Leadingt~ REPORT 116 REPORT CORPORATE SERVICES DEPARTMENT Meeting: COUNCIL Date: September 27, 2004 Report #: COD-048-04 File#_ t:..~~::; .:{t t iN /- D Lf B I # :Y~c,c( - 'c<7 y- aw ./'1:.- .:7 -,' Subject: CL2004-13, BOWMANVILLE COMMUNITY PARK CONSTRUCTION Recommendations: It is respectfully recommended to Council the following: 1. THAT Report COD-048-04 be received; 2. THAT Rutherford Contracting Ltd., Gormley, Ontario with a total revised bid in the amount of $2,791,345.32 (plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2004-13, be awarded the contract for the Bowmanville Community Park Construction as required by the Engineering Department; 3. THAT the tolal funds required in the amount of $3,047,345.32 ($3,660,298.65 less reductions plus contract administration, hydro and contingencies) be drawn from Engineering Capital Account 110-32-325-83252-7401; and 4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the nec ry agreement be approved. Reviewed b . Franklin Wu, Chief Administrative Officer Submitted by: A.S. Cannella, C.E.T. Director of Engineering Services MM\NT\ASC\LAB\ld REPORT NO.: COO-o40-04 PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the Bowmanville Community Park Construction, 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 "B" attached. As indicated in the attached Schedule "B", the total 2004 Capital Budget for this project is $3,592,235.00 less the funds aiready allocated in the amount of $518,000.00 for servicing the Indoor Soccer and Lacrosse Bowl. The remaining available funds are therefore $3,074,235.00. The total project cost, including Project Administration is $3,676,839.86 and is as detailed in the letter from Totten Sims Hubicki Associates, marked Schedule "B". As this exceeds the total available funds of $3,074,235.00, it is recommended that the provisional item #69, Field House Building as well as the other miscellaneous items noted, be deleted from the contract, which reduces the tender value to $2,791,345.32 (plus G.S.T.). 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. 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, Rutherford Contracting Ltd., Gormley, Ontario, be recommended for the contract for the Bowmanville Community Park Construction. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T(905)623-3379 F (905)623-4169 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 Rutherford Contracting Ltd., Gormley, Ontario, to enter into agreement for the Bowmanville Community Park Construction. 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, Rutherford Contracting Ltd., Gormley, 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 27th day of September, 2004. By-law read a third time and finally passed this 27th day of September, 2004. John Mutton, Mayor Marie P. Knight-Stanley Deputy Clerk SEP-15-04 WED 12:16 PM TSH COBOURG FAX NO, p, 01/03 - TIM SCHEDULE "8" engineers architects planners Totten Sims Hubicki Associotes 513 Division Street, Cobourg, Ontario. Canada K9A 5G6 (9051372-2121 Fax: {e05} 372-367.1 EMmail; cobour'9@tsh.ca www.tsh.ca September 15, 2004 Ms. LOll Ann Birkett, CPP, AMCT Purchasing Manager Corporation of the Municipality of Clarington 40 Temperance Street, BOWMANV1LLE, Ontario LtC 3A6 FAX: 905-623-3330 Dear Ms. Birkett: Re: Contract No, CL2004-13, Bowmallvillc COIDlDlmity Park Construction Municipality of Clarington Tendcrs for the above project were opened at the Municipal Offices 011 Wednesday, August 18, 2004, at 2:00:00 p.m. local time. The bids rcceived, inclusive of GST, are sUllunarized as follows: , .... ":'BIDi""""" ~, "'''', ~..c.t&\,; ," . : : '. ~ , :': . '1, ~' , ,~, . ~.. . '-r'';..m''~ '. i 'I 'r' ',a,:rM.;""~\I,'" ~n-rl ~ ".,,, .. i~,.....l>t1i.;..;-""'I~; " ~: ~,',~~Jill.~,!.'~ :;>':2,'1 Rutherford Contracting Ltd. Gormlev, ON Ron Robinson Limited Bowffianville, ON Dig-Con International Ltd. Bolton, ON Dol Turf Restoration Ltd, Bond Head, ON * Bid amended - extension error $3,660,298.65 $3,8873524.75 $4,394,436.39* $4,449,195.22* The low bidder's submitted tender has been revicwed and is in order. Rutherford Contracting Ltd, complctcd the construction of Clarington Comcrs Park for the Municipality of Clarington in 2000 and sLaff rcport that the work was completed to an acceptable level. Rutherford Contracting has more recently completed projccts similar to CL2004-13, in scope and valne, for the York Region District School Board, Matlamy Development Corporation, Southwest Newmarket Landowners Group and rcferences reported that they completed the work to an acceplable standard and felt they should have no problem with the Bowmanville Community Park. Tho following is a summary of the costs and budgct associated with the project based on the low bid rcccived: SEP-15-04 WED 12:16 PM TSH COBOURG FAX NO, Corporation of the Municipality of Claringfon Seplemher 15,2004 Total Construction Costs (excl. GST) Contract Administration (commencing Aug. 20, 2004) Utility Servicing (Hydro One) Contingencies Total Project Costs 2004 BUDGET AMOUNT (Account No. 110-32-325-83252-7401) Money allocated for servicing Indoor Soccer and J,acrosse Bowl (Community Services) Total Remaining Budget P. 02/03 2 $3,420,839.86 $ 120,000.00 $ 30,000.00 $ 106,000.00 $3,676,83!>.86 $3,592,235.00 ($ 518,000.00) $3,074,235,00 Based on the remaining available Budget and total project costs, there is a funding shortfall of $602,604,86. As was stated ill the tender, Item No. 69 - Ficld House Buildings was provisional and would be removed from the Contract should the available budget be exceeded. As there is a deficit based on the low bid the following changcs are recommended: Removed Item No. 69 - Field House Building Add Item No. 69B - Reduced Servicc Building Removal of provisional works identified on drawings as well as reduced scope of work. Removal of Asphalt Walkways (990 m2) Reduce Item No. 52 - Granular 'A' (475 t) Reduce Item No. 54 - H.L.-3 Walkway (150 t) Reduce Item No. 57 - Coloured Concrete quantity by 580 m2 Add Quantity from Item No. 62 - Naturalized Surface Treatment (25,900 m') to Item No. 61 - Seed and delete Item No. 62 Remove Plant Material, Items No. 63(k) and 63(P) Remove Item No. 65 - Drinking Fountain Remove Item No. 71 - Storage Building (Re-budget in 2005) Remove Item No. 72 - Sanitary Forccmain Net Tcnder Cost Rednction ($ 437,208.00) 47,000.00 ($ 13,238.25) ($ 13,321.50) ($ 39,068.62) ($ 55,685.00) ($ 5,841.00) ($ 9,3%.91) ($ 71,046.30) ($ 31,688.96) $ 629,494,54 The above modifications to the tender reduces the total temler amount to $2,791,345.32 (excl. GST) and the total projcct costs to $3,047,345.32, resulting in a project surplus of $26,889.68. The total reduction in tender value is less than 15 % when considering the Items removed with the exclusion of the Provisional Field House Item. With the rccommended changes to the scope of work for the lender, funding availability and based on the past experience of the low bidder, it is recommended that Contract CL2004.13 bc awarded to Rutherford Contracting Ltd. in the total amount of $2,986,739,49 (inc!. GST). Tender deposits may be returned to all contractors except the low and second low bidders. 11M SEP-15-04 WED 12:17 PM TSH COBOURG FAX NO. P. 03/03 Corporation of the MunicipaUty of Clarington Scptcmb,'t 15, ZOO4 3 Should you require any additional information, please contact the undersigned. Yours truly, f<- Ron Albright, P.Eng. Project Engineer RA/ym Pf42-80205/0t1rre:t-pf205l1.dQe; cc: Mr. A. S. Cannella, Director, Engineering Services Mr. Peter Windo1f, Manager of Park Development Ms. J. O'Donnell, Clerk n TIH