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Home My WebLink AboutCOD-053-04 , (~w;:mglOn REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: October 18, 2004 Report #: COD-053-04 File#_ ',. i;<" _ /()('-- II ryt</ It 1:/1"/-/ _ l. By-law #.7q;<f ;))i,c Subject: CL2004-33, PEARCE FARM PARK CONSTRUCTION Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-053-04 be received; 2. THAT Rutherford Contracting Ltd., Gormley, Ontario with a total revised bid in the amount of $552,912.53 (plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2004-33, be awarded the contract for the Pearce Farm Park Construction as required by the Engineering Department; 3. THAT the total funds required in the amount of $577,912.53 ($741,633.86 less reductions plus provisional items and contract administration) be drawn from Engineering Capital Account 5800-8610-04106; and 4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the nec ary agreement be approved. Reviewed by( ~...-( A Franklin Wu, Chief Administrative Officer Submitted by: ~\Ict A.S. Cannella, C.E. \ Director of Engineering Services MMINTIASCILABlld CORPORATION OF THE MUNICIPALITY OF ClARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169 1~U9 REPORT NO.: COC-053-o4 PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by JFV Consultants for the Pearce Farm Park Construction, as required by the Engineering Department. Tenders were advertised in local papers, as well as electronically. Subsequently, only one tender was received as follows: The reason for only one bid is due to the busy construction season as outlined in the attached letter from the consultant and marked "Schedule B". The total 2004 Capital Budget for this project is $631,070.00. As the total bid exceeds the available funds, the rough grading has been deleted. The contractor has agreed to this reduction. The Developer, The Kaillin Group, has agreed to provide for these deleted works at their cost. In addition, it is proposed that provisional items (masonry piers on park shelter and supply and install fence) totalling $22,948.12 be included in the tender award. The total project cost, including Project Administration is therefore, $577,912.53 (bid $741 ,633.86 less contract reductions, plus proviSional items plus consulting). 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. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169 11;:10 REPORT NO.: COO-053-o4 PAGE 3 After further review and analysis of the bids by the Engineering Department, JFV Consultants and Purchasing, it was mutually agreed that the low bidder, Rutherford Contracting Ltd., Gormley, Ontario, be recommended for the contract for the Pearce Farm Park Construction. 1~11 CORPORATION OF THE MUNICIPALITY OF ClARINGTON 40 TEMPERANCE STREET, BOWMANVlllE, ONTARIO l1C 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 contracl between the Corporation of the Municipality of Clarington and Rutherford Contracting Ltd., Gormley, Ontario, to enter into agreement for Pearce Farm 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 day of By-law read a third time and finally passed this day of ,2004. ,2004. John Mutton, Mayor Patti L. Barrie, Municipal Clerk 1;;;12 FROM: JVF CONSU~TANTS LTD FAX NO. 9056864843 Oct. 12 2004 02:41PM P2 ~~ JW~IMIN<: LANDSCAPE miiiitcTs 18~S Clements Road UBitl'6 PI._erfDa, Ontario L1 W.3V5 Tele: (~OS) 686-2954 rBI: (90S) 686-4843 E-mail: jf68!iijf68.....,.. SCHEDULE "8" Landscape Architecture Urban Design / Site Planning RecmltionaI Planning illustrative Gtapbics October 12, 2004 Ms. Lou Ann Birkett, CPP, AMCT Purchasing Manager Corporation of the Municipality of Clarington 40 Temperance Street Bowmanville, ON L 1 C 3A6 Dear Ms. Birkett: Re: Contract No. CL2004-33, Pearce Farm Park Construction MunIcipality of Clarlngton Tenders for the above project were opened at the Municipal Offices On Wednesday, September 15, 2004, at 2:00:00 p.m. local time. The bids received, inclusive of GST, are summarized as follows: Rutherford Contracting Ud. Gormle , ON . Bid amended - extension error The submitted tender has been reviewed and an extension error has been acknowledge by the contractor and has been amended accordingly. Rutherford Contracting Ltd. completed the construction of Clarlngton Corners Park for the Municipalrty of Clarington in 2000 and staff report that the work was completed to an acceptable level. I · _EO OI!, CANAPlAN s~ OF i.AN!lSCAPl! ARCHrrEcl's . ONTARIO ASSOCIA'lTOI< OF WIDsCAFll ARCIlI11Icrs j 1;;;13 . . FROM :'IUF CONSULTANTS LTD FAX NO. 9056864843 Oct. 12 2004 02:41PM P3 - 2- Rutherford Contracting has more recently completed projects similar to CL2004- 33, in scope and value for the York Region District School Board, Mattamy Development Corporation, Southwest Newmarket Landowners Group and references reported that they completed the work to an acceptable standard and felt they should have no problem with the Pearce Farm Park. They are currently constructing the Bowmanville Community Park for the Municipality. Because only one bid was received, inquiries were made to contractors to determine why. Most contractors that are capable of undertaking a project of this scope are very busy completing their existing work and were unwilling to commit to another major project. The subdivision developer, The Kaitlin Group, will perform the grading work outlined In Item 1 of the tender at no cost to the Municipality. Therefore item #1 ($211,669.45) can be remOved from the tender amount. I recommend that provisional items #10 - Masonry Piers on Shelter, and item #12 - Farm Fence be added to the contract. The provisional items total $22,948.00 The above modifications reduce the total tender amount by $201,931.95 (incl. GST), resulting in a tender amount of $591,616.00 (IncJ. GST). The 2004 Budget allocation is $650,000.00. Consulting fees are approximately $25,000.00, leaving a project surplus of $33,384.00 for contingency. With the recommended changes to the SCope of work for the tender, funding availability and based on the past experience of the low bidder, it Is recommended that Contract 2004-33 be awarded to RutherfOrd Contracting Ltd. in the total amount of $591,616.00 (incl. GST). Should you requIre any additional information, please cOntact the undersigned. Yours truly, , I John Vi . a OAL.A C.S.L.A. JVF Consultants (1998) Inc. Landscape Architects CC: Mr. AS. Cannella, Director, Engineering Services Mr. Peter Windolf, Manager of Park Development Ms. Jennifer O'Donnell, Clerk II 1~14 . IP/,12!2004 10: 03 FAX 9058889445 I I RUTHERFORD CONTRACTING 141 002 RUTHERFORD CONTRACTING LTD., 27 CARDleo DRIVE, GORMLEY, ONTARIO LOH lGO TEL, (905) 888-9444 . FAX (90S) 888-9445 Oetober 8'\ 2004 COrporation or the MlUlieipality or ClariDgtoD 40 T emper.mce Street Bowmanville, Ontario LlC 3A6 Attention: Mr, Peter WiDdolf MlUlllger, Park Development Re: Pearell' Farm Park Confirmation of Tender Details Dear Sir; Subsequent to our discussions this week with regards to the above-noted project, may We confirm the following; · Tender Item 1 - "Rough grading and earth cut and fill... " may be deleted at its full valllC of $211,669.45 from our contract, provided that the fill material is compacted and engineered as per specifications, and is rough graded to the proposed subgrade elevation within a tolerance of 100mm. · Tender It<ml 27a - "Compass feature concrete pad"; lhe unit price shown should have been the total extended price. The revised unit price for this item is now $215.20/m'. All other terms and conditions of the tender remain as is. I trust this information is adequate for yOur purposes. Please call me if you have any questions or require anything further. G~(~"L CONT~"CTORS . SITE DEVELOPMENTS GSHR124S80tll 1 (!, 1 .J o cc: JVF Consultants (1998) Inc. ------