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Home My WebLink AboutCOD-010-16 Clarington Corporate ervi Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: May 9, 2016 Report Number: COD-010-16 Resolution: File Number: CL2016-2 By-law Number: Report Subject: Jackman Road Reconstruction Recommendations: 1. That Report COD-010-16 be received; 2. That Bennington Construction Inc. with a total bid amount of $1,118,061.34 (net H.S.T. Rebate), being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2016-2 be awarded the contract for road reconstruction work on Jackman Road as required by the Engineering Services Department; 3. That the funds required for this project in the amount of$1,355,000.00 (net HST Rebate), construction costs of$1,118,061.34, and other related costs such as survey, design, contract administration, utilities relocations, materials testing and contingencies of $236,938.66 be drawn from the following accounts: Jackman Road Reconstruction 110- 32-330-83424-7401 $ 607,000.00 (2014 & 2015) Boundary Road Rehabilitation (2015) 110-32-330-83435-7401 $ 28,000.00 Pebblestone Road Rehabilitation (2014) 110-32-330-83429-7401 $ 80,000.00 Durham Region's Portion $640,000.00 Municipality of Clarington Report COD-010-16 Page 2 Report Overview To request authorization from Council to award Tender CL2016-2 for road reconstruction work on Jackman Road 1 . Background Tender specifications were prepared by CIMA and provided by the Engineering Services Department for the road reconstruction work required on Jackman Road from Bowmanville Creek to Scugog Street. Tender CL2016-2 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. Fifteen (15) companies downloaded the document. The Tender closed on Thursday, April 14, 2016. 2. Jackman Road Reconstruction Three submissions were received in response to the tender call. Bids were reviewed and tabulated (see Attachment 1). All submissions were deemed to be compliant. After review and analysis of the submissions by the Consultant, Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Bennington Construction Inc. be recommended for the award of contract CL2016-2 for the completion of the road reconstruction on Jackman Road. Bennington Construction Inc. has done work for the Municipality in the past and the level of service has been satisfactory. 3. Financial and Budget Considerations The cost for this project is $1,355,000.00 (net HST Rebate) which includes construction cost of $1,118,061.34 and other related costs such as survey, design, contract administration, utilities relocations, materials testing and contingencies of$236,938.66. The Region of Durham will be funding $640,000.00 (Net HST Rebate) which represents the cost of the watermain servicing and their contribution to the road related items associated with the work they require. The Municipality's portion will be $715,000.00 (net HST Rebate). There was a budget shortfall of$108,000.00 for the project due to higher than anticipated price and an increased scope of work. Pricing for roadwork has seen an increase recently due to the increase in road work being done on Highway 407 and other projects within the area. It is recommended that that shortfall be funded from the unexpended funds in the Boundary Road and Pebblestone Road accounts. Municipality of Clarington Report COD-010-16 Page 3 Funding required for this project will be drawn from the following Engineering accounts: Jackman Road Reconstruction 110- 32-330-83424-7401 $ 607,000.00 (2014 & 2015) Boundary Road Rehabilitation (2015) 110-32-330-83435-7401 $ 28,000.00 Pebblestone Road Rehabilitation (2014) 110-32-330-83429-7401 $ 80,000.00 Queries with respect to the department needs should be referred to the respective Department Head. 4. Concurrence This report has been reviewed by Tony Cannella, Director of Engineering Services who concurs with the recommendation. 5. Conclusion It is respectfully recommended that Bennington Construction Inc. with the lowest compliant bid of$1,118,061.34 (net H.S.T. rebate) be awarded the contract for the Jackman Road Reconstructions as per the terms, conditions and specifications of Tender CL2016-2. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. I Submitted by: Reviewed by: Marie Marano, H.B. Sc., C.M.O. ranklin Wu, Director of Corporate Services Chief Administrative Officer E . l tA r Nancy Taylor, BBA, CPA, CA., Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net Attachments: Attachment 1 —Tabulation of Bid Summary Attachment 2 — Memo from Engineering MM/DF/sm Attachment 1 to Municipality of Clarington Report CO®-010-16 Clarw-gon Municipality of Clarington Summary of Bid Results Tender CL2016-2 Jackman Road Reconstruction Bidder Total Bid Total Bid (including HST (net HST Rebate) Bennington Construction Inc. $1,241,551.89 $1,118,061.34 Northland Paving $1,387,832.10 $1,249,785.79 Coco Paving $1,547,848.36 $1,393,885.39 i Attachment 2 to Municipality of Clarington Report COD-010-16 CICV*Mjn MEMO TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services I DATE: May 2, 2016 RE: Jackman Road Reconstruction CL2016-2 The Engineering Services Department has reviewed the submissions for CL2016-2 and offers the following comments. The limits of the project are Jackman Road from Bowmanville Creek to Scugog Street, in Bowmanville. Prior to completing the design, a Public Information Centre was held on February 24, 2016 to review the project with the public and to get their input regarding the proposed works. The Municipality of Clarington is working in cooperation with the Region of Durham, who will be replacing the watermain as part of this project. Jackman Road is currently constructed to a semi urban cross section with some storm sewer and sidewalk. Upon completion of the works, Jackman Rd will be reconstructed to an urban standard with new concrete curb and gutter, storm sewer, granular road base and asphalt. The section of road from the bridge over Bowmanville Creek to 140 m east of the bridge will be constructed to a rural standard. The low bidder on this contract was Bennington Construction Ltd. Based on past experience with this contractor, we recommend the contract be awarded to Bennington Construction Ltd. in the amount of$1,241,557.89 inclusive of HST, or $1,118,061.34 net of HST rebate. The portion of the contract that will be funded by the Region of Durham is $596,419.59, inclusive of HST, or $537,094.32 net of HST rebate, which represents the cost of the watermain servicing and their contribution to the road related items associated with their works, The portion of the contract that will be funded by the Municipality is $645,138.30 inclusive of HST, or $580,967.02 net of HST rebate. Attachment 2 to Municipality of Clarington Report COD-010-16 Jackman Road Reconstruction, CL_2016-2 2 May 2, 2016 A contingency amount of approximately 10% of construction costs is required for this project, based on past experience. Therefore, including other costs such as survey, design, inspection, contract administration, material testing, contingency and net HST costs, the Engineering Department advises of the following funding for Clarington's share of the project. Construction Cost, Based on Low Bid (net of HST) $580,967.02 Other Costs (net of HST) $134,032.98 Total Project Cost $715,000.00 Allocated Financing Jackman Road Reconstruction (2014 & 2015), 110-32-330-83424-7401 $607,000.00 Boundary Road Rehabilitation (2015), 110-32-330-83435-7401 $28,000.00 Pebblestone Road Rehabilitation (2014), 110-32-330-83429-7401 $80,000.00 Total Allocated Financing $715,000.00 A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). There was a budget shortfall for the project due to higher than anticipated prices and an increased scope of work. Prices for roadwork have been increasing recently due to the amount of work being done on Highway 407 and other projects in the area. The project was expanded to include the construction of a turn-around for service vehicles at the west limit of the project, and more curb and drainage improvements were required than anticipated. It is recommended that the shortfall be funded from the unexpended funds in the Boundary Rd and Pebblestone Rd accounts. Considering all project costs, there is sufficient funding available and the Engineering Dept. recommends that the Purchasing Dept. move forward with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Attachment 2 to Municipality of Clarington Report COD-010-16 Jackman Road Reconstruction, CI-2016-2 3 May 2, 2016 Regards;,---� Ran Albright, P. Eng. Assistant Director, Engineering Services RA/sb/nl Pc: Nancy Taylor, Director of Finance A.S. 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