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Home My WebLink AboutCOD-014-16 C1aFiUgtOH Corporate Services 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 30, 2016 Report Number: COD-014-16 Resolution: File Number: CL2016-5 By-law Number: Report Subject: 2016 Pavement Rehabilitation and Surface Asphalt Recommendations: 1. That Report COD-014-16 be received; 2. That Coco Paving Inc. with a total bid amount of $ 701,659.61 (net H.S.T. Rebate), being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2016-5 be awarded the contract for road reconstruction work on the 2016 Pavement Rehabilitation and Surface Asphalt repairs as required by the Engineering Services Department; 3. That the funds required for this project in the amount of$919,000.00 (net HST Rebate), construction costs of$ 701,659.61, and other related costs such as design, inspection, contract administration, material testing and contingencies of $217,340.39 be drawn from the following accounts: Pavement Rehabilitation Program 110- 32-330-83212-7401 $ 426,800.00 Duke Street Reconstruction 110-32-330-83359-7401 $ 261,000.00 Nelson Street Reconstruction 110-32-330-83340-7401 $ 53,500.00 Mill Street Reconstruction 110-32-330-83362-7401 $ 50,600.00 Trulls Road Reconstruction 110-32-330-83410-7401 $ 115,700.00 Port Darlington West Beach 110-32-325-83282-7401 $ 11,400.00 4. That all interested parties listed in Report COD-014-16 and any delegations be advised of Council's decision by the Purchasing Division. Clarbgton Corporate Services 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 30, 2016 Report Number: COD-014-16 Resolution: File Number: CL2016-5 By-law Number: Report Subject: 2016 Pavement Rehabilitation and Surface Asphalt Recommendations: 1. That Report COD-014-16 be received; 2. That Coco Paving Inc. with a total bid amount of $ 701,659.61 (net H.S.T. Rebate), being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2016-5 be awarded the contract for road reconstruction work on the 2016 Pavement Rehabilitation and Surface Asphalt repairs as required by the Engineering Services Department; 3. That the funds required for this project in the amount of$919,000.00 (net HST Rebate), construction costs of $ 701,659.61, and other related costs such as design, inspection, contract administration, material testing and contingencies of $217,340.39 be drawn from the following accounts: Pavement Rehabilitation Program 110- 32-330-83212-7401 $ 426,800.00 Duke Street Reconstruction 110-32-330-83359-7401 $ 261,000.00 Nelson Street Reconstruction 110-32-330-83340-7401 $ 53,500.00 Mill Street Reconstruction 110-32-330-83362-7401 $ 50,600.00 Trulls Road Reconstruction 110-32-330-83410-7401 $ 115,700.00 Port Darlington West Beach 110-32-325-83282-7401 $ 11,400.00 4. That all interested parties listed in Report COD-014-16 and any delegations be advised of Council's decision by the Purchasing Division. Municipality of Clarington Report COD-014-16 Page 2 Report Overview To request authorization from Council to award Tender CL2016-5 for road reconstruction work on 2016 Pavement Rehabilitation and Surface Asphalt 1 . Background Tender specifications were prepared by Cima and provided by the Engineering Services Department for surface asphalt and pavement rehabilitation work at various locations. Tender CL2016-5 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. Five (5) companies downloaded the document. The Tender closed on Thursday, May19, 2016. 2. 2016 Pavement Rehabilitation and Surface Asphalt Repairs 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 Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Coco Paving Inc. be recommended for the award of contract CL2016-5 for the completion Pavement Rehabilitation and Surface Asphalt repairs. Coco Paving 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 $919,000.00 (net HST Rebate) which includes construction cost of $ 701,659.61 and other related costs such as design, inspection, contract administration, material testing and contingencies of $217,340.39 (Net HST Rebate). Funding required for this project will be drawn from the following Engineering accounts: Pavement Rehabilitation Program 110- 32-330-83212-7401 $ 426,800.00 Duke Street Reconstruction 110-32-330-83359-7401 $ 261,000.00 Nelson Street Reconstruction 110-32-330-83340-7401 $ 53,500.00 Mill Street Reconstruction 110-32-330-83362-7401 $ 50,600.00 Trulls Road Reconstruction 110-32-330-83410-7401 $ 115,700.00 Port Darlington West Beach 110-32-325-83282-7401 $ 11,400.00 Municipality of Clarington Report COD-014-16 Page 3 The Trulls Rd account also includes for works on Darlington Blvd to be recovered from the developer and a credit for the construction of sidewalk on Darlington Blvd that was completed by the developer in the total amount of $22,700.00. The Pavement Rehabilitation Program also includes work on Concession Rd 1 in the amount of$23,800.00 that will be recovered from CNL. Queries with respect to the department needs should be referred to the Director of Engineering Services. 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 Coco Paving Inc. with the lowest compliant bid of $701,659.61 (net H.S.T. rebate) be awarded the contract for the 2016 Pavement Rehabilitation and Surface Asphalt repairs as per the terms, conditions and specifications of Tender CL2016-5. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by. M ne Marano, H.B. Sc., C.M.O. Franklin Wu, Director of Corporate Services Chief Administrative Officer 1 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 C®®-014-16 CICV*MJU Municipality of Clarington Summary of Bid Results Tender CL2016-5 2016 Pavement Rehabilitation and Surface Asphalt Bidder Total Bid Total Bid (including HST) (net HST Rebate) Coco Paving Inc. $ 779,162.11 $ 701,659.61 Ashland Paving Ltd. $ 822,626.78 $ 740,800.89 Brennan Paving & Construction Ltd. $1,056,761.08 $ 951,646.09 Municipality of Clarington Attachment 2 to Report COD-014-16 c1tvington- MEMO TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services DATE: May 24, 2016 RE: 2016 Pavement Rehabilitation and Surface Asphalt CL2016-5 The Engineering Services Department has reviewed the submissions for CL2016-5 and offers the following comments. The work locations and a brief description is listed below. Road Limits Description Duke St Baseline Rd to Argyle St Surface asphalt Nelson St Hunt St to Ontario St Surface asphalt Mill St Toronto St to Clarke St Surface asphalt Trulls Rd George Reynolds Dr to Billett Gate Surface asphalt Darlington Blvd At Highway 2 intersection Intersection widening Con Rd 1 West of Elliott Rd Spot repair Hilltop Dr Sunicrest Blvd to Meadowview Blvd Remove and replace asphalt Queen St Liberty St to Ontario St Grind and overlay Queen St Temperance St to King St Grind and overlay Maple Grove Rd Nash Rd to 280 m north of Nash Rd Pulverize surface and pave West Beach Adjacent to parking lot at east end Gravel parking expansion The low bidder on this contract was Coco Paving Inc. Based on past experience with this contractor, we recommend the contract be awarded to Coco Paving Inc. in the amount of $779,162.11 inclusive of HST, or $701,659.61 net of HST rebate. Municipality of Clarington Attachment 2 to Report COD-014-16 A contingency amount of approximately 10% of construction costs is required for this project, based on past experience. Therefore, including other costs such as design, inspection, contract administration, material testing, contingency and net HST costs, the Engineering Department advises of the following funding. Design work for the surface asphalt portion of the contract was completed by Engineering Services staff, and the pavement rehabilitation portion was completed by Cima. The 2016 pavement rehabilitation program will be implemented through two contracts. The design cost for both contracts is included in the totals below. Construction Cost, Based on Low Bid (net of HST) $701,659.61 Other Costs (net of HST) $217,340.39 Total Project Cost $919,000.00 Allocated Financing Pavement Rehabilitation Program 110-32-330-83212-7401 $426,800.00 Duke St Reconstruction 110-32-330-83359-7401 $261,000.00 Nelson St Reconstruction 110-32-330-83340-7401 $53,500.00 Mill St Reconstruction 110-32-330-83362-7401 $50,600.00 Trulls Rd Reconstruction 110-32-330-83410-7401 $115,700.00 Port Darlington West Beach 110-32-325-83282-7401 $11,400.00 Total Allocated Financing $919,000.00 * A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). The Trulls Rd account also includes for works on Darlington Blvd to be recovered from the developer and a credit for the construction of sidewalk on Darlington Blvd that was completed by the developer in the total amount of$22,700.00. Municipality of Clarington Attachment 2 to Report C®D-014-16 The Pavement Rehabilitation Program also includes work on Concession Rd 1 in the amount of $23,800.00 that will be recovered from CNL. 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. Regards, f Ron Aoright, P. Eng. Assistant Director, Engineering Services RA/sb/nl Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services