The URL can be used to link to this page

Home My WebLink AboutEGD-043-04 . , Cl!J!-IDgron REPORT ENGINEERING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Tuesday, September 7.2004 a",~J1: (~Pf-13,bl-U( By-law #: Report #: EGD-43-04 File #: Subject: Bowmanville Downtown Streetscape Revitalization, Contract CL2004-12 RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1, THAT Report EGD-43-04 be received; 2, THAT sidewalk replacement from Scogug Street to Silver Street and from Division Street to George Street in the amount of $60,500 be added to the contract works; 3. THAT the works and associated project costs in the amount of $211 ,026,90 deferred as part of the staff award of Contract CL2004-12 be added back into the contract; 4, THAT additional funding in the amount of $270,000 be allocated to the project from the General Capital Reserve # 100-00-000-00000-2917; 5, THAT members of the Downtown Bowmanville Community Improvement Program Steering Committee be advised of Council's Decision through Faye Langmaid of the Planning Department, FORTHWITH. ASC/jo August 31,2004 714 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T 905-623-3379 F 905-623-9282 REPORT NO.: EDG-43-04 PAGE 2 1.0 BACKGROUND 1.1 Recently, the works for the Bowmanville Downtown Streets cape Revitalization were tendered under two separate tenders: 1) Supply of Street Lights and Bollards, Contract CL2004-11; and 2) Bowmanville Downtown Streetscape Revitalization, Contract No. CL2004-12 To meet the project schedule the supply of the lights and bollards were tendered and awarded to Illumination Design Group, The streetscape revitalization work recently closed and came in over budget with the low bid submitted by Ron Robinson Ltd, of Bowmanville. As a result of the budget deficit, the Provisional Items, the interlocking brick paver intersections, a portion of the contingency allowance and a portion of the contract administration were removed from the total project costs in order to bring the Contract within budget to allow staff to award of the tender. Timing for the commencement of the works were critical therefore a prompt award was required in order to ensure the works were completion prior to Apple Festival. The total project costs amounted to $1,034,992.00 while available funding from the 2003 and 2004 budgets totalled $832,524,70, leaving a shortfall of approximately $203,000. A detailed breakdown of the project costs and recommended project costs to be deferred for Councils consideration are outlined in the August 20, 2004 letter to Lou Ann Birkett- Attachment 1. During the development of the revitalization program, it was determined that due to budgeting constraints, the work would have to be phased as follows: . Phase 1 - Street lighting and brick boulevard from Scugog Street to George Street - Complete works generally from building face to back of curb from Silver Street to Division Street including bollards, street trees and interlocking brick - Interlocking brick paver intersections and cross walks on King Street at Silver Street, Temperance Street and Division Street. . Phase 2 - Remainder of streetscape works generally from building face to back of curb including removal and replacement of sidewalk, street trees and interlocking brick from Scugog Street to Silver Street and Division Street to George Street. After reviewing the low bid submitted by Ron Robinson Ltd. and the disruption to businesses and residents that would be caused by doing the remaining streetscape work in a second phase, it was determined that it would be prudent to complete the streetscaping works originally scheduled for Phase 2 as part of this year's contract. In order to do so, additional funding is required to complete these works as well as the Items that were removed as part of the award of Contract CL2004-12. The following 715 '. REPORT NO.: EDG-43-04 PAGE 3 details the costs associated with the recommended additional works, items deleted from the awarded contract and deleted overall project costs: Description Cost Provisional Items Contract CL2004-12 (Scugog Street to Silver Street and Division Street to George Street) 1 a) & 1 c)- Tree Removal 2a) & 2c)- Sidewalk Removal 10a) - Interlocking Brick Pavers at Tree Locations 11 - Interlocking Brick Pavers in Driveways 24 - Boulevard Trees Item 12 - Brick Pavers in Intersection Other Project Costs 1/3 of Contingency Allowance Portion of Contract Administration Sub-Total (as per tender award report) Additional Recommended Sidewalk Work Associated Contingencies and Contract Administration Total Additional Project Costs Remaining Unallocated Budget (Account #110-32-330-83240-7401) NET REQUIRED FUNDING $ 1,744.00 $ 4,183.40 $22,299,90 $ 6,919,20 $17,656.40 $133,224.00 $10,000 $15,000 $211,026,90 $60,500,00 $6.473,10 $278,000.00 $8,000.00 $270,000.00 Considering including this work with the current contract will eliminate the need to disrupt the area businesses, patrons and residents again next year, that the contractor's unit prices for the sidewalk work are very reasonable, the potential for increased material costs, additional tendering costs and that if left until next year additional costs of 25% to 30% will be incurred due to added labour associated with relaying portions of the interlocking brick to replace the remaining sidewalk it is recommended that the work outlined above be approved by Council for construction as part of Contract CL2004-12. It is further recommended that Funding in the amount of $270,000 be provided from the General Capital Reserve Account # 100-00-000-00000-2917, As the recommended additional work varies from the original work program outlined to the Downtown Bowmanville Community Improvement Plan Steering Committee it is recommended that committee members, through Faye Langmaid of the Planning Department, be informed of the changes to the scope of the work to be completed, The Director of Finance has reviewed the funding requirements contained in this report and concurs with the recommendations. Attachments: Attachment 1 - Letter to Lou Ann Birkett dated August 20, 2004 716 REPORT NO.: EDG-43-04 PAGE 4 Interested parties to be advised of Council's decision: Operations Department Downtown Bowmanville Community Improvement Plan Steering Committee (through Faye Langmaid of the Planning Department) Mr. Ron Hooper, Chairman, BIA Board of Management Affected Businesses and Residents (through updated notice) 717 AUG-31-04 TUE 12:25 PM TSH COBOURG FAX NO, p, 01 . lilt ATTACHMENT NO.: 1 REPORT NO.: EGD-43-04 , engineers architects planners Totten Sima Hubicki Associates. 513 Division Street, Cobourg, Ontario, Canada K9A 5G6 (90513'72-2121 Fax: (9051 3n.3G21 E-mflil: cobourg@tsh.ca www.tsh.c(l AUguSL 20, 2004 Ms. Lou Ann Birkett, CPP, AMCT Purchasing Mauager Corporation of the Municipality of Clarington 40 Tempcrance Street BOWMANVILLE, Ontario, LlC 3A6 Dear Ms. Birkctt: Re: BOWl1l3.Ilville Downtown Streetscapc Revitalization Contract CL2004-U, Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Friday, July 23,2004 at 2:00 p.m. A list of the bids received are provided in the table below. All numbers are inctusive of GST, BIDDER Ron Robinson Limited, Bowmanville, Ont. Langley Utilities Contracting Ltd., Bowmanville, Ont. TOTAL BID AMOUNT $811,041.70 $1,083,490,56 It should be noted that of the 13 plan takers, only 3 bids were submitted, of which one was not acceptetl as it was late, The reason for the low number of submissions could be due to the time of year and the scheduled completion date for the work. The low bidder's tender has been checked and is in order. Ron Robin'on LId, has previously undertaken many projects for the Municipality of Clarington, ranging in scope from minor storm sewer repair to full street reconstruction in excess of one million dollars in value. These works, which were administered by TSH, were performed to an acceptable standard. Additionally, Ron Robinson LId, completed a very similar project for the Town of Whitby on Brock Streel South, also administered by TSH, This work was also completed to an acceptable standard and was well received by the local merchant\, The following is a cost breakdown for ,he project based on Ron Robinson's low bid and other relaled worh and contracts: 718 AUG-31-04 TUE 12:25 PM TSH COBOURG FAX NO, p, 02 Ms. Lou Ann Bitkc([ August 20, 2004 2 Streetscape Revitalization (CL2004-12) Supply of Lights and Bollards (CL2004-ll) Parking Meter Arms Detailed Design and Tendering Contract Administration Signal Improvements by Region of Durham Contingencies (el'cl. OST) TOTAL PROJECT COST (excl. OS1') Less CL2004-11 already awarded $757,982,90 111,085.70 923.40 40,000.00 45,000.00 50,000.00 30.000.00 $1,034,992.00 (111.085.70) $ 923,906.30 Funding for this project is coming from two different budget items: l) 2003 King Street Lighting Improvements Account No, 110-32-324-83217-7401 (Less CL2004-11) 250,000.00 011,OR5.70\ $138,914.30 2) 2004 King Street Streetscape Revitalization Account No. 110-32-330-83240-7401 $582.524.27 TOTAL BUDGET AMOUNT $721,438,57 Based Oll available funding and total estimated projcct costs, there will be a funding shortfall of approxinJately $203,000,00. As timing for the project is critical and delay of the work would have significant impacts on the Apple Pestival as well as downtown businesses, it is recommended that ponions of the contract critical to the installation of the street lighting improvements be awarded nOW and the decision to award the remaining portions of work bo deferred until September, when O.P,A. and Council are back in session and staff can provide recommcndations regarding potential sources for additional funding, The following is a sumnJary of the works that could be deferred while allowing the critical work items to COlmnence; Provisional Items 1a), Ie), 2a), 2e), lOa), 11 & 24 Item 12 - Brick Pavers in Roadway 1/3 of Contingency Allowance Contract Administration $ 52,802.90 $133,224.00 $ 10,000.00 $ 15.000.00 TOTAL DEFERRED PROJECT COSTS $211,026.90 If only the critical works are awarded, the total project costs would be approximately $8,000.00 less than the available funding, Our office has reviewed this award scenario with the Contractor and he has agrced to the award of the portion of the Contract as outlined above, Based on the contractor's previous work experience on similar projects and the recommended reduction (deferral) of certain project costs, it is recommended that Ron Robinson Ltd. be awarded Contract CL2004-12 for an amended alllount of $571,956,00 (excl. GST) , It is further recommended that staff prepare a report outlining additional funding requirements for the works not awarded at this time. VII 719 ~ AUG-31-04 TUE 12:26 PM TSH COBOURG Ms. Lou Ann Bil'keU August 20, 2004 FAX NO, ShUllld you have any questions regarding this malter, please contact the undersigned. Best regards, ~~~~ Ron Albright, P,Eng, Project Engineer RAlym pa9Z14lr.II[U~'P120~26.4OC pc: A,S. Cannella, Director of Engineering Services Leslie Benson, Manager, Transportation and Design Jennifer O'Donnell, Clerk II Norm Clark, C.B.T., Managcr of Construction 720 P. 03 3 11M