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Report To: General Government Committee
Date of Meeting: September 4, 2018
Report Number: COD -028-18 Resolution: GG -398-18
File Number: By-law Number:
Report Subject: Contract Awards During Council Recess
Recommendations:
1. That Report COD -028-18 be received for information.
Municipality of Clarington
Report COD -028-18 Page 2
Report Overview
To report to Council on the contracts awarded during Council recess.
1. Background
During periods when Council is in recess provision has been made for the approval of
contract awards in order to continue with business as usual. During the summer recess of
2018 there were 6 contract awards that would normally necessitate a report to Council.
2. Comments
In accordance with Purchasing By- Law 2015-022 S. 73 (2), the following contracts were
awarded during the Council Recess.
CL2018-25, High Float Resurfacing
RFP2018-8, Architectural Services for Clarington Public Library Bowmanville Branch
Renovation.
E012018-01, Operation of Concessions at Arena Recreation Facilities
CL2018-24, 2018 Bridge and Culvert Rehabilitations
CL2018-26, 2018 Roadside Protection Improvements
CL2018-29, Facility Parking Lots Rehabilitation
A copy of the recommending Purchasing Services Reports for the above noted projects
are attached as Attachments.
3. Concurrence
Not applicable.
4. Conclusion
The actions taken by Staff as documented in the attached Report Memos be provided for
Councils information.
5. Strategic Plan Application
Not applicable.
Municipality of Clarington
Report COD -028-18 Page 3
Submitted by: Reviewed by:
Marie Marano, H.B. Sc., C.M.O Andrew C. Allison, B. Comm, LL.B.
Director of Corporate Services CAO
Staff Contact: David Ferguson, Purchasing Manager, 2209 or dferguson(a)clarington.net
Attachments:
Attachment 1 PS -009-18 High Float Resurfacing
Attachment 2 PS -010-18- Architectural Services for Clarington Public Library Bowmanville
Branch Renovation.
Attachment 3 PS -012-18- Operation of Concessions at Arena Recreation Facilities
Attachment 4 PS -013-18- Roadside Protection Improvements
Attachment 5 PS -014-18- Bridge and Culvert Rehabilitations
Attachment 6 P%5-18- Facility Parking Lots Rehabilitation
There are no interested parties to be advised of Council's decision.
MM/DF
Date: July 24, 2018
Report
Purchasing Services
To: Andrew Allison, Chief Administrative Officer
From: David Ferguson, Manager, Purchasing Services
Report #: PS -009-18 File Number: CL2018-25
Subject: High Float Resurfacing
Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73)
Recommendations
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Miller Paving Limited with a three (3) year contract, with a total revised bid in
r the amount of $6,689,087.01 (Net HST Rebate), be,awarded the contract for the
work required for completion of the High Float Resurfacing; and
2. That the funding required to complete the project in the amount of $ 2,359,968.82
(Net HST Rebate, per year) which includes the Construction Cost of $ 2,229,695.67
and other related costs such as design, inspection, contract administration, material
testing and contingencies of $ 130,273.15 be drawn from the following accounts:
Rural Roads Resurfacing 110-36-330-83680-7401 $ 2,255,321.64
Pavement Rehabilitation 110-32-330-83212-7401 $ 104,647.18
Corporation of The Municipality of Clarington
40 Temperance Street, Bowmanville, Ontario L1C 3A6 T(905)623-3379
Report No: PS -009-118 Page 2
Recommended bv:
NJ LTJ- •.
ELTINImmur, .-
Concurrence:
I
cc: M. Marano, ®'erector, Corporate Services
ate
✓ t6
®ate
®ate
No: PS -009-18
Paoe 3
Tender specifications and location maps for the High Float Resurfacing program
were prepared by AECOM on behalf of the Operations Department.
2. Tender CL2018-25 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. Subsequently, tenders were received and tabulated as per
attachment 1.
3. The tender closed on June 11. 2018.
4. In view of the Summer Council Recess, authorization is requested to award the
above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section
73, Council Recess Procedures.
Analysis
Six (6) companies downloaded the tender document.
6. One (1) submission was received in response to the tender call. The submission
was reviewed and tabulated by the Purchasing Services Division (see
Attachment 1). The submission was deemed compliant.
The results were forwarded to the Operations Department for their review and
consideration. After review and analysis of the submission by the Operations
Department and the Purchasing Services Division, it was determined that the
tendered price received from Miller Paving exceeded the available budget. In an
effort to meet the budget restrictions, the Operations Department amended the
amount of work locations. This resulted in a decrease in the tender price from $
2,398,847.04 to a revised price of $ 2,229.695.67 per year. The low bidder Miller
concurred with the reduced scope. After a further review it was mutually agreed
that the low bidder, Miller Paving Limited be recommended for the award of
contract CL2018-25.
8. Miller Paving Limited has successfully completed work for the Municipality in the
past.
9. The annual cost is $ 2,229,695.67 Net HST Rebate. The initial contract term is
three (3) years and therefore the estimated value of the contract over the three
(3) years is $ 6,689,087.01 Net HST Rebate.
10. The Municipality has the option to extend the contract for up to two (2) additional
one (1) year terms pending satisfactory pricing and service, at this time however
approval for these additional optional years is not being requested.
No: PS -009-18
Financial
C!
11. The funding required to complete the project in the amount of $ 2,359,968.82
(Net HST Rebate, per year) including Construction costs of $ 2,229,695.67 (Net
HST Rebate) other related costs such as design, inspection, contract
administration, material testing and contingencies of $ 130,273.15 be drawn from
the following accounts:
Rural Roads Resurfacing 110-36-330-83680-7401 $ 2,255,321.64
Pavement Rehabilitation 110-32-330-83212-7401 $ 104,647.18
Queries with respect to the requirements, specifications, etc. should be referred
to the Director of Operations.
Conclusion
12. It is respectfully recommended that Miller Paving Limited being the lowest
compliant bid be awarded the contract for work required for the High Float
Resurfacing in the amount of $2,229,695.67 (Net HST Rebate, per year) as per
the terms, conditions and specifications of Tender CL2018-25.
Strategic Plan Application
13. The recommendations contained in this report conform to the Strategic Plan.
Attachments: Attachment 1 — Bid Tabulation
No: PS -009-18
Attachment #1
III Oil • •
5
Date: August 13, 2018
To: Andrew Allison, Chief Administrative Officer
From: David Ferguson, Manager, Purchasing Services
Report #: PS -010-18 File Number: RFP2018-8
Subject: Architectural Services for Clarington Public Library
Bowmanville Branch Renovation
Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73)
Recommendations
It is respectfully recommended to the Chief Administrative Officer the following:
That the proposal received from Shoalts & Zaback Architects Ltd. Limited, being the
most responsive bidder meeting all terms, conditions and specifications of
RFP2018-8 be awarded the contract for the provision of architectural services for
the Clarington Public Library Bowmanville Branch Renovation; and
2. That the funding required in the amount of $66,144.00 (Net HST Rebate) which
includes the Architectural fees of $61,056.00 (Net HST Rebate) and disbursements
in the amount of $5,088 (Net HST Rebate) be drawn from the Library's Capital
Reserve funds:
Library Capital Reserve Fund 542-00-000-00000-7400 $66,144.00
Corporation of The Municipality of Clarington
40 Temperance Street, Bowmanville, Ontario L1C 3A6 T(905)623-3379
No: PS -010-18
C
David Ferguson;
Manager, Purchasing
Concurrence:
Trevor Pinn, B.Com, CPA, CA
Deputy Treasurer
Dates
X193 ZZ0►9
Date
Fre rvath,__ _.. Date
Directo of Operations
Approved by:
And ew Alli n,
CAO
MM\DF\sm
ra/its
Date
cc: M. Marano, Director, Corporate Services
Linda Kent, CEO/Library Director
Report No: PS -010-18 Page 3
1. Background
1.1 Request for Proposal RFP2018-8 was issued, on behalf of the Clarington Public
Library (Library), seeking a qualified Architectural Firm for the provision of
architectural services as required for the Clarington Public Library Bowmanville
Branch Renovation. RFP specifications were provided by the Library.
1.2 RFP2018-8 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.
1.3 Fifteen Companies downloaded the bid document.
1.4. The request for proposal closed on July 26, 2018.
1.5. In view of the Summer Council Recess, authorization is requested to award the
above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section
73, Council Recess Procedures.
2. Analysis
2.1. Three (3) submissions were received by the stipulated closing date and time.
See Attachment 1.
2.2. All three (3) submissions complied with the mandatory submission requirements
and were distributed to the Evaluation Committee for their review and scoring.
2.3. The Technical Proposals were first evaluated and scored independently by the
members of the evaluation committee in accordance with the established criteria
as outlined in the RFP. The evaluation committee was comprised of staff from
the Library, Operations Department, and the Purchasing Services Division.
2.4. The evaluation committee then met to review and agreed upon the overall scores
for each proposal. Some of the areas on which submissions were evaluated were
as follows:
• Highlights of services provided within past five (5) years only
• Allocated roles and responsibilities of team members; long timeline for
scope of project and coverage for entire length is essential
• Demonstrated understanding of the Municipality's requirements, the
Project and related issues
• Demonstrated the ability to carry out all aspects of the project.
2.5. Upon completion of the evaluation, the evaluation committee concluded that one
(1) bid met the pre -established threshold of 85% for Phase 1 and moved on to
the second Phase of the process.
2.6. It was deemed by the evaluation committee that no presentation would be
required to provide further clarification regarding proposals received.
No: PS -010-18
0
2.7. The'Pricing Envelope was then opened for Shoalts & Zaback Architects Ltd.
2.8. Staff have reviewed the pricing submitted by Shoalts & Zaback Architects Ltd.
and found it to be acceptable.
2.9 Shoalts & Zaback Architects Ltd. has successfully completed work for the
Municipality/Library in the past.
2.10 Report A23-18 was presented to the Clarington Public Library Board to seek
approval to hire Shoalts & Zaback Architects Ltd. for the provision of architectural
services related to the renovation and refurbishment of the Bowmanville Library.
The Board approved the report (Attachment 2) on August 8, 2018.
3. Financial
3.1 That the funding required in the amount of $66,144.00 (Net HST Rebate) which
includes the Architectural fees of $61,056.00 (Net HST Rebate) and
disbursements in the amount of $5,088 (Net HST Rebate) be drawn from the
Library's Capital Reserve funds.
Library Capital Reserve Fund 542-00-000-00000-7400 $66,144.00
3.2 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Clarington Public Library. However, as this is a cross
departmental project, staff from the Clarington Public Library and the Operations
Department work together to facilitate the completion.
4. Conclusion
4.1 It is respectfully recommended that Shoalts & Zaback Architects Ltd. Limited
being the lowest compliant bid be awarded the contract for work required for the
Architectural Services for Clarington Public Library Bowmanville Branch
Renovation in the amount of $66,144.00 (Net HST Rebate) as per the terms,
conditions and specifications of RFP2018-8.
Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Attachments: Attachment 1 — Bid Tabulation
Attachment 2 — Report A23-18
No: PS -0)(X-18
Attachment #1
Municipality of Clarington
Summary of Bid Results
BIDDER
Shoalts & Zaback Architects Ltd. Limited'
Label & Bouliane
Nick Swerdfeger Architects
'Denotes firms who were shortlisted.
5
0 6 Attach.2
Clarington Public Library
IOA�I Administrative Report
Date of Meeting: August 8, 2018
Report Number: A23-18
Report Subject: Bowmanville Library Renovation and Refurbishment
Recommendations:
1. THAT the Clarington Public Library Board receive Administrative Report No. A23-18:
Bowmanville Library Renovation and Refurbishment.
2. THAT the Clarington Public Library Board approve the hiring of Shoalts and Zaback
Architects Ltd. for architectural services related to the renovation and refurbishment
of the Bowmanville Library, with architectural and project management fees not to
exceed $73,450.
3. THAT funds required for this project be drawn from the Library's Capital Reserve
Funds.
Report Overview:
The purpose of this report is to obtain the Library Board's approval to award RFP
2018-8 to Shoalts and Zaback Architects Ltd.
1. Background
The Library Service Review, which included a review of the four branch facilities included:
Recommendation #23 — Undertake interior reconfigurationand refresh of Bowmanville
Branch.
The Library's 2017 Capital Plan and Budget request to Municipal Council included a request
for $130,000 in funding in order to develop a plan for refurbishment. The request was
approved by Council as part of the Municipality's 2017 budget on February 6, 2017. The
project kick-off date was delayed as a result of maternity leaves at the senior management
level. With the anticipated return of the two senior managers, the Bowmanville Branch
project plan and design phase was incorporated into the Library CEO's 2018 Work plan.
The Bowmanville Branch refresh project has been divided into two phases:
Phase 1 - the design & costing process in 2018. The design process will include public.
consultation and stakeholder input. Considering this input, a new functional layout of the
Clarington Public Library
Report A23-18
Page 2
Bowmanville branch will be developed which will include furniture enhancements and
refurbishments. Once the optimal design has been determined, the architects will provide a
detailed (Class C) cost assessment so that the Library's 2019 budget request can
incorporate the capital and operating costs of completing the renovation and refurbishment in
Phase 2.
Phase 2 — the construction and refurbishment in 2019. The costs of Phase 2 will be
incorporated into the Library's 2019 Budget request and work will take place only when
sufficient funding has been secured in order to cover the costs identified during Phase 1.
2. Analysis
In order to prepare an RFP for architectural services and evaluate submissions, a Selection
Committee was established and composed of Library CEO Linda Kent, Deputy Director
Sarah Vaisler, Operations Supervisor of Buildings & Property Rob Groen, and Assistant
Purchasing Manager Sandra McKee.
Request for Proposal RFP 2018-8 was issued by the Municipality of Clarington on July 3,
2018 with a closing date of July 25, 2018. A total of three submissions were received and
reviewed. Only one submission, Shoalts and Zaback Architects Ltd., met the minimum
evaluation threshold. Their bid submission was a total cost of $73,450, inclusive of HST.
The Selection Committee recommends that Shoalts and Zaback Architects Ltd. be awarded
the contract for the provision of Architectural Services for Clarington Public Library
Bowmanville Branch Renovation in accordance with the terms and conditions set out in RFP
2018-8.
3. Financial
The design phase (Phase 1) of the project was included in the Library's 2017 Capital Plan
and Budget request to Municipal Council at a cost of $130,000. The request was approved
by Council, as part of the Municipality's 2017 budget, on February 6, 2017.
The Library Capital Reserve Fund, held and invested by the Municipality on the Library's
behalf, was estimated at $1,273,593 during the 2018 budget process. The Library's 2019
Operating and Capital Budget request to Municipal Council will include a request to access
sufficient funds from this account in order to complete the construction and refurbishment
project (Phase 2) in 2019.
4. Concurrence
All of the members of the RFP Selection Committee agree with the recommended contract
award.
Clarington Public Library
Report A23-18
Page 2
Conclusion
It is respectfully recommended that the Library Board approve the award of RFP 2018-8 to
Shoalts and Zaback Architects Ltd.
Report Submitted by:
Linda Kent, CEO/Library Director
Sarah Vaisler, Deputy Director
Megan Elliott, Manager of Business Administration
August 8, 2018
Date: August 16, 2018
To: Andrew Allison, Chief Administrative Officer
From: David Ferguson, Manager, Purchasing Services
Report #: PS -012-18 File Number: EO12018-1
Subject: Operation of Concessions at Arena Recreation Facilities
Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73)
Recommendations
It is respectfully recommended to the Chief Administrative Officer the following:
1. That the proposal from the Participation House be accepted for the operation of
the three arena facilities concessions for a one (1) year term with the option to
renew for an additional one (1) year term pending satisfactory terms if mutually
agreed by both parties; and
2. That the Mayor and Clerk, be authorized to execute the necessary lease
agreement in a form acceptable to the Municipal Solicitor.
Corporation of The Municipality of Clarington
40 Temperance Street, Bowmanville, Ontario L1C 3A6 T(905)623-3379
rt No: PS -012-18
Recommended bv:
I., A-A�t t"LX4�=-
David Ferguson,
Manager, Purchasing Slices
Concurrence:
Trevor Pinn, B.Com, CPA, CA
Deputy Treasurer
Joseph Caruana
Director of Community Services
Approved by:
✓v
Andrew Alli on,
CAO
MM\DF\sm
—� Date
cc: M. Marano, Director, Corporate Services
G /d/J'/l
Date
16 Ar
Date
Date
2
Report No: PS -012-18 Page 3
1. Background
1.1 At the April 9, 2018 Council meeting, Resolution # GG -171-18 was approved
authorizing staff to issue a Request for Proposal for the operation of the
concessions at the Garnet B. Recreation Complex, the South Courtice Arena and
Darlington Sports Centre. Prior to issuing 'an RFP an Expression of Interest (EOI)
was released. The intent of the EOI was to determine if there were local
organizations interested in assuming the operation of the concessions.
1.2 The scope of the EOI was provided by the Community Services Department to
the Purchasing Services Division.
1.3 EO12018-1 was prepared and issued by the Purchasing Services Division. This
document was advertised electronically on the Municipality's website. A
notification of the availability of the document was also posted on the Ontario
Public Buyer's Association website. In addition, the Community Services
Department sent emails to community groups advising them of the EOI.
1.4 Three (3) companies downloaded the bid document.
1.5 All interested parties were to have their proposal submitted no later than June 14,
2018.
1.6 In view of the Summer Council Recess, authorization is requested to award the
above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section
73, Council Recess Procedures.
2. Analysis
2.1. Two (2) submissions were received by the stipulated closing date and time. See
Attachment 1.
2.2. One submission was received from a private company while the other was from
The Participation House (PH), a non-profit organization located within Durham
Region with residential housing services being operated in Clarington. PH
provides assistance to youth and adults with physical and developmental
disabilities.
2.3. A selection committee comprised of staff from the Community Services
Department and the Purchasing Services Division met and reviewed the proposal
from PH. As a result of the limited interest from community groups it was agreed
that the selection committee would approach PH to clarify questions and to
ascertain the level of commitment and interest they had in this project. PH was
invited to meet with the selection committee and answer questions relating to
their proposal.
2.4. During the meeting PH advised staff that they see this as an opportunity to
develop a fully inclusive employment opportunity for approximately 25-30 people,
primarily hiring first time job seekers who have developmental disabilities. This
Report No: PS -012-18 Page 4
will provide many residents of Clarington an exciting employment opportunity.
The concession stand attendants will provide a service to our facility visitors
while developing skills to enhance their professional portfolio which can only be
considered as a good news story.
2.5. PH is willing to enter into a one year lease agreement commencing September 1,
2018 with the option to renew for an additional year with the understanding that
the agreement includes the use of the concession stand storage areas and the
equipment with the concession stand area. The normal wear and tear of the
equipment will be the responsibility of the Municipality.
2.6. PH has proposed an annual rent of $5,895, which is below market value. As a
not-for-profit organization PH is expecting that the operation of the concessions
will be able to cover all costs and run as a break even operation.
2.7. In light of the limited interest from community groups, the discussions along with
the proposal submitted by PH, it was agreed that there was no need to issue an
RFP but instead to use this opportunity to enter into an arrangement to have PH
operate the concession stands at the Municipality's recreational facilities.
3. Financial
3.1 The proposed lease rate is as follows:
A one year lease agreement, commencing September 1, 2018 which is inclusive
of repairs and maintenance lease agreement that will start at $5/square foot. At
this rate the annualized rent would total $5,895. Lease fees to be reassessed at
six months and increased if feasible.
3.2 The agreement would allow PH to use the concession stand, storage areas and
all the equipment currently contained within the concession areas of South
Courtice Arena, Garnet B. Rickard Recreation Complex and Darlington Sports
Centre.
3.3 Option to renew the agreement for an additional year if mutually agreed by both
parties.
3.4 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Community Services.
4. Conclusion
4.1 It is respectfully recommended that Participation House be given the opportunity
to operate the concession stands within the Municipality's arena recreation
facilities. In addition to offering concession services for the facilities this will
provide important employment opportunities in our community.
Report No: PS -012-18
5. Strategic Placa Application
5
The recommendations contained in this report conform to the Strategic Plan.
Attachments: Attachment 1 — Bid Tabulation
Report No: PS -012-18 Page 6
Attachment #1
BIDDER
Participation House
CGC Concessions Group Canada
Date: August 24, 2018
To: Andrew Allison, Chief Administrative Officer
From: David Ferguson, Manager, Purchasing Services
Report #: PS -013-18 IFile Number: CL2018-26
Subject: 2018 Roadside Protection Improvements
Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73
Recommendations
It is respectfully recommended to the Chief Administrative Officer the following:
1. That 1490668 Ontario Inc. o/a Tower Construction being the lowest bidder meeting
all terms, conditions and specifications of CL2018-26 be awarded the completion of
the 2018 Roadside Protection Improvements; and
2. That the funding required in the amount of $318,000.00 (Net HST Rebate) which
includes the construction costs of $288,642.24, (Net HST Rebate) and contingency
of $29,357.76 (Net HST Rebatej be funded as follows:
Roadside Protection Program 110-32-330-83338-7401 $318,000.00
(2015-2018)
Corporation of The Municipality of Clarington
40 Temperance Street, Bowmanville, Ontario L1C 3A6, T(905) 623-3379
No: PS -013-18
Recommended bv:
OJDavid Ferguson, Date
Manager, Purchasing Services
Concurrence:
Trevor Pinn, B.Com, CPA, CA Date
Deputy Treasurer
Tony Canella,
Director of Engineering Services
vo k 2018
Date
Approved bv:
Lti s t D -7 -
T-ndrOv Allison, Date
CAO
MM\DF\sm
cc: M. Marano, Director, Corporate Services
2
No: PS -013-18
3
1.1 Tender specifications were prepared by the Engineering Services Department
and provided to the Purchasing Services Division. The work involves the
replacement of guide rail and roadside safety improvements at various locations.
1.2 Tender CL2018-26 was issued by the Purchasing Services Division and
advertised electronically on the Municipality's website. A notification of the
availability of the document was also posted on the Ontario Public Buyer's
Association website.
1.3 Twelve (12) Companies downloaded the bid document.
1.4. The tender closed on August 8, 2018.
1.5. In view of the Summer Council Recess, authorization is requested to award the
above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section
73, Council Recess Procedures.
2. Analysis
2.1. Three (3) submissions were received by the stipulated closing date and time.
See Attachment 1.
2.2. The three submissions were deemed compliant and forwarded to the
Engineering Services Department for their review.
2.3. Staff have reviewed the submissions received and have found that the lowest
priced submission received from 1490668 Ontario Inc. o/a Tower Construction to
be acceptable.
2.4. 1490668 Ontario Inc. o/a Tower Construction has successfully completed work'
for the Municipality in the past.
3. Financial
3.1 That the funding required in the amount of $318,000.00 (Net HST Rebate) which
includes the construction costs of $288,642.24, (Net HST Rebate) and contingency
of $29,357.76 (Net HST Rebate) be funded as follows:
Roadside Protection Program 110-32-330-83338-7401 $318,000.00
(2015-2018)
3.2 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering Services.
rt No: PS -013-18
0
4.1 It.is respectfully recommended that 1490668 Ontario Inc. o/a Tower Construction
be awarded the contract for work required for the completion of the 2018
Roadside Protection Improvements in the amount of $288,642.24 (Net HST
Rebate) as per the terms, conditions and specifications of CL2018-26.
The recommendations contained in this report conform to the Strategic Plan.
Attachments: Attachment 1 — Bid Tabulation
Report No: PS -013-18
Attachment #1
5
BIDDER
Bid
(Including HST)
Total: Bid
(Net HST Rebate)
1490668 Ontario Inc. o/a
Tower Construction
$320,524.50
$288,642.24
Coco Paving Inc.
$442,612.80
$398,586.53
Dig -Con International Ltd.
$653,309.50
$588,325.44
Date: August 24, 2018
To: Andrew Allison, Chief Administrative Officer
From: David Ferguson, Manager, Purchasing Services
Report#: PS -014-18 File Number: CL2018-24
Subject: 2018 Bridge and Culvert Rehabilitations
Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73
Recommendations
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Coco Paving Inc. being the lowest bidder meeting all terms, conditions and
specifications of CL2018-24 be awarded the completion of the 2018 Bridge and
Culvert Rehabilitations; and
2. That the funding required in the amount of $1,512,000.00 (Net HST Rebate) which
includes the revised construction costs of $1,177,708.47 (Net HST Rebate) and
other related costs such as design, inspection, contract administration, materials
testing and contingencies of $334,291.53 (Net HST Rebate) be funded as follows:
Structures Rehabilitation Program 110-32-330-83275-7401
Operations Bridge Maintenance 100-36-380-10200-7112
$1,497,000.00
$15,000.00
Corporation of The Municipality of Clarington
40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379
Report No: PS -014-18
Recommended bv:
rDavid Ferguson, Date
Manager, Purchasing Services
Concurrence:
Trevor Pinn, B.Com, CPA, CA
Deputy Treasurer
Tony Canella,
Director of Engineering
Fred Hoat ,
Director IOperations
Approved by:
14��
A dre Allison,
CAO
MM\DF\sm
cc: M. Marano, Director, Corporate Services
Date
29, 2o18'
Date
a asp l i �l
Date
Date
PA
Report No: PS -014-18
3
1.1 Tender specifications were prepared by the Engineering Services Department
and GHD and provided to the Purchasing Services Division. The work involves
rehabilitation of bridges and culverts at various locations.
1.2 Tender CL2018-24 was issued by the Purchasing Services Division and
advertised electronically on the Municipality's website. A notification of the
availability of the document was also posted on the Ontario Public Buyer's
Association website.
1.3 Twenty-two (22) Companies downloaded the bid document.
1.4. The tender closed on August 2, 2018.
1.5. In view of the Summer Council Recess, authorization is requested to award the
above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section
73, Council Recess Procedures.
�;
2.1. One (1) submission was received by the stipulated closing date and time. See
Attachment 1.
2.2. The submission was deemed compliant and forwarded to the Engineering
Services Department for their review.
2.3. Upon reviewing the submission Engineering recommended removing two sites
from the contract. The sites removed were George Reynolds Drive and Nash
Road due to the higher than anticipated costs to complete these two areas.
2.4. Staff have reviewed the submission received and have found that the submission
received from Coco Paving Inc. to be acceptable.
2.5. Coco -Paving Inc. has successfully completed work for the Municipality in the
past.
3. Financial
3.1 That the funding required in the amount of $1,512,000.00 (Net HST Rebate)
which includes the revised construction costs of $1,177,708.47 (Net HST Rebate)
and other related costs such as design, inspection, contract administration,
materials testing and contingencies of $334,291.53 (Net HST Rebate) be funded
as follows:
Structures Rehabilitation Program
110-32-330-83275-7401 $1,497,000.00
Operations Bridge Maintenance 100-36-380-10200-7112 $15,000.00
Report No: PS -014-18
_M
3.2 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering Services.
4. Conclusion
4.1 It is respectfully recommended that Coco Paving Inc. being the only compliant
bid be awarded the contract for work required for the completion of 2018 Bridge
and Culvert Rehabilitations in the amount of $1,177,708.47 (Net HST Rebate) as
per the terms, conditions and specifications of CL2018-24.
The recommendations contained in this report conform to the Strategic Plan,
Attachments: Attachment 1 — Bid Tabulation
Report No: PS -014-18 Page 5
Attachment #1
BIDDER Bid`: Total Bid
(Including HST) (Net HST Rebate)
Coco Paving Inc. $1,461,093.96 $1,315,760.37
Date: August 27, 2018
To: Andrew Allison, Chief Administrative Officer
From: David Ferguson, Manager, Purchasing Services
Report #: PS -015-18 File Number: CL2018-29
Subject: Facility Parking Lots Rehabilitations
Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73)
Recommendations
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Coco Paving Inc. being the lowest bidder meeting all terms, conditions and
specifications of CL2018-29 be awarded the completion of the Facility Parking Lots
Rehabilitation; and
2. That the funding required in the amount of $431,829.66 (Net HST Rebate) which
includes the construction costs of $382,768.34 (Net HST Rebate) and other related
costs such as design, inspection, contract administration, materials testing and
contingencies of $49,061.32 (Net HST Rebate) be funded as follows:
Parking Lot Resurfacing 110-32-327-83614-7401 $340,000.00
Operations Retaining Wall 110-36-330-83438-7401 $50,000.00
Pavement Rehabilitation Program 110-32-330-83212-7401 $41,829.66
Corporation of The Municipality of Clarington
40 Temperance Street, Bowmanville, Ontario L1C 3A6 T(905)623-3379
Report No: PS -015-18 Page 2
Recommended by:
t
David Ferguson,
Manager, Purchasing ervices
Concurrence:
Trevor Pinn, B.Com, CPA, CA
Deputy Treasurer
AGF' i—
Tony Canella,
Director of. Engipeerinq
Director of 0p
Approved b.
z4i V
Andrew Allison,
CAO
MM\DF\ta
cc: M. Marano, Director, Corporate Services
lrGc er L ZO/,r
Date
P 7- � 8
Date
27 2,9
J
Date
Date
Date
Report No: PS -015-18 Page 3
1.1 Tender specifications were prepared by the Engineering Services Department
and provided to the Purchasing Services Division. The work involves
rehabilitation of four facility parking lots and a retaining wall at various locations.
1.2 Tender CL2018-29 was issued by the Purchasing Services Division and
advertised electronically on the Municipality's website. A notification of the
availability of the document was also posted on the Ontario Public Buyer's
Association website.
1.3 Nineteen (19) Companies downloaded the bid document.
1.4. The tender closed on August 14, 2018.
1.5. In view of the Summer Council Recess, authorization is requested to award the
above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section
73. Council Recess Procedures.
2. Analysis
2.1. Seven (7) submissions were received by the stipulated closing date and time.
See Attachment 1.
2.2. All submissions were deemed compliant and the lowest compliant bid was
forwarded to the Engineering Services Department for their review.
2.3. Staff having reviewed the submissions received and have found that the
submission received from Coco Paving Inc. to be acceptable.
2.4. Coco -Paving Inc. has successfully completed work for the Municipality in the
past.
3. Financial
3.1 That the funding required in the amount of $431,829.66 (Net HST Rebate) which
includes the construction costs of $382,768.34 (Net HST Rebate) and other related
costs such as design, inspection, contract administration, materials testing and
contingencies of $49,061.32 (Net HST Rebate) be funded as follows:
Parking Lot Resurfacing 110-32-327-83614-7401 $340,000.00
Operations Retaining Wall 110-36-330-83438-7401 $50,000.00
Pavement Rehabilitation Program 110-32-330-83212-7401 $41,829.66
3.2 Engineering have finalized all costs for the 2017 DCS Parking Lot Account # 110-
32-327-84267-7401 and are under budget. Engineering requests that $38,000.00
of the unexpended funds from this account be transferred to the 2018 Parking Lot
Rehabilitation Account #110-32-327-83614-7401.
Report No: PS -015-18 Page 4
3.3 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering Services.
4. Conclusion
4.1 It is respectfully recommended that Coco Paving Inc. being the lowest compliant
bid be awarded the contract for work required for the completion of Facility
Parking Lots Rehabilitation in the amount of $382,768.34 (Net HST Rebate) as
per the terms, conditions and specifications of CL2018-29.
The recommendations contained in this report conform to the Strategic Plan.
Attachments: Attachment 1 — Bid Tabulation
No: PS -015-18
Attachment #1
I
BIDDER
Ll
Bid
(including HST)
Total Bid
(Net HST Rebate)
Coco Paving Inc.
$425,047.34
$382,768.34
Onsite Contracting Inc.
$432,876.39
$389,818.60
Trison Contracting Inc.
$466,827.24
$420,392.39
Epic Paving & Contracting
Ltd
$476,663.72
$429,250.44
Melrose Paving Co. Ltd
$507-210.67
$456,758.92
Royalcrest Paving Ltd
$589,003.01
$530,415.45
Brennan Paving &
Construction
$742,770.55
$668,887.89