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Home My WebLink AboutCOD-004-19 Clarftwn Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: March 25, 2019 Report Number: COD-004-19 Resolution: GG-180-19 File Number: CL2019-2 By-law Number: Report Subject: Baseline Road Extension and Lambs Road Reconstruction Recommendations: 1. That Report COD-004-19 be received; 2. That Hard-Co Construction Ltd. with a total bid amount of $2,295,466.83 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2019-2 be awarded the contract for the Baseline Road extension and Lambs Road Reconstruction, as required by the Engineering Services Department; 3. That the funds required for this project in the amount of $3,106,000.00 (Net HST Rebate) which includes the construction cost of $2,295,466.83 (Net HST Rebate) and other costs such as design, soil testing, utility relocation, inspection, contract administration, permit fees and contingency of $810,533.18 (Net HST Rebate) be funded by the Municipality as follows: Baseline Rd (2018 Budget) (Lambs to Bennett) 110-32-330-83314-7401 $2,116,000.00 Lambs Rd (2018 Budget) (Baseline to 275m north of Baseline) 110-32-330-84336-7401 $ 790,000.00 Baseline Rd and Lambs Rd Street Lighting (2019 Budget) 110-32-324-84336-7401 $ 200,000.00 4. That all interested parties listed in Report COD-004-19 and any delegations be advised of Council's decision by the Corporate Services Department. Municipality of Clarington Page 2 Report COD-004-19 Report Overview To request authorization from Council to award the contract for the completion of the extension of Baseline Road and the reconstruction of Lambs Road as detailed in the tender document and as required by the Municipality of Clarington's Engineering Services Department. 1 . Background 1.1 Tender specifications were prepared by the Engineering Services Department and CIMA and provided to the Purchasing Services Division. 1.2 Tender CL2019-2 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. Thirty- five (35) Companies downloaded the tender document. 1.3 The Tender closed March 5, 2019. 2. Analysis 2.1 Nine (9) bids were received in response to the tender call. The Bids were reviewed and tabulated by the Purchasing Services Division (see Attachment 1). All submission received were deemed compliant. 2.2 The results were forwarded to the Engineering Services Department for their review and consideration. 2.3 After review and analysis of the submissions by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Hard- Co Construction Ltd. be recommended for the award of contract CL2019-2 (see Attachment 2). 2.4 Hard-Co Construction Ltd. has successfully completed work for the Municipality in the past. 3. Financial 3.1 The funds required for this project in the amount of $3,106,000.00 (Net HST Rebate) which includes the construction cost of $2,295,466.83 (Net HST Rebate) and other costs such as design, soil testing, utility relocation, inspection, contract administration, permit fees and contingency of $810,533.18 (Net HST Rebate) be funded by the Municipality as follows: Baseline Rd (2018 Budget) (Lambs to Bennett) 110-32-330-83314-7401 $2,116,000.00 Lambs Rd (2018 Budget) Municipality of Clarington Page 3 Report COD-004-19 (Baseline to 275m north of Baseline) 110-32-330-84336-7401 $ 790,000.00 Baseline Rd and Lambs Rd Street Lighting (2019 Budget) 110-32-324-84336-7401 $ 200,000.00 4. Concurrence This report has been reviewed by the Director of Engineering Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Hard-Co Construction Ltd. being the lowest compliant bid be awarded the contract for the Baseline Road Extension and Lambs Road Reconstruction with all work being completed in accordance to all terms, conditions, specifications and drawings of Tender CL2019-2 6. Strategic Plan Application Not applicable. Submitted by: Reviewed bya Marie Marano, H.B. Sc., C.M.O., for Andrew C. Allison, B. Comm, LL.B Director of Corporate Services CAO ,f —7z�� /—I-"- Trevor Pinn, CPA, CA. Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 2209 or dfergusion@clarington.net Attachments: 1) Bid Summary 2) Engineering Recommendation Memo List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Attachment 1 to Municipality of Clarington Report COD-004-19 Bid Summary CL2019-2 — Baseline Road Extension and Lambs Road Reconstruction BIDDER Total Bid TOTAL BID (including HST) (Net HST Rebate) Hard-Co Construction $2,549,014.85 $2,295,466.82 I Eagleson Construction $2,864,358.61* $2,579,443.66 I Ratcliff Excavating & Grinding Inc. $3,057,444.67* $2,753,323.63 I Coco Paving Inc. $3,147,865.89 $2,834,750.73 Dave Boyle Excavating Ltd $3,357,941.20 $3,023,930.05 Elirpa Construction & Materials Ltd. $3,449,556.89 $3,106,432.83 Dekeyser Excavating Ltd. $3,375,079.06 $3,039,363.23 Ambler & Co. Inc. $3,541,512.99 $3,189,242.14 Premier North Ltd. $1,130,162,008.95* $1,017,745,894.08 Note: Bids with an * denote pricing corrected due to mathematical error. 0 Report COD-004-19 Orlin Attachment 2 cimingoIl Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: David Ferguson, Purchasing Manager From: Anthony S. Cannella, Director of Engineering Services Date: Mar 15, 2019 Subject: CL2019-2 Baseline Rd Extension and Lambs Rd Reconstruction File: CRC.Baseline Rd.2 The Engineering Services Department has reviewed the submissions for CL2019-2 and offers the following comments. The project includes the extension of Baseline Rd from Lambs Rd to Bennett Rd, and the reconstruction of Lambs Rd from Baseline Rd to approximately 300 m north of Baseline Rd. Baseline Rd will be constructed to a rural cross section, and Lambs Rd will be an urban cross section. The project includes street lighting on Baseline Rd from Haines St to Bennett Rd and on Lambs Rd from Baseline Rd to Highway 2. The project includes a portion of the natural channel construction that is required to convey storm water runoff from the Science and Tech Park. The low bidder on this contract was Hard-Co Construction Ltd. Based on past experience with this contractor, we recommend award of the contract to Hard-Co Construction Ltd in the amount of $2,549,014.86 inclusive of HST, or $2,295,466.83, net of HST rebate. A contingency amount of 10% is carried forward. Therefore, including other costs such as design, soil testing, utility relocation, inspection and contract administration, permit fees, contingencies, and net HST costs, the Engineering Department advises of the following funding: Page 11 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 Report COD-004-19 Attachment 2 File No.: CRC.Baseline Rd.2 Construction (net of HST) (Based on Low Bid) $2,295,466.82 Other costs (net of HST) $810,533.18 Total Project Value $3,106,000.00 Budget Amount: Baseline Rd (Lambs to Bennett) (2018 budget) $2,116,000.00 110-32-330-83314-7401 Lambs Rd (Baseline to 275m north of Baseline) (2018 budget) $790,000.00 110-32-330-84336-7401 Baseline Rd and Lambs Rd Street Lighting (2019 budget) $200,000.00 110-32-324-84336-7401 Total $3,106,000.00 * A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). The project is required as part of the agreement with Toyota, and is funded from development charges. The original intent was to construct Baseline Rd to an urban cross section. Due to concerns regarding budget, the project was re-designed with Baseline Rd as a rural cross section. In order to control construction costs, the Engineering Dept also arranged for placement of excess fill on adjacent private property, to the mutual benefit of all parties. It is estimated that this effort reduced the construction costs by approximately $500,000 compared to other projects where the contractor is required to find a disposal site and truck the material away. Revisions to the Master Drainage Plan for the Science and Tech Park are required as part of the approval process, and the project costs include completion of the revisions. Based on the 2018 budget allocation for the project as well as for continuity, cost efficiencies, and maintaining the project schedule, CIMA will complete the inspection and contract administration. This is important to ensure environmental considerations that were discussed through the Environmental Assessment and approvals process are adhered to, as well as discussions with the adjacent property owners who are accepting Page 12 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 Report COD-004-19 Attachment 2 File No.: CRC.Baseline Rd.2 excess fill material. It is important to have the design consultant available during construction to address any changes that may be required and to provide stamped as- constructed drawings at the completion of the project. We recommend that Purchasing move forward with the award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Anthony S. Cannella Director of Engineering Services ASC/RA/SB/cv Pc: Trevor Pinn, Director of Finance Marie Marano, Director of Corporate Services R. Albright, Assistant Director of Engineering Services S. Bagshaw, Capital Works Manager Page 13 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 Report COD-004-19 Attachment 2 File No.: CRC.Baseline Rd.2 rJ900: 0 z a P N SITE CP 73p HWY 44i KEY MAP N-T.S. Page 4 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379