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Corporate Services
Report
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Report To: General Government Committee
Date of Meeting: May 6, 2019
Report Number: COD -005-19 Resolution: GG -294-19
File Number: CL2019-5 By-law Number:
Report Subject: 2019 Surface Asphalt, Various Locations
Recommendations:
1. That Report COD -005-19 be received;
2. That Coco Paving Inc. with a total bid amount of $472,511.80 (Net HST Rebate) being
the lowest compliant bidder meeting all terms, conditions and specifications of Tender
CL2019-5 be awarded the contract for the 2019 Surface Asphalt, Various Locations, as
required by the Engineering Services Department;
3. That the funds required for this project in the amount of $530,000.00 (Net HST Rebate)
which includes the construction cost of $472,511.80 (Net HST Rebate) and other costs
such as material testing and contingency of $57,488.20 (Net HST Rebate) be funded by
the Municipality as follows:
Third St Reconstruction
(West of Bernard to Liberty) 110-32-330-83331-7401 $ 31,000.00
Middle Rd (Con Rd 3 to urban Limit) 110-32-330-83268-7401
Scugog St/Middle Rd Reconstruction 110-32-330-83375-7401
Concession Rd 3 (Middle to Gimblett) 110-32-330-83416-7401
Church Street (Emily St to King Ave) 110-32-330-83211-7401
Sidewall Replacement
Developer Recovery
(No Frills, Newcastle)
110-32-331-83215-7401
110-32-331-83215-7403
$ 201,000.00
$ 75,000.00
$ 163,000.00
$ 41,000.00
$ 4,000.00
$ 15,000.00
4. That all interested parties listed in Report COD -005-19 and any delegations be advised
of Council's decision by the Corporate Services Department.
Municipality of Clarington
Report COD -005-19
Report Overview
Page 2
To request authorization from Council to award the contract 2019 Surface Asphalt for
various locations 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
provided to the Purchasing Services Division.
1.2 Tender CL2019-5 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. Seven
(7) Companies downloaded the tender document.
1.3 This project involves the placement of the final lift of asphalt at the various locations
where the road was previously reconstructed. Refer to Attachment 2 for the locations.
1.4 The Tender closed March 29, 2019.
2. Analysis
2.1 Three (3) 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, Coco
Paving Inc. be recommended for the award of contract CL2019-5 (see Attachment 2).
2.4 Coco Paving Inc. has successfully completed work for the Municipality in the past.
3. Financial
3.1 The funds required for this project in the amount of $530,000.00 (Net HST Rebate) which
includes the construction cost of $472,511.80 (Net HST Rebate) and other costs such as
material testing and contingency of $57,488.20 (Net HST Rebate) be funded by the
Municipality from the approved budget allocations as follows :
Third St Reconstruction
(West of Bernard to Liberty) 110-32-330-83331-7401 $ 31,000.00
Middle Rd (Con Rd 3 to urban Limit) 110-32-330-83268-7401 $ 201,000.00
Scugog St/Middle Rd Reconstruction 110-32-330-83375-7401 $ 75,000.00
Municipality of Clarington Page 3
Report COD -005-19
Concession Rd 3 (Middle to Gimblett) 110-32-330-83416-7401 $ 163,000.00
Church Street (Emily St to King Ave) 110-32-330-83211-7401 $ 41,000.00
Sidewall Replacement 110-32-331-83215-7401 $ 4,000.00
Developer Recovery
(No Frills, Newcastle) 110-32-331-83215-7403 $ 15,000.00
$530,000.00
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 Coco Paving Inc. being the lowest compliant bid be
awarded the contract for the 2019 Surface Asphalt, Various Locations with all work being
completed in accordance to all terms, conditions, specifications and drawings of Tender
CL2019-5
6. Strategic Plan Application
Not applicable.
Submitted by:
Marie Marano, H.B. Sc., C.M.O.,
Director of Corporate ices
Trevor Pinn, CPA, CA.
Director of Finance/Treasurer
Reviewed by:
Andrew C. Allison, B. Comm, LL.B
CAO
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.
Municiaality of Clarin
Bid Summary
Attachment 1 to
)ort COD -005-19
CL2019-5 — 2019 Surface Asphalt, Various Locations
Bidder
Total Bid
Total Bid
(including HST)
(Net HST Rebate)
■
Coco Paving Inc.
$ 524,703.56
$ 472,511.80
Ashland Paving Ltd.
$ 680,178.33
$ 612,521.66
D. Crupi & Sons Limited
$ 735,474.03
$ 662,317.14
0
rin Attachment 2 COD-005-19
C114 1 ng tol I Memo
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Co-ordinator at 905-623-3379 ext. 2131
To: David Ferguson, Purchasing Manager
From: Ron Albright, Assistant Director of Engineering Services
Date: April 18, 2019
Subject: CL2019-5 - 2019 Surface Asphalt, Various Locations
File: CSA.2019.1
The Engineering Services Department has reviewed the submissions for CL2019-5 and
offers the following comments.
The work involves placement of the final lift of asphalt at the locations listed below,
where the road was previously reconstructed. Surface asphalt is typically deferred for
two years to allow for any settlement to occur.
Location
Limits
Third St
West of Bernard St to Liberty St
Middle Rd
Con Rd 3 to urban limit
Scugog St
Bons Ave to Con Rd 3
Con Rd 3
Middle Rd to Gimblett St
Church St
Emily St to King Ave
North St (sidewalk repairs)
North of King Ave
The low bidder on this contract was Coco Paving Inc. Based on past experience with
this contractor, we recommend award of the contract to Coco Paving Inc. in the amount
of $524,703.56 inclusive of HST, or $472,511.80, net of HST rebate.
A contingency amount of 10% is carried forward. Design and tendering was completed
by staff, and inspection and contract administration will also be completed in-house.
Page 11
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379
Attachment 2 COD -005-19
File No.: CSA.2019.1 Page 12
Therefore, including other costs such as material testing, contingencies and net HST
costs, the Engineering Department advises of the following funding:
Construction (net of HST) (Based on Low Bid)
$472,511.80
Other costs (net of HST)
$57,488.20
Total Project Value
$530,000.00
Budget Amount:
Third St Reconstruction (West of Bernard to Liberty)
$31,000.00
110-32-330-83331-7401 (2015 and 2019)
Middle Rd (Con Rd 3 to urban limit)
$201,000.00
110-32-330-83268-7401
Scugog St/Middle Rd Reconstruction
$75,000.00
110-32-330-83375-7401
Concession Road 3 (Middle to Gimblett)
$163,000.00
110-32-330-83416-7401
Church Street (Emily St to King Ave)
$41,000.00
110-32-330-83211-7401 (2017 and 2019)
Sidewalk Replacement
$4,000.00
110-32-331-83215-7401
Developer Recovery (No Frills, Newcastle)
$15,000.00
110-32-331-83215-7403
Total
$530,000.00
* A more detailed breakdown to be provided to Finance to provide necessary
information for tracking of Tangible Capital Assets (TCA).
For material testing, the Engineering Department will obtain three quotes for the
services, and will award the work to the lowest bidder.
Page 12
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON UC 3A6 1905-623-3379
File No.: CSA.2019.1
Attachment 2 COD -005-19
rMIj
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,
Assistant Director of E
RA/SB/cv
ng Services
Pc: Trevor Pinn, Director of Finance
A.S. Cannella, 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
File No.: CSA.2019.1
CRT
BOWMANVILLE
STREET
NEWCASTLE
13ROWVIEW
Attachment 2 COD -005-19
Page 14
APR 2 3 2019
MUNICIPALITY OF CLARINGTON
PURCHASING DEPARTMENT
Page 14
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379