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Staff Report
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Report To: General Government Committee Report Number: COD-018-19
Date of Meeting: September 23, 2019 By-law Number:
Submitted By: Marie Marano, Director of Corporate Services
Trevor Pinn, Director of Finance/Treasurer
Reviewed By: Andrew C. Allison, GAO Resolution#: GG-446-19
File Number:
Report Subject: C12019-21 Waterfront Trail Upgrades
Recommendations:
1. That Report COD-018-19 be received;
2. That Gray's Landscaping & Snow Removal Inc. with a total bid amount of
$499,853.79 (Net HST Rebate) being the lowest compliant bidder meeting all terms,
conditions and specifications of Tender CL2019-21 be awarded the contract
Waterfront Trail Upgrades, as required by the Engineering Services Department;
3. That the funds required for this project in the amount of $581,200.00 (Net HST
Rebate) which includes the construction cost of $499,853.79 (Net HST Rebate)
engineering design and testing/inspection be funded by the Municipality from the
approved budget allocations as follows:
Pave the Waterfront Trail 110-32-331-83449-7401 $495,965
(Bowmanville Ave. to West Beach Road)
(2018 & 2019)
Bowmanville Creek Valley Trail 110-32-325-83257-7401 $85,235
(Baseline to Waterfront)
4. That all interested parties listed in Report COD-018-19, and any delegations be
advised of Council's decision.
Page110
Municipality of Clarington
Report COD-018-19
Report Overview
To request authorization from Council to award the contract for the completion of the
upgrades as required for the Waterfront Trail.
1. Background
Page 2
1.1. Tender specifications for upgrades to the existing waterfront trail alignment including
grading, drainage, paving, road crossing treatments, amenity/seating etc. were
prepared by the consultant and Engineering Services and provided to the Purchasing
Services Division.
1.2. Tender CL2019-21 was prepared and 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.
Twenty (20) Companies downloaded the tender document two of which were
Construction Associations.
1.3. The Tender closed September 4, 2019.
2. Analysis
2.1. Six (6) bids were received in response to the tender call.
2.2. Of the fourteen (14) companies who downloaded the tender documents but chose not
submit pricing:
• Two were construction associations;
• Four companies advised that due to current workload that they were not able to
meet the proposed schedule of the project;
• Three companies advised that given the scope of work that they could not price
competitively;
• Five of the plan takers contacted did respond to our request for information.
2.3. The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1). All submissions were deemed compliant.
2.4. The results were forwarded to the Engineering Services Department for their review and
consideration.
Municipality of Clarington
Report COD-018-19
Page 3
2.5. 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, Gray's
Landscaping and Snow Removal Inc. be recommended for the award contract CL2019-
21 (see Attachment 2).
2.6. Gray's Landscaping & Snow Removal Inc. has successfully completed work for the
Municipality in the past.
3. Financial
3.1. Total funds required for this this project in the amount of $581,200.00 (Net HST Rebate)
which includes the construction cost of $499,853.79 (Net HST Rebate), design, soil
testing, inspection and contract administration plus contingencies be funded by the
Municipality from the approved budget allocations as follows:
Pave the Waterfront Trail 110-32-331-83449-7401 $495,965
(Bowmanville Ave to West Beach Rd)
(2018 & 2019)
Bowmanville Creek Valley Trail 110-32-325-83257-7401 $85,235
(Baseline to Waterfront)
3.2. As per submissions received, the low bid received there remains a shortfall in the Pave
the Waterfront Trail (Bowmanville Ave. to West Beach Road) G/L account of $125,965.
Funding from the Bowmanville Creek Valley Trail (Baseline to Waterfront) - 110-32-325-
83257-7401 in the amount of $125,965 will be utilized to cover this shortfall as the two
projects are related
3.3. Queries with respect to the department needs, specifications, etc. should be referred to
the Director of Engineering Services.
4. Concurrence
This report has been reviewed by the Director of Engineering Services who concurs
with the recommendations.
Municipality of Clarington
Report COD-018-19
5. Conclusion
Page 4
It is respectfully recommended that Gray's Landscaping & Snow Removal Inc. being the
lowest compliant bid be awarded the contract for the Waterfront Trail Upgrades with all
work being completed in accordance to all terms, conditions specifications and drawings
of tender CL2019-29
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext.2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Attachment 2 — Memo from Engineering
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington
Report COD-018-19
Attachment 1
Bid Summary
CL2019-21 Waterfront Trail Upgrades
Page 5
BIDDER
Total Bid
(including HST)
TOTAL BID
(Net HST Rebate)
Gray's Landscaping & Snow Removal Inc.
$555,065.63
$499,853.79
CSL Group Ltd.
$630,943.07
$568,183.78
Royalcrest Paving & Contracting
$811,157.11 *
$730,472.10
M&S Architectural Concrete Ltd.
$869,509.33*
$783,020.08
Dig -Con International Ltd.
$973,481.44*
$876,650.19
Forest Ridge Landscaping Inc.
$1,553,003.07
$1.398.527.37
Note: this denotes an addition error within the bid submission.
Clarftwn Memo
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Co-ordinator at 905-623-3379 ext. 2131
To:
David Ferguson, Purchasing Manager
From:
Peter Windolf, Manager — Park Development
Date:
September 12, 2019
Subject:
CL2019-21 —Waterfront Trail Upgrades
File:
PA.Waterfront Trail (Waverley to West Beach)
The Engineering Services Department has reviewed the submissions for CL2019-21
and offers the following comments.
Road I Limits I Description
Waterfront Trail Bowmanville Avenue to West Beach Upgrades to the existing
Upgrades Road waterfront trail alignment
including grading, drainage,
paving, road crossing
treatments, amenity/seating,
etc.
The low bidder on this contract was Gray's Landscaping & Snow Removal Inc. Based
on past experience with this contractor, we recommend award of the contract to Gray's
Landscaping & Snow Removal Inc. in the amount of $555,065.63 inclusive of HST, or
$499,853.79, net of HST rebate.
A total contingency amount of approximately 10.0% of construction costs is required for
this project, based on past experience. The tender includes provisional items that equal
approximately 6.8% of the construction cost, so 3.2% of construction costs have been
carried to bring the contingency to the required 10.0%. Therefore, including other costs
such as design, soil testing, inspection and contract administration, 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 L1C 3A6 1 905-623-3379
File No.: PA.Waterfront Trail (Waverley to West Beach)
Construction (net of HST) (Based on Low Bid)
$499,853.79
Other costs (net of HST)
$81,346.21
Total Project Value
$581,200.00
Budget Amount:
• Pave the Waterfront Trail (Bowmanville Ave. to West Beach
$230,000.00
Road) (2018 Budget)
110-32-331-83449-7401
• Pave the Waterfront Trail (Bowmanville Ave. to West Beach
$140,000.00
Road) (2019 Budget)
110-32-331-83449-7401
• Bowmanville Creek Valley Trail (Baseline to Waterfront)
$211,200.00
110-32-325-83257-7401
Total
$581,200.00
A more detailed breakdown to be provided to Finance to provide necessary
information for tracking of Tangible Capital Assets (TCA).
As per the pricing low bid received there remains a shortfall in the Pave the Waterfront
Trail (Bowmanville Ave. to West Beach Road) - 110-32-331-83449-7401 account of
$125,964.70. Funding from the the Bowmanville Creek Valley Trail (Baseline to
Waterfront) - 110-32-325-83257-7401 in the amount of $125,964.70 will be utilized to
cover this shortfall as the two projects are related.
Based on the 2019 Budget allocation for the project as well as for continuity, cost
efficiencies, and maintaining project schedule, CIMA+ will complete the inspection and
contract administration. This 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.
Considering all project costs, there is sufficient funding available and the Engineering
Department recommends that the Purchasing Department 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.
Page 12
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379
File No.: PA.Waterfront Trail (Waverley to West Beach)
Regards,
Peter Windolf
Manager — Park Development
M,
Pc: Trevor Pinn, Director of Finance
Marie Marano, Director of Corporate Services
A.S. Cannella, Director of Engineering Services
R. Albright, Assistant Director of Engineering Services
R. Brezina, Capital Works Engineer
Page 13
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379