Loading...
HomeMy WebLinkAboutFSD-038-23Clarftwn Staff 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: October 16, 2023 Submitted By: Trevor Pinn, Deputy CAO/Treasurer Reviewed By: Mary -Anne Dempster, CAO File Number: Report Number: FSD-038-23 By-law Number: Resolution#:GG-167-23 Report Subject: 2023 Contract Awards During Summer Recess Recommendation: 1. That Report FSD-038-23, and any related delegations or communication items, be received for information. Municipality of Clarington Report FSD-038-23 Report Overview To report to Council on the contracts awarded during Council Recess. 1. Background Page 2 1.1 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. Refer to Purchasing By - Law #2021-077, Part 3 Section 61, Council Recess Procedures. During the summer recess of 2023 there were 4 contract awards that would normally necessitate a report to Council. 2. Comments 2.1 In accordance with Purchasing By-law #2021-077, the following contracts were awarded during Council Recess: PS Report# Contract# Description PS-014-23 RFP2023-5 Active Transportation Master Plan & Wayfinding System Strategy PS-018-23 CL2023-19 Partial roof replacement at the Bowmanville Indoor Soccer PS-020-23 CL2023-8 Pavement Rehabilitation PS-021-23 CL2023-26 Supply and Delivery of Two Tractors 2.2 A copy of the recommending Purchasing Services Reports for the above noted projects are attached as Attachments. 3. Financial Considerations Not Applicable. Municipality of Clarington Page 3 Report FSD-038-23 4. Concurrence Not Applicable. 5. Conclusion It is respectfully recommended that Council receives this report for information. Staff Contact: Trevor Pinn, CPA,CA, Deputy CAO/Treasurer, 905-623-3379 x2602 or tpinn@clarington.net. Attachments: Attachment 1 - PS-014-23 Active Transportation Master Plan & Wayfinding System Strategy Attachment 2 - PS-018-23 Partial roof replacement at the Bowmanville Indoor Soccer Attachment 3 - PS-020-23 Pavement Rehabilitation Attachment 4 - PS-021-23 Supply and Delivery of Two Tractors Interested Parties: There are no interested parties to be notified of Council's decision. Attachment 1 to Report FSD-038-23 ciffftma Report Purchasing Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Purchasing Services-014-23 Report Date: June 23, 2023 Submitted By: David Ferguson, Purchasing Manager Reviewed By: Mary -Anne Dempster, CAO File Number: RFP2023-5 Report Subject: Active Transportation Master Plan and Wayfinding System Strategy - Summer Recess Procedure (Purchasina By -Law 2021-077 S.61) Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That the proposal received from WSP Canada Inc. being the most responsive bidder meeting all terms, conditions and specifications of RFP2023-5 be awarded the contract for the provision of consulting services for the Active Transportation Master Plan and Wayfinding System Strategy, as required by the Planning and Infrastructure Services Department; and 2. That the total funds required to complete this project in the amount of $121,037.41 (Net HST Rebate), be approved. Attachment 1 to Report FSD-038-23 Municipality of Clarington Report Purchasing Services-014-23 1. Background Page 2 1.1 The Municipality requires the assistance of a qualified firm to conduct an Active Transportation Master Plan and Wayfinding System Strategy. The Active Transportation Master Plan (ATMP) aims to establish an active transportation network plan, inform policies, and develop an implementation program/schedule to support Clarington's vision for a safe, integrated, and cohesive transportation network for all modes of active travel including walking, cycling, and other non -motorized modes of travel and mobility devices. The ATMP will also recognize and review the integration of active transportation with public transit routes for the formation of a complete and connected network. 1.2 The Wayfinding System Strategy will complement the ATMP and serve to inform and guide active transportation users in a navigational and advisory capacity, inform policies, encourage, and promote utilization of these features, and develop an implementation program / schedule to complement the ATMP. 1.3 A Request for Proposal (RFP) was developed to allow the Municipality to select a qualified Consultant with the skills, resources, and experience necessary to complete the Active Transportation Master Plan and Wayfinding System Strategy in accordance with the terms of reference provided by the Planning and Infrastructure Services Department. 1.4 RFP2023-5 was issued by the Purchasing Services Division and advertised electronically on the Municipality of Clarington's (the Municipality) website. Notification of the availability of the document was also posted on the Ontario Public Buyers Association's website. The RFP was structured on a three -envelope system with price being an evaluated factor. 1.5 In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2021-077, Part 2 Section 61, Council Recess Procedures. 2. Analysis 2.1 The RFP closed April 12, 2023. 2.2 The RFP stipulated, among other things, that the proponents were to provide a description of the Firm/Consulting team, key qualifications, firm profile, highlights of past service and experience of team members with projects of similar size, nature, and complexity, and demonstrate an understanding of the Municipality's requirements. Attachment 1 to Report FSD-038-23 Municipality of Clarington Report Purchasing Services-014-23 Page 3 2.3 Eleven companies downloaded the document. Four proposals were received (refer to Attachment 1) by the stipulated closing date and time. All proposals received complied with Phase 1 - Mandatory submission requirements and were distributed to the evaluation committee for review, evaluation and scoring. 2.4 The technical proposals were 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 three staff members from the Planning and Infrastructure Services Department. 2.5 The evaluation committee met to review and agree upon the overall scores for each proposal. Some of the areas on which the submissions were evaluated were as follows: • The Proponent's understanding of the Municipality's requirements, the project and any related issues or concerns; • The Proponent's experience performing similar work on projects of comparable nature, size, and scope, in a municipality of similar population size within the last five years; • The proposed team members and their roles and experience; • The proposed timeline to complete the required tasks; • A methodology describing the Proponent's project management approach, work plan, goals, objectives, and methods of communications to be utilized to meet the requested deadlines; and • The proposed solution must include a detailed work plan indicating the project method, schedule, Gantt chart, tasks and deliverables showing an estimated overall timeline of the project. 2.6 Upon completion of the evaluation, three of the four submissions met the established passing threshold of 80 percent for Phase 2 — Technical Submission and moved forward to Phase 3 - Pricing. It was determined by the evaluation committee, that a presentation from the short-listed proponents would not be required. 2.7 The pricing envelopes were opened and evaluated as prescribed in the RFP document. 2.8 Upon completion of the evaluation scoring, the recommendation is to award to the highest ranked proponent, WSP Canada Inc. 2.9 WSP Canada Inc. has provided services to the Municipality in the past, therefore references were not checked. Attachment 1 to Report FSD-038-23 Municipality of Clarington Page 4 Report Purchasing Services-014-23 3. Financial Considerations 3.1 The Municipality was successful in receiving $50,000 of federal grant funding for the creation of the Wayfinding System Strategy through the Active Transportation Fund as per Report #PDS-042-22 and Resolution #JC044-22. 3.2 The funding required for this project is $121,037.41 (Net HST Rebate) and is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount Active Transportation Master Plan 110-32-331-83459-7401 $70,000 Wayfinding System Strategy 110-32-331-83459-7401 49,850 DC Services Related to Highways Reserve Fund 586-00-000-00000-7418 1,187 4. Concurrence This report has been reviewed by the Director of Planning and Infrastructure Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that WSP Canada Inc. be awarded the contract for the provision of the Active Transportation Master Plan and Wayfinding System Strategy in accordance with the terms and conditions of RFP2023-5. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379- Ext 2209 or dferguson@clarington.net. Attachments: Attachment 1 — Summary of Submissions Received Attachment 1 to Report FSD-038-23 Municipality of Clarington Report Purchasing Services-014-23 Attachment 1 - Summary of Submissions Received Municipality of Clarington Page 5 RFP2023-5 — Active Transportation Master Plan and Wayfinding System Strategy Bid Summary Bidder CIMA Canada Inc.* 11 Paradigm Transportation Solutions Ltd.* Urban Systems and Fathom Studio WSP Canada Inc. Note: * Denotes Proponents who were shortlisted. Attachment 2 to Report FSD-038-23 clffftwn Report Purchasing Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Purchasing Services-018-23 Report Date: July 24, 2023 Submitted By: David Ferguson, Purchasing Manager Reviewed By: Mary -Anne Dempster, CAO File Number: CL2023-19 Report Subject: Partial Roof Replacement — Bowmanville Indoor Soccer - Summer Recess Procedure (Purchasina By -Law 2021-077 S.61) Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: That Masi Group Inc., with a total bid amount of $608,000.00 being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2023-19 be awarded the contract for the Partial Roof Replacement at the Bowmanville Indoor Soccer facility (BIS) as required by the Community Services Department; 2. That the total funds required for this project in the amount of $675,060.00, which includes construction costs of $608,000.00 and other costs such as consulting, contract administration and contingencies of $67,060.00 be approved. Attachment 2 to Report FSD-038-23 Municipality of Clarington Report Purchasing Services-018-23 1. Background Page 2 1.1 Tender specifications were prepared by Barry Bryan and Associates and provided by the Community Services Department to the Purchasing Services Division, for the partial roof replacement at the Bowmanville Indoor Soccer facility. This work is required as a result of windstorm damage in December 2022. 1.2 Tender CL2023-19 was issued by the Purchasing Services Division and advertised on the Municipality's website. Notification was also posted on the Ontario Public Buyers Association's website. The Tender closed on May 29, 2023. 2. Analysis 2.1 Twenty-four plan takers downloaded the tender document. Nine bids were received in response to the call. The submissions were reviewed by the Purchasing Services Division (see attachment 1), and all were deemed compliant. The results were forwarded to the Community Services Department for their consideration and review. 2.2 The Purchasing Services Division completed reference checks for the low bidder, however the references received were unsatisfactory and the low bid was removed from consideration and deemed non -compliant. 2.3 The Purchasing Services Division completed reference checks for the second low bidder, Masi Group Inc. References were deemed satisfactory and provided to the Community Services Department for consideration. 2.4 After review and analysis by the Community Services Department and the Purchasing Services Division, it was mutually agreed that the second low compliant bidder, Masi Group Inc., be recommended for the award of tender CL2023-19. 3. Financial Considerations 3.1 As part of the 2023 budget deliberations, $862,800 (Net HST Rebate) was approved for the design and replacement of the roof at the Municipal Administration Centre (MAC). Due to the storm damage and urgency to repair the roof at the Bowmanville Indoor Soccer (BIS) facility, the Community Services Department requested that a portion of the funds budgeted for the MAC roof replacement be re -aligned to complete the repairs needed at BIS. 3.2 An insurance claim has been submitted to the Durham Municipal Insurance Pool (DMIP) to off set a portion of the cost to complete the repair. The estimated reimbursable amount for this claim is $75,293.70 (Net HST Rebate) and includes the $10,000.00 Attachment 2 to Report FSD-038-23 Municipality of Clarington Page 3 Report Purchasing Services-018-23 deductible. The DMIP hired a contractor to assess the roof and provide them with an estimate to replace the entire roof. It was determined that the storm damaged 23% of the total roof area. The assessment was then used to calculate the amount that could be recovered by the Municipality. The Municipality has requested a reconsideration as the represented repair cost does not represent the original roof construction. 3.3 The total funds required for this contract in the amount of $675,060.00, which includes construction costs of $608,000.00 and other costs such as consulting, contract administration and contingencies of $67,060.00 be funded from the following account: Description Account Number Amount 2023 Various Roof Replacements 110-42-421-83687-7401 $675,060 3.4 Queries with respect to the department's needs, specifications, etc. should be referred to the Director of Community Services. 4. Concurrence This report has been reviewed by the Director of Community Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Masi Group Inc., with a total bid price of $608,000.00 being the low compliant bidder be awarded the contract for the Partial Roof Replacement at the Bowmanville Indoor Soccer facility (BIS) in accordance with the terms, conditions and specifications of tender CL2023-19. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net. Attachments: Attachment 1 - Summary of Bid Results Interested Parties: List of Interested Parties available from Department. Attachment 2 to Report FSD-038-23 Municipality of Clarington Page 4 Report Purchasing Services-018-23 Attachment #1 Municipality of Clarington CL2023-19 Partial Roof Replacement at the Bowmanville Indoor Soccer Bid Summary Bidder Total Bid Price (excluding HST) Total Bid Price (including HST) Masi Group Inc. $608,000.00 $687,040.00 Stybek Roofing Ltd 626,655.00 708,120.15 Always Roofing Ltd 640,990.00 724,318.70 T.P. Crawford Ltd 691,152.87 781,002.74 Applewood Roofing & Sheet Metal 711,730.00 804,254.90 E-D Roofing Ltd 797,000.00 900,610.00 Crawford Roofing Corp 880,000.00 994,400.00 Semple Gooder Roofing Corp 996,255.48 1,125,768.69 T Hamilton & Son Roofing Inc. Non -Compliant Non -Compliant Attachment 3 to Report FSD-038-23 clffftwn Report Purchasing Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Purchasing Services-020-23 Report Date: August 23, 2023 Submitted By: David Ferguson, Purchasing Manager Reviewed By: Mary -Anne Dempster, CAO File Number: CL2023-8 Report Subject: 2023 Pavement Rehabilitation - Summer Recess Procedure (Purchasina By -Law 2021-077 S.61) Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: That D. Crupi & Sons Ltd. with a bid amount of $1,241,348.77 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of tender CL2023-8 be awarded the contract for the 2023 pavement Rehabilitation work as required by the Planning and Infrastructure Services Department; and 2. That the total estimated funds required for this project in the amount of $1,424,300.00 (Net HST Rebate) which includes construction costs of $1,241,348.77 (Net HST Rebate) and other related costs such as geotechnical investigation, material testing, contingency in the amount of $182,951.22 (Net HST Rebate) be approved. Attachment 3 to Report FSD-038-23 Municipality of Clarington Page 2 Report Purchasing Services-020-23 1. Background 1.1 Tender specifications for pavement rehabilitation work were provided by the Planning and Infrastructure Services Department to the Purchasing Services Division. 1.2 The pavement rehabilitation work for the tender included the following: • removal and replacement of surface asphalt and base asphalt (where required), • concrete curb and gutter removal and replacement, • structure adjustments, • pavement line painting, and • associated restoration. 1.3 The surface asphalt work included the following: • placement of final lift of asphalt, • base asphalt repairs (where required), • concrete curb installation at catch basins, • structure adjustments, • pavement line painting, and • associated restoration. 1.4 CL2023-8 was issued by the Purchasing Services Division and advertised on the Municipality's website. A notification was also posted on the Ontario Public Buyers Association's website. The tender closed on August 3, 2023. 1.5 In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2021-077, Part 2 Section 61, Council Recess Procedures. 2. Analysis 2.1 Seventeen companies downloaded the tender document. Three submissions were received, and all were deemed compliant. 2.2 The results were forwarded to the Planning and Infrastructure Services Department for review and consideration. Attachment 3 to Report FSD-038-23 Municipality of Clarington Page 3 Report Purchasing Services-020-23 2.3 After review and analysis by the Planning and Infrastructure Services Department and the Purchasing Services Division, it was mutually agreed that the low, compliant bidder, D. Crupi & Sons Ltd. be recommended for award of tender CL2023-8. No reference checks were completed for D. Crupi & Sons Ltd. as they have performed work for the Municipality in the past and their work has been satisfactory. 3. Financial Considerations 3.1 The total estimated funds for this project in the amount of $1,424,300.00 (Net HST Rebate) which includes construction costs of $1,241,348.77 (Net HST Rebate) and other related costs such as geotechnical investigation, material testing, contingency in the amount of $182,951.22 (Net HST Rebate) is included in the approved Capital Budget and be funded from the following account: Description Account Number Amount Pavement Rehabilitation 110-50-330-83212-7401 $328,000 Prospect Street Reconstruction 110-32-330-83242-7401 134,611 CCBF — 2022 Pavement Rehab 110-32-330-83242-7401 39,389 Funding O'Dell Street Reconstruction 110-50-330-83414-7401 91,000 CCBF — 2022 Pavement Rehab 110-50-330-83414-7401 13,600 Funding Lambs Lane Reconstruction 110-32-330-83445-7401 135,400 North Scugog Court 110-32-330-83358-7401 59,500 Development Charge — Roads and 110-32-330-83358-7401) 20,520 Related Municipal Capital Works Reserve 110-32-330-83358-7401 2,280 Fund Green Road Roundabout 110-50-330-83276-7401 72,450 Development Charge — Roads and 110-50-330-83276-7401 84,150 Related Attachment 3 to Report FSD-038-23 Municipality of Clarington Report Purchasing Services-020-23 Page 4 Description Account Number Amount Port Darlington / East Shore Drive 110-32-330-83442-7401 140,928 Extension Development Charge — Roads and 110-32-330-83442-7401 35,272 Related Alexander Boulevard / Liberty Place 110-32-330-83451-7401 34,151 Reconstruction CCBF — 2022 Pavement Rehab 110-32-330-83451-7401 29,149 Funding Rudell Road (Region of Durham 110-50-330-83212-7402 203,900 Recovery) 3.2 Contract administration and construction inspection services will be completed internally by Planning and Infrastructure Services Staff for this project. 3.3 Queries with respect to the departments needs, specifications, etc., should be referred to the Director of Planning and Infrastructure Services. 4. Concurrence This report has been reviewed by the Director of Planning and Infrastructure Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that D. Crupi & Sons Ltd. with a bid amount of $1,241,348.77 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of tender CL2023-8 be awarded the contract for the 2023 pavement Rehabilitation work as required by the Planning and Infrastructure Services Department. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net. Attachments: Attachment 1 — Bid Summary Attachment 3 to Report FSD-038-23 Municipality of Clarington Report Purchasinq Services-020-23 Page 5 Attachment #1 — to Report Purchasing Services-020-23 Municipality of Clarington CL2023-8 2023 Pavement Rehabilitation Bid Summary Bidder Total Bid (Including HST) Total Bid (Net HST Rebate) D. Crupi & Sons Limited $1,378,463.16 $1,241,348.77 Green Infrastructure Partners Inc. $1,511,370.03 $1,361,035.52 IPAC Paving $1,513,044.97 $1,362,543.86 Attachment 4 to Report FSD-038-23 clffftwn Report Purchasing Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Purchasing Services-021-23 Report Date: August 23, 2023 Submitted By: David Ferguson, Purchasing Manager Reviewed By: Mary -Anne Dempster, CAO File Number: CL2023-26 Report Subject: Supply and Delivery of Two Tractors — Summer Recess Procedure (Purchasina By -Law 2021-077 S.61) Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Green Tractors Inc. with a bid amount of $699,675.23 (Net HST) being the low, compliant bidder meeting all terms, conditions and specifications of CL2023- 26 be awarded the contract for the Supply and Delivery of Two Tractors; and 2. That the total estimated funds required for this project in the amount of $703,675 (Net HST) include $699,675.23 (Net HST) for the two new tractors and other costs such as radios, GPS units and Clarington decal lettering and striping in the amount of $4,000 (Net HST) be approved. Attachment 4 to Report FSD-038-23 Municipality of Clarington Report Purchasing Services-021-23 1. Background Page 2 1.1 Tender specifications for the supply and delivery of two tractors were prepared by the Public Works Department and provided to the Purchasing Services Division. One tractor has a plow mount and 60" side rotary mower and the other tractor has a horst plow mount with a rear stow side boom mower. 1.2 CL2023-26 was issued by the Purchasing Services Division and advertised on the Municipality's website. Notification was also posted on the Ontario Public Buyers Association's website. The tender closed on July 7, 2023. 1.3 In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2021-077, Part 2 Section 61, Council Recess Procedures. 2. Analysis 2.1 Two submissions were received and deemed compliant (see Attachment 1). 2.2 Bidders were able to bid on one or both tractors. There was also the option for Bidders to provide a trade-in credit for a 2012 tractor with horst plow mount and side deck rotary mower. 2.3 After review and analysis by the Public Works Department and the Purchasing Services Division, the low bidder for both tractors, including trade-in credit, was Green Tractors Inc. It was mutually agreed that the low, compliant bidder, Green Tractors Inc. be recommended for award of the supply and delivery of two tractors for tender CL2023- 26. 3. Financial Considerations 3.1 The total estimated cost for the two tractors and other associated costs exceeds the allocated budget by $52,675 (Net HST). The bid included a trade-in credit in the amount of $50,880 (Net HST). The additional funds required for the two new tractors will be funded through the trade-in credit and the remaining amount of $1,795 (Net HST Rebate) will be funded from the Operations Equipment Reserve Fund. The total estimated funds required for the project in the amount of $703,675 (Net HST) include $699,675.23 (Net HST) for the two new tractors and other costs such as radios, GPS units and Clarington decal lettering and striping in the amount of $4,000 (Net HST) is in the approved budget allocation as provided and will be funded from the following account: Attachment 4 to Report FSD-038-23 Municipality of Clarington Report Purchasinq Services-021-23 Page 3 Description Account Number Amount 2023 Fleet New Roads 110-36-388-83643-7401 $388,000 2023 Fleet Replacement Roads 110-36-388-83642-7401 263,000 Operations Equipment Reserve Fund 110-36-388-83642-7401 1,795 3.2 Queries with respect to the departments needs, specifications, etc., should be referred to the Director of Public Works. 4. Concurrence This report has been reviewed by the Director of Public Works who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Green Tractors Inc. with a bid amount of $699,675.23 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of tender CL2023-26 be awarded the contract for the supply and delivery of two tractors as required by the Public Works Department. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net. Attachments: Attachment 1 — Bid Summary Attachment 4 to Report FSD-038-23 Municipality of Clarington Report Purchasing Services-021-23 Municipality of Clarington Summary of Bid Results Tender CL2023-26 Supply and Delivery of Two Tractors Page 4 Bidder Total Bid (Net HST) Green Tractors Inc. $699,675.23 Bob Mark New Holland 739,795.20 11 Bidders could bid on one or both tractors. There was the option for Bidders to offer a trade-in credit for a 2012 tractor. The Total Bid does not include the trade-in credit.