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Home My WebLink AboutCOD-016-14 If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102 ClaboOff Report Corporate Services Meeting: General Purpose and Administration Committee Date: September 8, 2014 Resolution#: N/A Report#: COD-016-14 File#: Subject: Contract Awards During Council Recess Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: a) That Report COD-016-14 be received. Submitted by: Reviewed by - Marie Marano, H.B.Sc., C.M.O., Franklin Wu, Director of Corporate Services Chief Administrative Officer MM\DF\cb Municipality of Clarington Report COD-016-14 Page 2 Report Overview To report to Council the contracts awarded during Council recess. Background 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. During the summer recess of 2014 there were five contract awards that would normally necessitate a report to Council. Comments 2. In accordance with Purchasing By-law 2010-112, Part 2, Section 67, the following contracts were awarded during the Council Recess. CL2014-11, Construction of Scugog Street Neighbourhood Park CL2014-12, Bowmanville Creek Erosion Remediation CL2014-13, Orono Arena & Foster Creek Erosion Remediation CL2014-15, 2014 Street Lighting, Various Locations RFP2014- 9, Energy Efficiency and Water Conservation Performance Assessment A copy of the recommending Report Memos for the above noted projects are attached as Attachments "1", "2", "Y, "4" and "Y respectively. Concurrence 3. Not applicable. Conclusion 4. The actions taken by Staff as documented in the attached Report Memos be provided for Council's information. Municipality of Clarington Report COD-016-14 Page 3 Strategic Plan Application Not applicable. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson @clarington.net Attachments: Attachment 1 PS-009-14 CL2014-11 Construction of Scugog Street Neighbourhood Park Attachment 2 PS-010-14 CL2014-12 Bowmanville Creek Erosion Remediation Attachment 3 PS-012-14 CL2014-13 Orono Arena & Foster Creek Erosion Remediation Attachment 4 PS-011-14 CL2014-15 2014 Street Lighting, Various Locations Attachment 5 PS-013-14 RFP2014-9 Energy Efficiency and Water Conservation Performance Assessment There are no interested parties to be advised of Council's decision. Attachment 1 to Report COD- 016- 14 ciffingo'n Report Purchasing Services Date: July 24, 2014 To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#: PS-009-14 File#: CL2014-11 Subject: CL2014-11 — Construction of Scugog Street Neighbourhood Park Summer Recess Procedure (Purchasing By-Law 2010-112, S. 67) Recommendations: It is respectfully recommended to the Chief Administrative Office the following: a) That Report PS-009-14 be received; b) That Royalcrest Paving and Contracting Limited, Toronto, Ontario with a total bid in the amount of $316,551.24 (net of HST Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2014-11 be awarded the contract for the Construction of Scugog Street Neighbourhood Park as required by the Municipality of Clarington, Engineering Department; and c) That the funds required in the amount of$366,665.00 (which includes $316,551.24 net of HST Rebate for construction, tendering, design, other costs and contingencies) be drawn from the following account: Knox Park Construction 110-32-325-83302-7401 (2014) ............................................................$367,000.00 Municipality of Clarington Report PS-009-14 Page 2 Recommended by: David Ferguson, Vanag , Purchasing Date Services Concurrence: Tony Cannella, Director of Engineering Date NancyTaylor,'Director of Finance l , Datd Approved by: Frank Wu, Chief Administrative Officer Date DF\bh c M. Marano, Director, Corporate Services Municipality of Clarington Report PS-009-14 Page 3 Report Overview To request approval for the tender award for CL2014-11 Construction of Scugog Street Neighbourhood Park. Background 1. Tender specifications were provided by Henry Kortekaas & Associates Incorporated for the Construction of Scugog Street Neighbourhood Park. 2. Tender CL2014-11 Construction of Scugog Street Neighbourhood Park was advertised electronically on the Municipality's website and the Ontario Public Buyer's Association website. Subsequently, tenders were received and tabulated as per Attachment 1. Analysis 3. A total of three (3) submissions were received in response to the tender call. Two (2) submissions were deemed compliant. 4. The bid submission from TBG Landscape Incorporated, Whitevale, Ontario was deemed non-compliant as unit prices were not provided. 5. After further review and analysis of the bids by the Engineering Department and Purchasing, it was mutually agreed that the low bidder, Royalcrest Paving and Construction Limited, Toronto, Ontario be recommended for the contract for the construction of Scugog Street Neighbourhood Park. The recommendation memo from the Engineering Department summarizing the project and costs is appended as Attachment 2. 6. Royalcrest Paving and Construction Limited has provided similar services to the Municipality of Clarington and the level of service and quality has been satisfactory. 7. Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering. 8. The total project cost of$366,665.00 includes $316,551.24 (net of HST Rebate) for construction, tendering, design, other costs and contingencies. The funding and costs for this project are outlined in the memo from Engineering Services (Attachment 2). Municipality of Clarington Report PS-009-14 Page 4 9. Funding for this project will be drawn from the following account: Knox Park Construction 110-32-325-83302-7401 (2014) ............................................................$367,000.00 Concurrence 10. This report has been reviewed by Tony Cannella, Director of Engineering Services who concurs with the recommendations. Conclusion 11. To award the contract to Royalcrest Paving and Construction Limited, Toronto, Ontario for the Scugog Street Neighbourhood Park construction project. Strategic Plan Application The recommendations contained in this report supports investing in infrastructure as outlined in the Strategic Plan. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net Attachments: Attachment 1 - Bid Tabulation Attachment 2 — Recommendation Memo from Engineering Services Municipality of Clarington Report PS-009-14 Attachment 1 Municipality Of Clarington Bid Summary Tender CL2014-11 Scugog Street Neighbourhood Park BIDDER TOTAL BID TOTAL BID (HST Included) (Net of HST Rebate) Royalcrest Paving and Contracting Limited $351,516.22 $316,551.24 Toronto, ON Hawkins Contracting Services Limited $352,337.44 $317,290.77 Stouffville, ON TBG Landscape Inc. Pickering, ON non-compliant non-compliant Municipality of Clarington Report PS-009-14 Attachment 2 MEMOLeading the Way TO: David Ferguson, Purchasing Manager FROM: Peter Windolf, Park Development Manager DATE: July 22, 2014 SUBJECT: Scugog Street neighbourhood Park Construction Tender CL2014-11 I have reviewed the low bid by Royalcrest Paving and Contracting Ltd. and offer the following comments: In 2014 Council approved $367,000 for the construction of Knox Neighbourhood Park, now known as Scugog Street Neighbourhood Park. Royalcrest Paving and Contracting Ltd. has successfully completed many projects for the municipality in the past, including Tooley's Mill Park in 2014 and Rosswell Park parking lot in 2012. I recommend award of the contract in the amount of$311,076.30 plus HST ($316, 551.24 net of HST rebate) for the park development project. A contingency allowance of 9% including net HST rebate is carried forward. Contract administration and construction inspection will be done by municipal staff. The Engineering Services Department advises the following breakdown for the above referenced project: Project Breakdown Total Project Value $311,076 contract award $ 21,250 design $ 27,997 contingency allowance $ 6,342 net HST $366,665 2014 Approved Budget Amount Knox Park Construction $367,000 110 32 325 83302 7401 Budget over (under) ($335) Scugog Street Neighbourhood Park Construction CL2014-11 2 Should you have any questions, please feel free to contact me. Regards, Peter Windolf, OALA, CSL Manager Park Development m Cc Nancy Taylor, Director of Finance Tony Cannella, Director of Engineering CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 Attachment 2 to Report COD- 016- 14 ciffinooff Report Purchasing Services Date: August 6, 2014 To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#: PS-010-14 File#: CL2014-12 Subject: CL2014-12 — Bowmanville Creek Erosion Remediation Summer Recess Procedure (Purchasing By-Law 2010-112, S. 67) Recommendations: It is respectfully recommended to the Chief Administrative Office the following: a) That Report PS-010-14 be received; b) That TBG Landscape Incorporated, Whitevale, Ontario with a total bid in the amount of$214,480.05 (net of HST Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2014-12 be awarded the contract for Bowmanville Creek Erosion Remediation as required by the Municipality of Clarington, Engineering Department; and c) That the funds required in the amount of$297,500.00 (which includes $214,480.05 net of HST Rebate for construction, tendering, design, contact administration, other costs and contingencies) be drawn from the following account: Bowmanville Creek Erosion Protection North of Longworth Ave 110-32-340-83418-7401 .......................................................................$222,500.00 Region of Durham 110-00-000-00000-1010 ........................................................................$ 42,000.00 Total Budget Amount $264,500.00 d) THAT the use of additional funds required for the work required for the Bowmanville Creek Erosion Protection in the amount of$33,000.00 (net HST Rebate) be provided from the following Accounts : Bowmanville Creek Erosion Control (at Jackman Road) 110-32-340-83419-7401 (2013) .............................................................$ 33,000.00 Total Additional Funding $ 33,000.00 Municipality of Clarington Report PS-010-14 Page 2 Recommended by: David Ferguson, Manager, Purchasing Date Services Concurrence: �Z Ton Cannella, Djr ctor of TPeering Date .Nancy Taylor, Director of Finance r40�t� Date Approved by: 1 Frank Wu; Chief Administrative Officer Date r D F\b6s7hi cc: M. Marano, Director, Corporate Services Municipality of Clarington Report PS-010-14 Page 3 Report Overview To request approval for the tender award for CL2014-12 Bowmanville Creek Erosion. Background 1. Tender specifications were provided by CIMA for the Bowmanville Creek Erosion. 2. Tender CL2014-12 Bowmanville Creek Erosion was advertised electronically on the Municipality's website and the Ontario Public Buyer's Association website. Subsequently, tenders were received and tabulated as per Attachment 1. Analysis 3. A total of five (5) submissions were received in response to the tender call. All submissions were deemed compliant. 4. After further review and analysis of the bids by the Engineering Department and Purchasing, it was mutually agreed that the low bidder, TBG Landscape Incorporated, Whitevale, Ontario be recommended for the contract for the Bowmanville Creek Erosion. The recommendation memo from the Engineering Department summarizing the project and costs is appended as Attachment 2. 5. TBG Landscape Incorporated has provided similar services to the Municipality of Clarington and the level of service and quality has been satisfactory. 6. Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering. 7. The total project cost of$297,500.00 includes $214,480:05 (net of HST Rebate) for construction, tendering, design, contract administration, other costs and contingencies. The funding and costs for this project are outlined in the memo from Engineering Services (Attachment 2). 8. To release the funding for the Bowmanville Creek Erosion Control at Jackman Road to fund the erosion remediation work upstream of Longworth Avenue. The work at Jackman Road is complete and no additional costs are expected. The $33,000.00 from account 110-32-340-83419-7401 would be directed to account 110-32-340-83418-7401. Municipality of Clarington Report PS-010-14 Page 4 9. Funding for this project will be drawn from the following account: Bowmanville Creek Erosion Protection North of Longworth Ave 110-32-340-83418-7401 ....................................................................$222,500.00 Bowmanville Creek Erosion Control (at Jackman Road) 110-32-340-83419-7401 (2013) ...........................................................$ 33,000.00 Region of Durham 110-00-000-00000-1010 .....................................................................$ 42,000.00 Total Budget Amount $297,500.00 Concurrence 10. This report has been reviewed by Tony Cannella, Director of Engineering Services who concurs with the recommendations. Conclusion 11. To award the contract to TBG Landscape Incorporated, Whitevale, Ontario for the Bowmanville Creek Erosion. Strategic Plan Application The recommendations contained in this report supports investing in infrastructure as outlined in the Strategic Plan. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net Attachments: Attachment 1 - Bid Tabulation Attachment 2 — Recommendation Memo from Engineering Services Municipality of Clarington Report PS-010-14 Page 5 Attachment 1 Municipality Of Clarington Bid Summary Tender CL2014-12 Bowmanville Creek Erosion BIDDER TOTAL BID TOTAL BID (HST Included) (Net of HST Rebate) TBG Landscape Inc. Whitevale, ON $238,170.65 $214,480.05 Cambridge Landscaping Inc. Cambridge, ON $240,753.85 $216,806.29 The Ontario Construction Company Limited $306,932.86 $276,402.55 Niagara-on-the-Lake, ON 560789 Ontario Limited Acton, ON $332,835.85 $299,728.99 Tervita Corporation Burlington, ON $339,088.19 $305,359.42 ; Y I�71 Leading the Way MEMO TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services DATE: August 5, 2014 RE: Bowmanville Creek Erosion Remediation CL2014-12 The Engineering Services Department has reviewed the submissions for CL2014-12 and offers the following comments. The project includes erosion remediation work on the upstream side of Longworth Avenue on both sides of the creek, as shown on the attached site location plan. There was an extension error in the low bid from TBG Landscape Inc., however this did not affect the bid order. Based on past experience with this contractor, we recommend award of the contract to TBG Landscape Inc. in the amount of $238,170.65, inclusive of HST, or $214,480.05, net of HST rebate. Due to past experiences on similar projects, a contingency amount of 10% is carried forward. The attached cost apportionment shows the total project costs including contingencies and material testing, and the budget for each site. The project was initiated by Clarington because the erosion could threaten the road embankment on the north side of Longworth Avenue. The project costs will be shared with the Region of Durham because they have a watermain crossing the creek at this location which could also be affected by the erosion. The project will benefit both levels of government and costs are shared based on the scope of work required to protect the respective infrastructure. Funding for the project will come from the accounts noted in the table below. Construction (net of HST) (Based on Low Bid) $214,480.05 Design, Tendering, Contract Administration (net of HST), Material $83,019.95 Testing, Permits, and Contingencies Total Project Value (Clarington Share) $297,500.00 Budget Amount Bowmanville Creek Erosion Protection North of Longworth Ave 110-32-340-83418-7401 (2013) $22,500.00 110-32-340-83418-7401 (2014) $200,000.00 Bowmanville Creek Erosion Control (At Jackman Road) 110-32-340-83419-7401 (2013) $33,000.00 Region of Durham 110-X-X-X-1010 $42,000.00 Total Budget Amount $297,500.00 Estimated Unexpended Budget $0.00 Additional Funding Required $0.00 The Bowmanville Creek Erosion Control (At Jackman Road) project was completed in 2013 with no additional costs expected and therefore it is recommended that the necessary funding noted above be released to fund the erosion remediation work upstream of Longworth Avenue. The additional funding will be directed to account 110- 32-340-83418-7401. We recommend that Purchasing 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. Regards, Z-' �.. Ron Albright, P. Eng. Assistant Director RA/sb/nl Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services `!'/ \�� I I�''Ot°```,,'✓ \`' ; !--I 111 �-J 1 � bA I_.. _.._ - � ��•r�� X11:�.��_. � �--� �- �, -- � --•j �__1 'c.: �. .%' jT lily �� — i.. TM }i0 n C� T MeadoNme- BOWMANVILLIEI'� I stoill Fou rth,. fJ--- BOWMANVILLE CREEK EROSION WORKS - - --- 1 f I I r min —I f rl I I Municipality of Clarington CB_2014-12, Bowmanville Creek Erosion Remediation Municipality of Clarington and Region of Durham Tender No.CL2014-12 CIMA Project No.C14-0014 Cost Apportionment Based on Low Bid Owner Municipality of Clarington Region of Durham 2013 Budget Bowmanville 2014 Budget Bowmanville Comments Description Total - Creek at Jackman Rd- Creek at Longworth Unknown Carry" Over Account No. 110-32-340-83419-7401 110-32-340-83418-7401 Unknown Construction Costs(CL2014-12) $ 210,770.49 $ 26,000.00 $ 154,971.40 $ 29,799.09 Prorated items and quantities on east Embankment Remediation to ROD(see itemized breakdown) Engineering Design(CIMA) $ 22,800.00 $ - $ 19,800.00 $ 3,000.00 PO#08570 for$19,800 Additional$3,000 for watermain crossing design Contract Administration&Inspection(12%+1-) $ 25,300.00 $ 3,120.00 $ 18,600.00 $ 3,580.00 Prorated and Estimated based on construction Other Project Costs Materials Testing and Fish Rescue During Construction S 3,500.00 $ - $ 2,500.00 $ 1,000.00 Estimate Geotechnical Investigations $ 5,900.00 $ - $ 5,900.00 $ - Geologic Quote Net HST(1.76%) $ 4,721.56 $ 512.51 $ 3,551.18 $ 657.87 Contingency(10%+1-) $ 23,607.96 $ 3,367.49 $ 16,277.43 $ 3,963.04 Includes Net HST CLOCA Standard Permit'B'Fee $ 900.00 $ - $ 900.00 $ - Tax Exempt Total Project Costs $ 297,500.00 $ 33,000.00 $ 222,500.00 $ 42,000.00 Includes Net HST BudgetAmount $305,500.00 $ 33,000.00 $_ 222,500.00 $ 50,000.00 Under/(Over)Budget $ 8,000.00 -$ 0.00 -$ 0.00 $ 8,000.00 All values are exclusive of HST unless otherwise noted Attachment 3 to Report COD- 016- 14 ciffiflooft Report Purchasing Services Date: August 6, 2014 To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#: PS-012-14 File#: CL2014-13 Subject: CL2014-13 — Orono Arena and Foster Creek Erosion Remediation Summer Recess Procedure (Purchasing By-Law 2010-112, S. 67) Recommendations: It is respectfully recommended to the Chief Administrative Office the following: a) That Report PS-012-14 be received; b) That TBG Landscape Inc., Whitevale, Ontario with a total bid in the amount of $117,331.85 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2014-13 be awarded the contract for Orono Arena & Foster Creek Erosion Remediation as required by the Municipality of Clarington, Engineering Department; and c) That the funds required in the amount of$144,000.00 (which includes $117,331,85 net of HST Rebate for erosion remediation work, contract administration, material testing and contingencies) be drawn from the following accounts: Orono Arena Storm Outfall Erosion Remediation 110-32-340-83668-7401 (2014) .............................................................$ 80,000.00 Foster Creek Remediation South of King Ave 110-32-340-83317-7401 (2014) .....:......................................................$ 51,000.00 Total Budget Amount $ 131,000.00 d) THAT the use of additional funds required for the work required for the Orono Arena Storm Outfall Erosion Remediation in the amount of $13,000.00 (net HST Rebate) be provided from the following Accounts Mill Street Reconstruction 110-32-330-83362-7401 (2011) ..............................................................$13,000.00 Total Additional Funding $13,000.00 Municipality of Clarington Report PS-012-14 Page 2 Recommended by: x bavid Ferguson, Manager, Purchasing Date Services Concurrence: ony Canney, 15irWc-torfEngineering Date Cy"t4,(' 4ad'f (y( Nancy faylor, Director of Finance ate Approved by: Frank Wu, Chief Administrative Officer Date DF\bKS,.M cc: M. Marano, Director, Corporate Services Municipality of Clarington Report PS-012-14 Page 3 Report Overview To request approval for the tender award for CL2014-13 Orono Arena and Foster Creek Erosion Remediation Background 1. Tender specifications were provided by CIMA Canada Incorporated for the erosion remediation work required for the Orono Arena Storm outfall and for Foster Creek area south of King Ave. 2. Tender CL2014-13 Orono Arena and Foster Creek Erosion Remediation was advertised electronically on the Municipality's website and the Ontario Public Buyer's Association website. Subsequently, tenders were received and tabulated as per Attachment 1. Analysis 3. A total of five (5) submissions were received in response to the tender call. All submissions were deemed compliant. 4. After further review and analysis of the bids by the Engineering Department and Purchasing, it was mutually agreed that the low bidder, TBG Landscape Inc., Whitevale, Ontario be recommended for the contract for the Orono Arena and Foster Creek Erosion Remediation. The recommendation memo from the Engineering Department summarizing the project and costs is appended as Attachment 2. 5. TBG Landscape Inc. has provided similar services to the Municipality of Clarington and the level of service and quality has been satisfactory. 6. Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering. 7. The total project cost of$144,000.00 includes $117,331.85 (net of HST Rebate) for erosion remediation, contract administration, material testing and contingencies. The funding and costs for this project are outlined in the memo from Engineering Services (Attachment 2). . Municipality of Clarington Report PS-012-14 Page 4 8. Funding for this project will be drawn from the following account: Orono Arena Storm Outfall Erosion Remediation 110-32-340-83668-7401 (2014) ...........................................................$ 80,000.00 Foster Creek Remediation South of King Ave 110-32-340-83317-7401 (2014) ..........................................................$ 51,000.00 Mill Street Reconstruction 110-32-330-83362-7401 (2011) ............................................................$13,000.00 $144,000.00 Concurrence 9. This report has been reviewed by Tony Cannella, Director of Engineering Services who concurs with the recommendations. Conclusion 10. To award the contract to TBG Landscape Inc., Whitevale, Toronto, Ontario for the Orono Arena and Foster Creek Erosion Remediation project. Strategic Plan Application The recommendations contained in this report supports investing in infrastructure as outlined in the Strategic Plan. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson @clarington.net Attachments: Attachment 1 - Bid Tabulation Attachment 2 — Recommendation Memo from Engineering Services Municipality of Clarington Report PS-012-14 Page 5 Attachment 1 Municipality Of Clarington Bid Summary Tender CL2014-13 Orono Arena & Foster Creek Remediation Bidder Total Bid Total Bid (Hst Included) (Net Of Hst Rebate) TBG Landscape Inc. Whitevale, ON $ 130,291.86 $ 117,331.86 Kawartha Capital Corp. $ 160,269.03 $ 144,327.23 Peterborough, ON The Ontario Construction Company Limited. $ 245,675.56 $ 221,238.45 Niagara-on-the-Lake, ON Dynex Construction Inc. $ 321,001.93 $ 289,072.18 Concord, ON CSL Group Ltd. $ 3,313,100.68 ** $2,983,549.78* Ancaster, ON *adjusted for arithmetic errors — used lump sum for unit pricing so when extended the pricing was increased dramatically Leading the Way MEMO TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services DATE: August 5, 2014 RE: Orono Arena and Foster Creek Erosion Remediation CL2014-13 The Engineering Services Department has reviewed the submissions for CL2014-13 and offers the following comments. The project includes erosion remediation work at the storm sewer outlet on the west side of the Orono Arena parking lot, and at Foster Creek adjacent to the Lion's Trail approximately 60 m south of King Avenue in Newcastle, as shown on the attached site location plans. Based on past experience with this contractor, we recommend award of the contract to TBG Landscape Inc. in the amount of $130,291.86, inclusive of HST, or $117,331.85, net of HST rebate. Due to past experiences on similar projects, a contingency amount of 10% is carried forward. The attached cost apportionment shows the total project costs including contingencies and material testing, and the budget for each site. . ;I .; ,. „tl � _;!:': '.. I'll; IC, I i'.:f, iif •I'ilt ,l Funding for the project will come from the accounts noted in the table below. Construction (net of HST) (Based on Low Bid) $117,331.85 Contract Administration (net of HST), Material Testing, and $ 26,668.15 Contingencies Total Project Value $144,000.00 Budget Amount Orono Arena Storm Outfall Erosion Remediation 110-32-340-83668-7401 (2014) $80,000.00 Foster Ck Remediation South of King Ave, 110-32-340-83317-7401 (2014) $95,000.00 Total Budget Amount $175,000.00 Estimated Unexpended Budget (Foster Ck) $44,000.00 Additional Funding Required (Orono Arena) $13,000.00 Due to the different funding sources (i.e. Foster Creek is funded from Development Charges, and Orono Arena is funded from tax levies) the surplus from Foster Creek cannot be used to fund the shortfall for Orono Arena. In reviewing our accounts we have identified the Mill Street Reconstruction project (110- 32-330-83362-7401) as one in which we are comfortable releasing the unexpended tax levy portion of the funding, closing the account and transferring $13,000 or the remaining $13,773.45 to the Orono Arena project (account 110-32-340-83668-7401). Both of these projects are funded through tax levy so the funding types are compatible. The Mill Street project was completed in 2011 with no additional costs expected. We recommend that Purchasing move forward with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Ron Albright, P. Eng. Assistant Director RA/s b/n I Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services � � _ _ I Evu llff.EU EFT Al ORONO rIB—k�-TE T a OTC ct ONCESSION ROADS ORONO ARENA STORM 0 UTF L --//,-7.`EROSION REMEDIATION J� / > �� If ;A ---------------- -F-11 GRAOY DR RNE ANDREW STREET 0 GOYD F 0 THO"i'S *)LE GEORGE$To GEORGE ST E GEORGE ST E GRAHAM IT 0 11 ri A .1 MOT STREET MACASTLIE OATLEYGT KING AVENUE EAST 'M LILLIAN HARMER DRIVE LJ L -ST FOSTENCREERDRV u BLGO 10 STANFORD 0 .1 c"'.I ST LARK UNESTE I I I f—,I " TAKIN—IME _T CRESCENT RAVE' ID-IIAIDITW EMMARO STREET EAST IC OFU_] 1111ET1 o EDWARD TERCRES N IIIAS T �-TFT FULFT FOSTER REEK REMEDIATION Municipality of Ciarington Orono Arena and Foster Creak Erosion Rernediation Cost Apportionment Based on Low Bid July-23-14 Contract CL2014-13 Vlllunicpality of Clarigton Description Total Comments Orono Arena Foster Creek 110-32-340- 110-32-340- Account Number/PO 83668-7401 83317-7401 Construction Costs Contract CL2014-13 PART W: ORONO ARENA STORM SEWER OUTFALL EROSION REMEDIATION $ 74,447.13 $ 74,447.13 $ - PART'B': FOSTER CREEK EROSION REMEDIATION, 60 m SOUTH $ 40,855.40 $ - $ 40,855.40 OF KING AVE, NEWCASTLE Sub-Total Construction $ 115,302.53 $ 74,447.13 $. 40,855.40 1.76% Unrecoverable HST $ 2,029.32 $ 1,310.26 $ 719.06 Total Construction Cost Net of FIST Rebate $ 117,331.85 $ 75,757.39 $ 41,574.46 Other Costs Survey and Baseplan Update $ 1,000.00 $ 1,000.00 Cima proposal Construction Admin., Inspection and Materials Testing $ 13,800.00 $ 8,910.22 $ 4,889.78 Cima proposal Sub-Total Other Costs $ 14,800.00 $ 9,910.22 $ 4,889.78 1.76% Unrecoverable HST $ 260.48 $ 174.42 $ 86.06 10% Contingencies (Including 1.76% Net HST). $ 11,607.67 $ 7,157.97 $ 4,449.70 for Rounding Total Other Costs Net of FIST Rebate $ 26,668.15 $ 17,242461 $ 9,425.54 Total Estimated Project Costs $ 144,000.00 $ 93,000.00 $ 51,000.00 Budget Amount $ 80,000.00 $ 95,000.00 Under/(Over) Budget Amount $ (13,000.00)1 $ 44,000.00 All Costs Exclude HST Unless Indicated Otherwise Attachment 4 to Report COD- 016- 14 ciffbooft Report Purchasing Services Date: August 19, 2014 To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#: PS-011-14 File#: CL2014-15 Subject: CL2014-15 — 2014 Street Lighting, Various Locations Summer Recess Procedure (Purchasing By-Law 2010-112, S. 67) Recommendations: It is respectfully recommended to the Chief Administrative Office the following: a) That Report PS-011-14 be received; b) That Langley Utilities Contracting Limited, Bowmanville, Ontario with a total bid in the amount of$257,693.97 (net of HST Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2014-15 be awarded the contract for the 2014 Street Lighting, Various Locations as required by the Municipality of Clarington, Engineering Department; and c) That the funds required in the amount of$307,356.00 (which includes $257,693.97 net of HST Rebate for construction plus tendering, design, other costs and contingencies) be drawn from the following account: Street Lighting Installation, Various 110-32-324-83221-7401 (2014).................................................... $59,230.27 110-32-324-83221-7401 (2013) ................................................... $49,769.73 Liberty Street Lighting (Con Rd 3 to Sydel Ct) 4 110-32-324-83360-7401 (2014) ...................................................$106,000.00 Build Canada Fund 110-32-330-83347-7401 ............................................................. $ 23,356.00 Developer Contribution 110-32-324-83221-7401 ........................................................... $ 46,000.00 City of Oshawa 110-32-324-83221-7401.............................................................$ 23,000.00 Total Budget .......................................................................... $307,356.00 Municipality of Clarington Report PS-011-14 Page 2 Recommended by: David Ferguson, Mai ager, Purchasing Date Services. Concurrence: 9 Tony Cannella, Director of Engineering Date Nancy.Taylor, Director of Finance Date Approved by: fZ Frank Wu, Chief Administrative Officer Date DF\sm cc: M. Marano, Director, Corporate Services Municipality of Clarington Report PS-011-14 Page 3 Report Overview To request approval for the tender award for CL2014-15 Street Lighting Various Locations. Background 1. Tender specifications were provided by AECOM for the 2014 Street Lighting, Various Locations. 2. Tender CL2014-15 2014 Street Lighting, Various Locations was advertised in the Daily Commercial News and electronically on the Municipality's website and the Ontario Public Buyer's Association website. Subsequently, tenders were received and tabulated as per Attachment 1. Analysis 3. A total of four (4) submissions were received in response to the tender call. All submissions were deemed compliant. 4. After further review and analysis of the bids by the Engineering Department and Purchasing, it was mutually agreed that the low bidder, Langley Utilities Contracting Limited, Bowmanville, Ontario be recommended for the contract for the 2014 Street Lighting, Various Locations. The recommendation memo from the Engineering Department summarizing the project and costs is appended as Attachment 2. 5. Langley Utilities Contracting Limited has provided similar services to the Municipality of Clarington and the level of service and quality has been satisfactory. 6. Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering. 7. The total project cost of$307,356.00 includes $257,693.97 (net of HST Rebate) for construction, plus tendering design, other costs and contingencies. The funding and costs for this project are outlined in the memo from Engineering Services (Attachment 2). Municipality of Clarington Report PS-011-14 Page 4 8. Funding for this project will be drawn from the following account: Street Lighting Installation, Various 110-32-324-83221-7401 (2014)................................................. $ 59,230.27 110-32-324-83221-7401 (2013) ................................................ $ 49,769.73 Liberty Street Lighting (Con Rd 3 to Sydel Ct) 110-32-324-83360-7401(2014).................................................. $106,000.00 Build Canada Fund 110-32-330-83347-7401 .......................................................... $ 23,356.00 Developer Contribution 110-32-324-83221-7401 .......................................................... $ 46,000.00 City of Oshawa 110-32-324-83221-7401 .................. ............ $ 23,000.00 Total Budget ........................................................................ $307,356.00 Concurrence 9. This report has been reviewed by Tony Cannella, Director of Engineering Services who concurs with the recommendations. Conclusion 10. To award the contract to Langley Utilities Contracting Limited, Bowmanville, Ontario for the 2014 Street Lighting Various Locations. Strategic Plan Application The recommendations contained in this report supports investing in infrastructure as outlined in the Strategic Plan. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net Attachments: Attachment 1 - Bid Tabulation Attachment 2 - Recommendation Memo from Engineering Services Municipality of Clarington Report PS-011-14 Page 5 Attachment 1 Municipality Of Clarington Bid Summary Tender CL2014-15 2014 Street Lighting Various Locations BIDDER TOTAL BID TOTAL BID (HST Included) (Net of HST Rebate) Langley Utilities Contracting Limited Bowmanville, ON $286,157.81 $257,693.97 Guild Electric Limited Toronto, ON $290,968.39 $262,026.05 Aline Utility Limited Lindsay, ON $383,177.35 $345,063.07 Black & McDonald Limited Scarborough, ON $393,383.42 $354,253.95 Attachment 2 M ME M 0 Leadi:g the Way TO: David Ferguson, Purchasing Manager FROM: Ron Albright, Assistant Director, Engineering Services DATE: August 15, 2014 RE: 2014 Street Lighting, Various Locations CL2014-15 The Engineering Services Department has reviewed the submissions for CL2014-15 and offers the following comments. The project includes installation of street lights at various locations throughout the Municipality, as shown in the table below. Location Limits Liberty St Concession Rd 3 to Sydel Ct Concession Rd 7 At Solina Rd — Intersection Lighting Concession Rd 7 At Middle Rd — Intersection Lighting Concession Rd 7 At Old Scugog Rd — Intersection Lighting Concession Rd 7 At Townline Rd — Intersection Lighting Gord Vinson Ave Fenning Dr to Rosswell Dr Concession Rd 4 At RR 57 — Intersection Lighting Old Kingston Rd Highway 2 to Osgoode Gt Glenabbey Dr At Townline Rd South— Intersection Lighting Highway 2 Newcastle Fire Hall to Rudell Rd Based on past experience with this contractor, we recommend award of the contract to Langley Utilities Contracting Ltd. in the amount of $286,157.81, inclusive of HST, or $257,693.97, net of HST rebate. 2014 Street Lighting, Various Locations, CL2014-15 2 August 15, 2014 Due to past experiences on similar projects, a contingency amount of 5% is carried forward. The attached cost apportionment shows the total project costs including design, connection fees and contingencies and the budget for each site. The City of Oshawa has agreed to pay a 50% share of the cost for installation of street lights at Concession Road 7 and Townline Road, in accordance with the Boundary Road Agreement. The Municipality of Clarington is also pursuing cost sharing from Hyrdo One at 50% of the cost of this location due to their use of this intersection to access the Enniskillen Transformer Station. The collection of this amount will be contingent on Hydro One entering into the lease agreement with Clarington for the use of Townline Road. If the agreement is executed the costs from Hydro One will be split evenly between the Various Street Lighting account and the City of Oshawa based on the 50% cost sharing agreement. Construction of street lights on Gord Vinson Dr was included in the developer's responsibilities under the subdivision agreement. Funding for the proposed street lights will be provided by the developer which staff are currently working with the developers consultant to finalize details. Funding for the project will come from the accounts noted in the table below. Construction (net of HST) (Based on Low Bid) $257,693.97 Design, Tendering, Material Testing, Other Costs and Contingencies $49,662.03 (net of HST) Total Project Value $307,356.00 Budget Amount Street Light Installation - Various 110-32-324-83221-7401 (2013) $49,769.73 110-32-324-83221-7401 (2014) $60,000.00 Liberty Street Lighting (Con Rd 3 to Sydel Ct) 110-32-324-83360-7401 (2014) $110,000.00 Build Canada Fund 110-32-330-83347-7401 $23,356.00 Developer Contribution 110-32-324-83221-7401 $46,000.00 City of Oshawa 110-32-324-83221-7401 $23,000.00 Total Budget Amount $312,125.73 Estimated Unexpended Budget $4,769.73 Additional Funding Required $0.00 2014 Street Lighting, Various Locations, CL2014-15 3 August 15, 2014 We recommend that Purchasing 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. Regards, Ron Albright, P. Eng. Assistant Director RA/sb/na Attachment Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services I:1"Dept,lrne.ifi`,t's�iii-.1 Vdoilc.l/Ol^1CSl '_)014'1\v,lviiu lv F'urcii_'r_i,iy re.. Tewler ,d,t-a,d (-:11')00-"i5 201z! V�aJnua �.AC811 Ci iS.f�OC. Municipality of Clarington 2014 Street lighting,Various Locations Low Bid Cost Apportionment 15-Aug-2014 Contract CL2014-15 Engineering Comments Description Total Street Ligthing Liberty Street Build Canada Developer Various Lighting Fund City of Oshawa Contribution Account Number/PO 110-32-324- 110-32-324- 110-32-330- 110-32-324- 110-32-324- 83221-7401 83360-7401 83347-7401 83221-7401 83221-7401 Construction Costs Contract CL2014-15 PART A: CONC 7 AND SOLINA RD.,SOLINA $ 10,920.00 $ 10,920.00 PART B: CONC 7 AND MIDDLE RD.,TYRONE $ 10,382.00 $ 3,184.46 $ 7,197.54 PART C: CONC 7&OLD SCUGOG RD.,ENNISKILLEN $ 12,066.00 $ 12,066.00 PART D: GORD VINSON AVE.FROM FENNING DR.TO This site was to be completed by ROSSWELL DR.,COURTICE $ 38,896.00 $ 38,896.00 developer.Staff working with developer for cost recovery. PART E: WALKWAY FROM HART BLVD.TO SUNSET BLVD., $ 14,466.00 $ 14,466.00 PART F: REG.RD.57 AND CONC.4,BOWMANVILLE $ 8,485.00 $ 8,485.00 PART G: OLD KINGSTON RD.,COURTICE $ 30,515.00 $ 26,500.00 $ 4,015.00 Partial funding from DC(St.Lighting Related to Park Opening-Toole Mills PART H: TOWNLINE ROAD NORTH,OSHAWA-CLARINGTON $ 35,905.00 $ 17,952.50 $ 17,952.50 PART 1: TOWNLINE ROAD SOUTH AT GLENNABBY DR, $ 6,580.00 $ 6,580.00 PART J: REGINAL HIGHWAY 2,NEWCASTLE $ 12,032.00 $ 12,032.00 DC Project#123 PART K: LIBERTY STREET,BOWMANVILLE $ 72,990.00 $ - $ 72,990.00 $ - $ - $ - Sub-Total Construction Cost $ 253,237.00 $ 89,233.96 $ 89,037.00 $ 18,117.54 $ 17,952.50 $ 38,896.00 Net HST @ 1.76%of this Certificate $ 4,456.97 $ 1,570.52 $ 1,567.05 $ 318.87 $ 315.96 $ 684.57 Total Construction Cost Net of HST Rebate $ 257 693.97 $ 90 804.48 $ 90 604.05 $-18,436.41 $ 18 268.46 $ 39 580.57 Other Costs 0.0% Contract Administration and Materials Testing $ - $ - $ - $ - $ - Hydro One Connection Fees $ 9,650.30 $ 3,673.55 $ 1,067.65 $ 2,837.02 $ 1,538.18 $ 533.90 Quote Design and Tendering(Aug 1,2013-June 27,2014 $ 26,742.78 $ 9,386.71 $ 9,413.46 $ 1,925.48 $ 1,898.74 $ 4,118.39 From AECOM Invoices Design and Tendering(June 28,2014 to completion) $ 1,000.00 $ 351.00 $ 352.00 $ 72.00 $ 71.00 $ 154.00 AECOM Estimate to Completion Sub-Total Other Costs $ 37,393.08 $ 13,411.26 $ 10,833.11 $ 4,834.50 $ 3,507.92 $ 4,806.29 1.76% Unrecoverable HST $ 658.12 1 $ 236.04 $ 190.66 $ 85.09 1 $ 61.74 1 $ 84.59 5.0% Contingencies(Including 1.76%Net HST) $ 11,610.83 1 $ 4,548.221 $ 4,372.18 1 $ - 1 $ 1,161.88 1 $ 1,528.55 1 +/-For Rounding Total Other Costs Net of HST Rebate $ 49 662.03 $ 18 195.52 1 $ 15,395.951 $ 4,919.59 1 $ 4,731.541 $ 6,419.43 Total Estimated Project Cost $ 307 356.00 $ 109 000.00 $ 106 000.00 $ 23,356.00 1 $ 23,000.00 $ 46,000.00 Budget Amount $ 312,125.73 $ 109,769.73 $ 110,000.00 $ 23,356.00 IS 23,000.00 $ 46,000.00 Under/Over Budget Amount $ 4,769.73 $ 769.73 $ 4,000.00 $ - 1 $ - $ - Attachment 5 to Report COD- 016- 14 ciffft"n Report Purchasing Services Date: August 12, 2014 To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#: PS-013-14 File#: RFP2014-9 Subject: Priority Green Clarington RFP2014-9 — Energy Efficiency and Water Conservation Performance Assessment Summer Recess Procedure (Purchasing By-Law 2010-112, S. 67) Recommendations: It is respectfully recommended to the Chief Administrative Office the following: a) That Report PS-013-14 be received; b) That Sustainable Edge Limited, Toronto, Ontario being the highest ranked proponent meeting all terms, conditions and specifications of Request for Proposal RFP2014-9 be awarded the contract for Energy Efficiency and Water Conservation Performance Assessment as required by the Municipality of Clarington, Planning Department with a total bid in the amount of $30,019.20 (net of HST Rebate); and c) That the funds required in the amount of$ 30,019.20 (net HST rebate) be drawn from the following account: 100-50-000-10542-7520 ........................................................................$ 30,019.20 Municipality of Clarington Report PS-013-14 Page 2 Recommended by: David Ferguson, Manager, Purchasing Date Services Concurrence: A eC--rd/me�jIirZector of Planning Date Approved bar: 6. . Frank Wu, Chief Administrative Officer Date DF\bh cc: M. Marano, Director, Corporate Services Municipality of Clarington Report PS-013-14 Page 3 Report Overview To request approval for the tender award for RFP2014-9 Energy Efficiency and Water Conservation Performance Assessment as part of the Priority Green Clarington Project Background 1. Request for Proposal (RFP) was issued by the Municipality for Energy Efficiency and Water Conservation Performance Assessment as required by the Planning Department. 2. RFP2014-9 Energy Efficiency and Water Conservation Performance Assessment was advertised electronically on the Municipality's website and the Ontario Public Buyer's Association website. Subsequently, proposals were received from the following companies: Clearsphere, Toronto, ON; IndEco Strategic Solutions, Toronto, ON; Sustainable Edge Ltd., Toronto, ON; and Cambium Inc., Peterborough, ON. 3. A total of four (4) proposals were received in response to the request for proposal call. All submissions were deemed compliant. 4. As stipulated within the request for proposal document, proposals/submissions were evaluated based on the following criteria: i) Experience of the Firm ii) Experience of Key Personnel iii) Proposed Methodology and Workplan iv) Deliverables v) Pricing, etc 5. As stated within the request for proposal documents, the vendor selection would be made on the written proposal, reference checks and an interview if required. 6. All proposals received were reviewed by the evaluation committee which consisted of representatives from Planning, Durham Region and Purchasing Services. Analysis 7. The evaluation committee reviewed and scored the proposals in accordance with the established evaluation criteria. Based on the evaluation rankings only one firm met the established threshold to move forward in the process, Sustainable Edge Ltd., Toronto, ON. 8. References were completed on Sustainable Edge Ltd. of Toronto and were found to be satisfactory. Municipality of Clarington Report PS-013-14 Page 4 9. To ensure a firm understanding of the project and scope of work for this project, to obtain clarification in regards to their proposal and to meet the proposed representative a meeting was held. 10. Queries with respect to the department needs, specifications, etc. should be referred to the Director of Planning. 11. The evaluation committee's recommendation is to award the contract to Sustainable Edge Limited, Toronto, Ontario. 12. Priority Green Project is being funded by the Ontario Ministry of the Environment through the Showcasing Water Innovation program and the Federation of Canadian Municipalities Green Municipal Fund. 13. The proposal submitted by Sustainable Edge Limited was in the amount of $30,019.20 (net HST Rebate). Funding for this project will be drawn from the following account: Account Name 100-50-000-10542-7520 ..................................... ..$ 30,019.20 .............................. Concurrence 14. This report has been reviewed by David Crome, Director of Planning Services who concurs with the recommendations. Conclusion 15. To award the contract to Sustainable Edge Limited, Toronto, for the Energy Efficiency and Water Conservation Performance Assessment. Strategic Plan Application The recommendations contained in this report supports promoting green initiatives as outlined in the Strategic Plan. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net Attachments: Attachment 1 - Submission Summary Municipality of Clarington Report PS-013-14 Page 5 Attachment 1 Municipality Of Clarington Bid Summary Request for Proposal RFP2014-9 Energy Efficiency and Water Conservation Performance Assessment BIDDER PROPOSAL COST PROPOSAL COST (HST Included) (Net of HST Rebate) Sustainable Edge Ltd. $33,335.00 $30,019.20