HomeMy WebLinkAboutCOD-010-15 Clar*wn
Corporate Services
Report
If this information is required in an alternate accessible format, please contact the Municipal
Clerk at 905-623-3379 ext. 2102.
Report To: General Purpose and Administration Committee
Date of Meeting: May 25, 2015
Report Number: COD-010-15 Resolution: G PR
File Number: CL2015-10 By-law Number:
Report Subject: 2015 Surface Asphalt, Various Locations
Recommendations:
1. That Report COD-010-15 be received;
2. That Coco Paving Incorporated with a total bid amount of$507,471.22 (net H.S.T. Rebate)
being the lowest responsible bidder meeting all terms, conditions and specifications of
Tender CL2015-10 be awarded the contract for 2015 Surface Asphalt Contract for Various
Locations as required by the Municipality of Clarington, Engineering Services Department;
3. That the total funds required in the amount of$523,000.00 (net HST Rebate) including
construction cost of$507,471.22 and $15,528.78 contingency be drawn from the following
accounts:
Pavement Rehabilitation 110-32-330-83212-7401 $ 164,000.00
Jane Street Reconstruction 110-32-330-83342-7401 $ 93,000.00
Flett Street Reconstruction 110-32-330-83357-7401 $ 48,000.00
Green Road Surface Asphalt 110-32-330-83276-7401 $ 218,000.00
4. That all interested parties listed in Report COD-010-15 and any delegations be advised of
Council's decision.
Municipality of Clarington
Report COD-010-15 Page 2
Report Overview
To request authorization from Council to award the contract for the 2015 Surface Asphalt for
various locations as required by the Municipality of Clarington's Engineering Services
Department.
1 . Background
Tender specifications were provided by Engineering Services Department for 2015
Surface Asphalt for various locations.
I �
Tender#CL2015-10 was prepared and posted on the Municipality of Clarington's
website. Notification of the availability of the document was posted on the Ontario
Public Buyer's Association website. Five (5) companies registered as downloading the
document.
The Tender closed Monday, May 11, 2015.
2. 2015 Surface Asphalt
Three (3) submissions were received in response to the tender call. Bids were
reviewed and tabulated (see Attachment 1). All submissions were deemed to be
compliant.
After review and analysis of the bid by both 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 CL2015-10 for the 2015 Surface
Asphalt work as required by the Municipality. (See Attachment 2 — Recommendation
Memo from Engineering Services Department.)
Coco Paving Inc. has completed several projects for the Municipality of Clarington in the
past.
3. Financial and Budget Considerations
The total project cost of$ 523,000.00 includes the construction costs of$507,471.22
(net H.S.T. Rebate), the total bid from Coco Paving Inc., and project contingency of
$15,528.78 (net H.S.T. Rebate).
Funding required for this project will be drawn from the following Engineering accounts:
Pavement Rehabilitation 110-32-330-83212-7401 $ 164,000.00
Jane Street Reconstruction 110-32-330-83342-7401 $ 93,000.00
Flett Street Reconstruction 110-32-330-83357-7401 $ 48,000.00
Municipality of Clarington
Report COD-010-15 Page 3
4. Concurrence
This report has been reviewed by Tony Canella, Director of Engineering Services, and
concurs with the recommendations.
5. Conclusion
It is respectfully recommended that Coco Paving Inc. with the lowest compliant bid of
$507,471.22 (net H.S.T. rebate) be awarded the contract for the 2015 Surface Asphalt
requirements as per Tender CL2015-10.
6. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed b Y 6F-C`�
rie Marano, H.B. Sc., C.M.O. Franklin Wu,
Director of Corporate Services Chief Administrative Officer
r-14 C
Nancy Taylor, BBA, CPA, CA.,
Director of Finance/Treasurer
Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or
dferguson @clarington.net
Attachments: Attachment 1 — Tabulation of Bid Summary
Attachment 2 — Memo from Engineering Services Department
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
MM/DF/sm
Attachment 1 to
Municipality of Clarington Report COD-010-15
Clarhigon.
Munidv%ality Of Clarington
SUMMARY OF BID RESULTS
Tender CL2015-10
2015 SURFACE ASPHALT, VARIOUS LOCATIONS
Bidder Total Bid Total Bid
including HST) (net HST Rebate)
Coco Paving Inc. $563,524.44 $ 507,471.22
Brennan Paving & Construction $590,577.21 $ 531,815.06
Ashland Paving Ltd. $612,926.44 $ 551,959.24
Attachment 2 to
Report COD-010-15
Clff*MR
mmm E M 0
TO: David Ferguson, Purchasing Manager
FROM: Ron Albright, Assistant Director, Engineering Services
DATE: May 14, 2015
RE: 2015 Surface Asphalt, Various Locations
CL2015-10
The Engineering Services Department has reviewed the submissions for CL2015-10
and offers the following comments.
The project includes the placement of surface asphalt at Jane St, Flett St, and Green
Rd (Baseline Rd to Aspen Springs Dr), which were reconstructed under previous
contracts, and now require the final work of placing the surface asphalt. Also included is
the rehabilitation of Green Rd (Boswell Dr to Highway 2) which includes removal of the
surface asphalt and replacement with new asphalt.
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$563,524.45, inclusive of HST, or $507,471.22 net of HST rebate.
A total contingency amount of approximately 10% of construction costs is required for
this project, based on past experience. The tender includes provisional items that equal
approximately 7% of the construction cost, so 3% of construction costs have been
carried to bring the contingency to the required 10%. Therefore, including contingencies
and net HST costs, the Engineering Department advises of the following project cost
breakdown.
I
2015 Surface Asphalt, Various Locations,
C1-2015-10 2 May 14, 2015
Construction Cost, Based on Low Bid (net of $507,471.22
HST)
Contingencies (net of HST) $ 15,528.78
Total Cost $ 523,000.00
Budget Amount
Pavement Rehabilitation,
110-32-330-83212-7401 $164,000.00
Jane Street Reconstruction
110-32-330-83342-7401 $93,000.00
Flett Street Reconstruction
110-32-330-83357-7401 $48,000.00
Green Road Surface Asphalt
110-32-330-83276-7401 $218,000.00
Estimated Unexpended Budget $0.00
Additional Funding Required $0.00
* A more detailed breakdown to be provided to Finance to provide
necessary information for tracking of Tangible Capital Assets (TCA).
Considering all costs, the project is within budget and the Engineering Dept
recommends that the Purchasing Dept. 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,
R n Albright, P. Eng.
Assistant Director, Engineering S vices
RA/sb/dv
Pc: Nancy Taylor, Director of Finance
A.S. Cannella, Director of Engineering Services
2015 Surface Asphalt, Various Locations,
CL2015-10 3 May 14, 2015
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