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TO: |
Mayor and Members of Council |
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FROM: |
Alan
Brown, Director of Engineering |
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PREPARED BY: |
Tom Kliem, Senior Capital Works Engineer Allan Arbuckle, Manager of
Infrastructure and Capital Works |
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DATE OF MEETING: |
2004-Oct-19 |
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SUBJECT: |
Tender Award - Contract 171-T-04 Leitchcroft Pond Retrofit |
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RECOMMENDATION:
That Contract Tender No. 171-T-04
for the Leitchcroft Pond Retrofit is awarded to the lowest priced contractor, Elirpa Construction and
Materials Limited in their proposed amount of $606,802.11 inclusive of 7% GST and disbursements ($567,104.78
exclusive of GST and inclusive of disbursements);
And that the Mayor and Clerk be
authorized to execute the contract with Elirpa Construction and Materials for
the construction of the Leitchcroft Pond Retrofit;
And that Engineering staff be authorized to retain the consulting firm
of Aquafor Beech Limited to provide construction inspection and contract
administration services during construction of the project to an upset limit of
$26,295.25 inclusive of 7% GST ($ 24,575.00 exclusive of GST);
And that Engineering staff be authorized to
retain a qualified consulting firm to provide materials and foundation testing
services during construction of the project for an estimated total cost of $26,750.00 inclusive of 7%
GST ($ 25,000.00 exclusive of GST);
And that funds for Contract Tender
No. 171-T-04 Contract Services for the Leitchcroft Pond Retrofit be provided
from the Engineering Department’s 2004 Capital Budget account # 083 5350 6111
005 Down Stream Improvement Works Program in the amount of $779,200 ($679,200
original project funding + $100,000 Ontario Great Lakes Foundation);
And that upon payment of all
invoices, any remaining funds in the Engineering Department’s 2001 Capital
Budget account # 083 5350 6111 005 Down Stream Improvement Works Program be
returned to its original funding source;
And that Council acknowledge the
Ontario Great Lakes Foundation’s contribution of $100,000 towards the retrofit
construction of the Leitchcroft Stormwater Management Pond;
And that a contingency of $53,500.00 inclusive
of 7% GST ($50,000.00 exclusive of GST) be established and that the Director of
Engineering be authorized to approve cost overrun up to the contingency amount.
PURPOSE:
The purpose of this report is to award the
contract for the construction of the Leitchcroft Pond Retrofit and to retain
consultants to provide construction inspection, contract administration, and
geotechnical/materials testing during construction of the project.
BACKGROUND:
The
existing Leitchcroft Stormwater Management pond is located south of Highway No.
7 and west of Highway 404. The pond is presently designed to store stormwater
runoff from lands bounded roughly by Highway No. 7, Highway 404,
An Environmental Assessment for the retrofit
of the Leitchcroft pond was carried out under Schedule ‘B’ of the Municipal
Class Environmental Assessment by the consulting firm of Aquafor Beech Limited. The EA was
completed and an Environmental Study Report (ESR), which identifies the
preferred retrofit design of the pond, was filed for public review in March
2003. The preferred design for the
project includes the following major components;
·
Modification of the existing pond from quantity control to
quantity/quality control
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Reconstruction of the pond outlet structure
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Landscaping of the site
Aquafor
Beech Limited was subsequently retained by the Town to complete the detailed
design and construction drawings for the project, which have now been completed
and approved.
The project will be
undertaken in partnership with the Ontario Great Lakes Renewal Fund who will be
providing funding for the project in the amount of $100,000.
DISCUSSION:
The tender for the construction of the
Leitchcroft pond retrofit was issued in accordance with Purchasing By-law
#143-2000. It was advertised on the ETN
and Daily Commercial News and six companies picked up the tender. The tender was closed on
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Contractor |
Inclusive of 7% GST and Disbursements |
Exclusive of GST and inclusive of disbursements |
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Hollingworth Construction |
$1,224,454.50 |
$1,144,350.00 |
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B. Gottardo Construction |
$816,896.42 |
$763,454.60 |
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Advice Contracting |
$814,865.45 |
$761,556.50 |
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Elirpa Construction |
$660,302.11 |
$617,104.78 |
The bids were verified for accuracy and
compliance with the tender terms and conditions. Engineering and Finance staff has reviewed
the tender submitted by Elirpa Construction and Materials and are satisfied that all terms, conditions, bid prices and
specifications comply with the Town’s requirements.
CONSULTANT SERVICES:
Construction
Supervision and Contract Administration Services
Aquafor Beech Limited, the
consultant responsible for the preparation of the ESR and detailed design for
this design project, was requested to submit a detailed proposal to provide
construction supervision and contract administration services for the project.
Aquafor Beech has provided the Town with excellent service and quality of work
throughout this project and their background knowledge and their commitment of
experienced staff will benefit this project. Staff are therefore recommending that Aquafor Beech Limited be
retained to provide construction supervision and contract
administration services for the project in the amount of $26,295.25 including
7%GST, ($24,575.00 excluding GST).
For
quality control purposes, the Engineering Department must retain a materials
testing firm to provide geotechnical and materials testing during
construction. Staff
is proposing to solicit proposals for this work from three qualified testing
firms and have included an allowance of
$26,750.00 inclusive of 7% GST ($ 25,000.00
exclusive of GST) to cover
the cost of these services.
FINANCIAL CONSIDERATIONS:
Staff recommends that the Contract Tender 171-T-04 for the
Leitchcroft Pond Retrofit be awarded to the
lowest priced consultant, Elirpa Construction and Materials in their proposed
amount of $660,302.11 inclusive of 7% GST and
disbursements ($617,104.78 exclusive of GST and
inclusive of disbursements).
The total cost of constructing this project is
estimated as;
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Item |
Cost (incl. 7% GST) |
Cost (excl. 7% GST) |
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Construction Cost |
$660,302.11 |
$617,104.78 |
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Construction
Inspection & Contract Administration Fee |
$26,295.25 |
$24,575.00 |
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Geotechnical
Inspections & testing |
$26,750.00 |
$25,000.00 |
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Engineering Department
Project Management Fee @ 4% |
$28,533.00 |
$28,533.00 |
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Total Project Cost |
$741,880.36 |
$695,212.78 |
Funds for Contract Tender 171-T-04 for the Leitchcroft Pond
Retrofit are to be provided from the Engineering Department’s 2004 Capital
Budget account # 083 5350 6111 005 Down Stream Improvements Works Program. That upon
payment of all invoices, any remaining funds in the Engineering
Department’s 2004 Capital Budget account # 083 5350 6111 005 Down Stream Works
Improvements Program be returned to its original funding source.
Engineering staff are also recommending that the Mayor and Council
acknowledge the Ontario Great Lakes Foundation contribution of $100,000.00
towards the retrofit construction of the Leitchcroft Stormwater management
pond. In this regard, staff has scheduled
CONSTRUCTION SCHEDULE
The current schedule for the
project, to be finalized with the contractor, is to have this contract
completed by the summer of 2005.
BUSINESS UNITS CONSULTED AND AFFECTED:
The Finance Department has reviewed this report
and their comments have been incorporated.
ATTACHMENTS:
Attachment A – Location Plan
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Alan Brown, C.E.T. Director of Engineering |
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Jim Baird, M.C.I.P., R.P.P. Commissioner of Development Services |
Q:\Development\Engineering\REPORTS\2004\May\Tender
Award Enterprise Drive.doc
