REPORT TO GENERAL COMMITTEE

 

 

 

 

 

TO:

Mayor and Members of Council

 

 

 

 

FROM:

Alan Brown, Director of Engineering

 

 

 

 

PREPARED BY:

Nehal Azmy, Project Engineer

Allan Arbuckle, Manager of Infrastructure & Capital Works

 

 

 

 

DATE OF MEETING:

June 20, 2005

 

 

 

 

SUBJECT:

Tender Award #098-T-05 Upper Milne Creek Rehabilitation

 

 

 

 

RECOMMENDATION:

THAT the report entitled “Tender Award #098-T-05 Upper Milne Creek Rehabilitation” be received;

 

AND THAT the contract for tender #098-T-05 Upper Milne Creek Rehabilitation be awarded to the lowest priced bidder, Dynex Construction Ltd. in the amount of $418,375.94 inclusive of 7% GST ( $391,005.55 exclusive of GST);

 

AND THAT the tendering process for the retention of the consulting firm be waived in accordance with Purchasing By-law 2004-341, Part II, Section 7 (1) which states “When any of the following conditions apply, the Treasurer and the Manager of Purchasing may, in consultation with the appropriate Director, negotiate a contract for the supply of goods and services without a competitive process, which shall be submitted to the Chief Administrative Officer for approval…(c) when the extension of an existing contract would prove more cost-effective or beneficial;

 

AND THAT staff be authorized to retain the consulting firm of Harrington and Holye Ltd to provide construction inspection and contract administration services during construction of the project to an upset limit of $52,328.35 inclusive of 7% GST ($48,905 exclusive of GST).

 

AND THAT funds are provided for in the Engineering Department’s 2005 Capital Budget Account # 83 5350 6777 005 Downstream River Improvement Work Program in the amount of $500,000.00;

 

AND THAT a contingency amount of $42,800.00 inclusive of 7% GST ($40,000.00 exclusive of GST) be established to cover any additional construction costs and that the Director of Engineering be authorized to approve expenditure of this contingency amount up to the specified limit and to provide monthly statements of these expenditures to the Town Treasurer.

 

AND THAT upon payment of all invoices, any remaining funds will be returned to the original funding source.

 

PURPOSE:

The purpose of this report is to award the contract for the construction of the Upper Milne Creek Rehabilitation and to retain a consultant to provide construction inspection and contract administration services during construction of the project.

 

BACKGROUND:

In 2000, the Town completed an Environmental Assessment Report for the rehabilitation of Milne Creek, a tributary of the Rouge River. The general goal of the creek rehabilitation is to improve water quality, moderate flows, reduce excess erosion and provide improved fish habitat.

The first phase of the project, the rehabilitation of the lower section of the Milne Creek was completed in 2003. The current project involves the restoration of the upper portion of Milne Creek from Heritage Road to the Go Transit rail line.

 

 PROJECT APPROVALS

All required approvals for the project  have been secured including Toronto and Region Conservation Authority ( waterway alteration permit),  Ministry of Natural Resources (Lakes and Rivers Improvement Act Work Permit) and Fisheries and Oceans Canada (Fisheries Act HADD authorization).

 

BID INFORMATION

Advertised, place and date

Electronic Tendering Network

Bids closed on

May 27, 2005

Number of contractors picking up bid documents

 13

Number of contractors responding to bid

 3

 

Detailed pricing information as submitted is as follows;

 

Contractors

Prices Exclusive of GST

1

Dynex Construction Ltd.

$391,005.55

2

560789 Ontario Ltd. O/O R & M Construction.

$481,242.39

3

Cambridge Landscaping Inc.

$584,844.00

 

CONSULTANT SERVICES

Harrington Hoyle Ltd. having undertaken the design and preparation of the tender for the Milne Creek rehabilitation are best suited to undertake the contract administration of this project.  Staff have negotiated a fee to provide full time supervision of this construction project.

 

PROJECT SCHEDULE

No work is permitted within the watercourse during the period from April 1st to June 30th. Subject to Council’s award of this tender, construction of the project is scheduled to commence in early July and to be complete by the end of October 2005.

 

FINANCIAL CONSIDERATIONS

Staff recommends that the tender for contract #098-T-05 Upper Milne Creek Rehabilitation be awarded to the lowest priced bidder, Dynex Construction Ltd. in the amount of $391,005.55 exclusive of GST and that the consulting firm of Harrington and Hoyle Ltd be retained to provide construction supervision and contract administration services for the project in the amount of $48,905 exclusive of GST.

 

The total cost of constructing this project is as follows,

 

Item

Cost incl. 7% GST

Cost excl. GST

Construction Cost        

$418,375.94

$391,005.55

Construction Inspection & Contract Administration fee

$52,328.35

$48,905.00

Contingency allowance

$42,800.00

$40,000.00

Engineering Department Project Management Fee @ 4%

$20,544.00

$19,200.00

Total Project Cost

$534,048.29

$499,110.55

 

Funding for the project will be provided from the Engineering Department’s 2005 Capital Budget Account # 83 5350 6777 005 in the amount of $500,000.

 

ATTACHMENTS

 

Attachment “A” – Site Location

Attachment “B” – Consultant’s tender recommendation letter

 

 

 

 

 

 

 

Alan Brown, C.E.T.

Director of Engineering

 

Jim Baird, M.C.I.P., R.P.P.

Commissioner of Development Services