RECOMMENDATION:
THAT the staff report
entitled “Tender Award - Contract 170-T-04 Construction of Monarch Park” be received.
AND THAT the tender for the construction of Monarch Park be
awarded to the lowest priced and acceptable bidder, Rutherford Contracting Ltd.
in their bid amount of $449,985.29 inclusive of a $3,500.00 testing allowance
and 7% GST. ($420,547.00 excluding GST);
AND THAT a contingency in the amount of
$10,000.00 be approved for this project, the use of which will be guided by the
Expenditure Control Policy;
AND THAT funds be
provided from Planning and Urban Design Department’s 2002 Capital Budget,
#81-5350-4712-005, Monarch Park, in the amount of $372,400.00;
AND THAT in accordance with the Expenditure
Control Policy, the Treasurer recommends that the over expenditure of
$58,147.00 in capital account #81-5350-4712-005, Monarch Park, be authorized
with offsetting funds as follows to be transferred to Capital Account
#81-5350-4712-005, Monarch Park:
·
In Planning and Urban Design
Department’s 2004 Capital Account #81-5350-6253-005, Granite Sand Replacement,
in the amount of $15,752.00
·
From the Development Charges
Reserve Fund in the amount of $38,155.50
·
In Planning and Urban Design
Department’s 2002 Capital Account #81-6900-4716-005, Supplemental Park Features
in the amount of $4,239.50
AND FURTHER THAT upon payment of all invoices,
any remaining funding be returned to its original funding source.
PURPOSE:
The purpose of this report is to award the
contract for the expansion of Monarch Park on Waterbridge Lane, in
Unionville.
In 2002, Council
approved a budget $380,000.00 for the construction of Monarch Park. Of
this budget, the actual amount available for construction is $372,400.00 after
accounting for a 2% Internal Capital Administration fee of $7,600.00.
In August, 2004,
tender 118-T-04 was issued in accordance with Purchasing By-law 143-2000.
The tender closed on August 11, 2004 with six companies submitting bids.
All
bids received were substantially over budget including the lowest priced and
acceptable bid which was approximately $125,000.00 over budget. The magnitude
of this overage was not anticipated at the time of tender since the consulting
landscape architect was confident that the park, as designed, would come in
close to budget. Subsequent to the tender results, staff worked with the
consulting landscape architect to reduce the scope of work in an attempt to
bring the project closer to the original budget amount without compromising the
intent of the design or the level of service. A second tender was issued on August
27, 2004
to the original six bidders.
BID
INFORMATION, TENDER 170-T-04:
A second tender,
170-T-04, with revised drawings and specifications, was issued in accordance
with Purchasing By-law 143-2000. A consulting
landscape architect prepared the specifications. The Urban Design Section of
the Planning and Urban Design Department of the Development Services Commission
called the second tender for the construction of Monarch Park.
|
Advertised, place and date
|
Direct invite to original
six bidders
|
|
Bids closed on
|
September 3, 2004
|
|
Number picking up bid
documents
|
6
|
|
Number attending mandatory
bidder’s site meeting
|
Not required
|
|
Number responding to bid
|
5
|
The tender closed on September 3, 2004 with five (5) companies submitting bids as follows:
Company
|
Bid (inclusive of testing allowance and
7% GST)
|
Bid (inclusive of testing allowance and
exclusive of GST)
|
|
Rutherford Contracting Ltd.
|
$449,985.29
|
$420,547 00
|
|
Griffith
Property Services Ltd.
|
$488,192.85
|
$456,255.00
|
|
MTM
Landscaping & Snow Plowing Inc.
|
$473,506.89
|
$442,529.00
|
|
Pine Valley Enterprises
Inc.
|
$493,848.87
|
$461,541.00
|
|
Mopal
Construction Ltd.
|
No bid bond submitted
|
Bid not read
|
The award is recommended to the lowest priced and acceptable
bidder, Rutherford Contracting Ltd.
While the lowest bid remains over budget, staff
believe that due to increases in labour and materials since 2002, and the
unique technical aspects related to expanding the existing Monarch Park, the
scope of work of this project cannot be further reduced or modified beyond
those modifications already made after the first tender without seriously
compromising the design of the park.
FINANCIAL
CONSIDERATIONS:
Staff recommends that the tender for the construction of Monarch Park be
awarded to the lowest priced and acceptable bidder, Rutherford Contracting Ltd.
in their bid amount of $449,985.29 inclusive of a $3,500.00 testing allowance
and 7% GST. ($420,547.00 excluding GST).
Staff also recommends that a contingency in the
amount of $10,000.00 be approved, the use of which will be guided by the
expenditure control policy.
Funds are to be provided from Planning and
Urban Design Department’s 2002 Capital Budget, #81-5350-4712-005, Monarch Park, in
the amount of $372,400.
In accordance with the Expenditure Control
Policy, the Treasurer recommends that the over expenditure of $58,147.00 in
capital account #81-5350-4712-005, Monarch Park, be authorized with offsetting
funds as follows to be transferred to Capital Account #81-5350-4712-005,
Monarch Park:
·
In Planning and Urban Design
Department’s 2004 Capital Account #81-5350-6253-005, Granite Sand Replacement,
in the amount of $15,752.00
·
From the Development Charges
Reserve Fund in the amount of $38,155.50
·
In Planning and Urban Design
Department’s 2002 Capital Account #81-6900-4716-005, Supplemental Park Features
in the amount of $4,239.50
Staff also recommends that upon payment of all invoices any remaining funding
be returned to its original funding source.
BUSINESS
UNITS CONSULTED AND AFFECTED:
The
Finance and Purchasing Departments have reviewed this report and support the
recommendations identified herein.
|
|
|
|
|
Valerie Shuttleworth, M.C.I.P., R.P.P.
Director of Planning and Urban Design
|
|
Jim Baird, M.C.I.P., R.P.P.
Commissioner of Development Services
|
Q:\Development\Design\linda\Parks\170-T-04
Award Report - Monarch Park.doc
