Report to: General Committee                                                     Report Date: March 17, 2008

 

 

SUBJECT:                          Award of Tender #012-T-08

                                            Flood Storage Improvements Highway 7 and Woodbine Avenue

 

PREPARED BY:               Allan Arbuckle, Manger of Infrastructure and Capital Works, ext. 3120

                                            Renée Chong, Capital Works Engineer, ext. 2034

 

 

 

RECOMMENDATION:

THAT the report entitled “Award of Tender #012-T-08 Flood Storage Improvements Highway 7 and Woodbine Avenue” be received;

 

AND THAT the contract for Tender #012-T-08 Flood Storage Improvements Highway 7 and Woodbine Avenue be awarded to the lowest price qualified bidder, Lakeside Contracting Company Limited in the amount of $412,184.68 exclusive of GST;

 

AND THAT a contingency amount of $49,500.00 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 specific limit;

 

AND THAT a contingency amount of $8,500.00 exclusive of GST be established to cover any design consultation required during construction of the project and that the Director of Engineering be authorized to approve expenditure of this contingency amount up to the specific limit;

 

AND THAT staff be authorized to retain a qualified geotechnical consulting firm in accordance with the Town’s purchasing bylaw to provide geotechnical and materials testing services during construction for an upset limit not to exceed $20,000.00 exclusive of GST;

 

AND THAT the Capital Budget account # 83-5350-5212-005 be amended to $648,662.40 funded cooperatively through a Developer contribution of $145,000.00, the Region of York contributing $251,831.20 and Town contribution of $251,831.20.  The Town’s proportionate share is funded from existing pre-DCA reserve $27,500.00 and transfers of $51,831.20 from capital account 83-5350-6777-005 and $172,500.00 from 83-6150-8377-005 respectively;

 

AND THAT staff be authorized to front end the Region of York’s proportionate share of $251,831.20 until all costs are finalized.  Front end costs will be funded through a transfer from capital account 83-6150-8377-005;

 

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

 

AND THAT Staff be authorized and directed to do all things necessary to give effect to this resolution.

 

EXECUTIVE SUMMARY:

Not applicable

 

PURPOSE:

The purpose of this report is to award the contract for the construction of Flood Storage Improvements at Highway 7 and Woodbine Avenue and to retain a consulting engineering firm to provide geotechnical inspection and testing services for this project.

 

BACKGROUND:

The boulevards on Highway 7 and Woodbine Avenue are to be upgraded from open ditches to an urban cross-section as a part of the Michael – Angelo’s Marketplace development located at the northeast corner of Highway 7 and Woodbine Avenue intersection (Attachment “A”). The work involves modifications to the existing storm sewer system, filling of the existing ditches, grading of the boulevard, construction of new sidewalks and boulevard landscaping. As the existing roadside ditches provide flood storage for Beaver Creek, the volume of storage removed by filling the ditches will be provided adjacent to Beaver Creek in the area of the existing Mobilia stormwater management pond at the southwest corner of the Woodbine Avenue/Highway 7 intersection as shown on Attachment “B”. All disturbed areas outside of the Beaver Creek floodplain will be replanted  with trees in consultation with the Town’s Urban Design Department while disturbed areas within the floodplain will be restored as a natural environment area as required by the TRCA.

OPTIONS / DISCUSSION:

Construction Tender

The construction tender #012-T-08 was issued in accordance with the Purchasing By-law 2004-341.  Engineering and Purchasing staff have reviewed the bid documents and are satisfied that all terms, conditions, bid prices and specifications comply with the Town’s requirements.  The tender results are summarized below:

 

BID INFORMATION

Advertised, place and date

ETN January 24, 2008

Bid closed on

February 13, 2008

Number of contractors picking up bid documents

19

Number of  contractors submissions

11

 

Detailed pricing information as submitted is as follows exclusive of GST;

 

 

Contractors

Total Price

1

Lakeside Contracting Co. Ltd.

$412,184.68

2

Moretti Excavating Ltd.

$472,588.82

3

Miwell Construction

$488,968.61

4

Clearway Construction Inc.

$496,623.60

5

F.C.M. Construction Ltd.

$510,000.00

6

NEI Construction Corp.

$529,230.00

7

Metric Contracting Services

$632,907.00

8

Sam Rabito Construction

$637,096.10

9

Dig Con International

$678,080.00

10

Brennan Paving and Construction Ltd.

$698,589.58

11

Cambridge Landscaping Inc.

No Bid

 

Contract Administration and Construction Inspection Services

Contract Administration for this project will be provided by Town Engineering staff. A design consultation contingency amount has been included in the event that additional design information is required from the design consultant during the construction of the project. 

 

Project Schedule

Construction of the project is scheduled to start immediately upon award of the tender with the excavation of the flood storage adjacent to Beaver Creek. Work on the project is expected to be completed by the end of June 2008.

 

FINANCIAL CONSIDERATIONS:

The total cost of construction is as follows:

 

Consultant Design Fee

$19,124.72

TRCA application fee

$7,500.00

Utility relocation

$78,653.00

Construction Cost

$412,184.68

Construction Contingency

$49,500.00

Design Consultation Contingency

$8,500.00

Geotechnical Consultant

$20,000.00

Engineering Department Project Management Fee @ 9%

$53,200.00

TOTAL

$648,662.40

 

This project will be funded jointly by the Region of York, the Town of Markham and the property owner.  The July 2004 Site Plan Control Agreement between the Town and the Developer of the Michael – Angelo’s site, established the property owner’s contribution as a fixed amount totaling $145,000.  These funds were collected upon execution of the site plan agreement.  The Region of York and the Town of Markham agreed through Council resolutions dated February 5, 2003 and August 26, 2002 respectively to share the project costs over and above the owner’s contribution on a 50/50 basis.  Written confirmation of this has been received. The value of each party’s contribution is summarized as follows,

 

Item

Funding excluding GST

Owners proportionate share (Letter of Credit)

$145,000.00

Town of Markham funding

$251,831.20

Region of York funding

$251,831.20

TOTAL

$648,662.40

 

The original Capital Budget for this project is $200,000 (# 83-5350-5212-005). Staff is recommending that the budget be increased by $448,662.40 to cover the total project costs. Additional Town funding will be secured as follows:

 

Contributor

Funding Source

Amount

Developer

Site Plan Agreement Schedule “C”

$75,000.00

Developer

Site Plan Agreement Schedule “D” LC

$70,000.00

Region of York

(Front ended by the Town)

83-6150-8377-005

$251,831.20

Town of Markham

Pre-DCA

$27,500.00

Town of Markham

83-5350-6777-005

$51,831.20

Town of Markham

83-6150-8377-005

$172,500.00

 

ENVIRONMENTAL CONSIDERATIONS:

Construction of the pond area is subject to conditions set by the Toronto and Region Conservation Authority (TRCA) which includes a timing window limiting construction from July 1 to March 31.

 

BUSINESS UNITS CONSULTED AND AFFECTED:

The Finance Department has reviewed this report and their comments have been incorporated.

 

 

RECOMMENDED BY:  

 

 

 

________________________                                                ________________________

Alan Brown, C.E.T.                                                                  Jim Baird, M.C.I.P., R.P.P.

Director, Engineering                                                                Commissioner, Development Services

 

 

 

 

ATTACHMENTS:

 

Attachment” A” – Development Plan

Attachment” B” – Flood Storage Improvement Area