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TO: |
Mayor and Members of Council |
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FROM: |
Stan
Bertoia, General Manager, Construction & Utilities |
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PREPARED BY: |
Ernie Ting, Manager, Infrastructure Claire Graham, Senior Buyer |
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DATE OF MEETING: |
2004-Jun-01 |
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SUBJECT: |
Tender Award - 015-T-04 Replacement of Curb Box &
Operating Rod by Vacuum Excavation Method |
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RECOMMENDATION:
THAT
the report titled “Tender Award – Replacement
of Curb Box & Operating Rod by Vacuum Excavation Method” be received;
AND THAT tender 015-T-04 Replacement of Curb Box &
Operating Rod by Vacuum Excavation Method be awarded to Nu-Tech Water Box
Repairs Ltd., the third lowest acceptable bidder in their unit price totalling
an estimated $361,927.50
inclusive of 7% GST ($338,250.00 exclusive of GST) for a period of three years
effective June 1, 2004 with an option to renew for two additional years.
AND THAT the 2004 expenditures, estimated at $112,750.00
exclusive of GST, be charged to Waterworks Operating Accounts 760 111 5300, 760
211 5300 and Capital Account
53-6150-6014-005.
AND THAT the following 2005 –2006 estimated costs
estimated at $225,500.00
exclusive of GST, be provided for within the respective years’ budget
submission for the Waterworks Department:
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2005 $112,750.00
·
2006 $112,750.00
AND FURTHER THAT the Director of Operations and Asset
Management and the Director of Financial & Client Services be authorized to
extend the contract for an additional one year at the same prices, terms and
conditions.
PURPOSE:
The purpose of this report is to award the contract
for Replacement of Curb Box & Operating Rod by Vacuum Excavation Method,
Tender 015-T-04.
BACKGROUND:
A curb box is a shut off valve for a water
service connection generally located at the property line in front of a house
or building. Accessible from the ground surface, the Town maintains the box and
underground valve. It is a valve to open or close for maintenance and control
of the water service connection to a property. The majority of the repairs and
replacement of this appurtenance is for the replacement of operating rod and
curb box. This type of repair is done by the vacuum excavation method. In the
case of a broken or leaking valve, the repair is done by dig
and replace method.
The vacuum excavation process
of repair is an improvement from the conventional dig and replace
construction. This semi-trenchless technology method requires a truck mounted
vacuum excavation machine and proprietary long handled tools capable of
repairing the curb box to a standard depth of 2-3 m. in a 0.30 m. diameter
hole. This method minimizes ground surface disturbance and repair time is
reduced to just over an hour. Grass surface restoration is completed
immediately while paved surfaces are temporarily restored and scheduled for
final restoration.
DISCUSSION:
All bids were issued in accordance with the
purchasing by-law 143-2000. Staff has reviewed the bid documents and is satisfied that
all terms, conditions, bid prices and specifications comply with the Town’s
requirements.
Advertised,
place and date |
Electronic
Network (ETN) |
Bids
Closed on |
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Number
picking up bid documents |
Eight |
Number
responding to bid |
Six |
Contractor
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Total Price (Inclusive of 7% GST) |
Total Price (Exclusive of GST) |
Three Year Contract Award (Excl. of GST) |
64128 Ontario Ltd. |
$99,401.93 |
$ 92,899.00 |
$278,697.00 |
VTA Construction |
$119,144.50 |
$111,350.00 |
$334,050.00 |
Nu-Tech Water Box Repairs |
$120,642.50 |
$112,750.00 |
$338,250.00 |
Super Sucker Hydro Vac |
$176,764.00 |
$162,200.00 |
$486,600.00 |
Ontario Excavac Inc. |
$196,880.00 |
$184,000.00 |
$552,000.00 |
Bry Ron Contracting Ltd. |
$224,325.50 |
$209,650.00 |
$628,950.00 |
TENDER EVALUATION AND BIDDER
SELECTION
Tendered
bids received were analyzed according to the requirements of the tender
documents and based on the documents submitted by the bidder. Discussions
between Legal and Purchasing Departments concurred that tenders be evaluated as
submitted and based on the criteria as clearly defined in the tender documents.
The
tender specifies that the excavation of the curb box be completed using the
vacuum excavation method. Bidders were
required to provide a list of references for which they had provided a similar
scope of work along with a list of equipment to be utilized under this
contract.
The
lowest bidder, 64128 Ontario Ltd., provided two references,
staff was successful in contacting only one of the references who verified that
61428 Ontario Ltd. had performed cleaning and cement mortar lining work for
them but that this work did not involve replacement of curb box & operating
rod by vacuum excavation method. The
equipment listed was equipment that would be utilized if the curb boxes were to
be repaired by a dig and replace method.
The
second lowest bidder, VTA Construction provided one reference, staff contacted
the reference who confirmed that the work performed by VTA was concrete work
e.g. sidewalk/curb repairs and although they had done some curb box repairs
they were not done using the vacuum excavation method but rather by a dig and
replace method.
The
work under this contract requires special equipment and tools as well as actual
experience in the replacement of curb boxes by vacuum excavation method. In 1998, this contract was awarded to the
lowest bidder who after commencing work discovered they were not able to
fulfill the contract due to lack of experience and specialized tools.
The
lowest and second lowest bidders have not provided references that confirm
their previous experience therefore are not being recommended for award.
The
third lowest bidder, Nu-Tech, is the incumbent and has provided a satisfactory
level of service. Staff is confident
that Nu-Tech will continue to provide the same level of service and is
therefore recommended.
FINANCIAL
CONSIDERATIONS:
It is recommended tender 015-T-04 Replacement of Curb Box &
Operating Rod by Vacuum Excavation Method be awarded to Nu-Tech Water Box
Repairs Ltd., the third lowest acceptable bidder in their unit price totalling
an estimated $361,927.50
inclusive of 7% GST ($338,250.00 exclusive of GST) for a period of three years
effective June 1, 2004, with an option to renew for two additional years.
The 2004 expenditures, estimated at $112,750.00 exclusive of GST, be charged to the following 2004 Waterworks Operating and
Capital Accounts:
Account Number |
Funds Allocated for
Curb Box Repairs |
Committed |
Budget Available |
760 111 5300 |
$ 42,180.00 |
$ 8,656.86 |
$ 33,523.14 |
760 211 5300 |
$ 14,060.00 |
$ 10,827.71 |
$ 3,232.29 |
53 6150 6014 005 |
$ 122,330.00 |
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$ 122,330.00 |
Total |
$ 178,570.00 |
$ 19,484.57 |
$ 159,085.43 |
The balance of funds in the estimated amount of $46,335.43 (Budget
Available - 2004 P.O. $112,750.00) will be used for additional work that may be
required under this contract. The
quantities included in this tender are estimates only and may vary, however,
unit prices remain the same regardless of quantities of work required.
The 2005 – 2006 estimated costs $225,500.00 exclusive of GST would be
provided for within the respective years’ budget submission for the Waterworks
Department:
·
2005 $112,750.00
·
2006 $112,750.00
It is recommended that the Director of
Operations and Asset Management and the Director of Financial & Client
Services be authorized to extend the contract for an additional two years.
APPROVED BY:
Stan Bertoia, P. Eng. |
Jim Sales |
General Manager, Construction and Utilities |
Commissioner, Community and Fire Services |
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Peter Loukes, P. Eng. |
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Director, Operations and Asset Management |
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Q:\Finance and Administration\Finance\Purchasing\2004
File Management\Contract Management\047-T-04 Routine & Emergency Sewer Watermain
Repairs\047-T-04 Award Report 0423.doc