Finance & Administrative Committee

 

 

 

 

 

TO:

Mayor and Members of Council

 

 

 

 

FROM:

Stan Bertoia, General Manager, Construction & Utilities

 

 

 

 

PREPARED BY:

Ernie Ting, Manager, Infrastructure

Claire Graham, Senior Buyer

 

 

 

 

DATE OF MEETING:

2004-Jun-01

 

 

 

 

SUBJECT:

Tender Award - 015-T-04

Replacement of Curb Box & Operating Rod by Vacuum Excavation Method

 

 

 


 

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:

 

·        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

March 24, 2004

Number picking up bid documents

Eight

Number responding to bid

Six

 

SUMMARY OF BID

Contractor

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

 

 $     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

 

 

 

 

 

Peter Loukes, P. Eng.

 

Director, Operations and Asset Management

 

 

 

 

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