Award of Contract No for the Rehabilitation of the Moon River Bridges on Muskoka Road 169 in the Township of Muskoka Lakes

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1 TO: FROM: Chair and Members Engineering and Public Works Committee Elvis Jose, P.Eng., PMP, C.E.T. Manager of Engineering Services DATE: August 19, 2016 SUBJECT: REPORT NO: Award of Contract No for the Rehabilitation of the Moon River Bridges on Muskoka Road 169 in the Township of Muskoka Lakes PW RECOMMENDATION (Delegated Decision) THAT Contract No for the rehabilitation of the North and South Moon River Bridges on Muskoka Road 169 in the Township of Muskoka Lakes BE AWARDED to Bronte Construction Ltd. in the amount of $2,061, (excluding HST); AND THAT the 2016 Tax Supported Capital Budget and Forecast BE AMENDED as set out in the following table: Project Current Amended Budget Proposed Amendment Total Proposed Budget MR 169 Rehab Moon River Bridge # $675,000 $771,000 $1,446, MR 169 Rehab Moon River Bridge # $700,000 $404,000 $1,104, MR 16 from MR 37 to MR km $1,620,000 ($695,000) $925, Remove Concrete Pedestrian Crossovers Downtown Bracebridge $120,000 ($120,000) $ MR 118 from West Mall Dr to BB/ML Bndry $25,000 ($25,000) $ MR 2 from Hwy 11 to MR km $25,000 ($25,000) $ MR 13 Signals & Gates at CN Crossing 1.7 km S of MR 169 $50,000 ($50,000) $0 Total Expenditure Budget $3,215,000 $260,000 $3,475,000 Sources of Financing Municipal Contribution $20,000 $0 $20,000 Roads Development Charges $323,415 ($140,265) $183,150 Roads Capital Reserve Fund $2,871,585 $400,265 $3,271,850 Total Sources of Funding $3,215,000 $260,000 $3,475,000 ORIGIN The Moon River Bridges (North Structure # and South Structure #169276) are both located on Muskoka Road 169 within the community of Bala in the Township of Muskoka Lakes. Both of the bridges are comprised of a steel girder with a concrete deck and were built in 1954 and 1965, respectively. The north structure is 48m long and 12.7m wide, and the south bridge is Page 1

2 34.8m long and has a width of 12.7m; both of the bridges have two (2) lanes and sidewalks on each side. AECOM, an Engineering Consulting firm contracted by the District of Muskoka (the District) to undertake the legislated biennial bridge and structure inspections, inspected both bridges in 2013 and found that rehabilitation was required for the handrails, sidewalk, waterproofing, bridge deck, wingwalls, abutments and retaining walls. A map showing the location of the bridges is included as Attachment A. ANALYSIS R.J. Burnside & Associates Ltd. was engaged by the District to prepare the design and tender documents for the project, as well as administer the contract. A more current inspection conducted by the Engineering Consulting firm C.C. Tatham and Associates Ltd. (CCTA) in 2015, determined additional requirements such as the removal and replacement of expansion joints and bearings; repairs to the embankment, and concrete deck soffit. Additionally, the inspection revealed that a number of the other bridge components had noticeably deteriorated. The increased costs and budget adjustments to the Capital project reflect these changes. The subject tender was issued July 13, 2016, and posted on the District s website as well as advertised on Biddingo, with a closing date of July 28, Ten (10) tenders were received and were opened publicly shortly after 1:00 p.m. on the date of tender closing. Copies of the tender forms were forwarded to R.J. Burnside & Associates Ltd. for review and comment. Tenders were checked for mathematical errors and conformity to the tender requirements. The verified tender prices in ascending order, excluding HST are as follows: Contractor Location Bid 1. Bronte Construction Ltd. Oakville $2,061, National Structures 2011 Inc. Demorestville $2,146, McPherson-Andrews Contracting Limited Toronto $2,595, Greyleith Limited Carleton Place $2,617, Clearwater Structures Inc. Ajax $2,689, Toronto Zenith Contracting Limited Concord $2,773, Looby Builders (Dublin) Limited Dublin $2,981, Facca Incorporated Ruscom $ Bob Hendricksen Construction Limited Port Perry $3,485, Alexman Contracting Inc. Thornton $3,887, The Engineer s estimate for the tender is $1,679,110.00, excluding HST. The tenderers were required to submit the following: Tender deposit of 10% Statement A Tenderers Experience Statement B Tenderers Seniors Staff Page 2

3 Statement C Proposed Construction Plant Statement D List of Proposed Sub-Contractors Statement E Addenda Statement F Tax Compliance Declaration The low bid was received from Bronte Construction Ltd. The necessary Contract Documentation, Bid Bonds, and Agreement to Bond were in place, and therefore, the low bid from Bronte Construction Limited is compliant with the requirements of the Tender Document. The Port Sydney Bridge contract was recently awarded to Bronte Construction Ltd. in July In concert with this award, the three (3) references provided by Bronte Construction Ltd. were contacted and all stated that the work completed by Bronte Construction Ltd. was completed ontime and within budget. The references all indicated that they would not hesitate to work with Bronte Construction Ltd. again in the future. This contract is anticipated to start on September 1, 2016, with a targeted completion date of May 31, No road closures or detours are planned for this project; however temporary lane closures will be in place throughout the duration of the project. Both bridges will be fully open for traffic during the Thanksgiving weekend and the 2016 Bala Cranberry Festival. FINANCIAL CONSIDERATIONS This project is included in the 2016 Tax Supported Capital Budget and Forecast, as Project No ($675,000) and ($700,000) with a combined total approved budget of $1,375,000. This project is funded from the Roads Capital Reserve Fund, with a Municipal Contribution of $10,000 toward each project. There are insufficient funds in this Capital project. In order to finance the increased costs of this project (which includes a 15% contingency allowance), budget adjustments have been made to other projects as follows: 1. Project No (MR16 from MR 37 to MR 118) has been deferred to 2017 in order to finalize design components and coordinate construction work with the Town of Bracebridge. The funds from this project are being reallocated to Project Nos (MR 10 Rehab Port Sydney Bridge, (MR 10 Culvert Replacement), and (MR 169 Rehab Moon River Bridges) and will be re-budgeted in Project No (Pedestrian Crosswalks Bracebridge) work will be completed in 2017 in concert with Project No (MR 37 from MR 42 to MR km). 3. Project No (MR 118 from West Mall Dr to BB/ML Bndy) design work is deferred to Project No (MR 2 from Hwy 11 to MR 3) design work is deferred to Project No (MR 13, Signals and Gates at CM crossing 1.7 km S or MR 169) is being deferred to 2017 or 2018 based on CN scheduling. 6. The remaining amount of $260,000 will be financed directly from the Roads Capital Reserve Fund. Page 3

4 Utilizing funds from Roads Capital Reserve does not follow the District s policy or practice. In this case, staff are unable to identify any additional projects for deferral other than the five projects identified above. However, some projects could potentially be delayed due to construction or legal complexities which will help to minimize the use of reserve funds. COMMUNICATIONS Upon approval, a notice of award will be sent to the successful bidder, agreements will be executed and instructions will be provided to proceed with the work as per the contract subject to a pre-start construction meeting. Notification will be provided to the Area Municipality in advance of the commencement of the work and project information and timing will be posted on the District s website. Where the construction of a project has been deferred to accommodate the financing of this project, the Area Municipality will be notified accordingly and advised of the revised schedule. STRATEGIC PRIORITIES Reporting on the Award of Contract No for the Rehabilitation of the North and South Moon River Bridges on Muskoka Road 169 in the Township of Muskoka Lakes supports the following goal and strategy as outlined in the District of Muskoka s Strategic Priorities: 4. Provide reliable and progressive public infrastructure systems to serve urban, rural and waterfront communities across Muskoka. Maintain a safe and reliable road and bridge system that supports the existing and future needs of Muskoka. 4.1 Sustain the appropriate level of investment in the District s roads and bridges in order to hold the growth of road needs in check. Respectfully submitted, Elvis Jose, P.Eng., PMP, C.E.T. Manager of Engineering Services Fred W. Jahn, P. Eng. Commissioner of Engineering and Public Works Sharon Donald, CPA, CMA Director of Budgets and Financial Planning Page 4

5 PORTAGE ST 5 PW ATTACHMENT 'A' Rehab MR 169 Moon River Bridges KITCHENER ST Moon River Bridge # f GORDON ST BURNS ST Ý 169 f Bridge # Township of Muskoka Lakes Ý 38 PINERIDGE RD MUSKOKA RD 38 MUSKOKA RD 169 BALA FALLS RD WALKER ST Lake Muskoka ISLAND M11 f f Page 5