Award of Contract No for the Replacement of Lynx Creek Culvert on Muskoka Road 10 in the Town of Huntsville

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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 Replacement of Lynx Creek Culvert on Muskoka Road 10 in the Town of Huntsville PW RECOMMENDATION (Delegated Decision) THAT Contract No for the replacement of the Lynx Culvert on Muskoka Road 10 in the Town of Huntsville BE AWARDED to Fowler Construction Company Limited in the amount of $659,272.61(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 10 Culvert Replacement $725,000 $725, MR 16 from MR 37 to MR km $925,000 ($725,000) $200,000 Total Expenditure Budget $925,000 $0 $925,000 Sources of Financing Roads Capital Reserve Fund $741,850 $143,550 $885,400 Roads Development Charges $183,150 ($143,550) $39,600 Total Sources of Funding $925,000 $0 $925,000 AND THAT permission BE GRANTED to temporarily close Muskoka Road 10 (Britannia Road) 500m East of Candy Town Lane in the Town of Huntsville between 7:00 a.m. on September 19, 2016 to 5:00 p.m. on October 14, 2016, to accommodate the replacement of the culvert; AND THAT the Commissioner of Engineering and Public Works BE AUTHORIZED to extend the road closure for any unforeseen reasons, to a total maximum closure of seven (7) days pursuant to By-law Page 1

2 ORIGIN In the spring of 2016, operations staff noted sinkholes in the road and shoulder adjacent to this culvert. After making temporary repairs and undertaking a brief inspection, the condition of the culvert was brought to the attention of the Engineering Division. The current structure is a Corrugated Steel Pipe (CSP) approximately 5.3m wide x 3.75m high x 27.3m long, and it is unknown when this culvert was originally constructed. The Engineering and Consulting firm of C.C.Tatham and Associates Ltd. (CCTA) was contracted to undertake an investigation of the structure and reported that there are considerable perforations and loss of backfill around the culvert, resulting in hour-glassing of the road embankment. In addition, CCTA stated that future failure is likely to occur in conjunction with or after a heavy rainfall or spring melt. It is for this reason that CCTA recommended replacement of the structure this year. A map showing the location of the structure is included as Attachment A. ANALYSIS The subject tender was issued July 6, 2016, and posted on the District of Muskoka website as well as advertised on Biddingo, with a closing date of July 21, Seven (7) 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 CCTA 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. Fowler Construction Company Limited Bracebridge $659, Titanium Contracting Inc. Toronto $748, Fidelity Engineering & Construction Inc. Colborne $762, Everstrong Construction Ltd. Georgetown $793, Premier North Construction Huntsville $830, TBG Environmental Inc. Pickering $969, Coon Bros Sand & Gravel Ltd. Gravenhurst $1,042, The Engineer s estimate for the tender was $1,008,090.00, excluding HST. A component of the difference in the Engineers estimate compared to the low bid can be attributed to the unit price of the box culvert compared to the suppliers estimated price at the time the Engineer s estimate was calculated. At the tender opening, the tender from Everstrong Construction Ltd. was read as $646,885.80; however, during CCTA s review of the tender from Everstrong Construction Ltd., errors were found in the mathematical extensions. In accordance with Item 7 Informal and Unbalanced Tenders, of the Information to Tenders, Wherever the amount tendered for an item does not agree with the extension of the estimated quantity and the tendered unit price, the unit price shall govern and the amount and the Total Tender Price shall be corrected accordingly, unless otherwise decided by the owner. The Page 2

3 corrected extensions resulted in the tender from Everstrong Construction Ltd. not being the lowest tender, and thus the tender submitted by Fowler Construction Company Limited is the lowest tender. Everstrong Construction Ltd. was advised of the error, and the tenders documents were corrected. The tenderers were required to submit the following: Tender deposit of 10% Statement A Tenderers Experience Statement B Tenderers Seniors Staff 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 Fowler Construction Company Limited and the necessary contract documentation, bid bonds, and agreement to bond were in place; therefore, the low bid from Fowler Construction Company Limited is compliant with the requirements of the Tender Document. This contract is scheduled to commence on September 6, 2016, with a targeted completion date of October 30, There will be an estimated four (4) week continuous road closure planned for this project. The closure is scheduled to commence on September 15, A location map and proposed detour route is included as Attachment B. Depending on the direction of travel, the main detour route would utilize Muskoka Road 2 (Brunel Road), Muskoka Road 3 (Main Street West), Highway 117, and/or direct vehicles towards Highway 11 to bypass the closure. Programmable message boards will be utilized at the intersection of Muskoka Road 2 (Brunel Road) and Muskoka Road 10 (Britannia Road), and an additional message board will be posted in the Village of Port Sydney. All detour signage (with the exception of signage on Highway 11 provided by the Ministry of Transportation) will be installed by the District s Traffic staff. FINANCIAL CONSIDERATIONS This project is not included in the 2016 Tax Supported Capital Budget and Forecast and will be funded from the Roads Capital Reserve Fund. In order to finance this project, budget adjustments have been made to Project No (MR 16 from MR 37 to MR km); construction has been deferred to 2017 in order to finalize design components and coordinate construction work with the Town of Bracebridge. LTD Commitments/ Actuals Forecast to Complete Total Proposed Project Budget MR 10 Culvert Replacement Expenditures Consulting $53,271 $53,271 Contract plus Non-rebatable HST $670,876 $670,876 Other Project Cost $853 $853 Total Expenditures $53,271 $671,729 $725,000 Sources of Funding Roads Capital Reserve Fund $725,000 $725,000 Total Sources of Funding $0 $725,000 $725,000 Page 3

4 A contingency allowance of $100,000 has been built into the tender. 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. 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 proposed, revised schedule. STRATEGIC PRIORITIES Reporting on the Award of Contract No for the Replacement of Lynx Creek Culvert on Muskoka Road 10 in the Town of Huntsville 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, Original signed by Elvis Jose, P.Eng., PMP, C.E.T. Manager of Engineering Services Original signed by Fred W. Jahn, P. Eng. Commissioner of Engineering and Public Works Original signed by Sharon Donald, CPA, CMA Director of Budgets and Financial Planning Page 4

5 JACKSON RD 5 PW ATTACHMENT 'A' MR 10 (Lynx Creek) Culvert Replacement MINI-YO-WE RD Town of Huntsville EDGEMERE RD E LYNX LAKE RD Culvert # Mary Lk CANDYTOWN LN DOWN MEMORY LN HAWKES RD Ý 10 MUSKOKA RD 10 Page 5

6 PW ATTACHMENT 'B' MR 10 Lynx Creek Culvert Road Closure Ý 3 Huntsville Ý 31 Ý 45 Ý 23 Ý 2 DETOUR 2 Electronic Message Board: MR 10 Closed for Culvert Replacement No Through Access to Port Sydney Detour via Baysville or Huntsville Ý 10 Ý 9 UV 60 Dwight Ý 22 Ý 21 UV 35 r Electronic Message Board: MR 10 Closed for Culvert Replacement No Through Access to Brunel Rd Detour via Baysville or Huntsville To D2 ^_ DETOUR 1 Lake of Bays Ý 117 Ý 39 Dorset UV 141 Port Sydney Utterson Ý 24 Windermere Ý 35 To D1 Ý 2 Ý 51 Ý 25 UV 11 Baysville DETOUR 1 Ý 47 Ý 4 Ý 26 Milford Bay Bracebridge Ý 6 Page Page 6