Report to Council. Report: COR Date: 25 Jul 2016

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1 Report to Council To: Mayor Linton and Members of Council Prepared By: Mark Bradey, Financial Manager / Deputy Treasurer Report: COR Date: 25 Jul 2016 RE: Recommendation for Award of Tender T for the Reconstruction of Victoria Street, Elora and Reconstruction of Geddes Street and John Street, Salem Recommendation: THAT the Council of the Township of Centre Wellington award Tender T for the Reconstruction of Victoria Street, Elora and Reconstruction of Geddes Street and John Street, Salem to the lowest responsive and responsible bidder, Drexler Construction Limited of Rockwood in the amount of $1,322, inclusive of contingency allowance of $75, and excluding the HST. Report: The scope of work for the above tender is for the reconstruction of Victoria Street from York Street to McNab Street, Elora, Geddes Street from John Street to Avruskin Street, Salem, John Street from Geddes Street to approximately 130m East, Salem and John Street from Geddes Street to Gold Street, Salem, in the Township of Centre Wellington as follows: Section 1 Victoria Street Concrete Road Base Removal, Earth Excavation, Granular Base, Hot Mix Asphalt, Sanitary Sewer, Storm Sewer, Watermain, Concrete Curb and Gutter, and Concrete Sidewalk Section 2 Geddes Street Earth Excavation, Granular Base, Hot Mix Asphalt, Storm Sewer, Watermain, Concrete Curb and Gutter, and Concrete Sidewalk Section 3 John Street (East of Geddes Street) Earth Excavation, Granular Base, Hot Mix Asphalt, Storm Sewer, Concrete Curb and Gutter, and Concrete Sidewalk Section 4 John Street (West of Geddes Street) Earth Excavation, Granular Base, Hot Mix Asphalt, Low Pressure Sanitary System, Storm Sewer, Watermain and Concrete Curb and Gutter

2 The Approximate Quantities of the Main Items are as Follows: Earth Excavation - 4,940 m3 Granular Materials - 9,200 tonnes Storm Sewers (all sizes) m Sanitary Sewers (all sizes) m Low Pressure Forcemain (all sizes) - 64 m Maintenance Holes & Catchbasins - 30 units Watermain (all sizes) m Concrete Curb & Gutter - 1,130 m Concrete Sidewalk m2 Hot Mix Asphalt - 1,045 tonnes The tender was advertised on the Township of Centre Wellington Web Site ( and on the approved Web Site ( Direct invitations were sent to eighteen (18) firms. Twenty-one (21) firms registered as bid takers for on the Township s e-procurement web site, and bids were submitted by five (5) firms in the amounts listed below. Prices exclude the HST, and include contingency allowance of $75,000. J.G Goetz Construction Limited (Guelph) $1,408, Moorefield Excavating Ltd., (Harriston) 1,458, (1,459,510.50) Drexler Construction Limited (Rockwood) 1,322, (1,489,479.85) Steed and Evans Limited (St. Jacobs) 1,497, Sierra Infrastructure Inc. (Woodstock) 1,517, The tenders were checked for errors and omissions by Triton Engineering. Mathematical errors were found in the bids submitted by Moorefield Excavating Ltd. and Drexler Construction Limited. The price as bid is shown in brackets. The attached Appendix is a financial analysis of the low bid received from Drexler Construction Limited compared to budget, and shows that the total estimated project cost is $78,644 more than approved capital funding. Financial Implications: See discussion above. Consultation:

3 The preparation of this report was done in consultation with Triton Engineering Services Ltd. Attachments: Appendix - Financial Analysis Maps showing location of works Approved By: Andy Goldie, Chief Administrative Officer

4 APPENDIX - FINANCIAL ANALYSIS Roads & Sanitary Drainage Sewers Waterworks Total Victoria Street Bid Price 343, , , , Add: Miscellaneous 12, , , , Add: Contingency Allowance 21, , , , Tendered Price 376, , , , Add: Non-refundable 1.76% 6, , , , Add: Costs to Date 15, , , , Add: Estimate for Engineering 31, , , , Total Estimated Project Cost 430, , , , Less: County Portion Township Portion of Project Cost 430, , , , Budget 400, , , , Net Over (Under) Budget 30, (22,112.80) (28,524.12) (20,167.18) Geddes Street Bid Price 328, , , Add: Miscellaneous 11, , , Add: Contingency Allowance 20, , , Tendered Price 360, , , Add: Non-refundable 1.76% 6, , , Add: Costs to Date - - 8, , Add: Estimate for Engineering 30, , , Total Estimated Project Cost 397, , , Less: County Portion (302,557.54) - - (302,557.54) Township Portion of Project Cost 94, , , Budget 94, , , Net Over (Under) Budget , ,798.84

5 Roads & Sanitary Drainage Sewers Waterworks Total John Street Bid Price 258, , , , Add: Miscellaneous 9, , Add: Contingency Allowance 16, , Tendered Price 283, , , , Add: Non-refundable 1.76% 4, , Add: Costs to Date 19, , Add: Estimate for Engineering 23, , , , Total Estimated Project Cost 331, , , , Less: County Portion (60,547.41) - - (60,547.41) Township Portion of Project Cost 270, , , , Budget 265, , Net Over (Under) Budget 5, , , , Summary Total Tendered Price 1,020, , , ,322, Total Estimated Project Cost 1,159, , , ,506, Less: County Portion (363,104.95) - - (363,104.95) Township Portion of Project Cost 796, , , ,143, Total Budget 759, , , ,065, Net Over (Under) Budget 36, (2,516.26) 44, , Reallocation of Funding Transfer from General Capital Reserve (36,277.58) - - (36,277.58) Transfer to Sanitary Sewer Capital Reserve - 2, , Transfer from Water Works Capital Reserve - - (44,882.86) (44,882.86)

6 Victoria Street, Elora The Queen's Printer for Ontario, MNR, GRCA, County of Wellington (Teranet 2002), Township of Centre Wellington, Township of Centre Wellington, MNR, GRCA, County of Wellington Area of Construction O 1:7, m Location Map Date: Data provided herein is derived from sources with varying levels of accuracy and currency. This is not a survey product. The Township of Centre Wellington disclaims all responsibility for the accuracy or completeness of information contained herein. The Township of Centre Wellington assumes no responsibility for errors arising from use of these mapping products. All rights reserved. May not be reproduced without permission. The Township of Centre Wellington, County of Wellington.

7 Geddes Street, Salem The Queen's Printer for Ontario, MNR, GRCA, County of Wellington (Teranet 2002), Township of Centre Wellington, Township of Centre Wellington, MNR, GRCA, County of Wellington Area of Construction (in Coordination with County Protject) O 1:7, m Location Map Date: Data provided herein is derived from sources with varying levels of accuracy and currency. This is not a survey product. The Township of Centre Wellington disclaims all responsibility for the accuracy or completeness of information contained herein. The Township of Centre Wellington assumes no responsibility for errors arising from use of these mapping products. All rights reserved. May not be reproduced without permission. The Township of Centre Wellington, County of Wellington.

8 John Street, Salem The Queen's Printer for Ontario, MNR, GRCA, County of Wellington (Teranet 2002), Township of Centre Wellington, Township of Centre Wellington, MNR, GRCA, County of Wellington Area of Construction (in Coordination with County Project) O :7,013 Date: m Location Map Data provided herein is derived from sources with varying levels of accuracy and currency. This is not a survey product. The Township of Centre Wellington disclaims all responsibility for the accuracy or completeness of information contained herein. The Township of Centre Wellington assumes no responsibility for errors arising from use of these mapping products. All rights reserved. May not be reproduced without permission. The Township of Centre Wellington, County of Wellington.

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