Whereas, Council approved Project #21-73-0486 Ritson/Columbus Roundabout Design in the amount of $250,000 including non-rebateable H.S.T.; and,
Whereas, Procurement issued a Request for Proposal (R.F.P.) C2023-034 Ritson Road North & Columbus Road East (Roundabout) Design; and,
Whereas, four (4) bids were received and opened by Procurement on May 2, 2023 with all bids being substantially over-budget; and,
Whereas, pricing is higher than typical roundabout designs as this project includes extensive grading and geotechnical investigation, multiple structure evaluations and designs, all existing utilities relocated, multiple contract preparations, Oshawa Creek work and protection; and,
Whereas, Corporate & Finance Services Committee on June 5, 2023 directed staff to consult with the current lower bidders and to determine funding source and timing for CF-23-48 Ritson Road North & Columbus Road East Roundabout Design; and,
Whereas, upon high level review of the submissions for bid compliance, the low bid was deemed non-compliant with the requirements of the Request for Proposal and Purchasing By-law; and,
Whereas, the City has a duty of fairness to all bidders which requires a full evaluation of submitted compliant bids to determine the highest ranked proponent; and,
Whereas, bids are irrevocable for 120 days; and,
Whereas, the evaluation team will complete a full evaluation and ranking of the submitted proposals and remit the highest ranked bid for the Chief Administrative Officer to award; and,
Whereas, design services only will range from $750,000 to $1,406,000 and doesn’t include construction administration & inspection; and,
Whereas, a contingency amount of $400,000 is required to cover the testing requirement to meet soil regulations and for a subsurface utility exploration; and,
Whereas, construction administration & inspection will be budgeted for in future years; and,
Therefore, be it resolved that pursuant to Report CNCL-23-70:
- That the additional funding not to exceed $1,556,000 be funded from the Transportation Roads DC reserve and the Growth Related non-DC reserve be approved; and,
- That the Chief Administrative Officer be authorized to award a contract to the highest ranked bidder in the amount not to exceed of $1,556,000 excluding H.S.T. for C2023-034 Ritson Road North & Columbus Road East (Roundabout) Design.