Salmon Beach Tender Results 2011

SALMON BEACH TENDER PROJECTS

Results

Tender Opening: March 1, 2011 @ 4:00 PM

PACKAGE 1

General Labouring – Detailed Duties

Equipment and Operator Supply

PACKAGE 2

Project 1 – Sanitary Field Grass Cutting

Project 2 – Septic Field Operation – Sanitary Field/System Maintenance and Repairs

Project 3 – Ditch Construction, Cleaning and Culvert Installations

Project 4 – General Road and Drainage Maintenance – Access Road Grading

Project 5 – Alder Cutting of Roadways

Project 6 – Solid Waste Hauling

Project 7 – Pump and Haul Septic Effluent

Project 8 – Electrical Installations – Admin Building

Project 8 – Electrical Installations – Gate

Project 8 – Electrical Installations – Boat Launch

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REQUEST FOR DECISION

To: Board of Directors

From: Russell Dyson, Chief Administrative Officer

Meeting Date: March 23, 2011

Subject: Salmon Beach Tender Recommendations

Background:

The Salmon Beach Committee, working with the Manager of Environmental Services, led a process to secure bid proposals for various works at Salmon Beach for 2011. The Committee, after reviewing all bids for tendered activities and projects, make the following recommendations on contract awards. Based on cost, some of the contracts require Board approval, and others are at the direction of the Salmon Beach Committee, as delegated by the Board, as per the Salmon Beach Committee Bylaw A1067, (any expenditures in excess of $5,000.00 require ACRD Board of Director approval).

This report is a summary of the recommendations of the Salmon Beach Committee. There are four resolutions for consideration of the Board as outlined in bold. A description of the ten projects follows including the recommended action for each project.

1. Equipment and Material Supply

This is a unit price contract where the company provides material and services for daily maintenance and project equipment and material supply. There was only one bid from Deer Bay Contracting who will be awarded this work for 2011. The Contract Manager for Salmon Beach will secure and direct work with the contractor on a project by project basis for the costs submitted, within budget and following Regional District purchasing policy. Deer Bay Contracting costs are attached.

2. General Labour

The supply of Labour for various daily activities is a unit price contract where the contractor provides material, supplies and services for daily maintenance.

Blue Frog Maintenance was selected by the Salmon Beach Committee as the best contractor, the work will be performed at the direction of the Contract Manager for Salmon Beach on a project by project basis for the costs submitted, within budget and Regional District purchasing policy.

3. Septic Field Grass Cutting and Brush Clearing

Eagle Eye Enterprises was selected by the Salmon Beach Committee as the best contractor, the work will be performed at the direction of the Contract Manager for Salmon Beach who will secure and direct the services to be provided by the contractor on a project by project basis for the costs submitted, within budget and following Regional District purchasing policy.

4. Sanitary System Maintenance & Repairs

This system is vital and requires qualified people to operate and maintain the system to insure continued operation and zero environmental impact. One bid was received with no detail on experience, qualification or references.

In our tender we requested that interested Parties provide information on both qualification and experience.

Based on this the Committee will explore other options in dealing with this project, which may include retendering. Salmon Beach staff, because of their knowledge of the system, will continue to do this work if required while searching for a suitable alternative.

5. Ditch Construction, Cleaning and Culvert Installations

Salmon Beach is undertaking a long term project to bring all roads and drainage up to Ministry of Transportation (MOT) Standards. Over the years 10 - 15% of the budget is spent on this activity. The work should be completed within 5 years. MOT is presently aware of our ongoing activities and has approved of the projects completed to date.

One bid was offered for this project and that was from Deer Bay Contracting for $33,600 including HST. Deer Bay has been working on this project for the last 2-3 years and will offer consistency and a sound level of expertise.

The Committee therefore recommends this work be awarded to Deer Bay Contracting for the 2011 calendar year. This is a decision of the ACRD Board of Directors given the price for the project.

Recommendation

“That the Board of Directors of the ACRD award the Salmon Beach ditch construction, cleaning and culvert installations to Deer Bay Contracting for a price of $30,000 (plus HST).”

6. Roadway Grading - Internal and External Maintenance

Salmon Beach has taken on the responsibility of grading both internal and external roads. In general this is done anywhere from 8 – 10 times per year dependent on the weather conditions and traffic.

One company has offered a bid, that being Deer Bay Contracting. The bid is for $1,200.00 for grading external roads with 2 full passes and $1,000 for internal roads 2 full passes both with a 4% fuel surcharge.

Deer Bay Contracting has been doing this grading work to date and have provided better than satisfactory service. Deer Bay Contracting has a contract with Forestry for grading of roads in the area and they have been satisfied with work performance of Deer Bay Contracting.

The budget for the project is $16,000. Scheduling of the work will be at the direction of the Contract Manager for Salmon Beach who will secure and direct work with the Contractor

Recommendation

“That the Board of Directors of the ACRD award the Salmon Beach Access and Internal Road Grading to Deer Bay Contracting to a maximum of $16,000, as scheduled by the Contract Manager for Salmon Beach.”

7. Roadway Alder Cutting

Over the past several years the alder and brush have over grown drainage ditches and now hang over the road way causing the road to hold moisture causing pot holes and poor driving conditions. The removal of the trees and shrubbery and insuring drainage is working will make grading easier and more efficient and less road grading required.

There were four bids for this work as follows:

AV Tree Service $8,750 trees only

AV Tree Service $21,250 for all brush cleared

Sproat Lake Forestry Service $9,856.00 for all brush cleared to a 30 cm height (15 inches)

Deer Bay Contracting $11,240.00 for complete removal of brush

These bids are all excluding HST.

The second bid from Deer Bay Contracting was to remove all brush and trees including stumps with an excavator and all brush being hauled away to another site where Salmon Beach is not responsible for disposal. The initiative of Deer Bay to use an excavator in completely removing the brush and trees will create a considerable saving to the owners of Salmon Beach. The estimated savings of $5,000.00 would result from not having to clean up the short brush as well as allowing us to maintain the ditches and drainage channels on an annual basis rather than to spending major funding every three – five years.

The Committee is therefore recommending that Deer Bay Contracting be awarded this project contract for 2011.

Recommendation

“That the Board of Directors of the ACRD award the Salmon Beach Ditch Construction, Cleaning and Culvert Installations to Deer Bay Contracting for a price of $11,240 (plus HST).”

8. Solid Waste Hauling

Two companies have expressed interest in hauling from Salmon Beach to the Landfill. Ucluelet Rent It Center at $345.00 per trip and Sonbird Refuse Hauling at $380.00 per trip. Both offer bin storage of our extra bin and both are on call service system.

The Committee recommends that this contract be awarded to Ucluelet Rent It Center for the 2011 calendar year.

The work will be performed at the direction of the Contract Manager for Salmon Beach for the costs submitted, within budget and following Regional District purchasing policy.

9. Septic Truck Operation

Only one Bid on this project which was from Bluefrog Maintenance, and as such will be awarded the contract for the 2011 calendar year.

The work will be performed at the direction of the Contract Manager for Salmon Beach on a project by project basis for the costs submitted, within budget and following Regional District purchasing policy.

10. Electrical Installations

Two projects are to proceed requiring an electrical contractor. The first is at the front gate to provide power to the new gate system. The gate should be installed by May and will be manually operated until power is available. The second is the power to the Administration Building on 7^th Street and Saratoga Ave.

Two companies expressed interest. The first is Icon Electrical with a total bid of $4,895.00 including HST. The second company was Tech Electrical with a total bid of 4,849.12 plus HST for a total of $5,431.01.

The Committee recommends that Icon be awarded both projects as the lowest bidder. The work will be performed at the direction of the Contract Manager for Salmon Beach for the costs submitted, within budget and following Regional District policy.

Note: Russell Dyson changed the award to Tech Electric for the Administration Building at a cost of $2502.12 and Icon Electrical was awarded the job of providing power at the gate at a cost of $1985.36. The separation of this award provided for an additional savings for Salmon Beach of $407.52.

Recommendation:

“That the Board of Directors of the ACRD endorse the recommendations of the Salmon Beach Committee for 2011 maintenance and works as outlined in the March 23, 2011 report of the Chief Administrative Officer.”

Desired Outcome:

To secure the required services for Salmon Beach maintenance and improvement projects as budgeted for 2011.

Time Requirements – Staff & Elected Officials:

The Salmon Beach Committee and Contract Manager for Salmon Beach will implement the projects with oversight from the ACRD Manager of Environmental Services.

Financial:

The tender amounts are within the amounts budgeted in the 2011-2015 Financial Plan, but there is little contingency. Proficient management of these projects will be necessary.

Policy or Legislation:

The selection of contractors for work at Salmon Beach followed a competitive process, as per ACRD’s purchasing policy. Staff will work with the Salmon Beach Committee to improve on the procedures for 2012 to encourage more competition and an efficient comparison of bids made.

Approved by: _______________________________________________________

Russell Dyson, Chief Administrative Officer