REQUEST FOR DECISION
DATE: June 29, 2021 Report No. EPW-21-017
TO: Laurie Hurst, Chief Administrative Officer
FROM: Jeff Miller, Director of Engineering and Public Works
SUBJECT:
Title
Sewer and Storm CCTV Inspection Tender AwardEnd
RECOMMENDATION:
Recommendation
That Council direct staff to award the Contract for the Sewer and Storm CCTV Inspection Project to Victoria Drain Services LTD. for $145,768.02 (not including GST).
Body
RELEVANT POLICY:
Asset Management Policy No. FIN-17
STRATEGIC RELEVANCE:
Local Services and Infrastructure:
- Identify infrastructure repair and proactively plan for replacement needs
- Identify long term financial requirements for local services and infrastructure
BACKGROUND:
The Sewer and Storm CCTV Inspection Project will consist of works to inspect 62.3 km of various diameter sewer and storm mains. This work includes spot cleaning, flushing and root removal inside the collection mains as determined in the field by the Township. Following completion of this project, the Township will have inspected all sewer and storm mains within the Township since 2017. The contract requires all work to be completed by July 31, 2022.
The tender for the project was released on May 28, 2021 and closed on June 17, 2021. Evaluation criterion for this project was based on cost.
A total of five bids were received and were:
Bidder 1 - Victoria Drain Services LTD.
• $145,768.02 (no GST)
Bidder 2 - Dougness Holdings LTD
• $401,149.74 (no GST)
Bidder 3 - Camtrux CCTV Inspections Ltd *
• $197,470.44 (no GST)
Bidder 4 - T2 Sewer Cleaning Ltd. *
• $280,747.50 (no GST)
Bidder 5 - C3 Mainline Inspections Inc.
• $174,278.22 (no GST)
* Bidders 3 and 4 did not submit the necessary bid securities as required in the tender; therefore, these bids are deemed invalid and shall not factor into the selection for awarding this contract.
ISSUES:
1. Rationale for Selected Option
The objective of this project is to complete the remaining inspections on the sewer and storm mains in the Township that were started in 2017. This project and previous ones will be part of the foundation of the Township’s asset management plans for these assets. The work directly supports the objectives outlined in the Local Services and Infrastructure section of the Strategic Plan.
Staff is recommending that the contract be awarded to the lowest bidder, Victoria Drain Services LTD.
2. Organizational Implications
Staff have incorporated this project into their work plans with staff being allocated for this project.
3. Financial Implications
The budget for this project was set at $330,745.00 through the Corridor Management Program. The low bid for the work was $145,168.02 (not including GST). It is anticipated (based on previous works), that additional spot cleaning, flushing, and root removal will be necessary to complete the inspection of the sewer and storm collection mains. It is anticipated that these surplus funds will be utilized to pay for this work.
4. Sustainability & Environmental Implications
The inspection of these assets will form the foundation for asset management plans for each asset type. Asset management plans will identify an efficient way to manage assets, which will minimize environmental impacts.
5. Communication & Engagement
The successful bidder will be notified verbally and by written correspondence that they have been awarded the contract. The remaining bidders will also be notified that they were unsuccessful in their bid. Notification of the scope of work and construction time frame will be posted on the Township’s website and other social media as the project moves forward.
ALTERNATIVES:
1. That Council direct staff to award the Contract for the Sewer and Storm CCTV Inspection Project to Victoria Drain Services LTD. for $145,768.02 (not including GST).
2. That Council direct staff not to award the Contract for the Sewer and Storm CCTV Inspection Project to Victoria Drain Services LTD. and the tender be cancelled.