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Home My WebLink AboutOES 28-02(2) Ciú¡ q~ 01H REPORT TO COUNCIL FROM: Richard Holborn, P ,Eng. Division Head Municipal Property & Engineering DATE: June 18, 2002 - REPORT NUMBER: OES - 028-02 SUBJECT: Tender T-8-2002 - Tender for Road Improvements - Concession 8 Road RECOMMENDATION: 1. That Tender No. T-8-2002 submitted by Elirpa Construction & Materials Ltd, for Road Improvements - Concession 8 Road in the amount (after calculation check) of $180,464.45 plus 7% G.S.T. for a total cost of $193,096.96 and a net cost after G.S.T. rebate of $185,878.74 be accepted, and 2. That a total project cost of $203,955.28 including the tender amount, net G.S.T. and other project costs be approved, and 3. That Council approve additional debt, and that funding in the amount of $204,000.00 be approved, and 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; and - a) Debt financing not exceeding the amount of $204,000.00 for a period not exceeding 10 years, at a rate to be determined; and b) Financing and repayment charges in the amount of approximately $28,000.00 be included in the annual Current Budget for the City of Pickering commencing in 2003 and continuing thereafter until the loan is repaid; and c) The Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's Debt and Financial Obligations approved Annual Repayment Limit for debt and other financial obligations for 2002 as established by the Province for municipalities in Ontario; and d) The Treasurer be authorized to take any actions necessary in order to effect the foregoing: and That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 5. ORIGIN: - Year 2002 Capital Budget Account Number - 2320-6003 Project Code - 02-2320-008-04 - Road Improvements - Concession 8 Road 020 - - - Report to Council OES 028-02 Date: June 18, 2002 Subject: Tender T-8-2002 - Tender for Road Improvements - Concession 8 Road Page 2 AUTHORITY: Year 2002 Capital Budget FINANCIAL IMPLICATIONS: 1. Tendered Amount T -8-2002 - Road Improvements - Concession 8 Road G.S.T. G.S.T. Rebate Total $180,464.45 12,632.51 (7,218.22) $185,878.74 APPROVED SOURCE OF FUNDS: 2. Year 2002 Capital Budget Account Number - 2320-6003 Project Code - 02-2320-008-04 Total Approved Funds $150,000.00 3. Estimated Project Costing Summary T -8-2002 - Road Improvements - Concession 8 Road Pre-Engineering Survey Reference Plan Material Testing Soils Report . Tree Planting (replacement - restoration) Project Contingency Sub Total G.S.T. G.S.T. Rebate Total Project Cost $180,464.45 5,000.00 1,600.00 2,500.00 950.00 2,500.00 5,000.00 198,014.45 13,861.01 (7,920.18) $203,955.28 4. I Project Cost (over) under Approved Funds $(53,955.28) The Treasurer has advised that the actual amount to be financed through the issuance of debt will be determined once the savings in other projects has been confmned later this year. EXECUTIVE SUMMARY: This project cost has been estimated at approximately $54,000.00 over the 2002 Roads Capital Budget estimate. It has been deemed necessary by the Director, Operations & Emergency Services and by the Division Head, Municipal Property & Engineering to complete this project as specified in Tender T -8-2002. A cost saving in other Capital projects (Granite Court Bridge and Concession 5 Road Culvert Replacement) may be realized, which would offset a portion of the Capital Road Construction debt. Council is requested to approve financing of this project, including the requirement to increase the. amount of debt. Report to Council DES 028-02 Date: June 18, 2002 Subject: Tender T-8-2002 - Tender for Road Improvements - Concession 8 Road 021 Page 3 BACKGROUND: In 1990, the owners of Part Lot 15, Concession 7, entered a Development Agreement with the Town of Pickering (By-law No. 3489/90) which authorized the execution of the Development Agreement to proceed with Land Division Application 48/89. - The applicant was required to construct a 432.90 meter gravel surface, rural cross-section roadway, in accordance with the terms of the Development Agreement, on a non maintained Pickering road allowance known as Concession 8 Road. Upon completion, Pickering would assume this section of roadway for maintenance. This road was constructed at the applicants expense in the Pall of 1990 and assumed by Pickering for maintenance in November of 1991. The newly constructed roadway is maintained by Pickering during the year except during winter. It was determined by Roads staff that the grade is too steep and hazardous to maintain in the winter months. This situation also poses a safety hazard for the motoring public. Hence, because there is no dwelling on the severed property, the road segment is barricaded every winter. The property changed hands in 2001 and it is the new owners intention to build a permanent dwelling on this property. To provide safe year round access, it has been determined by staff that the vertical alignment of the road would have to be improved. The Solicitor for the City has advised that the developer has fulfilled its obligation of the Development Agreement in order to satisfY the condition of the Land Division application for allowing a building permit to be issued. The City must be able to perform year round maintenance on this road to provide access to the property and specifically the future building. -- Bids for T-8-2002 were received on Wednesday, June 5,2002. Twelve (12) companies were invited to bid on this project and the City received ten (10) bids at the time of closing. The low bidder, Elirpa Construction & Materials Limited have completed projects for the City in the past (T -12-97) and a check of their references has been deemed acceptable by the Supervisor, Municipal Works. The Health and Safety Policy, a list of personnel trained, and the CAD 7 form issued by Workplace Safety and Insurance Board, as submitted by Elirpa Construction & Materials Ltd. have been reviewed by the Safety & Training Coordinator and are deemed acceptable. Upon careful examination of all tenders and relevant documents received (Health and Safety Policy, CAD 7 form, Workplace Safety and Insurance Board clearance, etc), I recommend the acceptance of the low bid by Elirpa Construction & Materials Limited in the tendered amount of $180,464.45 (G.S.T. extra) and a Capital project cost of $203,955.28. The Manager, Supply & Services concurs with the recommendation. ATTACHMENTS: I. Supply and Services memorandum dated June 5, 2002 2. Record of tenders opened and checked 3. Location map - pr:ï~ Rtuzma j/ Administra on Supervisor ~~ l)i6hard Ho rn /Division Head, Municipal Property & Engineering Everett Bunt Director, Operations & Emergency Services _A~~ - Gil Paterson Director, Corporate Services & Treasurer 022 - - - Report to Council DES 028-02 Date: June 18, 2002 Subject: Tender T-8-2002 - Tender for Road Improvements - Concession 8 Road Page 4 BDK Attachments (RTCT -028-02) Copy: Chief Administrative Officer Director, Corporate Services & Treasurer Supervisor, Municipal Works "I, I (' \ Inter-Departmental Memorandum ATTACH~ENT# I 10REPORT# OES 02.&'-0.2 I of 2 -, 023 Department of Corporate Services Supply & Services ..-1'ò: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky Municipal Works Supervisor Date: June 5, 2002 Subject: Road Improvements, Concession 8 Road Tender No. T - 8 - 2002 Twelve (12) companies 'were invited to participate. An advertisement for this project appeared in the Daily Commercial News, News Advertiser Community Page and the City's Website which yielded ,interest from bidders. Twelve (12) vendors picked up tendering documents for a non-refundable fee of $50.00 per set. A copy of the Record of Tenders Opened and Checked used at the .public ~ender opening is attached. Purchasing Procedure No. PUR 010-011, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extension will be corrected accordingly. Purchasing Procedure No. PUR 010-011, Item 10.04 (w) permits that all deposits otherthanthose of the low three' bidders may'be returned to the applicable bidder, which will be done 'once you have completed ànanalysis of bids based upon your budget for this project. Therefore, a copy of all bids are åttached for review. Please advise when this analysis is' complete in order that all deposits other than those of the low three (3) bidders can be returned. ". Summary (PST included, GST included) - " '(.,:ui,III"IIII~, ' " "'I 1'II1al :;:(mrIlÜl,!11 :1-,. \nl:l:'Vall~lIlaiuil ' ",',,;'.. "",~',"'I ""lIiil';II:S:"":":""'(';¡ll~':Il":'i', ----- ,.n".._, ',_...m.. .,.--.,,", n '_........_n' ._-,.,..,'-'--'--, ---"'-',.'--,..-,-. - .".":'_- . ".- ___n, , Elirpa Construction & Materials Ltd. . 198,495.08 , 193,096.96 616183 Ontario Inc. a/a Hollingworth Canst. Co. 210,265.70 210,265.70 . Harnden & King Const. Inc. . 212,720.54 212,720.54 B.N. Fenton Construction Ltd. 222,543;95 222,543.95 Bishop Construction. 231,131.77 231,131.77 Miller Paving Limited 233,435.67 233,435.67 Bry Ron Contracting Limited 240,447.19 . 240,447.19 Montgomery MacEwen Contracting 240,876.79 240.876.79 , Barra Con Construction Ltd.. 279,800.08 279,800.08 North Ridge Acton Limited 281,036.04 281;036.04 ..... Pursuant to Monnation to Bidders Item 21, the following are being rèquested.of the low bidder for your review during the evaluation stage of this tender call: . (a) a copy of the Health and Safety pòlicy to be used on this project; and . (b) a copy of the current CAD 7 fonn or Cost and Frequency Report issued by Workplace Safety- & Insurance Board. . (c) . a copy of the current certificate of Clearance issued by Workplace Safety & Insurance Board; - ,f { ., , " ( .' ATTACHMENT# / ' 1'0 REPORT# OES 029~ð2 2. of 4 O?4 T - 8/2000 Page 2 Please review copies of the attached low three tendèrs. Include the following items in your Report to Council: - (a) if items (a) through (a) noted above, are acceptable to the Safety:& Training Co-ordinatq~;.., (b) any past work experience Elirpa Construction &Materials Ltd, including work location; (c) without past work experience, if reference info~tion is acceptabl~; (d) a work location map;. ' (e) the appropriate account number(s) to which this work is to be charged; (f) the budget ammint(s) assigned thereto; . (g) Treasurer's confmnation of funding; (h) related departmental approvals;' , (i) , any reason(s) why the low bid ofElirpa Construction & Materials Ltd. knot acceptable; and (j) 'relat~d connnents specific to the project. If you require further. information, please feel-free to contact me. GL~ Ve elgem cher Manager, Supply & Services ¡bt Attachment '(' - . , - ~ C\ ¡-- _. ATTACHMENT# Z TOREPORT# Of::SoU-OZ I of I CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED Tender Descripti~n: . Road ImproveDlentS, Concession' 8 Road Tender No.: T-8-2002 Date: Wednes~ay, June 5,2002 Time: , 6 7, <6 c:r [0 . . -.""---'-------'--'-- ~ Bry-Ron Contracting Ltd. q . Elirpa Construction ljl, Materials 5 E.N. Fenton Construction Ltd.. Harnden & King Construction Hollingworth Construction Co. Miller Paving Ltd. North Ridge Acton Ltd. '- " ( 4 , ATTACHMENT#~~. lOREPORT# OE:SO2~"Ò:2J I of I O')f) MUNICIP AL PROPERTY & ENGINEERING Attachment For Tender: T-8-2002 ROAD IMPROVEMENTS, CONCESSION 8 ROAD - ~ 0 0: ."""" Li , ~ CODC""~UBJECT ~ AREA ."""" ~ ~ u 0 0: ID LOCATION MAP . - PROPOSED CONSTRUCTION INCLUDES: Earthworks, Grading, Granular Road, Asphalt Paving and Ditches. . Concession 8 Road between Brock Road and Michell Creek. J:\sbookeMttachments for T enders\2002\ T.O8-2002. Concession 8 Rood.doc -