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Home My WebLink AboutCS 18-11 city o Resolution # 112/11 Report To Dated May 16, 2011 Executive Committee ICKERING Report Number CS 18-11 Date: May 9, 2011 56 From: Everett Buntsma Director, Community Services Subject: Tender No. T-4-2011 Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court File: A-1440 Recommendation: 1. That Report CS 18-11 of the Director, Community Services regarding the tender for Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court be received; 2. That Tender No.T-4-2011 submitted by Four Seasons Site Development Limited in the amount of $194,497.63 (HST included) and a net cost of $175,151.14 (net of HST rebate) be approved; 3. That the total gross project cost of $250,850 (HST included), including the tender amount and other associated costs, and the total net project cost of $225,898 (net of HST rebate) be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a. the sum of $89,318 be funded from Federal Gas Tax Reserve Fund, as provided for in the 2011 approved Roads Capital Budget for Toy Avenue and Luna Court; b. the sum of $14,533 be funded from Move Ontario Reserve, as provided for in the 2011 Roads Capital Budget for Sandy Beach Road; c. the sum of $20,862 be funded from the Invest in Ontario grant for plantings and associated costs for Sheppard Avenue; d. the sum of $24,185 be funded from Property Taxes, as provided for in the 2011 Roads Capital Budget, which includes an additional $3,718 required for Sandy Beach Road; ,Rrrt CS 18-11 May 9, 2011 Subject: Tender No. T-4-2011 Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court Page 2 e. the sum of $77,000 as provided for in the 2011 Roads Capital Budget for Sheppard Avenue from Rosebank Road to Altona Road be financed by the issuance of debentures by the Regional Municipality of Durham over a period not to exceed five (5) years, at a rate to be determined; f. the annual repayment charges in the amount of approximately $18,000 be included in the annual Current Budget for the City of Pickering commencing in 2012, continuing thereafter until the loan is repaid and any financing cost to be paid out of the Current Budget; g. the Director, Corporate Services & Treasurer has updated the City's 2011 Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for the debt and financial obligations, as established by the Province for municipalities in Ontario, and would not cause the City to exceed the updated Limit, and therefore , Ontario Municipal Board approval is not required prior to City Council's authorization; h. the Treasurer is authorized to take any actions necessary in order to effect the foregoing; 5. That the draft by-law attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: As part of the 2011 Roads Capital Budget, asphalt overlays for Sheppard Avenue from Rosebank Road to Altona Road, Toy Avenue, Sandy Beach Road and Luna Court were approved as construction projects. Tender No.T-4-2011 was issued on Wednesday, March 23, 2011 and closed Thursday, April 7, 2011, with seven bidders responding. The low bid of $194,497.63 (HST included) submitted by Four Seasons Site Development Limited is recommended for approval. Also included as part of project costs is boulevard plantings on Sheppard Avenue to be undertaken by a separate contractor through a separate quotation. The Total Gross project cost is estimated at $250,850 (HST included) with an estimated total net project cost of $225,898 (net of HST rebate). The City's Purchasing Policy requires staff to report to Council on the results of a public tender. In accordance with Purchasing Policy Item 04.07 (revised 2007), a tender exceeding $108,000 is subject to Council approval. CORP0227-07/01 revised Report CS 18-11 May 9, 2011 Subject: Tender No. T-4-2011 98 Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court Page 3 Financial Implications: 1. Tender Amount Tender No. T-4-2011 $172,121.80 HST (13%) 22,375.83 Sub-Total 194,497.63 HST Rebate (11.24%) (19,346.49) Total $175,151.14 2. Approved Source of Funds Roads Capital Budget Location Project Source of Funds Budget Required Code Sheppard Avenue 5320.1109 Debt Financing-5 Year $175,000 $77,000 5320.1109 Invest in Ontario - 20,862 Toy Avenue 5320.1107 Federal Gas Tax 90,000 75,904 Sandy Beach Road 5320.1108 Move Ontario Reserve 14,533 14,533 Sandy Beach Road 5320.1108 Property Taxes 20,467 24,185 Luna Court 5320.1111 Federal Gas Tax 20,000 13,414 $320,000 $225,898 3. Estimated Project Costing Summa Tender No. T-4-2011 - Tender for Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court $172,122 Sheppard Avenue Plantings 19,869 Associated Costs Materials Testing 8,000 Miscellaneous Costs 2,000 Construction Contingency 20,000 Sub Total -Costs 221,991 HST (13%) 28,859 Total Gross Project Costs 250,850 HST Rebate (11.24%) (24,952) Total Net Project Costs $225,898 Net Project Costs over under Approved Funds $94,102 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and financing of the expenditures contained in this report and concurs. CORP0227-07/01 revised F~ rt CS 18-11 May 9, 2011 Subject: Tender No. T-4-2011 Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court Page 4 Sustainability Implications: This project will allow for improving the roadway and vehicular flow in this area. The new road works will reduce maintenance costs for the next several years. Background: As part of the 2011 Roads Capital Budget, asphalt overlays for Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court were approved as construction projects. Tender No. T-4-2011 was issued on Wednesday, March 23, 2011 and closed Thursday, April 7, 2011, with seven (7) bidders responding. The low bid submitted by Four Seasons Site Development Limited is recommended for approval. Also included in the project costing summary was boulevard planting on Sheppard Avenue, to be undertaken by a separate contractor at a estimated cost of $19,869 plus HST. The Total Gross project cost is estimated at $250,850 (HST included) with an estimated total net project cost of $225,898 (net of HST rebate). Four Seasons Site Development Limited has previously worked for the City on Tender No. T-11-2010, Full Depth Asphalt Removal and Replacement On William Street and Sixth Concession Road and Asphalt Overlay on Sideline 4 and is deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, proof of Confined Space Awareness Training and a list of employees trained, a current WSIB Workplace Injury Summary Report and Certificate of Clearance issued by Workplace Safety & Insurance Board as submitted by Four Seasons Site Development Limited, have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Finance & Taxation and is deemed acceptable. In conjunction with staff's review of the contractor's previous work experience, check of references submitted and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Community Services Department, Engineering Services Division recommends acceptance of the low bid submitted by Four Seasons Site Development Limited for Tender No. T-4-2011 in the amount of $194,497.63 (HST included) and that the total net project cost of $225,898 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. CORP0227707/01 revised Report CS 18-11 May 9, 2011 Subject: Tender No. T-4-2011 1 `I Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court Page 5 Attachments: 1. Location Map 2. Supply & Services Memo Dated April 8, 2011 3. By-law to authorize the issuance of debentures in the amount of $77,000 for Asphalt Overlay for Sheppard Avenue from Rosebank Road to Altona Road in the City of Pickering Prepared By: Approved/Endorsed By: az4 D rr II Slsky -~cy Everett sma e Sup isor, Engineering & Capi I Works Director, Community Services Vera A. elgemacher Gillis Paterson, CMA CSCM , CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer Manager, Supply & Services , I Ard ne Se nior, CA Ri and Holb n, P. Eng. Manager, Accounting Services D' ision Head, Engineering Services DS:ds Copy: Chief Administrative Officer Recommended for the consideration of Pickering C' Counc Z(o~ Z Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised Litt' o~ -1 i1 1 g#` fO REPORT# S 1 ~6-11 a! 21 ENGINEERING SERVICES DIVISION 101 Attachment for Tender T-4-2011 Asphalt Overlay on Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court m 7LJ Z FOXWOOD Cl GATE ~ W STARVIEW O y-{ FOXWOOD TY > RK W O Q PINEVIEW zz 3 U1 w ' CRT. LANE IM W~ W Q o W za a z TUMN R. 0 U W AU C 0 O LAURIER Q CANADIAN - NATIONAL RAILWAYS O 'E~ 7 SHEPPARD AVENUE Q O D D p SUBJECT o A J AREA { DRIVE Q .y SUNDOW ROUGEMOUNT 1@ 0 O Y .RES. ~m"A Q STOVER < A ~ PLACE M A O CRES. ➢ It FIDDLE S FF Location Map - Sheppard Avenue -Project Area #1 Proposed Construction: SHEPPARD AVENUE - The proposed works to include final lift of asphalt and pavement markings from east of Altona Road to Rosebank Road. 40A Y N\G\-A\NP ~NR o Q 0 ~0 0 D a D z 3 w 1 a a m PLUMMER SUBJECT, QUARTZ !n STREET Y AREA STREET W Y 0O o a - V) I p~ BAYLY STREET 22 Location Map - Toy Avenue - Project Area #2 Proposed Construction: TOY AVENUE - The proposed works to include final lift of asphalt and pavement markings. Page 1 NTS / 'i- REPORT# CS 19-11 ENGINEERING SERVICES DIVISION 102 Attachment for Tender T-4-2011 Asphalt Overlay on Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court W FANSHAW PL. W BALATON AVENUE z H nx 11O HE ER,, U IN STREAMStOE _ LAN z O r H Z Z CRT. j Z O > m 0 2 Q (^,p U Q J WILLOWSID O u CRT. U COLMAR AVE. - y OQ FELDSPAR O O Q Q ~ A x COURT ' Qm PARKHAM RES. O O KINSMEN PARK W SUBJ CT Y ARE U ALEX O O Cf ROBERTSON d' ID PARK Y O Z Q Location Map - Sandy Beach Road - Project Area #3 Proposed Construction: SANDY BEACH ROAD- The proposed works to include final lift of asphalt and pavement markings at bridge south of Parkham Crescent D J 2 Z LHILLER O U O O a a ~ O C( Z > Z A w J m° O V) p REA I ~Z M D LOLDORCHARD ENUE SUBJECT > Q U ~J I r C D O m M w p AVENUE°S Z Z MONICA COO CODUA ~O BOULEVA BROW I G AVENUE I- SHEARER FANSHAW PLACE FOXGLOVE W LANE PLACE PARK O W Z O AVE.Z W It -1 W BALATON AYVIEW ROAD O > Z 2 N W STREET AO OJ W o Z = a ~y o > U a A COMMERCEI STREET O Z COLMAR AVENUE g BROADVIEW Z Q ARKHAM L F Z Location Map - Luna Court - Project Area #4 Proposed Construction: LUNA COURT - The proposed works to include final lift of asphalt and pavement markings. Page 2 1 0 3' PICKERING Memo 1811 BICENTENNIAL 2011 To: Richard Holborn April 7, 2011 Division Head, Engineering Services RECEIVED From: Vera A. Felgemacher APR 8 2011 Manager, Supply & Services CITY OF PiCKERING Copy: Supervisor, Engineering & Capital Works ENGINEERING SERVICES Subject: Tender No. T-4-2011 Tender for Asphalt Overlay Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court. - File: F-5400-001 Tenders have been received for the above project. An advertisement was placed in the Daily Commercial News and on the City's website inviting companies to download the tendering documents for the above mentioned tender. Seven (7) bidders submitted a tender for this project. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been done. All deposits other than the low three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). Three (3) bids have been retained for review at this time. Copies of the tenders are attached for your review along with the summary of costs. SUMMARY Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Four Seasons Site Development $194,497.63 $194,497.63 Ltd. IPAC Paving Ltd. $209,997.78 $209,997.78 D. Crupi & Sons Ltd. $219,016.60 $219,016.60 Furfari Paving $239,361.91 $239,361.91 COCO Paving $254,502.93 $254,502.93 C.Valley Paving $259,815.59 $259,815.59 Ashland Paving Ltd. $301,008.99 $301,008.99 AT T CHMEN T #a 1 0 4 Pursuant to Information to Bidders Item 24, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. a) A copy of the Health and Safety Policy to be used on this project; b) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; d) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used on this project; e) A list of employees trained in the confined space entry procedure who will be working on this project; and f) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer. Please include the following items in your Report to Council: (a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (f) - Insurance - is acceptable to the Manager, Finance &Taxation-, (c) any past work experience with the low bidder including work location; (d) without past work experience, if reference information is acceptable; (e) the appropriate account number(s) to which this work is to be charged; (f) the budget amount(s) assigned thereto; (g) Treasurer's confirmation of funding; (h) related departmental approvals; and (i) related comments specific to the project. Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the public tender opening. Bidders will be advised of the outcome in due course. If y u require further information, please feel free to contact me or a member of Supply & Ser ices. VAF/jg Attachments April 7, 2011 Tender No. T-1-2011 Page 2 Tender for Asphalt Overlay Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court 3 H -.POlr The Corporation of the City Of Pickering By-law No. Being a by-law to authorize the Asphalt Overlay for Sheppard Avenue, from Rosebank Road to Altona Road in the City of Pickering and the issuance of debentures therefor in the amount of $77,000 Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and Whereas the Council of the City wishes to proceed with Asphalt Overlay for Sheppard Avenue, from Rosebank Road to Altona Road; and Whereas before authorizing to proceed with the Asphalt Overlay for Sheppard Avenue, from Rosebank Road to Altona Road on the date hereof, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and therefore, Ontario Municipal Board approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved report CS 18-11 on the date hereof and awarded Tender No. T-4-2011 for the Asphalt Overlay for Sheppard Avenue, from Rosebank Road to Altona Road. REPORT# By-law No. __.._.._Z. Page 2 106 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Asphalt Overlay for Sheppard Avenue, from Rosebank Road to Altona Road", 2. That the estimated costs of the project in the amount of $97,862 be financed as follows: a) That the sum of $77,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five (5) years; b) That the sum of $20,862 be funded from Invest in Ontario Grant; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2012 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed this 16th day of May, 2011. David Ryan, Mayor Debbie Shields, City Clerk