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Home My WebLink AboutCS 26-11 City Report To Council PICKERII V G Report Number: CS 26-11 119 Date: July 11, 2011 From: Everett Buntsma Director, Community Services Subject: Tender No. T-9-2011 Kingston Road Asphalt Sidewalk Installation File: A-1440 Recommendation: 1. That Report CS 26-11 of the Director, Community Services regarding Tender No. T-9-2011 for Kingston Road Asphalt Sidewalk Installation be received; 2. That Tender No. T-9-2011 submitted by Ashland Paving Limited in the total tendered amount of $107,511.74 (HST included) and a net cost of $96,817.65 be accepted; 3. That the total gross project cost of $127,852 (HST included) and a net project cost of $115,135 including the tendered amount and other associated costs be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to fund the project in the sum of $115,135 from the Federal Gas Tax Grant as provided for in the approved 2011 Capital Budget; and 5. Further, that the appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. Executive Summary: As part of the 2011 Capital Budget, the Kingston Road Asphalt Sidewalk Installation was approved as a construction project at an estimated cost of $150,000. Tender No. T-9-2011 was issued on Monday, May 30, 2011 and closed on Tuesday, June 14, 2011 with three (3) bidders responding. The low bid of $107,511.74 (HST included) submitted by Ashland Paving Limited is recommended for approval. The total gross project cost is estimated at $127,852 and the total net project cost is estimated at $115,135 (net of HST rebate). 1 Report CS 26-11 July 11, 2011 Subject: Kingston Road Asphalt Sidewalk Installation 120 Tender No. T-9-2011 Page 2 Financial Implications: 1.Tender Amount Tender No. T-9-2011 $95,143.13 HST (13%) 12,368.61 Sub-Total $107,511.74 HST Rebate (11.24%) ,(10,694.09) Total $96,817.65 2. Approved Source of Funds 2011 Sidewalk Capital Budget Location Project Code Source of Funds Budget Required Kingston Road Asphalt 5323.1101.6250 Federal Gas Tax $150,000 $115,135 Sidewalk Installation Total 150 000 115 135 3. Estimated Project Costing Summary T-9-2011 $95,143 Miscellaneous & Tender Costs 2,000 Utility Relocations 4,000 Materials Testing 2,000 Contingency 10,000 Sub Total $113,143 HST (13%) 14,709 Total Gross Project Cost $127,852 HST Rebate (11.24%) (12,717) Total Net Project Cost 115 135 Under/(Over) Budget $34,865 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and financing of.the expenditures contained in this report and concurs. Sustainability Implications: Completion of this project will allow for a new sidewalk construction along a major arterial route promoting safe pedestrian access. CORP0227-07/01 revised i Report CS 26-11 July 11, 2011 121 Subject: Kingston Road Asphalt Sidewalk Installation Tender No. T-9-2011 Page 3 Background: Tender T-9-2011 was issued on Monday, May 30, 2011. An advertisement was placed in the Daily Commercial News and on the City's Website. The tender closed on Tuesday, June 14, 2011 with three (3) bidders responding. The low bid of $107,511.74 (HST included) submitted by Ashland Paving Limited is recommended for approval. A reference check for Ashland Paving Limited has been completed and is deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, a current WSIB Workplace Injury Summary Report, and Clearance Certificate issued by Workplace Safety & Insurance Board as submitted by Ashland Paving have been reviewed and deemed acceptable by the Coordinator, Health & Safety. 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 the acceptance of the low bid submitted by Ashland Paving Limited for Tender No. T-9- 2011 in the amount of $107,511.74 (HST included) and the total net project cost of $115,135 be approved. 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 formal. tender exceeding $108,000 is subject to Council approval. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing.. Attachments: 1. Location Map 2. Summary Memorandum from Supply & Services dated June 14, 2011 Prepared By: Approved/E orsed D rrell Selsky Everett tsma Supervisor, Engineering & Cap CI Works Director, Community Services CORP0227-07/01 revised I Report CS 26-11 July 11, 2011 122 Subject: Kingston Road Asphalt Sidewalk Installation Tender No. T-9-2011 Page 4 Vera A. F gemacher Ri and Holborn CSCMP, CPPO, CPPB, C.P.M., CMM III Division Head, Engineering Services Manager, Supply & Services Caryn Kong, CGA Gillis A. Paterson CMA Senior Financial Analyst Director, Corporate Services & Treasurer Capital & Debt Management I AM:ds Copy: Chief Administrative Officer Recommended for the consideration of Pickering 'ty Cou it Tony Prevedel, P.Eng. ` Chief Administrative Officer CORP0227-07/01 revised Cc o~ ATiACHMENT# 1.- TO REPORT# CS ~G-r~ 1 2 3 rt- Of „ PICKERING ENGINEERING SERVICES DIVISION Attachment for Tender T-9-2011 Kingston Road Asphalt Sidewalk Installation ~ ~ v rN m ~ Z Z0 7 ~ ~P oPO O G, O N BOSS 0 z CUE o~ 2 SUBJECT a PEE 00\-) V---, AREA o Z EP0O R~OGE. ~ G~ E~ 02 G ES C Location Map - Kingston Road Proposed Construction Includes: KINGSTON ROAD The proposed works to include construction of temporary asphalt sidewalk on the south side of Kingston Road to address accessibility and mobility needs between Glendale Drive and Walnut Lane. 2 TOREPORT# T~ MEN T# of_2- RECEIVED - , ---J - JUN 15 2011 124 PICKERING CITY OF PICKERING o ENGINEERING SERVICES 1617 BICENTENNIAL 2011 To: Richard Holborn June 14, 2011 Division Head, Engineering Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Subject: Tender No. T-9-2011 Tender for Kingston Asphalt Sidewalk Installation. 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. Three (3) 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. 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 Ashland Paving Ltd. $107,511.74 $107,511.74 Royalcrest Paving $126,430.05 $126,430.05 Pencon Construction of Canada $353,690.00 $353,690.00 Corp. Pursuant to Information to Bidders Item 25, 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); ATTACH ME NT TO REPORT# es- (0 (c) A copy of the current Clearat '-C-84;ate issued by Workplace Safety & 25 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 (f) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (g) list of Sub-Contractors in accordance with General Conditions Item 34; and (h) Such further information, as the City may request in writing. 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 you require further information, please feel free to contact me or a member of Supply & rvices. VAF1 Att chments June 14, 2011 Tender No. T-9-2011 Page 2 Tender for Kingston Asphalt Sidewalk Installation