HomeMy WebLinkAboutCS 35-11
City Report To
Executive Committee
ANOAant*,
I KERI Report Number: CS 35-11
Date: October 11, 2011
From: Everett Buntsma
Director, Community Services
Subject: Tender for Asphalt and Concrete Repairs
- Tender T-13-2011
- File: A-1440
Recommendations:
1. That Report CS 35-11 of the Director, Community Services regarding the Tender for
Asphalt and Concrete Repairs be received;
2. That Tender T-13-2011 as submitted by Pencon Construction Canada Corp. for
Asphalt and Concrete Repairs in the total tendered amount of $293,636.15 (HST
included) and a net cost of $264,428.45 be accepted;
3. That the total gross project cost of $311,038 (HST included), including the tender
amount and other associated costs and the total net project cost of $280,099 be
approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance the
project as follows:
a) that the sum of $120,000, as provided for in the 2011 approved Current Budget
for Roads - Maintenance Asphalt & Concrete Repair Program, be funded from
property taxes;
b) that the sum of $20,000, as provided for in the 2011 approved Capital Budget for
Sidewalk - Kingston Road at Brock Road, be funded from property taxes;
c) that the sum of $20,796, as provided for in approved 2011 Capital Budget for the
Sidewalk - Kingston Road at Glendale, be funded from the Federal Gas Tax
Grant;
d) that the sum of $22,000, as provided for in the Current Budget for Development
Control - Road Maintenance Asphalt & Concrete Works, be funded from other
revenues collected from fees and charges required and related to building
permits and cash-in-lieu;
Tort CS 35-11 October 11, 2011
Subject: Tender for Asphalt and Concrete Repairs
Tender T-13-2011 Page 2
e) that the sum of $27,411 for the Transit Bus Pads be funded by a recovery from
Durham Region Transit;
f) that the sum of $13,610 for Sidewalks - Granite Court at Sandstone Manor be
funded by a recovery from Purdue Pharma;
g) that the over-expenditures in the amount of $35,552 be funded from the 2011
Capital Contingency account and $20,730 be recovered from other revenue and,
if necessary, from contingency; and,
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: As part of the 2011 Current Budget and Capital Budget,
various municipal maintenance projects were approved in association with the supply
and installation of concrete and asphalt products. Tender T-13-2011 was issued on
Wednesday, August 17, 2011 and closed on Wednesday, August 31, 2011 with three
(3) bidders responding. The total gross project cost is estimated to be $311,038 and an
estimated net cost of $280,099 (net of HST rebate).
Financial Implications:
1.
Tender Amount
T-13-2011 $259,855.00
HST (13%) 33,781.15
Sub-Total 293,636.15
HST Rebate (11.24%) (29,207.70)
Total $264,428.45
Report CS 35-11 October 11, 2011
Subject: Tender for Asphalt and Concrete Repairs 19
Tender T-13-2011 Page 3
2.
Source of Funds
Capital and Current Budgets
Location Project Code Source of Funds Budget Required
Available
Roads Repairs & 2320.2408.0002 Property Taxes $120,000 $151,814
Maintenance - Asphalt &
Concrete Repair Program
Sidewalks - Kingston Rd 2323.5981.0000 Property Taxes 20,000 23,738
at Brock Rd
Sidewalks - Kingston Rd 5323.1101.6250 Federal Gas Tax 20,796 20,796
at Glendale Dr Grant
Development Control - 2613.2407.0000 Other Revenue 22,000 42,730
Various Asphalt & (fees and charges) $182,796 $239,078
Concrete Works
Third Party Recoverable
Durham Transit - 3290.0001 Region of Durham 27,411 27,411
Transit Bus Pads
Sidewalks - Granite Court 5325.1103.6181 Purdue Pharma 13,610 13,610
at Sandstone Manor $223,817 $280,099
Additional Funding
Asphalt & Concrete Repair Contingency 35,552
Program and
Sidewalks - Kingston
Road at Brock Road
Development Control - Other Revenue or 20,730
Various Asphalt and Contingency
Concrete Works
$280.099 $2$D.,M
Total
Report CS 35-11 October 11, 2011
20
Subject: Tender for Asphalt and Concrete Repairs
Tender T-13-2011 Page 4
3.
Estimated Project Costing Summary
T-13-2011 - Tender for Asphalt & Concrete Repairs
City of Pickering Portion $233,955
Durham Region Transit Portion - Bus Pads 25,900
259,855
Associated Costs
Traffic Signal Loop reinstatement (Major Oaks Road) 5,000
Construction Contingency (4%) 10,400
15,400
Total $275,255
HST (13%) 35,783
Total Gross Project Cost $311,038
HST Rebate (11.24%) (30,939)
Total Net Project Cost 12001M
Under/(Over) Budget $(56,282)
The total estimated net project cost has exceeded the approved budget by $56,282, out
of which $31,814 relates to Roads - Asphalt & Concrete Repair Program, $3,738 to
Sidewalks - Kingston Road at Brock Road, and $20,730 to Development Control -
Various Asphalt and Concrete Works. The provision for Roads maintenance projects
represents the annual contracted asphalt and concrete repairs on City roads and
sidewalks. This year, a larger quantity of curb and sidewalk repairs were identified to
be completed than in prior years due to a backlog in general repairs. These two factors
contributed to the increased funds required for the maintenance projects.
The over expenditures of $35,552 will be funded from the City's Contingency Account.
The $20,730 from Development Control - Various Asphalt & Concrete Works is 100%
recoverable from revenues collected from services required and related to building
permits and cash in lieu.
Report CS 35-11 October 11, 2011
Subject: Tender for Asphalt and Concrete Repairs - ,
Tender T-13-2011 Page 5
Sustainability Implications: This project will allow for the provision of new sidewalk
construction along major arterial routes, thus improving pedestrian mobility. A regional
request for the installation of concrete transit bus pads will further promote the use of
public transit. The roadway and sidewalk improvements will eliminate trip hazards and
unsafe walking conditions, encouraging the use of City streets and sidewalks.
Background: Annual maintenance programs requiring the supply of materials and
labour for the repair of roads, curbs and sidewalks are included in the tender for asphalt
and concrete repairs. Similar to last year's program, additional concrete and asphalt
projects were incorporated in an effort to retain cost efficiencies. Additions include
capital sidewalk installation projects: Kingston Road at Brock Road; Kingston Road at
Glendale Drive, Granite Court at Sandstone Manor; and, Durham Transit bus pads at
various locations throughout Pickering.
This tender also includes two components that will be fully recoverable from Third
Parties. These two components are: Sidewalks - Granite Court at Sandstone Manor
and Durham Transit Bus Pads, each will be recoverable from Purdue Pharma and
Durham Region Transit respectively.
As previously indicated, the roads maintenance portion of the tender exceeds the
approved budget. Through their annual sidewalk inspection program, Operations staff
have identified the need to remove and replace numerous sidewalk locations as a
means of reducing the associated potential liability claims from slip, trip and fall
accidents. The additional cost will be funded from the City's Contingency account.
Tender No. T-13-2011 was issued on Wednesday, August 17, 2011 and closed on
Wednesday, August 31, 2011 with three (3) bidders submitting a bid. The low bid was
submitted by Pencon Construction Canada Corp. References provided by Pencon
Construction Canada Corp. have been checked and are deemed acceptable by the
Manager, Municipal Operations & Fleet Services. The Health & Safety Policy, current
WSIB Council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued by
Workplace Safety & Insurance Board, proof of compliance with Confined Space Entry
Regulations, copies of certified training and procedures, list of employees trained in
confined space entry procedures as submitted by Pencon'Construction Canada Corp.
have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The
Certificate of Insurance has been reviewed by the Manager, 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.
t Report CS 35-11 October 11, 2011
i1
Subject: Tender for Asphalt and Concrete Repairs
Tender T-13-2011 Page 6
Upon careful examination of all tenders and relevant documents received, the
Community Services Department, the Planning & Development Department and
Durham Region Transit recommends the acceptance of the low bid submitted by
Pencon Construction Canada Corp. for Tender No. T-13-2011 in the amount of
$293,636.15 (HST included) and that the total net project cost of $280,099 be
approved.
Attachments:
1. Supply & Services Memorandum dated Aug 31, 2011
2. Email dated September 13, 2011 from Durham Region
Prepared By: Approved / Endorsed By:
r
e
rant SAIM Evere ntsma
Manager, Municipal Operations Director, Community Services
& Fleet S rvices
Vera A. Felg acher Gillis A. Paterson
CSCMP, CP O, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer
Manager, Supply & Services
& Lz-%A~
Caryn Kong
Senior Financial Analyst
Capital and Debt Management
M P/nw
Co : Chief Administrative Officer
Recommended for the consideration
of Pickering Cit Council
Z 7, 2-0
x'"
Tony Prevedel, P.Eng.
Chief Administrative Officer
Attachment# To Report# 1
"I
Hof _
PICKERING Memo
1811 BICENTENNIAL 2011
To: Everett Buntsma August 31, 2011
Director, Community Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Municipal Operations & Fleet Services
Coordinator, Roads & Infrastructure
Manager, Development Control
Supervisor, Engineering & Capital Works
Subject: Tender No. T-13-2011
Tender for Asphalt and Concrete Repairs
- 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
Pencon Construction Canada $293,636.15 $293,636.15
Corp. -
Royalcrest Paving & Contracting $348,203.85 $348,203.85
Ltd.
Automatic rejection - Bid not completed in ink.
Aloia Bros. Concrete Reference: Purchasing By-law No. 5900-01, Procedure
Contractors Ltd. No. PUR 010-001, 10.04, Item 7-(3); Information-to
Bidders - Pages 3, 4, and 5, Items 14, 25, and 26.
Pursuant to Information to Bidders Item 27, the following will be requested of the low bidder for
your review during the evaluation stage of this tender call. Please advise if you would like 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 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 Pencon Construrction Canada Corp., 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.
Note: Tenders shall be irrevocable for a period of sixty (60) days after the official date of
closing.
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 yo require further information, please feel free to contact me or a member of Supply &
Serv: es.
VAF/jg
Attachm is
August 31, 2011 Page 2
Tender No. T-13-2011
Tender for Asphalt and Concrete Repairs
J
f-
z
w
O
U ~
C
.o
•a
co
• U
E U
Q am
N Q
N ~
c0
X
03
CL
Q 'off a
E `m ~J N o
_a C 3' vi
CL 0 N\
w EA 69 69 69 69 64 69 O
Y m
U ~ v
w u c
2 C r m
U o E
~ V N O
C
Z
OQ M = o
Z O
w lSf 7 d O C \ O
Yw Q co `~m \ 2 O
a- cri
a0 Q Q Q ~ U
cn o
O~ 01
d
~ Z 4) "a `t k
U~
O H m a a o
a ai p 4 0
a co 0 c
U a~~i ~ . c
L a
? o
c ~ m
~ ate- N .C
CD E
cv) W
o ~ w
Z O
42
N
C `p O
0 m co
C C
E U U F-
m N C Z N
z O w ti
m ~ ~ c 'fw,n
C
0 c a a
C6 U ~
m o N
m c U F-'
O'D (D
QJaU w ~
U
t
r)
i
From: Pelzowski, Mike
Sent: September-22-11.8:54 AM
To: Webster, Nancy To Report#
Cc: Smith, Grant AttaChmerlt#
Subject: FW: Results Tender T-13-2011 f
Mike Pelzowski, CET
Coordinator, Roads & Infrastructure Maintenance
Contracts
Operations & Facilities Division
Community Services Department
City of Pickering WCF ,Tr_-:',-,. A~ -.,Oil
T. 905.420.4660 ext. 5227
Toll Free 1.866.683.2760
F. 905.683.8288
TTY. 905.420.1739
Cell: 905.767.6154
mpelzowski(cD-cityofpickering. com
www. cityofpickerinq. com
From: Tony Francis jmailto:Tony.Francis(odurham.cal
Sent: September-13-11 3:59 PM
To: Pelzowski, Mike
Cc: David Gooding; Felgemacher, Vera; Selsky, Darrell; Smith, Grant; Woolley, Don
Subject: Re: Results Tender T-13-20:11
Mike,
I left you a voice mail earlier but just to verify again, we have reviewed the documentation and accept the unit price of
$140/m2 for the bus stop pad construction.
Thanks, Tony
Tony Francis
Transit Contract Administrator
Durham Region Transit
Bus: (905) 571-5019 ext. 225
Fax: (905) 571-7390
"Pelzowski, Mike" <mpelzowski@cityofpickering.com> 12/09/20114:11 pm
Mr. Toni Francis
Transit Contract Administrator
Durham Region Transit Commission .
1 .