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HomeMy WebLinkAboutCS 41-12 city co A Report to — Executive Committee •PICKERING Report Number: CS 41-12 Date: September 10, 2012 From: Everett Buntsma Director, Community Services Subject: Tender No. T-16-2012 - Dixie Road Streetlight Replacement - File: A-1440 Recommendation: 1. That Report CS 41-12 of the Director, Community Services regarding the tender for the Dixie Road Streetlight Replacement project be received; 2. That Tender No.T-16-2012 submitted by Fellmore Electrical, in the amount of $162,656.32 (HST included), be accepted; 3. That the total gross project cost of $221,416.32 (HST included), including the tender amount and other associated costs, and the total net project cost of $199,392.25 (net of HST rebate) be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to increase the finance from the Federal Gas Tax, as provided for in the 2011 approved Streetlight Capital Budget from $90,000.00 to $199,392.25; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: Within the 2011 Streetlights Capital Budget, Dixie Road Streetlight Replacement was approved as a project due to the hydro pole replacement and relocation being undertaken by Veridian Connections. The City hired NEXGEN UTILITIES to undertake detail design in coordination with Veridian's work. As the City is replacing the existing high pressure sodium lights with energy efficient LED lights, the project is eligible for Federal Gas Tax funding. As this will be the City's pilot project for LED streetlights, efficiencies or savings will be determined and evaluated over the next year. The low bid submitted by Fellmore Electrical in the amount of$162,656.32 (HST included), and a net project cost of$199,392.25 (net of HST rebate) is recommended for approval. • Report CS 41-12 September 10, 2012 Subject: Tender No. T-16-2012 Dixie Road Streetlight Replacement Page. 2 Financial Implications: 1. Tender Amount Tender No. T-16-2012 $143,943.65 HST (13%) 18,712.67 Total Gross Amount $162,656.32 2. Estimated Project Costing Summary Tender No. T-16-2012 Dixie Road Streetlight Replacement $143,943.65 Miscellaneous Costs 5,000.00 Consultant Fees (NEXGEN UTILITIES) 30,000.00 Contingency 17,000.00 Sub Total — Costs 195,943.65 HST (13%) 25,472.67 Total Gross Project Costs 221,416.32 HST Rebate (11.24%) (22,024.07) Total Net Project Costs $199,392.25 3. Source of Funds Roads Capital Budget Account Code Budget Required 5325.1101.6181 $90,000.00 $199,392.25 Net Project Costs (over) under Approved Funds ($109,392.25) The over-expenditure was due to current market value for a project of this nature being higher than originally budgeted in 2011. This over-expenditure in the amount of$109,392.25 will be funded from the same source of funds as approved in the 2011 Capital Budget. The Dixie Road Streetlight Replacement project includes the introduction of LED technology which will result in energy savings and is therefore, deemed eligible for Federal Gas Tax funding. Discussion: As part of the 2011 Streetlight Capital Budget, Dixie Road Streetlight Replacement was approved as a construction project. This project was initiated as a result of Veridian Connections advising the City in 2010 that they were CORP0227-07/01 revised Report CS 41-12 September 10, 2012 7. 7 Subject: Tender No. T-16-2012 Dixie Road Streetlight Replacement Page 3 relocating their pole line on Dixie Road. Veridian advised the City that we would have to make arrangements to complete a streetlight design for Veridian's review and approval for the transfer of the existing streetlights or for the installation of new streetlights on the new poles. The City deemed this as an opportunity as a pilot project to replace existing high pressure sodium streetlights with the new energy efficient LED streetlight technology. The City hired an electrical consultant, NEXGEN UTILITIES, to undertake the detail design and preparation of the tender documents. NEXGEN completed a review of luminaries for Dixie Road between Finch Avenue and Kingston Road. NEXGEN tested several different high performance LED fixtures with many different variations such as the number of LED's, drive current and different distribution types. The main fixtures that were tested are: • Holophane (Acuity Lighting) with the LEDgend model; • Cooper Lighting with the Ventus model; • Lumec (Philips) with the Roadsta model; • Luxlite with their induction cobrahead. NEXGEN found that the road was very difficult to light properly due to the road classification Arterial Class C with medium pedestrian conflict. Typically, a road like this would require lighting in a staggered configuration from both sides of the road. However, installing lights on both sides of the road would cost several times more because it would be necessary to over-dig the existing boulevard, install road crossing ducts by directional bore under Dixie Road, and would require additional poles. NEXGEN `s recommendation was the Ventus fixture by Cooper Lighting solely because it is the only fixture that meets the IESNA (Illuminating Engineering Society North America) recommended practice for both the roadway and sidewalk illumination. Tender No. T-16-2012 was issued on Friday, July 27, 2012 and closed on Wednesday, August 15, 2012. Six bidders responded of which five bidders submitted a tender for this project and one was unable to bid. The following documents have been reviewed by the Coordinator, Health & Safety and deemed acceptable: • Health & Safety Policy • Current WSIB Workplace Injury Summary Report • Certificate of Clearance issued by Workplace Safety & Insurance Board • Certificates of Qualification The Certificate of insurance has been reviewed by the Manager, Finance & Taxation and deemed acceptable. CORP0227-07/01 revised Report CS 41-12 September 10, 2012 Subject: Tender No. T-16-2012 Dixie Road Streetlight Replacement Page 4 • Fellmore Electrical's references have been checked and are deemed acceptable by the Supervisor, Engineering & Capital Works. In conjunction with staffs review of the contractor's previous work experience with the City of Pickering 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 Fellmore Electric, for Tender No. T-16-2012 in the amount $162,656.32 (HST included) and that the total net project cost of $199,392.25 be approved. Attachments: • 1. Supply & Services Memorandum dated August 15, 2012. 2. Location Map Prepared By: Approved/Endorsed By: D re Selsk , C`-T, C�M III 1' Everett B tsm PD, CMM Y �/ Supervisor, Engineering & Capital Works Director, Community Services Caryn Kong, CGA Gillis Paterson, CMA Senior Financial Analyst Director, Corporate Services & Treasurer Capital Debt Management • • era A. Fe g= acher CSCMP, CR 0, CPPB, C.P.M., CMMIII Manager, Supply & Services CORP0227-07/01 revised • • Report CS 41-12 September 10, 2012 Subject: Tender No. T-16-2012 Dixie Road Streetlight Replacement Page 5 1,,- ----) 1 _ ( , • _di , Richa d W. Hoporn, P. Eng. Divi ' n Head, Engineering Services DS:ds Recommended for the consideration of Pickering ity Council Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 4 Cliff 114 ,111m, .4141 PICKERING • Memo To: Richard Holborn August 15, 2012 Division Head, Engineering Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works • Subject: Tender No. T-16-2012 Tender for Street Light Replacements — Dixie Road 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. Six (6) bidders responded of which five (5) bidders submitted a tender for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (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 13.03(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 HST Included Bidder Total Tendered After Calculation Check Amount Fellmore Electrical $162,656.32 $162,656.32 Langley Utilities Contracting Ltd. $176,543.29 $176,543.29 Stacey Electric Company Ltd. $188,373.83 $188,373.83 Otonabee Electrical Services Ltd. $197,378.80 $197,378.80 Black & McDonald Ltd. $201,118.34 $201,118.34 Rand Electric Unable to Bid i ...:., -. t-../o17 '/G-, Pursuant to Information to Bidders Item 28, 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. 'T i (a) A copy of the Health and Safety Policy to be used on this project (currently dated and signed); (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 Certificate of Clearance issued by Workplace Safety & Insurance Board; (d) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (e) a copy of a valid Ontario Electrical Contractor Licence issued by the Electrical Contractors Registration Agency of the Electrical Safety Association( ECRA/ESA) and copies of valid Licenses for all Master Electricians who will be assigned to this project; (f) a copy of valid certificates of qualifications issued by the Ontario Ministry of Training, Colleges and Universities for all of the company's Journeyman Electricians and Powerline Technicians who will be assigned to this project; (g) list of Sub-Contractors in accordance with General Conditions Item 32; and (h) Waste Management Plan to be used on this project in accordance with Tendering Specifications Item 18. Please include the following items in your Report to Council: (a) if items (a) through (f) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (d) - Insurance - is acceptable to the Manager, Finance &Taxation; (c) any past work experience with the low bidder Fellmore Electrical 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 ` ou require further information, please feel free to contact me or a member of Supply & Se ices. V F^' Attachments August 15, 2012 Tender No. T-16-2012 Page 2 Tender for Street Light Replacements - Dixie Road I4-I cu to z 1 W a U c m U i: a) CL a U co N c X ca CA M ,q.. N I h a -a N 0o r "1 to o a a ;� "� QA K c a\ : o c m E E N 'Z A ° E . nz 3 ~ ,o ` ■ n1 ■ N. m E Q �E' ER fR ER ER ER O I W Y W c c m CO I E N E d r U a p CU N 1 d o - C .. o Q s N I ~ m 1 \ \ \ o Z c) C W 7 = o d J ~ O a a - O C o c CO 13 13 0 0 ~ 4 m m 1Z tic . I 0 � \ \ • p a)a O o uc - cc ti c a a) c a rn N E T3 O N C N a) , - CB r 71)-- ci z -a mci C C J a) O > c > L ( U m c W' 45 co U > A '6 o - W oNpl, • ro 1.L. O -J U) CC U 41 PORT# L"''1 City o0 I 1,:,_. ;fAw _ T S IG 11 sT1 1cit�'_ ION_ N V[ ENGINEERING SERVICES DIVISION Attachment for Tender T-16-2012 w ' ELO OVNCANNpN ORivE A Lp0E5T ER WORTH U �LW"�v�pRE ` ROSEOPO Ti '- CES. G gT W w SOU ENT �;'^�� jTh S m CRACTON .0„.-- U ORESC \ PR ? U �A 71 / , 1. Z \ /SOU ` j >ou:: Jv N � O O MOUNTCASTLE A cc U c',...,, OUGN p / /�F O O PPOGE" ci, 0R P"p5 V 1y`r[v ; W\\CRESCE J U O WQ ` OpwR O U mp (REDB■RO r,a" \,BOG ,1 N U N OZ \y\' O W JJ ppt UPRE Y� E pQ, m J (\ 4 W b ' N \ ''''' 2 5% O\F� C 1 p J 2 O 5 S/`/O\\/)' J � N mO.-z.,CRESCENT �( j YW ��F�O mU J mW l a m w wC FO ! a ��O m 7 fR ORVyE RO C' w J S CLENANNA j � O _ W Q N J 2 �" Q oO p f G 0L/U� 16 "4°L O��\^\1 tt V Oy N w C2 9\ \ '. A cRESC� Co O \ 17:f)Z % // �\):54:1 m ma2ao �o m �o ws J W m t G , w O E 7O U „,',: 11 O P� 4 Yd Jp{P W W 7 '41, , "UE '� 0 U m \ / / ,6' 0 4 P E ' O GREpSR l LRn5,\ o-?G Ya1 \ i N Z U Ou PS N\\/� 3t �' y10� `M \ RES///5 O \�4 / �\°�,� �� y.. � o�' SUBJECT o o� s , -- c { AREA i A° , GosToo 9. v 7,e,%.-• R ° /\RESGROGE 0 u o T Location Map — Dixie Road Proposed Construction Includes: Dixie Road —The proposed works to include the design and installation of streetlights on Dixie Road from Kingston Road to Finch Avenue in conjunction with reconstruction/ relocation of Veridian hydro line.