HomeMy WebLinkAboutCS 47-12 1 elf,/ 00 gi Report To
Council
•
PICKERING Report Number: CS 47-12
Date: September 18, 2012
From: Everett Buntsma
Director, Community Services
Subject: Tender for Asphalt and Concrete Repairs •
- Tender No. T-24-2012
- File: A-1440
Recommendations:
1. That Report CS 47-12 of the Director, Community Services regarding the Tender for •
Asphalt and Concrete Repairs be received;
2. That Tender No. T-24-2012 as submitted by Ore Construction Ltd. for Asphalt and
Concrete Repairs in the total tendered amount of $372,924.86 (HST included) and a .
net cost of $335,830.39 be accepted;
3. That the total gross project cost of $387,841 (HST included), including the tender
amount and other associated costs and the total net project cost of $349,263 be
approved;
4. That Council authorize the (Acting) Division Head, Finance & Treasurer to finance
the project as follows:
a) that the sum of $85,740, as provided for in the 2012 approved Current and
Capital Budgets, be funded from property taxes;
• b) that the sum of $142,341, as provided for in the 2012 approved Current Budget
for Sidewalks — Sidewalk Rehabilitation Program, be funded from Federal Gas
Tax grant;
c) that the sum of $11,235, as provided for in the 2012 approved Capital Budget for
Property Maintenance, be funded by a transfer from the Rate Stabilization
Reserve;
. d) that the sum of $18,605, 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;
Report CS 47-12 September 18, 2012
Subject: Tender for Asphalt and Concrete Repairs
Tender No. T-24-2012 Page 2
72
e) that the sum of $91,342 for the Transit Bus Pads be funded by a recovery from
Durham Region Transit; and
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect hereto.
Executive Summary: As part of the 2012 Current Budget and Capital Budget,
various municipal maintenance projects were approved in association with the supply
and installation of concrete and asphalt products. Tender No. T-24-2012 was issued on
Wednesday, August 08, 2012 and closed on Thursday, August 23, 2012 with five (5)
bidders responding. The total gross project cost is estimated to be $387,841 and an
estimated net cost of $349,263 (net of HST rebate).
Financial Implications:
1.
Tender Amount
T-24-2012 $330,022.00
HST (13%) 42,902.86
Sub-Total 372,924.86
HST Rebate (11.24%) (37,094.47)
Total $335,830.39
•
Report CS 47-12 September 18, 2012
Subject: Tender for Asphalt and Concrete Repairs
7 3 Tender No. T-24-2012 Page 3
2.
Source of Funds
Capital and Current Budgets
Location Project Code Funding Source Available Required
Budget Budget
Operations - Roads
Road Repairs & 2320.2408.0002 Property Taxes $40,000 $25,611
Maintenance —Asphalt &
Concrete Repair Program
Sidewalk Repairs & 2323.5981.0000 Federal Gas Tax 200,000 142,341
Maintenance —Asphalt & Grant
Concrete Repair Program
Subtotal $240,000 $167,952
Operations - Parks
Walkway Reconstruction 5780.1207.0000 Property Taxes $32,000 $30,077
— Amberlea Park
Walkway Reconstruction 5780.1208.0000 Property Taxes 39,000 30,052
— David Farr Park
Walkway Reconstruction 5311.1202.0000 Rate Stabilization 40,000 11,235
— Centennial Park Reserve
Subtotal $111,000 $71,364
Planning & Development - Maintenance
Development 2613.2407.0000 Other Revenue $20,000 $18,605
Maintenance Work (fees & charges)
Subtotal $20,000 $18,605
Third Party Recoverable
Durham Transit — Transit 3290.0001 Region of $91,342 $91,342
Bus Pads Durham
Subtotal $91,342 $91,342
TOTAL $462,342 $349,263
Report CS 47-12 September 18, 2012
Subject: Tender for Asphalt and Concrete Repairs
Tender No. T-24-2012 Page 4
74
3.
Estimated Project Costing Summary
T-24-2012 —Tender for Asphalt & Concrete Repairs
City of Pickering Portion $243,712
Durham Region Transit Portion — Bus Pads 86,310
330,022
Associated Costs
Construction Contingency (4%) 13,200
Total $343,222
HST (13%) 44,619
Total Gross Project Cost $387,841
HST Rebate (11.24%) (38,578)
Total Net Project Cost $349,263
Under/(Over) Budget $113,079
The total tender amount includes a provisional rate of $100 per square metre for any
unexpected asphalt grind and overlay work that may arise during the contract. Any
extra work deemed necessary may be accommodated within the total approved budget
amount available.
Discussion: 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, various concrete and asphalt
projects were incorporated in an effort to attain cost efficiencies. Additions include
sidewalks throughout the City as well as walkways in/to Amberlea Park, David Farr Park
and Centennial Park.
This tender(similar to last year) includes a Third Party component for the construction
of concrete transit pads on municipal boulevards, work that will be fully recoverable from
Durham Region Transit.
Tender No. T-24-2012 was issued on Wednesday, August 8, 2012 and closed on
Thursday, August 23, 2012 with five (5) bidders submitting a bid. The low bid was
submitted by Ore Construction Ltd. References provided by Ore Construction Ltd. 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 Ore Construction Ltd., have been reviewed by the Coordinator, Health &
Safety and are deemed acceptable. The Certificate of Insurance has been reviewed by
Report CS 47-12 September 18, 2012
Subject: Tender for Asphalt and Concrete Repairs
7 5 Tender No. T-24-2012 Page 5
the (Acting) Division Head, Finance & Treasurer and is deemed acceptable. In
conjunction with staff's review of the contractor's 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, the Planning & Development Department and
Durham Region Transit recommends the acceptance of the low bid submitted by Ore
Construction Ltd. for Tender No. T-24-2012 in the amount of $372,924.86 (HST
included) and that the total net project cost of $349,263 be approved.
Attachments:
1. Supply & Services Memorandum dated August 23, 2012
2. Email dated August 28, 2012 from Durham Region
Prepared By: Approved / dorsed.By:-
4,".' V
,,� r
rant Smith Evere _ = • tsma
Manager, Municipal Operations Director, Community Services
& Fleet`Services
■ h,
Vera A. Feilgemacher Stan Karwowski
CSCMP, CPPO, CPPB, C.P.M., CMM III (Acting) Division Head, Finance &Treasurer
Manager, Supply & Services
•
Kristine Senior
Manager, Accounting Services
Recommended for the consideration
of Pickering Ci Counci
/ ���� • 78 2012,
Tony Prevedel, P.Eng.
Chief Administrative Officer
�'?ACHMENT#_.._./ REPORT# C� 4./z'
City oye
Z of
PICKERING
•
M e m
To: Everett Buntsma August 23, 2012
Director, Community Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Operations & Fleet Services
Coordinator, Roads & Infrastructure
Manager, Development Control
Supervisor, Engineering & Capital Works
Subject: Tender No. T-24-2012
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. Two (2) addenda were issued on this project. Five (5)
bidders responded and 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
• Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation'Check
Ore Construction Ltd. $372,924.86 $372,924.86
Aloia Bros. Concrete Contractors Ltd. $515,376.05 $515,376.05
Pencon Construction Canada Corp. $525,679.39 $525,679.39
Trisan Construction $663,579.84 $669,882.98
Royalcrest Paving & Contracting Ltd. $737,633.49 $737,633.49
-ft FPIE'!T##,. / TO REPORT# i7421
7 7
Pursuant to Information to Bidders Item 29, 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 (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 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;
(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 37;
(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 (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 Ore Construction Ltd. 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 &
Se ices.
r
VAF/jg
Attachments
August 23, 2012
Tender No. T-24-2012 Page 2
Tender for Asphalt and Concrete Repairs
ATTACHMENT TOREPORT#
of p
Schweyer, Donna M.
From: David Gooding [David.Gooding @durham.ca]
Sent: August-28-12 2:26 PM
To: Tony Francis; Pelzowski, Mike
Cc: Buntsma, Everett; Smith, Grant
Subject: Re: T 24 2012 Transit Results
Attachments: David Gooding.vcf
Mike,
This email is confirmation that Durham Region Transit will participate in the above noted
tender being awarded to Ore Construction Ltd. for the construction of concreted standing
areas and walkways at bus pads.
The DRT portion of work has been authorized in the amount of $86,310.00 including a 10%
Administration amount of $8,631.00 and a 10% Contingency amount of $8,631.00 for a total
amount of $103,572.00, excluding any applicable taxes.
I trust this information is satisfactory for DRT to participate in this tender.
Regards,
David B. Gooding
• Manager, Transit
Operational Planning & Scheduling
Durham Region Transit
tel. 905 571- 5019
email: David.Gooding(c,)durham.ca
>>> "Pelzowski, Mike" <mpelzowski(thpickering.ca> 8/27/2012 11:23 am >>>
Mr. Tony Francis
Mr. David Gooding
Durham Transit
City staff are finalizing the completion of our municipal concrete and asphalt tender for
2012 and are looking to present an report to our Council requesting their authorization to
proceed.
Further to which, attached is a copy of the low bid results for the Durham Transit component
of the tender , T-24 2012 as received .
Can you please review same and issue a transit document (last years was a quick email)
confirming acceptance of the bid results and authorization to proceed with the work.
Please note, an expedited reply would be appreciated.
Thanks,
Mike
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