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HomeMy WebLinkAboutENG 11-13 C,/ °q Report to Council ?IKET1I Report Number: ENG 11-13 • Date: September 16, 2013 From: Richard W. Holborn Director, Engineering & Public Works Subject: Toynevale Road Reconstruction - Tender No. T-18-2013 - Rougemount Drive to Rosebank Road - File: A-1440 Recommendation: 1 . That Report ENG 11-13 of the Director, Engineering & Public Works regarding the Tender for Toynevale Road Reconstruction from Rougemount Drive to Rosebank Road be received; 2. That Tender No.T-18-2013 as submitted by Elirpa Construction & Materials Ltd. in the total tender amount of $1,073,257.95 (HST included) be accepted; • • 3. That the total gross project cost $1,194,168.00 (HST included), including the tender amount and other associated costs and the total net project cost of $1,075,385.00 (net of HST rebate) be approved; 4. That Council authorizes the (Acting) Division Head, Finance & Treasurer to finance the project in the amount of $1,075,385.00 as follows: a) The sum of $722,167.23 to be funded from the Development Charge (DC) City's Share Reserve; b) The sum of $240,722.41 to be funded from Development Charges Roads and Related Reserve Funds (DCRF); c) The sum of $12,495.36 to be funded from Third Party Contribution Reserve Funds; d) The sum of $100,000.00 to be funded by a contribution from the Toronto & Region Conservation Authority; e) The Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary • in order to effect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 56 Report ENG 11-13 September 16, 2013 Subject: Toynevale Road Reconstruction • Tender No. T-18-2013 Rougemount Drive to Rosebank Road Page 2 Executive Summary: As part of the 2013 Development Projects Capital Budget, Toynevale Road Reconstruction from Rougemount Drive to Rosebank Road was approved as a construction project. Tender T-18-2013 was issued on Wednesday, August 7, 2013 and closed on Wednesday, August 28, 2013 with five bidders responding. The low bid submitted by Elirpa Construction & Materials Ltd. is recommended for approval. The total gross project cost is estimated at $1,194,168.00 (HST included) and the total net project cost is estimated at $1,075,385.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No 1-18-2013 $949,785.80 HST (13%) 123,472.15 Total Gross Tender Cost $1,073,257.95 • . 2. Estimated Project Costing Summary Tender No. T-18-2013 for Toynevale Road Reconstruction ' $949,786.00 Rougemount Drive to Rosebank Road Associated Costs Utility Relocations and Pre-Engineering 7,000.00 Materials Testing 5,000.00 Construction Contingency 95,000.00 Total 1,056,786.00 HST (13%) 137,382.00 Total Gross Project Cost $1,194,168.00 HST Rebate (11.24%) (118,783.00) Total Net Project Cost $1,075,385.00 • 57 Report ENG 11-13 September 16, 2013 Subject: Toynevale Road Reconstruction Tender No. T-18-2013 III Rougemount Drive to Rosebank Road Page 3 3. Basis to Calculate D C Funding _ Description Amount Net Project Cost to City (incl. 1.76%) $1,075,385.00 Less Third Party Contribution (Cash in lieu) (12,495.36) Less Contribution from TRCA (100,000.00) Net Cost for DC funding ratio (75% City's $962,889.64 Share/25% DCRF) Funding Sources City's Share (75%) DCRF (25%) Total DC City's Share $722,167.23 $240,722.41 $962,889.64 Reserve Third Party Contribution 12,495.36 12,495.36 RF Contribution from TRCA 100,000.00 0.00 100,000.00 Total Contributions $834,662.59 $240,722.41 $1,075,385.00 4. Approved Source of Funds • 2013 Develo•ment Projects Ca•ital Bud•et 5321.1305.6251 Funding Source Available Budget Required DC City's Share Reserve $558,938.00 $722,167.23 DC Roads & Related Reserve Funds 186,312.00 240,722.41 Third Party Contribution Reserve Fund 0.00 12,495.36 TRCA Contribution _ 0.00 100,000.00 Total Funds $745,250.00 $1,075,385.00 Net Project.Costs under (over) Approved Funds ($330,135.00) Funds have been received from developers for cash-in-lieu related to sidewalks on Toynevale Road in the amount of $12,495.36. These funds are being held in the Third Party Contribution Reserve Funds. The Toronto and Region Conservation Authority's (TRCA) Stormwater Management cash-in-lieu program will also contribute an additional $100,000.00 towards the stormwater component of this project. These additional contributions lower the over-expenditure required to be funded by Development Charges to approximately $217,640.00. 0 Discussion: As part of the 2013 Development Projects Capital Budget, Toynevale Road from Rougemount Drive to Rosebank Road was approved as a 58 Report ENG 11-13 September 16, 2013 Subject: Toynevale Road Reconstruction Tender No. T-18-2013 • Rougemount Drive to Rosebank Road Page 4 construction project. During detail design of this project Water Resources staff identified an opportunity to retrofit the existing storm sewer system with an Oil Grit Separator. This installation will provide water quality treatment for 30 hectares of the Petticoat Creek watershed where none currently exists. This project also meets the requirements of Toronto and Region Conservation Authority's Stormwater Management cash-in-lieu program which will be providing the City with funding in the amount $100,000.00. Upon completion of the detail design a construction cost estimate was prepared and it was identified by staff the total project cost was going to exceed the approved funding for this project. The additional costs can be attributed to current market prices increasing since the Development Charges Background Study was completed in 2009, two new sidewalks being constructed, and more extensive storm sewer works being required. Tender No. T-18-2013 was issued on Wednesday, August 7, 2013 and closed on Wednesday, August 28, 2013 with five bidders responding. The low bid submitted by Elirpa Construction & Materials Ltd. is recommended for approval. References for Elirpa Construction & Materials Ltd. have been reviewed and deemed acceptable by the • Manager, Capital Projects & Infrastructure. The Health & Safety Policy, current WSIB, Council Amendment to Draft #7 (CAD7), the Certificate of Clearance issued by the Workplace Safety & Insurance Board, proof of compliance with Confined Space Entry Regulations, and copies of certified training and procedures as submitted by Elirpa Construction & Materials Ltd. have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. The Certificate of Insurance has been reviewed by the (Acting) Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with staff's review of the contractor's references available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering & Public Works Department recommends the acceptance of the low bid submitted by Elirpa Construction & Materials Ltd. for Tender No. T-18-2013 in the amount of $1,073,257.95 (HST included) and that the total net project cost of $1,075,385.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated August 28, 2013. 2. Location Map 59 Report ENG 11-13 September 16, 2013 Subject: Toynevale Road Reconstruction Tender No. T-18-2013 Ill Rougemount Drive to Rosebank Road Page 5 Prepared By: Approved/Endorsed By: Oar ell Selsky, C.' .T., MM Ill Richar,: Holborl, P.Eng. 9 /Manager, Capital Projects & Infr.. : ructure Dir or, Engineering & Public Works It (7,1:\ Vera A. Felgem cher Stan Karwowski, (Acting)Division Head CSCMP, CPP , , CPPB, CPM, CMM Ill Finance & Treasurer Manager, Supply & Services • Caryn Kong, CGA Senior Financial Analyst Capital & Debt Management DS:ds Recommended for the consideration of Pickering Cit Council I '/////- ,,40 '. 10, 2°(3 I Tony Prevedel, P.Eng. Chief Administrative Officer III 60 Calio¢� - j Fig:PC ;tTII_LE 11-13 • PICKERING Memo To: Richard Holborn August 28, 2013 Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Capital Works & Infrastructure Subject: Tender No. T-18-2013 Tender for Toynevale Road Reconstruction - Rougemount Drive to Rosebank Road 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 and drawings for the above mentioned tender. Four addenda were issued. 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 Harmonized Sales Tax Included Bidder - Total Tendered Price After Calculation Check Elirpa Construction & Materials Ltd. $1,073,624.07 $1,073,257.95 Montgomery MacEwen Contracting $1,128,604.41 $1,128,604.41 Miller Paving Limited $1,346,944.41 $1,346,944.41 Aloia Bros. Concrete Contractors Ltd. $1,456,580.23 $1,456,580.23 Automatic rejection —Addendum No. 4 not acknowledged. Reference: Purchasing Policy No. Bennington Construction Ltd. PUR 010, Procedure No. 23.02, Item 11, IB Item 9, 13, 23, 25, 26, 27, 40, 41 and 42; and Addendum No. • 4. • 61 iENr ,-..__.1_..., TORE PORT# t Ncn H -j Pursuant to Information to Bidders1t'eM-28',IMIGIlowing 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 fety Policy to used on project; • (b) A copy of the current Workplace Sa Injury Summa be ry Report this 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) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (e) The City's Accessibility Regulations for Contracted Services form currently • dated and signed; (f) list of Sub-Contractors in accordance with General Conditions Item 35; and (g) 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 (c) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (d) - Insurance- is acceptable to the (Acting) Manager, Budgets & Internal Audit; (c) any past work experience with the low bidder Elirpa Construction & Materials Ltd. including work location; (d) without past work experience, if reference information is acceptable; 4110 (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 w bsite for the unofficial bid results as read out at the public tender opening. Bidders will be ad ised of the outcome in due course. If ypu require further information, please feel free to contact me or a member of Supply & S ices. VAF/jg Attachm is III August 28, 2013 Tender No. T-18-2013 Page 2 62 T-oynevale Road Reconstruction - Rougemount Drive to Rosebank Road "TLChNilik-i+%...,. / +t. REPORT# EN(-1, l l -I 5 a3...,......- • I- z w E 0 0 0 y C 0 3 a u _I 4 y CO it N ta CO X a7 N ` ca O . "O C o aO O ¢ � — 0 Q C O > U y U O • io CO to O co ~ . M C -p U 4, T \ U 2_ 2 O b) 64 f • Ul (A O Y c o7 I- N O V Q O < N a0 T _ 0 vO- C cu N a w m a Y a o c E o c U a ,2 ca Ta a Q7 U I- V p aV LJ `:, O 4 a O -o \ ..-...„, \ m c } C °' a I- C o N 1Ii \ . \ _ of Z a " v ° a)a `�a I I� lii E 3 a ) a 0 z W N ` C , U <-2 y O G • O C IS a EV m m - it° a_ o m a'm m ` m m +°\rn 220 QU m /L2. () , sr 63 r L1t'r-.11EN°t ;> .. . i 'TO REPORT# ENS 11-13 Cars a¢1 L ._...._..L. G,_.,..1 ' y' Engineering & Public Works t SC 1 - Department p • Attachment for Tender T-18-2013 Toynevale Road Reconstruction ✓ A �\�G oa - �, ITT c, r SUBJECT ° AREA u 0 La 050:81-10 L °� 500 PARK SY MEMORIAL 6 E N jOyN�py z per. �Q 1 - O % O� CO ° pRtVE 0 W Z O La J NO ; J � N E g G � yf, . "fa M0 • vG� R,,i: \(.0 D Location Map —Toynevale Road Proposed Construction Includes: Toynevale Road • Urbanize and widen the existing road to 9.75m • Complete road reconstruction including recycled RAP material used as granular road base (heavy duty) and base asphalt • Remove and replace the existing concrete curb and gutter to a proposed wider road configuration • Remove and replace the existing temporary asphalt sidewalk (south side) to a wider 1.5m concrete sidewalk • Install a new 1.8m concrete sidewalk (north side) . • Repairs to the existing storm sewer system where required, with additional storm connections added, including many Front Yard Catch Basins • Decommissioning of an existing 525mm boulevard storm pipe • Install a new Oil / Grit Separator into the Storm system at the east end of the project • • Complete boulevard restoration to all areas affected by construction (fine grading and sodding where required) 64