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Home My WebLink AboutENG 02-14 City oi0 Report to Fil Council • I KERING Report Number: ENG 02-14 Date: February 24, 2014 • • From: Richard Holborn Director, Engineering & Public Works Subject: Amberlea Creek Pedestrian Bridge and Sanitary Sewer Replacement - Tender No. T-21-2013 - File: A-1440 . Recommendation: 1. That Report ENG 02-14 of the Director, Engineering & Public Works regarding the Amberlea Creek Pedestrian and Sanitary Sewer Replacement be received; 2. That Tender No. T-21-2013 submitted by Hawkins Contracting Services Limited in the amount of$222,640.51 (HST included) be accepted; 3. That the total gross project cost of$296,204.00 (HST included), including the tender amount and other associated costs., and the total net project cost of$266,740.00 (net of HST rebate) be approved; 4. That Council authorizes the Division Head, Finance &Treasurer to fin ance the project in the amount of$266,740.00 as follows: a) The sum of$130,000.00 as provided for in the 2013 Property Maintenance Capital Budget to be financed by a five-year internal loan; • b) The sum of$80,217.00 through a contribution from the Region of Durham; c) The sum of$56,523.00 to be included in the 2014 Property Maintenance Capital • Budget, and to be funded from property taxes; 5. That a copy of this.report be forwarded to the Region of Durham. 6. Further that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. • • 103 • Report ENG 02-14 February 24, 2014 Subject: Amberlea Creek Pedestrian Bridge and Sanitary Sewer Replacement Tender No. T-21-2013 Page 2 Executive Summary: As part of the 2013 Property Maintenance Capital Budget, Amberlea Creek Pedestrian Bridge and Sanitary Sewer Replacement was approved as a construction project. Tender No. T-21-2013 was issued on Monday, November 4, 2013 and closed on Wednesday, November 20, 2013 with five bidders responding. The low bid in the amount of$222,640.51 (HST included), submitted by Hawkins Contracting Services Limited is recommended for approval.. The total gross project cost is estimated at$296,204.00 (HST included) and the total net project cost is estimated at $266,740.00 (net of HST rebate) Financial Implications: 1. Tender Amount Tender No. T-21-2013 $197,027.00 HST (13%) 25,613.51 Total $222,640.51 2. Estimated Project Costing Summary Tender No. T-21-2013 City of Pickering Portion $137,182.00 Durham Region Portion 59,845.00 $197,027.00 Associated Costs Miscellaneous Costs 4,600.00 Consultant Fees (Design and Contract Administration) 38,800.00 Materials Testing 2,000.00 Construction Contingency 19.700.00 Total 262,127.00 HST (13%) 34,077.00 Total Gross Project Cost 296,204.00 HST Rebate (11.24%) (29,464.00) Total Net Project Cost $266,740.00 3. Breakdown of Costs between City and Region City Region Total Tender Amount $137,182.00 $59,845.00 $197,027.00 Miscellaneous Cost 4,600.00 - 4,600.00 Consultant Fees 25,800.00 13,000.00 38,800.00 Material Testing 2,000.00 - 2,000.00 Construction Contingency 13,716.00 5,984.00 19,700.00 Total $183,298.00 $78,829.00 $262,127.00 • Net HST Cost to City (1.76%) 3,225.00 1.388.00 4,613.00 Total Cost to City $186,523.00 $80,217.00 $266,740.00 104 Report ENG 02-14 February 24, 2014 Subject: Amberlea Creek Pedestrian Bridge and Sanitary Sewer Replacement • Tender No. T-21-2013 Page 3 • 4. Approved Source of Funds 2013 Property Maintenance Capital Budget 5311.1306.6181 Funding Source Available Budget Required Internal Loan — 5 Year $130,000.00, $130,000.00 'Property Taxes (2014 Budget) 60,000.00 56,523.00 Third Party Recoverable - Region of Durham 80,217.00 Total $190,000.00 $266,740.00 Net Project Costs under (over) Approved Funds ($76,740.00) The over expenditure of $76,740 will be reduced by a contribution from the Region in the amount of$80,217.00. Discussion: - A Municipal Bridge Inspection Report was undertaken by Keystone Bridge Management in 2010 and 2012 on behalf of the City. The report identified that the structure bottom chords and floor beams were severely corroded for the Amberlea Creek Pedestrian Bridge and required rehabilitation. In 2011 funds were budgeted for Consulting Services (IFQ 45-2011) for the rehabilitation of a pedestrian bridge. Chisholm Fleming and Associates were hired to undertake the assignment. In their Bridge Condition Survey Report dated December 12, 2011 they advised that it would be more economical to replace the bridge than to rehabilitate it. The new bridge replacement that is being proposed is a weathering steel structure. Other benefits include a shorter construction duration, reduced environmental impact and provides a more predictable service life. As part of the 2013 Property Maintenance Capital Budget, Amberlea Creek Pedestrian Bridge and Sanitary Sewer Replacement was approved as a construction project. During the detail design phase, consideration was given to the Accessibility for Ontarians with Disabilities Act (2005) (AODA). The existing bridge is 2.0 metres wide and the new bridge will be 2.4 metres wide. The replacement bridge was designed 20% wider than the existing bridge. The original budget wasn't sufficient to cover additional costs. The increase in cost to the project has been accommodated for in the 2014 Property Maintenance Capital Budget. The Region of Durham have a sanitary sewer attached to the underside of the pedestrian bridge which services the townhouse complex at 925 Bayly Street. Under Tender No. T-21-2013 the City is coordinating the replacement of the sanitary sewer on behalf of the Region. The Region has approved their portion of the project and will be reimbursing 100% of the cost back to the City. 105 Report ENG 02-14 February 24, 2014 • Subject: Amberlea Creek Pedestrian Bridge and Sanitary Sewer Replacement Tender No. T-21-2013 Page 4 Tender No. T-21-2013 was issued on Monday, November 4, 2013 and closed on Wednesday, November 20, 2013 with five bidders responding. The low bid submitted by Hawkins Contracting Services Limited is recommended for approval. The total gross project cost is estimated at $296,204.00 (HST included) and the total net project cost is estimated at $266,740.00 (net of HST rebate). References for Hawkins Contracting Services Limited have been checked and are deemed acceptable by the Manager, Capital Projects & Infrastructure. The Health & Safety Policy, proof of Confined Space Entry Procedure and a list of employees trained, a current WSIB Workplace Injury Summary Report and Certificate of Clearance issued by Workplace Safety & Insurance Board as submitted by Hawkins Contracting Services Limited, have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with staffs 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 Hawkins Contracting Services Limited for Tender No. T-21-2013 in the amount of$222,640.51 (HST included) and that the total net project cost of$266,740.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated November 22, 2013 2. Location Map • r By: Approved/Endorsed By: 7.____; /n ' `'✓�/ . Darrell Seisky, CET, CMM III 7 Ri and H• born, P. Eng. Manager, Capital Projects & Infrastructure )ector, Engineering & Public Works Vera A. Felgemacher Stan Karwowski, MBA CNA----- CSCMP, CPPO, CPPB, CPM, CMM III Division Head, Finance &Treasurer Manager, Supply & Services • 106 Report ENG 02-14 February 24, 2014 Subject: Amberlea Creek Pedestrian Bridge and Sanitary Sewer Replacement Tender No. T-21-2013 Page 5 Caryn Kong, CGA Senior Financial Analyst Capital & Debt Management _ DS:ds • • Recommended for the consideration of Pickering City Council • .14. 2°14 Tony Prevedel, P.Eng. • Chief Administrative Officer • • • • 107 - • ° Attachment 1 Report ENG O3-14 Cliff 00 PICKERING Memo • To: Richard Holborn November 22, 2013 Director, Engineering& Public Works Revised From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Capital Works & Infrastructure Subject: Tender No. T-21-2013 Tender for Amberlea Creek Pedestrian Bridge and Sanitary Sewer Replacement - 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 and drawings for the above mentioned tender. Five 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 Amount After Calculation Check Hawkins Contracting Services Ltd. $222,640.51 $222,640.51 Cedar Springs Landscape Group Ltd. $237,254.80 $237,254.80 Elirpa Construction & Materials Ltd. $401,839.45 $401,839.45 Automatic rejection —the unit price for Section 2, Item 9 was not stated on the Form of Tender. Reference: MTM-2Contracting Inc. • Purchasing Policy No. PUR 010, Procedure 23.02, Item 14; Information to Bidders— Item 9, 14, 15, 25, 26, 27, Tendering Specifications — Item 9, and Form of Tender. • 108 Automatic rejection —the unit price for Section 2, Item 9 was not stated on the Form of Tender. Reference: Citycore Construction Inc. Purchasing Policy No. PUR 010, Procedure 23.02, Item 14; Information to Bidders— Item 9, 14, 15, 25, 26, 27, Tendering Specifications— Item 9, and Form - of Tender. • 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. (a) A copy of the currently dated and signed 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; • (f) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (g) The City's Accessibility Regulations for Contracted Services form currently dated and signed; (h) list of Sub-Contractors in accordance with General Conditions Item 35; and (i) 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 (Acting) Manager, Budgets & Internal Audit; (c) any past work experience with the low bidder'Hawkins Contracting Services 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. November 22, 2013 Tender No. T-21-2013 Page 2 Amberlea Creek Pedestrian Bridge and Sanitary Sewer 109 Replacement 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 & Se ices.. VAFT Attachments • November 22, 2013 Tender No. T-21-201.3. Page 3 110Amberlea Creek Pedestrian Bridge and Sanitary Sewer P nlaramant Attachment a Report ENG Oa-I4 wwwwwq-7 ... � s� '� . � N i ■rmramrmrumuy rm�! � 10- ; ' i 4,c5- .. 4111r. . , . I• oN �Py E .j M . . ECT A " EA k A r\IA 5 • qPk\� REEK FR°0,i0k . iii BEREEA 1 %.I� • 11111101,s_cut. 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