HomeMy WebLinkAboutENG 03-15 Report to
Cif o! • Executive Committee
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Report Number. ENG 03-15
PICKERIN Date: April 13, 2015
From: Richard Holborn
Director, Engineering & Public Works
Subject: Asphalt Resurfacing on Various City Streets, Parking Lot and Trail
- Tender No. T-3-2015
- File: A-1440
Recommendation:
1. That Report ENG 03-15 of the Director, Engineering & Public Works regarding
Tender No. T-3-2015 for A sphalt Resurfacing on Various City Streets, Parking Lot
and Trail be received;
2. That Tender No. T-3-2015 as submitted by Forest Contractors Ltd. in the total
tendered amount of$1,231,890.74 (HST included) be accepted;
3. That the total gross project cost of$1,450,574.00 (HST included), including the
tender amount and other associated costs, and the total net project cost of
$1,306,287.00 (net of HST rebate) be approved;
4. That Council authorize the Division Head, Finance & Treasurer to finance the net
project cost of$1,306,287.00 as follows:
a) The sum of $75,179.00 from the Roads & Bridges Reserve Fund as provided
for in the 2015 Capital Budget for Brookshire Square;
b) The sum of $42,000.00 from the Roads & Bridges Reserve Fund as approved.
in the 2015 Capital Budget be increased to $87,165.00 for Fieldlight Boulevard;
c) The sum of$198,000.00 from the Ontario Community Infrastructure Fund
(OCIF) as provided for in the 2015 Capital Budget be increased to $198,740.00
as per the funding agreement for Fieldlight Boulevard;
d) The debt-financing approved in the 2015 Capital Budget in the amount of
$310,000.00 for the Squires Beach Road project be revised to an internal loan
and be increased to $360,000.00 over a period not to exceed ten years and the
balance of$573.00 be funded from property taxes;
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e) The sum of$190,000.00 from the Roads & Bridges Reserve Fund as approved
in the 2015 Capital Budget be increased to $254,823.00 for Clements Road;
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ENG 03-15 April 13, 2015
Subject: Asphalt Resurfacing on Various City Streets, Parking Lot & Trail
Tender No. T=3-2015. Page 2
f) The sum of$74,075.00 from the Roads & Bridges Reserve Fund as approved.
in the 2015 Capital Budget for Acorn Lane;
g) The total project cost of$117,796 for Toynevale Road be approved and funded
from the following sources: Rate Stabilization Reserve ($88,347.00) and
Reserve Fund Development Charges Road & Related ($29,449.00);
h) The total project cost of$41,571.00 for Welrus Street be approved and funded
from the following sources: Reserve Development Charges City Share
($10,393.00) and Reserve Fund Development Charges Roads & Related
($31,178.00);
i) The total project cost of$43,521 for Creekside Park parking lot be approved
and funded from the following sources: Property Taxes ($34,121.00) and Third
Party Contribution ($9,400.00);
j) The sum of$52,844.00 from Other Revenue York Region as provided for in the
approved 2013 Capital Budget for Duffins Trail.
5. Further, that the appropriate officials of the City of Pickering be authorized to take
the necessary actions to give effect thereto.
Executive Summary: The 2015 Capital Budget includes resurfacing projects for
the following streets, parking lot and trail: Acorn Lane, Brookshire Square, Clements
Road, Fieldlight Boulevard, Squires Beach Road, Toynevale Road, Welrus Street,
Creekside Park Parking Lot and Duffins Trail. Tender No. T-3-2015 was issued on
Wednesday, February 18, 2015 with a tender closing date of Wednesday, March 11, •
2015. Recommendation 2 is seeking Council approval to award the tender in the
amount of$1,231,890.74 (HST included) or $1,090,168.80 (HST excluded) to Forest
Contractors.
The total gross project cost is estimated to be $1,450,574.00 (HST included) and
consists of the following components.
Tender Bid (Excludes HST) $1,090,169.00
Add:
Materials Testing 30,000.00
Construction contingency 163,525.00
Sub-total 1,283,694.00
HST (13%) 166,880.00
Total Gross Project Cost $1.450.574.00
CORP0227-07/01 revised
2 •
ENG 03-15 April 13, 2015
Subject: Asphalt Resurfacing on Various City Streets, Parking Lot &Trail
Tender No. T-3-2015 _ Page 3-
The above Recommendations are requesting additional funds of$161,301.00 less
savings from other projects of$27,850.00 for a net increase of$133,443.00. In the
Financial Implications Section of the report, under "Box 2", the next increase figure is
the difference between $1,253,443 minus $1,120,000 that leaves a residual value of
$133,443.00. This additional funding request excludes the savings from the York
Region funded project due to the fact these dollars are dedicated to certain projects and
cannot be applied to fund other projects. In accordance with Purchasing Policy Item
06.12, a tender exceeding $125,000 is subject to Council approval.
Financial Implications:
1. Tender Amount
Tender No. T-3-2015 $1,090,168.80
HST (13%) 141,721.94
Total $1,231.890.74
2. Approved Source of funds
Roads Capital Budget
Location Project Code Source of Funds Budget Required
Brookshire Square 5320.1518.6250 RF— Roads & $80,000.00 $75,179.00
Bridges
Fieldlight Blvd. 5320.1519.6250 Prov. OCIF Grant 198,000.00 198,740.00
RF — Roads & 42,000.00 87,165.00
Bridges
Squires Beach Rd. 5320.1520.6250 Debt— 10 year 310,000.00 0
Internal Loan — 360,000.00
10 year
Property Taxes 0 573.00
Clements Rd. 5320.1521.6250 RF— Roads & 190,000.00 254,823.00
Bridges.
Acorn Lane 5320.1522.6250 RF— Roads & 80,000.00 74,075.00
Bridges
Toynevale Rd. 5321.1503.6250 Rate Stab. Res 90,000.00 88,347.00
RF- Development 30,000.00 29,449.00
Charges— Roads
& Related
Welrus Street 5321.1505.6250 Res.- DC City 12,500.00 10,393.00
Share
CORP0227-07/01 revised
3
ENG 03-15 April 13, 2015
Subject: Asphalt Resurfacing on Various City Streets, Parking Lot & Trail
Tender No. T-3-2015 Page 4
RF Development 37,500.00 31,178.00
Charges — Roads
& Related
Creekside Park 5311.1508.6250 Property Taxes 40,600.00 34,121.00
Parking Lot Third Party Cont. 9,400.00 9,400.00
7501.0089
Sub-total $1,120,000.00 $1,253,443.00
Duffins Trail 5780.1325.6129 Other Revenue — 425,000.00 52,844.00
York Region
Total $1,545,000.00 $1,306,287.00
Additional Funds Required and included Under Table 2— "Required"
Additional
Budget Required Requests
Fieldlight Blvd. Roads & Bridges RF $42,000.00 $87,165.00 $45,905.00
Squires Beach Internal Loan — 10 Yr 310,000.00 360,000.00 50,000.00
Rd. Property Taxes 573.00 573.00
Clements Rd. Roads & Bridges RF 190,000.00 254,823.00 64,823.00
$161,301.00
3. Estimated Project Costing Summary
Tender No. T-3-2015 —Tender for Asphalt Resurfacing on
Various City Streets, Parking Lot and Trail $1,090,169.00
Associated Costs
Materials Testing 30,000.00
Construction Contingency (15% ) 163,525.00
Sub Total —Costs $1,283,694.00
HST (13%) 166,880.00
Total Gross Project Costs $1,450,574.00
HST Rebate (11.24%) (144,287.00)
Total Net Project Costs $1,306,287.00
The three projects that are over budget are Fieldlight Boulevard, Squires Beach Road
and Clements Road. These three projects include increased contract quantities that
CORP0227-07/01 revised
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ENG 03-15 April 13, 2015
Subject: Asphalt Resurfacing on Various City Streets, Parking Lot &Trail
Tender No. T-3-2015 Page 5
were adjusted in the tender document after a field inspection was carried out. The
Budget estimates were not revised to reflect the increased quantities.
Council approval is being sought at the same time for these three projects exceeding
10% of the approved budget, with source of funding as indicated in the
Recommendations.
Discussion: As part of the 2015 Roads, Development Projects (Development
Charge funded), Parks and Property Maintenance Budgets, asphalt resurfacing on
Acorn Lane, Brookshire Square, Clements Road, Fieldlight Boulevard, Squires Beach
Road, Toynevale Road, Welrus Street, Creekside Park Parking Lot and Duffins Trail
were approved as construction projects.
Tender T-3-2015 was issued on Wednesday, February 18, 2015 and closed on
Wednesday, March 11, 2015 with nine bidders responding. The low bid submitted by
Forest Contractors Ltd. is recommended for approval. The total gross project cost is
estimated at $1,450,574.00 (HST included), with an estimated total net project cost of
$1,306,287.00 (net of HST rebate).
References for Forest Contractors Ltd 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 the
Workplace Safety & Insurance Board as submitted by Forest Contractors Ltd. 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 previous
work experience and the bonding 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 acceptance of the low bid
submitted by Forest Contractors Ltd, for Tender No. T-3-2015 in the amount of
$1,231,890.74 (HST included), and that the total net project cost of$1,306,287.00 be
approved.
Attachments:
1. Supply & Services Memorandum dated March 13, 2015
2. Record of Tenders opened and checked
3. Location Maps
CORP0227-07/01 revised
5
ENG 03-15 April 13, 2015
Subject: Asphalt Resurfacing on Various City Streets, Parking Lot &Trail
Tender No. T-3-2015 Page 6
Prepared By: Approved/Endorsed By:
, AJ ,
Kevin Cahill, CET., CRS Rich rd Holborn, P. Eng.
S ' Coordinator, Capital Projects
7 Dire tor, Engineering & Public Works
_ei_,/
Darrell1Selsky, CET. MM III Stan Karwowski, CPA CMA MBA
Manag r, Capital Projects & frastructure Division Head, Finance &Treasurer
0/
Vera A. Fel emacher
CSCMP, C PPO, CPPB, CPM, CMM III
Manager, Supply & Services
Caryn Kong, CGA
Senior Financial Analyst— Capital &
•
Debt Management
KC:Ir
Recommended for the consideration
of Pickering City Council/ /
I # ',�i • a(. 301 20/S
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
6
Cat/ 00 A 7c-,)RI PC RT## C.K1G 03-15
PICKER
ING . Memo
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To: Richard Holborn March 13, 2015.
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
•
Copy: Manager, Capital Projects & Infrastructure
Subject: Tender No. T-3-2015 .
Tender for Asphalt Resurfacing on Various City Streets, Parking Lot &Trail
File: F-5400-001 .
Tenders have been received for the above project. An advertisement was placed on the City's
website inviting companies to download the tendering documents for the above mentioned
tender. One addendum was issued and 9 tenders were received.
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 01'0-001, Item 13.03(w). Three (3) bids have been retained
•
for review at this time.
Copies of tenders are attached for your review. Copy of the Record of Tenders Opened and
Checked is attached.
Summary
Harmonized Sales Tax Included
• Bidder Total Tendered Ainount After Calculation
:Check
Forest Contractors Ltd. • $1,231,902.04. $1,231,890.74
C. Valley Paving Ltd. $1,250,337.09 $1,250,337.09
IPAC Paving Ltd. . $1,285,970.51 $1,285,970.51
D. Crupi & Sons Limited $1,288,103.50 $1,288,103.50
Furfari Paving Co. Ltd. $1,307,472.60 $1,307,472.60
Ashland Paving Ltd. $1,605,757.56 $1,605,898.81
Brennan Paving & Construction Ltd. $1,760,519.33 $1,760,519.33
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ATTACHMENT 1 ,.TOREPORT# 03--IS
2 of 3
Bidder Comments
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Automatic rejection —addenda not
acknowledged. Reference: Purchasing
Four Seasons Site Development Ltd. Policy No. PUR 010, Item 23.02 (11),
Information to Bidders Items 9, 13, 23, 25, 26,
27, 38, 39, 40, and Addendum No. 1
Automatic rejection —addenda not
acknowledged. Reference: Purchasing
Serve Construction Ltd. Policy No. PUR 010, Item 23.02 (11),
Information to Bidders Items 9, 13, 23, 25, 26,
27, 38, 39, 40, and Addendum No. 1
Pursuant to Information to Bidders Item 28 and Tendering Specifications Item 17, the following
documentation will be requested of the low bidder for your review during the evaluation stage
of this tender call. Please advise if we are 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 completed by the Bidder's
agent, broker or insurer;
(g) Waste Management Plan to be used on this project in accordance with Tendering
Specifications Item 17.
In accordance with Purchasing Policy Item 06.12 where the compliant quotation or tender
meeting specifications and offering best value to the City is acceptable and the estimated total
purchase price is over$125,000, the Manager may approve the award, subject to approval of
the Director, Treasurer, CAO and Council. In accordance with Purchasing Policy Item 06.04,
the authority for this dollar limit excludes HST.
Please include the following items in your Report to Council:
1. if Items (a) through (e) noted above are acceptable to the Co-ordinator, Health & Safety;
2. if the Certificate of Insurance is acceptable to the Manager, Budgets & Internal Audit;
3. if the list of subcontractors is acceptable;
4. if the Waste Management Plan is acceptable;
March 13, 2015 •
8 Tender No. T-3-2015 Page 2
Asphalt Resurfacing on Various City Streets, Parking Lot &Trail
F-0 fir:PORT# 03
5. any past work experience with the low bidder Forest Contractors Ltd. including work
location;
6. without past work experience, if reference information is acceptable;
7. the appropriate account number(s) to which this work is to be charged;
8. the budget amount(s) assigned thereto;
9. Treasurer's confirmation of funding;
10. related departmental approvals; and
11. related comments specific to the project. ..
After Council approval, an approved "on-line" requisition will be required to proceed.
Enquiries can be directed 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 &
S rvices.
4 .
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Attachments
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Proposed Construction Includes:
Asphalt removal, supply and installation of new base and top course asphalt
resurfacing on: Fieldlight Boulevard, Brookshire Square, Clements Road, Squires
Beach Road and Acorn Lane. Additionally, the work of this tender is to provide all
machinery, tools, apparatus and other means of construction, furnish all materials for
an HL-3 asphalt overlay on Welrus Street, Toynevale Road, Duffins Trail and Creekside
Park Parking Lot. General works also include spot repairs to existing concrete curb and
gutter, concrete sidewalks, driveway aprons, fine grading and line painting where
required.
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