HomeMy WebLinkAboutENG 07-15 City Report to
Executive Committee
PICKERING
Report Number: ENG 07-15
Date: May 11, 2015
From: Richard Holborn
Director, Engineering & Public Works
•
Subject: Tender for Dunbarton Road Culvert Replacement
- Tender No. T-6-2015 and Consulting & Professional Services
- File: A-1440
Recommendation:
1. That Report ENG 07-15 of the Director, Engineering & Public Works regarding
Tender No. T-6-2015 and Consulting & Professional Services for Dunbarton Road
Culvert Replacement be received;
2. That Tender No. T-6-2015 as submitted by Esposito Bros Construction Ltd. In the
total tendered amount of$1,594,998.64 (HST included) be accepted;
3. That the total gross project cost of$1,987,319.00 (HST included), including the
tender amount and other associated costs, and the total net project cost of
$1,789,642.00 (net of HST rebate) be approved;
4. That Council authorize the Division Head, Finance &Treasurer to finance the net
project cost of$1,789,642.00 from the Rate Stabilization Reserve as approved in
the 2015 Roads Capital Budget;
5. That Council approve the hiring of Chisholm Fleming and Associates for consulting
and professional services during construction in accordance with Purchasing
Policy 10.05, as the assignment is expected to be more than $30,000; and
6. That the appropriate officials of the City of Pickering be authorized to take the •
necessary actions to give effect thereto.
Executive Summary: As part of the 2015 Roads Capital Budget, Dunbarton Road
Culvert Replacement was approved as a construction project. Tender No. T-6-2015
was issued on Thursday, March 5, 2015 and closed Thursday, March 26, 2015 with four
bidders responding. The low bid in the amount of$1,594,998.64 (HST included),
submitted by Esposito Bros Construction Ltd. is recommended for approval. The total
gross project cost is estimated at $1,987,319.00 (HST included) and the total net project
cost is estimated at $1,789,642.00 (net of HST rebate).
39
Report ENG 07-15 May 11, 2015
Subject: Tender for Dunbarton Road Culvert Replacement Page 2
Tender No. T-6-2015 and.Consulting & Professional Services
Originally Chisholm Fleming and Associates were hired by the City to undertake the
detail design and approvals for the Dunbarton Culvert Replacement. Staff are
recommending that this firm undertake the contract administration, field inspection and
certification for a fee proposal in the amount of$44,702.80 (HST included).
Financial Implications:
1. Tender Amount
Tender No. T-6-2015 $1,411,503.22
HST (13%) . 183,495.42
Total Gross Tender Cost $1,594,998.64
2. Estimated Project Costing Summary
Tender No. T-6-2015 $1,411,503.00
Associated Costs
Miscellaneous 5,000.00
Consultant Fees (Contract Administration) 39,560.00
CN Rail Permit & Flagging 5,326.00
Materials Testing 15,000.00
Project Contingency (20%) 282,300.00
Total $1,758,689.00
HST (13%) 228,630.00
Total Gross Project Cost $1,987,319.00
HST Rebate (11.24%) (197,677.00)
Total Net Project Cost $1,789,642.00
3. Source of Funds-Roads Capital Budgets: 5320.1513.6250
Funding Source Available Budget Required
1 Rate Stabilization Reserve _ $1,800,000.00 $1,789,642.00
Total Funds $1.800.000.00 $1.789.642.00
Net Project Costs under (over) Approved Funds $10,358.00
CORP0227-07/01 revised
40
Report ENG 07-15 May 11, 2015
Subject: Tender for Dunbarton Road Culvert Replacement Page 3
Tender No. T-6-2015 and Consulting & Professional Services
Discussion: As part of the 2015 Roads Capital Budget, Dunbarton Road
Culvert Replacement was approved as a construction project.
Tender No. T-6-2015 was issued on Thursday, March 5, 2015 and closed Thursday,
March 26, 2015 with four bidders responding. The low bid in the amount of
$1,594,998.64 (HST included), submitted by Esposito Bros Construction Ltd. is
recommended for approval. The total gross project cost is estimated at $1,987,319.00
(HST included) and the total net project cost is estimated at $1,789,642.00 (net.of HST
rebate). Esposito Bros Construction Ltd. is currently working on City Tender No. T-8-
2014 Whitevale Bridge Replacement and their work is deemed satisfactory. Chisholm
Fleming and Associates, consultant for the Dunbarton Road Culvert Replacement, and
the Manager, Capital Projects & Infrastructure, have reviewed the tenders received and
recommend the low bid from Esposito Brothers Construction Ltd. The consultant's letter
of recommendation is included as Attachment 4. The Health & Safety Policy, proof of
Confined Space Entry Procedure and a list of employees trained, a current WSIB
Workplace Injury Summary Report, Certificate of Clearance issued by the Workplace
Safety & Insurance Board and copies of the CN Contractor Orientation Railroad Course
certificates for every worker and supervisor who will working on this project as
submitted by Esposito Bros Construction 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 bonding
available on this project, the tender is deemed acceptable.
In accordance with Purchasing Policy 10.05 where the project or annual cost of a
consulting or professional service assignment is expected to be more than $30,000.00
and the initiating Director intends to acquire the services without obtaining written
proposals, the Director shall submit a Report to Council to obtain approval to engage
the services of a particular consultant. Staff are recommending Council approval of the
fee proposal submitted by Chisholm Fleming and Associates for contract administration,
field inspection and certification in the amount $44,702.80 (HST included). Chisholm
Fleming and Associates were previously hired by the City to undertake the detail design
and approvals for this project. This consulting firm should also be retained to inspect the
installation of the works and certify that the works are carried out in accordance with the
approved drawings and specifications for the project.
Upon careful examination of all tenders and relevant documents received, the
Engineering & Public Works Department recommends acceptance of the low bid
submitted by Esposito Bros Construction Ltd. for Tender No. T-6-2015 in the amount of
$1,594,998.64 (HST included), and that the total net project cost of$1,789,642.00 be
approved.
•
The Engineering & Public Works Department recommends the fee proposal submitted
by Chisholm Fleming and Associates for contract administration, field inspection and
certification in the amount of$44,702.80 (HST included) be approved.
CORP0227-07/01 revised
41
•
Report ENG 07-15 May 11, 2015
Subject: Tender for Dunbarton Road Culvert Replacement Page 4
Tender No. T-6-2015 and Consulting & Professional Services
Attachments:
1. Supply & Services Memorandum with dated March 30, 2015
2. Record of Tenders Opened and Checked T-6-2015
3. Chisholm Fleming and Associates Fee Proposal Letter dated March 10, 2015
4. Chisholm Fleming and Associates Tender Review & Recommendations Letter
dated April 8, 2015
5. Location Map
Prepared By: Approved/Endorsed By:
r u
/- Da el Selsky, CET, CMM III Rich rd Holborn, P.Eng.
Manager, Capital Projects & Infrastructure Director, Engineering & Public Works
Vera A. F gemacher Stan Karwowski, MBA, CPA, CMA
CSCMP, CPPO, CPM, CMM III Division Head, Finance & Treasurer
Manager, Supply & Services
DS:mjh
Recommended for the consideration
of Pickering City Council
'
If - 27 20/.5/ /
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
42
C;fq 4 c ATTACHMENT# L TOREPORT# �►J( U - I
.411h, mita
PICKERING Memo
To: Richard Holborn March 30, 2015
Director, Engineering.& Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
•
Copy: Manager, Capital Projects & Infrastructure
Subject: Tender No. T-6-2015
Dunbarton Road Culvert Replacement
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.
Four bids 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 010-001, Item 13.03(w). Three (3) bids have been retained
for review at this time.
•
Copies of tenders are attached for your review and copy of the Record of Tenders Opened and
Checked is attached.
Summary
HST included
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Esposito Bros Construction Ltd. $1,594,998.64. $1,594,998.64
Coco Paving Inc. $1,858,034.22 $1,858,034.22
•
Blackstone Paving Construction Ltd. $1,969,607.15 $1,969,607.15
Trisan Construction $2,861,566.57 $2,861,566.57
Pursuant to Information to Bidders Item 27, 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;
(b) A copy of the current Workplace Injury Summary Report issued by Workplace
Safety & Insurance Board (in lieu of the Workplace Injury Summary Report 43
- 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) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training
certificates for every worker and supervisor who will be working on this project;
(g) Copies of the CN Contractor Orientation Railroad Course certificates for every
worker and supervisor who will be working on this project;
(h) The City's certificate of insurance or approved alternative form shall be
completed by the Bidder's agent, broker or insurer;
(i) Such further information, as the City may request in writing.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST.
•
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.
Please include the following items in your Report to Council
1. • if Items (a) through (h) 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; •
5. any past work experience with the low bidder Esposito Bros Construction 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 yclu require further information, please feel free to contact me or a member of Supply &
Ser ices. p •
•
v t n
VAF
•
Attachments .
44March 30, 2015
Tender No. T-6-2015, Dunbarton Road Culvert Replacement • Pan=
ATTACHMENT# y TOREPORT# 1NC) Lam- ISM
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— — AT E'ACF MENT ToREPORT#=6 1S. --
Chisholm, Fleming and Associates tonal fenglt t'
317 Renfrew Drive,Suite 301,Markham,ON L3R 9S8 Tel:905-474-1458 Fax 905-474-1910 E-mail:cfa @ChisholrnFlemina.com
Serving our Clients for over 50 years
March 10, 2015 Our Project No. 246-6
The Corporation of the City of Pickering
Engineering &Capital Works
}>n One The Esplanade
Pickering, Ontario
L1V 6K7
Attention: Darrell Selsky, C.E.T., CMM III
Supervisor, Municipal Works
RE: Fee Proposal for Contract Administration and Resident Inspection
Dunbarton Road Culvert Replacement
Dear Sir:
Further to your request as per your voicemail for Bob Chisholm of our office, we
•would like to'submit this proposal to complete the Contract Administration and
Resident Inspection of the Dunbarton Road Culvert replacement.
A critical component of any project is competent on-site supervision and contract
administration during construction,to ensure that proper construction procedures are .
followed and that the intent of the design is achieved. In response to this need,
Chisholm, Fleming offers the services of construction personnel who are well
qualified in this area, as well as a design team who takes an active part through the
construction phase to ensure successful completion. Competent. and thorough
contract supervision is imperative to ensure compliance with the specifications as
well as monitoring construction methods and general practices. In this way you can
rest assured that the intent of the design is carried out.
CFA will provide the necessary Contract Administration, starting from tender
recommendation through to as-constructed drawing submission. It is our intention
to assign an experienced Contract Administrator and a knowledgeable and
experienced Construction Inspector, as his designate in the field for routine
inspection requirements. Both the Contract Administrator and Inspector would
attend biweekly meetings and any other meetings required throughout construction.
Once the tenders have been submitted, the Project Manager'will review the tenders
for completeness and provide a tender recommendation to the City for inclusion in
the Tender Report. Any tender discrepancies will be noted and corrected
accordingly. ..
•
Upon award of the contract, CFA will arrange for a pre-construction meeting and
ensure that all parties are invited.. An agenda will be prepared and circulated in
• advance of the meeting and minutes circulated after the meeting to all attendees and
interested parties. Special attention will be taken to review the Contractor's
construction schedule and to confirm that the appropriate resources are allocated to
the project from the onset.
During construction, CFA will provide the contract administration functions required
. to ensure that the project is completed successfully for the City; including preparation
46 of Progress Payment Certificates, co-ordinate and minute biweekly progress
meetings, review and track the Contractor's schedule and performance, inspection
____�:__ _r_. ,,,..�.��,.+�.a .,,,+o� and nhntnnranhir Inn maintananr.P of
ATTACH �_�� �NC-� 4�-�t -RT
•
•
Page 2
To City of Pickering
Attn: Darrell Selsky • -
�' Date: March 10, 2015 •
inspection records, and preparation and circulation of construction updates to
interested/affected parties.
Additionally, we have added time for dealing with the CN Rail Work Permit per your
email.
Field Inspection
- Construction Inspection services will be provided and coordinated with the
Contractor so that our inspector is on site for the critical phases of construction. CFA
will maintain detailed records and photographic log of construction progress.
Field Inspection services will expressly include:
• Review of the Contractor's work to ensure compliance with the plans and
specifications;
• Monitor and advise the City that the Contractor has obtained all necessary
approvals and documentation before commencing the Project.
Provide technical assistance, including review of shop drawings and alternate
procedures proposed by the Contractor.
• Maintain contact with agencies and utilities.
• Provide on-site inspection and liaison with agencies.
• Monitor the Contractor's schedule of work and advise the City of the
Contractor's progress.
• Document Contractor's activities and quantity measurements.
• Coordinate the testing of concrete and asphalt materials with the City's material
• testing contractor and review the test results for conformance to specifications.
• Prepare monthly Progress Payment Certificates for the City's approval and
processing.
• Review Contractor's requests for extra work and time extensions, and provide
recommendations to the City.
• Confirm that the Contract records are being kept in accordance with standard
practices. •
• Provide"as-built"drawings. .
• Formal inspection at substantial completion, conclusion of construction and at
the end of the maintenance/warranty period. -
CFA will undertake an inspection of the Contract work at the conclusion of the
contract and immediately prior to the expiration of the two year maintenance period,
as required for final acceptance of the work. A report will be provided summarizing
the findings of the inspections.
47
-- TO REPORT# 1 oer- 1
ATTACHMENT of_
•
•
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Page 3
•
yam, 1 To: City of Pickering •
Attn: Darrell Selsky
4: =g" .= Date: March 10, 2015
Our proposed fee for the Contract Administration and part-time Resident Inspection
of the Dunbarton Road Culvert replacement, is $39,560.00 + HST, and is inclusive
of disbursement costs. The preparation of this fee letter assumes an estimated 9
weeks for construction. However, given the complexity of the proposed work, the
• City may wish to consider full-time inspection of the culvert replacement. We would
be happy to discuss this option with you.
If you have any questions, please do not hesitate to contact this office. -
Yours very truly,
CHISHOLM, FLEMING AND ASSOCIATES
Per: - •
•
Tim Camp ell, P. ng. .
Senior Structural Engineer
Encl.
•
•
•
•
•
•
4 8 Y:\246-6 Dunbarton Culvert\Fee Proposal-Update\Pee Proposal-Contract Admin-Update 10-Mar-2015.docx
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ATTACH ME NT# _ To REPO,T a - ,S�
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Chisholm, Fleming and Associates consulting engineers
317 Renfrew Drive,Suite 301,Markham,ON L3R 9S8 Tel:905-474-1458 Fax:905-474-1910 E-mail:cfa@ChisholrrFleminq.com
April 8, 2015 Our Project No. 246-6
City of Pickering
One The Esplanade •
Pickering,ON
L1V 6K7
Attention: Mr. Darrell Selsky, C.E.T., CMM III
Manager, Capital Works and Infrastructure
Capital Works and Infrastructure Section
RE: Dunbarton Road Culvert Replacement
Tender No T-6-2015
Dear Sir:
• Tenders for Replacement of the Dunbarton Road Culvert were received and
opened by the City of Pickering on Thursday, March 26, 2015. The following four
(4)tenders were received:
TOTAL TENDERED CORRECTED
TENDERER AMOUNT TENDERED AMOUNT
(INCLUDING HST) (INCLUDING HST)
Esposito Bros Construction Ltd. $1,594,998.64 $1,594,998.64
Coco Paving Inc. $1,858,034.22 $1,858,034.22
Blackstone Paving $1,969,607.15 $1,969,607.15
Construction Ltd.
Trisan Construction $2,861,566.57 $2,861,566.57
The City's personnel have examined all tender submissions and found the tenders
to be complete and complying with the general tendering requirements. The
lowest bid is by Esposito Bros Construction Ltd., at a price of $1,594,998.64,
including HST. We have reviewed the information provided by the City of
Pickering; including the Form of Tender for the low bidder and no mathematical
errors were found.
The unit prices of the low bid have been analyzed and there is no evidence of
unbalancing in this bid. Based on the analysis and discussions above, and
provided that all of the information specified in Item 28 of the Information for
Bidders is provided and meets the City's requirements, the tender received from
Esposito Bros Construction.Ltd. meets the requirements of the tender call.
Esposito Bros Construction Ltd. has submitted the lowest bid, and if their
submission meets the requirements of the tender call, it is our recommendion that
Esposito Bros Construction Ltd. can be awarded the contract.
•
50
•
ATTACHMENT# -- s:. REPORT : >; I & Or — I S
2 of.
Page 2
To City of Pickering
Attn: Darrell Selsky
Date: April 8, 2015
Please advise if you require additional information to supplement the above report.
Please contact the undersigned if you have any questions in the above regards.
Yours very truly,
CHISHOLM, FLEMING AND ASSOCIATES
Per:
C-7421,"
Tim Campbell, P.Eng.
51
AT rACHMENT# 5 __ O REPORT# Y N 1 OR-- I S
Cali cIO .. _. ..of 1
Az'� '°-c- - Engineering & Public Works •
Department
Attachment for Tender T-6-2015
Replacement of the Dunbarton Road Culvert
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Location Map
Proposed Construction Includes: .
Dunbarton Road Culvert (Bridge ID 1007) - located on Dunbarton Road at a Dunbarton
Creek road crossing. The proposed works to include the replacement of existing
culvert.
52