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Home My WebLink AboutENG 22-16 6 Report to P 1 K E RING Executive Committee Report Number: ENG 22-16 Date: October 11, 2016 From: Richard Holborn Engineering & Public Works Subject: - Browning Avenue Storm Sewer Replacement Tender No.T-13-2016 - File: A-1440 Recommendation: 1. That Tender No. T-13-2016 Browning Avenue Storm Sewer Replacement as submitted by Ambler & Co. Inc. in the total tendered amount of$290,940.53 (HST included) be accepted; 2. That the total gross project cost of$331,139.00 (HST included), including the tendered amount and other associated costs, and the total net project cost of $298,201.00 (net of HST rebate) be approved; 3. That Council authorizes the Director, Finance & Treasurer to finance the net project cost in the amount of$298,201.00 as follows: a) the sum of$174,000.00 as provided for in the 2011 Capital Budget - Stormwater Management be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five years; b) the sum of$74,644.00 as provided for in the 2011 Capital Budget - Stormwater Management to be funded by a transfer from the Federal Gas Tax Reserve Fund; c) the sum of$170.00 to be funded from property taxes; d) the sum of$44,448.00 as provided in the 2011 Capital Budget— Development Projects to be funded by a transfer from the Development Charges City's Share Reserve; e) the sum of$4,939.00 as provided in the 2011 Capital Budget— Development Projects to be funded by a transfer from the Development Charges Stormwater Management Reserve Fund; f) the financing and annual repayment charges in the amount of approximately $38,265.00 be included in the annual Current Budget commencing in 2017 or subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; ENG 22-16 October 11, 2016 Subject: Browning Avenue Storm Sewer Replacement Tender No. T-13-2016 Page 2 g) 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; 4. That the draft by-law attached to this report be enacted; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the 2011 Capital Budget - Stormwater Management, Browning Avenue Storm Sewer Replacement was approved as a construction project. Also, as part of the 2011 Capital Budget - Development Projects, four Oil Grit Separators were approved as a construction project, at locations to be determined. Tender No. T-13-2016 Browning Avenue Storm Sewer Replacement was issued on August, 22, 2016 and closed on September 14, 2016 with eight bidders responding. The low bid submitted by Ambler & Co. Inc. is recommended for approval. The total gross project cost is estimated at $331,139.00 (HST included) and the total net project cost is estimated at $298,201.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-13-2016 $257,469.37 HST (13%) 33,471.02 Total Gross Tender Amount $290,940.53 2. Estimated Project Cost Summary Tender No. T-13-2016 for Browning Avenue Storm Sewer $257,469.00 Replacement Associated Costs Materials Testing 2,500.00 Miscellaneous (Soils Investigation, TRCA application fees, etc.) 4,074.00 Project Contingency 29,000.00 Sub Total $293,043.00 HST (13%) 38,096.00 Total Gross Project Cost $331,139.00 HST Rebate (11.24%) L32,938.00) Total Net Project Cost $298,201.00 CORP0227-07/01 revised ENG 22-16 October 11, 2016 Subject: Browning Avenue Storm Sewer Replacement Tender No. T-13-2016 Page 3 3. Approved Source of Funds — 2011 Capital Budget Stormwater & Development Projects Account Source of Funds Available Required Budget Replacement of Storm Sewer 5410.1102.6181 Debt - 5 Year $175,000.00 $174,000.00 Property Taxes 0.00 170.00 5410.1102.6181 Federal Gas Tax 75,000.00 74,644.00 Subtotal $250,000.00 $248,814.00 Oil Grit Separator 5321.1107.6253 DC's City Share Reserve 158,451.00 44,448.00 5321.1107.6253 DC — Stormwater Mgmt. 17,606.00 4,939.00 Reserve Subtotal $176,057.00 $49,387.00 Total Funds $426,057.00 $298,201.00 Project Cost under (over) approved funds by $127,856.00 The full scope of the Browning Avenue Storm Sewer Replacement project includes both the replacement of the existing storm sewer and the installation of an oil grit separator. • Funds required for the oil grit separator are budgeted in a different funding ratio than funds required for the replacement of the storm sewer component. Table 3 "Approved Source of Funds" above, provides the allocation of funds by each funding source based on the approved budget funding sources. The 2011 Capital Budget — Development Projects account 5321.1107 is for the supply and installation of four Oil Grit Separators — locations to be determined. In the Browning Avenue Storm Sewer Replacement project one oil grit separator is required. The remaining funds ($126,670.00) are to be committed for three future Oil Grit Separators, locations to be determined. For ease of tracking associated costs and funding related to the Browning Avenue Storm Water Replacement project, the two approved accounts: 5410.1102.6181 "Browning Avenue Storm Sewer Replacement" and 5321.1107.6253 "Oil Grit Separator" will be consolidated under 5410.1102.6181 "Browning Avenue Storm Sewer Replacement" project. All related sources of funds will be transferred to this consolidated account. CORP0227-07/01 revised ENG 22-16 October 11, 2016 Subject: Browning Avenue Storm Sewer Replacement Tender No. T-13-2016 Page 4 Discussion: As part of the 2011 Capital Budget - Stormwater, Browning Avenue Storm Sewer Replacement was approved as a construction project. Also, as part of the 2011 Capital Budget— Development Projects, four Oil Grit Separators were approved as a construction project, locations to be determined. The storm sewer replacement on Browning Avenue created an opportunity to install one Oil Grit Separator as part of this construction project. The installation of the Oil Grit Separator is part of an ongoing program to enhance the water quality of Frenchman's Bay as per the Frenchman's Bay Stormwater Management Master Plan. Tender No. T-13-2016 was issued on Monday, August 22, 2016 and closed on Wednesday, September 14, 2016 with eight bidders responding. The low bid submitted by Ambler & Co. Inc. is recommended for approval. References for Ambler & Co. Inc. • have been reviewed and deemed acceptable by the Manager, Capital Projects & Infrastructure. The Waste Management Plan has been reviewed and deemed acceptable by the Manager, Capital Projects & Infrastructure. The Health & Safety Policy, and Certificate of Clearance issued by the Workplace Safety & Insurance Board as submitted by Ambler & Co. Inc. have been reviewed by the Coordinator, Human Resources, and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit, and is deemed acceptable. In conjunction with staff's 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 Ambler & Co. Inc.. for Tender No. T-13-2016 in the amount of$290,940.53 (HST included), and that the total net project cost of$298,201.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated September 15, 2016 2. Record of Tenders Opened and Checked 3. Location Map 4. Being a by-law to authorize the Browning Avenue Storm Sewer Replacement project in the City of Pickering and the issuance of debentures in the amount of $174,000.00. CORP0227-07/01 revised ENG 22-16 October 11, 2016 Subject: Browning Avenue Storm Sewer Replacement Tender No. T-13-2016 Page 5, Prepared By: Approved/Endorsed By: -' -c7:61‘4.0,44t 4 Darre I Se!sky, C. .T., CMM I Richard Hol rn, P.Eng Manager, Capital Projects & Infrastructure Director, Engineering & Public Works Caryn Kong, CPA, CGA Stan Karwowski, MBA, CPA, CMA Senior Financial Analyst, Director, Finance & Treasurer Capita; & Debt & Management era A. F-I.emacher CSCMP, CPPO, CPPB, CPM, CMM III Manager, Supply & Services DS:mjh Recommended for the consideration of Pickering City Council • 23/Zo16 Tony Prevedel, P.Eng. • Chief Administrative Officer CORP0227-07/01 revised TOREPORT* r2 i -1 w PiCKERiNG Memo To: Richard Holborn September 15, 2016 Director, Engineering & Public Works • From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Capital Projects & Infrastructure Sr. Coordinator, Design &Asset Management - Supervisor, Supply & Services Subject: Tender No. T-13-2016 Tender for Browning Avenue Storm Sewer Replacement Closing: Wednesday, September 14, 2016 —2:00pm File: F-5400-001 Tender No. T-13-2016 was advertised on the City's website on August 22, 2016. Eight companies have submitted a bid 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 completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shall 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 and are attached. 1a]"TACFIMENT# 1 TOREPORT#, VFW 2 2 - I L' Zof Summary Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Ambler & Co. Inc. $290,940.39 $290,940.53 Montgomery MacEwen Contracting $372,773.77 $372,773.75 Powerline Plus Ltd. $406,756.33 $406,756.33 Blackstone Paving & Construction Ltd. $440,666.93 $448,477.23 • Elirpa Construction & Materials $547,140.84 $547,140.84 Robert B. Somerville Co. Ltd. $557,035.34 $557,034.38 Coco Paving Inc. $579,909.98 $579,909.98 Midome Construction Services $649,750.00 $649,750.00 Pursuant to Information to Bidders Item 27, Tendering Specifications Item 20 and Tendering Specifications Item 27, the following documentation will be requested of Ambler & Co. Ltd. for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (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 Clearance Certificate issued by Workplace Safety & Insurance Board; (c) The City's certificate of insurance or approved alternative form shall be completed by the Bidder's agent, broker or insurer; (d) If the Bidder is not a limited Company, pursuant to the relevant Provincial or Federal legislation, a copy of the most recent business or partnership registration form filed with the Ministry of Governance and Consumer Service; and (e) A Waste Management Plan. A budget of$1,000,000.00 was provided to Supply & Services for this procurement. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over$250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please include the following items in your Report: 1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate; September 15, 2016 Tender No. T-13-2016 Page 2 Browning Avenue Storm Sewer Replacement ATTACHMENT# _.TO REPORT#-£- .ii 2 l`)1.49 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. without past work experience, if the Reference information is acceptable; 6. the appropriate account number(s) to which this work is to be charged; 7. the budget amount(s) assigned thereto; 8. Treasurer's confirmation of funding; 9. related departmental approvals; and 10. related comments specific to the project After receiving Council's 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 or to Supply & Services. Bidders will be advised of the outcome in due course. If you require further information, feel free to contact me or a member of Supply & Services. • '`. VAF/rr ; . Attachments • • September 15, 2016 Tender No. T-13-2016 Page 3 Browning Avenue Storm Sewer Replacement . SORT# 0 C1 2 Z-1 (./ ATTACHMENT.# - d _�; c E , o E • co o C.) !� j F 0 a) . . "a C �•y (o C y O-,-) ./;.,..01 .0 \ 0 c.) -a 4.' 9 co- CI) Fli 0 E P'0 3- �''�. Oro r 0 1cn,•-• \� • c 11 . .5 a) a . -czs �. Q- r E C.) cl CD scc 43— Z--- r" '-1.-- r-- zz..-i v--. \IL* O L EA c c >I d E 'a' \ o tp I— o. SI 2 r2 ,j ,, ..a,A .4--o , --%.KI, ..3.,„ ... .,,, L a _ o - 1111111 o q N 8 cY) =I— e# u) E 0 i 1 '5 a) J. d C Q ,- a) a) O u) O a Q C C C Y " O co . Q ` E C a) X 0 3M - o a 2 Q E O V J U O U > U O as = N ++ N tr, iv "Q Z . a V C cn CD O H. C C L J N , O co E O c m . 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N °' c ;� N 6 a C W U z•- Z a • ATTACHMENT# TO REPORT46 >6 The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Browning Avenue Storm Sewer Replacement project in the City of Pickering and the issuance of debentures in the amount of$174,000.00 Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City of Pickering wishes to proceed with debenture financing for the Browning Avenue Storm Sewer Replacement project; and, Whereas before authorizing the Browning Avenue Storm Sewer Replacement project, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and, therefore, Ontario Municipal Board approval was not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved Report ENG 22-16 on the date hereof and awarded Tender No. T-13-2016 for the Browning Avenue Storm Sewer Replacement project; • ATTACHMENT# 1 TO REPORT# 67 By-law No. _ Page 2 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Browning Avenue Storm Sewer Replacement"; 2. That the estimated costs of the project in the amount of$298,201.00 be financed as follows: a) that the sum of$174,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five years; b) that the sum of $170.00 be funded from property taxes; c) that the sum of$74,644.00 be funded by a transfer from the Federal Gas Tax Reserve Fund; d) that the sum of$44,448.00 be funded by a transfer from the Development Charges City's Share Reserve; e) that the sum $4,939.00 be funded by a transfer from the Development Charges Stormwater Management Reserve Fund; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2017. or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 17th day of October, 2016. David Ryan, Mayor Debbie Shields, City Clerk