HomeMy WebLinkAboutENG 23-16 •
6'4 0 Report to
P1CKE G Executive Committee
Report Number: ENG 23-16
Date: October 11, 2016
From: Richard Holborn
Engineering & Public Works
Subject: Tender for Squires Beach Road & Clements Road
Intersection Improvements & Signalization
Tender No. T-3-2016
- File: A-1440
Recommendation:
1. That Tender No. T-3-2016 for Squires Beach Road & Clements Road Intersection
Improvements & Signalization as submitted by Montgomery MacEwan Contracting
in the total tendered amount of$425,742.56 (HST included) be accepted;
2. That the total gross project cost of$623,691.00 (HST included), including the
tender amount and other associated costs, and the total net project cost of
$561,653.00 (net of HST) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the net project
cost of $561,653.00 as follows:
a) the sum of$10,000.00 for the land acquisition as provided in the 2016 Capital
Budget— Development Projects to be funded by a transfer from the Development
Charges City's Share Reserve;
b) the sum of$137,913.00 as provided in the 2016 Capital Budget— Development
Projects to be funded by a transfer from the Development Charges City's Share
Reserve;
c) the sum of$413,740.00 as provided in the 2016 Capital Budget— Development
Projects to be funded by a transfer from the Development Charges Roads &
Related Reserve Fund; and
4. 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 2016 Capital Budget - Development Projects
the Squires Beach Road & Clements Road Intersection Improvements and Signalization
was approved as a construction project. Tender No. T-3-2016 was issued on Tuesday,
August 23, 2016 with a closing date of Wednesday, September 14, 2016. The low bid
of$425,742.56 (HST included) submitted by Montgomery MacEwan Contracting is
recommended for approval. The total gross project cost is estimated at $623,691.00
ENG 23-16 October 11, 2016
Subject: Tender for Squires Beach Road & Cements Road
Intersection Improvements & Signalization - Tender T-3-2016 Page 2
(HST included) with an estimated total net project cost of$561,653.00 (net of HST
rebate).
Financial Implications:
1.Tender Amount
Tender No. T-3-2016 $376,763.33
HST 13% 48,979.23
Total $425,742.56
2. Estimated Project Cost Summary
Tender No. T-3-2016 $376,763.00,
Associated Costs
Land Acquisition 10,000.00
Region Traffic Signal Installation 125,000.00
Materials Testing 2,500.00
Construction Contingency (10%) 37,676.00
Sub Total - Costs $551,939.00
HST 13% 71,752.00
Total Gross Project Costs $623,691.00
HST Rebate (11.24%) (62,038.00)
Total Net Project Costs $561,653.00
3. Approved Source of Funds — 2016 Capital Budget - Development Projects
Account Code Source of Funds Available Required
Budget
Land Acquisition
5321.1607.6265 DC City's Share Reserve $10,000.00 $10,000.00
Traffic Signals
5321.1607.6254 DC City's Share Reserve 168,750.00 137,913.00
5321.1607.6254 DC — Roads & Related 506,250.00 413,740.00
Reserve Fund
Total Funds $685,000.00 $561,653.00
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Project Cost under (over) approved funds by $123,347.00
CORP0227-07/01 revised
ENG 23-16 October 11, 2016
Subject: Tender for Squires Beach Road & Cements Road
Intersection Improvements & Signalization - Tender T-3-2016 Page 3
Land acquisition is required as part of the traffic signal improvement work. The cost of
the land acquisition will be bore entirely by the City, and will be funded from the
Development Charges City's Share Reserve. The main component of this project
(traffic signals installation) will be funded at the approved funding ratio of 25% from
Development Charges City's Share Reserve and 75% Development Charges Roads &
Related Reserve Fund.
Discussion: As part of the 2016 Capital Budget - Development Projects,
the Squires Beach Road & Clements Road Intersection Improvements and Signalization
was approved as a construction project.
Tender No. T-3-2016 was issued on Tuesday, August 23, 2016 with a closing date of
Wednesday, September 14, 2016. The low bid of$425,742.56 (HST included)
submitted by Montgomery MacEwan Contracting is recommended for approval. The
total gross project cost is estimated at $623,691.00 (HST included) with an estimated
total net project cost of$561,653.00 (net of HST rebate).
References for Montgomery MacEwan Contracting have been checked 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, 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 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 deemed acceptable. In conjunction with staff's review of the contractor's previous
work experience and 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 Montgomery MacEwan Contracting for Tender No. T-3-2016 in the amount
of$425,742.56 (HST included), and the total net project cost of$561,653.00 (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
CORP0227-07!01 revised
ENG 23-16 October 11, 2016
Subject: Tender for Squires Beach Road & Cements Road
Intersection Improvements & Signalization - Tender T-3-2016 Page 4
Prepare y: Approved/Endorsed By:
evfralc/0/
Darrell Selsky, C.E.T., CMM III �� Riche d Holbor 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
Capital Debt & Management
Vera A. Fel emacher
CSCMP, CPPO, CPPB, CPM, CMM III
Manager, Supply & Services
DS:mjh
Recommended for the consideration
of Pickering City Council
igege _cri. Z3, 2.0(67
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07101 revised
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ATTACHMENT#_,TOREPORT# i'J 7 03 • �(.r
C4 DL'
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-3-2016
Tender for Squires Beach Rd. and Clements Rd. Intersection Improvements and
Signalization
Closing: Wednesday, September 14, 2016 —2:00pm
File: F-5400-001
Tender No. T-3-2016 was advertised on the City's website on August 23, 2016. Five
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.
Summary
Harmonized Sales Tax Included
..._ _
Bidder Total Tendered A=mour#. After Calculation Check
Montgomery MacEwen Contracting $425,742.57 $425,742.56
Blackstone Paving & Construction Ltd. $492,236.70 $492,233.65
Midome Construction Services $519,800.00 $519,800.00
Brennan Paving & Construction Ltd. $528,613.21 $528,613.21
Elirpa Construction & Materials $660,218.26 $660,218.26
ATTACHMENT#, TO PORT# 7. 3--1 LP
�Of
Pursuant to Information to Bidders Item 27, Tendering Specifications Item 20 and Tendering
Specifications Item 27, the following documentation will be requested of Montgomery MacEwen
Contracting 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) Proof of compliance with amended Confined Spaces Regulations (0. Reg. 632/05 —
July 1, 2011). Copies of certified Training and Procedures to be used on this project;
(d) A list of employees trained in the confined space entry procedure who will be working
on this project;
(e) The City's certificate of insurance or approved alternative form completed by the
Bidder's agent, broker or insurer;
(f) A completed Sub-contractors List, listing all sub-contractors who may be carrying out
any part of this Contract; and
(g) A Waste Management Plan.
• A budget of$685,000.00 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 (d) noted above are acceptable to the Co-ordinator, Health & Safety or
designate;
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.
September 15, 2016
Tender No. T-3-2016 Page 2
Squires Beach Rd. and Clements Rd. Intersection Improvements and Signalization
ATTACHMENT# L TO REPORT#_ ' J of —I(O
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.
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Attachments
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September 15, 2016
Tender No. T-3-2016 Page 3
Squires Beach Rd. and Clements Rd. Intersection Improvements and Signalization
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