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Home My WebLink AboutENG 05-24Report to Executive Committee Report Number: ENG 05-24 Date: April 2, 2024 From: Richard Holborn Director, Engineering Services Subject: Asphalt Resurfacing on Various City Streets - Tender No. T2024-2 - File: A-1440 Recommendation: 1. That Tender No. T2024-2 for Asphalt Resurfacing on Various City Streets as submitted by Viola Management Inc. in the total tendered amount of $3,081,682.61 (HST included) be accepted; 2. That the total gross project cost of $3,587,205.00 (HST included), including the tendered amount, geotechnical investigation reports and material testing services, a contingency and other associated costs, and the total net project cost of $3,230,389.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $3,230,389.00 as approved in the 2024 Roads Capital Budgets as follows: a. That the sum of $1,533,811.00 to be funded from the Roads & Bridges Reserve Fund as approved in the 2024 Capital Budget for Edmund Drive, Foxwood Trail, Bushmill Street and Pickering Parkway be revised to the OCIF Reserve Fund; b. That the sum of $1,696,578.00 to be funded from the CCBF Reserve Fund for the remaining streets as approved in the 2024 Capital Budget; 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: The purpose of this report is to obtain authority to award Tender No. T2024-2 for Asphalt Resurfacing on Various City Street to Viola Management Inc. As part of the 2024 Roads Projects Capital Budget, asphalt resurfacing for the following 11 locations were approved as construction projects: • Hillcrest Road • Edmund Drive • Storrington Street • Old Orchard Avenue • Heathside Crescent • Bainbridge Drive • Foxwood Trail • Yeremi Street • Bushmill Street • Pickering Parkway • Denvale Drive ENG 05-24 April 2, 2024 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2024-2 Page 2 As part of the 2016 Road Needs Study endorsed by Council through Resolution #374/17, these streets have been identified and recommended for resurfacing improvements. The 2016 Road Needs Study is used by staff as a resource document for identifying and planning maintenance, rehabilitation and reconstruction strategies, programs and projects for all Pickering roads. The roads selected for asphalt resurfacing in 2024 align with the priorities of the 2016 Road Needs Study. Tender No. T2024-2 was advertised on Bids & Tenders on Thursday, February 1, 2024 closed on Monday, March 4, 2024 with eight bidders responding. The lowest compliant bid of $3,081,682.61 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is estimated at $3,587,205.00 (HST included) with an estimated total net project cost of $3,230,389.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T2024-2 $2,727,152.75 HST (13%) 354,529.86 Total $3,081,682.61 2. Estimated Project Costing Summary Tender No. T2024-2 – Tender for Asphalt Resurfacing on Various City Streets $2,727,153.00 Associated Costs Geotechnical Investigation Reports Materials Testing Services 34,660.00 80,447.00 Canada Community-Building Fund and Ontario Community Infrastructure Fund Sponsor Signage 5,000.00 Construction Contingency (12%) 327,258.00 Sub Total – Costs $3,174,518.00 HST (13%) 412,687.00 Total Gross Project Cost $3,587,205.00 HST Rebate (11.24%) (356,816.00) Total Net Project Cost $3,230,389.00 ENG 05-24 April 2, 2024 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2024-2 Page 3 3. Approved Source of Funds Location Expense Code Source of Funds Budget Required Hillcrest Road C10570.2401.01-504400 CCBF Reserve Fund $170,000.00 $146,088.00 Edmund Drive Edmund Drive C10570.2405.01-504400 C10570.2405.01-504400 Roads & Bridges Reserve Fund OCIF Reserve Fund 470,000.00 0.00 0.00 374,816.00 Storrington Street C10570.2406.01-504400 CCBF Reserve Fund 340,000.00 289,701.00 Old Orchard Avenue C10570.2407.01- 504400 CCBF Reserve Fund 150,000.00 126,848.00 Heathside Crescent C10570.2408.01-504400 CCBF Reserve Fund 400,000.00 320,773.00 Bainbridge Drive C10570.2409.01- 504400 CCBF Reserve Fund 325,000.00 264,509.00 Foxwood Trail Foxwood Trail C10570.2410.01-504400 C10570.2410.01-504400 Roads & Bridges Reserve Fund OCIF Reserve Fund 490,000.00 0.00 0.00 371,070.00 Yeremi Street C10570.2412.01-504400 CCBF Reserve Fund 330,000.00 251,822.00 Bushmill Street Bushmill Street C10570.2415.01- 504400 C10570.2415.01-504400 Roads & Bridges Reserve Fund OCIF Reserve Fund 430,000.00 0.00 0.00 371,122.00 Pickering Parkway Pickering Parkway C10570.2416.01-504400 C10570.2416.01-504400 Roads & Bridges Reserve Fund OCIF Reserve Fund 515,000.00 0.00 0.00 416,803.00 Denvale Drive C10570.2417.01-504400 CCBF Reserve Fund 380,000.00 296,837.00 $4,000,000.00 $3,230,389.00 Net project cost (over) under approved funds $769,611.00 ENG 05-24 April 2, 2024 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2024-2 Page 4 The 2024 Capital Budget approved the funding source for the asphalt resurfacing for Edmund Drive, Foxwood Trail, Bushmill Street and Pickering Parkway to be the Roads and Bridges Reserve Fund. The funding source is being changed to the OCIF Reserve Fund for these four streets, as there is surplus grant funding in this reserve fund that can be utilized. This change will uncommit approximately $1,533,811.00 for the Roads & Bridges Reserve Fund, which can be used for future City capital projects. The competitive process and with the roads tender being released earlier in the year, resulted in cost savings for this project. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Discussion: The purpose of this report is to obtain authority to award Tender No. T2024-2 for Asphalt Resurfacing on Various City Street to Viola Management Inc. As part of the 2024 Roads Projects Capital Budget, asphalt resurfacing for the following locations were approved as construction projects: • Hillcrest Road – from Oklahoma Drive to Vicki Drive • Edmund Drive – from Steeple Hill to Sheppard Avenue • Storrington Street – from Listowell Crescent to Glenanna Road • Old Orchard Avenue – from 160m east of Douglas Avenue to Liverpool Road • Heathside Crescent – from Glenanna Road to 240m south to Longbow Drive • Bainbridge Drive – from Burnside Drive to Marshcourt Drive • Foxwood Trail – from Bayfield Street to Strouds Lane • Yeremi Street – from Oklahoma Drive to Breezy Drive • Bushmill Street – from Maple Ridge Drive to Liverpool Road • Pickering Parkway – from 480m east of Valley Farm Road to Dreyber Court • Denvale Drive – from Strathmore Crescent to Greenmount Street These streets are indicated in the 2016 Road Needs Study as priority streets for asphalt resurfacing. Tender No. T2024-2 was advertised on Bids & Tenders on Thursday, February 1, 2024 and closed on Monday, March 4, 2024 with eight companies responding. The lowest compliant bid of $3,081,682.61 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is estimated at $3,587,205.00 (HST included) with an estimated total net project cost of $3,230,389.00 (net of HST rebate). Through RFSQ2023-1 Roster Category of Geotechnical Investigation and Inspection Services Master Framework Agreement (MFA), the geotechnical investigation and inspection services under associated costs have been awarded to GHD. All required pre-conditions of award have been received and approved. ENG 05-24 April 2, 2024 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2024-2 Page 5 Viola Management Inc. has recently completed Tender No. T2021-1 Asphalt Resurfacing, Tender No. T2022-4 Asphalt Resurfacing and Tender No. T2023-1 Asphalt Resurfacing contracts for the City. Staff have deemed the company’s workmanship, experience and professionalism to be satisfactory. Upon careful examination of all tenders received, the Engineering Services Department recommends acceptance of the lowest compliant bid submitted by Viola Management Inc. for Tender No. T2024-2 in the amount of $3,081,682.61 (HST included), and that the total net project cost of $3,230,389.00 (net of HST rebate) be approved. Attachments: 1.Location Maps Prepared By: Approved/Endorsed By: David Lo, CPT, C.E.T. Richard Holborn, P. Eng. Senior Coordinator, Infrastructure Design Director, Engineering Services Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA Manager, Procurement Director, Finance & Treasurer DL:mjh Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original signed by:Original signed by: Original signed by:Original signed by: Original signed by: Project Area No. 1 – Hillcrest Road Hillcrest Road – from Oklahoma Drive to Vicki Drive. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 2 – Edmund Drive Edmund Drive – from Steeple Hill to Sheppard Avenue. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Attachment 1 to Report ENG 05-24 Project Area No. 3 – Storrington Street Storrington Street – from Listowell Crescent to Glenanna Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 4 – Old Orchard Avenue Old Orchard Avenue – from 160m East of Douglas Avenue to Liverpool Road. The proposed work includes asphalt resurfacing, new concrete semi-mountable curb and gutters with continuous perforated PVC sub-drains. Project Area No. 5 – Heathside Crescent Heathside Crescent – from Glenanna Road to 240m South to Longbow Drive. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 6 – Bainbridge Drive Bainbridge Drive – from Burnside Drive to Marshcourt Drive. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 7 – Foxwood Trail Foxwood Trail – from Bayfield Street to Strouds Lane. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 8 – Yeremi Street Yeremi Street – from Oklahoma Drive to Breezy Drive. The proposed work includes asphalt resurfacing. All existing concrete barrier curbs shall be removed and replaced with new concrete curbs and gutters. Project Area No. 9 – Bushmill Street Bushmill Street – from Maple Ridge Drive to Liverpool Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 10 – Pickering Parkway Pickering Parkway – from 480m east of Valley Farm Road to Dreyber Court. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 11 – Denvale Drive Denvale Drive – from Strathmore Crescent to Greenmount Street. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required.