The URL can be used to link to this page

Home My WebLink AboutENG 17-24Report to Executive Committee Report Number: ENG 17-24 Date: September 3, 2024 From: Richard Holborn Director, Engineering Services Subject: Sideline 24 Hard Surfacing from Highway 407 to Whitevale Road - Request for Tender No. T2024-9 - File: A-1440 Recommendation: 1. That Request for Tender No. T2024-9 for Sideline 24 Hard Surfacing as submitted by IPAC Paving Limited in the total tendered amount of $501,457.28 (HST included) be accepted; 2. That the total gross project cost of $604,347.00 (HST included), including the tendered amount, contingency and other associated costs, and the total net project cost of $544,233.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to revise the funding source for this project by a transfer from the Building Faster Fund (BFF) Reserve Fund, subject to the Province’s approval of the project; a. If the Province does not approve the eligibility of BFF funding for this project, that Council authorize the Director, Finance & Treasurer to finance the project from its original approved funding source, by a transfer from the Roads & Bridges 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: The purpose of this report is to obtain Council approval to award Request for Tender No. T2024-9 for the hard surfacing of Sideline 24 to IPAC Paving Limited. As part of the Northern Roads Hard Surfacing Strategy endorsed by Council in 2016 through Report ENG 09-16 (Council Resolution #211/16), Sideline 24 (from Highway 407 to Whitevale Road) was identified as one of the priority roads for improvement from loose surface (gravel) to hard surface (asphalt). As part of the 2024 Capital Budget, funding was approved for Sideline 24 Hard Surfacing (from Highway 407 to Whitevale Road) as a construction project. Request for Tender No. T2024-9 was advertised on Bids & Tenders on Wednesday, July 10, 2024, and closed on Thursday, August 1, 2024, with five bidders responding. The lowest compliant bid of $501,457.28 (HST included) submitted by IPAC Paving Limited is recommended for approval. The total gross project cost which includes the tendered amount, a ENG 17-24 September 3, 2024 Subject: Sideline 24 Hard Surfacing from Highway 407 to Whitevale Road Page 2 construction contingency, and other associated costs is estimated at $604,347.00 (HST included) with an estimated total net project cost of $544,233.00 (net of HST rebate). 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. Financial Implications: 1. Tender Amount Request for Tender No. T2024-9 $443,767.50 HST (13%) 57,689.78 Total $501,457.28 2. Estimated Project Costing Summary Request for Tender No. T2024-9 $443,768.00 Associated Costs Topographic Survey Geotechnical Investigation Reports Materials Testing Services 14,450.00 14,800.00 4,800.00 Falling Weight Deflectometer (FWD) Testing Services 3,750.00 Construction Contingency (12%) 53,252.00 Sub Total – Costs $534,820.00 HST (13%) 69,527.00 Total Gross Project Cost $604,347.00 HST Rebate (11.24%) (60,114.00) Total Net Project Cost $544,233.00 ENG 17-24 September 3, 2024 Subject: Sideline 24 Hard Surfacing from Highway 407 to Whitevale Road Page 3 3. Approved Source of Funds Location Expense Code Source of Funds Budget Required Sideline 24 Sideline 24 C10570.2404 C10570.2404 Roads & Bridges Reserve Fund Building Faster Fund Reserve Fund $1,500,000.00 0.00 $0.00 544,233.00 $1,500,000.00 $544,233.00 Net Project Cost under (over) Approved Funds $955,767.00 In March 2024, the City was notified that it had received $5.2 million in grants from the Building Faster Fund (BFF) from the provincial government for exceeding its 2023 housing targets. Subject to eligibility approval from the provincial government, it is recommended that the funding source be revised from the Roads & Bridges Reserve Fund to the BFF Reserve Fund. The project will need to be completed by March 31, 2026, to be eligible for BFF grant funding. Discussion: The purpose of this report is to obtain Council approval to award Request for Tender No. T2024-9 for the hard surfacing of Sideline 24 to IPAC Paving Limited. In 2016, Council endorsed the Northern Roads Hard Surfacing Strategy through Resolution #211/16. The Strategy was presented to the Executive Committee through Report ENG 09-16 which identified candidate existing loose surface (gravel) roads to be upgraded to hard surface (asphalt) roads, between Taunton Road and the Uxbridge Pickering Townline. Sideline 24 (from Highway 407 to Whitevale Road) was identified as one of the five priority roads for improvement. As part of the 2024 Capital Budget, Sideline 24 Hard Surfacing was approved as a construction project. Request for Tender No. T2024-9 was advertised on Bids & Tenders on Wednesday, July 10, 2024, and closed on Thursday, August 1, 2024 with five bidders responding. The lowest compliant bid of $501,457.28 (HST included) submitted by IPAC Paving Limited is recommended for approval. The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is estimated at $604,347.00 (HST included) with an estimated total net project cost of $544,233.00 (net of HST rebate). Through RFSQ2023-1 Roster Category of Geotechnical Investigation and Inspection Services Master Framework Agreement (MFA), the geotechnical investigation and material testing services under associated costs have been awarded to Thurber Engineering Ltd. IPAC Paving Limited has successfully completed contracts for the City in the past and the experience with this Contractor was acceptable. Staff have deemed the company’s ENG 17-24 September 3, 2024 Subject: Sideline 24 Hard Surfacing from Highway 407 to Whitevale Road Page 4 workmanship, experience and professionalism to be satisfactory. In conjunction with staff’s review of the Contractor’s previous work experience, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends acceptance of the low bid submitted by IPAC Paving Limited for Request for Tender No. T2024-9 in the amount of $501,457.28 (HST included), and the total net project cost of $544,233.00 (net of HST rebate) be approved. Attachments: 1.Location Map2. Resolution #211/16 Prepared By: Approved/Endorsed By: David Lo, CPT, C.E.T. Richard Holborn, P. Eng. Senior Coordinator, Infrastructure Design Director, Engineering Services Kevin Heathcote, P. Eng. Stan Karwowski, MBA, CPA, CMA Division Head, Capital Projects & Infrastructure Director, Finance & Treasurer Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement 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: Original signed by: Location Map Attachment 1 to Report ENG 17-24 Legislative Services Division Clerk’s Office Directive Memorandum October 19, 2016 To: Richard Holborn Director, Engineering & Public Works From: Debbie Shields City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on October 17, 2016 Director, Engineering & Public Works, Report ENG 09-16 Northern Roads Hard Surfacing Strategy Council Decision Resolution #211/16 1.That the Northern Roads Hard Surfacing Strategy, identifying candidate existing loose surface roads to be upgraded to hard surface roads, from north of Taunton Road to the Uxbridge Pickering Townline, be endorsed by Council; 2.That Council consider funding for candidate roads selected for the Northern Roads Hard Surfacing Strategy through the annual budget process; and 3.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Please take any action deemed necessary. Debbie Shields /lr Copy: Chief Administrative Officer Attachment 2 to Report ENG 17-24