HomeMy WebLinkAboutOES 19-05PICKERING
REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 19-05
Date: May 26, 2005
From:
Richard Holborn, P. Eng.
Division Head
Municipal Property & Engineering
Subject:
Tender No. T-7-2005 - Tender for Surface Treatment, Seventh
Concession Road, Hoxton Street and Westney Road
Recommendation:
That Report OES 19-05 regarding the Surface Treatment Works for Seventh
Concession Road, Hoxton Street and Westney Road be received and that;
Tender No. T - 7 - 2005 submitted by Miller Paving Ltd. for Surface Treatment
Works for Seventh Concession Road, Hoxton Street and Westney Road in the
amount of $262,701.50 with an adjustment (increase) estimated cost of $80,000
for additional roadway excavation and granular base restoration, for a total of
$342,701.50 ($366,690.60 G.S.T. included) be accepted;
The total project cost of $435,384 including the tender amount, and other
associated costs and a net total cost after rebates of $406,901 be approved;
The amount of $175,000 for Seventh Concession Road to be funded from Debt
Financing (10 Year), and the amount of $231,901 for Hoxton Street and
Westney Road to be funded from Easement Settlement Agreement Reserve be
approved;
Council authorize the Director, Corporate Services & Treasurer to finance the
project through the issuance of debentures through the Region of Durham; and
a)
Debt financing not exceeding the amount of $175,000 for a period not
exceeding 10 years, at a rate to be determined; and
b)
Financing and repayment charges in the amount of approximately $22,390
be included in the annual Current Budget for the City of Pickering
commencing in 2006 and continuing thereafter until the loan is repaid; and
c)
The Director, Corporate Services & Treasurer has certified that this loan
and the repayment thereof falls within the City's Debt and Financial
Obligations approved Annual Repayment Limit for debt and other financial
obligations for 2005 as established by the Province for municipalities in
Ontario; and
Report OES 19-05
Subject: Tender T-7-2005
Tender for Surface Treatment
Date: May 26, 2005
Page 2
d)
The Treasurer is authorized to take any actions necessary in order to effect
the foregoing; and
The appropriate City of Pickering officials be authorized to take necessary action
to bring effect thereto.
Executive Summary: As part of the 2005 Roads Capital Budget, surface treatment
works for Seventh Concession Road, Hoxton Street and Westney Road were identified
as construction projects. Tender T-7-2005 was issued on May 3, 2005 and closed on
May 18, 2005 with one bidder responding. City forces will retain the required
equipment with operator to undertake drainage improvements on all the roads listed at
an additional estimated cost of $40,000. Staff have also recommended that the
contract be increased to allow for additional roadway excavation & granular base
restoration at an estimated cost of $80,000. The benefit of undertaking this work now
as part of the Capital project will be to mitigate repairs due to spring breakup in future
years. It is recommended for this line item that Miller Paving Ltd. undertake these
works and that the tender award be adjusted to reflect the additional estimated cost of
$80,000. The total project cost is estimated to be $435,384 for an estimated net cost to
the City of $406,901 (net of G.S.T. rebate). Staff have been directed to report to
Council on the results of the tender and financing in order to proceed with this project in
a timely manner.
Financial Implications:
1.
TENDERED AMOUNT
T-7-2005
G.S.T.
Sub-Total
G.S.T. Rebate
Total
$262,701.50
18,389.11
281,090.61
(18,389.11)
$262,701.50
Report OES 19-05
Subject: Tender T-7-2005
Tender for Surface Treatment
Date:
May 26, 2005
Page 3
APPROVED SOURCE OF FUNDS:
2005 Roads Capital Budget Account 2320-6003
Location
Seventh
Concession Road
Hoxton Street
Proiect Code
05-2320-008-02
Source of funds
Debt (10 year)
Available
175,000
05-2320-008-15
05-2320-008-16
Easement Settlement
Agreement Reserve
171,000
Westney Road
Easement Settlement
Agreement Reserve
61,000
FUNDS AVAILABLE $407,000
Required
175,000
171,000
60,901
406,901
ESTIMATED PROJECT COSTING SUMMARY
T-7-2005 - Surface Treatment Works for
Seventh Concession Road
Hoxton Street
Westney Road
Additional Roadway Excavation & Granular Base Restoration
Sub-Total
130,094
99,539
33,068
80,000
$342,701
Associated Costs
Materials Testing
Miscellaneous Costs
City Forces - Contracted
Materials Costs
Project Contingency
Total
G.S.T.
Total Gross Project Cost
Equipment with operator
2,200
2,000
40,000
20,000
406,901
28,483
435,384
G.S.T. Rebate
Total Net Project Cost
(28,483)
$406,901
Report OES 19-05
Subject: Tender T-7-2005
Tender for Surface Treatment
Date: May 26, 2005
Page 4
Project Cost over (under) Approved Funds
$(99)
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and has provided the
financing recommendations.
Background:
Bids for Tender No T-7-2005 were received on Wednesday, May 18, 2005. One (1)
company submitted a bid at the time of closing. The Iow bidder, Miller Paving Ltd., has
completed similar projects for the City in the past, the most recent under Tender T-4-
2003 Surface Treatment for Audley Road, and are deemed acceptable by the
Supervisor, Engineering & Capital Works. The Health & Safety Policy, a list of
personnel trained in Confined Space, and the CAD 7 form issued by Workplace Safety
& Insurance Board, as submitted by Miller Paving Ltd., have been reviewed by the
Safety & Training Coordinator and are deemed acceptable. Credit information as
provided by Dunn & Bradstreet for Miller Paving Ltd. has been reviewed by the
Purchasing Analyst and in conjunction with staff's review of reference information and
the bonding available on this project, is deemed acceptable.
Upon careful examination of all tenders, and relevant documents received, the
Operations & Emergency Services Department, Municipal Property & Engineering
Division recommends the Iow bid submitted by Miller Paving Ltd. for Tender No. T-7-
2005 in the amount of $342,701.50 revised (G.S.T. included) and that the net total
project cost of $406,901 be approved.
This report has been prepared in conjunction with the Manager of Supply & Services
who concurs with the foregoing.
Attachments:
Location Map
Record of Tenders Opened and Checked
Supply & Services Memorandum
Report OES 19-05
Subject: Tender T-7-2005
Tender for Surface Treatment
Date: May 26, 2005
Page 5
P.~/~red By:
_D~/~ellVB. Selsky ' - - /,~
rvisor, Engineering & CaFrtal Works
Vera A~ "~'~'el"~gemacher
Manager, Supply & Services
Ap~By:
_Everett B,~sma ~
Director,,COperation~ & Emergency Services
'-Gillis A. Paterson
Director, Corporate Services & Treasurer
dn ~/~aH ,a~M°urnnii~p'a~npg~ope rty & Engineering
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
The'"m~' J. Quin~tChie[~minis~
MUNICIPAL PROPERTY & ENGINEERING
Attachment For Tender T-7-2005
HOXTON STREET / WESTNEY ROAD / SEVENTH CONCESSION ROAD
SURFACE TREATMENT
TOWNSHIP OF UXBRIDGE //
/ /
~,~++~+~,,.
HOXTON STREET
REGIONAL
SUBJECT
WESTNEY ROAD
I.qAttachments for Tenderst2OO5~T-7-2005 Hoxton-Westney-Con 7 Overlay. doc
SEVENTH
CONCESSION
ROAD
SUBJECT
AREA
GREEN
~IVER
SEVENTH CONCESSION ROAD
PROPOSED CONSTRUCTION INCLUDES:
Road Resurfacing and surface treatment (granular base, surface treatment and slurry seal). · various locations as indicated
Drainage Improvements
· various locations as indicated
I:~Attachments for Tendersl2OO5iT~7.2005 Hoxton-Westney-Con 7 Overlay. doc
z ~ .E
I.t.I
o_0
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
May 19, 2005
To:
Richard Holborn
Division Head
Municipal Property & Engineering
Darrell Selsky, Supervisor
Municipal Works
From:
Vera A. Felgemacher
Manager, Supply & Services
RE:
Tender for Surface Treatment, Concession 7, Hoxton Road
And Westney Road, Tender No. %7-2005
Closing: Wednesday, May 18, 2005, 2:00 pm
Tenders have been received for the above project. Six (6) companies were invited
to participate. An advertisement was placed in the Daily Commercial News, News
Advertiser Community Page and on the City's Website. Three (3) bidders picked
up tendering documents for a non-refundable fee of $50.00 per set of which one
(1) responded.
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 10.03 (r) provides checking
tendered unit prices and extensions; unit prices shall govern and extensions will
be corrected accordingly, which has been done.
Summary
(PST included, GST included)
COmpany
.... ! Total Tendered, AmoUntS
It After Calculation
Checks
Miller Paving Ltd. 281,090.61 281,090.61
Rockwell Paving UNABLE TO BID
Richard Ho!bom / Darrell Seis;~y May~ 9, 2005, T-7-2005
,:,.,~i~'',' ~;~.~ r'i ~; ~q' ~... ...... ~ i O RE PORT ~ I~-0~' Page 2, ·
Pursuant to Information to Bidders Item 21, the following are being requested of
the Iow bidder for your review during the evaluation stage of this tender call:
(a) a copy of the Health and Safety Policy to be used on this project;
(b) a copy of the current Cost and Frequency Report issued by Workplace Safety
& Insurance Board
(c) a copy of the current Certificate of Clearan.ce issued by Workplace Safety &
Insurance Board;
(d) the City's certificate of insurance shall be completed by the bidder's agent,
broker or insurer. (Received with tender.~
A Dun & Bradstreet report for Miller Paving Ltd. will be requested of the
Purchasing Analyst and a summary will be provided to you during the evaluation
phase of this tender call.
Please review the copy of the bid. Include the following items in your Report to
Council:
(a) if items (a) through (c) noted above, are accep4able to the Safety & Training
Co-ordinator;
(b) any past work experience Miller Paving Ltd. including work location;
(c) without past work experience, if reference information is acceptable;
(d) the appropriate account number(s) to which this work is to be charged;
(e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding -including reference to Debt Financing
if applicable;
(g) related departmental approvals;
(h) any reason(s) why the Iow bid of Miller Paving Ltd. is not acceptable;
(i) and related comments specific to the project.
you require further information, please feel free to contact me.
Vera A. Felgemacher
Manager, Supply & Services
/bt
Attachments
Copy for: Director, Operations & Emergency Services