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HomeMy WebLinkAboutOES 17-07 REPORT TO EXECUTIVE COMMITTEE OZD Report Number: OES 17-07 Date: April 1 0, 2007 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender T-3-2007 - Tender for Old Brock Road, Claremont Road Reconstruction - File: A-2130 Recommendation: 1. That Report OES-17 -07 regarding the Old Brock Road, Claremont Road Reconstruction be received; 2. That Tender T-3-2007 submitted by Wyndale Paving Company Limited for Old Brock Road, Claremont Road Reconstruction at a cost of $368,016.10 (GST included) be accepted; 3. That the total gross project cost of $ 548,746 (GST included) including the tender amount, and other associated costs and the total net project cost of $517,685 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: (a) the sum of $275,000 to be funded from the "Move Ontario" Reserve; (b) the sum of $242,000 to be financed by the issue of debentures through the Regional Municipality of Durham, over a period not exceeding 10 years, at a rate to be determined; (c) the balance amount of $685 to be funded from the 2007 Current Budget; (d) the annual repayment charges in the amount of approximately $32,900 be included in the annual Current Budget for the City of Pickering commencing in 2008, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; (e) the Director, Corporate Services & Treasurer has updated the City's 2007 Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for debt and financial obligations, as established by the Province for municipalities in Report OES 17-07 April 1 0, 2007 Subject: Tender T-3-2007 - Tender for Old Brock Road, Claremont Road Reconstruction C~ r;.~ .(\ .....1 Page 2 Ontario, and 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; (f) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: As part of the 2006 Roads Capital Budget, Old Brock Road, Claremont was approved as a construction project. In August of 2006 a soils investigation was performed by AMEC Earth & Environmental Limited on behalf of the City, which identified Petro Carbon contamination in the existing granular base material. Amec recommended that the petroleum-impacted soil in this area be removed and disposed at an MOE approved landfill site. In order to address this issue, the road works were postponed to 2007 subject to the budget approval for additional funds. The sidewalk component was completed in 2006. Tender T-3-2007 was issued on Tuesday, February 27, 2007 and closed on Wednesday, March 14, 2007 with eight (8) bidders responding. The total gross project cost is estimated to be $548,746 for an estimated net cost to the City of $517,685 (net of GST rebate). The City's purchasing policy requires staff to report to Council on results of the tender and financing in order to proceed with this project in a timely manner. Financial Implications: 1. TENDER AMOUNT T -3-2007 GST Sub-Total GST Rebate Total $347,185.00 20,831.10 368,016.10 (20.831.10) $347,185.00 Report OES 17-07 April 10, 2007 Subject: Tender T-3-2007 - Tender for Old Brock Road, Claremont C 2 2 - Road Reconstruction Page 3 2. APPROVED SOURCE OF FUNDS Roads Ca ital Bud et Location Proiect Code Old Brock Road 5320.0619.6250 Old Brock Road 07 -2320-008-14 Source of Funds Budqet Required "Move Ontario" Reserve* 275,000 275,000 Debt (10 Year) 250,000 242,685 FUNDS AVAILABLE 525,000 517,685 *Revised due to CS 16-06 originally budgeted as Debt (1 0 Year) for portion related to Roads. 3. ESTIMATED PROJECT COSTING SUMMARY T -3-2007 - Tender for Old Brock Road, Claremont Road Reconstruction $347,185.00 Associated Costs Materials Testing Consultant Fees Miscellaneous Costs Soils Removal Contingency Construction Contingency Total Total Net Pro'ect Cost 10,000 10,500 5,000 110,000 35,000 517,685 31,061 $548,746 (31.061) $517,685 GST Total Gross Project Cost GST Rebate 4. Project Cost under (over) Approved Funds $7,315 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Subject: Tender T-3-2007 _ Tender for Old Brock Road, Claremont Road Reconstruction April 1 0, 2007 (' t) '.'~' / r...,J Report OES 17-07 Page 4 Sustainability Implications: As part of the City's Sustainability initiative this project includes the grinding of existing asphalt pavement to be recycled into the granular base course materials. With the use of recycled materials on this project it reduces on green house gas emissions, which would occur as a result of the additional trucking involved in hauling new granular base course material. Background: As part of the Roads Capital 2006 Budget, Old Brock Road, Claremont Road Reconstruction was identified as a construction project. The original project consisted of two components which were funded from two different sources. The sidewalk component which was constructed in 2006 was funded from the Federal Gas Tax Fund in the amount of $75,000. The road component which is identified in this report is to be funded in the amount of $275,000 by "Move Ontario" Reserve as indicated in Report to Council CS16-06. The additional funds required to address the soil removal are in the Roads Capital 2007 Budget and are funded by debt. Tender T-3- 2007 was issued on Tuesday, February 27,2007 and closed on Wednesday, March 14, 2007 with eight (8) bidders responding. The total gross project cost is estimated to be $548,746 for an estimated net cost to the City of $517,685 (net of GST rebate). Wyndale Paving Company Limited references have been checked and are deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, current WSIB Council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued by Workplace Safety & Insurance Board and Certificate of Insurance as submitted by Wyndale Paving Company Limited have been reviewed by the Coordinator, Health & Safety and are 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 Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of the low bid submitted by Wyndale Paving Company Limited for Tender T-3-2007 in the amount of $548,746 (GST included) and that the total net project cost of $517,685 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Report OES 17-07 -_.n.,-_............"-....'~~__M...~...,,.~,..'"_..'H""".~.,""~,~ April 10, 2007 Subject: Tender T-3-2007 - Tender for Old Brock Road, Claremont Road Reconstruction r'. rJ}t \... t- ':~. Page 5 Attachments: 1 . Location Map 2. Supply & Services Memorandum dated March 14, 2007 Prepared By: Vera A. Felgemacher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services DS:nw Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City C~Uffei\ " Everett ntsma Director, Operations & Emergency Services ~ .-'0'. ._ ~-' . ~.,.."....~ ~Gillis ". aterson Director, Corporate Services & Treasurer I' r~iENT!+__.L.... TOREPORT# (F(~ ri L .or { .....,., I 1 ; MUNICIPAL PROPERTY & ENGINEERING Attachment for Tender No. T-3-2007 OLD BROCK ROAD '\ r, ~ l~ t:. J ... o Vl z <: u rn ~ o I- u :> LANE l!J PIPELINE ^- 0<- 0~ Q- '( CJY LOCATION MAP - OLD BROCK ROAD PROPOSED CONSTRUCTION INCLUDES: Road reconstruction - new granular road base, base asphalt and re-ditching where required. Complete landscape restoration (grading and sodding) where required. --_."~~'._""'''''''''''-'''~~-''-'-"''-''' '-'~~--"""''''~'''''''''''"'''"--'-~'-'- (' r;,.., t;..u CORPORATE SERVICES DEPARTMENT MEMORANDUM "EP'O~"!' /'1(::(. f\ . K ! # .J.-.:_'- .,~ / ' ',' n --..- or -!::i-- . ! March 14, 2007 To: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky / Supervisor, Engineering & Capital Works From: Barbara Tran Buyer Subject: Tender No. T-3-2007 Tender for Old Brock Road, Claremont Road Reconstruction CLOSING: Wednesday, March 14,2007 Tenders have been received for the above project. Fourteen companies were invited to participate. An advertisement was' placed in the Daily Commercial News, News Advertiser and on the City's Website yielding interest from additional bidders and a total of 19 companies picked up a tendering package for a non-refundable fee of $50.00. One addendum was issued. Eight 8 bidders responded and submitted a tender 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 90 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. All deposits other than the low three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). Therefore, the copies of bids from the low three (3) bidders are attached for review. .4 Richard Holborn Tender No. T -3-2007 / " " ' ,,;" '::",,1 '~'~;,"Ti\('l-iMENTfot A rOR, EPORT# '];'T2- · ,." ,.;"1,.<- ,n ' ,.r --;---...'" ' ;" M h 14 2007 . . .,. arc, ,,~. Ol ' - . -- Page 2 Bidder SUMMARY (PST included, GST included) Total Tendered Amount $ 368,016.10 394,538.36 456,727.50 494,182.01 508,043.16 513,069.68 656,087.00 664,519.30 UNABLE TO BID UNABLE TO BID UNABLE TO BID UNABLE TO BID W ndale Pavin Co. Ltd. Trisan Construction Ka p Contractin Inc. Miller Paving Ltd. Elir a Construction & Materials Di -Con International Limited Serve Construction Ltd. B ron Construction Lim ited Empire Pavin Ltd. Mo al Construction North Rock Grou Ltd. Pacific Pavin Limited (\ r;' .' G I After Calculation Check $ 368,016.10 394,538.36 456,727.50 494,182.01 508,043.16 513,069.68 656,087.00 664,519.30 Pursuant to Information to Bidders Item 21, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise Supply & Services as soon as possible if we are to proceed in this direction. (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 (in lieu of the Cost and Frequency document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; and (d) the City's certificate of insurance completed by the bidder's agent, broker or insurer. Include the following items in your Report to Council: (a) if items (a) through (d) noted above, are acceptable to the Safety & Training Co-ord inator; (b) any past work experience Wyndale Paving Co. 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; (g) related departmental approvals; (h) any reason(s) why the low bid of Wyndale Paving Co. Ltd. is not acceptable; and (i) related comments specific to the project. Richard Holborn Tender No. T-3-2007 {"; iVi E 1\1 T "# __"..:~.L ...." -~~...,..... """""'"March 14,2007 Page 3 " n;,"~ l' ,,,' .' (" () If you require further information, please feel free to contact a member of Supply & Services, L. 4dlj1d!J~~ Barbara Tran Ibt Attachments Copy for: Director, Operations & Emergency Services o W ~ U W I U o Z (9<t: ZO -W O:::z Ww ~o... Uo 0... LLCJ) off] >-0 I-Z UW l- LL o o 0::: o U W 0::: ...... o o N . M . .... . . ci z '- Q) "0 c: Q) I- c: o :;J U :J '- ..... 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Q) co "C c: >. S "0 ..... .....J 0> c: '5 co a.. c: o :;J U :J '- ..... (j) c: o o c co (j) 'C I- '- Q) "0 :2 CO '- Q) :::2: L.. ~I ,"'<3~-~ "-.../ "<, " f) '" U':'\1 c.i o "0 "0 (]) C (]) Co o Ul ... (]) "0 C .$ - o "0 8 (]) ... -- >. III Co "0 C .$ .;.: --~-"._.~~.~.~.~,~..~~,~--~"....~-,-~".",,,--~.,.,~,,,....~._.~,_._~~..~_.'_._~--,. -...~- Citq c~ REPORT TO EXECUTIVE COMMITTEE ,." i""" ,-.. L:Ju Report Number: CS 17-07 Date: April 1 0, 2007 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: New Bingo Revenue Model Recommendation: 1. That Report CS 17 -07 of the Director, Corporate Services & Treasurer be received; 2. That the draft by-law included as Attachment 1 to provide for the licensing of Bingos, Raffles and Other Lottery Schemes be enacted; and, 3. That the appropriate staff of the City of Pickering be given authority to give effect thereto. Executive Summary: In accordance with Section 206 of the Criminal Code and Order-In-Council 2688/93, the legal authority for the Alcohol and Gaming Commission of Ontario and municipalities to issue lottery licences in Ontario, a by-law is being recommended to provide for the appointment of a Lottery Licensing Officer and to provide for the licensing of bingos, raffles and other lottery schemes. Financial Implications: Under the new Provincial Bingo Revenue Model the 3% maximum fee of the current $5500 prize board no longer exists. Fees are no longer tied to the prize board and, in this regard municipalities must develop a new licensing fee structure. Instead of 3% of the prize board, municipalities must work on a per event basis and are not allowed to charge more than $165.00 per event. Previously the City of Pickering charged 0.75% of the prize board for licensing fees. Under the old Revenue Model the average licence fee charged was $41.25, being 0.75% of the $5500.00 prize board. The 0.75% does not provide cost recovery to the municipality in order to administer the licences issued. Understanding the charities' concerns with regard to a significant increase in licensing fees to accomplish cost recovery, the recommendation for licencing fees should be $60.00 per event, with an annual review and increase of 25% yearly until the City reaches the maximum of