HomeMy WebLinkAboutOES 36-07
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REPORT TO
COUNCIL
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Report Number: OES 36-07
Date: September 17, 2007
1 2 1
From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Tender T-2-2007
- Tender for Sheppard Avenue
Reinforced Soil System
File: A-2130
Recommendation:
1. That Report OES-36-07 regarding the Sheppard Avenue, Reinforced Soil
System be received;
2.
That Tender T-2-2007 Alternative "A" submitted by Montgomery MacEwen
Contracting Limited for the Sheppard Avenue, Reinforced Soil System at a cost
of $740,606 (GST included) be accepted;
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3. That the total gross project cost of $934,587 (GST included) including the tender
amount, and other associated costs and the total net project cost of $881,686 be
approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
(a) the sum of $880,000 to be financed by the issue of debentures through
the Regional Municipality of Durham, over a period not exceeding 15
years, at a rate to be determined;
(b) the balance amount of $1,686 to be funded from the 2007 Current
Budget;
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(c) the annual repayment charges in the amount of approximately $84,780 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;
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
Ontario, and would not cause the City to exceed the updated Limit, and
(d)
Report OES 36-07
September 17, 2007
Subject: Tender T-2-2007
Tender for Sheppard Avenue
1 2 2 Reinforced Soil System
Page 2
-..."
therefore, Ontario Municipal Board approval was not required prior to City
Council's authorization;
(e) 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 2007 Roads Capital Budget, Sheppard
Avenue, Reinforced Soil System was approved as a construction project. Tender T-2-
2007 was issued on Friday, August 17, 2007 and closed on Friday, September 7,2007
with two (2) bidders responding. The total gross project cost is estimated to be
$934,587 for an estimated net cost to the City of $881,686 (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-2-2007
GST
Sub-Total
GST Rebate
Total
$698,685.73
41,921.14
'740,606.87
(41,921.14)
$698,685.73
2.
APPROVED SOURCE OF FUNDS
R d C 't I B d t
oa s apla u ge
Location Proiect Code Source of Funds Budqet Required
Sheppard Ave. 5320.0514.6250 Debt (10 Year) 600,000
Sheppard Ave. 5320.0711.6250 Debt (20 Year) 725,000
FUNDS AVAILABLE 1,325,000 881,686
-..."
Report OES 36-07
September 17, 2007
-
Subject: Tender T-2-2007
- Tender for Sheppard Avenue
Reinforced Soil System
123
Page 3
3.
ESTIMATED PROJECT COSTING SUMMARY
T-2-2007 - Tender for Sheppard Avenue, Reinforced
Soil System Alternative "A"
698,686
Associated Costs
Materials Testing
Consultant Fees
Miscellaneous Costs
Other Works-Spring Plantings/Restoration
Construction Contingency
Total
GST
5,000
5,500
2,500
100,000
70,000
881,686
52,901
$934,587
(52.901 )
$881,686
Total Gross Project Cost
-
GST Rebate
Total Net Proiect Cost
4.
Project Cost under (over) Approved Funds
$443,314
The project was originally budgeted for in 2005 in the amount of $600,000 with an
approved 10-year debenture term. Additional funds of $725,000 were required,
requested and approved in the 2007 Capital Budget as a 20-year debenture.
Since a 20-year debenture has been increasingly difficult to issue, and the financial
effect is slightly better with a 15-year debenture term, the Treasurer has decided to
proceed with a 15- year term with these two combined expenditure amounts.
The slightly better financial effect is illustrated as follows:
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Option 1: Debenture of $1,325,000 for 15-year at 5%. Annual charges of $127,653
for a total debt charge of $1,914,795.
Option 2: Debenture of $1,325,000 with differing terms:
a. $600,000 for 1 O-year at 5%. Annual charges of $77,702 for a total debt
charge of $777,027
Report OES 36-07
September 17, 2007
Subject: Tender T-2-2007
- Tender for Sheppard Avenue
1 2 4 - Reinforced Soil System
--./. .
Page 4
b. $725,000 for 20-year at 5%. Annual charges of $58,175 for a total debt
charge of $1,163,500. The combined total debt charges of option 2
(differing terms) is $1,940,527
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs.
Sustainability Implications: The installation of a Reinforced Soil System in the
Petticoat Creek Valley will provide for a larger road platform. In future years this will
allow urbanization of the roadway and provide for a wider pavement width improving the
geometrics and vehicular flows in this area. It will also provide for the necessary
platform width required to construct a concrete sidewalk for the safe and efficient
passage for pedestrians in the area.
The installation of an Oil / Grit Separator for the treatment storm water quality
discharging into Petticoat Creek is also part of this project.
-...-"
Background: As part of the Roads Capital 2005 Budget, Sheppard Avenue,
Reinforced Soil System was identified as a construction project. The project consists of
several components, which are funded from different sources. The Petticoat Creek
culvert rehabilitation component, was constructed in 2003. The Reinforced Soil System
component, which is identified in this report, is to be funded in the amount of $881,686
by Debt (15 Year). The additional funds required to undertake the road urbanization
including storm sewer installation are being proposed in the 2008 Capital Budget, with
funding to be determined. Tender T-2-2005 was issued in April, 2005 with four (4)
bidders responding. Unfortunately, the low bid far exceeded the funding available and
the project was deferred until 2007. Municipal Property & Engineering staff researched
an alternate design with TRCA which drastically changed the scope of the project and
resulted in a significant cost savings for the City. Tender T-2-2007 was issued on
Friday, August 17, 2007 and closed on Friday, September 7, 2007 with two (2) bidders
responding. The total gross project cost is estimated to be $934,587 for an estimated
net cost to the City of $881,686 (net of GST rebate). Montgomery MacEwen
Contracting Limited has previously worked for the City on Tender T-8-2001 Pickering /
Uxbridge Townline Improvements and is 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 Workp~ace Safety
& Insurance Board and Certificate of Insurance as submitted by Montgomery MacEwen
Contracting Limited have been requested and will be reviewed by the Manager, Human --./
Resources Services. In conjunction with staff's review of the contractor's previous work
experience check of references submitted and the bonding available on this project, the
tender is deemed acceptable.
Report OES 36-07
-
Subject: Tender T-2-2007
- Tender for Sheppard Avenue
Reinforced Soil System
September 17, 2007
125
Page 5
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 Montgomery
MacEwen Contracting Limited for Tender T-2 -2007 in the amount of $934,587 (GST
included) and that the total net project cost of $881,686 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Location Map
2. Supply & Services Memorandum dated September 7,2007
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Prepared By:
o
Vera A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
RicHard W. Hol'orn, P. Eng.
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Division Head
Municipal Property & Engineering
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Attachments
Copy: Chief Administrative Officer
Ever untsma
Director, Operations & Emergency Services
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Gillis A. Paterson
Director, Corporate Services & Treasurer
Report DES 36-07
September 17, 2007
Subject: Tender T-2-2007
- Tender for Sheppard Avenue
1 2 6 Reinforced Soil System
Page 6
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Recommended for the consideration of
Pickering City Cou It
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MUNICIPAL PROPERTY & ENGINEERING
Attachment For Tender: T-2-2007
SHEPPARD AVENUE AT PETTICOAT CREEK
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
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Slope Stabilization
. Installation of a slope retention system to widen the existing road
platform to accommodate the future urbanization of Sheppard
Avenue from Altona Road to Rosebank Road.
Complete Restoration (fine grading and sodding where required)
. to all areas affected.
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LlMPandElDes'gn SupportlCapital Projects & Scheduling\Atlachments for Tenders\2007\T-02-07 Sheppard Slope. doc
128
!'1ENT #__;..~. TO REPORT# 6cS ~(g-07
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CORPORATE SERVICES OEPARTMENT
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MEMORANDUM
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To:
Richard Holborn
Division Head
Municipal Property & Engineering
Darrell Selsky V
Supervisor, Engineering & Capital Works
RECEIVED
$ER 0 7 2007
CITY OF PICKERING
MUWCIPAL PROPERTY & ENGINEEFlING
September 7,2007
From:
Barbara Tran
Buyer
Subject:
Tender No. T-2-2007
Tender for Sheppard Avenue Reinforce'd Soil System
CLOSING: Friday, September 7, 200'7, before 2:00 p.m.
Tenders have been received for the above project. Seventeen 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. A total of 7 companies picked up a tendering package for a
non-refundable fee of $75.00.
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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 for checking of
tendered unit prices and extensions; unit prices shall govern and extensions will,
be corrected accordingly, which ,has been done and shown on the attached
Summary.
Copies of bids from the two (2) bidders are attached for review.
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.
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ACH~'IENT#_..l::_. TOREPORT# OES 3(g...o7
T-2-2007 J. .of~ September 7,2007
Tender for Sheppard Avenue Reinforced Soil System 1 2 9
Page 2
,"""'"
(a)
(b)
(c)
(d)
(e)
a copy of the Health and Safety Policy to be used on this project;
a copy of the current Workplace Injury Summary Report issued by
Workplace Safety & Insurance Board (in lieu of the Workplace Injury
Summary Report document, a copy of the current CAD 7, NEER, or MAP
reports may be submitted);
a copy of the current Certificate of Clearance issued by Workplace Safety
& Insurance Board; and
the City's certificate of insurance completed by the bidder's agent, broker
or insurer.
Waste Management Plan (Information to Bidders Item 23)
Include the following items in your Report to Council:
(a) if items (a) through (e) noted above, are acceptable to the Health & Safety
Co-ordinator;
(b) any past work experience Montgomery MacEwen Contracting 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 Montgomery MacEwen Contracting is not
acceptable; and
(i) related comments specific to the project.
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Please do not disclose any information to enquiries. Bidders will be advised of
the outcome in due course. If you require further information, please feel free to
contact
If you require further information, please feel free to contact me or a member of
Supply & Services.
ChU!u41l!f}(JL/-
....,
Barbara Tran
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Attachments
Copy for: Director, Operations & Emergency Services
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REPORT TO
COUNCIL
Report Number: OES 39-07
Date: September 17, 2007
--.
From:
Everett Buntsma
Director, Operations & Emergency Sen/ices
Subject:
Tender T-7-2007
Tender for Running Track
Beverly Morgan Park
File: A-2130
Recommendation:
1. That Report OES 39-07 of the Director, Operations & Emergency Services be
received; and
That Tender T-7-2007 submitted by Ancaster Paving Limited for repairing and
resurfacing of the existing running track at Beverly Morgan Park at a cost of
$125,546.40 (GST included) be accepted; and
3. That the total gross project cost of $143,036.40 (GST included) including the
tender amount, and other associated costs and the total net project cost of
$134,940.00 be approved; and
2.
--....;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a. an internal loan of $134,000.00 for a period not to exceed 10 years;
b. the balance amount of $940 to be funded from the 2007 Current Budget
c. the annual repayment charges in the amount of approximately $17,350.00
be included in the annual Current Budget for the City of Pickering
commencing in 2008, continuing thereafter until the loan is repaid;
d. 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
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;
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