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Home My WebLink AboutOES 18-10 92 ear of Report To Council PICKERING Report Number: OES 18-10 Date: July 12, 2010 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender for Asphalt and Concrete Repairs - Tender T-4-2010 - File: A-1440 Recommendations: 1. That Report OES-18-10 of the Director, Operations & Emergency Services regarding Tender For Asphalt and Concrete Repairs be received; 2. That Tender T-4-2010 submitted by Aloia Bros. Concrete Contractors Ltd. for Asphalt and Concrete Repairs at a cost of $386 998.33(HST included) be accepted; 3. That the total gross project cost of $407,903 (HST included) including the tender amount and other associated costs and the total net project cost of $367,329 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: . a) the sum of $24,872, as provided for in the 2010 approved Capital Budget for Sidewalk - Bayly Street be funded from the Federal Gas Tax Grant; b) the sum of $16,427, being amount carried forward from the 2005 approved Capital Budget for External Subdivision Works-Finch Avenue, be funded from Development Charges Reserve Fund in the amount of $8,213 and Development Charges City's Share Reserve in the amount of $8,214; c) the sum of $100,000 as provided for in the 2010 approved Current Budget for Roads - Maintenance Asphalt & Concrete Repair Program be funded from property taxes; Report OES 18-10 July,12, 2010 Subject: Tender for Asphalt and Concrete Repairs 93 Tender T-4-2010 Page 2 d) the additional funds required for the Roads-Maintenance Asphalt & Concrete Repair Program in the amount of $76,244 be funded from the Federal Gas Tax Grant; e) the sum of $10,176 as provided for in the 2010 approved Current Budget for Development Control-Road Maintenance Asphalt & Concrete Works be funded from property taxes; f) the sum of $139,610 for the Transit Bus Pads be funded by the Durham Region Transit; 5. That the.appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: As part of the 2010 Current Budget and Capital Budget, various municipal maintenance projects were approved in association with the supply and installation of concrete and asphalt products. Tender T-4-2010 was issued on Tuesday, June 8, 2010 and closed on Wednesday, June 23, 2010 with four (4) bidders responding. The total gross project cost is estimated to be $407,903 and an estimated net cost to the City and Region of Durham of $367,329 (net of HST 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-4-2010 $342,476.40 HST 44,521.93 Sub-Total 386,998.33 HST Rebate (38,494.35) Total $348,503.98 Rnrt OES 18-10 July 12, 2010 Subject: Tender for Asphalt and Concrete Repairs Tender T-4-2010 Page 3 2. Source of Funds Capital and Current Budgets Location Project Code Source of Funds Budget Required Bayly St. Sidewalk 5323.1001.6250 Federal Gas Tax Grant $30,000 $24,872 (Capital) Finch Avenue 5321.0514.6250 DC Reserve Fund 24,827 8,213 Sidewalk (DC) DC City's Share Reserve 24,827 8,214 Maintenance 2320.2408.0002 Property Taxes 100,000 100,000 Projects Current Budget Various Asphalt & 2613.2407.0000 Property Taxes 25,000 10,176 Concrete Works (P&D) Funds Available 204,654 151,475 Additional Funds Required Maintenance 232 0.2408.0002 Federal Gas Tax Grant 76,244 Projects Durham Transit 3290.0001 Third Party Recoverable 139,610 Transit Bus Pads Additional Funds Required 215,854 Grand Total Funds $367,3229 Required Report OES 18-10 July 12, 2010 Subject: Tender for Asphalt and Concrete Repairs 9 5 Tender T-4-2010 Page 4 3. Estimated Project Costing Summary T-4-2010 - Tender for Asphalt & Concrete Repairs City of Pickering Portion $205,281 Durham Region Transit Portion - Bus Pads 137,195 342,476 Associated Costs Utility Relocations (Bayly Street) 5,000 Construction Contingency 13,500 18,500 HST (13%) 46,927 Total Gross Project Cost $407,903 HST Rebate (11.24%) 40,574) Total Net Project Cost 67 29 The total estimated net project cost has exceeded the approved budget as a result of additional funds of approximately $76,244 required for the Roads Maintenance projects. The provision for Roads Maintenance projects represents the annual contracted asphalt and concrete repairs on City roads and sidewalks. This year, two large resurfacing projects were identified to be included in the City's repair program. Furthermore a larger quantity of sidewalk repairs were identified to be completed than in prior years due to a backlog ih general repairs. These two factors contributed to the increased funds required for the maintenance projects. This amount and nature of work has been deemed eligible to be funded from Federal Gas Tax funds. With the new Harmonized Sales Tax (HST) coming into effect starting July 1, 2010, municipalities will be charged 13% on most goods and services and subject to a rebate of 11.24%, resulting in a net cost of 1.76% to the City. The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Rvgrt OES 18-10 July 12, 2010 Subject: Tender for Asphalt and Concrete Repairs Tender T-4-2010 Page 5 Sustainability Implications: This project will allow for new sidewalk construction along major arterial routes promoting pedestrian mobility, a regional request for the installation of concrete transit bus pads promoting the use of public transit as well as roadway and sidewalk improvements eliminating hazards reducing municipal liability. Background: Annual maintenance programs requiring the supply of materials and labour for repair of roads, curbs and sidewalks are included in the tender for asphalt and concrete repairs. This year, in an effort to obtain cost efficiencies; other concrete and asphalt projects were incorporated. This reduction in cost was forecasted due to the extra volume of work. Additions include capital sidewalk installation projects on Finch Avenue and Bayly Street, and newspaper pads as well as Durham Transit funded pedestrian bus pads. The tender includes municipal works which have received 2010 or prior budget approval. Additional work funded by the Regional Municipality of Durham will be completed via Purchase Order. As previously indicated the Roads Maintenance portion of the tender exceeds the approved budget. Operations staff have identified the need for two large resurfacing projects that were not included in the capital budget, but instead were planned to be repaired through the maintenance repair account of the current budget. The original repair would have been an asphalt patch. However, after further reviewing the condition of the street, Operations staff believe that the best solution is to remove the old asphalt and replace the entire area in question. This revision represents, in the long run, the best value for the taxpayer. Furthermore, Operations staff also identified through their annual sidewalk inspection program the need to remove and replace many sidewalk locations which represents approximately 150 square metres of replacement sidewalk. Maintenance and repairs of the City sidewalks is important due to the associated potential liability claims from slip or trip and fall accidents. The additional sidewalk cost will be funded 100% from Federal Gas Tax funds and Finance staff have confirmed with the Association of Municipalities of Ontario (AMO) that these costs are eligible for Federal Gas Tax funding resulting in no additional cost to the taxpayer. Tender T-4-2010 was issued on Tuesday, June 8, 2010 and closed on Wednesday, June 23, 2010 with four (4) bidders submitting a bid. The low bid was submitted by Aloia Bros. Concrete Contractors Ltd. The total gross project cost is estimated to be $407,903 for an estimated net cost to the City and Region of $367,329 (net of HST rebate). Aloia Bros. Concrete Contractors Ltd. references have been checked and are deemed acceptable by the Superintendent, Municipal Operations. The Health & Safety Policy, current WSIB Council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued by Workplace Safety & Insurance Board, proof of compliance with Confined Report OES 18-10 July 12, 2010 97 Subject: Tender for Asphalt and Concrete Repairs Tender T-4-2010 Page 6 Space Entry Regulations, copies of certified training and procedures, list of employees trained in confined space entry procedures as submitted by Aloia Bros. Concrete Contractors Ltd. have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Taxation and is deemed acceptable. 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. Upon careful examination of all tenders and relevant documents received, the Operations & Emergency Services Department, the Planning & Development Department and Durham Region Transit recommends the acceptance of the low bid submitted by Aloia Bros. Concrete Contractors Ltd. for Tender T-4-2010 in the amount of $386,998.33 (HST included) and that the total net project cost of $367,329 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Supply & Services Memorandum dated June 24, 2010 2. Durham Region Transit Letter of Confirmation for this project dated July 2, 2010. ReRo9 OES 18-10 July 12, 2010 Subject: Tender for Asphalt and Concrete Repairs Tender T-4-2010 Page 7 Prepared By: Approved / Endorsed By: o annah, HLT Everett Buntsma up rintendent, Municipal Operations Director, Operations & Emergency Services r l Vera A. Felgemacher Gillis A. Paterson C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer Manager, Supply & Services Caryn Ko g Vzzn d W. H orn, P. Eng. Senior Financial Analyst Head, Engineering Services Capital and Debt Management Darrell Selsky Supervisor, Engineering 4ap'ital Works DS:ds Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickerin City Co ncil J jaj---~ 7, 2010 Tony Plfevedel, P.Eng. Chief Administrative Officer ATTACHMENT#-/ , TOREPORT# oC5 1~(-/C7 of 99 Call 00 PI CKERING Memo To: Darrell Selsky June 24, 2010 Supervisor, Engineering & Capital Works From: Vera A. Felgemacher Manager, Supply & Services Subject: Tender No. T-4-2010 Tender for Asphalt and Concrete Repairs Closing Date: June 23, 2010 Tenders have been received for the above project. An advertisement was placed in the Daily Commercial News and on the City's website inviting companies to download the tendering documents and drawings for the above mentioned tender. No addendums were issued on this project .e., 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. Although 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), the four .(4) bids have been retained for review at this time. SUMMARY Harmonized Sales Tax included Bidder Total Tendered Amount After Calculation Check Trisan Construction $535,591.28 $ 535,591.28 Royalcrest Paving & $450,328.73 $ 450,328.73 Contracting LTD. Bennington Construction $446,840.42 $ 446,830.25 Aloia Bros. Concrete $384,115.14 $ 386,998.33 Contractors LTD. AT TACHMENT#._..~ TO REPORT# D~ 410 .100 -~of._ Pursuant to Information to Bidders Item 20, the following will be requested of the selected bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. (a) A copy of the Health and Safety Policy to be used on this project; (b) 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); (c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (d) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used on this project. (e) A list of employees trained in the confined space entry procedure who will be working on. this project, (f) The City's certificate of insurance or approved alternative form shall be completed by. the bidder's agent, broker or insurer; (g) list of Sub-Contractors in accordance with General Conditions Item 33 and page 62; (h) Such further information, as the City may request in writing. Include the following items in your Report to Council: (a),;,,, if.items (a) through (e) noted above, are acceptable to the Co-ordinator, Health & Safety; (b).. if item (e) - Insurance- is acceptable to the Manager, Taxation,., (c) any past work experience with the low bidder including work location; , (d) ; without past work experience, if reference information is acceptable; (e) the appropriate account number(s) to which this work is to be charged; (f) the budget amount(s) assigned thereto; (g) Treasurer's confirmation of funding; (h) related departmental approvals; (i) any reason(s) why the low bid is not acceptable; and Q) related comments specific to the project. .Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the Public tender opening. Bidders will be advised of the outcome in due course. If ou require further information, please feel free to contact me or a member of Supply S ` ices. VAF/ar Attachments June 23rd, 2010 Tender No. T-4-2010 Page 2 Tender for Asphalt and Concrete Repairs ATTACHMENT# ~ TOREPORT# dGS /9-/0 --aofi 101 DuDu mRRe ~ inn fir-an DURHAM REGION TRANSIT COMMISSION 605 Rossland Rd. E. PO Box 623 Whitby, Ontario L1 N 6A3, Canada Phone: (905) 668-7711 Fax: (905) 666-6193 July 2, 2010 Darrell B. Selsky, C.E.T., CMM II Supervisor, Engineering & Capital Works Engineering Services Division Operations & Emergency Services City of Pickering Pickering Civic Complex One The Esplanade Pickering, Ontario L1 V 6K7 Re: City of Pickering Tender T. 4.2090 Asphalt and Concrete Repairs With DRT Bus Stop Upgrades This is letter is confirmation that Durham Region Transit will participate in the above noted tender being awarded to Aloia Brothers Concrete Construction Ltd. for the construction of concrete standing areas and walkways at bus stops. The DRT portion of work has been authorized in the amount of $137,195.40 including an Administration amount (10%) of $13,719.54 and a Contingency amount (10%) of $13,785.06 for a total amount of $164,700, excluding any applicable taxes. I trust this information is satisfactory for DRT to participate in this tender. Yours truly, David B. Gooding - Manager, Operational Planning & Scheduling Connect`in Communities ~ drbamrbgi oo6transitxom