HomeMy WebLinkAboutCS 32-11
Report To
Coun
cil
AAft Report Number CS 32-11
17 Date: September 19, 2011
From: Everett Buntsma
Director, Community Services
Subject: Tender No. T-10-2011
- Valley Farm Road - Road Drainage and Road Safety Improvements.
- File: A-1440
Recommendation:
1. That Report CS 32-11 of the Director, Community Services regarding the tender
for Valley Farm Road - Road Drainage and Road Safety Improvements be
received.;
2. That Tender No.T-10-2011 submitted by Bennington Construction Limited in the
amount of $174,931.34 (HST included) and a net cost of $157,531.09 (net of
HST+rebate) be approved;
3. That the total gross project cost of $199,227 (HST included), including the tender
amount and other associated costs, and the total net project cost of $179,410
(net of-HST rebate) be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a. the sum of $175,000 as provided for in the 2011 Roads Capital Budget for
Valley Farm Road be financed by the issuance of debentures by the
Regional Municipality of Durham over a period not to exceed five (5)
years, at a rate to be determined;
b. the balance of $4,410 be funded from property taxes;
c. the annual repayment charges in the amount of approximately $40,000 be
included in the annual Current Budget for the City of- Pickering
commencing in 2012, continuing thereafter until the loan is repaid and any
financing cost to be paid out of the Current Budget;
d. that the Treasurer is authorized to undertake the financing of this project
or portions thereof that cannot be accommodated through the foregoing
through internal loans, the Ontario Strategic Infrastructure Financing
Authority (OSIFA) - Loan Program or a financial institution offering long
term financing under similar terms and conditions;
Report CS 32-11 September 19, 2011 Subject: Tender No. T-10-2011 3
Valley Farm Road - Road Drainage and Road Safety Improvements
Page 2
e. that the Treasurer be authorized to make any changes, adjustments, and
revisions to amounts, terms, conditions or take any actions necessary in
order to effect the foregoing; and
5. That the draft by-law attached to this report be enacted; and
6. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: As part of the 2011 Roads Capital Budget, Valley Farm
Road Drainage and Road Safety Improvements was approved as a construction project.
A Public Open House was held July 13, 2011. Based on input received from that
meeting Engineering Services proceeded with detail design for this project. Tender No.
T-10-2011 was issued on Wednesday, August 17, 2011 and closed Wednesday,
September 7, 2011, with four bidders responding. The low bid of $174,931.34 (HST
included) submitted by Bennington Construction Limited is recommended for approval.
The total gross project cost is estimated at $199,227 (HST included) with an estimated
total net project cost of $179,410 (net of HST rebate).
Financial Implications:
1. Tender Amount
Tender No. T-10-2011 $154,806.50
HST (13%) 20,124.84
Sub-Total 174,931.34
HST Rebate (11.24%) (17,400.25)
Total $157,531.09
2. Approved Source of Funds
2011 Roads Capital Budget
Project Account Source of Funds Budget Required
Valley Farm Road 5320.1117.6250 Debt Financing-5 Year $200,000 $175,000
Property Taxes $0 $4,410
Total $200,000 $179,410
CORP0227-07/01 revised
Report CS 32-11 September 19, 2011
Subject: Tender No. T-10-2011
19 Valley Farm Road - Road Drainage and Road Safety Improvements
Page 3
3. Estimated Project Costing Summa
Tender No. T-10-2011 - Tender for Valley farm Road - Road
Drainage and Road Safety Improvements $154,807
Associated Costs
Materials Testing 5,000
Miscellaneous Costs 1,500
Construction Contingency 15,000
Sub Total -Costs 176,307
HST (13%) ~ 22,920
Total Gross Project Costs 199,227
HST Rebate (11.24%) (19,817)
Total Net Project Costs $179,410
Net Project Costs over under Approved Funds $20,590
The Director, Corporate Services & Treasurer has updated the City's 2011 Annual
Repayment Limit and certified that this loan and the repayment thereof falls within the
City's Annual Repayment Limit for the 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 is not required prior to
City Council's authorization.
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and financing of the expenditures contained in this report and concurs.
Sustainability Implications: This project will allow for improving the roadway safety
and vehicular flow in this area.
Background: As part of the 2011 Roads Capital Budget, Valley Farm Road
Drainage and Road Safety Improvements was approved as a construction project. A
public open house was held on July 13, 2011 for residents of Strathmore Crescent
whose rear yards back onto Valley Farm Road and also interested members of the
public. The open house was in response to safety concerns and property damage
along Valley Farm Road. Based on public input received from the open house,
Engineering Services staff proceeded with the detail design for roadway and boulevard
improvements on Valley Farm Road. Tender No. T-10-2011 was issued on Wednesday,
August 17, 2011 and closed Wednesday, September 7, 2011, with four (4) bidders
responding. The low bid submitted by Bennington Construction Limited is
recommended for approval.
CORP0227-07/01 revised
Report CS 32-11 September 19, 2011
Subject: Tender No. T-10-2011 120
Valley Farm Road - Road Drainage and Road Safety Improvements
Page 4
The total gross project cost is estimated at $199,227 (HST included) with an estimated
total net project cost of $179,410 (net of HST rebate). Bennington Construction Limited
is currently working for the City on Tender No. T-6-2011 Pickering Civic Complex
Walkway Replacement and Parking Garage Deck Waterproofing and is deemed
acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety
Policy, proof of Confined Space Entry Training and a list of employees trained, a current
Workplace Injury Summary Report and Certificate of Clearance issued by Workplace
Safety & Insurance Board as submitted by Bennington Construction Limited, have been
reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate
of Insurance has been reviewed by the Manager, Finance & 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
Community Services Department, Engineering Services Division recommends
acceptance of the low bid submitted by Bennington Construction Limited for Tender No.
T-10-2011 in the amount of $174,931.34 (HST included) and that the total net project
cost of $179,410 be approved.
The City's Purchasing Policy requires staff to report to Council on the results of a public
tender. In accordance with Purchasing Policy Item 04.08 (revised 2007), a tender is
subject to Council approval.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Location Map
2. Supply & Services Memo Dated September 8, 2011
3. By-law to authorize the issuance of debentures in the amount of $175,000 for
Valley Farm Road - Road Drainage and Road Improvements in the City of
Pickering
i
cORP0227-07/01 revised
Report CS 32-11 September 19, 2011
Subject: Tender No. T-10-2011
121 Valley Farm Road - Road Drainage and Road Safety Improvements
Page 5
Prepared By: Approved/Endo By:
Q4 . 44J-&
Darrell Selsky Everett Bunt a
Superv or, Engineering & Ca tal Works Director, Community Services
Vera A. F, gemacher Gillis Paterson, CMA
CSCMP, CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer
Manager, Supply & Services
Caryn Kong, CGA Ric rd Holbo , P. Eng.
Senior Financial Analyst DiyIsion Head, Engineering Services
Capital & Debt Management
DS:ds
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering Ci Counci
15, 20//
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
AT TACHMENT#F-L TO REPORT# CS -32-11
City v~ 1 of ~L
PICKERUNIG r
ENGINEERING SERVICES DIVISION 122
Attachment for Tender T-10-2011
Valley Farm Road Drainage and Safety Improvements
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Location Map - Valley Farm Road
Proposed Construction Includes:
Valley Farm Road
• A steel beam guide rail installed (along east side of Valley Farm Road).
• Concrete curb and gutter to be installed, complete with concrete spillways
(along east side of Valley Farm Road).
• Re-ditching to improve overland boulevard run-off (along east side of
Valley Farm Road). ,
• Improving the road shoulder with additional granular material and spray
sealant (along west side of Valley Farm Road).
• Complete boulevard restoration to,all areas affected by construction (fine
grading and sodding where required)
I
ATTACH MENT# Z _ T 0 REPORT# Q
PICKERING
Memo
1811 BICENTENNIAL 2011
To: Richard Holborn September 8, 2011
Division Head, Engineering Services
From: Vera A. Felgemacher RECEIVED
Manager, Supply & Services
SEP 8 2011
Copy: Supervisor, Engineering & Capital Works
CITY OF PICKERING
Subject: Tender No. T-10-2011 ENGINEERING SERVICES
Tender for Valley Farm Road
Road Drainage and Road Safety Improvements
- File: F-5400-001
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. Four (4) bidders submitted a tender
for this project.
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). Three (3) bids have
been retained for review at this time.
Copies of the tenders are attached for your review along with the summary of costs.
SUMMARY
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Bennington Construction Ltd. $174,931.35 $174,931.35
Aloia Bros. Concrete Contractors Ltd. $191,570.88 $191,571.16
Elirpa Construction & Materials Ltd. $239,381.29 $239,381.29
Montgomery . Mac Ewen Contracting
Ltd. $252,363.86 $252,363.86
F C. ,MENT#_ : TO REPORT# OS :32,
Pursuant to Information to Bidders Item 28,- fdl g will be requested of the low bidder for
your review during the. evaluation stage of this tender call. Please advise when you wish us to
,proceed with this task. 124
(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 completed by
the bidder's agent, broker or insurer;
(g) list of Sub-Contractors in accordance with General Conditions Item 36;
(h) Waste Management Plan to be used on this project in accordance with
Tendering Specifications Item 18.
Please 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 (f) - Insurance- is acceptable to the Manager, Finance &Taxation;
(c) any past work experience with the low bidder Bennington Construction Ltd. 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; and
(i) 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 yo require further information, please feel free to contact me or a member of Supply &
Serv es.
i
VAF/jg
Attachment
September 8, 2011
Tender No. T-10-2011 Page 2
Tender for Valley Farm Road
Road Drainage and Road Safety Improvements
ATTACH MENT# 02 TO REPORT#
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ATTACHMENT4 3 _ TO REPORT# C S 3z"1 ~
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The Corporation of the City Of Pickering 126
By-law No.
Being a by-law to authorize. the Valley Farm Road -
Road Drainage and Road Safety Improvements in the
City of Pickering and the issuance of debentures therefor
in the amount of $175,000
Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier
municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and
Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and
Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and
Whereas The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and
Whereas the Council of the City wishes to proceed with Valley Farm Road - Road
Drainage and Road Safety Improvements; and
Whereas before authorizing to proceed with the Valley Farm Road - Road Drainage
and Road Safety Improvements on the date hereof, the Council of the City had the
Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the
estimated annual amount payable in respect of such project and determined that such
annual amount would not cause the City to exceed the updated limit and therefore,
Ontario Municipal Board approval is not required as per Section 401 of the Municipal
Act, 2001, as amended, and the regulations made thereunder;
And whereas after determining that Ontario Municipal Board approval is not required,
the Council of the City approved report CS 32-11 on the date hereof and awarded
Tender No. T-10-2011 for the Valley Farm Road - Road Drainage and Road Safety
Improvements.
ATTAGHMENT## TO REPORT#-C-a- 3z-1 1
By-law No. of Page 2
127
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. That the City proceed with the project referred to as "Valley Farm Road - Road
Drainage and Road Safety Improvements",
2. That the estimated costs of the project in the amount of $179,410 be financed as
follows:
a) That the sum of $175,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five (5) years;
b) That the sum of $4,410 be funded from property taxes;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2012 and continuing
thereafter until the loan is repaid.
By-law read a first, second and third time and finally passed this 19th day of September,
2011.
David Ryan, Mayor
Debbie Shields, City Clerk
I