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Home My WebLink AboutENG 05-13From: Richard W. Holborn Director, Engineering & Public Works Subject: Tender for Asphalt and Concrete Repairs - Tender No. T -9 -2013 - File: A -1440 Recommendation: Report to Council Report Number: ENG 05 -13 Date: April 22, 2013 That Report ENG 05 -13 of the Director, Engineering & Public Works regarding Tender T -9 -2013 for Asphalt and Concrete Repairs be received; 2. That Tender No. T -9 -2013 as submitted by Ore Construction Ltd. for Asphalt and Concrete Repairs in the total tendered amount of $337,475.17 (HST included) be accepted; 3. That the total gross project cost of $371,456.00 (HST included), including the tender amount and other associated costs and the total net project cost of $334,508.00 be approved; 4. That Council authorize the (Acting) Division Head, Finance & Treasurer to finance the project as follows: a) that the sum of $50,800.00, as provided for in the 2013 approved Current and Capital Budgets, be funded from property taxes; b) that the sum of $124,149.00, as provided for in the 2013 approved Current Budget for Sidewalks — Sidewalk Rehabilitation Program, be funded from Federal- Gas Tax grant; c) that the sum of $64,987.00, as provided for in the 2013 approved Capital Budget for Parks, be funded by a transfer from the Rate Stabilization Reserve; d) that the sum of $10,569.00, as provided for in the Current Budget for Development Control - Road Maintenance Asphalt & Concrete Works, be funded from other revenues collected from fees and charges required and related to building permits and cash -in -lieu; e) that the sum of $84,003.00 for the Transit Bus Pads be funded by a recovery from Durham Region Transit; and Report ENG 05 -13 April 22, 2013 Subject: Tender for Asphalt and Concrete Repairs Tender No T -9 -2013 Page 2 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: As part of the 2013 Current Budget and Capital Budget, various municipal maintenance and construction projects were approved that require the supply and installation of concrete and asphalt products. Tender No. T -9 -2013 was issued on Thursday, March 14, 2013 and closed on Wednesday, April 3, 2013 with seven bidders responding. The low bid submitted by Ore Construction Ltd. is recommended for approval. The total gross project cost is estimated to be $371,456.00 and an estimated net cost of $334,508.00 (net of HST -rebate). Financial Implications: 1.Tender Amount T -9 -2013 $298,650.59 HST (13 %) 38,824.58 Total $337,475.17 2. Estimated Project Costing Summary T -9 -2013 — Tender for Asphalt & Concrete Repairs City of Pickering Portion $216,101 Durham Region Transit Portion — Bus Pads 82,550 298,651 Associated Costs Materials Testing 8,000 Miscellaneous Costs 1,500 Construction Contingency 20,571 Total $328,722 HST (13 %) 42,734 Total Gross Project Cost $371,456 HST Rebate (11.24 %) (36,948) Total Net Project Cost Report ENG 05 -13 Subject: Tender for Asphalt and Concrete Repairs Tender No T -9 -2013 3. Source of Funds Capital and Current Budqets April 22, 2013 Page 3 Description Project Code Funding Source Available Required Budget Budget Operations - Roads Asphalt and Concrete 2320.2408.0002 Property Taxes $40,000 $33,312 Repair Program Operations - Roads Storm Sewer Repairs 2320.2408.0002 Property Taxes 10,000 6,157 (Partial) Operations - Sidewalks Sidewalk Rehabilitation 2323.5981.0000 Federal Gas Tax 200,000 124,149 Program Grant Subtotal $250,000 $163,618 Operations - Parks Rouge Valley Park 5780.1313.0000 Rate Stabilization $90,000 $64,987 Pathway Reserve Operations - Parks Beechlawn Park 5780.1329.0000 Property Taxes 15,000 11,331 Walkway (partial) Subtotal $105,000 $76,300 Planning & Development Development Control Road Maintenance 2613.2407.0000 Other Revenue $25,000 $10,569 (fees & charges) Subtotal $25,000 $10,569 Third Party Recoverable Durham Transit Transit Bus Pads 3290.0001 Region of $84,003 $84,003 Durham Subtotal $84,003 $84,003 TOTAL $464,003 $334,508 Net Project Costs (over) under Approved Funds $129,495 The total tender amount includes a provisional rate of $100 per square metre for any unanticipated asphalt grind and overlay work that may arise during the contract. Any extra work deemed necessary may be accommodated within the total approved budget amount available. Report ENG 05 -13 April 22 -, 2013 Subject: Tender for Asphalt and Concrete Repairs Tender No T -9 -2013 Page 4 Discussion: Annual maintenance programs requiring the supply of materials and labour for the repair of roads, curbs and sidewalks are included in the tender for asphalt and concrete repairs. Similar to last year's program, various concrete and asphalt projects were combined into one tender in an effort to achieve cost efficiencies. Projects included in this tender are walkways for Rouge Valley Park and Beechlawn Park. This tender also includes a third party component for the construction of concrete transit bus pads on municipal boulevards, which is fully recoverable from Durham Region Transit. Tender No. T -9 -2013 was issued on Thursday, March 14, 2013 and closed on Wednesday, April 3, 2013 with seven bidders submitting a bid. The low bid was submitted by Ore Construction Ltd. Ore Construction Ltd. has previously worked for the City on Tender T -24 -2012 Asphalt and Concrete Repairs and are deemed acceptable by the Manager, Capital Projects & Infrastructure. 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 Space Entry Regulations, copies of certified training and procedures, list of employees trained in confined space entry procedures as submitted by Ore Construction Ltd., have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. The Certificate of Insurance has been reviewed by the (Acting) Division Head, Finance & Treasurer and is deemed acceptable. In conjunction with staffs 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 Engineering & Public Works Department, and Durham Region Transit recommends the acceptance of the low bid submitted by Ore Construction Ltd. for Tender No. T -9 -2013 in the amount of $337,475.17 (HST included) and that the total net project cost of $334,508.00 be approved. Attachments: 1. Supply & Services Memorandum dated Wednesday, April 3, 2013 2. Email dated August 28, 2012 from Durham Region 3. Location Maps Report ENG 05 -13 Subject: Tender for Asphalt and Concrete Repairs Tender No T -9 -2013 Prepared By: Approved /Endorsed By: VDrell S CET, C III Ric�rd W Manager, Capital Projects & Inf structure Di r/ tor, E Vera A. F�Igemacher CSCMP, CPPO, CPPB, C.P.M., CMM 111 Manager, Supply & Services Caryn Kong, CGA Senior Financial Analyst Capital & Debt Management DS:ds April 22, 2013 Page 5 61born, P. Eng. neering & Public Works Stan Karwowski (Acting Division Head, Finance & Treasurer Recommended for the consideration of Pickering City Council � V, S Aa J17,' 20! Tony Prevedel, P.Eng. Chief Administrative Officer TOREPORT #� ATiACi -i MEiVT;# � � tu � f_a City 00 APR 4 ICI I I C6"f'Y OF PICKFR10S PICKERINENGINEERING To: 'Richard Holborn Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Capital Works & Infrastructure Subject: Tender No. T -9 -2013 , Tender for Asphalt and Concrete Repairs - RIP- F- 5400 -001 Memo April 3, 2013 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. Seven (7) bidders 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 60 days after'the official closing date and time. Purchasing Procedure No. PUR 010 -001, Item 13.03 (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 13.03(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. Ore Construction Ltd. $337,475.16 $337,475.17 Serve Construction Ltd. $391,299.46 $391,299.45 Ashland Paving Ltd. $395,362.46 $395,362.46 Aloia Bros. Concrete Contractors Ltd. $421,846.85 $478,516.69 2274084 Ontario Ltd. o/a GMP Contracting $424,519.53 $424,519.53 Trisan Construction $536,732.49 $536,732.49 Royalcrest Paving $647,210.89 $647,210.89 ATTACHMENT# �� TOREPORT #LN G o5—_1_3 Pursuant to Information to Bidders Item 31, the fel nY, 41 e 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. (a) A copy of the currently dated and signed 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) The City's Accessibility Regulations for Contracted Services form currently dated and signed; (h) list of Sub - Contractors in accordance with General Conditions Item 37; and (i) 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 (Acting) Manager, Budgets & Internal Audit, (c) any past work experience with the low bidder Ore 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 advsised of the outcome in due course. If ybu require further information, please feel free to contact me or a member of Supply & Se ices. i �i VAF /jg Attachments April 3, 2013 Tender No. T -9 -2013 Tender for Asphalt and Concrete Repairs Page 2 ATTACHMENT# TO REPORT# j_NG, OS 13 of_ RECEIVED C &f o� - - APR 4 203 a CITY OF picERIN� PICKERING sN °JEERING To: `Richard Holborn Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Capital Works & Infrastructure Subject: Tender No. T -9 -2013 Tender for Asphalt and Concrete Repairs - File: F- 5400 -001 Memo April 3, 2013 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. Seven (7) bidders 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 60 days after the official closing date and time. Purchasing Procedure No. PUR 010 -001, Item 13.03 (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 13.03(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 Ore Construction Ltd. $337,475.16 $337,475.17 Serve Construction Ltd. $391,299.46 $391,299.45 Ashland Paving.Ltd. $395,362.46 $395,362.46 Aloia Bros. Concrete Contractors Ltd. $421,846.85 $478,516.69 2274084 Ontario Ltd. o/a GMP Contracting $424,519.53 $424,519.53 Trisan Construction $536,732.49 $536,732.49 Royalcrest Paving $647,210.89 $647,210.89 ACHMENT# I - TO REPORT# 1� N U 0S -13 . of 2 Pursuant to Information to Bidders Item 31, the following 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. (a) A copy of the currently dated and signed 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) The City's Accessibility Regulations for Contracted Services form currently dated and signed, (h) list of Sub - Contractors in accordance with General Conditions Item 37; and (i) 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 (Acting) Manager, Budgets & Internal Audit; (c) any past work experience with the low bidder Ore 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 y u require further information, please feel free to contact me or a member of Supply & Se ices. { VAF /io Attachments April 3, 2013 Tender No. T -9 -2013 Page 2 Tender for Asphalt and Concrete Repairs ATTACHMENT # �! TO REPORT #ryG 05'1.3 _._1_ of .� Pelzowski, Mike From: Tony Francis [Tony. Francis @ Durham. ca] Sent: April -17 -13 12:27 PM To: Pelzowski, Mike Cc: Selsky, Darrell; Woolley, Don; Smith, Grant; Felgemacher, Vera; David Gooding Subject: RE: T -9 -2013 Mike, This email is confirmation that Durham Region Transit will participate in T -9 -2013 being awarded to Ore Construction Ltd. for the construction of concreted standing areas and walkways at bus pads. We understand that the results are based on the original quantity of 95 stops and that actual costs will reflect actual quantites. I look forward to working with you again. Tony Tony Francis Supervisor, Scheduling 44 William Street, Oshawa, ON (Office) 905 - 571 -5019 Ext. 225 (Fax) 905 - 571 -7390 tony.francis @durham.ca From: Mike Pelzowski [ma i Ito: mpelzowski(apickering.ca] Sent: April -16 -13 12:26 PM To: Tony Francis Cc: Darrell Selsky; Don Woolley; Grant Smith; Vera Felgemacher Subject: T -9 -2013 Mr. T. Francis Supervisor Scheduling Durham Transit Tony, Attached are the bidder results of the Concrete and Asphalt Tender T -9 -2013 for your information and file. Could you please reply noting confirmation and acceptance of the results and participation in the program. Of note, the results are based on the original transit pad quantity of 95 which was recently revised via your memo of March 15, 2013 to 100 pads. Consequently, actual costs will reflect actual quantities. ATTACHMENT# __;� _ FOREPORT# � D�S-12a '�'_ of �_ Thanks. Mike Pelzowski CET Coordinator, Roads & Infrastructure Maintenance Contracts Engineering & Public Works Department 905.420.4660 ext. 5227 1 1.866.683.2760 1 TTY 905.420.1739 Cell 905.767.6154 mpelzowski()pickering.ca Your City, Right Now. pickering.ca CiityApp a eNews 0 twitter 91 facebook This message is for the use of the intended recipient(s) only and may contain information that is privileged, proprietary, confidential, and /or exempt from disclosure under any relevant privacy legislation. If you are not the intended recipient or authorized agent thereof, you are hereby notified that any review, retransmission, dissemination, distribution, copying, conversion to hard copy, taking of action in reliance on or other use of this communication is strictly prohibited. If you are not the intended recipient and have received this message in error, please notify the sender by return e-mail and delete or destroy all copies of this message. �x. Report No. ENG 05 -13 Attachment # 3 1 of 2 Engineering & Public Works Department Attachment for TenderT -9 -2013 Beechlawn Park Walkway Location Map — Beechlawn Park Proposed Construction Includes: Beechlawn Park Walkway and Lighting Installation - The proposed works to include installation of a new asphalt walkway. W W ° W > W ° > z m � ° ° ° z m 0 Q Q CE) �- r Q m O DRIVE J W W D o ry BANBURY U � W = COURT Q_.....__ -- ......__. DRIVE z SUBJECT AREA W ° W O W = :�i I U o > � z YD W ° Z Y m 0 0 O -j o N - C2 PICKERING PARKWAY Location Map — Beechlawn Park Proposed Construction Includes: Beechlawn Park Walkway and Lighting Installation - The proposed works to include installation of a new asphalt walkway. /ll Report No. ENG 05 -13 Attachment # 3 2 of 2 Engineering & Public Works Department Attachment for Tender T -9 -2013 Rouge Valley Park Pathway TWYN COURT RIVERS DRIVE LAWSON STREET C.N.R. TWYN RIVERS DRIVE O BRIMWOOD O� j HOWELL j Q � 3a COURT Q O D a Q O RICHARDSON O CTS STREET CRESCENT STREET 00� LITTLEFORD /� OOOV\�W �2 N1 ff I'F Iji O STOVER A O CRESCENT G O DRIVE m SUBJECT PETUNIA 2% PARK PLACE Q Z GWENDOLYN O 9< STREET DRIVE Q Location Map — Rouge Valley Park Pathway Proposed Construction Includes: Rouge Valley Park Pathway Resurfacing - The proposed works to include removal and replacement of the existing pathway.