HomeMy WebLinkAboutENG 10-13From: Richard W. Holborn
Director, Engineering & Public Works
Report to
Council
Report Number: ENG 10 -13
Date: June 17, 2013
Subject: Tender for Liverpool Road Reconstruction and Minor Storm Sewer Repair
from Ilona Park Road to Krosno Boulevard
- Tender No. T -13 -2013
- File: A -1440
Recommendation:
1. That Report ENG 10 -13 of the Director, Engineering & Public Works regarding the
Liverpool Road Reconstruction and Minor Storm Sewer Repair from Ilona Park Road
to Krosno Boulevard be received;
2. That Tender No. T -13 -2013 as submitted by IPAC Paving Ltd. in the total tender
amount of $475,998.38 (HST included) be accepted;
3. That the total gross project cost of $554,647.00 (HST included), including the tender
amount and other associated costs and the total net project cost $499,477.00 (net
of HST rebate) be approved;
4. That Council authorizes the (Acting) Division Head, Finance & Treasurer to finance
the project in the amount of $499,477.00 as follows:
a) The sum of $495,000.00 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed ten years, at
a rate to be determined;
b) The sum of $4,477.00 plus issuing cost be funded from property taxes;
c) The annual repayment charges in the amount of approximately
$58,000.00 be included in the annual Current Budget commencing in 2014
and continuing thereafter until the debenture financing is repaid;
d) 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;
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.
Report ENG 10 -13 June 17, 2013
Tender for Liverpool Road Reconstruction and Minor Storm Sewer Repair
from Ilona Park Road to Krosno Boulevard
Tender No. T -13 -2013 Page 2
Executive Summary: As part of the 2013 Roads Capital Budget Liverpool Road
Reconstruction and Minor Storm Sewer Repair from -Ilona Park Road to Krosno
Boulevard was approved as a construction project. Tender No. T -13 -2013 was issued
on Wednesday, May 8, 2013 and closed on Monday, May 27, 2013 with six bidders
responding. The low bid submitted by IPAC Paving Ltd. is recommended for approval.
The total gross project cost is estimated at $554,647.00 (HST included) and the total net
project cost is estimated at $499,477.00 (net of HST rebate).
Financial Implications:
1. Tender Amount
Tender No. T -13 -2013 $421,237.50
HST (13 %) 54,760.88
Total Gross Tender Cost $475,998.38
z. tstimatea Project c;ostina summa
Tender No. T -13 -2013 for Liverpool Road $421,238.00
Reconstruction and
Minor Storm Sewer Repair from Ilona Park Road to
Krosno Boulevard
Associated Costs
Utility Relocations and Pre - Engineering 17,600.00
Materials Testing 10,000.00
Construction Contingency 42,000.00
Total 490,838.00
HST (13 %) 63,809.00
Total Gross Project Cost $554,647.00
HST Rebate (11.24 %) (55,170.00)
Total Net Project Cost $499,477.00
3. Approved Source of Funds
zuIs Koaas t;apitai tivaget
Account Funding Source Available Budget Required
5320.1310.6250 Debt 10 Year 550,000.00 $495,000.00
Property Taxes 0.00 4,477.00
Total Funds $550,000.00 $499,477.00
Net Project Costs under (over) Approved Funds $50,523.00
Report ENG 10 -13 June 17, 2013
Tender for Liverpool Road Reconstruction and Minor Storm Sewer Repair
from Ilona Park Road to Krosno Boulevard
Tender No. T -13 -2013 Page 3
The (Acting) Division Head, Finance and Treasurer has updated the City's 2013 Annual
Repayment Limit and certified that this debenture financing and the repayment falls
within the City's Annual Repayment Limit for debentures and financial obligations, and
therefore, Ontario Municipal Board approval is not required prior to City Council's
authorization.
Discussion: As part of the 2013 Roads Capital Budget Liverpool Road
Reconstruction and Minor Storm Sewer Repair from Ilona Park Road to Krosno
Boulevard was approved as a construction project. Tender No. T -13 -2013 was issued
on Wednesday, May 8, 2013 and closed on Monday, May 27, 2013 with six bidders
responding. The low bid submitted by IPAC Paving Ltd. is recommended for approval.
References for IPAC Paving Ltd. have been reviewed and deemed acceptable by the
Manager, Capital Projects & Infrastructure. The Health & Safety Policy, current WSIB
Council Amendment to Draft #7 (CAD7), and the 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 IPAC Paving Ltd. have been
reviewed by the Coordinator, Health & Safety and are deemed acceptable. The
Certificate of Insurance has been reviewed by the (Acting) Manager, Budgets & Internal
Audit and is.deemed acceptable. In conjunction with staffs review of the contractor's
references available on this project, the tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the
Engineering & Public Works Department recommends the acceptance of the low bid
submitted by IPAC Paving Ltd. for Tender No.T -13 -2013 in the amount of $475,998.38
(HST included) and that the total net project cost of $499,477.00 (net of HST rebate) be
approved.
Attachments:
1. Supply & Services Memorandum dated June 3, 2013
2. Location Map
3. Being a by -law to authorize the Liverpool Road Reconstruction and
Minor Storm Sewer Repair from Ilona Park Road to Krosno Boulevard project in
the City of Pickering and the issuance of debentures in.the amount of $495,000.00
Report ENG 10 -13 June 17, 2013
Tender for Liverpool Road Reconstruction and Minor Storm Sewer Repair
from Ilona Park Road to Krosno Boulevard
Tender No. T -13 -2013 Page 4
Prepared By:
Darrell -St
Manager,
Approved /Endorsed By:
CET, CMM III Richap Holbo , P. Eng.
►ital Projects & Infrastr Lure Dir, or, Engineering & Public Works
Vera A.1= elgemla'cher
C.P.P. CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
Caryn Kong, CGA
Senior Financial Analyst -
Capital & Debt Management
DS:ds
Recommended for the consideration
of Pickering City,.Qouncil
Tony Prevedel, P. Eng.
Chief Administrative Officer
Stan Karwowski
(Acting) Division Head, Finance & Treasurer
u4cZ // , 2.o 13
ATTACHMENT4 ��j }OREPORT# EN G )o -13
I of 3. �
To: Richard Holborn
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy.. Manager, Capital Works & Infrastructure
Subject: Tender No. T -13 -2013
Tender for Liverpool Road
Road to Krosno Boulevard
- File: F- 5400 -001
Memo
June 3, 2013
(Revised)
Reconstruction and Minor Storm Sewer Repair Ilona Park
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. Six (6) 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
IPAC Paving Ltd.
$475,998.37
$475,998.38
Ashland Paving Ltd.
$536,053.81
$536,107.93
Elirpa Construction & Materials Ltd.
$536,560.17
$536,539.82
Bennington Construction Ltd.
$563,581.85
$562,598.75
Blackstone Paving & Construction
Ltd.
$574,346.34
$574,346.34
Coco Paving Inc.
$673,926.24
$673,926.24
ATTACHMENT #.._._I TOREPORT #.C1T5;- 10`1
_ � , of _3___ --
Pursuant to Information to Bidders Item 28, 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 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 34; 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 (d) 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 IPAC Paving 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 you require further information, please feel free to contact me or a member of Supply &
Seo<vices.
VAF /jg
Attachments
June 3, 2013
Tender No. T -13 -2013
Tender for Liverpool Road Reconstruction and Minor Storm
Sewer Repair Ilona Park Road to Krosno Boulevard
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ATTACHMENT # —. - i O REPORT# � � )0-15
Engineering & Public Works
Department
Attachment for Tender T -13 -2013
Liverpool Road Reconstruction and Minor Storm Sewer Repair
Location Map — Liverpool Road
Proposed Construction Includes:
Liverpool Road
• Repairs to shallow storm sewer system for road drainage only
• Complete road reconstruction including new granular road base (heavy
duty) and base asphalt
• Remove and replace the existing concrete curb and gutter to a proposed
wider road configuration
• Remove and replace the existing concrete sidewalk (east side) to a wider
1.8m sidewalk
• Remove and replace the existing concrete sidewalk (west side) to a wider
1.5m sidewalk
• Install precast concrete retaining wall on boulevard where required
• Install decorative interlocking pavers on boulevard where required
• Complete boulevard restoration to all areas affected by construction (fine
grading and sodding where required)
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Location Map — Liverpool Road
Proposed Construction Includes:
Liverpool Road
• Repairs to shallow storm sewer system for road drainage only
• Complete road reconstruction including new granular road base (heavy
duty) and base asphalt
• Remove and replace the existing concrete curb and gutter to a proposed
wider road configuration
• Remove and replace the existing concrete sidewalk (east side) to a wider
1.8m sidewalk
• Remove and replace the existing concrete sidewalk (west side) to a wider
1.5m sidewalk
• Install precast concrete retaining wall on boulevard where required
• Install decorative interlocking pavers on boulevard where required
• Complete boulevard restoration to all areas affected by construction (fine
grading and sodding where required)
ATTACH M ENT #_3 - TO REPORT# ENG lb-t5
I -of
The Corporation of the City of Pickering
By -law No.
Being a by -law to authorize the Liverpool
Road Reconstruction and Minor Storm Sewer
Repair from Ilona Park Road to Krosno
Boulevard project in the City of Pickering and
the issuance of debentures in the amount of
$495,000.00
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 of Pickering wishes to proceed with debenture
financing for the Liverpool Road Reconstruction and Minor Storm Sewer Repair from
Ilona Park Road to Krosno Boulevard project; and,
Whereas before authorizing the construction in respect of the Liverpool Road
Reconstruction and Minor Storm Sewer Repair from Ilona Park Road to Krosno
Boulevard project, the Council of the City of Pickering 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 was not required prior to City Council's authorization 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 of Pickering approved Report ENG 10 -13 on the date hereof and
awarded Tender No. T -13 -2013 for the Liverpool Road Reconstruction and Minor Storm
Sewer Repair from Ilona Park Road to Krosno Boulevard project;
ATTACHMENT# L 1OREPORT# �_tL 10 .1�'
By -law No. a-- of a- Page 2
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 "Liverpool Road Reconstruction
and Minor Storm Sewer Repair from Ilona Park Road to Krosno Boulevard ";
2. That the estimated costs of the project in the amount of $499,477.00 be financed as
follows:
a) That the sum of $495,000.00 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed ten years;
b) That the sum of $4,477.00 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 2014 or such subsequent
year in which the debentures are issued and continuing thereafter until the
debenture financing is repaid.
By -law passed this 17th day of June, 2013.
David Ryan, Mayor
Debbie Shields, City Clerk