HomeMy WebLinkAboutENG 13-17 City to/ Report to
PICKERING Council
Report Number: ENG 13-17
Date: June 12, 2017
From: Richard Holborn
Director, Engineering Services
Subject: Tender for Palmer Bridge Rehabilitation
- Tender No. T-14-2017
- File: A-1440
Recommendation:
1. That Tender No. T-14-2017 for Palmer Bridge Rehabilitation as submitted by Bob
Hendricksen Construction Ltd. in the total tendered amount of$2,168,321.97 (HST included)
be accepted;
2. That the total gross project cost of$2,522,461.00 (HST included), including the tender
amount and other associated costs, and the total net project cost of$2,271,554.00 (net of
HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of
$2,271,554.00 as follows:
a) the sum of$1,900,000.00 as approved in the 2015 Roads Capital Budget be increased
by $371,554.00 to be funded from the York Region Southeast Collector (SEC)
Enhancement Fund;
4. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: As part of the Southeast Collector (SEC) Trunk Sewer project funding
agreement for community enhancements in the City of Pickering with the Region of York, one of
the approved projects is to rehabilitate the Palmer Bridge located on Valley Farm Road north of
Finch Avenue.
As part of the 2015 Roads Capital Budget— Palmer Bridge Rehabilitation was approved as a
construction project. Tender No. T-14-2017 was issued on Thursday, May 4, 2017 and closed on
Thursday, May 25, 2017 with three bidders responding. The low bid of$2,168,321.97 (HST
included) submitted by Bob Hendricksen Construction Ltd. is recommended for approval. The
total gross project cost is estimated at $2,522,461.00 (HST included) with an estimated total net
project cost of$2,271,554.00 (net of HST rebate).
ENG 13-17 June 12, 2017
Subject: Tender for Palmer Bridge Rehabilitation
Tender No. T-14-2017 Page 2
Financial Implications:
1. Tender Amount
Tender No. T-14-2017 $1,918,869.00
HST 13% 249,452.97
Total $2,168,321.97
2. Estimated Project Cost Summary
Tender No. T-14-2017 —Tender for the Palmer Bridge Rehabilitation $1,918,869.00
•
Associated Costs
TRCA Permit Fees 4,755.00
Materials Testing 40,000.00
Construction Contingency (14%) 268,642.00
Sub Total - Costs $2,232,266.00
HST 13% 290,195.00
Total Gross Project Costs $2,522,461.00
HST Rebate (11.24%) (250,907.00)
Total Net Project Costs $2,271,554.00
3. Approved Source of Funds — 2015 Capital Budget— Development Projects
Account Code Source of Funds Available Budget Required
5320.1504.6250 York Region SEC Funding $1,900,000.00 $1,900,000.00
Agreement
Additional Funds York Region SEC Funding 0.00 $371,554.00
Required Agreement
Total Funds $1,900,000.00 $2,271,554.00
Project Cost under (over) approved funds by ($371,554.00)
CORP0227-07/01 revised
ENG 13-17 June 12, 2017
Subject: Tender for Palmer Bridge Rehabilitation
Tender No. T-14-2017 Page 3
In the 2015 Capital Budget the Palmer Bridge Rehabilitation was approved as a construction
project.
Note that with regard to the contribution from York Region's (SEC) Enhancement Fund, in addition
to the approved budget of$1,900,000.00, there is an option within the Community Enhancement
Agreement, Section 2.02 (b), to increase the project's funding by 20%, which is $380,000.00 for
this project, as long as there is sufficient funds available that can be transferred from other SEC
enhancement projects that have been implemented under budget. A review of the completed
SEC enhancement project costs has confirmed that there is sufficient savings from projects to
cover the additional amount of$371,554.00 required.
After incorporating a contingency provision, the project exceeded 10% of the original approved
amount. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditures
exceeding 10% of the approved capital expenditures shall require the approval of the Treasurer,
the Chief Administrative Officer, and Council.
Council approval is being sought at this time for the additional funds required.
Discussion: As part of the Southeast Collector (SEC) Trunk Sewer enhancement
funding agreement with the Region of York, one of the approved projects is to rehabilitate the
Palmer Bridge. As part of the 2015 Roads Capital Budget— Palmer Bridge Rehabilitation was
approved as a construction project.
Tender No. T-14-2017 was issued on Thursday, May 4, 2017 and closed on Thursday, May 25,
2017 with three bidders responding. The low bid of$2,168,321.97 (HST included) submitted by
Bob Hendricksen Construction Ltd. is recommended for approval. The total gross project cost is
estimated at $2,522,461.00 (HST included) with an estimated total net project cost of
$2,271,554.00 (net of HST rebate).
References for Bob Hendricksen Construction Ltd. have been checked and deemed acceptable
by the Manager, Capital Projects & Infrastructure. The Waste Management Plan has been
reviewed and deemed acceptable by the Manager, Capital Projects & Infrastructure. The Health
& Safety Policy, proof of Confined Space Entry Procedure and a list of employees trained, a
current WSIB Workplace Injury Summary Report, Certificate of Clearance issued by the
Workplace Safety & Insurance Board have been reviewed by the Human Resources Specialist
and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager,
Budgets & Internal Audit, and deemed acceptable. In conjunction with staffs review of the
contractor's previous work experience and bonding available on this project, the tender is deemed
acceptable.
Upon careful examination of all tenders and relevant documents received, the Engineering
Services Department recommends acceptance of the low bid submitted by Bob Hendricksen
Construction Ltd. for Tender No. T-14-2017 in the amount of$2,168,321.97 (HST included), and
the total net project cost of$2,271,554.00 (net of HST rebate) be approved.
CORP0227-07/01 revised
ENG 13-17 June 12, 2017
Subject: Tender for Palmer Bridge Rehabilitation
Tender No. T-14-2017 Page 4
Attachments:
1. Supply & Services Memorandum dated May 25, 2017
2. Record of Tenders Opened and Checked
3. Location Map
Prepare Approved/Endorsed By:
, (1?x.,
Darrell Selsky, C.E.T., CMM III Ric and Holborn, P.Eng.
Manager, Capital Projects & Infrastructure Director, Engineering Services
•
mac ^
Caryn Kong, CPA, CGA Stan Karwowski, MBA, CPA, CMA
Senio Financial Analyst, Director, Finance & Treasurer
Capit.:'I & Debt & Management
S
Vera A. Felt emacher
CSCMP, *PPO, CPPB, CPM, CMM Ill
Manager, Supply & Services
DS:mjh
Recommended for the consideration
of Pickering City Council
02/1041 da462,_ z to'7
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
ATTACHMENT#, I TO REPORT# E:N 13
C °1
PICKERING • Memo
To: Richard Holborn May 25, 2017
Director, Engineering Services
From: Vera A. Felgemacher •
Manager, Supply & Services
Copy: Administrative Assistant, Engineering Services
Supervisor, Supply & Services
Subject: Tender No. T-14-2017
Tender for Palmer Bridge Rehabilitation
Closing:Thursday, May 25, 2017—2:00pm
File: F-5400-001
Tender No. T-14-2017 was advertised on the City's website on May 4, 2017. Three•(3)
companies have submitted a bid 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 completed below.
The unsuccessful Bidder's tendering deposit, other than a bid bond, shall be returned to the
applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item.13.03 (w).
Three (3) low bids have been retained for review at this time and are attached.
Summary
Harmonized Sales Tax Included
Bidder • - Total Tendered Amount After Calculation Check
Bob Hendricksen Construction Ltd. $2,168,321.97 $2,168,321.97
Elirpa Construction & Materials Ltd. $2,574,311.43 $2,574,335.72
2274084 Ontario Ltd. $2,631,065.88 $2,631,065.88
o/a GMP Contracting
Pursuant to Information to Bidders Item 27 and Tendering Specifications Items 20 and 21, the
following documentation will be requested of Bob Hendricksen Construction Ltd. for your review
ATTACHMENT#=—TOREPORT# 61 i3-I1
of��
during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed
with collecting the following documentation:
(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 Clearance Certificate issued by Workplace Safety &
Insurance Board;
(c) A list of employees trained in the confined space entry procedure who will be
working on this project;
(d) The City's certificate of insurance or approved alternative form shall be
completed by the Bidder's agent, broker or insurer; and
(e) A Waste Management Plan.
A budget of$1.9 million was provided to Supply& Services for this procurement.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST.
As such, in accordance with. Purchasing Policy Item 06.11, where the compliant'quotation or
tender meeting specifications and offering best value to the City is acceptable or where the
• highest scoring proposal is recommended and the estimated total purchase price is:
(c) Over$250,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council.
Please include the following items in your report:
1. if Items (a) to (c) noted above are acceptable to the Acting Co-ordinator, Human
Resources or designate;
2. if Item (d) is acceptable to the Manager, Budgets & Internal Audit;
3. if Items (e) is acceptable to Engineering Services;
4. any past work experience with Bob Hendricksen Construction Ltd. including work location;
5. without past work experience, if reference information is acceptable to Engineering
Services;
6. the appropriate account number(s) to which this work is to be charged;.
7. the budget amount(s) assigned thereto;
8. Treasurer's confirmation of funding;
9. related departmental approvals; and
10. related comments specific to the project. . . .
After receiving Council's approval, an approved "on-line" requisition will be required to proceed.
May 25, 2017
Tender No. T-14-2017 Page 2
Palmer Bridge Rehabilitation
ATTACHMENT# TO REPORT#_ 6/ '3- I I
of
Enquiries can be directed to the City's website for the unofficial bid results as read out at the
public tender opening or to Supply & Services. Bidders will be advised of the outcome in due
course.
If ytr
u require further information, please feel free to contact me or a member of Supply &
Se 'ces.
Attachments
May 25, 2017
Tender No. T-14-2017 Page 3
Palmer Bridge Rehabilitation
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