HomeMy WebLinkAboutENG 04-18/ef
DICKERING
Report to
Executive Committee
Report Number: ENG 04-18
Date: April 3, 2018
From: Richard Holborn
Director, Engineering Services
Subject: Asphalt Resurfacing on Various City Streets
- Tender No. T-4-2018
- File: A-1440
Recommendation:
1. That Tender No. T-4-2018 for Asphalt Resurfacing on Various City Streets as submitted by
Four Seasons Site Development Ltd. in the total tendered amount of $1,222,267.89 (HST
included) be accepted;
2. That the total gross project cost of $1,591,837.00 (HST included), including the tendered
amount, a contingency, other associated costs, and an amount of $180,000.00 (net of HST
rebate) for the resurfacing of Brookshire Square in accordance with Recommendation 2(h) of
Report FIN 03-18 regarding the 2018 Current and Capital Budget and the total net project
cost of $1,433,499.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost
as approved in the 2018 Roads Projects Capital Budget in the amount of $1,433,499.00 by a
transfer from the Federal Gas Tax Reserve Fund; and
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 2018 Roads Projects Capital Budget, asphalt resurfacing
for the following locations were approved as construction projects:
• Browning Avenue • Rougemount Drive (south)
• Timmins Gardens & Boxworth Place • Sultana Square
• Dixie Road • Bronwen Lane
• Livingston Street • Patmore Lane
• Geta Circle • Rosebank Road
• Twyn Rivers Drive
• Miscellaneous — Asphalt Resurfacing (Sideline 4, Sideline 12, Strouds Lane, Sheppard
Avenue, Rougemount Drive)
ENG 04-18 April 3, 2018
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T-4-2018 Page 2
Tender No. T-4-2018 was issued on Friday, January 26, 2018 with a tender closing date of
Wednesday, February 14, 2018. Ten companies submitted a bid for this project. The low bid of
$1,222,267.89 (HST included) submitted by Four Seasons Site Development Ltd. is
recommended for approval. The total gross project cost is estimated at $1,591,837.00 (HST
included) with an estimated total net project cost of $1,433,499.00 (net of HST rebate).
As part of the approval of the 2018 Current and Capital Budget Report, Recommendation 2(h)
was approved, allocating an amount of $180,000.00 to be added to the 2018 Capital Budget for
the resurfacing of Brookshire Square to be funded from the Federal Gas Tax Reserve Fund due to
anticipated favourable tender results from the City's 2018 Asphalt Resurfacing program. This
amount has been added to the estimated project costing summary, and staff will investigate
procurement options.
Financial Implications:
1. Tender Amount
Tender No. T-4-2018
HST (13%)
Total
$1,081,653.00
140,614.89
$1,222,267.89
2. Estimated Project Costing Summary
Tender No. T-4-2018 — Tender for Asphalt Resurfacing on
Various City Streets
Associated Costs
Materials Testing
Federal Gas Tax Sponsor Sign
Construction Contingency (10% )
Allowance for Brookshire Square
Sub Total - Costs
HST (13%)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
$1,081,653.00
40,000.00
2,000.00
108,165.00
176,887.00
$1,408,705.00
183,132.00
$1,591,837.00
($158,338.00)
$1,433,499.00
CORP0227-07/01 revised
ENG 04-18
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T-4-2018
April 3, 2018
Page 3
3. Approved Source of Funds
Location Expense Code Source of Funds Budget Required
Browning Avenue 5320.1802.6251 Federal Gas Tax $30,000.00 $30,195.00
Timmins Gardens & 5320.1809.6251 Federal Gas Tax 70,000.00 56,029.00
Boxworth Place
Dixie Road 5320.1816.6251 Federal Gas Tax 305,000.00 265,662.00
Livingston Street 5320.1817.6251 Federal Gas Tax 110,000.00 88,000.00
Geta Circle 5320.1818.6251 Federal Gas Tax 245,000.00 195,805.00
Twyn Rivers Drive 5320.1819.6251 Federal Gas Tax 125,000.00 89,593.00
Rougemount Drive 5320.1820.6251 Federal Gas Tax 105,000.00 80,680.00
(south)
Sultana Square 5320.1821.6251 Federal Gas Tax 225,000.00 181,325.00
Bronwen Lane 5320.1822.6251 Federal Gas Tax 70,000.00 56,907.00
Patmore Lane 5320.1823.6251 Federal Gas Tax 70,000.00 61,055.00
Rosebank Road 5320.1824.6251 Federal Gas Tax 145,000.00 112,949.00
Sideline 4 5320.1825.6251 Federal Gas Tax 13,500.00 12,202.00
Sideline 12 5320.1825.6251 Federal Gas Tax 13,500.00 10,277.00
Strouds Lane 5320.1825.6251 Federal Gas Tax 9,000.00 5,792.00
Sheppard Avenue 5320.1825.6251 Federal Gas Tax 4,000.00 3,228.00
Rougemount Drive 5320.1825.6251 Federal Gas Tax 5,000.00 3,800.00
Brookshire Square 5320.1810.6251 Federal Gas Tax 0.00 180,000.00
$1,545,000.00 $1,433,499.00
Net project cost (over) under approved funds
$111,501.00
Overall, the 2018 Asphalt Resurfacing on Various City Streets program has an under expenditure
of $111,501.00 taking into account estimated costs for Brookshire Square which was added to the
2018 Capital Budget.
CORP0227-07/01 revised
ENG 04-18 April 3, 2018
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T-4-2018 Page 4
Discussion: As part of the 2018 Capital Budget, asphalt resurfacing for the following
locations were approved as construction projects:
• Browning Avenue (Fairview Avenue to St. Martins Drive)
• Timmins Gardens & Boxworth Place
• Dixie Road (Rambleberry Avenue to Glenanna Road)
• Livingston Street (Wellington Street to Central Street and from 100m south of Wellington Street
to south terminus)
• Geta Circle
• Twyn Rivers Drive (Woodview Avenue to Ashwood Gate)
• Rougemount Drive South (Oakwood Drive to Rosebank Road)
• Sultana Square
• Bronwen Lane
• Patmore Lane
• Rosebank Road (Rougemount Drive to Rodd Avenue)
• Sideline 4 (15m north and south of CP tracks)
• Sideline 12 (15m north and south of CP tracks)
• Strouds Lane (area fronting house # 866 Strouds Lane)
• Sheppard Avenue (area approximately 20m west of house # 392 Sheppard Avenue)
• Rougemount Drive (area fronting house # 1406 Rougemount Drive)
Tender No. T-4-2018 was issued on Friday, January 26, 2018 and closed on Wednesday,
February 14, 2018 with ten bidders responding. The low bid submitted by Four Seasons Site
Development Ltd. is recommended for approval. The total gross project cost is estimated at
$1,591,837.00 (HST included), with an estimated total net project cost of $1,433,499.00 (net of
HST rebate).
References for Four Seasons Site Development Ltd., their Waste Management Plan and list of
sub -contractors have been reviewed and are deemed acceptable by the Manager, Capital
Projects & Infrastructure. The City's Health & Safety Policy form, and a current Clearance
Certificate issued by the Workplace Safety & Insurance Board submitted by Four Seasons Site
Development Ltd. have been reviewed and deemed acceptable. The Certificate of Insurance has
been reviewed by the Manager, Budgets & External Audit and is deemed acceptable. In
conjunction with staff's review of the contractor's previous work experience 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 Four Seasons Site
Development Ltd., for Tender No. T-4-2018 in the amount of $1,222,267.89 (HST included), and
that the total net project cost of $1,433,499.00 (net of HST rebates) be approved.
The estimated project costing summary allocates an amount of $180,000.00 (net of HST rebates)
for the resurfacing of Brookshire Square from 180 metres south of Glenanna Road to the north leg
CORP0227-07/01 revised
ENG 04-18
Subject_ Asphalt Resurfacing on Various City Streets
Tender No. T-4-2018
April 3, 2018
Page 5
of Gablehurst Crescent, as approved in Report FIN 03-18, Recommendation 2(h). Staff will
investigate procurement options to complete this work in 2018.
Attachments:
1 . Supply & Services Memorandum dated February 20, 2018
2. Record of Tenders Opened and Checked
3. Location Maps
6 J/_ Kevin C
ill, CET, CRS
Senior SC¢ordinator, Capital Projects
Scott Booker
Manager, Capital Projects & Infrastructure
Ray Rodriges
Manager, Supply & Services
KC:mjh
Approved/Endorsed By:
Ric�Yfard HollSorn
Director, Engineering Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
coRP0227-07/01 revised
c46/
DICKERING
ATTAGiME(NT#o
TO REPORT#_A' o'f- f 6
I of
Memo
To: Richard Holborn February 20, 2018
Director, Engineering Services
From: Ray Rodrigues
Manager, Supply & Services
Copy: Administrative Assistant (to the Director)
Subject: Tender No. T-4-2018
Tender for Asphalt Resurfacing on Various City Streets
Closing: Wednesday, February 14, 2018 — 2:OOpm
File: F-5400-001
Tender No. T-4-2018 was advertised on the City's website on January 26, 2018. Ten (10)
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) bids have been retained for review at this time and are attached.
ATTACHMENT# _ TO REPORT# EC7 oy- /8
-3 of
Summary
Harmonized Sales Tax Included
Total Tendered Amoun
Four Seasons Site Development Ltd.
1,222,267.89
1,222,267.89
Sanscon Construction Ltd.
1,257,157.57
$ 1,257,157.57
C. Valley Paving Ltd.
1,261,241.00
$ 1,261,241.00
Forest Contractors Ltd.
$ 1,335,353.77
$ 1,335,353.77
Ashland Paving Ltd.
$ 1,417,844.15
$ 1,417,844.15
D. Crupi & Sons Ltd.
$ 1,420,460.79
$ 1,420,460.79
Coco Paving Inc.
$ 1,638,948.35
$ 1,638,948.35
Automatic Rejection: Addendum #1 not acknowledged.
Reference: Purchasing Policy No. PUR 010, Item 23.02 —11,
Information to Bidders — Item 9, 12, 21, 23, 24, 25, 37, 38, 39,
Addendum #1 and Advertisement
Serve Construction Ltd.
Automatic Rejection: Addendum #1 not acknowledged.
Reference: Purchasing Policy No. PUR 010, Item 23.02 —11,
Information to Bidders — Item 9, 12, 21, 23, 24, 25, 37, 38, 39,
Addendum #1 and Advertisement
Furfari Paving Co. Ltd
Pursuant to Information to Bidders Item 29 and Tendering Specifications Item 21, the following
documentation will be requested of Four Seasons Site Development Ltd. for your review during
the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with
collecting the following documentation:
(a)
(b)
(c)
(d)
A copy of the City's Health and Safety Policy form currently dated and signed;
A copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
The City's certificate of insurance or approved alternative form completed by the Bidder's
agent, broker or insurer; and
Waste Management Plan.
A budget of $1,000,000 was provided to Supply & Services for this procurement.
If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy
Item 11 for additional instructions.
February 20, 2018
Tender No. T-4-2018
Asphalt Resurfacing on Various City Streets
Page 2
ATTACHMENT#®TO REPORT#®
of
pg- i8
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) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or
designate, if required;
2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit;
3. if the list of subcontractors is acceptable to Engineering Services;
4. if Item (d) is acceptable to Engineering Services;
5. any past work experience with low bidder Four Seasons Site Development Ltd. including
work location;
6. without past work experience, if reference information is acceptable to Engineering
Services;
7. the appropriate account number(s) to which this work is to be charged;
8. the budget amount(s) assigned thereto;
9. Treasurer's confirmation of funding;
10. related departmental approvals; and
11. related comments specific to the project.
After receiving Council's approval, an approved "on-line" requisition will be required to proceed.
Enquiriescan 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 you require further information, please feel free to contact me or a member of Supply &
Services.
RR/j
Attachments
February 20, 2018
Tender No. T-4-2018
Asphalt Resurfacing on Various City Streets
Page 3
Tender Description:
Tender No::
Date:
Time:
City of Pickering
Record of Tenders Opened and Checked
Project Name
T-4-2018
Wednesday, February 14, 2018
Approx. 2:15 pm Local Time
Bidder Name
Total Tendered Amount
Bidder Sign In
Comments
Furfari Paving Co. Ltd.
$ i
6-,7----‘"
sedJ; 3„)g -r << _ 7 ""�1
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Four Seasons Site
Development Ltd.
$ I .-) ,.�
:7_ 6'7
IPAC Paving Ltd.
$ /
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Serve Construction Ltd.
$ t 5 ,S'
5 5 3 - ,
----
arc (4 c(dzoo eche 4-6141
,, c..,-, ,::,23�,)Ifs � �� �.:f��"
I ri �F iL� lyi
D. Crupi & Sons Ltd.$
r r.I'. •„2 0
0 .
City Staff Present
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The info mation is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications.
Page11
City of Pickering
Record of Tenders Opened and Checked
Tender Description: Project Name
Tender No.: T4-2018
Date: Wednesday, February 14, 2018
Time: Approx. 2:15 pm Local Time
Bidder Name
Total Tendered Amount
Bidder Sign In Comments
Sanscon Construction Ltd.
$ j :151 I S i .
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.:::.
t
Ashland Paving Ltd.
$ � x
Coco Paving Inc.
$ I e ; X Q e. 157._>"
'
C. Vally Paving Inc.
$ j (.1- 25- :-- 1. -53
,
Forest Contractors Ltd.
$ z 2,� 3 i . 35
//
/,
City Staff Present
Other
The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications.
Page 12
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ATTACHMENT# ) TO REPORT# e
1 of 8
Project Area No. 1
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Location Map — Browning Avenue
Browning Avenue — from Fairview Avenue to St. Martins Drive. The proposed works include a
final lift of asphalt and pavement markings.
Project Area No. 2
Location Map — Timmins Gardens and Boxworth Place
Timmins Garden — from Batory Avenue east and south to Vistula Drive. Boxworth Place — from
Timmins Gardens to the south terminus. The proposed works include a final lift of asphalt and
pavement markings.
ATTACHMENT# 3 TO REPORT# FIN C=1 01-1 - t 8
_12_of_
Project Area No. 3
Location Map - Dixie Road
Dixie Road - from Rambleberry Avenue to Glenanna Road. The proposed works include
asphalt resurfacing. Existing concrete curb and gutter, and sidewalk that is deficient will be
removed and replaced as required.
Project Area No. 4
Location Map - Livingston Street
Livingston Street - from Wellington Street to Central Street (Regional Road 5).
Livingston Street - from 100m south of Wellington Street to terminus. The proposed works
include asphalt resurfacing.
Project Area No. 5
Location Map — Geta Circle
Geta Circle — west of Pickering Parkway. The proposed works include asphalt resurfacing.
Existing concrete curb and gutter, and sidewalk that is deficient will be removed and replaced
as required.
Project Area No. 6
Location Map — Twyn Rivers Drive
Twyn Rivers Drive — from Woodview Avenue to Ashwood Gate. The proposed works include
asphalt resurfacing. Existing concrete curb and gutter, and sidewalk that is deficient will be
removed and replaced as required.
ATTACHMENT* 3 TO REPORT* Pr,/ el 04 -(8
Project Area No. 7
Location Map — Rougemount Drive
Rougemount Drive — from Oakwood Drive to Rosebank Road. The proposed works include
asphalt resurfacing.
Project Area No. 8
Location Map — Sultana Square
Sultana Square — east of Foxwood Trail. The proposed works include asphalt resurfacing.
Existing concrete curb and gutter, and sidewalk that is deficient will be removed and replaced
as required.
ATTACHMENT# -3 TO REPORT#CNC-) 09-fe
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Project Area No_ 9
Location Map — Bronwen Lane
Bronwen Lane — from Zator Avenue to Krosno Boulevard. The proposed works include asphalt
resurfacing. All existing concrete barrier curb will be removed and replaced with curb and
gutter.
Project Area No. 10
Location Map — Patmore Lane
Patmore Lane — from Liverpool Road to Naroch Boulevard. The proposed works include
asphalt resurfacing. All existing concrete barrier curb will be removed and replaced with curb
and gutter
ATTACH M ENT #..—J— TOREPORT# gisk / 04,- i 8
_.10__ of _8_
Project Area No_ 11
Location Map — Rosebank Road
Rosebank Road — from Rougernount Drive to Rodd Avenue. The proposed works include
asphalt resurfacing.
Project Area No. 12
Location Map — Sideline 4
Sideline 4 — from 15m north to 15m south of the CP Railway on Sideline 4 north of Regional
Road 5. The proposed works include asphalt resurfacing.
AITACHMENTO 3 TO REPORT#
of
Eniei 04-18
Project Area No. 13
Location Map — Sideline 12
Sideline 12 — from 15m north to 15m south of the CP Railway on Sideline 12 north of Regional
Road 5. The proposed works include asphalt resurfacing.
Project Area No. 14
Location Map — Strouds Lane
Strouds Lane — between Fairport Road & Spruce Hill Road. The proposed works include
asphalt resurfacing.
ATTACHMENT# 3 TO REPORT# --C-1•16.)OU-!61
Project Area No. 15
Location Map — Sheppard Avenue
Sheppard Avenue — between Old Forest Road & Altona Road. The proposed works include
asphalt resurfacing.
Project Area No.
16
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Location Map — Rougemount Drive
Rougemount Drive — between Rouge Hill Court & Altona Road. The proposed works include
asphalt resurfacing.