HomeMy WebLinkAboutENG 22-18--Ci/po/--p](KERJNG Report to Executive Committee From: Richard Holborn Director, Engineering Services Report Number: ENG 22-18 Date: September 11, 2018 Subject: Tender for Asphalt and Concrete Repairs -Tender No. T-19-2018 -File: A-1440 Recommendation: 1. That Tender No. T-19-2018 for Asphalt and Concrete Repairs submitted by Aloia Bros. Concrete Contractors Ltd., in the amount of $317,455.48 (HST included) be accepted; 2. That the total gross project cost of $344,968.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $310,654.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $310,654.00 as follows: a) The sum of $248,549.00 as approved in the 2018 Current Budget -Sidewalk Rehabilitation Program to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) The sum of $7,602.00 as approved in the 2018 Current Budget-Water Resources & Development Services -Roads Maintenance to be funded from property taxes; c) The sum of $45,000.00 as approved in the 2018 Current Budget -Roads -Asphalt and Concrete Repairs program to be funded from property taxes; d) The over expenditure amount of $9,503.00 to be funded from property taxes; 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 Roads, Sidewalks and Water Resources & Development Services Current Budgets, an annual service contract is called for Asphalt and Concrete Repairs at various locations throughout the city. This service contract is administered by staff in the Engineering Services Department, with input from the Community Services Department -Public Works Section. Tender T-19-2018 was issued on Wednesday, July 11, 2018 and closed on Wednesday, August 1, 2018 with 4 bidders responding. The low bid submitted by Aloia Bros. Concrete Contractors Ltd. in the amount of $317,455.48 (HST included) is recommended for approval.
ENG 22-18 September 11, 2018 Subject: Tender for Asphalt and Concrete Repairs Tender No. T-19-2018 Page 2 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. Financial Implications: 1. Tender Amount Tender No. T-19-2018 Part A -Engineering -Maintenance Work Part B -Development Services -Maintenance Work Sub Total HST (13%) Total Gross Tender Amount 2. Estimated Project Cost Summary Tender No. T-19-2018 Associated Costs Material Testing -Sidewalk Rehabilitation Program only Construction Contingency (10%) -Sidewalk Rehabilitation Program only Total Project Cost HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $273,464~05 7,470.00 $280,934.05 36,521.43 $317.455.48 $280,934.00 2,500.00 21,847.00 $305,281.00 39,687.00 $344,968.00 (34,314.00) $310.654.00
ENG 22-18 Subject: Tender for Asphalt and Concrete R~pairs Tender No. T-19-2018 3. Approved Source of Funds 2018 Current Budget Account Code Project Description 2320.2410.0001 Asphalt and Concrete Repair Program 2323.5981.0000 Sidewalk Rehabilitation Program 2613.2407.0000 Water Resources & Development Services Road Maintenance Additional Asphalt and Concrete Funds Required Repair Program Total Funds Source of Funds Property Taxes Federal Gas Tax Reserve Fund Property Taxes Property Taxes Net Project Cost under (over) Approved Funds September 11, 2018 Page 3 Available Required Budget $45,000.00 $45,000.00 250,000.00 248,549.00 10,000.00 7,602.00 0.00 9,503.00 S305,ooo.oo S31 o,654.00 ($5,654.00) Although the estimated net project cost has resulted in an over expenditure of $5,654.00, when taking into account the funding sources, an additional amount of $9,503.00 is required for the curb repairs identified in the Roads Asphalt and Concrete Repair program. This over expenditure will be funded from property taxes from savings to be realized in the 2018 Roads Current Budget. Discussion: As part of the Roads, Sidewalks and Water Resources & Development Services Current Budgets, an annual service contract is issued for Asphalt and Concrete Repairs at various locations throughout the city. This annual maintenance repair contract consists of the removal and replacement of concrete curb and gutter, removal and replacement of concrete sidewalk, asphalt driveway restoration and asphalt road repairs. This service contract is administ~red by staff in the Engineering Services Department, with input from the Community Services Department -Public Works Section. Tender No. T-19-2018 was issued on Wednesday, July 11, 2018 and closed on Wednesday, August 1, 2018 with 4 bidders responding. The low bid submitted by Aloia Bros. Concrete Contractors Ltd. in the amount of $317,455.48 (HST included) is being recommended for approval. References for Aloia Bros. Concrete Contracting Ltd. have been reviewed and deemed acceptable by the Manager, Capital Projects & Infrastructure. The City's Health & Safety Regulation form and current_ Certificate of Clearance issued by the Workplace Safety & Insurance Board has been submitted by Aloia Bros. Concrete Contracting Ltd. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with staff's review of the contractor's previous work experience and the bonding available on this project, the tender is deemed acceptable.
ENG 22-18 Subject: Tender for Asphalt and Concrete Repairs Tender No. T-19-2018 September 11, 2018 Page 4 conjunction with staff's 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 Services Department recommends acceptance of the low bid submitted by Aloia Bros. Concrete Contractors Ltd. for Tender No. T-19-2018 in the amount of $317,455.48 (HST included), and the total net project cost of $310,654.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated August 9, 2018 2. Record of Tenders Opened and Checked Prepared By: Ray &es,1-,,,..,,.,, Manager, Supply & Services SB:mjh Reco nded for the consideration City Council Approved/Endorsed By: ~~ng Director, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer
ATTACHMENT# / TOREPORT# &Jtq~Q-/8, __ l_of 9 -04bf-P1CKER1NG Memo To: Richard Holborn Director, Engineering Services From: Justin MacDonald Buyer, Supply & Services Copy: Administrative Assistant, Engineering Services Subject: Tender No. T-19-2018 Tender for Asphalt and Concrete Repairs Closed: Wednesday, August 1, 2018 -2:00pm File: F-5400-001 August9,2018 Tender No. T-19-2018 was advertised on the City's website on July 11, 2018. Four 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. Summary Harmonized Sales Tax Included Bidder Total Tendered Amount Aloia Bros. Concrete Contractors Ltd $317,455.48 Pencon Construction Canada Corp. $335,475.53 GMP Contacting (274084 Ontario Ltd) $373,454.83 Brennan Paving & Construction Ltd $811,784.00 After Calculation Check $317,455.48 $335,475.53 $373,454.83 $811,784.32 Pursuant to Information to Bidders Item 26 and Tendering Specifications Item 20, the following documentation will be requested of Aloia Bros. Concrete Contractors 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) A copy of the currently dated and signed City's Health and Safety form; (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (c) The City's certificate of insurance or approved alternative form shall be completed by the Bidder's agent, broker or insurer; and (d) A Waste Management Plan. A budget of $190,000 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. 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 Aloia Bros. Concrete Contractors 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. 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. August 9, 2018 Tender No. T-19-2018 Asphalt and Concrete Repairs Page 2
/WTJ\CHMENT#_!_. TO REPORT# ,;_r,/f7 J? -I 8 _ .... ,_of 2 If you require further information, please feel free to contact me or a member of Supply & Services. JM Attachments (3) August 9, 2018 Tender No. T-19-2018· Asphalt and Concrete Repairs Page 3
-Cd:fof-P](KER]NG City of Pickering Record of Tenders Opened and Checked Tender Description: Asphaltand Concrete Repairs Tender No.: T-19-2018 · Date: Time: Wednesday,August1,2018 Approx. 2: 15 pm Local Time Bidder Name Total Tendered Amount Aloia Bro. Concrete Contractors Ltd. $ 317, '-{)5. 41:? ~ Brennan Paving & Construction Ltd. $ '(ill, r?S'-t,Lfi> GMP Contracting (27 4084 Ontario Ltd) $ 273. 4SL/ .'o's Pencon Construction Canada Corp. $ .6)>1.::.-17S ·-:.:. $ $ City Staff Present .~' ;f;1i1rc/~ Bidder Sign In ~ / ~ / / l Comments The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications.