HomeMy WebLinkAboutENG 02-19~C~of-Pl(KER]NG Report to Executive Committee From: Richard Holborn Director, Engineering Services Report Number: ENG 02-19 Date: April 1, 2019 Subject: Asphalt Resurfacing on Various City Streets -Tender No. T-4-2019 -File: A-1440 Recommendation: 1. That Tender No. T-4-2019 for Asphalt Resurfacing on Various City Streets as submitted by Four Seasons Site Development Ltd. in the total tendered amount of $1,920,646.88 (HST included) be accepted; 2. That the total gross project cost of $2,191,813.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $1,973,796.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $1,973,796.00 as follows: a. The sum $1,597,936.00 as approved in the 2019 Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; b. The sum of $175,686.00 be financed by the debenture financing approved for the Westney Road -Road Reconstruction Project in Report ENG 15-18, c. The sum of $100,087.00 as approved in the 2019 Capital Budget-Development Projects to be funded by a transfer from the Development Charges -City Share Reserve; d. The sum of $100,087.00 as approved in the 2019 Capital Budget-Development Projects to be funded by a transfer from the Development Charges -Roads & Related 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 2019 Roads Projects Capital Budget, asphalt resurfacing for the following locations were approved as construction projects: • Liverpool Road • Greenmount Street • Oklahoma Drive • Squires Beach Road • Major Oaks Road • New Street • Eyer Drive • Naroch Boulevard
ENG 02-19 Subject: Asphalt Resurfacing on Various City Streets Tender No. T-4-2019 April 1, 2019 Page 2 Also, as part of the 2019 Roads Projects Capital Budget, the final lift of asphalt on Breezy Drive and Salem Road were approved as construction projects. As part of the 2016 Northern Road Hard Surfacing Strategy endorsed by Council through Report ENG 09-16, Westney Road (from Seventh Concession Road to Eighth Concession Road) was identified as a priority for improvement. In 2018, Tender No. T-11-2018 (Westney Road -Road Reconstruction) was approved by Council through Report ENG 15-18. The approval of 10 year debt for this project included the amount required for the top asphalt works in 2019 that were included in Tender No. T-4-2019. Tender No. T-4-2019 was issued on Tuesday, February 5, 2019 with a tender closing date of Wednesday, February 27, 2019. Nine companies submitted a bid for this project. The low bid of $1,920,646.88 (HST included) submitted by Four Seasons Site Development Ltd. is recommended for approval. The total gross project cost is estimated at $2,191,813.00 (HST included) with an estimated total net project cost of $1,973,796.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-4-2019 HST (13%) Total 2. Estimated Pro·ect Costin Summar Tender No. T-4-2019 -Tender for Asphalt Resurfacing on Various City Streets Associated Costs Materials Testing Federal Gas Tax Sponsor Sign Construction Contingency (10%) Sub Total -Costs HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $1,699,687.50 220,959.38 $1.920.646.88 $1,699,688.00 68,000.00 2,000.00 169,969.00 $1,939,657.00 252,156.00 $2,191,813.00 ($218,017.00) $1,973.796.00
ENG 02-19 Subject: Asphalt Resurfacing on Various City Streets Tender No. T-4-2019 3. Approved Source of Funds Location Expense Code Source of Funds Breezy Drive 5320.1904.6251 Federal Gas Tax Liverpool Road 5320.1914.6251 Federal Gas Tax Oklahoma Drive 5320.1915.6251 Federal Gas Tax Major Oaks Road 5320.1916.6251 Federal Gas Tax Eyer Drive 5320.1917.6251 Federal Gas Tax Greenmount Street 5320.1918.6251 Federal Gas Tax Squires Beach Road 5320.1919.6251 Federal Gas Tax New Street 5320.1920.6251 Federal Gas Tax Naroch Boulevard 5320.1921.6251 Federal Gas Tax Westney Road 5320.1632.6250 Debt -10 year Salem Road 5321.1907.6251 Development Charges -City's Share Reserve Salem Road 5321.1907.6251 Development Charges -Roads & Related Reserve Fund I Net project cost (over) under approved funds April 1, 2019 Page 3 Budget Required $65,000.00 $61,040.00 335,000.00 295,379.00 230,000.00 207,867.00 520,000.00 450,898.00 70,000.00 64,505.00 115,000.00 105,200.00 120,000.00 162,544.00 240,000.00 166,425.00 90,000.00 84,078.00 185,000.00 175,686.00 125,000.00 100,087.00 125,000.00 100,087.00 $2!200,000.00 $1 !973,796.00 $22s,204.oo I Discussion: As part of the 2019 Capital Budget, asphalt resurfacing, and final lift of asphalt for the following locations were approved as construction projects: • Breezy Drive (West Shore Boulevard to Leaside Street) • Liverpool Road (Tatra Drive to Krosno Boulevard) • Oklahoma Drive (Whites Road to Hillcrest Road) • Major Oaks Road (Dellbrook Avenue to Wildwood Crescent) • Eyer Drvie ( 190m north of Oklahoma Drive to 31 Om north of Oklahoma Drive) • Greenmount Street (106m east of Valley Farm Road to Major Oaks Road) • Squires Beach Road (50m north of Clements Road to 245m north of Clements Road) • New Street (Parkside Drive to Whites Road) • Naroch Boulevard (Tatra Drive to Grenoble Boulevard) • Salem Road (Highway #7 to Fifth Concession Road)
ENG 02-19 Subject: Asphalt Resurfacing on Various City Streets Tender No. T-4-2019 April 1, 2019 Page 4 The reconstruction of Westney Road is a Northern Road Hard Surfacing Strategy project that was endorsed in 2016. The reconstruction up to base asphalt was undertaken in 2018 through Tender No. T-11-2018, as approved in Report ENG 15-18. In Report ENG 15-18, the issuance of 10 year debt was approved as the funding source for the project, including works to be undertaken in 2019. The amount of $185,000.00 was included in the total net project cost for top asphalt, line painting, materials testing and steel beam guide rail. As debt has already been approved and issued for the 2019 works, that are included in Tender No. T-4-2019, no new debt is required. Tender No. T-4-2019 was issued on Tuesday, February 5, 2019 and closed on Wednesday, February 27, 2019 with 9 bidders responding. The low bid submitted by Four Seasons Site Development Ltd. is recommended for approval. The total gross project cost is estimated at $2,191,813.00 (HST included), with an estimated total net project cost of $1,973,796.00 (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 has been submitted to the City by Four Seasons Site Development Ltd. 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-4-2019 in the amount of $1,920,646.88 (HST included), and that the total net project cost of $1,973,796.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated February 28, 2019 2. Record of Tenders Opened and Checked 3. Location Maps
f ENG 02-19 Subject: Asphalt Resurfacing on Various City Streets Tender No. T-4-2019 Prepared f~ ~ Kevin Cahill, CET, CRS Seniorli~1:ects Scott Booker Manager, Capital Projects & Infrastructure ~ ~ Ray Rodrigues Manager, Supply & SeNices KC:mjh Recommended for the consideration of Pickeri~ J-fat.. {/3,Wf'j Tony Prevedel, P.Eng. Chief Administrative Officer April 1, 2019 Page 5 Approved/Endorsed By: rn Irector, Engineering SeNices Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer
ATTACHMENT# / = TO REPORT~J fflrJ ~z.-J'f ___ i_of .J -at:;b/-P1CKER1NG Memo To: Richard Holborn · Director, Engineering Services From: Jacqueline Charles Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Engineering Services Manager, Supply & Services Subject: Tender No. T-4-2019 Tender for Asphalt Resurfacing on Various City Streets Closed: Wednesday, February 27, 2019 -2:00pm File: F-5400-001 February 28, 2019 Tender No. T-4-2019 was advertised on the City's website on February 5, 2019. 9 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 exten~ions 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. Bidder Summary Harmonized Sales Tax Included Total Tendered Amount Four Seasons Site Development Ltd. $1,920,646.88 Forest Contractors Ltd. $2,061,889.53 C. Valley Paving Ltd. $2,131,471.54 Coco Paving Inc. $2,236,405.35 Brennan Paving & Construction Ltd. $2,313,686.87 IPAC Paving Limited $2,453,106.55 After Calculation· Check $1,920,646.88 $2,061,889.53 $2,131,471.54 $2,236,405.35 $2,313,686.87 $2,453,106.55
D. Crupi & Sons Limited $2,519,401.57 $2,519,401.57 Ashland Paving Ltd. $3,100,552.20 $3,100,552.20 Serve Construction Ltd. $3,317,432.81 $3,317,432.81 Pursuant to Information to Bidders Item 27 Pre-Condition of Award and ltem19 Tendering Specifications, 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) A copy of the City's Health and Safety Policy form currently dated and signed; (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 completed by the Bidder's agent, broker or insurer; and (d) Waste Management Plan. A budget of $2,200,000.00 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 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. February 28, 2019 Tender No. T-4-2019 Tender for Asphalt Resurfacing on Various City Streets Page 2
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. If you require further information, please feel free to contact me or a member of Supply & Services. JC/le Attachments (5) February 28, 2019 Tender No. T-4-2019 Tender for Asphalt Resurfacing on Various City Streets Page 3
City of Pickering Record of Tenders Opened and Checked lender Description: Asphalt Resurfacing On Various City Streets Tender No.: T-4-2019 cs-Date: Wednesday, February 27, 2019 Approx. 2: 15 pm Local Time Bidder Name Four Seasons Site . Development Ltd. Ashland Paving Ltd. Brennan Paving & Contracting Ltd !PAC Paving Limited D. Crupi & Son Ltd City Staff Present ,, Total Tendered Amount $ $ SL---/ 70 I 81 0 ' 75£X-.:)__ o~ ob ss Bidder Sign In Comments 5u"'\..,+Che ,rn·e,..e,. vVa5 rec,.J Ou\-'l. J (re,,-+~ )e,,t11. b=,vte pn·'-f' . w9 rep_J our -1.J f/"e.-h>-~ p (( 'c...R /eftl J (e,c,., f /'.e....-1-v-r-. Other The information is strictly preliminary, pending review nd verification of conformance to terms, conditions and specifications. Page 11
City of Pickering Record of Tenders Opened and Checked Tender Description: Asphalt Resurfacing On Various City Streets Tender No.: T -4-2018 Date: Wednesday, February 14, 2018 Approx. 2: 15 pm Local Time Bidder Name Total Tendered Amount Bidder Sign In Comments C.Vally Paving Ltd $ 21131 , c+ 71. sf //!Vt ' Serve Construction $ 3, 311, Cf 32 -JI Coco Paving Inc $ 2. J 236 <foS . 35 Forest Contractors Ltd. $ 2 0 tc, I 8!>9 ·59 $ City Staff Present Other The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications. Page 12
· I N(p 1 ProJect Area o. Location Map -Breezy Drive Breezy Drive -from West Shore Boulevard to Leaside Street. The proposed works include a final lift of asphalt and pavement markings. Project Area No. 2 Location Map -Liverpool Road Liverpool Road -from Tatra Drive to Krosno Boulevard. The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required.
-{ Location Map -Oklahoma Drive Oklahoma Drive -from Whites Road (RR #38) to Hillcrest Road. The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. SUBJECT AREA Project Area No. 4 Major Oaks Road -from Dellbrook Avenue to Wildwood Crescent (south intersection). The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required.
ATTACHMENT# ..3 " ~.J ... J{ . y . . Project Area No. 5 Location Map -Eyer Drive Eyer Drive -from 190m north of Oklahoma Drive to 310m north of Oklahoma Drive. The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 6 Location Map -Greenmount Street Greenmount Street -from 106m east of Valley Farm Road to Major Oaks Road. The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required.
4 Project Area No. 7 SUBJECT AREA -.__ Location Map -Squires Beach Road Squires Beach Road -from 50m north of Clements Road to 245m north of Clements Road. The proposed works include asphalt resurfacing. Existing concrete curbs and gutters that are deficient shall be removed and replaced as required. Project Area No. 8 Location Map -New Street New Street-from Parkside Drive to Whites Road (RR #38). The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required.
.ATTACHMENT# j . TO REPORT# M({q Project=A~alf 1t£~-Location Map -Naroch Boulevard Naroch Boulevard -from Tatra Drive to Grenoble Boulevard. The proposed works include asphalt resurfacing. All existing concrete barrier curbs shall be removed and replaced with new concrete curb and gutters. Project Area No. 10 Location Map -Westney Road Westney Road -from Seventh Concession Road, north to Eighth Concession Road. The proposed works include a final lift of asphalt and pavement markings.
ATTACHMENT# S TOREPORT# Projet;t'Ar~ No. <f1 Location Map -Salem Road Salem Road -from Fifth Concession Road to Highway 7. The proposed works include a final lift of asphalt and pavement markings.