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Home My WebLink AboutENG 05-19-C14of-p](KER1NG Report to Council From: Richard Holborn Director, Engineering Services Report Number: ENG 05-19 Date: April 23, 2019 Subject: Tender for Asphalt and Concrete Repairs -Tender No. T-20-2019 File: A-1440 Recommendation: 1. · That Tender No. T-20-2019 for Asphalt and Concrete Repairs submitted by Pine Valley Corporation in the amount of $279,519.98 (HST included) be accepted; 2. That the total gross project cost of $404,028.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $363,840.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $363,840.00 as follows: · a) The sum of $273,225.00 as approved in the 2019 Current Budget -Sidewalk Rehabilitation Program to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) The sum of $6,517.00 as approved in the 2019 Current Budget-Water R~sources & Development Services -Roads Maintenance to be funded from Third Party (Developer) Revenue; c) The sum of $55,000.00 as approved in the 2019 Current Budget -Roads -Aspha_lt and Concrete Repairs program to be funded by a transfer from the Rate Stabilization Reserve; d) The sum of $29,098.00 as approved in the 2019 Current Budget-Roads -Asphalt and Concrete Repairs Program to be funded _by 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. Tender T-20-2019 includes locations that were not completed in 2018, as well as new locations for 2019 for a total of approximately 215 locations across the City. This service contract is administered by staff in the Engineering Services Department, with input from the Public Works Section of the Community Services Department. Tender T-20-2019 was issued on February 8, 2019 and closed on March 6, 2019 with 7 bidders responding. The low bid submitted by Pine Valley Corporation in the amount of $279,519.98 (HST included) is recommended for approval. 101 ENG 05-19. Subject: Tender for Asphalt and Concrete Repairs Tender No. T-20-2019 April 23, 2019 Page 2 In accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications an.d 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 awa,rd, subject to the approval of the Director, Treasurer, CAO and Council. Financial Implications: 1. Tender Amount Tender No. T-20-2019 Part A -Engineering -Maintenance Work Part B -Development Services -Maintenance Work Subtotal HST (13%) Total Gross Tender Amount . 2. Estimated Project Cost Summary Tender No. T.:.20-2019 Associated Costs Material Testing -Sidewalk Rehabilitation Program only Federal Gas Tax Sponsor Sign Additional Locations to address resident safety (approx. 20 locations) Project Allowance to address additional safety deficiencies Construction Contingency (12%) Total Project Cost HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost .$241,645.22 $5,717.60 $247,362.82 $32,157.16 $279,51_9.98 $247,363.00 $3,000.00 $1,500.00 $26,000.00 $50,000.00 $29,684.00 $357,547.00 $46,481.00 $404,028.00 ($40,188.00) $363,840.00 102 ENG 05-19 Subject: Tender for Asphalt and Concrete Repairs Tender No. T-20-2019 3. Approved Source of Funds 2019 Current Budget Expense Project Description Source of Account Funds 2320.2410.0001 Asphalt and Concrete Rate Stabilization Repair Program Reserve 2320.2410.0001 Asphalt and Concrete · Property Taxes Repair Program 2323.5981.0000 Sidewalk Federal Gas Tax Rehabilitation Reserve Fund Program 2613.2407.0000 Water Resources & Third Party Development (Developer) Services Road Revenue Maintenance Total Funds Net Project Cost under ( over) Approved Funds April 23, 2019 Page 3 Available Required Budget $55,000.00 $55,000.00 45,000.00 29,098.00 500,000.00 273,225.00 20,000.00 6,517.00 $620,000.00 $363,840.00 $256,160.00 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 administered by staff in the Engineering Services Department, with input from the Public Works Section of the Community Services Department. This year's budget for the program has been increased by including funds not spent in 2018, to address the ongoing maintenance and repairs required to address safety for City sidewalks and road curbs. Although 215 site locations are stipulated in the Contract, the list of needs grows continually throughout the year with input from both residents and field staff. Twenty additional locations with an estimated value of $26,000.00, have already been identified to address safety since Tender No.T-20-2019 was issued. A further Project Allowance of $50,000 is being requesteq for the anticipated service requests for safety deficiencies for the balance of the year. These 2 additional line items have been included in the Estimated Project Cost Summary with the intent of leveraging the unit prices provided by Pine Valley Corporation and subject to the Contractor extending their bid pricing for the extra work. 103 ENG 05-19 Subject: Tender for Asphalt and Concrete Repairs Tender No, T-20-2019 April 23, 2019 Page 4 Tender No. T-20-2019 was issued on Friday, February 8, 2019 and closed on Wednesday, March 6, 2019 with 7 bidders responding. The low bid submitted by Pine Valley Corporation in the amount of $279,519.98 (HST included) is being recommended for approval. References for Pine Valley Corporation have been reviewed and deemed acceptable by the Manager, Capital Projects & Infrastructure. The City's Health & Safety Regulation form and current Clearance Certificate issued by the Workplace Safety & Insurance Board has been submitted to the City by Pine Valley Corporation. 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. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends acceptance of the low bid submitted by Pine Valley Corporation for Tender No. T-20-2019 in the amount of $279,519.98 (HST included), and the total net project cost of $363,840.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated March 14, 2019 2. Record of Tenders Opened and Checked 104 ENG 05-19 Subject: Tender for Asphalt and Concrete Repairs Tender No. T-20-2019 ' ,sy: .. / ~ / . ~ b•vl . . c.--Scott Booker Manager, Capital Projects & Infrastructure \ R JR I • ay o ngues Manage\ Supply & Services SB:mjh Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer 105 April 23, 2019 Page 5 Approved/Endorsed By: ;i( . di;--) Ri,nl,=~g-({Gtor, Engineering Servi,es ~----Stan Karwowski, MBA, CPA, CMA · Director, Finance & Treasurer ATTACHMENT# / TOREPORT# ENf] oc;--1 q ... "'-~-,.-.. ;;:~¼"''· I of 3 _:c-.::::c-""'° :--Of;jo/-P](KER]NG Memo To: Richard Holborn · March 13, 2019 Director, Engineering Services From: Justin MacDonald Buyer, Supply & Services Copy: Administrative Assistant, Engineering Services Manager, Supply and Services Subject: Tender No. T-20-2019 Tender for Asphalt and Concrete Repairs Closed: Wednesday, March 6, 2019 -2:00pm File: F-5400-001 . Tender No. T-20-2019 was advertised on the City's website on February 8, 2019. 7 companies have submitted a -~id 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 acco~dingly, 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 After Calculation Check Pine Valley Corporation $279,519.95 $279,519.98 Emmacon Corporation $473,190.89 $473,190.89 Serve Construction Limited $534,604.70 $534,604.70 Aqua Tech Solutions Incorporated $539,892.98 $539,892.98 Pencon Con~truction Canada Corporation $548,445.50 $548,445.50 Aloia Bros. Concrete Contractors Limited $590,387.43 $590,387.43 106 ATTACHMENT# I TOREPORT# £/\./(i o<::; ·-19. 2-of 3 Bidder Total Tendered Amount After Calculation Check Jeffrey G. Wallans Construction Limited $847,256.76 $849,436.82 Pursuant to Information to Bidders Item 26 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Pine Valley Corporation for your ·review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following docu·mentation: (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 $500,000.00 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: (b) Over $75,000 and up to $250,000 the Manager may approve the award, subject to the approval of the Director, Treasurer and CAO. Please include the following items in your memo: 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 Pine Valley Corporation 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 CAO's approval, an approved "on-line" requisition will be required to proceed. March 6, 2019 Tender No. T-20-2019 Page 2 107 Tender for Asphalt and Concrete Repairs 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. JM Attachments (4) March 6, 2019 Tender No. T-20-2019 Tender for Asphalt and Concrete Repairs Page 3 108 -UDJ()f-PlCKER]NG City of ~ickering Record of Tenders Opened and Checked Tender Description: AspJlalt an!i Concrete Repairs Tender No.: T-20-2019 Date: Time: Wednesday, March 6, 2019 Approx. 2:15 pm Local Time Bidder Name Total Tendered Amount Aloia Bros. Concrete $ S<tD 38-:J-•<'f3 Contractors Ltd. Aqua Tech Solutions Inc. $5311 iq-:::i..qtf I Emmacon Corp. $ lf-73, i 9D, gq-Jeffrey G. Wallans $ 84 7, "-fl,· 76 Construction Limited Pencon Construction Canada $5lf~'fcl-5-50 Corp. Pine Valley Corporation $ ~''1; sir. °ts City Staff Present Bidder Sign In other Comments ~o_ ~-Jkr~u/u. __ ? The informatioti~ strictly preliminary, pending review and verification of conformance to terms, conditions and specifications. 109 ') ENn o~.--I 9 .A"fi'ACHMENT# ~ TOREPORT#·--·1 -Cd:;of-PJ(KERJNG __ ;;;._rof r2:: City of Pickering . Record of Tenders Opened and Checked . Tender Description: Asphalt and Concrete Repairs Tender No.: T-20-2019 Date: Wednesday, March 6, 2019 · Time: Approx. 2:15 pm Local Time Bidder Name Total Tendered Bidder Sign In Amount SeNe Construction Ltd. $ 534 bOl/-•70 $ $ $ $ $ City Staff Present Other -.. Comments The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications. 110