The URL can be used to link to this page

Home My WebLink AboutENG 12-19Cfy �t DICKERING Report to Council Report Number: ENG 12-19 Date: November 25, 2019 From: Richard Holborn Director, Engineering Services Subject: Tender No. T-15-2019 - Tender for Brock Road New Sidewalk Installation - File: A-1440 Recommendation: 1. That Tender No. T-15-2019 for the Brock Road New Sidewalk Installation submitted by Emmacon Corp in the amount of $75,543.33 (HST included) be accepted; 2. That the total gross project cost of $108,063.00 (HST included), including the tendered amount, a contingency, other associated costs, and the total net project cost of $97,314.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer finance the total net project cost in the amount of $97,314.00 as follows: a) The sum of $48,657.00 to be funded by a transfer from the Development Charges — City's Share Reserve; b) The sum of $48,657.00 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 2012 Development Charges — (DC Funded) Capital Budget, project BR -4 — Brock Road was approved. Project BR -4 is the installation of sidewalks and streetlights on the east side of Brock Road from Dellbrook Avenue to Finch Avenue. As the funds for BR -4 have been spent, additional funds are required to complete the works on Brock Road. Council approval is required as the estimated cost exceeds the approved budget by more than 10 percent. Tender No. T-15-2019 was issued on Tuesday, August 20, 2019 and closed on Wednesday, September 11, 2019 with 5 bids submitted. The low bid submitted by Emmacon Corp in the amount of $75,543.33 (HST included) is recommended for approval. ENG 12-19 Subject: Tender No. T-15-2019 Tender for Brock Road New Sidewalk Installation November 25, 2019 Page 2 Financial Implications: 1. Tender Amount Tender No. T-15-2019 HST (13%) Total Gross Tender Amount $66,852.50 8,690.83 $75,543.33 2. Estimated Project Cost Summary Tender No. T-15-2019 Brock Road New Sidewalk Installation Associated Costs Materials Testing TRCA Permit Fire Hydrant Relocation (Region of Durham) Construction Contingency (12%) Topographic Survey (J.D. Barnes) Sub -Total HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $66,853.00 4,000.00 1,805.00 12,500.00 8,023.00 2,450.00 95,631.00 12,432.00 $108,063.00 (10,749.00) $97,314.00 3. Approved Source of Funds Expense Account Source of Funds 5321.1203.6252 DC City's Share Reserve Total Funds DC — Roads & Related Budget $71,000.00 71,000.00 $142,000.00 Spent Additional Amount Required $71,000.00 $48,657.00 71,000.00 48,657.00 $142,000.00 $97,314.00 Net project cost (over) under approved funds $(97,314.00) In accordance with the Financial Control Policy (FIN030), Sections 11.02 and 11.05 require approval by Council where project costs exceed the approved budget by more than 10 percent. Council approval is being sought at this time in order to proceed with the project as the estimated net project cost of $97,314.00 exceeds the approved budget by more than 10 percent. ENG 12-19 November 25, 2019 Subject: Tender No. T-15-2019 Tender for Brock Road New Sidewalk Installation Page 3 Discussion: In 2012, Development Charges project BR -4 in the amount of $142,000.00 was approved to fund streetlights and sidewalks on the east side of Brock Road through the Duffins Precinct. Streetlights and a sidewalk were installed from Usman Road (north intersection) to south of Usman Road (south intersection) in 2018 as part of the Kindwin subdivision development, using these funds. As a result, the original budget has been fully spent. In order to complete sidewalk construction, outside the subdivision limits, from south of Usman Road (south intersection) to the Duffins Creek bridge, additional funds are required. The City is now proceeding with Tender No. T-15-2019 for this sidewalk component at an estimated net project cost of $97,314.00. Council approval is being sought to proceed with the project and to approve the additional funding requirement. Tender No. T-15-2019 was issued on Tuesday, August 20, 2019 and closed on Wednesday, September 11, 2019 with 5 bidders responding. The low bid submitted by Emmacon Corp in the amount of $75,543.33 (HST included) is recommended for approval. The total gross project cost is estimated at $108,063.00 (HST included), with an estimated total net project cost of $97,314.00 (net of HST rebate). References for Emmacon Corp, and their Waste Management Plan 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 Emmacon Corp. 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 Emamcon Corp for Tender No. T-15-2019 in the amount of $75,543.33 (HST included), and the total net project cost of $97,314.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated September 12, 2019 2. Record of Tenders Opened and Checked 3. Location Map ENG 12-19 November 25, 2019 Subject: Tender No. T-15-2019 Tender for Brock Road New Sidewalk Installation Page 4 Prepared B Scott Booker Manager, Capital Projects & Infrastructure Ray Rcfirigues, CPPB Manager, Supply & Services RH:mjh Approved/Endorsed By: .. Ric and Holborn l]' ector, 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 14(V 1012011 GLS od PICKERING Attachment # 1 to Report # ENG 12-19 Memo To: Richard Holborn September 12, 2019 Director, Engineering Services From: Lisa Chang Buyer, Supply & Services Copy: Administrative Assistant, Engineering Services Manager, Supply & Services Coordinator, Infrastructure Design Manager, Capital Projects & Infrastructure Subject: Tender No. T-15-2019 Tender for Brock Road New Sidewalk Installation Closed: Wednesday, September 11, 2019 — 2:OOpm File: F-5400-001 Tender No. T-15-2019 was advertised on the City's website on Tuesday, August 20, 2019. Five 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 After Calculation Check Emmacon Corp $75,544.00 $75,543.33 Gray's Landscaping & Snow Removal Inc. $86,120.97 $86,120.97 Signature Contractors Windsor Inc. $88,919.00 $88,919.00 Melrose Paving Co. Ltd. $124,142.90 $124,142.90 Aqua Tech Solutions Inc. $213,258.12 $213,258.12 Pursuant to Information to Bidders Item 26 Pre -Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Emmacon Corp 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 $130,000.00 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: (a) Over $30,000 and up to $75,000, the Manager may approve the award, subject to consultation with the appropriate Director and confirmation of financing by the Treasurer, 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 Emmacon Corp 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 Treasurer approval, an approved "on-line" requisition will be required to proceed. September 12, 2019 Tender No. T-19-2019 Page 2 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. LC Attachments (6) September 12, 2019 Tender No. T-19-2019 Page 3 6401 PICKERING Tender Description: Tender No.: Date: Time: Attachment # 2 to Report # ENG 12-19 City of Pickering Record of Tenders Opened and Checked Brock Road New Sidewalk Installation T-15-2019 Wednesday, September 11, 2019 Approx. 2:15 pm Local Time Bidder Name Total Tendered Amount Bidder Sign In n Comments Gray's Landscaping & Snow Removal Inc. Aqua Tech Solutions Inc. $ Ls Emmacon Corp lb `6c)) 00 Signature Contractors Windsor Inc. $ 1-t_Lc)o 00 Melrose Paving Co. Ltd. ion lbo.`lb City Staff Present Other The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications. Cety DICKERING Attachment # 3 to Report # ENG 12-19 Engineering Services Department Tender No. T-15-2019 Tender for Brock Road New Sidewalk Installation SUBJECT AREA Location Map