HomeMy WebLinkAboutENG 01-20Cfy �t
DICKERING
Report to
Council
Report Number: ENG 01-20
Date: Feb 24, 2020
From: Richard Holborn
Director, Engineering Services
Subject: Marksbury Road Outfall — Replacement
- Tender No. T2020-6
- File: A-1440
Recommendation:
1. That Tender No. T2020-6 as submitted by Esposito Bros. Construction Ltd. in the total
tendered amount of $271,063.61 (HST included) be accepted;
2. That the total gross project cost of $415,663.00 (HST included), including the infrastructure
design, permits, tendered amount, contract support, and other associated costs, and the
total net project cost of $374,317.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost
of $374,317.00 as follows:
a) the sum of $187,159.00 to be funded from the Clean Water and Wastewater Fund,
Federal contribution;
b) the sum of $93,579.00 to be funded from the Clean Water and Wastewater Fund,
Provincial contribution;
c) the sum of $93,579.00, as provided for in the 2017 Stormwater Management Capital
Budget to be financed by the issuance of debentures by the Regional Municipality of
Durham over a term not to exceed 15 years; be revised to a transfer from the Rate
Stabilization Reserve; and,
4. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
ENG 01-20 February 24, 2020
Subject: Marksbury Road Outfall — Replacement
Tender No. T2020-6 Page 2
Executive Summary:
Tender No. T2020-6 Marksbury Road Outfall — Replacement project was issued on Monday,
January 20, 2020 with a tender closing date of Wednesday, February 12, 2020. The low bid of
$271,063.61 (HST included) submitted by Esposito Bros. Construction Ltd. is recommended for
approval. The total gross project cost is estimated at $415,663.00 (HST included) with an
estimated total net project cost of $374,317.00 (net of HST rebate).
Through a memorandum dated October 23, 2018, the Treasurer and Chief Administrative Officer
approved the original fee proposal of $36,982.00 submitted by Chisholm, Fleming & Associates
(CFA) to undertake the infrastructure design and coordination of all associated permits required
for Tender No. T2020-6 Marksbury Road Outfall — Replacement project. This authorization was in
accordance with Purchasing Policy Section 10.03 (b) as the assignment was between $30,000 to
$50,000.
Financial Implications:
1. Tender Amount
Tender No. T2020-6
HST (13%)
Total
$239,879.30
31,184.31
$271,063.61
2. Estimated Project Costing Summary
Tender Amount
Associated Costs
Consultant Design Fees
Additional Consultant Design Fees
Consultant Construction Support
Permits (TRCA and MECP)
Geotechnical Review and Materials Testing
Traffic Control Plan and Signage, Temporary Driveway
Utility Relocation
Federal Gas Tax Sponsor Sign
Contingency (15%)
Sub Total - Costs
HST (13%)
Total Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$239,879.00
36,982.00
12,000.00
2,500.00
8,500.00
10,000.00
15,000.00
2,000.00
5,000.00
35,982.00
$367,843.00
47,820.00
$415,663.00
(41,346.00)
$374,317.00
ENG 01-20
Subject: Marksbury Road Outfall — Replacement
Tender No. T2020-6
February 24, 2020
Page 3
3. Approved Source of Funds — 2017 Stormwater Management Capital Budget
Source of Funds Budget Amount Committed Required for Total
for Design/Permits Construction
and Pre -Engineering
CWWF Federal
Contribution 50%
CWWF Provincial
Contribution 25%
Debt — 15 Year
Rate Stabilization
Reserve 25%
Total Funds
$225,000.00
112,500.00
171,000.00
0.00
$508,500.00
$30,264.00 $156,894.00 $187,159.00
15,132.00 78,447.00 93,579.00
0.00 0.00 0.00
15,133.00 78,447.00 93, 579.00
$60,529.00 $313,788.00 $374,317.00
Net Project Cost under (over) Approved Funds
$134,183.00
In October 2016, the City applied for funding for the Marksbury Road Outfall — Replacement
project from the Clean Water and Wastewater Fund (CWWF), which was announced through the
2016 Federal Budget. In May 2017, the City was notified that this project was approved under the
CWWF, with the federal and provincial governments contributing 50 percent and 25 percent of the
estimated project costs, to a maximum of $225,000.00 and $112,500.00 respectively.
Specialty work, such as stormwater outfall and erosion control works, similar to what is included in
this project, can be difficult to construct, and there may be some unforeseen costs. Staff therefore
recommend an increase in the contingency rate from the standard 12 percent to 15 percent.
The "amount committed" being presented in Table 3 is intended to provide complete information
on this project, and not intended to seek additional funding for the design component. These
"committed" costs include; consultant design, permits and authorizations, and pre -engineering
work.
Discussion: The existing Marksbury Road outfall is a 750mm (30 inch) corrugated
metal pipe, servicing several catch basins, which drains the stormwater runoff in the road cul-de-
sac and the surrounding area, into Lake Ontario. The original pipe was installed in 1988 and has
reached the end of its lifecycle. In the last several years, the pipe has collapsed on several
occasions, requiring emergency repairs from the City's Operations crews. Additionally, the existing
pipe end protection (gabion baskets) and erosion control, no longer meets the requirements of the
Toronto and Region Conversation Authority.
In October 2016, the City applied for funding for this project from the CWWF, which was
announced through the 2016 Federal Budget. In May 2017, the City was notified that this project
ENG 01-20 February 24, 2020
Subject: Marksbury Road Outfall — Replacement
Tender No. T2020-6 Page 4
was approved under the CWWF, with the federal and provincial governments contributing 50
percent and 25 percent, of the estimated project costs, to a maximum of $225,000.00 and
$112,500.00 respectively. The CWWF stipulates that only costs incurred prior to March 31, 2020
are eligible for funding. Costs incurred after March 31, 2020 are to be borne by the City. Following
approval of this tender, construction will commence immediately. A completion date of March 31,
2020 was stipulated in the tender document.
Tender No. T2020-6 was issued on January 20, 2020 and closed on Wednesday, February 12,
2020 with ten bidders responding. The low bid submitted by Esposito Bros. Construction Ltd. is
recommended for approval. The total gross project cost is estimated at $415,663.00 (HST
included) with an estimated total net project cost of $374,317.00 (net of HST rebate).
Award to the low bid submitted by Esposito Bros. Construction Ltd, will be conditional upon
receiving the City's Health & Safety form, Certificate of Clearance issued by the Workplace Safety
& Insurance Board, Certificate of Insurance and requisite approvals. In conjunction with staff's
review of the contractor's previous work experience with the City 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 Esposito Bros.
Construction Ltd. for Tender No. T2020-6 in the amount of $271,063.61 (HST included), and that
the total net project cost of $374,317.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated February 18, 2020
2. Record of Tenders Opened and Checked
3. Location Map
ENG 01-20
Subject: Marksbury Road Outfall — Replacement
Tender No. T2020-6
Prepared By:
(0i)4 4
Scott Booker
February 24, 2020
Approved/Endorsed By:
Rir and lborn, P.Eng.
Manager, Capital Projects & Infrastructure ��'rector, Engineering Services
Ray Rodrigues, CPPB
Manager, Supply & Services
SB:mjh
Page 5
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
/7,247_0
GLS od
PICKERING
Attachment #1 to Report # ENG 01-20
Memo
To: Richard Holborn February 18, 2020
Director, Engineering Services
From: Justin MacDonald
Senior Purchasing Analyst, Supply & Services
Copy: Administrative Assistant, Engineering Services
Manager, Supply & Services
Subject: Tender No. T2020-6
Tender for Marksbury Road Outfall — Replacement
Closed: Wednesday, February 12, 2020 — 2:OOpm
File: F-5400-001
Tender No. T2020-6 was advertised on the City's website on January 20, 2020. A optional site
visit was held on Tuesday, January 28, 2020 at 10:00 am. Ten 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
Esposito Bros. Construction Ltd.
$271,063.61
$271,063.61
Ratcliff Excavating & Grading Inc.
$364,572.67
$364,803.19
Todd Brothers Contracting Limited
$497,381.39
$497,381.39
Pine Valley Corporation
$562,740.00
$562,740.00
2274084 Ontario Ltd. O/A GMP
Contracting
$563,221.61
$563,221.61
Hard Rock Sewer & Watermain Ltd.
$564,340.08
$564,340.08
Real Landscaping Plus Inc.
$777,628.17
$777,628.17
CSL Group Ltd.
$969,785.21
$969,785.21
Elirpa Construction & Materials Ltd.
$1,533,052.25
$1,533,052.25
Pursuant to Information to Bidders Item 32 Pre -Condition of Award and Item 20 Tendering
Specifications, the following documentation will be requested of Esposito Bros. Construction
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 $508,500.00 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 Esposito Bros. Construction 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.
Tender No. T2020-6
Page 2
After receiving CAO'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.
JM
Attachments (4)
Tender No. T2020-6
Page 3
PICKERING
Attachment #2 to Report # ENG 01-20
City of Pickering
Record of Tenders Opened and Checked
Tender Description: Marksbury Road Outfall — Replacement
Tender No.: T2020-6
Date: Wednesday, February 12, 2020
Time: Approx. 2:15 pm Local Time
Bidder Name
Total Tendered Amount
Bidder Sign In
Ratcliff Excavating & Grading Inc.
Pine Valley Corporation
$ L«81 VOC2'`'o
Hard Rock Sewer & Watermain Ltd.
Real Landscaping Plus Inc.
Todd Brothers Contracting Limited
$ LIcfci,yl(� vv
Dufferin Construction Company
•
- Bid Rejected:
/7 , 23.02.14: Failu.
the documents n
Elirpa Construction & Materials Ltd.
ti 1.15%, V�7Sy
,
Esposito Bros Construction
cl ?c( 3v
---_,..---
CSL Group Ltd.
CSL
56',.17 °°
2274084 Ontario Ltd. O/A GMP Contracting
e to return
s specified
City Staff Present
The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications.
Attachment #3 to Report # ENG 01-20
Cld ./
DICKERING
Engineering Services Department
Tender No. T2020-6
Marksbury Road Outfall — Replacement
0
0 c
4
0
0
LAKE
ONTARIO
SUBJECT
AREA
Location Map