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DICKERING
Report to Council
Report Number: ENG 06-20
Date: July 27, 2020
From: Richard Holborn
Director, Engineering Services
Subject: Altona Bridge Replacement
- Tender No. T2020-14
- File: A-1440
Recommendation:
1. That Tender No. T2020-14 for Altona Bridge Replacement as submitted by GMP Contracting
Ltd. in the total tendered amount of $1,288,824.86 (HST included) be accepted;
2. That Council award the contract administration and construction inspection to Greer
Galloway Group Inc. in accordance with the Purchasing Policy 10.03 (c) in the amount of
$80,795.00 (HST extra) for Tender No. T2020-14 Altona Bridge Replacement;
3. That the total gross project cost of $1,666,672.00 (HST included), including the tendered
amount, a contingency and other associated costs, and the total net project cost of
$1,500,890.00 (net of HST rebate) be approved;
4. That Council authorize the Director, Finance & Treasurer to finance the net project cost in
the amount of $1,500,890.00 as follows:
a) The sum of $611,530.00 as approved in the 2018 Roads Capital Budget to be increased
to $616,668.00 from the Ontario Community Infrastructure Fund; 2018 and unspent 2017
allocation;
b) That the 2018 Roads Capital Budget approved source of funds for the Altona Bridge
Replacement project to be revised from 20 -year debt to the Ontario Community
Infrastructure Fund, 2019 allocation;
c) The sum of $488,470.00 as approved in the 2018 Roads Capital Budget to be revised to
$884,222.00 to be funded from the Ontario Community Infrastructure Fund, 2019
allocation; and,
5. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
ENG 06-20
Subject: Altona Bridge Replacement
Tender No. T2020-14
July 27, 2020
Page 2
Executive Summary: As part of the 2018 Roads Capital Budget — Altona Bridge
Replacement was approved as a construction project.
Tender No. T2020-14 was issued on Wednesday, June 17, 2020 with a closing date of
Wednesday, July 8, 2020. Ten companies submitted a bid for this project. The low bid of
$1,288,824.86 (HST included) submitted by GMP Contracting Ltd. is recommended for approval.
The total gross project cost is estimated at $1,666,672.00 (HST included) with an estimated total
net project cost of $1,500,890.00 (net of HST rebate).
Financial Implications:
1. Tender Amount
Tender No. T2020-14
HST 13%
Total
$1,140,552.97
148,271.89
$1,288,824.86
2. Estimated Project Cost Summary
Tender No. T2020-14 — Tender for the Altona Bridge Replacement
Associated Costs
Materials Testing
Provincial OCIF Sponsor Signage
Temporary Utility Relocations (Elexicon and Bell)
Consultant Fees — Contract Administration & Construction Inspection (Greer
Galloway Group Inc.)
Toronto & Region Conservation Authority — Emergency Structure Works
Permit (In -water works extension)
OCIF Funding Requirement - Aboriginal Duty to Consult
* Construction Contingency (15%)
Sub Total — Costs
HST (13%)
Total Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$1,140,553.00
40,000.00
2,500.00
25,000.00
80,795.00
10,000.00
5,000.00
171,083.00
$1,474.931.00
191,741.00
$1,666,672.00
(165,782.00)
$1,500,890.00
* Bridge replacement projects have a high degree of complexity, and due to in -water work and
unknown soil conditions related to underground work, a higher construction contingency of 15
percent is requested.
ENG 06-20
Subject: Altona Bridge Replacement
Tender No. T2020-14
July 27, 2020
Page 3
3. Approved Source of Funds — 2018 Roads Capital Budget
Account Source of Funds Available Budget Required
5320.1806.6256 Debt — 20 Year $488,470.00 $0.00
OCIF Grant — 2017 unspent 611,530.00 * 616,668.00
funds & 2018 Allocation
Total Funds
OCIF Grant — 2019 Allocation & 0.00 884,222.00
Interest Earned
$1,100,000.00 $1,500,890.00
* Actual funds available
Project Cost under (over) approved funds by
($400,890.00)
The OCIF allows the pooling of multiple years funds in order to provide sufficient funds for a larger
project. The Altona Bridge Replacement project was budgeted in 2018, prior to the 2019 OCIF
allocation. In 2018, it was decided best to fund the City's share of the cost by undertaking debt
financing, and spread -out costs of borrowing over the life of the bridge.
The 2019 OCIF allocation was not budgeted for any project in 2019, meanwhile the Altona Bridge
project did not proceed in 2019 due to tender results exceeding the 2018 budget provision. At the
same time, the province was informing municipalities that the OCIF program will be discontinued
in the near future. This triggered the decision to direct the 2019 OCIF allocation to the Altona
Bridge Replacement project, and eliminate the debt -financing requirement for the City's share.
With the City proceeding with the OCIF funding, the City avoids future debt charges of
approximately $36,000 per year for the next 20 years.
As the estimated project cost is uncertain prior to the tendering process, staff decided that it is
best to combine uncommitted OCIF funds, including interest earned to the Altona Bridge
Replacement project, and to adjust the required amount once the project is tendered.
The OCIF funding agreement permits funds to be spent within five years after the funds are
received. Applying the principle of spending the oldest allocation of unspent funds first, starting
from the small unspent 2017 allocation, continuing to 2018, and the balance from the 2019
allocation; the uncommitted amount of approximately $5,048.00 will deem to be from the 2019
allocation. This provides the City a deadline of 2023 to spend the uncommitted amount. This City
will designate a new project for this uncommitted amount in the 2021 budget cycle, in order to
provide sufficient time to complete the new project by 2023.
ENG 06-20 July 27, 2020
Subject: Altona Bridge Replacement
Tender No. T2020-14 Page 4
Discussion: As part of the 2016 & 2018 Biennial Municipal Bridge and Culvert
Inspections Report, Altona Bridge (asset id 10002) has been identified as a priority for
replacement. Originally constructed circa 1930, the bridge has reached the end of its infrastructure
lifecycle. Over the last several biennial inspections (conducted by Keystone Bridge Management
Corp.) load limits have been imposed, steadily decreasing the amount of weight the bridge can
sustain, the current limit is posted at 5 tonnes. Emergency repair work was done to the structure
by City forces in the spring of 2019, to further prevent undermining and erosion.
The Altona bridge spans a tributary of Duffins Creek and as such, requires Toronto & Region
Conservation Authority (TRCA) approvals for the project. The permit is in final stages of being
secured. The TRCA restricts in -water work after September 15th, and it is anticipated that, with
the proposed timing of construction, a request to extend that deadline will be required.
The Report to Executive Committee dated April 11, 2016 (ENG 05-16) recommended Greer
Galloway Group Inc. to undertake the engineering design of both the Altona and Wilson Bridges.
With the design now complete for the Altona Bridge, it is standard practice to have the same
design team provide further support to the City with Contract Administration and Inspection. This
ensures good technical continuity for the project by using the same company and allows for
certification upon completion. Greer Galloway Group Inc. have provided a cost estimate of
$80,795.00 for all services (proposal submitted May 20, 2020), and are recommended for
approval in accordance with the Purchasing Policy Section 10.03 (c).
Due to the ongoing concerns and new business practices related to the COVID-19 virus
pandemic, Engineering Services and Corporate Services staff will work with GMP Contracting
Ltd., to ensure that proper procedures and protocols are in place to provide a safe work
environment for Pickering residents, the contractor, sub -contractors, and City staff. These
measures may include a delay to the start date of the project.
Tender No. T2020-14 was issued on Wednesday, June 17, 2020 with a tender closing date of
Wednesday, July 8, 2020. Ten companies submitted a bid for this project. The low bid of
$1,288,824.86 (HST included) submitted by GMP Contracting Ltd. is recommended for approval.
The total gross project cost is estimated at $1,666,672.00 (HST included) with an estimated total
net project cost of $1,500,890.00 (net of HST rebate).
References for GMP Contracting 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 GMP Contracting
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 GMP Contracting Ltd.
for Tender No. T2020-14 in the amount of $1,288,824.86 (HST included), and that the total net
project cost of $1,500,890.00 (net of HST rebate) be approved.
ENG 06-20 July 27, 2020
Subject: Altona Bridge Replacement
Tender No. T2020-14 Page 5
Attachments:
1. Summary Memo from Supply & Services dated July 13, 2020
2, Record of Tenders Opened and Checked
3. Location Map
Prepared By: Approved/Endorsed By:
Scott Booker
Manager, Capital Projects & Infrastructure
J
Richard Holborn, P.Eng.
Director, Engineering Services
Ray Rodrigues, CPPB Stan Karwowski, MBA, CPA, CMA
Manager, Supply & Services Director, Finance & Treasurer
SB:mjh
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Interim Chief Administrative Officer
GLS od
PICKERING
Attachment #1 to Report # ENG 06-20
Memo
To: Richard Holborn July 13, 2020
Director, Engineering Services
From: Justin MacDonald
(Acting) Senior Purchasing Analyst, Supply & Services
Copy: Administrative Assistant, (Engineering Services)
Manager, Supply & Services
Subject: Tender No. T2020-14
Tender for Altona Bridge Replacement
Closed: Wednesday, July 8, 2020 — 2:OOpm
File: F-5400-001
Tender No. T2020-14 was advertised on the City's website on Wednesday, June 17, 2020.
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
GMP Contracting Ltd
$1,288,824.86
$1,288,824.86
Esposito Bros Construction Ltd
$1,299,304.42
$1,299,304.42
Todd Brothers Contracting Ltd
$1,332,724.72
$1,332,724.72
Ratcliff Excavating & Grading
$1,350,111.57
$1,350,111.57
2220742 O/A Bronte Construction
$1,497,925.46
$1,497,925.46
Alliance Verdi Civil Inc
$1,579,135.45
$1,579,135.45
MTM2 Contracting Inc
$1,752,765.60
$1,705,870.60
Marbridge Construction
$1,778,620.00
$1,778,620.00
Elirpa Construction & Materials Ltd
$1,832,678.28
$1,944,774.28
EBC Inc
$2,678,100.00
$2,678,100.00
Pursuant to Information to Bidders Item 26 Pre -Condition of Award and Item 20 Tendering
Specifications, the following documentation will be requested of GMP Contracting 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 Health and Safety Policy to be used in this
project, including COVID-19 Protocols;
(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 $1,100,000.00 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 GMP Contracting 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. T2020-14 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.
JM
Attachments (5)
Tender No. T2020-14 Page 3
PICKERlNG
ard
Attachment # 2 to Report # ENG 06-20
City of Pickering
Record of Tenders Opened and Checked
Tender Description: Altana Bridge Replacement
Tender No.:
Date:
Time:
T2020-14
Wednesday, July 8, 2020
Approx. 2:30 pm Local Time
Bidder Name
City
Total Tendered Amount
Bidder Sign In
Comments
Ratcliff Excavating &
Grading Inc.
$ \
u
`� l 1 _ ()
Alliance Verdi Civil Inc.
$ '
ql-- -); \K)
Todd Brothers Contractingl
Limited
$
L\ L1 l
Bronte Construction
$ \
7c c l , 3 i
l
Esposito Bros Construction
Ltd.
$ \
2
\,'\61 446. 9-2-
City Staff Present
Other
The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications.
D
PICKERING
City of Pickering
Record of Tenders Opened and Checked
Tender Description: Altona Bridge Replacement
Tender No.:
Date:
Time:
T2020-14
Wednesday, July 8, 2020
Approx. 2:30 pm Local Time
Bidder Name
Total Tendered Amount
Bidder Sign In
Comments
Marbridge Construction
Ltd.
$
O
GMP Contracting Ltd.
$ 1 14 0 c. 2- - cil
MTM -2 Contracting Inc.
$ \ c S ' '1.,c) o
-V, ‘(\c,
s 1, -)--i, (m, . oo
.-\'‘
e\cW' tVifiCi c
$ \ \ !\
$
$
$
$
Attachment #3 to Report # ENG 06-20
SUBJECT
AREA
of
AST UNhi"ITE
ALTONA
BRIDGE
(ID 10002)
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Engineering Services
Department
SCALE
N.T.S
CAT:
July 16, 2020
Location Map
Altona Bridge
s
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PICKERING