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Report Number: ENG 09-21
Date: April 26, 2021
From: Richard Holborn
Director, Engineering Services
Subject: Asphalt Resurfacing on Various City Streets
- Tender No. T2021-1
- File: A-1440
Recommendation:
1. That Tender No. T2021-1 for Asphalt Resurfacing on Various City Streets as submitted by
Viola Management Inc. in the total tendered amount of $2,478,485.27 (HST included) be
accepted;
2. That Wood Environment & Infrastructure Solutions be retained to provide materials testing
services based on unit rates submitted at an estimated cost of $99,976.75 (HST included) in
accordance with Purchasing Policy Item 10.03 (c);
3. That the total gross project cost of $2,880,429.00 (HST included), including the tendered
amount, a contingency and other associated costs, and the total net project cost of
$2,593,916.00 (net of HST rebate) be approved;
4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost
as approved in the 2021 Roads Capital Budget, and the amount be increased from
$2,465,000.00 to $2,593,916.00 to be funded by a transfer from the Federal Gas Tax
Reserve Fund; and,
5. 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 2021 Roads Projects Capital Budget, asphalt resurfacing
and top asphalt road treatments were approved as construction projects for the following 14
locations:
• Batory Avenue
• Grenoble Boulevard
• Diefenbaker Court
• Parkside Drive
• Aspen Road
• Pickering Parkway
• Rambleberry Avenue
• Wellington Street
• Lorn Street
• Deerbrook Drive
• Liverpool Road
• Dunbarton Road
• Sixth Concession Road (top asphalt)
• Barber Street (top asphalt)
ENG 09-21 April 26, 2021
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2021-1 Page 2
As part of the 2016 Road Needs Study endorsed by Council through Report ENG 25-17 (Council
Resolution #374/17), these streets have been identified and have been recommended for
resurfacing improvements. The 2016 Road Needs Study is used by staff as a resource document
for identifying and planning maintenance, rehabilitation and reconstruction strategies, programs
and projects for all Pickering roads. The 2021 roads selected for asphalt resurfacing align with the
priorities of the Road Needs Study.
Tender No. T2021-1 was issued on Wednesday, March 17, 2021 with a tender closing date of
Tuesday, April 13, 2021. Nine companies submitted a bid for this project. The low bid of
$2,478,485.27 (HST included) submitted by Viola Management Inc. is recommended for approval.
The total gross project cost is estimated at $2,880,429.00 (HST included) with an estimated total
net project cost of $2,593,916.00 (net of HST rebate).
Financial Implications:
1. Tender Amount
Tender No. T2021-1 $2,193,349.80
HST (13%) $285,135.47
Total $2,478,485.27
2. Estimated Project Costing Summary
Tender No. T2021-1 – Tender for Asphalt Resurfacing on Various
City Streets $2,193,350.00
Associated Costs
Materials Testing 90,000.00
Federal Gas Tax Sponsor Signage 2,500.00
Construction Contingency (12%) 263,202.00
Sub Total – Costs $2,549,052.00
HST (13%) 331,377.00
Total Gross Project Cost $2,880,429.00
HST Rebate (11.24%) (286,513.00)
Total Net Project Cost $2,593,916.00
ENG 09-21 April 26, 2021
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2021-1 Page 3
3.Approved Source of Funds
Location Expense Code Source of
Funds
Budget Required
Batory Avenue 5320.2110.6251 Federal Gas Tax $385,000.00 $377,874.00
Grenoble Boulevard 5320.2111.6251 Federal Gas Tax 240,000.00 227,990.00
Diefenbaker Court 5320.2112.6251 Federal Gas Tax 150,000.00 164,251.00
Parkside Drive 5320.2113.6251 Federal Gas Tax 210,000.00 220,706.00
Aspen Road 5320.2114.6251 Federal Gas Tax 195,000.00 202,730.00
Pickering Parkway 5320.2115.6251 Federal Gas Tax 275,000.00 292,969.00
Rambleberry
Avenue
5320.2116.6251 Federal Gas Tax 345,000.00 352,794.00
Wellington Street 5320.2117.6251 Federal Gas Tax 90,000.00 128,148.00
Lorn Street 5320.2118.6251 Federal Gas Tax 60,000.00 89,625.00
Deerbrook Drive 5320.2119.6251 Federal Gas Tax 140,000.00 146,580.00
Liverpool Road 5320.2120.6251 Federal Gas Tax 110,000.00 116,277.00
Dunbarton Road 5320.2122.6251 Federal Gas Tax 145,000.00 150,708.00
Sixth Concession
Road
5320.2103.6251 Federal Gas Tax 90,00.00 86,010.00
Barber Street 5320.2109.6251 Federal Gas Tax 30,000.00 37,254.00
$2,465,000.00 $2,593,916.00
Net project cost (over) under approved funds ($128,916.00)
As the total net project cost exceeds the approved budget for the asphalt resurfacing program,
staff is recommending that available funds in the Federal Gas Tax Reserve Fund be drawn upon
to fund the difference.
ENG 09-21 April 26, 2021
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2021-1 Page 4
Note that the Sixth Concession Road project has a repair component that is not included in this
current asphalt resurfacing award. This component will be funded from the Roads and Bridges
Reserve Fund in the amount of $90,000.00. For this reason, the approved amount for the repairs
component is not reflected in Table 3 above.
Discussion: As part of the 2021 Roads Projects Capital Budget, asphalt resurfacing,
and final lift of asphalt for the following locations were approved as construction projects:
• Batory Avenue – from Breezy Drive to Vistula Drive;
• Grenoble Boulevard – from Naroch Boulevard (south leg) to Fuschia Lane;
• Diefenbaker Court – from Valley Farm Road to east terminus;
• Parkside Drive – from 150m north of New Street to Aspen Road;
• Aspen Road – from New Street to 150m north of Pebble Court;
• Pickering Parkway – from Dreyber Court to Brock Road (Regional Road #1);
• Rambleberry Avenue – from Kelvinway Lane (south leg) to Rambleberry Avenue;
• Wellington Street – from Victoria Street to Lorn Street;
• Lorn Street – from Wellington Street to Central Street;
• Deerbrook Drive – from Glenanna Road to Silverthorn Square;
• Liverpool Road – from Tatra Drive to Bayly Street;
• Dunbarton Road – from 20m west of Cloudberry Court to Dixie Road;
• Barber Street (top asphalt)– from Central Street to the north terminus; and
• Sixth Concession Road (top asphalt) – from Greenwood Road to Westney Road.
These streets are indicated in the 2016 Road Needs Study as priority streets for asphalt
resurfacing. Also, as part of the 2021 Roads Projects Capital Budget, the final lift of asphalt on
both Barber Street and the Sixth Concession Road were approved as construction projects. The
final lift of asphalt will complete previous projects Tender No. T2020-24 Barber Street – Road
Reconstruction and Tender No. T-6-2017 Sixth Concession Road – Road Reconstruction.
Tender No. T2021-1 was issued on Wednesday, March 17, 2021 with a tender closing date of
Tuesday, April 13, 2021. Nine companies submitted a bid for this project. The low bid of
$2,478,485.27 (HST included) submitted by Viola Management Inc. is recommended for approval.
The total gross project cost is estimated at $2,880,429.00 (HST included) with an estimated total
net project cost of $2,593,916.00 (net of HST rebate).
Engineering Services invites material testing companies to provide unit rates for materials
engineering and testing services, which the City uses on various capital projects throughout the
year. Based on the unit rates submitted by Wood Environment & Infrastructure Solutions, their
fees estimated for this project are $99,976.75 (HST included). Further, in accordance with
Purchasing Policy Item 10.03 (c), where written proposals are obtained by the Director without
going through a competitive process, and funds are available in the approved Budget:
(c) an award above $50,000 is subject to the additional approval of Council. The initiating
Director shall submit the Report to Council to obtain approval.
ENG 09-21 April 26, 2021
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2021-1 Page 5
The award of Tender No. T2021-1 to the low bidder, Viola Management Inc., will be conditional
upon receiving the City’s Health & Safety form, Certificate of Insurance and Waste Management
Plan and requisite approvals. Previous work experience of Viola Management Inc. is deemed to
be acceptable.
Upon careful examination of all tenders, the Engineering Services Department recommends
acceptance of the low bid submitted by Viola Management Inc. for Tender No. T2021-1 in the
amount of $2,478,485.27 (HST included), and that the total net project cost of $2,593,916.00 (net
of HST rebate) be approved.
Due to the ongoing concerns and new business practices related to the COVID-19 pandemic,
Engineering Services and Corporate Services staff will work with Viola Management Inc., 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.
Attachments:
1.Supply & Services Memorandum dated April 14, 2021
2.Record of Tenders Opened and Checked
3.Location Maps
ENG 09-21 April 26, 2021
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2021-1 Page 6
Prepared By: Approved/Endorsed By:
Scott Booker Richard Holborn, P.Eng.
Manager, Capital Projects & Infrastructure Director, Engineering Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Ray Rodrigues, CPPB
Manager, Supply & Services
SM:DL:mjh
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original signed by:Original signed by:
Original signed by:
Original signed by:
Original signed by:
To: Richard Holborn
Director, Engineering Services
April 14, 2021
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, Engineering Services
Subject: Tender No. T2021-1
Tender for Asphalt Resurfacing on Various City Streets
Closed: April 13, 2021 – 2:00pm
File: F-5400-001
Tender No. T2021-1 was advertised on the City’s website on March 17, 2021. Nine 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 by S&S and Viola Management Inc. is the compliant low bid at a value of
$2,193,349.80
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.
Pursuant to Information to Bidders Item 24 Pre-Condition of Award and Item 20 Tendering
Specifications, the following documentation will be requested of Viola Management Inc. 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 $2,465,000 was provided to Supply & Services for this procurement.
Memo
Attachment #1 to Report # ENG 09-21
Page 2
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 Viola Management Inc. 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 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.
lc
Attachments
City of Pickering
Record of Tenders Opened and Checked
Tender Description: Asphalt Resurfacing on Various City Streets
Tender No.: T2021-1
Date: April 13, 2021 - 2:00 pm Local Time
Bidder Name Total Tendered Amount
(HST Excluded) Comments
PTR Paving Inc. $3,127,815.09
Di Gregorio Group of Companies $3,091,680.00
Forest Contractors $2,811,630.50
Ashland Construction Group Ltd. $2,476,400.00
IPAC Paving Limited $3,162,657.45
Four Seasons Site Development Ltd $2,433,915.70
Brennan Paving & Construction Ltd. $2,675,186.75
Coco Paving $2,825,598.50
VIOLA MANAGEMENT INC. $2,193,349.80
City Staff Present Other
Attachment #2 to Report # ENG 09-21
___________________ _____________________ _____________________ ________________
The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specificatio ns.
Location Maps
Project Area No. 1 – Diefenbaker Court
Diefenbaker Court – from Valley Farm Road to East Terminus. The proposed work includes
asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall
be removed and replaced as required.
Project Area No. 2 – Parkside Drive
Parkside Drive – from 150m north of New Street to Aspen Road. The proposed work includes
asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall
be removed and replaced as required.
Attachment # 3 to Report #ENG 09-21
Project Area No. 3 – Aspen Road
Aspen Road – from New Street to 150m north of Pebble Court. The proposed work includes
asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall
be removed and replaced as required.
Project Area No. 4 – Pickering Parkway
Pickering Parkway – from Dreyber Court to Brock Road (Regional Road #1). The proposed
work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are
deficient shall be removed and replaced as required.
Project Area No. 5 – Rambleberry Avenue
Rambleberry Avenue – from Kelvinway Lane to Rambleberry Avenue. The proposed work
includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are
deficient shall be removed and replaced as required.
Project Area No. 6 – Liverpool Road
Liverpool Road – from Tatra Drive to Bayly Street. The proposed work includes asphalt
resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be
removed and replaced as required.
Project Area No. 7 – Dunbarton Road
Dunbarton Road – from 20m west of Cloudberry to Dixie Road. The proposed work includes
asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall
be removed and replaced as required.
Project Area No. 8 – Batory Avenue
Batory Avenue – from Breezy Drive to Vistula Drive. The proposed work includes asphalt
resurfacing. All existing concrete barrier curbs shall be removed and replaced with new
concrete curbs and gutters.
Project Area No. 9 – Grenoble Boulevard
Grenoble Boulevard – from Naroch Boulevard to Fuschia Lane. The proposed work includes
asphalt resurfacing. All existing concrete barrier curbs shall be removed and replaced with new
concrete curbs and gutters.
Project Area No. 10 – Deerbrook Drive
Deerbrook Drive – from Glenanna Road to Silverthorn Square. The proposed work includes
asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall
be removed and replaced as required.
Project Area No. 11 – Wellington Street
Wellington Street – from Victoria Street to Lorn Street. The proposed work includes asphalt
resurfacing.
Project Area No. 12 – Lorn Street
Lorn Street – from Wellington Street to Central Street (Regional Road #5). The proposed work
includes asphalt resurfacing.
Project Area No. 13 – Barber Street
Barber Street – from Central Street to the north terminus. The proposed work include a final lift
of asphalt and pavement markings.
Project Area No. 14 – Sixth Concession Road
Sixth Concession Road – from Greenwood Road to Westney Road. The proposed work include
a final lift of asphalt and pavement markings.