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Home My WebLink AboutENG 10-23Report to Council Report Number: ENG 10-23 Date: June 26 2023 From: Richard Holborn Director, Engineering Services Subject: Asphalt Resurfacing on Various City Streets (Phase 2) - Tender No. T2023-9 - File: A-1440 Recommendation: 1.That Tender No. T2023-9 for Asphalt Resurfacing on Various City Streets (Phase 2) as submitted by Four Seasons Site Development Ltd. in the total tendered amount of $654,678.61 (HST included) be accepted; 2.That the total gross project cost of $779,728.00 (HST included), including the tendered amount, material testing, a contingency and other associated costs, and the total net project cost of $702,169.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $702,169.00 as approved in the 2023 Roads Capital Budget to be funded by a transfer from the Federal Gas Tax 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 2023 Roads Projects Capital Budget, asphalt resurfacing for the following four locations were approved as construction projects: •Gwendolyn Street; •Fuschia Lane; •Petunia Place; and •Falconcrest Drive. 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 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 roads selected for asphalt resurfacing in 2023 align with the priorities of the 2016 Road Needs Study. Tender No. T2023-9 was advertised on the City’s Bids & Tenders portal on Tuesday, May 2, 2023, with a tender closing date of Thursday, June 1, 2023. Six companies have submitted a bid for this project. The low bid of $654,678.61 (HST included) submitted by Four Seasons Site Development Ltd. is recommended for approval. The total gross project cost is estimated at ENG 10-23 June 26, 2023 Subject: Asphalt Resurfacing on Various City Streets (Phase 2) Tender No. T2023-9 Page 2 $779,728.00 (HST included) with an estimated total net project cost of $702,169.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T2023-9 $579,361.60 HST (13%) 75,317.01 Total $654,678.61 2. Estimated Project Costing Summary Tender No. T2023-9 – Tender for Asphalt Resurfacing on Various City Streets (Phase 2) $579,362.00 Associated Costs Geotechnical Investigation Reports Materials Testing Services 11,120.00 27,520.00 Federal Gas Tax Sponsor Signage 2,500.00 Construction Contingency (12%) 69,523.00 Sub Total – Costs $690,025.00 HST (13%) 89,703.00 Total Gross Project Cost $779,728.00 HST Rebate (11.24%) (77,559.00) Total Net Project Cost $702,169.00 3. Approved Source of Funds Location Expense Code Source of Funds Budget Required Gwendolyn Street C10570.2319.01- 504400 Federal Gas Tax $270,000.00 $257,062.00 Fuschia Lane C10570.2320.01- 504400 Federal Gas Tax 115,000.00 110,656.00 Petunia Place C10570.2321.01- 504400 Federal Gas Tax 105,000.00 90,738.00 Falconcrest Drive C10570.2322.01- 504400 Federal Gas Tax 255,000.00 243,713.00 $745,000.00 $702,169.00 Net project cost (over) under approved funds $42,831.00 ENG 10-23 June 26, 2023 Subject: Asphalt Resurfacing on Various City Streets (Phase 2) Tender No. T2023-9 Page 3 Discussion: As part of the 2023 Roads Projects Capital Budget, asphalt resurfacing for the following locations were approved as construction projects: •Gwendolyn Street – from Rouge Valley Drive to Fawndale Road; •Fuschia Lane – from Grenoble Boulevard to Modlin Road; •Petunia Place – from Gwendolyn Street to North Terminus; and •Falconcrest Drive – from Dunbarton Road to Rambleberry Avenue. These streets are indicated in the 2016 Road Needs Study as priority streets for asphalt resurfacing. Tender No. T2023-9 was issued on Tuesday, May 2, 2023 and closed Thursday, June 1, 2023. Six companies submitted a bid for this project. The low bid of $654,678.61 (HST included) submitted by Four Seasons Site Development Ltd. is recommended for approval. The total gross project cost is estimated at $779,728.00 (HST included) with an estimated total net project cost of $702,169.00 (net of HST rebate). Engineering Services invited material testing companies to provide unit rates for both Geotechnical Investigation Reports and Materials Testing Services, which the City uses on various capital projects throughout the year. Based on the unit rates submitted by GHD Ltd., their fees estimated for this project are $38,640.00 (HST extra). Further, in accordance with Purchasing Policy Item 10.03 (b), where written proposals are obtained by the Director without going through a competitive process, and funds are available in the approved Budget: (b)an award between $30,000 and $50,000 is subject to the additional approval of the Treasurer and the CAO. The Waste Management Plan submitted by Four Seasons Site Development Ltd. has been reviewed and is deemed acceptable by the Manager, Capital Projects & Infrastructure. The City’s Health & Safety Policy form and current Certificate of Clearance issued by the Workplace Safety & Insurance Board have been submitted by Four Seasons Site Development Ltd. The Certificate of Insurance has been reviewed by the Division Head, Finance, and is deemed acceptable. Four Season Site Development Ltd. has previously completed Tender No. T-4-2018, Asphalt Resurfacing and Tender No. T-4-2019, Asphalt Resurfacing contracts to the satisfaction of the City. Staff have deemed the company’s experience and professionalism to be acceptable. Upon careful examination of all tenders received, the Engineering Services Department recommends acceptance of the low bid submitted by Four Seasons Site Development Ltd. for Tender No. T2023-9 in the amount of $654,678.61 (HST included), and that the total net project cost of $702,169.00 (net of HST rebate) be approved. ENG 10-23 June 26, 2023 Subject: Asphalt Resurfacing on Various City Streets (Phase 2) Tender No. T2023-9 Page 4 Attachment: 1.Location Maps Prepared By: Approved/Endorsed By: Scott Booker Richard Holborn, P. Eng. Manager, Capital Projects & Infrastructure Director, Engineering Services Cathy Bazinet, NIGP-CPP Stan Karwowski, MBA, CPA, CMA Manager, Procurement Director, Finance & Treasurer 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: Attachment #1 to Report ENG 10-23 Location Maps Project Area No. 1 – Gwendolyn Street Gwendolyn Street – from Rouge Valley Drive to Fawndale 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. 2 – Fuschia Lane Fuschia Lane – from Grenoble Boulevard to Modlin Road. 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. 3 – Petunia Place Petunia Place – from Gwendolyn Street to North Terminus. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters that are deficient shall be removed and replaced as required. Project Area No. 4 – Falconcrest Drive Falconcrest Drive – from Dunbarton Road 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.