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HomeMy WebLinkAboutOES 35-05PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: OES 35-05 Date: September 28, 2005 From: Richard Holborn, P. Eng. Division Head Municipal Property & Engineering Subject: RFP-8-2005 - Request for Proposal, Bridge Design & Contract Administration - Bulmer Bridge and Reesor Creek Bridge Recommendation: That Report OES 35-05 regarding a Request for Proposal, Bridge Design & Contract Administration be received; and That the Reesor Creek Bridge (05-2320-009-06) and the Bulmer Bridge (05- 2320-009-07) deck replacement projects as contained in the 2005 Capital Budget with estimated costs and financing of: Financing Brid.qe Estimated Costs COMRIF Debt Reesor Creek $267,300 $178,200 $89,100 Bulmer $291,500 $194,325 $97,175 be approved subject to final approval of construction costs by Council; and That RFP-8-2005 submitted by R.V.Anderson for Bridge Design and Contract Administration in the amount of $58,810 (G.S.T. extra) be accepted; and That the total gross cost of $70,952 and a net cost of $66,310, for the proposal amount and other project costs identified in this report be approved; and that, o That the amount of $65,000 for Bridge Design and Contract Administration to be funded through the issue of debt financing be approved with the balance of $1,310 from Current Budget; and That Council authorize the Director, Corporate Services & Treasurer to finance this portion of the project through the issuance of debt through the Region of Durham; and a) Debt financing not exceeding the amount of $65,000 for a period not exceeding 10 years, at a rate to be determined; and Report OES 35-05 Date: September 28, 2005 Subject: RFP-8-2005 Request for Proposal, Bridge Design & Contract Administration Page 2 b) Financing and repayment charges in the amount of approximately $8,315 be included in the annual Current Budget for the City of Pickering commencing in 2006 and continuing thereafter until the loan is repaid; and c) The Treasurer be authorized to take any actions necessary in order to effect the foregoing; and That the appropriate City of Pickering officials be authorized to take necessary action to bring effect thereto. Executive Summary: As part of the 2005 Roads Capital Budget, bridge deck replacements for Palmer Bridge, Greenwood Bridge, Michell Bridge, Reesor Creek Bridge and Bulmer Bridge were identified as construction project,,; under the COMRIF Intake One grant application by the City, Report OES 31-05 The City was successful in obtaining approval and funding from COMRIF to proceed with Bulmer Bridge and the Reesor Creek Bridge projects. A Request for Proposal was issued on August 4, 2005 and closed on August 18, 2005 with three bidders responding. The total gross project cost is estimated to be $70,952.00 for an estimated net cost to the City of $66,310.00 (net of G.S.T. rebate). Staff have been directed to report to Council on the results of this request for proposal and financing in order to proceed with this project in a timely manner. Financial Implications: 1. TENDERED AMOUNT RFP-8-2005 G.S.T. Sub-Total G.S.T. Rebate Total $58,810.00 4,116.70 62,926.70 (4,116.70) $58,810.00 Report OES 35-05 Date: September 28, 2005 Subject: RFP-8-2005 Request for Proposal, Bridge Design & Contract Administration Page 3 APPROVED SOURCE OF FUNDS 2005 Roads Capital Budget 2320-6004 Location Project Code Reesor Creek Bridge 05-2320-009-06 Source of Funds COMRIF Grant Debt (10 Year) Available 178,200 89,100 Bulmer Bridge 05-2320-009-07 COMRIF Grant Debt (10 Year) 194,325 97,175 FUNDS AVAILABLE 558,800 Required 29,790 36,520 66,310 ESTIMATED PROJECT COSTING SUMMARY RFP-8-2005 -Bridge Design & Contract Administration Reesor Creek Bridge Bulmer Bridge Sub-Total Associated Costs Materials Testing Project Contingency Total G.S.T. Total Gross Project Cost G.S.T. Rebate Total Net Project Cost $26,040 32,770 $58,810 2,500 5,000 66,310 4,642 70,952 (4,642) $66,310 Project Cost under (over) Approved Funds $492,490 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. The Director also states that Recommendation #2 provides for the overall project approval, in order to accommodate the need for debt financing of the total amounts required. Actual debt financing will only take place after Council has approved the tenders for construction. Report OES 35-05 Date: September 28, 2005 Subject: RFP-8-2005 Request for Proposal, Bridge Design & Contract Administration Page 4 This report represents only the Detail Design and Contract Administration podion for these projects. As the requested $65,000.00 debt-financed amount represents a small component of the entire budget, this portion will be funded from the COMRIF grant at this juncture. The remaining debt component of $121,275.00 (total debt for both projects $186,275.00 less $65,000.00) will be addressed by future Report to Council when the City proceeds with the construction phase in 2006. The City will officially request the Region of Durham to borrow the total debenture needed for this project as a whole. The remaining budgeted funds of $492,490.00 (total funds available $558,800.00 available less RFP amount $66,310.00) would be addressed and used for construction costs when the projects are tendered in 2006. Background: Proposals for RFP-8-2005 were received on Thursday, August 18, 2005. Three (3) companies were invited to participate and each submitted a proposal. Each proposal was evaluated based upon evaluation criteria, concluding R.V. Anderson & Associates to be the highest scoring proposal, and also offers the lowest pric, e. R.V. Anderson & Associates is currently working on a similar project, the design of a replacement structure for the Sandy Beach Road Bridge. References as provided by R.V. Anderson & Associates in their proposal have been reviewed by the Supervisor, Engineering & Capital Works and are deemed acceptable. Upon careful examination of all proposals received, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of the Iow proposal, No. RFP-8-2005, submitted by R.V. Anderson & Associates in the amount of $58,810.00 (GST extra) and that the total net project cost of $66,310.00 be approved. Attachments: 1. Municipal Property & Engineering Memorandum Report OES 35-05 Date: September 28, 2005 Subject: RFP-8-2005 Request for Proposal, Bridge Design & Contract Administration Page 5 Prepared By: Supe~isor, Engineering & Cap~'7['al Works V~"e"r~a~A.' "¢;~g e ma che, Manager, Supply & Services Approved / Endorsed By: ~-Ever~t Bunts~.a. ~ D,~ctor, Operations & Emergency Services Gillis A. Paterson Director, Corporate Services & Treasurer ~!c.,c~.ard W. I:lo'"'J~rn, P. Eng. ?~ision Head,/Municipal Property & Engineering DS:ko Attachment Copy: Chief Administrative Officer Recommended for the consideration of ,,'~ Pickering City~Counc/.'! ~ ~,,[~,/~" ThE'maE J. Quin ,r~ief ~inistrativ~icer OPERATIONS & EMERGENCY SERVICES DEPAR'rMENT MUNICIPAL PROPERTY & ENGINEERING DIVISION MEMORANDUM August 30, 2005 To: From: Subject: Richard Holborn, P.Eng. Division Head, Municipal Property & Engineering Darrell Selsky Supervisor, Engineering & Capital Works Request for Proposal - COMRIF Intake One -Bridge Design & Contract Administration -File: O-2110 As per the guidelines of COMRIF Intake One, I have requested Supply & Services to provide Municipal Property & Engineering with competitive pricing for the Detail Design & Construction Administration for the project. Three consultant firms were contacted under RFP-8-2005 and provided the City with their Proposals for Engineering Consultant Services. All three proposals were put through an evaluation based on certain criteria. Based on the outcome of the evaluation, I would recommend the Iow bid of R.V. Anderson & Associates. If you concur with this recommendation, please advise and I will proceed with an on-line requisition for your approval to move forward on this matter. CONSULTANT BULMER BRIDGE - REESOR CREEK TOTAL deck replacement BRIDGE - deck replacement R.V.Anderso n - $35,063.90 $27,862.80 $62,926.70 Recommend 2006 Construction Chisholm Fleming $96,642.00 $80,126.00 $176,768.0 - Alternative: $75,571.00 $65,366.00 0 Rehabilitate Deck $140,937.0 0 Totten Sims $54,000.00 $46,000.00 $100,000 Hubicki DBS:ko Copy: Director, Operations & Emergency Services Da rre-~ll'~Se~ky