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