HomeMy WebLinkAboutOES 39-05REPORT TO
COUNCIL
Report Number: OES 39-05
Date: November 3, 2005
From:
Richard Holborn, P. Eng.
Division Head
Municipal Property & Engineering
Subject:
Tender No. T-5-2005 - Tender for Storm Sewer Installation & Road
Reconstruction for Finch Avenue
Recommendation:
1. That Report OES 39-05 regarding Storm Sewer Installation & Road
Reconstruction for Finch Avenue be received; and that
Tender No. T-5-2005 submitted by Advice Contracting Limited for Storm Sewer
Installation & Road Reconstruction for Finch Avenue in the amount of
$476,548.30 (G.S.T. included) be accepted; and that
The total gross project cost of $680,169 (GST included) and a net project cost of
$635,672, including the tender amount and other project costs identified in this
report be approved; and that
The amount of $635,672 for Storm Sewer Installation & Road Reconstruction for
Finch Avenue of which $145,270 of the amount to be funded by a transfer from
Development Charges Reserve Fund and the amount of $435,812 to be funded
by the City's Share - DC Reserve as provided for in the 2005 Capital Budget and
the remaining to be funded by a contribution from TRCA in the amount of
$54,590, be approved; 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 External Subdivision Works Budget,
Storm Sewer Installation & Road Reconstruction for Finch Avenue was identified as a
construction project. Tender %5-2005 was issued on October 14, 2005 and closed on
October 28, 2005 with five (5) bidders responding. Under the City's permit application to
TRCA, their staff have identified the requirement for additional work consisting of the
installation of an oil/grit separator on Finch Avenue. This work was not part of the
original tender T-5-2005 package as it was just recently identified as a condition of
approval. This additional work and funds required to construct it are beyond what was
originally approved in the 2005 Budget. A contribution from TRCA in the amount of
$54,590 has been committed. The total gross project cost is estimated to be $680,169
for an estimated net cost to the City of $635,672 (net of G.S.T. rebate). Staff have been
Report OES 39-05 November 3, 2005
Subject: Tender T-5-2005
Tender for Storm Sewer Installation & Road Reconstruction for Finch Avenue
Page 2
directed to report to Council on the results of the tender and financing in order to
proceed with this project in a timely manner.
Financial Implications:
1.
TENDERED AMOUNT
T-5-2005 $445,372.24
G.S.T. 31,176.06
Sub-Total 476,548.30
G.S.T. Rebate (31,176.06)
Total $445,372.24
APPROVED SOURCE OF FUNDS
2005 External Subdivision Budget 2321-6005
Location Project Code Source of Funds
Finch Avenue 05-2321-001-03 Development Charges
Reserve Fund
City Share - DC Reserve
Budget Required
146,810 145,270
440,440 435,812
FUNDS AVAILABLE
587,250 581,082
ADDITIONAL FUNDS
Contribution from TRCA
$54,590
Total $635,672
Report OES 39-05 November 3, 2005
Subject: Tender %5-2005
Tender for Storm Sewer Installation & Road Reconstruction for Finch Avenue
Page 3
ESTIMATED PROJECT COSTING SUMMARY
T-5-2005-Storm Sewer Installation & Road Reconstruction
for Finch Avenue
Sub-Total
$445,372
Associated Costs
Materials Testing
Consultant Fees
Storm Water Management Quality Control
Miscellaneous Costs
Project Contingency
Total
G.S.T.
Total Gross Project Cost
G.S.T. Rebate
Total Net Project Cost
5,000
32,800
100,000
2,500
50,000
635,672
44,497
680,169
(44,497)
$635,672
Project Cost under (over) Approved Funds
($587,250 - $581,082)
$6,168
The Manager, Accounting Services has reviewed the budgetary implications and the
financing of the expenditures contained in this report and concurs. Due to engineering
estimates exceeding the original budget provision, this project will be undertaken in two
phases. It is anticipated that Phase Two, which is the completion of the above ground
works including boulevard grading, asphalt trail/sidewalk and final lift of asphalt
pavement, will be included in the 2006 Roads Capital Budget. The excess funds, in the
amount of $6,168, is a result of the budgeted funds of $587,250 less the required funds
of $581,082. This excess and any funds remaining from Phase One, will be applied to
Phase Two.
Report OES 39-05 November 3, 2005
Subject: Tender T-5-2005
Tender for Storm Sewer Installation & Road Reconstruction for Finch Avenue
Page 4
Background:
Bids for Tender No T-5-2005 were received on Friday, October 28, 2005. Five (5)
companies submitted a bid at the time of closing. The references for the Iow bidder,
Advice Contracting Limited, have been checked, and are deemed acceptable by the
Supervisor, Engineering & Capital Works. The Confined Space Entry Procedure, Health
& Safety Policy, a list of personnel trained in Confined Space, current Cad 7 Form,
Certificate of Clearance issued by Workplace Safety & Insurance Board, and Certificate
of Insurance as submitted by Advice Contracting Limited have been reviewed by the
Safety & Training Coordinator and are deemed acceptable. Credit information as
provided by D & B for Advice Contracting Limited has been reviewed by the Purchasing
Analyst and in conjunction with staff's review of reference information and the bonding
available on this project, is deemed acceptable.
Upon careful examination of all tenders, and relevant documents received, the
Operations & Emergency Services Department, Municipal Property & Engineering
Division recommends the acceptance of the Iow bid submitted by Advice Contracting
Limited for Tender No. T-5-2005 in the amount of $476,548.30 (G.S.T. included) and
that the total net project cost of $635,672 be approved.
The approved 2005 External Subdivision Works Budget is $587,250, however this
tender and associated project costs requires expenditures of $635,672 for Phase One
which is the storm sewer installation, an oil/grit separator for quality control, and works
to base asphalt including the concrete curb and gutter. In addition TRCA has
committed to provide funding in the amount of $54,590 thereby leaving an excess
balance of approved funds in the amount of $6,168. Due to the time of year, staff
recommend that the balance of funds be carried over to address Phase Two, which is
the completion of the above ground works including boulevard grading, asphalt
trail/sidewalk and the final lift of asphalt pavement which is to be tendered separately
from the works in this report.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
2.
3.
4.
Location Map
Record of Tenders Opened and Checked
Supply & Services Memorandum
TRCA Letter - Confirmation of Financial Commitment
Report OES 39-05 November 3, 2005
Subject: Tender T-5-2005
Tender for Storm Sewer Installation & Road Reconstruction for Finch Avenue
Page 5
Prepared By:
Supervi,~or, Engineering &-~Capital Works
Everett,E~ntsma
Director, Operations & Emergency Services
ver~ A. F¢lgemacher
Manager, Supply & Services
Gillis A. Paterson !
Director, Corporate Services & Treasurer
DS:ko
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
~"Thor~'~s~. ~uinr~hief/Adminis~""a~ Officer
MUNICIPAL PROPERTY & ENGINEERING
Attachment For Tender T-5-2005
FINCH AVENUE
LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Road reconstruction (Granular Base and Base Asphalt)
Reconstruction of Finch Avenue from a rural section (with ditches) to
urban section - Brock Road to eastern terminus
Storm sewer installation
Installation of storm sewer
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CORPORATE SERVICES DEPARTMENT
MEMORANDUM
October 31,2005
To:
From:
Subject:
Richard Holborn
Division Head
Municipal Property & Engineering
Darrell Selsky v//
Supervisor, Engineering & Capital Works
Barbara Tran
Buyer
Tender for Storm Sewer Installation & Road Reconstruction
For Finch Avenue from Brock Road to East Terminus (450 m)
Tender No. T-5-2005
Closing: Friday, October 28, 2005
Tenders have been received for the above project. Eleven (11) companies were
invited to participate. An advedisement was placed in the Daily Commercial
News, News Advertiser and on the City's Website all of which yielded interest
from additional bidders. Eight (8) bidders picked up tendering documents for a
non-refundable fee of $75.00 per set of which five (5) responded. 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 10.03 (r) provides checking
tendered unit prices and extensions; unit prices shall govern and extensions will
be corrected accordingly, which has been done.
All deposits other than the Iow three bidders may be returned to the applicable
bidders as provided for by Purchasing Procedure No. PUR 010-001, Item
10.03(w). Therefore, the tenders of the Iow three (3) bidders are attached for
review.
A Dun & Bradstreet report for Advice Contracting Limited will be requested of the
Purchasing Analyst and a summary will be provided to you during the evaluation
phase of this tender call.
Richard Holborn
Darrell Selsky
October 31,2005
Page 2
Summary
(PST included, GST included)
Company Total Tendered After Calculation
Amount $ Check $
Advice Contracting Limited 476,548.30 476,548.30
Miwel Construction Limited 657,529.07 657,529.07
B.N. Fenton Construction Ltd. 691,41 7.95 691,417.95
Elirpa Construction & Materials Ltd. 777,798.28 711,058.05
616t83 Ontario Inc.
o/A Hollingworth Const. Co. 726,055.45 726,055.45
Pursuant to Information to Bidders Item 22, the following are being requested of
the Iow bidder for your review during the evaluation stage of this tender call:
(a) a copy of the Confined Space Entry Procedure document to be used on this
project;
(b) a list of employees trained in the Confined Space Entry Procedure who will be
working on this project;
(c) a copy of the Health & Safety Policy to be used on this project;
(d) a copy of the current Cost and Frequency Report issued by Workplace Safety &
Insurance Board (in lieu of the Cost and Frequency document, a copy of the
current CAD 7, NEER, or MAP reports may be submitted);
(e) a copy of the current Certificate of Clearance issued by Workplace Safety &
Insurance Board;
(f) the City's certificate of insurance shall be completed by the bidder's agent, broker
or insurer.
Please review the copies of the bids. Include the following items in your Report to
Council:
(a) if items (a) through (f) noted above, are acceptable to the Safety & Training Co-
ordinator;
(b) any past work experience Advice Contracting Limited including work location;
(c) without past work experience, if reference information is acceptable;
(d) the appropriate account number(s) to which this work is to be charged;
(e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding;
(g) related departmental approvals;
(h) any reason(s) why the Iow bid of Advice Contracting Limited is not acceptable; and
(i) related comments specific to the project.
If you require further information, please fee~ct, m. _e.~~ ,
Barbara Tran
/bt
Attachments
Copy for: Director, Operations & Emergency Services
11/04/2005 10:40 FA~
oTORONTO AND REGION
for The Living City
November 4, 2005
CFN 37047
BY FAX AND MAIL
Mr. Darrell Selsky, C.E.T.
Supervisorl .Municipal Works
City of Pickering
Pickering Civic Complex
One The Esplanade
Pickering, ON
L1V GK7
Dear Mr. SelsKy:
Re;
Ontario Regulation 158 Permit Application
Finch Avenue Reconstruction
City of Picketing
Further to our recent discussions with respect to the above-referenced permit application, please note that
Toronto and Region Conservation Authority (TRCA) staff is in agreement with the Oity of Picketing to use the
cash-in-lieu money, in the amount of $54,590, that the TRCA had collected from the Brookfield'Development
site, to use towards implementing the overall water quality strategy for the Finch Avenue reconstruction
proposal.
We trust that this letter is of assistance. If you require any additional information please, contact Susan
Robertson, Planning Technician at extension 5370, or the undersigned.
Senior Planner
Planning and Development
Extension 5306
RW/sr
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