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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 E CZ, CD r~ 0 (13 it") 0 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 P:\Home\Public\Deuel0Pment Services\Durham Re~ion\Pickerinc~\OFN37047 FlnchAv~nue CofP 11-04-05.wpd 5 5horeha,rn Drive, Downsview, Ontario M3N 154 (416) 661-6600 FAX 661-6898 ww~v. trca.on.ca NOU 84 '05 11:12 PRGE.O1