HomeMy WebLinkAboutOES 27-08
REPORT TO
COUNCIL
'1 '7 7
Report Number: OES 27-08
Date: September 15, 2008
From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Tender T -16-2008
Tender for Sideline 4, Concession 5 to Highway 7
Phase I - Road Reconstruction
File: A-1440
Recommendations:
1. That Report OES-27 -08 regarding the City Road Reconstruction for Sideline 4,
Concession 5 to Highway 7 - Phase I be received; and
2. That Tender T-16-2008 submitted by Miller Paving Limited. for the City Road
Reconstruction for Sideline 4 at a cost of $516,114.95 (GST included) be
accepted; and
3. That the total gross project cost of $577,500 (GST included) including the tender
amount and other associated costs and the total net project cost of $550,000 be
approved; and
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a) that the sum of $427,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed ten (10) years, at
a rate to be determined;
b) that the sum of $122,650 be funded from the Development Charges Roads and
Related Reserve Fund;
c) that the balance of $350 be funded from the 2008 Current Budget;
d) that the annual repayment charges in the amount of approximately $55,300 be
included in the annual Current Budget for the City of Pickering commencing in
2009, continuing thereafter until the loan is repaid, and any financing cost to be
paid out of the Current Budget;
e) the Director, Corporate Services & Treasurer has updated the City's 2008
Annual Repayment Limit and certified that this loan and the repayment thereof
falls within the City's Annual Repayment Limit (Limit) for debt and financial
Report OES 27-08
September 15, 2008
Su bject: Tender T -16-2008
- Tender for City Sideline 4, Concession 5 to Highway 7 Concession 5 to
Highway 7 Road Reconstruction - Phase I
,1 1 0
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Page 2
obligations, as established by the Province for municipalities in Ontario, and
would not cause the City to exceed the updated Limit, and therefore, Ontario
Municipal Board approval is not required prior to City Council's authorization;
f) the Treasurer is authorized to take any actions necessary in order to effect the
foregoing; and
5. That the draft by-law attached to this report be enacted;
6. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: As part of the 2008 Development Projects Capital Budget,
Road Reconstruction for Sideline 4 from Concession 5 to Highway 7 Phase 1 was
approved as a construction project. Tender T-16-2008 was issued on Tuesday, August
12, 2008 and closed on Wednesday, September 3, 2008 with six (6) bidders
responding. The total net project cost is estimated to be $550,000 to the City (net of
(GST rebate).
The City's purchasing policy requires staff to report to Council on results of the tender
and financing in order to proceed with this project in a timely manner.
Financial Implications:
1.
TENDER AMOUNT
T-16-2008
GST
Sub-Total
GST Rebate
Total
$491,538.05
24,576.90
516,114.95
(24,576.90)
$491,538.05
2.
APPROVED SOURCE OF FUNDS
Roads Ca ital Bud et
Location
Sideline 4 Conc. 5
Sideline 4 Conc. 5
Project Code
5321.0801.6250
5321.0801.6250
Source of Funds
Debt (10 Year)
DC Roads & Related
Current Budget
FUNDS AVAILABLE
Budqet
427,350
122,650
o
550,000
Required
427,000 .
122,650
350
550,000
Report OES 27-08
September 15, 2008
Subject: Tender T-16-2008
'1 7 9 Tender for City Sideline 4, Concession 5 to Highway 7 Concession 5 to
Highway 7 Road Reconstruction - Phase I
Page 3
3.
ESTIMATED PROJECT COSTING SUMMARY
T-16-2008 - Tender for City Road Reconstruction for
Sideline 4
$491,538
Associated Costs
Materials Testing
Miscellaneous Costs
Construction Contingency
Total
15,000
5,000
38,462
$550,000
GST
27,500
Total Gross Project Cost
$577,500
GST Rebate
(27,500)
$550,000
Total Net Project Cost
. Und~!jOver Budget
o I
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs.
Sustainability Implications: This will allow for the hard surfacing of the roadway
improving the geometries and vehicular flows in this area. This will also result in lower
maintenance cost for years to come due to the road no longer requiring dust
suppression maintenance.
Background: As part of the Development Projects Capital 2008 Budget, Road
Reconstruction for Sideline 4 from Concession 5 to Highway 7 Phase 1 was identified
as a construction project. Tender T-16-2008 was issued on Tuesday, August 12, 2008
and closed on Wednesday, September 3, 2008 with six (6)) bidders responding. The
total gross project cost is estimated to be $577,500 for an estimated net cost to the City
of $550,000 (net of GST rebate). Miller Paving Limited, is currently working for the City
on Tender T-7-2008 for Surface Treatment on Sideline 16 (R.R.#5 to North terminus),
Sideline 16 (Dutch master Nurseries north to Concession #7) and Paddock Road
(Hwy.#7 to Concession 7) and is deemed acceptable by the Supervisor, Engineering &
Capital Works. The Health & Safety Policy, current WSIB Council Amendment to Draft
#7 (CAD-7), Certificate of Clearance issued by Workplace Safety & Insurance Board
Report OES 27-08
September 15, 2008
Subject: Tender T-16-2008
Tender for City Sideline 4, Concession 5 to Highway 7 Concession 5 to
Highway 7 Road Reconstruction - Phase I
d '0
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Page 4
and Certificate of Insurance as submitted by Miller Paving Limited, will be reviewed by
the Coordinator, Health & Safety prior to the awarding of this tender by Council. In
conjunction with staff review of the contractor's previous work experience with the City
and the bonding available on this project, the tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the
Operations & Emergency Services Department, Municipal Property & Engineering
~ivision recommends the acceptance of the low bid submitted by Miller Paving Limited.
for Tender T-16 -2008 in the amount of $516,114.95 (GST included) and that the total
net project cost of $550,000 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Location Map
2. Supply & Services Memorandum dated September 3, 2008
3. By-law to authorize the City Road Reconstruction for Sideline 4, Concession 5 to
Highway 7 - Phase I in the City of Pickering and the issuance of debentures
therefor in the amount of $427,000
Prepared By:
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Approved I Endorsed By:
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Oarrell B. Selsky,
Supervisor, Engineering &1. apital Works
Everett nts
Director, Operations & Emergency Services
Report OES 27-08
September 15, 2008
Subject: Tender T-16-2008
'1 (~ 1 Tender for City Sideline 4, Concession 5 to Highway 7 Concession 5 to
Highway 7 Road Reconstruction - Phase I
Page 5
Prepared By:
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Vera A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
Approved I Endorsed By:
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Gillis A. Paterson
Director, Corporate Services & Treasurer
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~r/ Richard W. Horborn, P. Eng.
Division Head
Municipal Property & Engineering
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Attachments
Copy: Chief Administrative Officer
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OES 27 -()?5
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MUNICIPAL PROPERTY & ENGINEERING
Attachment for Tender T-16-2008
SIDELINE 4
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Complete reconstruction of Sideline 4 which includes;
· Installation of a new and wider road, complete with new granular base
and base asphalt
· Drainage improvements where necessary
Complete ditch restoration (fine grading and sodding where required)
. to all areas affected by construction
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MEMO
To:
Richard Holborn
Division Head, Municip.al Property & Engineering
From:
Vera A. Felgemacher
Manager, Supply & Services
Supervisor, Engineering & Capital Works
MUNICIPAl
RECEIVED
FilE NO.
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MAVOR
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CUL a. REC
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MPE OPS CENTRE
FAC OPERATIONS
Copy:
Subject: Tender No. T-16-2008
Tender for Sideline 4 Road Reconstruction
Closing: September 3, 2008
Tenders have been received for the above project. Twenty companies were invited to
participate. An advertisement was placed in the Daily Commercial News, News Advertiser and
on the City's Website. One addendum was issued. A total of eight companies picked up a
tendering package for a non-refundable fee of $75.00. One bidder was unable to bid, and seven
bidders responded and submitted a tender for this project.
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.
A copy of bids received is attached for review.
SUMMARY
PST included, GST included
Bidder Total Tendered Amount $ After Calculation Check $
Miller Paving $516,114.95 $516,114.95
Elirpa Construction & Materials $533,044.07 $533,044.07
Lafarge Paving & Construction
Ltd. $652,544.03 $652,544.03
Dagmar Construction Inc. $681,762.12 $681,862.12
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Automatic rejection - Bid deposit not provided. Reference: Purchasing
Serve Construction By-law No. 5900-01, Procedure No. PUR 010-001, 10.04, Item 9(c), IB
Item 17, 18, 19,20; TS Item 1,2,3.
Automatic rejection - Bid deposit not sufficient. Reference: Purchasing
Montgomery MacEwan By-law No. 5900-01, Procedure No. PUR 010-001, 10.04, Item 9(d), IB
Item 17, 18, 19,20; TS Item 1,2,3.
Bry Ron Contractinq Ltd. Unable to Bid
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t.,,-,.'?~:.~_.u..~,a.~.~..~.....t?.'.'~T~!O,~...r.~.~a',~t,?.n:to......B.'.,id P,i' ers Item 21, ~he following will be requested of the low bidder for
_. your review dUring tf;~ evaluat~on stage of this tender call.
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-:'l!!T~~..RY <?!:tl?~-;~:~\ci~'arid~afety Policy to be used on this project;
-~'b.)......a...c~~;'Rf -thecur:re~t<mprkplace Injury Sur:nmary Report issued by Workplace Safety &
. ~t=,~j!0.m~l:J.~~-q~~~~O~~:(I.0.:,;ILerr:;gf the Workplace Injury SU,mmary Report document, a copy of the
,,);eJ.1:~;,i.LQQ.f.f.~f!tQAQ ]~.NEE~"tJ:t':~AP reports may be submitted);
"~~;;;:ij.~l~~~'lq~the g.ufreht Ol~~rance Certificate issued by Workplace Safety & Insurance Board;
".t . ....:!~:~~Q~.r!jflf"'F~~,QfJns}Jrance shall be completed by the bidder's agent, broker or insurer;
Include the following items in your Report to Council:
(a) if items (a) through (d) noted above, are acceptable to the Co-ordinator, Health & Safety
(b) any past work experience Miller Paving 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 low bid of Miller Paving Limited is not acceptable; and
(i) related comments specific to the project. '
Please do not disclose any information to enquiries except you can direct them to the City's
website for the unofficial bid results as read out at the Public tender opening. Bidders will be
advised of the outcome in due course.
If ~ou require further information, please feel free to contact me or a member of Supply &
seKces.
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Attach~nts
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September 5, 2008
Tender No. T-16-2008
Tender for Sideline 4 Road Reconstruction
Page 2
CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
Tender No.: T-16-2008
Tender Description: Sideline 4 Road Reconstruction
Time: Approx.2:15pm
Date: Wednesday, September 3, 2008
Bidder Name
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Dagmar Construction Inc.
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Elirpa Construction &
Materials
Lafarge Paving &
Construction Ltd.
Miller Paving Ltd.
Montgomery MacEwen
Contracting Limited
Serve Construction
Bry Ron Co~tracting Ltd
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Total Amount . I BIDDER'S I COMMENTS
Tendered SIGN IN
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Unable to Bid I
Bid
Deposit
Agreement I Addendum
to Bond Acknowledged
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OES ? 7-0g
THE CORPORATION OF THE CITY OF PICKERING
'1 H 6
BY-LAW NO.
Being a by-law to authorize the City Road
Reconstruction for Sideline 4, Concession 5
to Highway 7-Phase 1 in the City of Pickering
and the issuance of debentures therefor in
the amount of $427,000.
WHEREAS Section 11 of the Municipal Act, 2001, as amended, provides that a lower-
tier municipality may pass by-laws respecting matters within the spheres of jurisdiction.
described in that Section; and,
WHEREAS Subsection 401 (1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and,
WHEREAS Subsection 401 (3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and,
VVHEREAS The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
WHEREAS the Council of the City wishes construction to proceed in respect of the
City Road Reconstruction for Sideline 4, Concessjon 5 to Highway 7-Phase 1 project;
and,
\/\/HEREAS before authorizing the construction to proceed in respect of the City Road
Reconstruction for Sideline 4, Concession 5 to Highway 7-Phase 1 project on the date
hereof the Council of the City had the Treasurer update the City's Annual Repayment
Limit, the Treasurer calculated the estimated annual amount payable in respect of such
project and determined that such annual amount would not cause the City to exceed the
updated Limit and, therefore, Ontario Municipal Board approval is not required as per
Section 401 of the Municipal Act, 2001, as amended, and the regulations made
thereunder;
AND WHEREAS after determining that Ontario Municipal Board approval is not
required, the Council of the City approved Report OES 27-08 on the date hereof and
awarded Tender T -16-2008 for the City Road Reconstruction for Sideline 4, Concession
5 to Highway 7-Phase 1 project.
N"f t; 3 RE PORT
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BY-LAW NO
'1' 7
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Page 2
NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE CITY OF
PICKERING HEREBY ENACTS AS FOLLOWS:
1. That the City proceed with the construction of the project referred to as "City Road
Reconstruction for Sideline 4, Concession 5 to Highway 7 -Phase 1";
2. That the estimated costs of the construction in the amount of $550,000 be financed
as follows:
a) That the sum of $427,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed ten (10) years;
b) That the sum of $122,650 be funded by the Development Charges-Roads &
Related Reserve Fund;
c) That the balance amount of $350 be funded from the 2008 Current Budget;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2009 and continuing
thereafter until the loan is repaid.
BY -LAVV read a first, second and third time and finally passed this 15th day of
September, 2008.
David Ryan, Mayor
Debi A. Wilcox, City Clerk