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Home My WebLink AboutOES 47-09 l Call oo REPORT TO COUNCIL r Avg I CKERIN Report Number: OES 47-09 276 Date: September 21, 2009 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender T-19-2009 - Toy Avenue Road Reconstruction and Toy Avenue Bayly Street - Intersection Improvements - File: A-1440 Recommendations: 1. That Report OES 47 09 regarding the Toy Avenue Road Reconstruction and Storm Sewer Works, Region Road, Watermain and Traffic Signal Underground Construction be received; 2. That Tender T-19-2009 submitted by Ron Robinson Limited for the Toy Avenue Road Reconstruction and Storm Sewer Works, Region Road, Watermain and Traffic Signal Underground Construction at a cost of $1,507,841.88 (GST included) and a net cost of $1,436,039.88 be accepted; 3. That the total gross project cost of $1,683,528 (GST included) including the tender amount, the Region of Durham's portion and other associated costs and the total net project cost of $1,603,360 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) that the sum of $700,000 be funded by the Building Canada Fund Communities Component (BCF - CC) - Intake 2 Grant with breakdown as follows; i) $350,000 from the Federal Government ii) $350,000 from the Provincial Government b) that the sum of $175,000 be funded from the Federal Gas Tax Reserve Fund; c) that the sum of $175,000 be funded from the Move Ontario Reserve; d) that the sum of $508,770 be funded by the Regional Municipality of Durham; Report OES 47-09 September 21, 2009 Subject: Tender T-19-2009 277 Toy Avenue Road Reconstruction and Toy Avenue Bayly Street Intersection Improvements Page 2 e) that the additional sum of $44,590 be funded equally from the Federal Gas Tax Reserve Fund ($22,295) and Move Ontario Reserve ($22,295); f) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto.. Executive Summary: As part of the 2009 Roads Capital Budget, Toy Avenue, Road Reconstruction and Storm Sewer Works was approved as a construction project. Tender T-19-2009 was issued on Friday, August 21, 2009 and closed on Wednesday, September 9, 2009 with three (3) bidders responding. This project also includes Region Road, Watermain and Traffic Signal Underground Construction. The total gross project cost is estimated to be $1,683,528 and an estimated total net project cost $1,603,360 (net of GST rebate). The portion related to the Region to be recovered from the Region of Durham in the amount of $508,770 reduces the City's share to $1,094,590 (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-19-2009 $1,436,039.88 GST 71,802.00 Sub-Total 1,507,841.88 GST Rebate (71,802.00) Total $1,436,039.88 2. APPROVED SOURCE OF FUNDS Roads Capital Budget Location Project Code Source of Funds Budge t Required Toy Ave. 5320.0910.1610 Federal Grants 350,000 350,000 Toy Ave. 5320.0910.1623 Prov. Grants 350,000 350,000 Toy Ave. 5320.0910.7505 Fed. Gas Tax 175,000 175,000 5320.0910.7043 Move Ont Reserve 175,000 175,000 FUNDS AVAILABLE 1,050,000 1,050,000 Report OES 47-09 September 21, 2009 Subject: Tender T-19-2009 2/8 8 Toy Avenue Road Reconstruction and Toy Avenue Bayly Street Intersection Improvements Page 3 3. ESTIMATED PROJECT COSTING SUMMARY T-19-2009- Tender for Toy Avenue Reconstruction and Storm Sewer Works, Region Road, Watermain & Traffic Signal Underground Constructions City of Pickering Portion 5320.0910.6250 Section 1, City Excavation, Removals, Storm Sewer and Road Building $850,253 Section 2, Storm Water Treatment Unit 77,017 Sub Total City of Pickering Portion $927,270 Region of Durham Portion 3290.0001.0000 Section 3, Road, Watermain and Traffic Signals 508,770 Total T-19-2009R $1,436,040 GST 71,802 Total Gross Tender Cost 1,507,842 Associated Costs Materials Testing 25,000 Utility Relocations 20,000 Consultant Fees 21,700 Miscellaneous Costs 5,620 Construction Contingency 95,000 Sub Total - Associated Costs $167,320 GST - Associated Costs 8,366 Total Gross Associated Costs $175,686 Total Gross Project Cost $1,683,528 GST Rebate (80,168) Total Net Project Costs $1,603,360 Less Region of Durham Portion 508,770 Total Net City Portion Costs 1,094,590 Net Project Costs (over) under Approved Funds (44,590) Report OES 47-09 September 21, 2009 Subject: Tender T-19-2009 279 Toy Avenue Road Reconstruction and Toy Avenue Bayly Street Intersection Improvements Page 4 The increase in costs in the amount of $44,590 will be absorbed by the City as it is the City's share of the costs that have increased. As the contribution from the BCF-CC Intake 2 Grant is fixed, the additional costs will be funded equally. by the Federal Gas Tax Reserve Fund ($22,29) and Move Ontario Reserve ($22,295) based on the same funding formula on City's share for this.project as was provided for in the 2009 Capital Budget. 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 project will allow for the urbanization of the roadway improving the geometrics and vehicular flow in this area. It will also provide for the necessary platform width required to construct concrete sidewalks for the safe and efficient passage for pedestrians in the area. The new road works will reduce maintenance costs for the next several years. Background: In April of this year Municipal Property & Engineering applied to Intake Two of BCF-CC in which municipalities submitted 420 project applications and 183 projects were approved. The City's application was successful in obtaining $700,000 of funding towards this project. This additional funding will allow the project to move forward without having to resort to debt financing. As part of the Roads Capital 2009 Budget, Toy Avenue, Road Reconstruction and Storm Sewer Works was identified as a construction project. Tender T-19-2009 was issued on Friday, August 21, 2009 and closed on Wednesday, September 9, 2009 with three (3) bidders responding. The total gross project cost is estimated to be $1,683,528 for an estimated net cost to the City of $1,094,590 (net of GST rebate). Ron Robinson Limited has previously worked for the City on Tender T-04-2000, The Realignment of Pickering Parkway, a reference check has been completed and is deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, Confined Space Awareness Training and list of employees trained, current WSIB Council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued by Workplace Safety & Insurance Board and Certificate of Insurance as submitted by Ron Robinson Limited have been reviewed by the (Acting) Coordinator, Health & Safety and deemed acceptable. In conjunction with staffs review of the contractor's previous work experience check of references submitted 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 Division recommends the acceptance of the low bid submitted by Ron Robinson Report OES 47-09 September 21, 2009 Subject: Tender T-19-2009 2 8 0Toy Avenue Road Reconstruction and Toy Avenue.Bayly Street Intersection Improvements Page 5 Limited for Tender T-19 -2009 in the amount of $1,507,841.88 (GST included) and that the total net project cost of $1,603,360 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 10, 2009 Prepared By: Approved / Endorsed By: I ~ Darrell B. Selsky, Everett Buntsma Supe isor, Engineering & 4/pital Works Director, Operations & Emergency Services Vera A. F O emacher Gillis A. Paterson C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer Manager, Supply & Services 0 Ri and W. H orn, P. Eng. Division Head Municipal Property & Engineering DS:nw Attachments ' Report OES 47-09 September 21, 2009 Subject: Tender T-19-2009 281 Toy Avenue Road Reconstruction and Toy Avenue Bayly Street Intersection Improvements Page 6 Copy: Chief Administrative Officer (Acting) Chief Administrative Officer Recommended for the consideration of Pickerin City Council Thomas J. uinn DMR., MM III Chief Administrative Officer I i i L ATTACHMENT# 1 TO REPORT# QE5 -pig. 282 MUNICIPAL PROPERTY & ENGINEERING Attachment for Tender T-19-2009 TOY AVENUE AND TOY-BAYLY INTERSECTION 40~ N`GNW A 0 o Q 0 oP~ 0 a a Q Z 3 w ~1 a ~ m PLUMMER QUARTZ SUBJECT m STREET Y AREA STREET U } 7, Y 0 ° m BAYLY STREET LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: City of Pickering Portion Complete Urbanization of Toy Avenue which includes; • Installation of shallow storm sewer system for road and boulevard drainage only, complete with an Oil-Grit Separator • Installation of a new and wider road, complete with concrete curb and gutter, new granular base (heavy duty) and base asphalt • Installation of concrete sidewalk (west side) Region of Durham Portion Proposed Intersection Reconstruction (at Bayly Street and Toy Avenue); • Installation of a wider road intersection, complete with concrete curb and gutter, new granular base (heavy duty) and base asphalt • Reconstruction of the raised centre medians Installation of storm sewer basins for road drainage • Installation of additional water services Proposed Installation of traffic signal related bases, conduit, and other related infrastructure Page 1 of 2 ATTACHMENT#pl_;_ TOREPORT# CStS ~7-0/ L*tq 00 of 2 e 283 Proposed installation of a traffic control signal (following reconstruction - under separate contract) • Road line painting and intersection. marking Replacement and extension of Regional Infrastructure (on Toy Avenue) which includes; • Replacement of the existing 200mm watermain (on the east side of the road) with a new 300mm watermain including hydrants and domestic services to property line Complete boulevard restoration to all areas affected by construction (fine grading and sodding where required) i Page 2 of 2 ATTACHMENT #Z-.- TOREPORT# bCs of ICI . I I PICKERING M E MO 284 To: Richard Holborn September 10, 2009 Division Head, Municipal Property & Engineering From: Vera A. Felgemacher Manager, Supply & Services Subject: Tender No. T-19-2009 Tender for Tender for Toy Avenue Reconstruction and Toy Avenue - Bayly Street Intersection Improvements Closing Date: September 9, 2009, before 2:00pm (local time) Tenders have been received for the above project. Thirteen (13) companies were invited to participate. An advertisement was placed in the Daily Commercial News and on the City's Website. Eight (8) bidders picked up tendering packages. A mandatory site visit was held on Tuesday, August 11, 2009 and ten (ten) bidders attended of which three (3) bidders 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. All deposits other than the low three.bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). The three (3) sole. bids have been retained for review at this time - copies attached. SUMMARY PST & GST included Bidder Total Tendered Amount $ After Calculation Check $ RON ROBINSON LIMITED 1,507,838.33 1,507,841.88 MIWEL CONSTRUCTION LTD 1,675,949.17 1,675,949.17 ELIRPA CONSTRUCTION & 1,759,630.09 1,759,630.09 MATERIALS LTD BRY RON CONTRACTING UNABLE TO BID I ATTALHME~lT#? TOREPORT# G 4?- a` o{ Pursuant to Information to Bidders Item 20, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. 285 a) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures 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; inclusive of the roles and responsibilities of all persons involved in the project, or sign off on the City of Pickering's Heath'and Safety Regulations; d) a copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary. Report 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) a certificate of insurance completed by the bidder's agent, broker or insurer (City form is attached); , In addition, a. request to acknowledge by signature the City's Accessibility Regulations for Contracted Services and Accessibility Training Policy (if available) and to provide their Waste Management Plan for evaluation. Include the following items in your Report to Council: (a) if items (a) through (f) noted above, are acceptable to the Co-ordinator, Health & Safety (b) any past work experience Ron Robinson 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 Ron Robinson 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~you require further information, please feel free to contact me or a member of Supply & S rvices. F, Attachments September 10, 2009 Tender No. T-19-2009 Page 2 Tender for Toy Avenue Reconstruction and Toy Avenue - Bayly Street Intersection Improvements