HomeMy WebLinkAboutOES 13-10
i
46
Cary Report to
Executive Committee
I KERING Report Number: OES 13-10
Date: June 14, 2010
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Tender T-5-2010
- Full Depth Asphalt Removal and. Replacement Glenanna Road and
Hampton Court
- File: A-1440
Recommendations:
1. That Report OES 13-10 of the Director, Operations & Emergency Services
regarding the tender for Full Depth Asphalt Removal and Replacement of
Glenanna Road and Hampton Court be received;
2. That Tender T-5-2010 submitted by Furfari Paving Company Limited at a cost of
$974,208.90 (GST included) and a net cost of $927,818 be accepted;
3. That the total gross project cost of $1,110,708.90 (GST included) including the
tender amount and other associated costs, and the total net project cost of
$1,057,818 be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a) that the sum of $700,000 to be funded from the Federal Gas Tax Grant, as
provided for in the 2010 approved Roads Capital Budget for Glenanna Road be
increased to $765,315;
b) that the sum of $200,000 to be funded from the Public Works Reserve Fund as
provided for in the 2010 approved Roads Capital Budget for Glenanna Road be
increased to $218,661;
c) that the sum of $35,000 to be funded from the Federal Gas Tax Grant, as
provided for in the 2010 approved Roads Capital Budget for Hampton Court be
increased to $73,842;
Report OES 13-10 June 14, 2010
Subject: Tender T-5-2010 47
Full Depth Asphalt Removal and Replacement Glenanna Road
And Hampton Court Page 2
d) the Treasurer is authorized to take any actions necessary in order to effect the
foregoing; and
5. That notwithstanding that the construction of bike lanes within existing rights-of-
way is a pre-approved Schedule A+ project in accordance with the Municipal
Class Environmental Assessment (October 2000, as amended in 2007)
document, and requires only that the public be notified of the project, the Director
of Operations & Emergency Services and appropriate staff undertake public
consultation with affected property owners and user groups on Glenanna Road
regarding the introduction of bike lanes on Glenanna Road and report back to
Council; and
6. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: As part of the 2010 Roads Capital Budget, full depth asphalt
removal and replacement of Glenanna Road and Hampton Court was approved as a
construction project. Tender T-5-2010 was issued on Thursday, May 6, 2010 and
closed on Wednesday, May 19, 2010 with four (4) bidders responding. The low bid
submitted by Furfari Paving Company Limited is recommended for approval. The total
gross project cost is estimated to be $1,110,708.90 and an estimated total net project
cost $1,057,818 (net of GST rebate).
The introduction of bike lanes on Glenanna Road is a Schedule A+ project in
accordance with the Municipal Class EA process. Schedule A+ projects require public
notification, however, staff is recommending that some public consultation take place
with affected property owners and user groups.
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-5-2010 $927,818.00
GST 46.390.90
Sub-Total 974,208.90
GST Rebate (46,390.90)
Total $927,818.00
Wort OES 13-10 June 14, 2010
Subject: Tender T-S- 2010
Full Depth Asphalt Removal and Replacement Glenanna Road
And Hampton Court Page 3
2. Approved Source Of Funds
Roads Capital Budget
Location . Project Code Source of Funds Budget Required
Glenanna Road 5320.1014.6250 Federal Gas Tax Grant 700,000 700,000
Glenanna Road 5320.1014.6250 Public Works Res. Fund 200,000 200,000
Hampton Court 5320.1008.6250 Federal Gas Tax Grant 35,000 35,000
Funds Available 935,000 935,000
Additional .
Funds Required
5320.1014.6250 Federal Gas Tax Grant 65,315
5320.1014.6250 Public Works Res. Fund 18,661
5320.1008.6250 ' Federal Gas Tax Grant 38,842
Total Additional Funds 122,818
Required
Grand Total Funds $1,057,818
Required
3. Estimated Project Costing Summa
T-5-2010 - Tender for Full Depth Asphalt Removal and
Replacement Glenanna Road and Hampton Court $927,818
GST 46,391
Total Gross Tender Cost 974,209
Associated Costs
Materials Testing 15,000
Miscellaneous Costs 15,000
Construction Contingency 100,000
Sub Total - Associated Costs $130,000
GST - Associated Costs 6,500
Total Gross Associated Costs $136,500
Total Gross Project Cost $1,110,709
GST Rebate (52,891)
Total Net Project Costs $1,057,818
Report OES 13-10 June 14, 2010
49
Subject: Tender T-5- 2010
Full Depth Asphalt Removal and Replacement Glenanna Road
And Hampton Court Page 4
Net Project Costs (over) under Approved Funds ($122,818)
Breakdown of costs b project
Costs Glenanna Road Hampton Court Total
T-5-2010 $866,977 $60,841 $927,818
Associated Costs 27,000 3,000 30,000
Contingency 90,000 10,000 100,000
Total 1983,977 $73,841 $1,057,818
The 2010 Capital Budget as approved by Council includes $900,000 for Glenanna Road
and $35,000 for Hampton Court. As a result of extensive field investigations undertaken
by staff, higher quantities of asphalt and concrete sidewalk/curb repairs were measured
than were originally estimated for budget purposes. In the case of Hampton Court, the
entire base asphalt requires replacement. This replacement was not included in the
approved budget for 2010. This ultimately led to higher project costs. Costs including
this tender are now $983,977 for Glenanna Road and $73,841 for Hampton Court
resulting in an additional $122,818 in funding.
With the new Harmonized Sales Tax (HST) coming into effect starting July 1, 2010, the
full depth asphalt removal and replacement of Glenanna Road and Hampton Court will
be affected by the HST. Under the HST, municipalities will be charged 13% on most
goods and services and subject to a rebate of 11.24%, resulting in a net cost of 1.76% to
the City. The above table has presented the taxes based on a 5% GST and the 8% PST
embedded in the cost of the tender. The impact of the HST will be shown in the progress
billing to the City when the invoices are paid. For simplicity, the associated costs:
materials testing and miscellaneous are shown at a rate of 5% to be consistent with the
presentation on the above table. These associated costs will also be affected by the
implementation of HST, albeit the impact being minor seeing the estimated costs is
small.
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs. The
Treasurer proposes that the increase in costs in the amount of $122,818 be funded by
the Federal Gas Tax Grant ($65,315) and Public Works Reserve Funds ($18,661) based
on the same funding formula for this project as was provided for in the 2010 Capital
Budget for Glenanna Road. The increase in costs ($38,842) for Hampton Court will be
funded 100% from Federal Gas Tax Grant as was provided for in the 2010 Capital
Budget.
Report OES 13-10 June 14, 2010
50
Subject: Tender T-5-2010
Full Depth Asphalt Removal and Replacement Glenanna Road
And Hampton Court Page 5
Sustainability Implications: This project will allow for improving the roadway
geometrics and vehicular flow in this area at a fraction of the cost of full reconstruction
in the future. The new road works will reduce maintenance costs for the next several
years. The introduction of new bike routes would provide for alternative modes of
transportation.
Background: As part of the Roads Capital 2010 Budget, full depth asphalt
removal and replacement Glenanna Road and Hampton Court was identified as a
construction project. In the Trails & Bikeway Master Plan (1995) Glenanna Road from
Pickering Parkway to Dixie Road was identified as a future bike route. With the road
resurfacing now taking place, it is an ideal time for the City to consult with the public
about the introduction of bike lanes where presently none exist. In order to introduce
bike lanes in an existing right-of-way, the Municipal Class Environmental Assessment
(October 2000, as amended in 2007) must be followed. The project is identified as a
Schedule A+ project which is pre-approved and not subject to a Part II Order (bump-up)
but requires some form of public advertisement or notification prior to implementation.
There are several ways that the public can be advised of the project, such as this.
Report to Council, a 'notice on the City's project list on the website, written notice to
adjacent residents, etc. However, staff are recommending exceeding the minimum
requirements of the Class EA, and conducting community consultation with affected
homeowners fronting Glenanna Road between Dixie Road and Glendale Drive, and the
Glendale Tennis Club.
The reason for the additional consultation is that in order to effectively install bike lanes
(on both sides of the road), a no parking restriction should be in effect. The no parking
by-law would affect properties between Dixie Road and Glendale Drive where on-street
parking is currently allowed. Consultation with affected property owners and user
groups will inform them, and invite comment on both the bike lanes and no-parking by-
law. Upon completion of the consultation, a Report to Council will be prepared for the
July 12, 2010 Council meeting to amend the Traffic By-law to incorporate no-parking
zones.
Tender T-5-2010 was issued on Thursday, May 6, 2010 and closed on Wednesday,
May 19, 2010 with four (4) bidders responding. The low bid by Furfari Paving Company
Limited is recommended by staff. The total gross project cost is estimated to be
$1,110,708.90 for an estimated net cost to the City of $1,057,818 (net of GST rebate).
A reference check for Furfari Paving Company Limited 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 as submitted by Furfari Paving Company
Limited have been reviewed by the Coordinator, Health & Safety and deemed
Report OES 13-10 June 14, 2010
Subject: Tender T-5-2010 51
Full Depth Asphalt Removal and Replacement Glenanna Road
And Hampton Court Page 6
acceptable. The Certificate of Insurance has been reviewed by the Manager, Taxation
and is 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, Engineering Services Division
recommends the acceptance of the low bid submitted by Furfari Paving Company
Limited for Tender T-5 -2010 in the amount of $974,208.90 (GST included) and that the
total net project cost of $1,057,818 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Location Maps
2. Supply & Services Memo Dated May 20, 2010
Prepared By: Approved/Endorsed B
Darrell Selsky Eve Bunt ma
Supervisor Director
Engineering & C pital Works Operations & Emergency Services
V ~ ~ SI
Vera A. gemacherl Gillis Paterson
C.P.P., CPPO, CPPB, C.P.M., CMM III Director
Manager Corporate Services & Treasurer
Supply & Services
Report OES 13-10 June 14, 2010,
Subject: Tender T-S- 2010
Full Depth Asphalt Removal and Replacement Glenanna Road
And Hampton Court Page 7
Caryn Kong Richard W. Holborn, P. Eng.,
Senior Financial Analyst Division Head
Capital and Debt Management Engineering Services
DS:ds
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering Counc'
Tony del, P. ng.
Chief Administrative Officer
Cas 00 AT I ACS IMENT#__/. _ TO REPORT# OF-5 /3-/0
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ENGINEERING SERVICES DIVISION
Attachment for Tender T-5-2010
GLENANNA ROAD AND HAMPTON COURT FULL DEPTH ASPHALT
RESURFACING
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
GLENANNA ROAD - The proposed works to include complete asphalt removal
and new asphalt surfacing installed with concrete curb & gutter and sidewalk
repairs/replacement where required, from Pickering Parkway to Dixie Road.
Phase 1 a: Kingston Road to The Esplanade South
Phase 1 b: The Esplanade South to Pickering Parkway
Phase 2: Liverpool Road to Kingston Road
Phase 3: Dixie Road to Liverpool Road
4 A,TTACdi► ENY4- YOREPORT# 0E /3)D
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ENGINEERING SERVICES DIVISION
Attachment for Tender T-5-2010
GLENANNA ROAD AND HAMPTON COURT FULL DEPTH ASPHALT
RESURFACING
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PROPOSED CONSTRUCTION INCLUDES:
HAMPTON COURT - The proposed works to include complete asphalt removal
and new asphalt surfacing installed with concrete curb & gutter and sidewalk
repairs/replacement where required.
CItq v ATTACHMENT# 2% TOREPORT# OCS I~~IO
of55
PICKERING MEMO
To: Richard Holborn May 20, 2010
Division Head, Municipal Property & Engineering
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
Subject: Tender No. T-5-2010
Full Depth Asphalt Removal and Replacement Glenanna Road and Hampton Court
Closing: Wednesday, May 19, 2010
File: F-5400-01
Tenders have been received for the above project. Four (4) bidders were invited to
participate. An advertisement was placed in the Daily Commercial News and posted on the
City's website.
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,
Copies of the tenders are attached for your review along with the summary of costs.
SUMMARY
PST Included/GST Included
i Bidder Total Tendered Amount After Calculation Check
s
FurFari Paving Co. LTD $974,208.90 $974,208.90
Coco Paving Inc. $1,126,650.00 $1,126,650.00
Serve Construction LTD $1,567,954.50 $1,567,954.50
D. Crupi & Sons Limited $1,029,820.00 $1,029,820.00
Page 1
1 56 ATTACHMENT# ~w TO REPORT#-lL 13-/0
3
Tenders received from the following bidders e-t'ted.
Bidder Reference
Miller Paving Automatic rejection - Bid deposit not sufficient.
Limited Reference: Purchasing By-law No. 5900-01, Procedure No. PUR
010-001, 10.04, Item 7-9(d), I B Item 16,17 & 18; TS Item 1, 2, 3.
Four Seasons Site Automatic rejection - Bid deposit not sufficient.
Development Reference: Purchasing By-law No. 5900-01, Procedure No. PUR
010-001,10.04, Item 7-9(d), I B Item 16, 17 & 18; TS Item 1, 2, 3.
Include the following items in your Report to Council:
(a) without past work experience, if reference information is acceptable;
(b) the appropriate account number(s) to which the equipment is to be charged;
(c) the budget amount(s) assigned thereto;
(d) Treasurer's confirmation of funding;
(e) related departmental approvals;
(f) any reason(s) why the low bid of Furfari Paving Co. LTD is not acceptable; and
(g) 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 &
Services.
e
VAF/ar
Attachments
Tender No. T-5-2010 Page 2
Tender for Full Depth Asphalt Removal and Replacement
Glenanna Road and Hampton Court
File: F-5400-01
57
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