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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 of z 53 ENGINEERING SERVICES DIVISION Attachment for Tender T-5-2010 GLENANNA ROAD AND HAMPTON COURT FULL DEPTH ASPHALT RESURFACING W > RFSp O Z D p e/VT \ Q U1 W J W K O ONTEAGL COURT N W . > d j J aFOA/,p \\\J/// U CIRCLE ¢ ~Z W d 4 3 0 C' j D Z CRFSC O > 7 AVER COURT U > SQUARE Q d J D FNT O 00 Q CRESCENT BOULEVARD N QC azSQUARE m IDGEw00 CANBOROUGH Q ROSEFIELD FNgNN 0 O 0 E. MALDEN W G~ ROAD GABLEHURST q > KI EY J Q W > O W O 0 06 p CRESCEN (r J W z U q w LL Z~ UI = U Q W ROAD 06 U 1:') L 0 YOQ A OO CRES. O Z U ~0~( O~JA O W BRANDS ON O O d F.p p z J D m F m 00F ¢ D m 0R/V 0V 0 COURT W p x z_ 7 W i F J 0 00 p z W O = BONITA p O p p, ROAD SE 2 VENUE = GLENp,NN .J O H PHAE E3 > > O UBJEC Zi J H UoQQI W W ROWNTRE O W h W W w I- J ARE W Q .W W O O J Z 0 In I Ir O Z _w z ¢ >>W a g u~ Ir M In W > G5 U 3 N J 3 7 U _j QC~ O CRES. p p M O RATHMOR J t< PHASE 1H y 1 CULROSS Pa~O T Z ; D q w or r W FNUF CRES. L Z VECODURT ~\~0t A Q (z) J m 3 D Z H '5' 2 D a W. z z> N MEADOW 5 V) W o z PHASEtbo Q .m > ¢ RIDGE J z GOLDEN Q W 5 W j U > ; < g RIDGE A X w• W D GLEN 3 9 EDEN Efk%'4G D 4' Q CRIES COUR PICK QO 4 RUSHT V10 A CLOUDBERRY 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 "o of 2- ENGINEERING SERVICES DIVISION Attachment for Tender T-5-2010 GLENANNA ROAD AND HAMPTON COURT FULL DEPTH ASPHALT RESURFACING 2 W f OUR LADY (n D OF THE BAY TE O J z SCHOOL J M Z SUBJECT = SANOK 0 AREA Q Q VICKI F T BEACH BEACH CCO HAMPTON SHOOL W COURT OKLAHOMA U Z~ Q ABINGDON W F > Q O COURT W - J U TONEBRIDGE m 2 ROAD LOCATION MAP 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 O U Q N n. O Q cu c e t~ . 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