The URL can be used to link to this page

Home My WebLink AboutOES 17-10 Czcq Report to Council PI IKERIN Report Number: OES 17-10 Date: July 12, 2010 7 9 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender T-11-2010 - Full Depth Asphalt Removal and Replacement on William Street and Sixth Concession Road, and Asphalt Overlay on Sideline 4 - File: A-1440 Recommendations: 1. That Report OES 17-10 of the Director, Operations & Emergency Services regarding the tender for Full Depth Asphalt Removal and Replacement on William Street, and Sixth Concession Road and Asphalt Overlay on Sideline 4 be received; 2. That Tender T-11-2010 submitted by Four Seasons Site Development Limited at a cost of $407,408.51 (HST included) and a net cost of $366,883.98 be accepted; 3. That the total gross project cost of $454,304 (HST included) including the tender amount and other associated costs, and the total net project cost of $409,115 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) that the sum of $95,400 to be funded from the Move Ontario Tax Grant, as provided for in the 2010 approved Roads Capital Budget for William Street; b) that the sum of $100,000 to be funded from the Federal Gas Tax Grant as provided for in the 2010 approved Roads Capital Budget for Sixth Concession Road be increased to $175,740; c) that the sum of $100,000 as provided for in the 2010 approved Roads Capital Budget for Sideline 4 to 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; _ i Report OES 17-10 July 12, 2010 Subject: Tender T-11- 2010 ' Full Depth Asphalt Removal and Replacement on William Street, and Sixth Concession Road, and Asphalt Overlay on Sideline 4 Page 2 d) that the balance of $37,975 for Sideline 4 be funded from excess funds raised from debenture issue for Sideline 4 Road Reconstruction - Phase 1 in the amount of $29,620 and Development Charges Reserve Fund in the amount of $8,355; i e) that the annual repayment charges in the amount of approximately $12,950 be'included in the annual Current Budget for the City of Pickering commencing in 2011, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; f) the Director, Corporate Services & Treasurer has updated the City's 2010 Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for debt and financial 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; g) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; 5. That the draft by-law attached to this report be enacted; 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 on William Street and Sixth Concession Road and asphalt overlay on Sideline 4 were approved as construction projects. Tender T-11-2010 was issued on Wednesday, June 9, 2010 and closed on Thursday, June 24, 2010 with six bidders responding. The low bid submitted by Four Seasons Site Development Limited is recommended for approval. The total gross project cost is estimated to be $454,304 (HST included) with an estimated total net project cost of $409,115 (net of HST 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. Report OES 17-10 July 12, 2010 Subject: Tender T-11- 2010 $ 1 Full Depth Asphalt Removal'and Replacement on William Street, and Sixth Concession Road, and Asphalt Overlay on Sideline 4 Page 3 Financial Implications: 1.Tender Amount T-11-2010 $360,538.50 HST (13%) 46,870.01 Sub-Total 407,408.51 HST Rebate (11.24%) (40,524.53) Total $366,883.98 2. Approved Source Of Funds Roads Capital Budget Location Project Code Source of Funds 2010 Required Budget William Street 5320.1007.6250 Move Ontario. Grant $130,000 $95,400 Sixth Concession 5320.1011.6250 Federal Gas Tax. 100,000 100,000 Road Grant Sideline 4 5320.1015.6250 Debt (10 Year) 100,000 100,000 Funds Available 3304000 295,400 Additional Funds Required Sixth Concession 5320.1011.6250 Federal Gas Tax Grant 75,740 Road Sideline 4 Phase 1 5321.0801.6250 Debt & DC Reserve 37,975 Fund Total Additional 113,715 Funds Required Grand Total Funds 0 11 Required ~eort OES 17-10 July 12, 2010 Subject: Tender T-11- 2010 Full Depth Asphalt Removal and Replacement on William Street, and Sixth Concession Road, and Asphalt Overlay on Sideline 4 Page 4 3. Estimated Project Costing Summa T-11-2010 - Tender for Full Depth Asphalt Removal and Replacement on William Street, and Sixth Concession Road and Asphalt Overlay on Sideline 4 $360,539 HST 46,870 Total Gross Tender Cost 407,409 Associated Costs Materials Testing 5,000 Miscellaneous Costs 1,500 Construction Contingency 35,000 Sub Total -Associated Costs 41,500 HST -Associated Costs 5,395 Total Gross Associated Costs 46,895 Total Gross Project Cost 454,304 HST Rebate (11.24%) (45,189) Total Net Project Costs $409,115 Net Project Costs (over) under Approved Funds ($79,115) 4. Breakdown of Costs b Project William Street Sixth Concession Sideline 4 Total Road T-11-2010 $84,072 $154,874 $121,593 $360,539 Contingency 8,161 15,035 11;804 35,000 Other Associated Costs 1,517 2,792 2,192 6,50 0 Total 93,750 172,701 135,589 402,039 HST 1.76% 1,650 3,039 2,386 7,076 Total Costs to City $95,400 $175,740 $137,975 $409,115 With the new Harmonized Sales Tax (HST) coming into effect starting July 1, 2010, 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. Report OES 17-10 July 12, 2010 83 Subject: Tender T-11- 2010 Full Depth Asphalt Removal and Replacement on William Street, and Sixth Concession Road, and Asphalt Overlay on Sideline 4 Page 5 Engineering Services staff have confirmed that the estimate that was provided for 2010 budget submission for the Sixth Concession Road did not accurately reflect the actual cost of the project. The Treasurer proposes that the increase in costs in the amount of $75,740 for the Sixth Concession Road be funded by the Federal Gas Tax Grant. Sideline 4 Road Reconstruction - Phase 1 and 2 were budgeted for in both 2008 and 2009 to be financed from Development Charges Reserve Fund (22%) and 1.0-year debentures issues (78%). The Sideline 4 Road Reconstruction is substantially completed with excess funds raised from a previous debenture issued. The excess funds raised from Sideline 4 Road Reconstruction will be directed towards the over- expenditures in the amount of $37,975 under the current Asphalt Overlay on Sideline 4 project as follows: $29,620 excess funds raised from previous debentures issue and $8,355 Development Charges Reserve Fund. 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 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. Background: As part of the Roads Capital 2010 Budget, full depth asphalt removal and replacement on William Street and Sixth Concession Road and asphalt overlay on Sideline 4 were identified as construction projects. Tender T-11-20,10 was issued on Wednesday, June 9, 2010 and closed on Thursday, June 24, 2010 with six bidders responding. The low bid by Four Seasons Site Development Limited is recommended by staff. The total gross project cost is estimated to be $454,304 for an estimated net cost to the City of $409,115 (net of HST rebate). A reference check for Four Seasons Site Development 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 four Seasons Site Development Limited have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Taxation and is deemed acceptable. In conjunction with staff's review of the contractor's previous work experience, check of references submitted and the bonding available on this project,.the tender is deemed acceptable. Report OES 17-10 July 12, 2010 Subject: Tender T-11- 2010 Full Depth Asphalt Removal and Replacement on William Street, and Sixth Concession Road, and Asphalt Overlay on Sideline 4 Page 6 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 Four Seasons Site Development Limited for Tender T-11-2010 in the amount of $407,408.51 (HST included) and that the total net project cost of $409,115 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 June 25, 2010 3. By-law to authorize the issuance of debentures in the amount of $100,000 for the Asphalt Overlay on Sideline 4 in the City of Pickering Prepared By: Approved/ rs d By: 'rrell Selsky Ever untshad Superv' or Director Engin ring & Capital Works Operations & Emergency Services Vera A. F gemacher, illis Paterson C.P.P., CPPO, CPPB, C.P.M., CMM III Director Manager Corporate Services & Treasurer Supply & Services nil Caryn Kong hard W. H born, P. Eng. Senior Financial Analyst ivision Head Capital and Debt Management Engineering Services Report OES 17-10 July 12, 2010 Subject: Tender T-11- 2010 8 5 Full Depth Asphalt Removal and Replacement- on William Street, and Sixth Concession Road, and Asphalt Overlay on Sideline 4 Page 7 DS:ds Copy: Chief Administrative Officer Recommended for the consideration of Pickering C' Council 7. lop Tony Prevedel, P. Eng. Chief Administrative Officer l_[tq Oo 14 i AA~ > FTACHMENT# TO REPORT#C5 I-710 ENGINEERING SERVICES DIVISION I -KE 86 Attachment for Tender T-11-2010 Full Depth Asphalt Removal and Replacement on William Street, Sixth Concession Road and Asphalt Overlay on Sideline 4. T TO 0 LANE STREET SUBJECT AREA O W 0 U U o CLAREMONT O m ~ m m w - w m JOSEPH DAVID ST STREET Z Q f z Q ~ Y ~ HENR O W w J X O w z m w ST. C11 w C TRAL o m cn L- ST.m n 5 Location Map - William Street - Project Area #1 Proposed Construction: WILLIAM STREET - The proposed works to include full depth asphalt road removal and new asphalt surfacing. Other work includes spot concrete curb & gutter, and sidewalk repairs/replacement where required. HIGHWAY } W W J 7 F- (n W 3 ~ SIXTH CONCESSION ROAD mz SUBJECT z ~Q AREA GREENWOOD GREENRIDGE W DRIVE O O O Location Map - Sixth Concession Road - Project Area #2 ATTACH MENT# #-LTO REPORT #-.!Q 87 Proposed Construction: SIXTH CONCESSION ROAD - The proposed works to include full depth asphalt road removal and new asphalt surfacing, with gravel shouldering and driveway work as required. There are 5 existing asphalt speed humps to be removed and replaced. i GH AY 7 7 7 I NSAL W h U O ~ W tt o O} O W O tt v U ~p Pe LL V SUBJECT , w AREA Z O h W (n Val Ut Q ' T a IFTH CONC -SIO A TOWN OF AJAX Location Map - Sideline 4 - Project Area #3 Proposed Construction: SIDELINE 4 - The proposed works'to include top lift of road asphalt, gravel shouldering and pavement markings. 8 8 ATTACHMENT # TO REPORT # c-p 1-7-)0 PICKERING Memo To: Darrell Selsky June 25, 2010 Supervisor, Engineering & Capital Works From: Vera A. Felgemacher Manager, Supply & Services Subject: Tender No. T-11-2010 Full Depth Asphalt Removal and Replacement on William Street, Sixth Concession Road and Asphalt Overlay on Sideline 4 Closing Date: June 24th, 2010 Tenders have been received for the above project. An advertisement was placed in the Daily Commercial News and on the City's website inviting companies to download the tendering documents and drawings for the above mentioned tender. One (1) addendum was issued on 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). Three (3) bids have been retained for review at this time. SUMMARY Harmonized Sales Tax included Bidder Total. Tendered Amount After Calculation Check Four Seasons $ 407,408.51 $ 407,408.51 D. Crupi & Sons $ 435,878.06. $ 435,878.06 Furfari Paving $ 438,981.84 $ 438,982.40 Miller Paving LTD $ 462,988.64 $ 462,988.64 Ashland Paving $ 517,000.00 $ 517,000.00 Coco Paving $ 557,869.95 $557,869.95 Al"TACHMENT# 2- TO REPORT#_C2FG 1-7 89 I Pursuant to Information to Bidders Item 20, the following will be requested. of the selected bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. (a) A copy of the Health and Safety Policy to be used on this project; (b) 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); (c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (d) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used on this project. (e) A list of employees trained in the confined space entry procedure who will be working on this project, (f) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (g) list of Sub-Contractors in accordance with General Conditions Item 33 and page 62; (h) Such further information, as the City may request in writing. Include the following items in your Report to Council (a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (e) - Insurance - is acceptable to the Manager, Taxation; (c) any past work experience with the low bidder including work location; (d) without past work experience, if reference information is acceptable; .(e) the appropriate account number(s) to which this work is to be charged; (f) the budget amount(s) assigned thereto; (g) Treasurer's confirmation of funding; (h) related departmental approvals; (i) any reason(s) why the low bid is not acceptable; and Q) 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 ad ised of the outcome in due course. If y' u require further information, please feel free to contact me or a member of Supply & Se ices. VAF/ar Attachme is June 23d, 2010, Tender No. T-11-2010 Page 2 ATTACH M`1ENT # _,~LTO REPORT #DI-S 1-7-10 90 The Corporation of the City Of Pickering By-law No. Being a by-law to authorize the issuance of debentures in the amount of $100,000 for the Asphalt Overlay on Sideline 4 in the City of Pickering 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, Whereas 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 Asphalt Overlay on Sideline 4 project; and, Whereas before authorizing the construction to proceed in respect of the Asphalt Overlay on Sideline 4 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 17-10 on the date hereof and awarded Tender T-11-2010 for the Asphalt Overlay on Sideline 4 project. Now therefore the council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Asphalt Overlay on Sideline 4"; By-law No. ATTACHMENT # 3 TO REPORT#QEC;;) 1-7-) 0 Page 2 91 2. That the estimated costs of the project in the amount of $137,975 be financed as follows: a) The sum of $100,000 be financed by the issue of debentures by the Regional Municipality of Durham over a period not exceeding ten (10) years; b) The balance sum of $37,975 be funded from excess funds raised from Sideline 4 Road Reconstruction -Phase 1 debenture issue in the amount of $29,620 and Development Charges Reserve Fund in the amount of $8,355; 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 2011 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed this 12th day of July, 2010. David Ryan, Mayor Debbie Shields, City Clerk