HomeMy WebLinkAboutCS 05-11
Report To
Executive Committee
PI CKERING Report Number: CS 05 -11
33 Date: January 10, 2011
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: Tender / Contract Approval
- Council's Fall Recess
Recommendation:
1. That Report CS 05-11 of the Director, Corporate Services & Treasurer regarding tender
and contract approvals during Council's Fall recess due to the 2010 Municipal Election
be received;
2. That Council pass a Resolution ratifying the approval of the Tenders and Contracts by
the Chief Administrative Officer contained in this Report during Councils' recess being:
Quotation No. Q-61-2010, Boulevard Improvements - Kingston Road at Walnut Lane;
Quotation No. Q-65-2010, Hot Water Boiler Replacement - Pickering Civic Complex;
Tender No. T-22-2010, Charlotte Circle Road Improvements; Tender No. T-23-2010,
Brockridge Park Pedestrian Bridge and Walkway Replacement, Request for Proposal
No. RFP-9-2010, Whitevale Master Drainage Plan; and, Request for Proposal No.
RFP-13-2010 for Pickering Road Needs Study,
3. That the Director, Corporate Services & Treasurer be authorized to:
a) draw the sum of $8,430 from the Parkland Reserve Fund, in addition to the draws
from the various sources as approved by Council in the Capital Budget for all projects
in this report, for the Brockridge Park Pedestrian Bridge and Walkway Replacement;
b) draw the sum of $14,984 from the Parkland Reserve Fund for the Shadybrook Park
playground project for walkway reconstruction; and
4. That the appropriate City of Pickering officials be authorized to take the necessary action
to give effect thereto.
Executive Summary: Council is required to approve contracts. awarded by the Chief
Administrative Officer (CAO) during recesses of Council. The tender and contract approvals
contained in this report were approved by the Chief Administrative Officer during the Fall
recess of Council which met City Policy and were,within the approved Budget.
Report CS 05-11 Date: January 10, 2011
Subject: Tender/ Contract Approval Page 2
- Council's Fall Recess 34
Financial Implications: The capital projects listed above and described in this report are
being funded from various sources as approved by Council in Capital Budgets.
The total projected costs are below budget in the net amount of $61,370 and the surplus funds
will be returned to the various funding sources for use in future budgets. There are no
additional financial implications associated with these projects or this report.
The Tender for the Brockridge Pedestrian Bridge and Walkway Replacement, while being over
budget by $8,430 was approved under the joint authority of the Chief Administrative Officer
and the Treasurer under the Council approved Financial Control Policy. Since the project was
originally funded from a draw from the Parkland Reserve Fund, the increased funding requires
Council approval. A similar situation existed for the Shadybrook Park playground project.
With the exception of the Brockridge Park project as noted above, all other projects were
awarded to the lowest bidder or in the case of an RFP, the highest scoring, and were within
budget as required by Resolution #80/02 and therefore within staff's authority to approve
during Council's recess. All amounts in this report have been rounded to the nearest dollar.
Sustainability Implications: The boulevard project will allow for new sidewalk construction
along a major arterial route promoting pedestrian transportation and improved access to the
Durham Region Transit bus stop. Replacement of the boiler will reduce energy consumption
and reduce maintenance costs, reducing the City's carbon footprint . Improvements to the
roadway will reduce maintenance costs. Replacing the two pedestrian bridges will encourage
pedestrian traffic. One of the main objectives of the Whitevale Heritage Conservation District is
to investigate and utilize a wide and diverse range of alternatives to keep the rural community
character. The environmental implications that can be realized in the Road Needs Study is
reduced trucking, smoother traffic operations, reduced travel time, reduced emissions and
reclaiming existing materials. Refer to attachments for additional information.
Background: On May 21, 2002 Council passed Resolution #80/02 Item 4 authorizing the
Chief Administrative Officer to act in Council's approving capacity on behalf of Council during
any recess, break or absence of City Council, which states in part:
"2. That, subject to the Council approved Purchasing Policy & Procedures, the Chief
Administrative Officer be authorized to act in Council's approval capacity on behalf
of Council during any recess, break or absence of City Council on the condition that:
(a) such actions are in compliance with the Purchasing Policy & Procedure as
approved under Resolution 136102; and
(b) the costs thereof are within the budget previously approved by Council; and
(c) a report respecting those approvals is subsequently submitted to Council."
Report CS 05-11 Date: January 10, 2011
Subject: Tender / Contract Approval Page 3
35 - Council's Fall Recess
Circumstances were such that two Tenders, two Quotations and two Requests for Proposal
required approval by the Chief Administrative Officer during Council's Fall 2010 recess. It is
recommended that Council receive this Report for information and ratify the approval of
Quotation No. Q-61-2010, Boulevard Improvements - Kingston Road at Walnut Lane,
Quotation No. Q-65-2010, Hot Water Boiler Replacement - Pickering Civic Complex, Tender
No. T-22-2010, Charlotte Circle Road Improvements, Tender No. T-23-2010, Brockridge Park
Pedestrian Bridge and Walkway Replacement, Request for Proposal No. RFP-9-2010,
Whitevale Master Drainage Plan and Request for Proposal No. RFP-13-2010, Roads Need
Study. The Shadybrook Park playground project required the addition of asphalt walkway
reconstruction which put the project over the original quote by $14,984 plus HST, which will be
financed by an increased draw from the Parkland Reserve Fund. Therefore, under authority of
the foregoing, the following was approved by the Chief Administrative Officer during the fall
recess of Council:
Quotation No. Q-61-2010, Boulevard Improvements -Kingston Road at Walnut Lane
The low Quotation No. Q-61-2010 submitted by the Montgomery MacEwen Contracting Ltd. for
Boulevard Improvements - Kingston Road at Walnut Lane in the amount of $122,614.08 (HST
included) be approved.
Financial Implications:
1.
Quotation Amount
Q-61-2010 $108,508
HST (13%) 14,106
Sub Total $122,614
HST Rebate (11.24%) 1( 2,196)
Total Net Purchase Cost $110,417
2.
Approved Source of Funds
Item Account Code Source of Funds Budget Required
5321.0323.6250 DC-City's Share $23,400 $23,400
Reserve
Kingston Road Intersection 5321.0323.6250 Development Charges 19,500 19,500
Improvements Reserve Fund
5320.0712.6250 Move Ontario Reserve 60,000 59,156
$102,900 $102,056
i
Report CS 05-11 Date: January 10, 2011
Subject: Tender / Contract Approval Page 4
Council's Fall Recess 36
3.
Estimated Project, Costing Summa
Q-61-2010 -Quotation , Boulevard Improvements -Kingston
Road at Walnut Lane
City of Pickering Portion
Section 1, City Boulevard Improvements
$77,250
Region of Durham Portion
'Section 2, Concrete Curb and Gutter and Catchbasin 31,258
Installation
Total $108,508
Associated Costs
Materials Testing 2,500
Construction Contingency 20,000
Sub Total - Associated Costs $131,008
HST (13%) 17,031
Total Gross Project Cost $148,039
HST Rebate (11.24°/x) (14,725)
Total Net Project Costs $133,314
Less Region of Durham Portion 3( 1,258)
Total Net City Portion Costs $102,056
Net Project Cost (over) under approved funds $844
Report CS 05-11 Date: January 10, 2011
Subject: Tender / Contract Approval Page 5
3 7 - Council's Fall Recess
Quotation No. Q-65-2010 Hot Water Boiler Replacement - Pickering Civic Complex
The low Quotation submitted by ACE Services/Tasis Contractors at a cost of $101,474 (HST
included) be approved.
Financial Implications:
1.
Quotation Amount
Quotation No. Q-65-2010 $89,800
HST (13%) 11,674
Sub-Total $101,474
HST Rebate (11.24%)' 1( 0,094)
Total $91,380
2.
A roved Source of Funds
Civic Complex, OE&S Department Capital Budget
Location Project Code Source of Funds Budget Required
Replacement
of Old
Backup Boiler 5700.1001.6178 Federal Gas Tax $102,000 $101,474
FUNDS AVAILABLE $101,474
3.
Estimated Project Costing Summa
Quotation No. Q-65-2010 $89,800
HST (13%) 11,674
Total Gross Project Cost $101,474
HST Rebate (11.24%) (10,094)
Total Net Project Cost $91,380
Net Project Cost under (over) approved funds $10,620
Report CS 05-11 Date: January 10, 2011
Subject: Tender / Contract Approval Page 6,
- Council's Fall Recess 38
Tender No. T-22-2010 Charlotte Circle Road Improvements
The low Tender No. T-22-2010 submitted by C.Valley Paving Limited for Charlotte Circle road
improvements in the amount of $141,405.38 (HST included) be approved.
Financial Implications:
1.
Tender Amount
T-22-2010 $125,138
HST (13%) . 16,268
Sub Total $141,406
HST Rebate (11.24%) (14,065)
Total Net Tender Amount $127,341
2.
A roved Source of Funds
Item Account Code Source of Funds Budget Required
Charlotte Circle Road 5320.1017.6250 Provincial Grants $225,000 $156,851
Improvements Transportation
Initiatives
3.
Estimated Project Costing Summa
T-22-2010 -Tender for Charlotte Circle Road Improvements $125,138
Associated Costs
Miscellaneous 4,000
Materials Testing 5,000
Construction Contingency 20,000
Sub Total $154,138
HST (13%) 20,038
Total Gross Project Cost $174,176
HST Rebate (11.24%) 1( 7,325)
Total Net Project Cost $156,851
Net Project Cost (over) under approved funds $68,149
Report CS 05-11 Date: January 10, 2011
Subject: Tender / Contract Approval Page 7
39 - Council's Fall Recess
Tender No. T-23-2010 Brockridge Park Pedestrian Bridge and Walkway Replacement
The low Tender No. T-23-2010 submitted by Cedar Springs Landscape Group Ltd. in the
amount of $105,773.77 (including HST) be approved.
Financial Implications:
1.
Approved Source of Funds
2010 Parks Capital Budget
Item Account Code Source of Funds Budget Required
Brockridge Park - 5780.1019.6129 RF Parkland $100,000 $100,000
upgrade play area and
replace pedestrian bridge
Additional Funds Required
5780.1019.6129 RF - Parkland 8430
Total Funds $100,000 $108,430
2.
Tender Amount
Tendered Amount $93,605
HST (13%) 12,169
Subtotal $105,774
HST-Rebate (11.24%) 1( 0,521)
Total $95,253
Report CS 05-11 Date: January 10, 2011
Subject: Tender / Contract Approval Page 8
- Council's Fall Recess 40
3.
Estimated Project Costing Summary
T-23-2010 - Brockridge Park Pedestrian Bridge and Walkway $93,605
Replacement
Associated Costs
Consulting Fees 4,750
Miscellaneous (Permit and Advertisement Fees) 3,200
Contingency 5,000
Total Costs $106,555
MST (13%) 13,852
Total Gross Cost $120,407
HST Rebate (11.24%) (11,977)
Total Net Cost $108,430
Net Project Cost under (over) approved funds ($8,430)
Request for Proposal for Whitevale Master Drainage Plan, No. RFP-9-2010
The proposal No. RFP-9-2010 submitted by AECOM Canada Ltd. in the amount of $84,706
(including HST) plus,a contingency in the amount of $3,955 (including HST) for a total amount
of $88,661 (including HST) be approved.
Financial Implications:
1.
Approved Source of Funds
Item Account Code Source of Funds Budget Required
Whitevale Master 2290.2392.0000 2010 Current $80,000 $791842
Drainage Plan Budget
Total $80,000 $79,842
i
Report CS 05-11 Date: January 10, 2011
Subject: Tender / Contract Approval Page 9
41 - Council's Fall Recess
2.
Estimated Project Costing Summa
RFP-9-2010 $74,961
Contingency 3,500
Net $78,461
HST (13%) 10,200
Total Gross Cost $88,661
HST Rebate (11.24%) (8,819)
Total Net Project Cost $79.,842
Net Project Cost under (over) approved funds $158
Request for Proposal for Pickering Road Needs Study, RFP-13-2010
The proposal No. RFP-13-2010 submitted by Burnside & Associates-in the. amount of
$69,587.66 (including disbursements and HST) be approved,
Financial Implications:
1 Approved Source of Funds
Item Account Code Source of Funds Budget Required
Pickering Road 2320.2392.0000 2010 Current $75,000 $74,877
Needs Study Budget
Total $75,000 $74,877
2. Estimated Project Costing
RFP-13-2010 $61•,582
Contingency 12,000
Net $73,582
HST (13%) 9,566
Total Gross Cost $83,148
HST Rebate (11.24%) (8,271)
Total Net Project Cost $74,877
Net Project Cost under (over) approved funds $123
Report CS 05-11 Date: January 10, 2011
Subject: Tender / Contract Approval Page 10
- Council's Fall Recess 42
Attachments:
1. Operations & Emergency Services Memorandum, October 6, 2010
2. Operations & Emergency Services Memorandum, October 14, 2010
3. Operations & Emergency Services Memorandum, October 15, 2010
4. Operations & Emergency Services Memorandum, November 5, 2010
5. Operations & Emergency Services Memorandum, November 17, 2010
6. Operations & Emergency Services Memorandum, November 30, 2010
7. Operations & Emergency Services Memorandum, October 6, 2010,
8. Resolution #80/02, Item #4
9. Resolution #85/00, Item #1
Prepared By: Approved / Endorsed By:
I
' I
Vera A. Felgemac r Gillis A. Paterson, C.M.A.
CSCMP, CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer
Manager, Supply & Services
GAP-vaf
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering Ci Council
,0,zolo
Tony Preved61, P.Eng.
Chief Administrative Officer
i
,
ATTACHMENT
4 3 CITY OF P€CKE,-R i* -
Ciaj o¢~ CAO
O CT 14 2010 RECEIVED r ~x
I;I r:
PICKERING° ~ A" s`Rv""" FO LOW UP. EMO
COPY FWD
MAYOR COUNCIL
To: Tony Prevedel COUNCIL PX, t CAOMGMTCOM ctober 6, 2010
Chief Administrative Officer
ECTOR$ CORP SERV.
From: Everett Buntsma OES OFFICE SUST
Director, Operations & Emergency Se ^ ' C&R PLAN & DEV
NG SERV LEGAL & LS
Copy: Director, Corporate Services & Treas FIRE CLERK
Division Head, Engineering Services OPER &,FAC HUMAN.RES
Manager, Supply & Services,
Supervisor, Engineering & Capital Works Iar
Subject: Quotation No.Q-61-2010 -
Quotation for Boulevard Improvements - Kingston Road at Waingt,Lan
File: A-1440
Quotations have been received for Boulevard Improvements - Kingston Road at Walnut Lane by
the closing date September 28, 2010. Ten companies were invited to participate and five
companies submitted quotations. The lowest bid submitted was from Montgomery MacEwen
Contracting Ltd. in the total amount of $122,614.08 (HST included).
Recommendation:
1. That Quotation No. Q-61-2010 submitted by the Montgomery MacEwen Contracting Ltd. for
Boulevard Improvements - Kingston Road at Walnut Lane including storm sewer works,
boulevard improvements and Regional Road works at a cost of $122,614.08 (HST
included) be accepted;
2. That the total gross project cost of $148,039 (HST included) including the quotation
amount, the Region of Durham's portion and other associated costs and net project cost of
$133,314 (net of HST rebate) be approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project as
follows:
a) that the sum of $23,400 be funded from the DC-City's Share Reserve as approved in
2003 External Subdivision Works Budget;
b) that the sum of $19,500 be funded from the Development Charges Reserve Fund as
approved in 2003 External Subdivision Works Budget;
c) that the sum of $59,156 be funded from the Move Ontario Reserve as approved in the
2007 Roads Capital Budget; 44
d) that the sum of $31,258 be funded by the Regional Municipality of Durham;
e) the Treasurer is authorized to take any actions necessary in order to effect the
foregoing; and;
4. That the appropriate City of Pickering officials be authorized to take necessary action to
give effect hereto.
Executive Summary:
As part of the 2003 External Subdivision Works Budget and the 2007 Roads Capital Budget
Boulevard, improvements.for Kingston Road at Walnut Lane was approved as a construction
project. Quotation No. Q-61-2010 was issued on Wednesday, September. 15, 2010 and closed on
Tuesday, September 28,2010 with five (5) bidders responding. The project also includes Region
of Durham roadwork. The total gross project cost is estimated to be $148,039and the total net
project cost is estimated to be $133,314 (net of HST). The portion related to the Regional Road
works to be recovered from the Region of*Durham in the amount of $31,258 reduces the City's
share to $102,056 (net of HST). In accordance with Purchasing Policy Item 04.07 (revised 2007)
a formal quotation award exceeding $81,000 is subject to Council approval. The Chief
Administrative Officer has the authority to approve this quotation during the recess of Council.
1. Quotation Amount
Q-61-2010 $108,508.03
HST (13%) 14,106.05
Sub Total 122,614.08
HST Rebate (11.24%) (12,196.30)
Total Net Purchase Cost $110,417.78
2. Approved Source Of Funds
Item Account Code Source of Funds Budget Required
5321.03216250 DC-City's Share 23,400 23,400
. Reserve
Kingston Road Intersection 5321.0323.6250 Development Charges $19,500 $19,500
Improvements Reserve Fund
5320.0712.6250 Move Ontario Reserve $60,000 59,156
102,900 102,056
Q-61-2010 - Quotation for Boulevard
Improvements - Kingston Road at Walnut Lane
October 6, 2010 Page 2
45
Estimated Project Costing Summary
Q-61-2010 -Quotation , Boulevard Improvements - Kingston
Road at Walnut Lane,
City of Pickering Portion
Section 1, City Boulevard Improvements
$77,250
Region of Durham Portion
Section.2, Concrete Curb and Gutter and Catchbasin 31,258
Installation
Total Q-61-2010 $108,508
Associated Costs
Materials Testing 2,500
Construction Contingency 20,000
Sub Total - Associated Costs $13.1,008
HST 17,031
Total Gross Project Cost $148,039
HST Rebate (14,725)
Total Net Project Costs $133,314
.
Less Region of Durham Portion (31,258)
Total Net City Portion Costs 102,056
Net Project Costs (over) under Approved Funds $844
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the
financing of the expenditures, contained in this report and concurs. The financing approvals
provided by Council in 2003 and 2007 Budgets are still valid.
Q-61-2010 - Quotation for Boulevard
Improvements - Kingston Road at Walnut Lane
October 6, 2010 Page 3
46-
Sustainability Implications:
This project will allow for new sidewalk construction along a major arterial route promoting
pedestrian transportation, and improved access to the Durham Region Transit bus stop.
Background:
As part of the 2003 Development Charges Budget, Boulevard Improvements for Kingston Road at
Walnut Lane was approved as a construction project. Originally these works were to be
incorporated with road works to be undertaken by the Region of Durham at this location. The
Region project did not proceed at that time. In 2006 a quotation was called by the City to
undertake the boulevard improvements, however, the low bid received exceeded the budget. In
2007 additional.funds were approved in the Roads Capital budget and the City was ready to
proceed, but was put on hold due to Home Depot Development. Now that all other works in the
vicinity of the intersection have been completed, the project can now proceed.
Quotation Q-61-2010 was issued on Wednesday, September 15, 2010 and closed on Tuesday,
September 28, 2010 with five (5) bidders responding. The project also includes Region of
Durham roadwork. The total gross project cost is estimated to be $148,039 and an estimated total
net project cost is estimated to be $133,314 (net of HST). The portion related to the Regional
Road works to be recovered from the Region of Durham in the amount of $31,258 reduces the
City's share to $102,056 (net of HST). In accordance with Purchasing Policy Item 04.07 (revised
2007) a formal quotation award exceeding $81,000 is subject to Council approval. The Chief
Administrative Officer has the authority to approve this quotation during the recess of Council.
Montgomery MacEwen Contracting Limited has recently completed work for the City on Tender T-
10-2009 for Sideline 4 Road Reconstruction Phase Two 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
Montgomery MacEwen Contracting 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 and the bonding available on this project, the quotation is deemed acceptable.
Upon careful examination of all quotations and relevant documents received, the Operations &
Emergency Services Department, Engineering Services Division recommends the acceptance of
the low bid submitted by Montgomery MacEwen Contracting Limited for Quotation Q-61-2010 in
the amount $122,614 (HST included) and that the City' portion of the total net project cost of
$102,056 be approved.
This memo has been prepared in conjunction with the Manager, Supply & Services who concurs
with the foregoing.
Q-61-2010 - Quotation for Boulevard
Improvements - Kingston Road at Walnut Lane
October 6, 2010 Page 4
47
Attachments:
1. Supply & Services Memorandum dated September 28, 2010.
2. Location Map
Prepared By: Approved By:
0
D rre Selsky ' Everett B sma
Supervisor, Engineering & Ca al Works Director, Operations & Emergency Services
Vera A. F , gemacher Gillis A. Paterson
Manager, Supply & Services Director, Corporate Services & Treasurer
C.P.P., CPPO, CPPB, C.P.M., CMM III
Caryn Kong Rich rd W. Hol orn, P. Eng.
Senior Financial Analyst Div ion Head, Engineering Services
Capital and Debt Management ~A
DS:ds
WREVEDEL
TONCHIEF ADMINISTRATIVE OFFICE
Q 13,2010
Q-61-2010 - Quotation 'for Boulevard
Improvements - Kingston Road at Walnut Lane
October 6, 2010 Page 5
48
cis o~ RECEIVED
SEP 18 2010
PICKERING CITY OF PICKERING
1 1 1~ 1 V ENGINEERING SERVICES Memo
To: Richard Holborn . September 28, 2010
Department Head, Engineering Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
Subject: Q-61-2010 - Quotation for Boulevard Improvements - Kingston Road at Walnut Lane
File: F-5300-001
Based on a Budget amount of $100,000 provided to Supply & Services, a formal quotation
document was prepared to solicit pricing for this project. Quotations were invited from ten (10)
companies of which five (5) have responded by the official closing date.. Copies of the quotations
are attached for review. Quotations shall be irrevocable for 60 days after the official closing date
and time.
SUMMARY
HST Included
Bidder Total Amount After Calculation Agreement
Check to Bond
Montgomery Mac Ewen $122,614.08 $122,614.08 Yes
Contracting Ltd.
Bry Ron Contracting Ltd. $128_,469.70 $128,117.14 Yes
Royalcrest Paving Ltd. $142,281.69 $142,281.69 Yes
Elirpa Construction & Materials
Ltd $174,708.14 $174,708.14 Yes
.
Coco Paving Inc. No Bid
Montgomery MacEwen Contracting Ltd. has submitted the lowest bid. Please advise as soon as
possible, if the quotation submitted by Montgomery Mac Ewen Contracting Ltd. will be considered
in order that the following documentation as specified in Standard Quotation Terms and
Conditions Item 24 can be received and reviewed during the evaluation phase of the quotation
call:
(a) a copy of the Health and Safety Policy to be used on this project, currently dated and
signed;
49
(b) a copy of the current Cost and Frequency Report issued by Workplace Safety.&
Insurance Board (in lieu of the Cost and Frequency document, a copy of the current
CAD 7, NEER, or MAP reports may be submitted);
(c) a copy of the current Certificate of Clearance issued by Workplace Safety &
Insurance Board;
(d) a certificate of insurance completed by the bidder's agent, broker or insurer (City form
is attached);
(e) Such further information as the City may require, as requested in writing.
In accordance with Purchasing Policy Item 04.05 (revised 2007) an award exceeding $81,000
is subject to.Council approval.
Include a response to 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 the certificate of insurance is acceptable to the Manager, Taxation;
(c) any past work experience Montgomery MacEwen Contracting Ltd. 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;
Treasurer's confirmation of funding;
(g)
(h) related departmental approvals;
(i) any reason(s) why the-low bid of Montgomery MacEwen Contracting Ltd. is not
acceptable; and
Q) related comments specific to the project.
Please do not disclose any information to enquiries. Bidders will be advised of the outcome in
due course. If you require further information, feel free to contact me or a member of Supply &
Services.
If y u require further information, please feel free to contact me or a member of Supply &
Se ces.
VAF/jg
Attachment'.
Quotation NO. Q-61-2010 Page 2
Boulevard Improvements - Kingston Road at
Walnut Lane
009
5 0
PICKE
ENGINEERING SERVICES
Attachment for Q-61-2010
BOULEVARD IMPROVEMENTS- KINGSTON ROAD AT WALNUT LANE
4 ORES 4 W
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LOCATION MAP
.PROPOSED REQUEST FOR PROPOSAL INCLUDES:
City of Pickering Portion:
Boulevard Urbanization at the corner which includes;
• The installation of a shallow storm sewer in the existing ditch line
• The boulevard is to be filled and fine graded
• A concrete pedestrian sidewalk will be installed
• A small stone landscape wall maybe required to pick up the slope as
the sidewalk changes grade
Region of Durham Portion:
• To facilitate the boulevard urbanization, the concrete curb and gutter
will be extended west from Walnut Lane (along Kingston. Road)
• A catch basin will be installed to pick up the stormwater along the
curb line
4 ATTACHMENT #-Q,-TO, REPORT
51
C11 g r° 1
CAO
QQ,
v .
I RECEIVED rr.
PICKERIN . ,..,f FILE EMO
FOLLOW UP
COPY PWU
To: Tony Prevedel MAYOR s rCOUNCIL tober 14, 2010
Chief Administrative Officer COUNCIL PK6,`- •-CAO MGMTCOM
From: Everett Buntsma DIRECTORS ~1 CORP SERV
Director, Operations & Emergency Se ; OES OFFICE SU$T
C&R PLAN DEV
Copy: Director, Corporate Services & Treasu ENG SERV LEGAL & LS
Engineering Services FIRE CLERK
Division Head,
OPER & FAC HUMAN RES
Manager, Supply & Services
Supervisor, Engineering & Capital Wo 777 -5: 77 M - Ell)
CITY F PMK A,1,4Q
Subject: Tender No. T-22-2010 OCT 2 0 2010
Tender for Charlotte Circle Road Improvements
File:.A-1440 UPPLYAN SERIBtC-E-
Tenders have been received for Charlotte. Circle road improvements by the closing date October
6, 2010. Seven companies submitted tenders. An' advertisement Was placed in the Daily
Commercial News and on the City's website. The lowest bid submitted was from C.Valley Paving
Limited in the total amount of $141,405.38 (HST included).
Recommendation:
1. That Tender No. T-22-2010 submitted by C.Valley Paving Limited for Charlotte Circle road
improvements at a cost of $141,405.38 (HST included) be accepted;
2. That the total gross project cost of $174,176 (HST included) including other associated
costs and net project cost of $156,851 (net of HST rebate) be approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project as
follows:
a) that the sum of $156,851 be funded from Provincial Grants - Transportation Initiatives
as approved in the 2010 Roads Capital Budget;
b) the Treasurer is authorized to take any actions necessary in order to effect the
foregoing; and;
4. That the appropriate City of Pickering officials be authorized to take necessary action to
give effect hereto.
Executive Summary: 52
As part of the 2010 Roads Capital Budget Charlotte Circle road improvements was approved as a
construction project. Tender No. T-22-2010 was issued on Monday, September 13, 2010 and
closed on Wednesday, October 6, 2010 with seven (7) bidders responding. The lowest compliant
bid was submitted by C. Valley Paving Limited and is being recommended for acceptance. The
total gross project cost is estimated to be $174,176 and the total net project cost is estimated to
be $156,851 (net of HST rebate). In accordance with Purchasing Policy Item 04.07 (revised 2007)
a formal tender award exceeding $108,000 is subject to Council approval. The Chief
Administrative Officer has the authority to approve this Tender during the recess of Council.
1. Tender Amount
T-22-2010 $125,137.50
HST (13%) 16,267.87
Sub Total 141,405.38
HST Rebate (11.24%) (14,065.46)
Total Net Tender Amount $127,339.92
2. Approved Source Of Funds
Item Account Code Source of Funds Budget Required
Charlotte Circle Road 5320.1017.6250 Provincial Grants $225,00 0 $156,851
Improvements Transportation Initiatives
3. Estimated Project Costing Summary
Estimated Project Costing Summary
T-22-2010 -Tender for Charlotte Circle Road Improvements 125,138
Associated Costs
Miscellaneous 4,000
Materials Testing 5,000
Construction Contingency 20,000
Sub Total $154,138
HST 20,038
Total Gross Project Cost $174,176.
HST Rebate (13%) 1( 7,325)
Total Net Project Cost 11.24%) $156,851
Net Project Costs (over) under Approved Funds $68,149
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the
financing of the expenditures contained in.this report and concurs.
T-22-2010 -Tender for Charlotte Circle Road Improvements
October 14, 2010
Page 2
53
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 improvements to the roadway geometrics and vehicular flow in this area.
The new road works will reduce maintenance costs for the next several years.
Background:
As part of the 2010 Roads. Capital Budget Charlotte Circle road improvements was approved as a
construction project. Tender No. T-22-2010 was issued on Monday, September 13, 2010 and
closed on Wednesday, October 6, 2010 with seven (7) bidders responding. The total gross
project cost is estimated to be $174,176 and the total net project cost is estimated to be $156,851
(net of HST rebate).
C. Valley Paving Limited has recently completed work for the City on Tender T-21-2009 for Luna
Cobrt Reconstruction 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 C. Valley Paving 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 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 C. Valley Paving Limited for Tender T-22-2.010 in the amount
$141,405.38 (HST included) and that the total net project cost of $156,851 be approved.
In accordance with Purchasing Policy Item 04.07 (revised 2007) a formal tender award exceeding
$108,000 is subject to Council approval. The Chief Administrative Officer has the authority to
approve this tender during the recess of Council.
This memo has been prepared in conjunction with the Manager, Supply & Services who concurs
with the foregoing.
Attachments:
1. Supply & Services Memorandum dated October 6, 2010.
2.. Location Map
T-22-2010 -Tender for Charlotte Circle Road Improvements
October 14, 2010
Page 3
54
Prepared By: Approved By:
t ~ I
Darrell Selsky Everett Buntsma
Superviso Engineering apital Works Director, Operations & Emergency Services
Vera elgem cher Gillis A. Paterson
Manager, Supply & Services Director, Corporate Services & Treasurer
C.P.P., CPPO, CPPB, C.P.M., CMM III
Caryn Kong Richard W. (born, P. Eng.
Senior Financial Analyst Diviion He , Engineering Services
Capital & Debt Management
DS:ds
AP7NY~ Q D
T E Y DEL
CHIEF ADMINISTRATIVE OFFICER
T-22-2010 -Tender for Charlotte Circle Road Improvements
October 14, 2010
Page 4.
5 5 left
PICKERIl\TG x'11
To: Richard Holborn October 6, 2010
Division Head, Engineering Services-
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
Subject: Tender No. T-22-2010
Charlotte Circle Road Improvements
Closing: Wednesday, October 6, 2010
File: F-5400-01
Tenders have been received for the above project. Fifteen (15) 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.
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.
Copies of the tenders are attached for your review along with the summary of costs.
SUMMARY
HST Included
Bidder Total Tendered Amount After Calculation Check
C. Valley Paving Ltd. $141,405.38 $141,405.38
!Ashland Paving Ltd. $164,490.31 $164,490.31
:
Royalcrest Paving Ltd. $171,596.15 $171,596.15
Elirpa Construction & $203,148.91 $203,148.91
Materials Ltd.
$211,434.33 $211,434.33
J
;Coco Paving Inc.
Page 1
;Montgomery Mac Ewen $216,610.12 $216,610.12
56.
Contracting Ltd.
Aloia Bros. Concrete Ltd. $227,676.36 $227,676.36
Pursuant to Information to Bidders Item 25, 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.
(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 36 and
page 45;
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 (f) - Insurance - is acceptable to the Manager, Taxation;
(c) without past work experience, if reference information of the low bidder C. Valley
Paving Ltd. is acceptable;
(d) the appropriate account number(s) to which the project 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 C. Valley Paving Ltd. 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.
JSe require further information, please feel free to contact me or a member of Supply &
ces.
VAF/jg
Attachments
Tender No. T-22-2010 Page 2
Tender for Charlotte Circle Road Improvements
Pilo- P_rdnn_n1
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CAO 58
RECEIVED
PICKERING FILE
~4 ~y r emo
•
t-ULLOW UP,
COPY FWD
To: Tony Prevedel 11 01 obey 15, 2010
Chief Administrative Officer MAYOR couNCIL
.emu
COUNCIL P,KCj GAO MGMT COM
From: Everett Buntsma a F"
-Ow
Director, Operations & Emergency Se IRECTORS CORP sERv
O E S OFFICE SUST
Copy: Director, Corporate Services & Treasur C&R PLAN & DEv
Division Head, Engineering Services ENG SERV LEGAL & LS
Manager, Supply & Services FIRE CLERK
Senior Financial Analyst-Capital & Deb c HUMAN,RES
Stormwater & Environmental Engineer
Subject: Request for Proposal for Whitevale Master Drainage Plan
No. RFP-9-2010
File: A-1440
Request for Proposal No. RFP-9-2010 was issued for Consulting Services for the Whitevale
Master Drainage Plan for the Hamlet of Whitevale. The proposal from AECOM Canada Ltd. in the
amount of $ $84,706 (including HST) is the highest average scoring proposal and is being
recommended by the Evaluation Committee for consideration.
Recommendation:
1: That proposal No. RFP-9-2010 submitted by AECOM Canada Ltd. in the amount of
$84,706 (including HST) plus a contingency in the amount of $3,955 (including HST) for a
total amount of $88,661 (including HST) be approved;
2. That the net project cost of $79,842 (including net HST) be approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project as
provided for in the 2010 Current Budget; and
4. That the Chief Administrative Officer approves the award of RFP-9-2010 during a recess of
Council.
Executive Summary: In 2010, funds were budgeted in the Municipal Property & Engineering
Consulting & Professional account to hire a consultant for the Whitevale Drainage Study. On July
30, 2010, Engineering Services developed Terms of Reference to initiate a request for proposal
process. The Terms of Reference were posted on the City's website, which resulted in eight
consulting firms responding by the closing date of August 24, 2010. All eight proposals received
were deemed compliant and evaluated in accordance with the criteria contained in the Terms of
Reference (ToR), and the Evaluation Committee scored them accordingly.
I
59
The proposal from AECOM received the highest average score. Fhe City's purchasing policy
states that an award of a proposal with a total purchase price over $54,000 is subject to Council
approval. The CAO has designated authority during a recess of Council. Staff recommend that
the CAO accept the recommendation of the Evaluation Committee and award the proposal No.
RFP-9-2010 submitted by AECOM and authorize staff to undertake the project.
.Financial Implications:
i
1. Approved Source of Funds
Item Account Code Source of Funds Budget Required.
Whitevale Master . 2290.2392.0000 2010 Current $80,000 $79,842
Drainage Plan Budget
Total $80,000 $791842
2. Estimated Project Costing
RFP-9-2010 $74,961
Contingency. 3,500
Net $78,461
HST (13%) $10,200
Total Gross Cost $88,661
HST Rebate (11.24%) (8,819)
Total Net Project Cost $79,842
3. Project Cost under (over) approved funds $158
The 2010 Current Budget included $80,000 for the Whitevale Drainage Study. Additional funds
may be required, such as, a fee to review the study document by approval agencies, therefore,
additional funding may be requested in the 2011 Current Budget.
Sustainability Implications: A wide and diverse range of alternatives should be. considered
and assessed in accordance with the Municipal Class EA process. A long list of potential
drainage improvement measures that consist of traditional
source, conveyance and end-of-pipe
facilities as well as Low Impact Development (LID) technologies such as infiltration measures,
permeable pavement and rainwater harvesting will be investigated and utilized as a way to keep
the rural community character that is one of the main objectives of the Whitevale Heritage
Conservation District.
October 15, 2010
RFP-9-2010 Page 2
Whitevale Master Drainage Plan
Background: In July of 2008, the Hamlet of Whitevale experienced intense rainstorms, which
resulted in severe flash flooding throughout the community, including washout of approaches to
the historic Whitevale Bridge, roads and several properties. These damages from the 2008 60
storms illustrated the need to implement cost-effective retrofit projects to improve drainage and
conveyance systems throughout the Hamlet of Whitevale. In 2009, funds were budgeted in the
Consulting & Professional account for Municipal Property & Engineerning to hire a consultant to
complete a Drainage Study for the Hamlet of Whitevale. However, this assignment was not
initiated and the funds were requested again and subsequently approved in the 2010 Current
Budget.
Staff initiated a request for proposal process to undertake a Master Drainage Plan for the Hamlet
of Whitevale, which will follow Approach #2 under the Master Planning Process highlighted in
Appendix 4 of the Municipal Class Environmental Assessment Document (October 2000, as
amended in 2007). As a result of the proposal call, proposals were received from the following
eight companies:
• Valdor Engineering Inc.
• Masongsong Associates Engineering Ltd
• Sanchez Engineering Ltd.
• The Municipal Infrastructure Group Ltd.
AECOM Canada Ltd.
• Morrison Hershfield Ltd.
• Dillon Consulting Ltd.
• XCG Consultants Ltd.
The closing date for the request for proposals was August 24, 2010. On September 23, 2010 an
Evaluation Committee consisting of the Division Head, Engineering Services, Manager,
Development Control, Stormwater & Environmental Engineer, Supervisor, Roads Operations and
a Supply & Services representative reviewed the proposals against the criteria outlined in the
Terms of Reference. The proposal from AECOM Canada Ltd. received the highest average score
and the Evaluation Committee recommends it be considered for acceptance.
Upon careful examination of all proposals, staff recommend that the CAO accept the
recommendation of the Evaluation Committee to accept the proposal No. RFP-9-2010 provided by
AECOM Canada Ltd. in the amount of $88,661 (HST included) and that a net Project Cost of
$79,842 including a contingency be approved.
Attachments:
-1. Supply & Services Memo dated August 24, 2010
October 15, 2010
RFP-9-2010 Page 3
Whitevale Master Drainage Plan
61
Prepared By: Approved/Endorsed By: -
Marilee Gadzovski Everett B . sm
Stormwater & Environmental Director
Engineer Operations & Emergency Services
Ric rd Holb ` n Gillis A. Paterson
ision Hea Director
Engineering ervices Corporate Services & Treasurer
Vera A. Felgem her
C.P.P.,.CPPO, CPPB, C.P.M., CMM III
Manager
Supply & Services
EB:mg
APP
TO Y PREVEDEL
CHIEF ADMINISTRATIVE OFFICER
October 15, 2010
RFP-9-2010 Page 4
Whitevale Master Drainage Plan
Call 00
6 2
PICKERING Memo
To: Richard Holborn August 24, 2010
Division Head, Municipal Property & Engineering
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Stormwater & Environmental Engineer
Co-ordinator, Health & Safety
Subject: Request for Proposal No. RFP-9-2010
Consulting Services for Consulting Services for Whitevale Master Drainage Plan
Closing: Tuesday, August 17, 2010, 2:00pm (local time)
= File: F-5300-001
An advertisement was placed on the City's website inviting companies to download the Terms of
Reference for the above mentioned proposal. Eight (8) proposals were received by the closing
date and time.
A preliminary review to ensure the "Essential Submission Requirements" appear in each
submission has been undertaken by Supply and Services. This compliance checklist is to be used
in evaluating the "overall completeness. and quality of submission". Each item is to be reviewed
more closely by committee members and scored to reflect each item's relevance and value.
Please refer to Terms of Reference - Evaluation of Submissions, Page 5 for instructions on how
proposals are to be evaluated by committee members.
The Health & Safety documentation received with the submissions has been provided to the Co-
ordinator, Health & Safety to review and will provided a score out of 3 points for each submission.
This will be combined with the remaining scores during the committee review to assist in
determining the total average scores for each submission.
Attachments are as follows:
1.' Preliminary Compliance Checklist
2. Evaluation form (to be used by Evaluation Committee. Members)
3. Copy of Terms of Reference
4. Copy of the proposals received
Please co-ordinate an appropriate date and time to arrange a meeting for the evaluation
committee. Each member should review the submissions carefully according to the criteria before
the meeting time.
Please do not disclose any information to enquiring bidders during this time - they will be advised
of the outcome in due course. Please direct enquires to Supply & Services.
If you require further information, please contact me.
VAF/jg
Attachments
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65
Citq D
REQUEST FOR PROPOSAL
Consulting Services for
Whitevale Master Drainage Plan
No. RFP-9-2010
i
Request for Proposal No. RFP-9-2010
Consulting Services for Whitevale Master Drainage Plan
INFORMATION TO BIDDERS 6
DELIVERY, CLOSING DATE, TIME AND LOCATION
1. One original and 4 (four) copies of the bidders submission shall be provided by the
closing date and time, and each shall be no more than five letter size pages printed
"double-sided".
2. Each submission shall be printed double-side, corner "stapled" or "clipped". No other
form of binding (cerlox, heated plastic spine, vinyl, 3 ring binders or similar) to be
used.
3. All submissions will be prepared at no cost to the City and will become the property of
the City.
4. Submissions shall be sealed, clearly marked with the bidder's company name and
clearly marked as to content - RFP-9-2010, Consulting Services for Whitevale
Master Drainage Plan and shall be delivered only to Supply & Services, 2nd Floor,
Pickering Civic Complex, One The Esplanade, Pickering, Ontario L1V 6K7, before
12:00 p.m. local time:
Tuesday, August 24, 2010
5. Bids will be deemed to have been received when a City representative has stamped
the envelope with the time and date of receipt with the time clock located at the
Corporate Services counter. The time clock located at the Corporate Services counter
is the official time piece. Bids not received at the Corporate Services counter will not
be considered.
6. The bidder is responsible for delivering the proposal before the closing date and time
and assumes the risk of and all means of delivery be it by hand, postal service or
courier.
7. Bids submitted by facsimile or electronic delivery, secure site or otherwise, will not be
considered.
8. Bids received after the official closing time are considered LATE, will not be accepted
and will be returned unopened to the bidder.
9. Where a bid does not bear the Consultant or company name and/or address and it is
received late by the City, the City is required to open the envelope or carton only for
the purpose of returning the submission.
10. Submissions will be opened by a member of Supply & Services as soon as practicable
following the closing date and time, which is not a public opening. Only the company
names of submissions received by the closing date and time will be made available to
enquiries. This is only a list of company names responding to the proposal and is not
deemed to indicate compliance with submission requirements.
Page 2 of 14
Request for Proposal No. RFP-9-2010
Consulting Services for Whitevale Master Drainage Plan
67 11. Proposals shall be irrevocable for sixty (60) days and pricing shall remain valid for
acceptance by the City of Pickering until December 31, 2010.
12. The City, its elected officials, employees and agents will not be responsible for any
liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any
person or business prior or subsequent to, or by reason of the acceptance, or non-
acceptance by the City of any submission, or by reason of any delay in the
acceptance of any submission.
13. In the receipt of proposals, no obligation is incurred by the City to accept the lowest,
highest or any proposal.
14. Should a dispute arise from the terms and conditions outlined herein, regarding
meaning, intent or ambiguity, the decision of the City shall be final.
ESSENTIAL SUBMISSION REQUIREMENTS
15. The submission of a proposal will be considered presumptive evidence that the bidder
has carefully examined the City's requirements, investigated and is fully informed of all
conditions which may be encountered and may affect the delivery of the services,
quality and volume of work to be performed outlined within the Terms of Reference.
16. Proposal is to include the following essential documentation and be organized and
presented in the order outlined below, in an indexed format. Proposals which do not
include essential documentation, are incomplete or assembled not in accordance with
instructions will adversely affect its evaluation by way of scoring reductions and could
include not considering the proposal at all.
17. Work Plan and Schedule
The proposal shall include a comprehensive work plan and schedule including details
of the Study Approach and Task List identified in Item No. 37, personnel assigned to
each task, schedule of activities and budget requirements, milestones, projected dates
for Draft and Final deliveries, and timing for meetings with Technical Group and/or
agency consultation meetings.
Consultants are encouraged to suggest and identify modifications and revisions within
their proposal to the Study Approach and Task List identified in Item 37 that they
believe would provide additional value to the project and will lead to the enhancement
of the final product.
The Project Schedule is exempt from the page count referred to in Item 1 and is
acceptable to be printed on 11 x 17 paper size for clarity.
18. Qualifications of Personnel
Resume(s) for each of the personnel assigned to the project and a description of roles
of each of the personnel in carrying out the scope of services required.
Detailed resumes are excluded from page count referred to in Item 1.
Page 3 of 14
i
Request for Proposal No. RFP-9-2010
Consulting Services for Whitevale Master Drainage Plan
19. References 68
Provide three references including contact information from municipal / government
clients which include a description of the work performed and the outcomes.
20. Professional Fees
Per diem and hourly fees shall be stated for each person.
Time for each personnel assigned, by individual task, within each stream of work, with
fees totalled per task and stream of work.
Rates and details of disbursements shall be stated, as applicable.
The Budget Matrix is exempt from the page count referred to in Item 1 and is
acceptable to be printed on 11 x 17 paper size for clarity.
21. Company Experience
A description of company experience in undertaking projects having similar
complexity, scope and importance, of similar value, and lessons learned from similar
completed projects that will be applied to this one.
22. Insurance, Health & Safety, Addenda, Accessibility, Conflict of Interest
(a) Proof of insurance or letter from Insurance Agent/Broker confirming the bidder
can be insured for Commercial General Liability Insurance Coverage, Automobile
Liability Insurance Coverage, Property Damage and Professional Liability, each
of not less than Two Million Dollars ($2,000,000).
(b) A copy of the current Clearance Certificate issued by Workplace Safety &
Insurance Board.
(c) A copy of the current Workplace Injury Summary Report issued by Workplace
Safety & Insurance Board (in lieu of the WISR, a copy of the current CAD 7,
NEER, or MAP reports may be submitted); and
(d) Acknowledge City's Health & Safety Regulations and Accessibility. Regulations
(attached);
(e) Statement to acknowledge Addenda received. If no Addenda has been issued by
the City and therefore, not received, a statement to that effect shall be included.
(f) Statement to confirm that there is no actual or potential conflicts of interest that
would preclude involvement on this project, and that we will be notified in the
event a specific task creates an actual or potential conflict of interest that may
preclude involvement in a particular component of the project.
(a) to (f) excluded from the page count referred to in Item 1.
Page 4 of 14
Request for Proposal No. RFP-9-2010
69 Consulting Services for Whitevale Master Drainage Plan
EVALUATION OF SUBMISSIONS.
23. Submissions will be evaluated according to the following criteria:
Relative Value
100
a. Overall completeness and quality of submission 15
b. Work plan and schedule, modifications or enhancements to 30
study approach, and quality of references
c. Professional Fees 15
d. Qualifications of personnel, relevant company experience in 35
undertaking projects of similar complexity, scope, importance
and value and lessons learned to be applied to this project.
e. Insurance, health and safety, acknowledgment of addenda, 5
accessibility Regulations, and conflict of interest
24. Submissions will be reviewed by an Evaluation Committee consisting of City Staff and
evaluated according to the criteria described above. The Evaluation Committee will
rank the submissions lowest to highest score and develop a short-list of up to 2
highest scoring proposals for consideration. An interview may be requested of the 2
consultants by the evaluation committee to tabulate a combined average score
(proposal score and interview score) to recommend the highest scoring consultant for
consideration.
The Evaluation Committee may recommend the highest scoring proposal for
consideration without undertaking the interview process.
The score or ranking by the committee for any or all proposals/interview will not be
disclosed on enquiry.
25. Unsatisfactory references known to a member of the evaluation committee or
unsatisfactory previous work experience will result in the Consultant's proposal not
being considered.
26. The City reserves the right to:
accept a proposal in whole or in part;
expand the number of consultants for consideration, as recommended by the
evaluation committee;
• not consider, not accept or reject any or all submissions;
• waive omissions, notwithstanding essential items; or
• cancel or amend this call.
If in so doing the best interests of the City will be served and no liability shall
accrue to the City from such undertakings and all decisions derived therefrom.
Page 5 of 14
Request for Proposal No. RFP-9-2010
Consulting Services for Whitevale Master Drainage Plan
27. Professional fees must include all operating, overhead, and incidental costs and the
Consultant must be satisfied as to the total requirements of this request for proposal. 70
Pricing is subject to the Harmonized Sales Tax.
28. All invoices will precisely indicate the tasks for which work has been completed as well
as the remaining percentage of a task or tasks to be done.
29. Any representation or solicitation to the City, its elected officials, employees or agents
with respect to the proponent's submission will disqualify the submission. The City, its
elected officials, employees and agents will not be responsible for any liabilities, costs,
expenses, loss or damage incurred, sustained or suffered by 'any proponent, prior or
subsequent to, or by reason of the acceptance, or non-acceptance by the City of any
submission, or by reason of any delay in the acceptance of any submission.
30. Disclosure of information submitted is subject to the Municipal Freedom.of Information
and Protection of Privacy Act. To prevent the release of information the proponent must
state the information is submitted in confidence and indicate the nature of the
confidential information and what harm would result from the release.
ENQUIRIES
31. All enquiries shall be in writing and submitted by facsimile to 905.420.5313 to the
attention of Supply & Services before 2:00 pm local time Thursday, August 12, 2010.
Both the questions and answers will be available without stating the source(s) of the
enquiry in an ADDENDUM within approximately 2 working days.
32. Addenda are posted on the City of Pickering website at:
http://www.cityofpickering.com/standard/cityhaII/supply/main.htmI
33. It is the bidder's sole responsibility to check often on the City's website for addenda, in
particular. before the bid closing date and time. The onus is on the bidder to check the
website prior to closing to ensure that they have received all addenda.
34. All addenda must be acknowledged in the proposal as instructed.
BACKGROUND
35. During the summer of 2008, the Hamlet of Whitevale experienced intense rainstorms,
which resulted in severe flash flooding throughout the community, including washout of
approaches to the historic Whitevale Bridge, roads and several properties. These
damages from the 2008 storm illustrated the need to implement cost-effective retrofit
projects to improve the drainage and conveyance system throughout the Hamlet of
Whitevale. As such, the City of Pickering has secured funds through the 2010 Current
Budget to complete a Master Drainage Plan for the Hamlet of Whitevale, which will
follow Approach #2 under the Master Planning Process highlighted in Appendix 4 of the
Municipal Class Environmental Assessment Document (October 2000, as amended in
2007).
I
Page 6of14
Request for Proposal No. RFP-9-2010
71 Consulting Services for Whitevale Master Drainage Plan
SUBJECT SITE
36. The subject site as shown in the attached figure is known as the Hamlet of Whitevale
that was designated as a Heritage Conservation District in 1993. It is a rural
community located in a scenic river valley along the banks of the West Duffins Creek
that is dominated by a mixture of agricultural lands and large residential properties that
have not changed significantly in character since the late 19th century.
The Whitevale Heritage Conservation District was established to ensure the
preservation and enhancement of the special character of Whitevale, particularly as a
rural community.
Drainage throughout the Hamlet is currently serviced by a series of ditches, swales;
culverts and older storm sewers that are in need of repair and maintenance and in
some cases have been altered by private property owners from their original design
and function.
SCOPE OF CONSULTING SERVICES
37. Task 1: Background Review
The Consultant will contact and obtain from relevant agencies, such as the City of
Pickering and Toronto and Region Conservation (TRCA), relevant information on the
Hamlet of Whitevale and the its watersheds.. This task will primarily involve the
consolidation of available data on the existing drainage conditions, and systems
including but not limited to the following:
• Stream corridors - including drainage ditches and swales;
Existing floodplain mapping (including hydrology and hydraulic studies);
Extent of stream corridors, swales or ditches in public and private ownership;
• Extent of cross road culverts, bridges, storm sewers and appurtenances (inlets,
outlets, manholes, catchbasins) on municipal rights of way, other land and/or
easements;
Review the status, findings and recommendations of existing master drainage
/stormwater management reports for the tributary watersheds;
• Public use, recreational linkages (public access to corridors).
Task 2: Define Data Gaps
Based upon the review and consolidation of existing information, data gaps will be
identified. The only major data gap that is anticipated is the detailing of the existing
conveyance system. If the need for significant work to fill data gaps arises, the
Consultant should identify a detailed,program outlining the information to be collected,
the preferred method for conducting the work, and the. format in which the data is
required. Together with the Technical Working Group, the most-effective manner for
obtaining the data will be reviewed and discussed.
Page 7 of 14
Request for Proposal No. RFP-9-2010
Consulting Services for Whitevale Master Drainage Plan
Task 3: Prepare a GIS Based Map(s) for the Hamlet of Whitevale 72
Using the information collected from the previous tasks, the Consultant will prepare an
overall map of the Hamlet of Whitevale and the associated watersheds and sub
watersheds including up-to-date information. The map(s) should indicate the key
characteristics of the Study area, such as: watershed/sub watershed areas,
watercourses, ditches, culverts, bridges,, storm sewers, natural hazards (e.g.
floodplains, erosion sites) and calculated flow locations.
Task 4: Characterization of Existing Conditions
The Consultant will characterize and detail the existing drainage, conveyance and
stormwater management system. The characterization is to include the size, type,
extent of the minor and major systems that may need to be obtained through camera
and surveying.
Task 5: Confirm Goals and Objectives
In collaboration with the Technical Working Group and based on the completion of
Tasks 1 to 4 above, confirm the goals, objectives and targets for the Hamlet of
Whitevale and the associated watersheds and conveyance systems.
Part of this task will be to research the legal issues, namely, the City's obligations,
encumbrances, and/or liabilities for this unique rural community and to identify if any
policies or legislation apply (i.e. Drainage Act, Conservation Authority Act, riparian
rights etc.).
Task 6: Identify and Assess Alternative Solutions
The Consultant will identify and conduct an analysis of alternative measures that can
be implemented to achieve the stated goals and objectives for the Hamlet of Whitevale.
A wide and diverse range of alternatives should be considered and assessed in
accordance with the Municipal Class EA process. Measures to be considered should
include, but not limited to: source, conveyance and end-of-pipe stormwater
management solutions, which may include the need for hydrological and/or hydraulic
modeling to assess impacts of the various alternatives. In addition, enhances or
innovative best management practices; namely Low Impact Development (LID); such
as infiltration and permeable pavement should be investigated and utilized as a way to
keep the rural community character that is one of the main objectives of the Whitevale
Heritage Conservation District.
Task 7: Identify Preferred Alternative
The initial list of alternatives will be evaluated to produce a short list of the alternatives
that will meet the stated objectives and targets. An overall evaluation and ranking
system will then be developed for the remaining solutions using a decision matrix with
appropriate criteria to enable the selection of the most suitable alternative. The
alternative strategies will be evaluated against a series of natural environment, social
and economic criteria organized on the basis of specific study assessment groups,
such as: physical form, cultural, socioeconomic, engineering/technical and cost.
Page 8 of 14
3 Request for Proposal No. RFP-9-2010
' Consulting Services for Whitevale Master Drainage Plan
Task 8: Implementation Plan
A key aspect of the preferred alternative will be the preparation of the implementation
plan and the associated capital cost for each component. The Consultant will establish
a prioritized plan that recognizes the most effective manner to implement the required
works, taking into account the capital resources available to the City. The
implementation plan will also provide guidance on the additional Environmental
Assessment requirements, if any, and the technical approvals that will be involved
during the detailed design phase.
If necessary, identify any land or easement(s), permanent and working, necessary to
implement the preferred servicing strategy. Assist in the preparation of easement and
purchase documents to the degree requested by the City.
In developing the preferred alternative, the Consultant will also investigate alternative
funding mechanisms that can be employed to implement the works.
Task 9: Study Report
A comprehensive Study Report will be prepared to fully document the Study findings,
including:
• The characterization of the contributing watercourses and watershed area;
• A discussion of the field investigations that were undertaken;
• A description of the technical analyses that were compiled;
• The list of alternative measures that were examined as part of the Study;
The evaluation process that was followed in the selection of the preferred
alternative;
The public consultation process and activities that were undertaken;
A full description of the component projects, which collectively represent the
preferred alternative(s), the information will consist of a conceptual design,
costing and potential funding sources, prioritization of each component, together
with the additional Environmental Assessment requirements to bring the works
to completion; and,
• The identification of individual projects as Schedule A, B or C undertakings,
based on their level of complexity, together with the additional EA requirements.
Task 10: Public Consultation
The Consultant will be responsible for organizing and guiding the public consultation
aspects of the Study in accordance with the requirements of the Master Planning
Process as defined in the Municipal Class Environmental Assessment Document
(October 2000, as amended in 2007).
Accordingly, a plan should be prepared for approval by the Technical Working Group
that outlines the proposed activities, the associated objectives, and the recommended
timing. It is anticipated that the public consultation will consist of, but not limited to, a
Notice of Commencement, Notice of Public Information Centres and a Notice of
Completion. Allowance should be made for at least two Public Information Centers,
which are to be facilitated.
Page 9 of 14
Request for Proposal No. RFP-9-2010
Consulting Services for Whitevale Master Drainage Plan
74
The Consultant will be responsible for the preparation of all materials, including notes,
advertisements, circulation notices to all parties, the display boards, handouts and
uestionnaires the collection of comment forms and the preparation of responses to questionnaires,
all questions received.
The City will assist the Consultant by arranging for the placement of the
advertisements.
Task 11: Meetings
Make provision for four meetings with the Technical Working Group, one of which will
be a start-up meeting following the award of the successful proposal.
Task 12: Approvals
Given the intent of this Drainage Study is to provide a strategy and direction to improve
drainage conditions within the Hamlet of Whitevale, the process will not provide
sufficient details to secure formal technical approvals. However, it will be important that
the preferred alternatives be satisfactory to the review and regulatory agencies before
such solutions are moved into detailed design. Therefore, a working dialogue with the
review and regulatory agencies will be established by the Consultant in order to identify
and address the key issues that will ultimately form the focus of their review and
approval. Relevant agencies include, but will not be limited to: TRCA, Ministry of the
Environment, Ministry of Natural Resources, Transport Canada and Department of
Fisheries and Oceans.
DELIVERABLES
38. The following deliverables will be required for the project:
Phase 1 - Existing Conditions Report detailing the Background Information
For the Existing Conditions Report: 5 draft copies (paper); one copy in digital format
using the Microsoft Office suite of applications (all drawings and mapping to be provided
in AutoCad.dwg or.dxf; one copy in PDF format).
Phase 2 - Full Drainage Study detailing the Preferred Alternatives
For the Full Drainage Study: 15 copies (paper); one camera ready copy of the final version;
one copy of the final version in digital format using the. Microsoft suite of applications (all
design drawings and mapping to be provided in AutoCad.dwg or.dxf; one copy in PDF
format).
39. All documents shall become the.property of the City of Pickering and the City shall be
the sole copyright holder of these documents.
STUDY MANAGEMENT AND TECHNICAL WORKING GROUP
40. The City of Pickering will manage the study. Day to day reporting and communications
as well as supervising the study work to ensure that it is carried out in accordance with
Page 10 of 14
Request for Proposal No. RFP-9-2010
7 5 Consulting Services for Whitevale Master Drainage Plan
the Terms of Reference and to the satisfaction of the City of Pickering will be with the
Stormwater & Environmental Engineer, Engineering Services Division, Operations &
Emergency Services Department.
41.. A Technical Working Group (TWG) will be established to provide technical input, advice
and address issues. The TWG will comprise, as a minimum, staff from several
departments, such as, Planning & Development and Operations & Emergency Services.
The Consulting Team shall meet with the TWG as a regular part of the process and at
milestones during the study. The TWG shall monitor study progress, liaise with the
Consultant, and exercise budgetary control and revisions to the Terms of Reference.
42. In addition, the Consultant shall be responsible for recording, typing and distributing
minutes of the TWG meetings, subject to the approval of the Stormwater &
Environmental Engineer.
43. Acceptance of a proposal is subject to requisite City approval(s) and confirmation of a
purchase order to the consultant..
UPSET LIMIT
44. An upset limit of $75,000 including disbursements, excluding HST has been established
for the completion of this project
AVAILABLE INFORMATION
45. The following information will be provided to the successful consultant.
• Teranet property fabric and 2008 orthophotography at a 0.2 m resolution for the
study area in a digital format that are both geo-referenced.
• The Whitevale and District Residents' Association has formed its own stormwater
committee and has created a drawing indicating areas of concern that may be .
used as a resource to the successful candidate, who may wish to meet with the
committee in order to hear the residents knowledge of the drainage patterns
within the Hamlet.
Page 11 of 14
Request for Proposal No. RFP-9-2010
Consulting Services for Whitevale Master Drainage Plan
76
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Page 12 of 14
7 7 Request for Proposal No. RFP-9-2010
Consulting Services for Whitevale Master Drainage. Plan
HEALTH AND SAFETY REGULATIONS
1. (a) The City is the "owner" throughout the term of this contract.
(b) The Company is the "employer" throughout the term of this contract.
2. The company certifies that it, its employees, its subcontractors and their employees,
(a) are aware of their respective duties and obligations under the Occupational Health and Safety
Act, as amended from time to time, and all Regulations thereunder (the Act); and
(b) have sufficient knowledge and training to perform all matters required pursuant to this
contract/quotation safely and in compliance with the Act.
(c) are covered by WSIB.
3. In the performance of all matters required pursuant to this contract/quotation, the company shall,
(a) act safely and comply in all respects with the Act, and
(b) ensure that its employees, its subcontractors and their employees act safely and comply in all
respects with the Act.
4. The company shall rectify any unsafe act or practice and any non-compliance with the Act at its
expense immediately upon being notified by any person of the existence of such act, practice or non-
compliance.
5. The company shall permit representatives of the City on site at any time or times for the purpose of
inspection to determine compliance with this contract/quotation.
6. No act or omission by any representative of the City shall be deemed to be an assumption of any of the
duties or obligations of the company or any of its subcontractors under the Act.
7. The company shall indemnify and save harmless the City,
(a) from any loss, inconvenience, damage or cost to the City, which may result from the company or
any of its employees, its subcontractors or their employees failing to act safely or to comply in all
respects with the Act in the performance of any matters required pursuant to this
contract/quotation; and
(b) against any action or claim, and costs related thereto, brought against the City, by any person
arising out of any unsafe act or practice or any non-compliance with the Act by the company or
any of its employees, its subcontractors or their employees in the performance of any matter
required pursuant to this contract/quotation.
(c) from any and all charges, fines, penalties, and costs that may be incurred or paid by the City if the
City (or any of its council members or employees) shall be made a party to any charge under the
Act in relation to any violation of the Act arising out of this contract/quotation.
8. The company shall abide by the Workplace Safety & Insurance Board Act, as amended from time to
time and all Regulations thereunder.
CONDITION OF WORK SITE
9. The company shall remove and legally dispose of debris, packaging and waste materials frequently, or
as directed by the City, in accordance with all governmental regulations applicable to such activities.
LIABILITY
10. The company agrees to at all times defend, fully indemnify and save harmless the City from all actions,
suits, claims and demands, losses, costs, charges and expenses arising by reason of injury or death to
any person or any property or charges brought or made against or incurred by the consultant's
negligent acts, errors or omissions in its performance of the work herein.
Acknowledged: Date:
Company Signature Print Name
Page 13 of 14
Request for Proposal No. RFP-9-2010
Consulting Services for Whitevale Master Drainage Plan
ACCESSIBILITY REGULATIONS FOR CONTRACTED SERVICES 78
In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer
Service Section. 6, every provider of goods and services shall ensure that every
person who deals with members of the public or participates in the developing of the
service provider's policies, practices and procedures governing the provision of
goods and services to members of the public, shall be trained on the following:
1. How to interact and communicate with persons with various types of disability.
2. How to interact with persons with disabilities who use assistive devices or require the
assistance of a guide animal, or a support person.
3. How to use equipment that is available on the premises that may help in the provision
of goods or services.
4. What to do if a person with a particular type of disability is having difficulty accessing
the provider's goods or services.
5. Information on the policies, practices and procedures governing the provision of
goods and services to people with disabilities can be found on the Ministry of
Community & Social Services website. The following link provides access to the
training module:
www.mcss.gov.on.ca/mcss/serve-ability/HTML Enq/screen01.html
Contracted employees, third party employees, agents and others who deal with
members of the public on behalf of the City of Pickering must meet the requirements
of Ontario Regulation 429/07 with regard to training. A document describing the
training policy, a summary of the contents of the training and details of training dates
and attendees must be submitted to the City of Pickering upon request.
I acknowledge that the training module has been completed accordingly.
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Acknowledged By
Company Name Date
Authorized Official Title
Name (please print)
Signature
i
Page 14 of 14
ADDENDUM NO.1 Request for Proposal No. RFP-9-2010
_ Consulting Services for Whitevale Master Drainage Plan
The following information is provided to prospective bidders to clarify, add to, or amend.
the information provided in the proposal documents.
This addendum forms an integral part of the proposal and contract documents and is to be
read, interpreted and coordinated with all other parts of the documents. The cost of all
contained herein is to be included in the total amounts / contract sum. The following
revisions supersede the information contained in the original terms and specifications
issued for the above named project to the extent referenced and shall become part
thereof. Acknowledge receipt of this addendum by a statement within your proposal or by
acknowledging the form and returning with your proposal.
Reference: Information to Bidders, Enquiries, Page #6, Item #31
Any changes to this request for proposal will be issued as an addendum.
The following questions were submitted for clarification. Answers are provided as
follows:
1. Question:
Regarding Task 4, is the cost to survey or camera the minor and major systems to
be included in the total cost, included as an optional item, or costed at a later date
once the extent of any survey or camera work is better understood? Without
knowing the extent of the survey/camera requirements, upon what basis would the
City suggest costing this.item?
Response:
Minor System: A review of the preliminary information estimate that there is an
approximate total length of 90 m for eight cross road culverts
and approximate total length of 400 m of an old storm sewer
along Whitevale Road.
Major System: Provide surveying price per day per crew, with an estimate of the
number of days to complete the creeks, swales and/or ditches,
which should include the time required to process the survey
data etc.
2. Question:
Does the City foresee the need for any detailed environmental/ecological
assessments to be completed?
Response:
No environmental or ecological assessments are anticipated for this project.
However, it is anticipated that enough natural environmental information is known to
accurately assess the possible impacts of the alternative solutions and mitigating
measures on the natural environment required through the Municipal Class
Environmental Assessment Process.
Page 1 of 2
ADDENDUM NO.1 Request for Proposal No. RFP-9-2010
Consulting Services for Whitevale Master Drainage Plan
3. Question: 80
In the background section, Item 35, the RFP references intense rainstorms during
the summer 2008. Please clarify if there were several events resulting in the
washout of the Whitevale Bridge, roads and properties or if the event in question
occurred in and around July 23, 2008? If there are other events resulting in the
damages, please provide the dates.
Response:
The Storm event was July 23, 2008.
4. Question:
In the Subject Site Description, Item 37, the RFP indicates drainage is serviced via
ditches, swales, culverts and old storm sewers. In order to.estimate the potential
cost associated with camera inspection of the minor system (as outlined in Scope Of
Consulting Services, Item 37, Task 4), please provide an estimated length of sewer
to be used for this pupose.
Response:
Please refer to answer to Question 1.
5. Question:
Please clarify if an acknowledgement of the City's Accessibility Regulations as
outlined in Item 22. (d) of the Essential Submission Requirements requires that the .
training of staff has already been completed. Our understanding is that the training
can be completed once the contract is awarded?
Response:
When the acknowledgement of the City's Accessibility Regulations is signed, it is _
confirming that all employees proposed to work on the project have had the
sufficient training required to complete the project (at the time of signature).
ACKNOWLEDGE ALL ADDENDA AS INSTRUCTED IN THE PROPOSAL OR
ACKNOWLEDGE THE FORM AND RETURN WITH YOUR PROPOSAL
End of Addendum No. 1
ATTACHMENT # TO REPORT # ~La I `
ity
.1 ITY OF
CAO
I I _ NOV 1 2010 RECEIVED
~Y
PTCKERING FILE emo
L ID
FOLLOW UP
COPY FWD
To: Tony Prevedel MAYOR COUNCIL Nov mber 5, 2010
Chief Administrative Officer
COUNCIL PKG''' CAO MGMT COM
From: Everett Buntsma DIRECTORS CORP SERV
Director, Operations & Emergency Serve ES OFFICE SUST
C&R PLAN & DEV
Copy: Director, Corporate Services & TreasurEr- ENG SERV LEGAL & LS
Division Head, Engineering Services FIRE CLERK
Supervisor, Engineering & Capital Work OPER & FAC HUMAN RES
Co-ordinator, Landscape & Parks Devel p, en
Subject: Tender No. T-23-2010
Tender for Brockridge Park Pedestrian Bridge and Walkway Replacement
File: A-1440
Tender No. T-23-2010 was issued for the Brockridge Park Pedestrian Bridge and Walkway
Replacement on September 30,-2010. Seven companies submitted a bid by closing time on
October 20, 2010. The lowest bid of $105,773.77 (including HST) was received from Cedar
Springs Landscape Group Ltd.
Recommendation:
1. That Tender No. T-23-2010 submitted by Cedar Springs Landscape Group Ltd. in the
amount of $105,773.77 (including HST) be accepted;
2.- That the total gross project cost of $120,407 including the tender amount, associated
costs, and HST, and the net project cost of $108,430 be approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project as
follows:
a) the sum of $100,000 as provided for in the 2010 Capital Budget be funded from the
Parkland Reserve Fund;
b the additional funds required in the amount of $8,430 be funded from the Parkland
Reserve Fund;
4. That the Chief Administrative Officer provide acceptance of T-23-2010 to proceed; and
5. That the appropriate City of Pickering officials be authorized to take necessary action to
give affect hereto.
Executive Summary:
82
As part of the 2010 Parks Capital Budget, pedestrian bridge replacement was approved as a
construction project. The Operations & Emergency Services Department, Engineering Services
Division recommends acceptance of the low bid received from Cedar Springs Landscape Group
Ltd. for the amount of $105,773.77 (HST included). The City's purchasing policy states that
tenders require Council approval in order to proceed.- The Chief Administrative Officer has
designated authority during a recess of Council.
Financial Implications:
1. Approved Source Of Funds
2010 Parks Capital Budget
Item Account Code Source of Funds Budget Required
Brockridge Park - 5780.1019.6129 RF - Parkland $100,000 $100,000
upgrade play area and
replace pedestrian bridge.
Additional Funds Required
5780.1019.6129 RF - Parkland $8,430
Total Funds $100,000 $108,430
2. Tender Amount
Tendered Amount $93,605.11
HST (13%) 12,168.66
Subtotal 105,773.77
HST-Rebate (11.24°/x) (10,521.21)
Total $95,252.56
November 5, 2010
Tender T-23-2010 Page 2
Brockridge Park Pedestrian Bridge and
Walkway Replacement
• 3.8 3 Estimated Project Costing Summa
T-23-2010 - Brockridge Park Pedestrian Bridge and Walkway Replacement $93,605
Associated Costs
Consulting Fees 4,750
Miscellaneous (Permit and Advertisement Fees) 3,200
Contingency 5,000
Total Costs 106,555
HST (13%) 13,852
Total Gross Cost $120,407
HST Rebate (11.24%) 1( 1,977)
Total Net Cost $108,430
Project Cost under (over) approved funds by ($8,430)
Although the total estimated net project cost exceeds the budget amount approved in the 2010
Capital Budget, this excess is primarily a result of the contingency provision and is less than 10%
of the approved budget. Section 11.02 (a) and (b) of the Financial Control Policy provides that
such over expenditures may be. allowed provided the overage is less than 10% of the approved
expenditure and are offset by corresponding under expenditures. Under expenditures in other
projects are anticipated but cannot be specifically identified at this time. Under Section 11.02 (c),
the increased financing will come from the Parkland Reserve Fund and Council confirmation will
be obtained when the Manager, Supply & Services presents the report to Council on awards
during the Council recess.
Sustainability Implications:
In an effort to improve public safety and encourage pedestrian traffic around Brockridge Park and
from Beaton Way down to Brock Road, the two pedestrian bridges are being. replaced. The larger
of the two bridges that connects the walkway from Beaton Way to the park was washed out in July
2008 and has been removed. The smaller bridge has been settling and requires maintenance
work.
November 5, 2010
Tender T-23-2010 Page 3
Brockridge Park Pedestrian Bridge and
Walkway Replacement
Background:
84
As part of the 2010 Parks Capital Budget, the two pedestrian bridges. crossing the drainage ditch
in Brockridge Park were approved for replacement. Of the two bridges, the one on the walkway
down from Beaton Way was washed out in July 2008 and was subsequently removed, closing this
section of walkway. The other bridge is showing signs of failure.
The project was originally tendered under Tender No. T-21-2010, in conjunction with the
redevelopment of the two playgrounds within the park and the site preparation work fora new
storage building for the Pickering Baseball Association. The tender came in significantly over
budget and it was decided to retender the replacement of the two bridges separately and request
additional funds. in the 2011 budget to undertake the playground redevelopment.
Seven bids were received for Tender T-23-2010 with the low bid coming from Cedar Springs
Landscape Group Ltd. The three references provided by Cedar Springs Landscape Group Ltd.
were checked and favourable responses were received on their past performance.
The Health & Safety Policy, Workplace Injury Summary Report and current WSIB Certificate of
Clearance issued by Workplace Safety & Insurance Board as submitted by Cedar Springs
Landscape Group Ltd. have been reviewed by the Coordinator, Health & Safety and deemed
acceptable. The Certificate of Insurance has been reviewed by the. Manager, Finance and
Taxation and is deemed acceptable. In conjunction with staff's review of the contractor's.
references for previous work experience and the bonding available on this project, the tender is
deemed acceptable.
The Operations & Emergency Services Department, Engineering Services Division recommends
that the low bid by Cedar Springs Landscape Group Ltd. for Tender No.T-23-2010, in the amount
of $105,773.77 (HST included) and that the net project cost of $108,430 be approved.
In accordance with Purchasing Policy Item 04.08 a tender award is subject to Council approval.
The Chief Administrative. Officer has the authority to approve this tender during the recess of
Council.
This report has been prepared in conjunction with the Manager, Supply & Services who concurs
with the foregoing.
Attachments:
1: Supply & Services Memorandum dated October 21, 2010.
2. Location Map
November 5, 2010
Tender T-23-2010 Page 4
Brockridge Park Pedestrian Bridge and
Walkway Replacement
' RR Approved/Endorsed B
Prep`ered By: . Y:
A
f~ ~ I
A"rnol ' Mostert Everett Buntsma
Coordinator. Director
Landscape & Parks. Development Operations & Emergency Services
r
Vera elgemacher i Gillis A. Paterson
Manager, Supply & Services Director
C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer
f
Iborn, P. Eng
ill
Caryn Kong Ric and W.
Senior Financial Analyst Dy sion Hea
Capital & Debt Management engineering Services
AM:ds
A;PP °O D
PREVED~EL
T
CHIEF ADMINISTRATIVE OFFICER
November 5, 2010
Tender T-23-2010 Page 5
Brockridge Park Pedestrian Bridge and
Walkway Replacement
8 6
city 00
PICKERING Memo
To: Richard Holborn October 21, 2010
Division Head, Engineering Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
Coordinator, Landscape & Park Development
Subject: Tender No. T-23-2010
Tender for Brockridge Park Pedestrian Bridge and Walkway Replacement
File: F-5400-001
Tenders have been received for the above project. Seven (7) bidders were invited to
participate. An advertisement was placed in the Daily Commercial News and on the City's
website inviting companies to download the tendering document. No addenda were posted.
Nine (9) companies submitted a bid.
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.
Copies of the tenders are attached for your review along with the summary of costs.
SUMMARY
Harmonized Sales Tax included
Bidder Total Tendered Amount After Calculation Check
Cedar Springs Landscape. $105,773.77 $105,773.77
Group Ltd.
Esposito Bros. Construction
Ltd. $128,446.94 $128,446.94
Hawkins Contracting Services $131,450.64 $131,450.64
Ltd.
Peninsula Construction Inc. $154,068.96 $154,068.96
McPherson - Andrews $176,528.60 $176,528.60
Contracting Ltd.
Rutherford Contracting $176,745.56 $176,745.56
87
G.C. Romano Sons (Toronto) $197,015.50 $197,015.50
Ltd.
Clearwater Structures Inc. $211,439.95 $211,439.95
Elirpa Construction $272,038.23 $272,038.23
Pursuant to Information to Bidders Item 25, 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) The City's certificate of insurance or approved alternative form shall be completed by
the bidder's agent, broker or insurer;
(e) list of Sub-Contractors in accordance with General Conditions Item 34 and page 55;
(f) Such further information, as the City may request in writing.
Include the following items in your Report to Council:
(a) if items (a) through (c) noted above, are acceptable to the Co-ordinator, Health & Safety;
(b) if item (d) - 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 of Cedar Springs Landscape Group Ltd. is not acceptable;
and
(j) 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 yo C require further information, please feel free to contact me or a member of Supply &
Serve es.
VAF/jg
Attachments
October 21, 2010
Tender No. T-23-2010 Page 2
Tender for Brockridge Park Pedestrian Bridge
and Walkway Replacement
File: F-5400-001
M 88
ENGINEERING SERVICES DIVISION
Attachment for Tender T=23-2010
BROCKRIDGE PARK PEDESTRIAN BRIDGE AND WALKWAY
REPLACEMENT
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
BROCKRIDGE PARK - The proposed works to include the supply and installation of
two pre-engineered pedestrian bridges complete with poured concrete foundations,
concrete curbing, asphalt walkways, and other miscellaneous site and landscape
works
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City/ v~ TO REPORT # 52 1 I
I;I CAO
I I RECEIVED; 9 0
PICK! IZI G %E Memo
FOLLOW UP
COPY FWD
To: Tony Prevedel MAYOR COUNCIL ovember 17, 2010
Chief Administrative Officer
COUNCIL P)CG CAO MGMT COM
From: Everett Buntsma DIRECTORS CORP SERV
Director, Operations & Emergency e OFFICE SUST
C&R PLAN & DEV
Copy: Supervisor, Facilities Operations ENG SERV LEGAL.& LS
FIRE CLERK
Subject: Quotation No. Q-65-2010 OF'ER FAC HUMAN RES.
Quotation for Hot Water Boiler Repl IVIC omp e
- File: A-1440-001-10
Quotations have been received-for the supply and delivery of a Hot Water Boiler replacement for
the Pickering Civic Complex.- The existing boilers are nearing 20 years old and are inefficient.
Gas tax funding has been approved in the 2010 Civic Complex budget to replace the boiler.
Installing the new efficient boiler will allow us the flexibility to operate both sets of boilers during
the year thus extending their full use lifespan.
Recommendation:
1 That Quotation No. Q-65-2010 submitted by ACE Services/Tasis Contractors at a cost of
$101,474 (HST included) be accepted;
2. That the total gross project cost of $101,474 (HST included) and a net project cost of
$91,380.48 be approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project as
follows:
a) the sum of $91,380.48, as provided for in the 2010 approved Capital Budget for
Operations and Emergency Services, Civic Complex, to be financed through Federal
Gas Tax
b) the Director, Corporate Services & Treasurer be authorized to take any actions
necessary in order to affect the foregoing; and
4. That the Director, Corporate Services & Treasurer be authorized to take necessary action
in order to give effect thereto.
Executive Summary: The replacement of an old back- up boiler at the Civic Complex was
approved by Council in the 2010 Capital Budget for the total amount of $102,000.00.
91
The existing 19 year old boiler has reached the end of its useful life cycle and currently is
inefficient to operate. Replacement of the boiler will result in the reduction of maintenance costs,
improve gas efficiency and lower the City's carbon footprint.
The boiler replacement is $526.00 less than the approved budget, in accordance with the low
Quotation.
Financial Implications:
1.
QUOTATION AMOUNT
Quotation No. Q-65-2010 $89,800.00
HST 11,674.00
Sub-Total $101,474.00
HST .($10,093.52)
Total $91,380.48
2.
APPROVED SOURCE OF FUNDS
Civic Complex
Operations & Emergency Services Department Capital Budget
Location Proiect Code Source of Funds Budget Required
Q-65-2010
Replacement
of Old 5700.1001.6178 Federal Gas Tax- $102,000 $101,474
Backup Boiler
FUNDS AVAILABLE $102,000 $101,474
November 8, 2010 Page 2
Hot Water Boiler Replacement
s
92
3.
ESTIMATED PROJECT COSTING SUMMARY
Quotation No. Q-65-2010 $101,474
Total Project Cost 89,800.00
HST 11,674.0
Total Gross Project Cost $101,474.00
HST Rebate (11.24%) (10,093.52).
Total,Net Project Cost $91,380.48
Project Cost under (over) approved funds by $526.00
Sustainability Implications: The existing boiler has reached the end of their useful life cycle,
and is currently ineficient and expensive to maintain. Replacement-of the Boiler will reduce
energy consumption and reduce maintenance costs. The overall effect will be the reduction of the
carbon footprint for the City.
Background: Quotations were invited from ten (10) companies of which five (5) responded
by the official closing date arid time. Six (6) bidders signed-in at the mandatory site visit held on
Tuesday August 29t , 2010 at 10:00 AM of which five (5) submitted a bid. Quotations shall be
irrevocable for 60 days after the official closing date and time. Copies of quotations are available
for your review.
The low quotation was submitted by ACE Services/Tasis Contractors Inc. The references have
been checked and are deemed acceptable by the Director, Operations and Emergency Services.
The Health and Safety Policy, Clearance Certificate issued by Workplace Safety and Insurance
Board (WSIB), the WSIB Cost and Frequency Record and Certificate of Insurance as submitted
by ACE Services and Tasis Contractors Inc. have been reviewed by the Coordinator, Health &
Safety and are deemed acceptable. In conjunction with staff's review of the contactor's previous
work experience is deemed acceptable.
Upon careful examination of all quotations and relevant documents received, the Operations &
Facilities Division recommends the acceptance of the low bid submitted by ACE Services/Tasis
Contractors Inc. for Quotation No. Q-65-2010 in the amount of $101,474 (HST included) and that
the total net project cost of $91,380.48 be approved.
November 8, 2010 Page 3
Hot Water Boiler Replacement
This report has been prepared in conjunction with the Manager, Supply & Services who concurs
with the foregoing.
93
Attachments:
1. Supply & Services Memorandum dated October 18th, 2010
Prepared By: Approved / Endorsed By:
y j
Ever tr ' sma
ik D nn
irk
Facility Operations Director, Operations & Emergency
Services
- 6 r
Gillis Paterson
Director, Corporate Services &
TreaLurer
C'4
Vera; A. Felgemacher
CSCMP,' CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
EB:mld
Recommended for the consideration
of Pickering Chief Administrative Officer
Tony Prevedel
Chief Administrative Officer
November 8, 2010 Page 4
Hot Water Boiler Replacement
L
City d~ .9 4
Memo
PC IAN
To: Everett Buntsma August 31, 2010
Director, Operation & Emergency Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Mike Dwinnell
Supervisor, Facilities Operations
Subject: Quotation No. Q-65-2010
Hot Water Boiler Replacement - Pickering Civic Complex
File: F-5300-001
Quotations were invited from ten (10) companies of which five (5) responded by the official
closing date and time. Six (6) bidders signed-in at the mandatory site visit held on Tuesday
August 29th, 2010 at 10:00 AM of which five (5) submitted a bid. Quotations shall be
irrevocable for 60 days after the official closing date and time. Copies of quotations are
attached for your review.
SUMMARY
Harmonized Sales Tax included
Bidder Total Amount After Calculation Check'
ACE Services/Tasis Contractors $101,474.00 $101,474.00
Inc.
Nekison Engineering & $155,318.50 $155,318.50
Contractors.
Nutemp Mechanical Systems $172,513.33 $172,513.33
Ltd.
Canadian Tech Air Systems Inc. $184,967.44 $184;967.44
Automatic rejection -.bid qualified / restricted by an
CIMCO Refrigeration, Division of attachment / added statement (Cimco Terms and
Conditions). Reference: Purchasing By-law No. 5900-01,
Toromont Industries Ltd. Procedure No. PUR 010-001, 10.04, Item 7 - (5), Standard
Quotation Terms and Conditions Item 2 and 14.
Pursuant to Standard Quotation Terms and Conditions Item 24, the following will be
requested of the low bidder (both ACE Services and Tasis Contractors) for your review
during the evaluation stage of this quotation 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 9A co 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;
O d The City's certificate of insurance. or approved alternative form shall be
completed by the bidder's agent, broker or insurer;
(e) list of all equipment, manufacturer's and quantities who will be carrying out.
any part of this Contract in accordance with GC Item 2(page , (page 15); and
(f) list of sub-contractors in accordance with GC Item 26,
In addition, a. request to acknowledge by signature the City's Accessibility Regulations or
Contracted Services and request to provide their Accessibility Training Policy if available.
In accordance with Purchasing Policy Item 04.05 (revised 2007) an award exceeding
$81,000 is subject to. Council approval.
Include a response to 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 the certificate of insurance i acceptable to the Manager, nincluding work
(c) any past work experience ACE
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 of ACE Services/Tasis Contractors inc. is not
acceptable; and
(j) related comments specific to the project.
Please do not disclose any information to enquiries. Bidders will be advised of the
outcome in due course. If you require further information, feel free to contact me or a
member of Supply & Services.
If y u require further information, please feel free to contact me or a member of Supply
& S~rvices.
VAF/jg"
Attachment
August 31, 2010 Page 2
Quotation No. Q-65-2010
Hot Water Boiler Replacement -
Pickering Civic Complex
I
ATTACHMENT #._2T0 REPORT #_Li_0'-
o~ . cAo 96
I~ RECEIVED w
I I FILE
PICKERI COPY NG FoLLOY FWD M emo
~ •J.. .
MAYOR rntmriL
TO: Tony Preyedel COUNCIL PKG. ~ CAO MGMT COM
November 30, 2010
Chief Administrative Officer
DIRECTORS CORP SERV
OES OFFICE SUST
From: Everett Buntsma c&R PLAN & DEV
Director, Operations & Emergen ERV LEGAL & LS
Copy: Director, Corporate Services & T FIRE CLERK
Division Head, Engineering Servi ER & FAC HUMARRES
Manager, Supply & Services
(Acting) Supervisor, Engineering & Capital Works V E D-11
Senior Financial Analyst-Capital & Debt Management Ty ® ply
Subject: Request for Proposal for Pickering Road Needs Study DEC 0 2010
No. RFP-13-2010
File: A-1440 4UMYAk'D SERV ITE-S
A Request for Proposal, No. RFP-13-2010 was issued for Consulting Services for the Pickering
Road Needs Study on November 4th and closed November 18th of this year. The proposal from
Burnside & Associates in the amount of $ $61,582 including disbursements (plus HST) received
the highest average score and is being recommended by the Evaluation Committee for
consideration.
Recommendation:
1. That proposal No. RFP-13-2010 submitted by Burnside & Associates in the amount of
$69,587.66 (including disbursements and HST) be approved;
2. That the net project cost of $74,877 (including a contingency amount and net HST) be
approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project as
provided for in the 2010 Current Budget; and
4. That the Chief Administrative Officer approves the award of RFP-13-2010 during a recess
of Council.
Executive Summary: In 2010, funds were budgeted in the Current Budget - the Municipal
Property & Engineering Consulting & Professional account, to hire a consultant for the Pickering
Road Needs Study. Engineering Services created a team to develop the Terms of Reference,
which-was both advertised and posted on the City's website, and resulted in seven consulting
th
firms responding by the closing date of November 18. All seven proposals received were
deemed compliant and evaluated in accordance with the criteria contained in the Terms of
Reference, and the Evaluation Committee scored them accordingly.
97
The proposal from Burnside & Associates received the highest average score. The City's
purchasing policy states that an award of a proposal with a total purchase price over $54,000 is
subject to Council approval. The CAO has designated authority during a recess of Council. Staff
recommend that the CAO accept the recommendation of the Evaluation Committee and award the
proposal No. RFP-13-2010 submitted by Burnside & Associates and authorize staff to undertake
the project.
Financial Implications:
1. Approved Source of Funds
Item Account Code Source of Funds Budget Required
Pickering Road 2320.2392.0000 2010 Current $75,000 $74,877
Needs.Study Budget
Total $75,000 $74,877
2. Estimated Project Costing
RFP-13-2010 $61,582
Contingency $12,000
Net $73,582
HST (13%) $9,566
Total Gross Cost $83,148
HST Rebate (11.24%) $(8,271)
Total Net Project Cost $74,877
3. Project Cost under (over) approved funds $123
The 2010 Current Budget included $75,000 for the Pickering Road Needs Study. It is anticipated
that no additional funds will be required for this project as a contingency for unforeseen items and
extra work has been identified in the total net project cost.
Sustainability Implications: The study will help the Engineering Services focus resources on
the road infrastructure that needs attention. One of the Objectives stated the purpose is, "to
identify rehabilitation methods and technologies related to `preventive maintenance', which
might be employed to the municipal roads in order to increase the lifespan of road assets,
and to avoid premature reconstruction". This objective speaks directly to sustainability. The
Terms of Reference asks for alternative construction methods with the view of reducing full
reconstruction and its impact. The environmental implications that can be realized include;
November 30, 2010
RFP-13-2010 Page 2
Pickering Road Needs Study
reduced trucking, smoother traffic operations, reduced travel time, reduced emissions, and
reclaiming existing materials. 98
Background: Engineering Services has retained consultants to complete various road need
studies over the years. The last update was completed in 2005. Previous updates were
conducted annually prior to 1996 in conjunction with MTO subsidy program. Other initiatives such
as the Tangible Capital Asset Valuation requirements in 2008, and the 2009 MP&E Road Needs
Strategy presentation have also brought focus onto this important component of City
infrastructure.
Staff initiated a request for proposal process to undertake a Road Needs Study to specifically
address several objectives;
To build upon the existing data for road characteristics
• To develop a Road Condition Index (RCI) based on a formulae (with staff involvement)
for both loose top and hard top roads using the road characteristic gathered above
• To identify rehabilitation methods and technologies related to 'preventive maintenance',
in order to increase the lifespan of road assets, and to avoid premature reconstruction
To associate projected cost estimates for each rehabilitation method and the road
sections identified under those categories
To compile all information in a report form, and summarize various topics within,
complete with sorted tables where necessary (in a suitable digital format)
The document will provide the foundation for both the Roads Capital Works Program, and
Municipal Operations Road Maintenance Programs, potentially for the next 5 years.
As a result of the Request for Proposal, submissions were received from the following seven
companies:
• Golder Associates Ltd. • AME Materials Engineering
• McCormick Rankin Corp. • G.D. Jewell Engineering Inc.
• Burnside & Associates AECOM Ltd.
• LVM Inc.
The closing date and time for the request for proposals was November 18, 2010, 12:00 noon
(local time). On November 29, 2010 an Evaluation Committee consisting of the Division Head,
Engineering Services, Coordinator, Transportation Engineering, (Acting) Supervisor, Engineering
& Capital Works, and a Supply & Services representative reviewed the proposals against the
criteria outlined in the Terms of Reference. The proposal from Burnside & Associates received the
highest average score and the Evaluation Committee recommends it be considered for
acceptance.
Staff recommend that the CAO accept the recommendation of the Evaluation Committee to accept
the proposal No. RFP-13-2010 provided by Burnside & Associates in the amount of $69,587.66
(HST included) and that a net Project Cost of $74,877 (including a contingency and net HST) be
approved.
November 30, 2010
RFP-13-2010 Page 3
Pickering Road Needs Study
9 -9
Attachments:
1. Supply & Services Memo dated November 18, 2010
Prepared .5y: Approved/Endorsed By:
Scott Boomer Everett untsma
(Acting) Supervisor Director
Engineering & Capital Works Operations & Emergency Services
Ri0ard Hol orn, P. Eng. Gillis A. Paterson
Di ision Head Director
Engineering Services Corporate Services & Treasurer
Vera A. F gemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager
Supply & Services
SB:sb
2-°1
November 30, 2010
RFP-13-2010 Page 4
Pickering Road Needs Study
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City o¢ 102
PICKERING Memo
To: Richard Holborn November 18, 2010
Division Head, Engineering Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
Co-ordinator, Health & Safety
Subject: Request for Proposal No. RFP-13-2010
Consulting Services for Road (Needs Study
Closing: Thursday, November 18, 2010, 1ZOOpm (local time)
- File: F-5300-001
Request for Proposals were invited from six (6) firms and an advertisement was placed on the
City's website inviting companies to download the Terms of Reference for the above mentioned
project. Seven (7) bidders responded by the official closing date and time. Written enquiries were
received by the posted deadline of 12:00pm local time Friday, November 12, 2010 and two (2)
addenda were issued.
A preliminary- review to ensure the Essential Submission Requirements as stated on page three (3)
of the Terms of Reference appear in each submission has been undertaken. This compliance
checklist is to be used in evaluating the overall completeness and quality of submission. Each item
is to be reviewed more closely by committee members and scored to reflect each .item's relevance
and value.
Please refer to Terms of Reference - Evaluation of Submissions, Page 5 for instructions on how
proposals are to be evaluated by committee members.
The Health & Safety documentation received with the submissions has been provided to the Co-
ordinator, Health & Safety to review and will.provide a score out of a possible 3 points for each
submission. The Health & Safety review scores will be combined with the remaining scores during
the committee review to assist in determining the total average scores for each submission.
i
103
Attachments are as follows:
1. Preliminary Compliance Checklist
2. Evaluation form (to be used by Evaluation Committee Members)
3. Copy of Terms of.Reference
4. Copy of proposals
Please co-ordinate an appropriate date and time to arrange a meeting for the evaluation
committee. Each member should review the submissions carefully according to the criteria
contained in the Terms of Reference before the meeting time.
Acceptance of a proposal where the price is greater than $54,000 is subject to Council approval.
Reference: Purchasing Policy Item PUR 010 Item 04.09.
Please do not disclose any information to enquiring bidders during this time = they will be advised
of the outcome in due course. Please direct enquiries to Supply & Services.
If you require further information, please contact me or a member of Supply & Services.
.VAF/jg
Attachments
November 18, 2010 Page 2
RFP-13-2010
104
Citq a
REQUEST FOR PROPOSAL
Consulting Services for
Pickering Road Needs Study
RF P-13-2010
1 0 5 Request for Proposal RFP-13-2010
Consulting Services for Pickering Road Needs Study
INFORMATION TO BIDDERS
DELIVERY, CLOSING DATE, TIME AND LOCATION
1. One original and 4 (four) copies of the bidders submission shall be provided by the
closing date and time, and each shall be no more than five letter size pages
printed "double-sided".
2. Each submission shall be printed double-side, corner "stapled" or "clipped". No other
form of binding (cerlox, heated plastic spine, vinyl, 3 ring binders or similar) to be
used.
3. All submissions will be prepared at no cost to the City and will become the property
of the City.
4. Submissions shall be sealed, clearly marked with the bidder's company name and
clearly marked as to content - RFP-13-2010, Consulting Services for Pickering
Road Needs Study and shall be delivered. only to Supply & Services, 2nd Floor,
Pickering Civic Complex, One The Esplanade, Pickering, Ontario L1 V 6K7, before
12:00 p.m. local time:
Thursday, November 18, 2010
5. Bids will be deemed to have been received when a City representative has stamped
the envelope with the time and date of receipt with the time clock located at the
Corporate Services counter. The time clock located at the Corporate Services
counter is the official time piece. Bids not received at the Corporate Services counter
will not be considered.
6. The bidder is responsible for delivering the proposal before the closing date and time
and assumes the risk of and all means of delivery be it by hand, postal service or
courier.
7. Bids submitted by facsimile or electronic delivery, secure site or otherwise, will not
be considered.
8. Bids received after the official closing time are considered LATE, will not be
accepted and will be returned unopened to the bidder.
9. Where a bid does not bear the Consultant or company name and/or address and it is
received late by the City, the City is required to open the envelope or carton only for
the purpose of returning the submission.
10. Submissions will be opened by a member of Supply & Services as soon as
practicable following the closing date and time, which is not a public opening. Only
the company names of submissions received by the closing date and time will be
made available to enquiries. This is only a list of company names responding to the
proposal and is not deemed to indicate compliance with submission requirements.
11. Proposals shall be irrevocable and valid for acceptance by the City of Pickering for a
period 'of ninety (90) days from the proposal closing date.
Page 2 of 12
Request for Proposal RFP-13-2010
Consulting Services for Pickering Road Needs Study
106
12. The City, its elected officials, employees and agents will not be responsible for any
liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any
person or business prior or subsequent to, or by reason of the acceptance, or non-
acceptance by the City of any submission, or by reason of any delay in the
acceptance of any submission.
13. In the receipt of proposals, no obligation is incurred by the City to accept the lowest,
highest or any proposal.
14. Should a dispute arise from the terms and conditions outlined herein, regarding
meaning, intent or ambiguity, the decision of the City shall be final.
ESSENTIAL SUBMISSION REQUIREMENTS
15. The submission of a proposal will be considered presumptive evidence that the
bidder has carefully examined the City's requirements, investigated and is fully
informed of all conditions which may be encountered and may affect the delivery of
the services, quality and volume of work to be performed outlined within the Terms of
Reference.
16. Proposal is to include the following essential documentation and be organized and
presented in the order outlined below, in an indexed format. Proposals which do not
include essential documentation, are incomplete or assembled not in accordance
with instructions will adversely affect its evaluation by way of scoring reductions and
could include not considering the proposal at all.
17, Work Plan and Project Schedule
The proposal shall include a Comprehensive Work Plan and Project Schedule
including work tasks identified in Scope of Services, personnel assigned to each
task, schedule of activities and budget requirements, milestones, projected dates for
draft and final deliveries, and timing for meetings with City staff, public and/or
agency consultation meetings.
Consultants are encouraged to suggest and identify modifications and revisions
within their proposal to the work tasks identified in Item 37 that they believe would
provide additional value to the project and will lead to the enhancement of the final
product.
The Project Schedule is exempt from the page count referred to in Item 1 and is
acceptable to be printed on 11 x 17 paper size for clarity.
18. Qualifications of Personnel
Resume(s) for each of the personnel assigned to the project and a description of
roles of each of the personnel in carrying out the scope of services required.
Detailed resumes are excluded from page count referred to in Item 1.
i Page 3 of 12
0 7 Request for Proposal RFP-13-2010
Consulting Services for Pickering Road Needs Study
i
19. References
Provide three references including contact information from municipal government
clients which include a description of the work performed and the outcomes.
20. Professional Fees
Per diem and hourly fees shall be stated for each person.
Time for each personnel assigned, by individual task, within each stream of work,
with fees totalled per task and stream of work.
Rates and details of disbursements shall be stated, as applicable.
Harmonized Sales Tax (HST) will be applicable to the work.
The Budget Matrix is exempt from the page count referred to in Item 1 and is
acceptable to be printed on 11 x 17 paper size for clarity.
21. Company Experience
A description of company experience in undertaking projects having similar
complexity, scope and importance, of similar value, and lessons learned from similar
completed projects that will be applied to this project.
22. Insurance, Health & Safety, Addenda, Conflict of. Interest
(a) Proof of insurance or letter from Insurance Agent/Broker confirming the bidder
can be insured for Commercial General Liability Insurance Coverage,
Automobile Liability Insurance Coverage, Property Damage and Professional
Liability, each of not less than Two Million Dollars ($2,000;000).
(b) A copy of the current Clearance Certificate issued qy Workplace Safety &
Insurance Board.
(c) A copy of the current Workplace Injury Summary Report issued by Workplace
Safety & Insurance Board (in lieu of the WISR, a copy of the-current CAD 7,
NEER, or MAP reports may be submitted); and
(d) Acknowledge City's Health & Safety Regulations and Accessibility Regulations
(attached);
(e) Statement to acknowledge Addenda received. If no Addenda has been issued
by the City and therefore, not received, a statement to that effect shall be
included.
(f) Statement to confirm that there is no actual or potential conflicts of interest that
would preclude involvement on this project, and that we will be notified in the
event a specific task creates an actual or potential conflict of interest that may
preclude involvement in a particular component of the project.
Page 4 of 12
Request for Proposal RFP-13-2010
Consulting Services for Pickering Road Needs Study
108
(a) to (f) excluded from the page count referred to in Item 1.
EVALUATION OF SUBMISSIONS
23. Submissions will be evaluated according to the following criteria:
Evaluation Criteria Relative Value
(100% Total)
a. Overall completeness and quality of submission 10
b. Qualifications of personnel, and quality of references 15
C. Methodology, project schedule, modifications or 35
enhancements to project approach, and budget implications
d. Professional Fees 10
e. Relevant company experience in undertaking projects of 25
similar complexity, scope, importance and value and lessons
learned to be applied to this project.
f. Insurance, health & safety, accessibility, addenda, conflict of 05
interest documentation
24. Submissions will be reviewed by an Evaluation Committee consisting of City Staff
and evaluated according to the criteria described above. The Evaluation Committee
will rank the submissions lowest to highest score and develop a short-list of up to 2
highest scoring proposals for consideration. An interview may be requested of the 2
consultants by the Evaluation Committee to tabulate a combined average score
(proposal score and interview score) to recommend the highest scoring consultant for
consideration.
The Evaluation Committee may recommend the highest scoring proposal for
consideration without undertaking the interview process.
The score or ranking by the Evaluation Committee for any or all proposals/interview
will not be disclosed on enquiry.
25. Unsatisfactory references known to a member of the Evaluation Committee or
unsatisfactory previous work experience. may result in the Consultant's proposal not
being considered.
26. The City reserves the right to:
• accept a proposal in whole or in part;
• expand the number of Consultants for consideration, as recommended by the
evaluation committee;
• not consider, not accept or reject any or all submissions;
• waive omissions, notwithstanding essential items; or
• cancel or amend this call.
if in so doing the best interests of the City will be served and no liability shall accrue
to the City from such undertakings and all decisions derived therefrom.
Page 5 of 12
i
Request for Proposal RFP-13-2010
109 Consulting Services for Pickering Road Needs Study
27. Professional fees must include all operating, overhead, and incidental costs and the
Consultant must be satisfied as to the total requirements of this request for proposal.
28. All invoices will precisely indicate the tasks for which work has been completed as
well as the remaining percentage of a task or tasks to be done.
29. Any representation or solicitation to the City, its elected officials, employees or
agents with respect to the proponent's submission will disqualify the submission. The
City, its elected officials, employees and agents will not be responsible for any
liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any
proponent, prior or subsequent to, or by reason .of the acceptance, or non
acceptance by the City. of any submission, or by reason of any delay in the
acceptance of any. submission.
30. Disclosure of information submitted is subject to the Municipal Freedom of,
Information and Protection of Privacy Act. To prevent the release of information the
proponent must state the information is submitted in confidence and indicate the
nature of the confidential information and what harm would result from the release..
Enquiries
31. All enquiries are to be made in writing by facsimile 905.420.5313 to the attention of
Supply & Services before 12:00 pm Noon Friday, November 12, 2010. Both the
questions and answers will be posted on the City's website within approximately 2
days as an addendum.
32. All addenda must be acknowledged in the proposal as instructed.
.33. Acceptance of a proposal is subject to budget approval and requisite approvals.
Page 6of12
Request for Proposal RFP-13-2010
Consulting Services for Pickering Road Needs Study
34. INTRODUCTION 10
As the gateway city to the eastern Greater Toronto Area, The City of Pickering (population
94,000) is strategically located where Toronto, York and Durham Regions meet. The City
is an affluent community that is steeped in history, natural beauty and small town charm
with all amenities and services that a big city has to offer. The City is also considered a
municipal leader in fiscal management, service delivery, sustainability and the
environment; and offers a wealth of sports, leisure and recreation opportunities to its
residents. Pickering has been recognized by Profit magazine as one of the ten best cities
in Canada for Growth companies and received the 2008 FCM-CH2M Hill Sustainable
Community Planning Award.
Like most other municipalities, The City faces challenges in maintaining its aging road
infrastructure within current budget restrictions. Factors such as; steady growth, public
demands for high levels of service, exposure to liability and risk, and limited budget
resources all contribute towards a necessity for an updated Road Needs Study.
_ The Request for Proposal requires the successful vendor to conduct a Road Needs Study
on City roads. The qualified firm will catalogue the road network (referencing as much
base information from the City as possible) and identify physical deficiencies using a rating
system (road condition index). An upset limit of $70,000 including disbursements,
excluding HST has been established for the completion of Road Needs Study.
The City intends to complete a Road Needs Study, with clear-evaluations,
recommendations, and financial implications, so that City staff can better match budget
funding with identified road priorities.
35. BACKGROUND
Within the Operations & Emergency Services Department, the Engineering Services
Division delivers operational, maintenance and construction services (via a Capital Works
Program) required to keep the road infrastructure at an acceptable level of service, and for
the safe and efficient operation for the public.
The Department currently manages 428.1 centreline kms (or 918.2 lane kms) of
maintained roads within its geographic boundary. Of that total, there are 108.4 kms of
loose top roads (defined as gravel, stone etc.), and 319.7 kms hard top roads (defined as
asphalt concrete surface treatment etc.). See Schedule 1.
In recent years the City retained consultants to complete various road need studies. The
last update was completed in 2005; previous updates were annual prior to 1996 in
conjunction with MTO subsidy program. The most recent report was generated using
visual inspection, existing data and field experience. That database is stored digitally in an
SQL Server format, and uses a "SAMS II" (Visual FoxPro) front-end to query. See
Schedule 2 for a sample of the format used.
In 2008 PSAB Regulations required the valuation of assets, including roads. Engineering
Services staff exported road inventory characteristics from SAMS II into Microsoft Excel.
Road sections were accurately mapped (in AutoCAD using Teranet base mapping), all
road characteristics were reviewed, edited and valued. See Schedule 3 for a sample of
the format used.
Page 7 of 12
Request for Proposal RFP-13-2010
Consulting Services for Pickering Road Needs Study
111
The intent will be to use the Road Needs Study as a foundation for a Pavement
Management System (PMS) which is to be a component of a larger Infrastructure
Management and GIS system.
All existing background information will be made available to the successful vendor.
36. OBJECTIVES
The City requires a current assessment of the existing physical characteristics of the road
network; a methodology to determine Road Condition Index (RCI) of each road section;
the rehabilitation methodologies/technologies recommended for these assets, an
understanding of the time frame for the particular type of rehabilitation, and cost
associated with the recommendations.
The main objectives that the City intends to achieve (within budget constraints) are as
follows:
1. To build upon the existing data for road characteristics, including the location,
surface / base type, average width, road section limits and remaining useful life
2. To develop a Road Condition Index (RCI) based on a formulae (with staff
involvement) for both loose top and hard top roads using the road characteristic
gathered above
3. To identify rehabilitation methods and technologies related to 'preventive
maintenance', which might be employed to the municipal roads in order to increase
the lifespan of road assets, and to avoid premature reconstruction
4. To associate projected cost estimates for each rehabilitation method and the road
sections identified under those categories
5. To compile all information in a report form, and summarize various topics within,
complete with sorted tables where necessary (in a suitable digital format)
37. SCOPE OF SERVICES
The study should be carried out in accordance with the procedures outlined in the relevant
manuals published by the Ontario Ministry of Transportation, or current "best practice"
techniques as outlined by organizations such as Ontario Good Roads Association
(OGRA). The City requires a project initiation meeting to review scope of services, work
plan, and exchange information immediately upon issuance of purchase order (PO).
Task 1 - Inventory Survey and Data Collection
The City requires an Inventory Survey of the roads infrastructure in the study area:
• Data Collection and Review - Collect, review and analyse all existing road needs
study reports. Conduct site visits of all road segments, preferable during spring
thaw/break up.
• Inventory Data - Based on site visits and existing data prepare an inventory data
sheet that includes surface type, section number and other attributes consistent
with MDW data standards.
Page 8 of 12
Request for Proposal RFP-13-2010
Consulting Services for Pickering Road Needs Study.
• Traffic Counts - Input existing traffic counts on designated sections of the road, 1 1 2
and where not available interpret/extrapolate values. City staff will supply all
available data.
Task 2 - Road Condition Index (RCI)
Create road condition index for the entire road network in the City of Pickering. In
consultation with the City staff, develop a user friendly condition index for each segment of
the road network. Two different formulae's are required, for both loose top and hard top
road networks.
Task 3 - Identify Road Rehabilitation Methods
• The City's current practice is 3 methods:
Hard Top Surface Loose Top Surface
• Partial depth replacement (Grind and overlay) • Gravel overlay < 25 mm
• Full depth replacement • Gravel overlay 100-150 mm
• Full reconstruction • Gravel replacement
• Develop a more well-rounded rehabilitation strategy (including any new industry
methods) and identify the RCI thresholds that trigger the corresponding treatment
Document the benefits for each threshold and the associated infrastructure
longevity
Task 4 - Cost Estimates
Cost estimates are required for each road section and the corresponding road
rehabilitation treatment. The City's 2008 PSAB spreadsheet details some unit
construction costs and could be used as reference. Also, a general costing for each
rehabilitation method on a price per metre (or metre 2) basis is required.
Task 5 - Final Report and a Five Year Capital Works Program
The final report is to be delivered in 3 formats;
• Hardcopy (5 copies)
• Adobe pdf
• Microsoft Word 2003 with corresponding tables in an Excel format (MDW
compliant).
The report is to have specific topics covered such as;
a) Road Sections and Characteristics (including RCI)
• Both the hardcopy inventory data sheets and a sorted table of results
b) Rehabilitation methods, complete with an effectiveness timeframe
c) Priorities within each Rehabilitation method and costing
• A sorted table of results
d) General priority list over a 5 year period (Capital Works Program)
Page 9of12
Request for Proposal RFP-13-2010
13 Consulting Services for Pickering Road Needs Study
• A sorted table of results
38. DELIVERABLES
The following deliverables will be required for the project:
a) Detailed characteristics of the road.sections based on Inventory Survey and other
data collected during site visits.
b) Road Condition Index results for all roads
c) Rehabilitation Methodologies, descriptions and RCI thresholds
d) Construction estimates for all roads based on rehabilitation method.
e) Draft report (including Five Year Capital Works Program)
• Provide five hard copies of the draft report for review.
f) Final Report (including all delivery formats)
All documents shall become the property of the City of Pickering and the City shall be the
sole copyright holder of these documents.
39. INFORMATION PROVIDED AFTER AWARD
The following information will be provided to the successful consultant.
Municipal Road Network Map (showing lane km's and surface type)
• Minimum. Maintenance Road Classifications Map
• Available Traffic AADT data
• 2005 Road Needs Study (SAMS II sample format)
• Official Plan - Road Classification Map
• 2008 PSAB Summary
Page 10 of 12
Request for Proposal RFP-13-2010
Consulting Services for Pickering Road Needs Study
HEALTH AND SAFETY REGULATIONS 1 1
1. (a) The City is the "owner" throughout the term of this contract.
(b) The Company is the "employer" throughout the term of this contract.
2. The company certifies that it, its employees, its subcontractors and their employees,
(a) are aware of their respective duties and obligations under the Occupational Health and Safety
Act, as amended from time to time, and all Regulations thereunder (the Act); and
(b) have sufficient knowledge and training to perform all matters required pursuant to this
contract/quotation safely and in compliance with the Act.
(c) are covered by WSIB.
3. In the performance of all matters required pursuant to this contract/quotation, the company shall,
(a) act safely and comply in all respects with the Act, and
(b) ensure that its employees, its subcontractors and their employees act safely and comply in all
respects with the Act.
4. The company shall rectify any unsafe act or practice and any non-compliance with the Act at its
expense immediately upon being notified by any person of the existence of such act, practice or
non-compliance.
5. The company shall permit representatives of the City on site at any time or times for the purpose of
inspection to determine compliance with this contract/quotation.
6. No act or omission by any representative of the City shall be deemed to be an assumption of any of
the duties or obligations of the company or any of its subcontractors under the Act.
7. The company shall indemnify and save harmless the City,
(a) from any loss, inconvenience, damage or cost to the City, which may result from the company
or any of its employees, its subcontractors or their employees failing to act safely or to comply
in all respects with the Act in the performance of any matters required pursuant to this
contract/quotation; and
(b) against any action or claim, and costs related thereto, brought against the City, by any person
arising out of any unsafe act or practice or any non-compliance with the Act by the company or
any of its employees, its subcontractors or their employees in the performance of any matter
required pursuant to this contract/quotation.
(c) from any and all charges, fines, penalties, and costs that may be incurred or paid by the City if
the City (or any of its council members or employees) shall be made a party to any charge
under the Act in relation to any violation of the Act arising out of this contract/quotation.
8. The company shall abide by the Workplace Safety & Insurance Board Act, as amended from time to
time and all Regulations thereunder.
CONDITION OF WORK SITE
9. The company shall remove and legally dispose of debris, packaging and waste materials frequently,
or as directed by the City, in accordance with all governmental regulations applicable to such
activities.
LIABILITY
10. The company agrees to at all times defend, fully indemnify and save harmless the City from all
actions, suits, claims and demands, losses, costs, charges and expenses arising by reason of injury
or death to any person or any property or charges brought or made against or incurred by the City
from or relating to the work performed or to be performed herein.
Acknowledged: Date:
Company Signature Print Name
Page 11 of 12
Request for Proposal RFP-13-2010
15 Consulting Services for Pickering Road Needs Study
ACCESSIBILITY REGULATIONS FOR CONTRACTED SERVICES
In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer
Service Section. 6, every provider of goods and services shall ensure that every person
who deals with members of the public or participates in the developing of the service
providers' policies, practices and procedures governing the provision of goods and
services to members of the public, shall be trained' on the following:
1. How to interact and communicate with persons with various types of disability
2. How to interact with persons with disabilities who use assistive devices or require the
assistance of a guide animal, or a support person
3. How to use equipment that is available on the premises that may help in the
provision of goods or services
4. What to do if a person with a particular type of disability is having difficulty accessing
the provider's goods or services
5. Information on the policies, practices and procedures governing the provision of
goods and services to people with disabilities can be found on the Ministry of
Community & Social Services website. The following link provides access to the
training module:
www.mcss._qov.0n.ca/mcss/serve-ability/HTML Eng/screen01.html
Contracted employees, third party employees, agents and others who deal with
members of the public on behalf of the City of Pickering must meet the requirements of
Ontario Regulation 429/07 with regard to training. A document describing the training
policy, a summary of the contents of the training and details of training dates and
attendees must be submitted to the City of Pickering upon request.
I acknowledge that the training module has been completed accordingly.
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . :
:Acknowledged By
Company Name Date
:Authorized Official Title
Name (please print)
Signature
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Page 12 of 12
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3 ATTACHMENT# TOREPORT # t
City O .
Ir~l
MEMO
PICKERIl~TG
October 6, 2010
To: Everett Buntsma
Director, Operations & Emergency Services SIN AL
A'
From: Darrell Selsky
Supervisor, Engineering & Capital Works $
a
E ret nisma
Copy: Division Head, Engineering Services N,P.D., CAN-
Director, Corporate Services & Treasurer
Manager, Supply & Services
emotions &
Subject: Shadybrook Park Purchase Order Adjustment
File: 0-8120-001-10
During the reconstruction of the Shadybrook Park playground (2010 Budget $120,000) a number
of sections of the asphalt walkway were replaced which were not part of the original scope of this
tender. Some areas of the walkway had to be replaced due to asphalt failure during construction.
Upon removal of the existing asphalt it was discovered that there was very little granular base
under the walkway. Therefore additional excavation and disposal of the soil was required, along
with placement of new granular material for the asphalt walkway.
As per the Purchasing Policy Item 11.02 when a Purchase Order has been exceeded, I am
required to report the increase and get the necessary approvals in order to proceed with the
invoicing. Therefore I am requesting your approval to adjust Purchase Order 20022.1 an
additional amount of $14,984.00 plus HST. At this time based on known quantities we are
currently over the 2010Capital Budget for this project.
The Treasurer referred to Section 11.02 of the Financial Control Policy and the above amount
exceeds Clause 11.02 (a) by approximately $3,000 but he feels this small amount should not
prohibit us from moving ahead. At this time under expenditures in other projects are anticipated
but cannot be specifically identified at this time (Clause 11.02 (b). Under Clause 11.02 (c) the.
increased financing will come from the Parkland Reserve Fund and Council confirmation will be
obtained when the Manager, Supply & Services presents her report to Council on awards during
the Council recess.
o\0
.0 APPROVED
DS:nw D
~lv~ ~ rv
Gillis A. Paterson, C.M.A.
Director, corporate services&Treasum
J GN~~
,k ATTACHMENT #-8-T0 REPORT ga-25 -1)
ADMINISTRATION DEPARTMENT
CLERK'S DIVISION 124
MEMORANDUM MA,YL o 2002
CC)RP0PN ES:
May 27, 2002
TO: Tom Quinn, Chief Administrative Officer
Gil Paterson, Director, Corporate Services & Treasurer
FROM: Bruce Taylor, Clerk
SUBJECT: Referrals from Council Meeting of May 21, 2002
Please be advised that the Council of.the City of Pickering passed Resolution #80/02, Item #4, at the
Council Meeting of May 21, 2002, as follows:
1. That Report.to Council CAD 04-02 seeking authorization by the Chief Administrative
Officer to act in Council's approval capacity on behalf of Council during any recess,
break or absence of City Council be received; and
2. That subject to the Council approved Purchasing Policy & Procedure, the Chief
Administrative Officer be authorized to act in Council's approval capacity on behalf
of Council during any recess, break or absence'of City Council on the condition that:
a) such actions are in compliance with the Purchasing Policy & Procedure as
approved under Resolution 136/01; and
b) the costs thereof are within the budget previously approved by Council; and
c) a report respecting those approvals is subsequently submitted to Council.
3. That appropriate officials of the City of Pickering be authorized to give effect thereto.
Eruce Taylor
BT:dk
Copy: T.J. Quinn, Chief Administrative Officer
ATTACHMENT #TO REPORT # L S t- I I
125
INTER-DEPARTMENTAL MEMORANDUM
CLERK'S DIVISION.
RI
DATE: June 6, 2000 CITY OF. PICKERING
JUN o s ~ooo
CORPORATE SERVICES.
TO: G. Paterson
Director, Corporate Services & Treasurer
FROM: Bruce Taylor
City Clerk
Please be advised that the council of the. City of Pickering passed Resolution 85/00, item #1 at
the Council Meeting of June 5, 2000, as follows.
That Report to Council CS 12-00. regarding authority for the Director, Corporate Services
Treasurer. to recommend project. financing approval during recesses of Council be
received, and
1. The Director, Corporate Services & Treasurer be authorized to recommend and
approve project financing to the Mayor and Chief Administrative. Officer for
projects contained in the annual capital budget or current budget, during
recesses of City Council, and
2. That appropriate officials of the City of Pickering be authorized to give effect
thereto.
This resolution is sent to you for your information.
Bruce Taylor, City Clerk
cc. T.J. Quinn, Chief Administrative Officer