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Home My WebLink AboutCS 33-11 Report To Executive Committee PT 1CKERI Report Number CS 33-11 Date: October 11, 2011 From: Everett Buntsma Director, Community Services Subject: Tender No. T-8-2011 - Asphalt Overlay for Charlotte Circle and William Street - File: A-1440 Recommendation: 1. That Report CS 33-11 of the Director, Community Services regarding the tender for Asphalt Overlay for Charlotte Circle and William Street be received; 2. That Tender No.T-8-2011 as submitted by IPAC Paving Limited in the amount of $79,049.60 (HST included) and a net cost cf $71,186.61 (net of HST rebate) be approved; 3. That the total gross project cost of $94,304 (HST included), including the tender amount and other associated costs, and the total net project cost of $84,924 (net of HST rebate) be approved; 4. That Council authorize the Director, CorporF to Services & Treasurer to finance the project as follows: a. that the sum of $84,924 be funded from Federal Gas Tax Reserve Fund, as provided for in the 2011 approved Roads Capital Budget for Charlotte Circle and William Street; b. the Treasurer is authorized to take ary actions necessary in order to effect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: As part of the 2011 Roe ds Capital Budget, asphalt overlays to complete the 2010 resurfacing projects for Charlotte Circle and William Street were approved as construction projects. Tender No.T-8 2011 was issued on Wednesday, August 17, 2011 and closed Wednesday, September 7, 2011, with eight bidders responding. The low bid of $79,049:60 (HST included) submitted by IPAC Paving Limited is recommended for approval. The total gross project cost is estimated at $94,304 (HST included) with an estimated total net project cost of $84,924 (net of HST rebate). Report CS 33-11 October 11, 2011 Subject: Tender No. T-8-2011 02 Asphalt Overlay for Charlotte Circle and William Street Page 2 Financial Implications: 1. Tender Amount Tender No. T-8-2011 $69,955.40 HST (13%) 9,094.20 Sub-Total 79,049.60 HST Rebate (11.24%) (7,862.99) Total $71,186.61 2. Approved Source of Funds Roads Capital Budget Location Project Source of Funds Budget Required Code William Street 5320.1110 Federal Gas Tax $60,000 $58,010 Charlotte Circle 5320.1112 Federal Gas Tax 35,000 26,914 $95,000 $84,924 3. Estimated Project Costing Summa William Street Charlotte Circle Tender No. T-8-2011 47,730 22,225 69,955 Materials Testing 3,000 2,000 5,000 Miscellaneous Costs 1,500 - 1,500 Construction Contingency 4,776 2,224 7,000 Sub Total -Costs 57,006 26,449 83,455 HST (13%) 7,411 3,438 10,849 Total Gross Project Costs 64,417 29,887 94,304 HST Rebate (11.24%) (6,407) 2( ,973) (9,380) Total Net Project Costs 58,010 26,914 $84,924 Net Project Costs (over) under Approved Funds $10,076 Sustainability Implications: This project will allow for improving the roadway and vehicular flow in this area. The new road works wil reduce maintenance costs for the next several years. CORP0227-07/01 revised Report CS 33-11 October 11, 2011 Subject: Tender No. T-8-2011 03 Asphalt Overlay for Charlotte Circle and William Street Page 3 Background: As part of the 2011 Roads Capital Budget, asphalt overlays to complete the 2010 resurfacing projects for Charlotte Circle and William Street were approved as construction projects. Tender No. T-3-2011 was issued on Wednesday, August 17, 2011 and closed Wednesday, September 7, 2011, with eight (8) bidders responding. The low bid submitted by IPAC Paving Limited is recommended for approval. The total gross project cost is estimated at $94,304 (HST included) with an estimated total net project cost of $84,924 (net of HST rebate). The references for [PAC Paving Limited have been checked and are deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, proof of Confined Space Entry Training and a list of employees trained, a current WSIB Workplace Injury Summary Report and Certificate of Clearance issued by Workplace Safety & Insurance Board as submitted by IPAC Paving Limited, have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Finance & Taxation and is deemed acceptable. In conjunction with staff's review of the contractor's previous work experience, check of references submitted and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Community Services Department, Engineering Services Division recommends acceptance of the low bid submitted by IPAC Paving Limited for Tender No. T-8-2011 in the amount of $79,049.60 (HST included) and that the total net project cost of $84,924 be approved. The City's Purchasing Policy requires staff to report to Council on the results of a public tender. In accordance with Purchasing Policy Item 04.07 (revised 2007), a tender is subject to Council approval. Attachments: 1. Location Map 2. Supply & Services Memo Dated September 7, 2011 CORP0227-07/01 revised Report CS 33-11 October 11, 2011 Subject: Tender No. T-8-2011 i 4 Asphalt Overlay for Charlotte Circle and William Street Page 4 Pre ared By: Approved/Endorsed By: D r Selsky Everett Buntsma S pervisor, Engineering & Capital Works Director, Community Services Vera A. Felgemacher Gillis Paterson, CMA CSCMP, CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer Manager, Supply & Services Caryn Kong, CGA Ric rd Holbo n, P. Eng. Senior Financial Analyst Div' ion Head, Engineering Services Capital & Debt Management DS:ds Copy: Chief Administrative Officer Recommended for the consideration of Pickering Y C O un '1 ?.6, 201 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised City o0 ATTACHMENT # 1 to REPORT # CS 33-11 ill 1 of l ENGINEERING SERVICES DIVISION Attachment for Tender T-8-2011 Asphalt Overlay Charlotte Circle and William Street 618 BRANDS Q aucNaN O ~ ~ COURT PUBCRCO R ~E \ SC/+'OOL pqV/O FARR PAFY NP ROAD O NP ~ -0 01 r ; W I ~ 1, w w Q Q w3 iU o o i U E- ~ T~ J°i o SUBJECT 1 Q ~1 , 2 AxEA I - Location Map - Charlotte Circle LANE STREET ti o SUBJECT - Q AREA Y o CLAREMONT W o d Li i JOSEPH (DAB ID LST F---- L... -j ( S REET 7_ .~H EN P-'~ ~ i~- L I ~ ~I J i ; c> n i / ~~i _If< I ~ ,r iFC < '0 <1 _,I 'lull Location Map William Street Proposed Construction Includes: Charlotte Circle - The proposed works to include; a small amount of asphalt base repair, adjustments to basins and manholes, install permanent concrete curb and gutter around basins, final lift of top asphalt and pavement markings from Bronte Square, to Bronte Square (beginning and end). William Street - The proposed works to include; a large amount of base asphalt repair, adjustment to basins and manholes (permanent roll curb is already in place), final lift of top asphalt and pavement markings from north of David Street to Brock Road. . fO REPORT# CS , S3-)l 1 a. PICKERING Memo 1811 BICENTENNIAL 2011 To: Richard Holborn September 7, 2Q11, Division Head, Engineering Services RECEIVED From: Vera A. Felgemacher Manager, Supply & Services SEP 8 2011 Copy: Supervisor, Engineering & Capital Works CITY OF PICKERING ENGINEERING SERVICES Subject: Tender No. T-8-2011 Tender for Asphalt Overlay Charlotte Circle and William Street - File: F-5400-001 Tenders have been received for the above project. An advertisement was placed in the Daily Commercial News and on the City's website inviting companies to download the tendering documents and drawings for the above mentioned tender. Eight (8) bidders submitted a tender for this project. 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 Ipac Paving Ltd. $79,049.60 $79,049.60 Four Seasons Site Development Ltd. $80,350.91 $80,350.91 C. Valley Paving Ltd. $106,599.68 $106,599.68 D. Crupi & Sons Ltd. $121,790.27 $121,790.27 Miller Paving Ltd. $131,853.65 $131,853.65 Royalcrest Paving $131,981.74 $131,981.74 Aloia Bros. Concrete Contractors Ltd. $142,238.75 $142,238.75 Ashland Paving Ltd. $144,340.93 $144,340.93 ~C)REPORT 33'11 a of Pursuant to Information to Bidders Item 28, 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. J7 (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 completed by the bidder's agent, broker or insurer; (g) list of Sub-Contractors in accordance with General Conditions Item 37; (h) Waste Management Plan to be used on this project in accordance with Tendering Specifications Item 18. Please 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, Finance &Taxation; (c) any past work experience with the low bidder Ipac Paving 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; (g) Treasurer's confirmation of funding; (h) related departmental approvals; and (i) related comments specific to the project. Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the public tender opening. Bidders will be advised of the outcome in due course. If yo require further information, please feel free to contact me or a member of Supply & Se ces. VAF/jg Attachments September 7, 2011 Tender No. T-8-2011 Page 2 Tender for Asphalt Overlay Charlotte Circle and William Street