The URL can be used to link to this page

Home My WebLink AboutCS 32-12 A 9 City ag Report to Council PICKERING Report Number: CS 32-12 Date: July 9, 2012 • From: Everett Buntsma Director, Community Services Subject: 1-5-2012 - Welrus Street— Road Reconstruction and Sewer Works - File: A-1440 Recommendation: 1. That Report CS 32-12 of the Director, Community Services regarding the tender for Welrus Street— Road Reconstruction and Sewer Works be received; 2. That Tender No.T-5-2012 submitted by JCR Contracting Limited in the amount of $409,695.06 (HST included), and a net tender cost of$375,444.98 be accepted; 3. That the total gross project cost of$485,058 (HST included), including the tender amount and other associated costs, and the total.net project cost of$445,750 (net of HST rebate) be approved; 4. That Council authorizes the Director, Corporate Services & Treasurer to fund the project as follows: a) that the sum of$266,903 be funded from the DC-City Share Reserve, as approved in the 2011 External Subdivision Capital Budget; b) that the sum of$88,968 be funded from the Development Charges — Roads and Related Reserve Funds, as approved in the 2011 External Subdivision 'Capital Budget; c) that the sum of$89,879 be funded by a contribution from the property owner; and 5. Further that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. • :liport CS 32-12 July 9, 2012 Subject: T-5-2012 Welrus Street— Road Reconstruction and Sewer Works Page 2 Executive Summary: As part of the 2011 Development Capital Budget, Road Reconstruction and Sewer Works for Welrus Street were approved as construction projects. Tender No.T-5-2012 was issued on Wednesday, May 17, 2012. The low bid of$409,695.06 (HST included), submitted by JCR Contracting Limited is recommended for approval.. The total gross project cost is estimated at $485,058 (HST included), with an estimated total net project cost of$445,750 (net of HST rebate). Financial Implications: 1. Total Tender Amount City's Property Total Tender Owner's Amount Tender Amount $304,716.00 $76,976.00 $381,692.00 Tender items removed from the 0 (19,130.00) (19,130.00) contract HST (13%) 39,613.08 7,519.98 47,133.06 Gross Estimated Amount 344,329.08 65,365.98 409,695.06 HST Rebate (11.24%) (34,250.08) 0 (34,250.08) Net Cost $310,079.00 $65,365.98 $375,444.98 2. Approved Source of Funds Development Control Capital Budget 5321.1103.6251 Location Project Code Source of Funds Budget Required Welrus Street 5321.1103.7022 DC-City's Share $328,125 $266,903 Reserve 5321.1103.7610 Development Charges 109,375 88,968 Reserve Fund 5321.1103.9990 Other Revenue 0 89,879 Property Owner $437,500 $445,750 CORP0227-07/01 revised Report CS 32-12 July 9, 2012 Subject: T-5-2012 D 1 Welrus Street- Road Reconstruction and Sewer Works Page 3 3. City's Portion Estimated Project Costing Summary Tender No. T-5-2012 -Tender for Welrus Street $304,716 Road Reconstruction and Sewer Works Associated Costs Materials Testing 5,000 Pre-engineering and miscellaneous Costs 10,000 Construction Contingency 30,000 Sub Total -Costs 349,716 HST (13%) 45,463 Total Gross Project Costs 395,179 HST Rebate (11.24%) (39,308) Total Net Project Costs $355,871 4. Development's Portion Estimated Project Costing Summary Tender No. 1-5-2012 -Tender for Welrus Street $57,846 Road Reconstruction and Sewer Works Associated Costs Engineering Costs (10%) 5,785 Construction Contingency (25%) 15,908 Sub Total -Costs 79,539 HST (13%) 10,340 Development Total Gross Project Costs $89,879 5. Total Cost: City's Share and Development's Portion (Property Owner) City's Property Total Cost Owner's Tender Amount $304,716 $57,846 $362,562 Tender & Miscellaneous Cost 10,000 5,785 15,785 Material Testing 5,000 0 5,000 Construction Contingency 30,000 15,908 45,908 Total 349,716 79,539 429,255 HST (13%) 45,463 10,340 55,803 Gross Project Cost 395,179 89,879 485,058 HST Rebate (11.24%) (39,308) 0 (39,308) Net Project Cost $355,871 $89,879 $445,750 Net Project Costs (over) under Approved Funds - City's Share $81,629 CORP0227-07/01 revised • deport CS 32-12 July 9, 2012 Subject: T-5-2012 Welrus Street— Road Reconstruction and Sewer Works Page 4 The approved funding allocation for this project is DC City Share's Reserve 75% and Development Charges — Roads and Related Reserve Fund 25%. The same % funding allocation has been applied to the estimated cost of the City's share of the project. The portion of the work related to the Regional underground sewer services undertaken on behalf of the property owner will be funded 100% by the property owner. Note that the City, as a municipality, is entitled to an HST rebate of 11.24%, however, the portion of work undertaken by the City on behalf of the property owner is not entitled to any HST rebate. Thus, the full HST of 13% is being reflected in the estimated cost for the property owner. Discussion: As part of the 2011 Development Capital Budget, Welrus Street — Road Reconstruction and Sewer Works was approved as a project. The property owner, Mr. Crook and his agent Gary Welwood met with the City prior to purchasing the property at 1771 Sprucehill Road, to review the possibility of future severances onto Welrus Street. They were advised that a sanitary sewer was not available and would need to be extended on Welrus Street from Fairport Road to allow any severances. The City also advised them that the reconstruction of Welrus Street was identified in the City's 5 year capital forecast for reconstruction, and that the City could include the sanitary sewer and connections as part of the works, providing the City did not have to pay for them. Mr. Crook purchased the property with the intention of applying for severances after the City has reconstructed the road and the sanitary sewer was installed. Welrus Street was approved for reconstruction and given a priority schedule due to adjacent developments. Mr. Crook was contacted, along with the owner of 1778 Fairport Road who has similar severance potential. They were advised that the Welrus St. reconstruction project was going to proceed in 2012 and that with their concurrence, the City would tender it with the sanitary sewer and connections included. Following the tendering process, Mr. Crook was advised of the cost to install the sanitary sewer and connections and that he would need to provide the required funding prior to the City proceeding with the works. Mr. Crook also has to enter an agreement with the Region of Durham, as they will be the future operating authority for the sanitary sewer. The owner of 1778 Fairport Road has not responded to our attempts to contact him and so connections for that property have been excluded from the works. The tendering cost for this component is $21,616.90 (HST included), namely specification Item 2.03.01, Item 3.05.06 and Item 3.05.11 and is being removed from the total tendered amount of $431,311.96 (HST included) . The revised total tendered amount is $409,695.06. Tender T-5-2012 was issued on Thursday, May 17, 2012 and closed Wednesday, June 6, 2012. The low bid submitted by JCR Contracting Limited is recommended for approval. The total gross project cost is estimated at $485,058 (HST included), with an CORP0227-07/01 revised Report CS 32-12 July 9, 2012 Subject: 1-5-2012 Welrus Street— Road Reconstruction and Sewer Works Page 5 estimated total net project cost of$445,750 (net of HST rebate). JCR Contracting Limited references have been checked and are deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, proof of Confined Space Entry Procedure 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 JCR Contracting 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 staffs review of the contractor's previous work experience with the City of Pickering 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 JCR Contracting Limited for Tender No. T-5- 2012 in the amount of$409,695.06 (HST included), and that the total net project cost of $445,750 be approved. Attachments: 1. Supply & Services Memorandum dated June 7, 2012 2. Location Maps Prepared By: Approved//E I_`do oh gar D C>a,-1.011( eisky, C.E.T., CMM III Everett Buntsma,'PD, CMM • Supervisor, Engineering & Ca. al Works Director, Community Services Robert ttarr Gillis Paterson, CMA Manage , Development Control Director, Corporate Services & Treasurer ■ , Vera A. Fel. acher hard W. Holborn,7". Eng. CSCMP, CPPO, CPPB, C.P.M., CMM III Division Head, Engineering -rvices Manager, Supply & Services CORP0227-07/01 revised Report CS 32-12 July 9, 2012 Subject: T-5-2012 5 4 Welrus Street— Road Reconstruction and Sewer Works Page 6 Caryn Kong, CGA Senior Financial Analyst Capital & Debt Management DS:ds Recommended for the consideration of Pickering City Council �/ 28,Zo/2- Tony Prevedel, P.Eng. diumz Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT# T O REPORT# 5 Cliq 00 A / of -y�� PICKERING Memo To: Richard Holborn June 7, 2012 Division Head, Engineering Services • From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Subject: Tender No. T-5-2012 Tender for Welrus Street– Road Construction and Sewer Works - 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 for the above mentioned tender. Fourteen (14) bidders responded and submitted a tender for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (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 13.03(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 JCR Contracting Ltd. $431,414.79 $431,311.96 Wyndale Paving Co. Ltd. $440,460.44 $440,460.44 Royalcrest Paving $472,760.93 $472,670.53 Hard-Co Construction Ltd. $494,558.06 $494,558.06 Mar-King Construction Co. Ltd. $517,318.84 $517,318.84 Coco Paving Inc. $535,286.09 $535,286.09 Esposito Bros. Construction Ltd. $547,899.24 $547,904.89 ATTACHMENT# / . TOR PORT# CS 3a-1z, 5 6 Barra Con Construction $552,162.64 $552,162.64 Aloia Bros. Concrete Contractors Ltd. $597,608.54 $597,609.54 Calder Hill Contracting Ltd. $598,677.16 $598,677.16 Bar-Quip Construction Ltd. $820,828.33 $820,828.33 Midome Construction Services Ltd. $848,644.13 $848,644.13 Automatic rejection — Tendering (bid) deposit of insufficient amount. Reference: Purchasing Policy Lancorp Construction Co. Ltd. No. PUR 010, Procedure No. 23.02,. Item 10(e), IB Item 11, 25, 26, and 27; TS Item 3. Automatic rejection — Tendering (bid) deposit of NEI Construction Corp insufficient amount. Reference: Purchasing Policy No. PUR 010, Procedure No. 23.02, Item 10(e), IB Item 11, 25, 26, and 27; TS Item 3. 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. (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 35; and (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) if item (h) —Waste Management Plan to be used on this project is acceptable to you; (d) any past work experience with the low bidder JCR Contracting Ltd. including work location; June 7, 2012 Tender No. T-5-2012 Page 2 Tender for Walrus Street- Road Construction and Sewer Works - ATTACHMENT#/ TOREPORT# eS 32-12., of (e) without past work experience, if reference information is acceptable; 7 (f) the appropriate account number(s) to which this work is to be charged; (g) the budget amount(s) assigned thereto; (h) - Treasurer's confirmation of funding; (i) related departmental approvals; 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 ou require further information, please feel free to contact me or a member of Supply & S c \c. rvices. VAF/jg Attachments June 7, 2012 • Tender No. T-5-2012 Page 3 Tender for Walrus Street— Road Construction and Sewer Works ATTACHMENT#Z TOREPORT# £2,-121 Cali 00 I of_I.- -,11' IgtJ :Kell k ei ENGINEERING SERVICES DIVISION 5 8 Attachment for Tender T-5-2012 V� Welrus Street Reconstruction and Storm Sewer Installation 4. s O ■ N K 0OOE OOL5)' OEN ORES o rr, US 7� 1,, Oy0� WEAR . A. \ OUESNE APO Z ROPO —SUBJECT RUSNON �ooE � �N AREA )Fe- 0 Ro°- cc o 59V( -.s, DUN BAR TO o 4 0 rr ROAD 0 0 0 ➢O Location Map —Welrus Street Proposed Construction Includes: City of Pickering Portion Complete Urbanization of Welrus Street which includes; • Installation of a storm sewer system for road, residential lot and boulevard drainage • Installation of a new and wider road, complete with concrete curb and gutter, new granular base, and base asphalt • Installation of concrete sidewalk (north side) Privately Funded Portion Proposed Sanitary Sewer System and Water Service Connections • Installation of a sanitary sewer system, for future lot development • Installation of sanitary services, for future lot development • Installation of water services, for future lot development Complete boulevard restoration to all areas affected by construction (fine grading and sodding where required)