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Home My WebLink AboutCS 47-12 1 elf,/ 00 gi Report To Council • PICKERING Report Number: CS 47-12 Date: September 18, 2012 From: Everett Buntsma Director, Community Services Subject: Tender for Asphalt and Concrete Repairs • - Tender No. T-24-2012 - File: A-1440 Recommendations: 1. That Report CS 47-12 of the Director, Community Services regarding the Tender for • Asphalt and Concrete Repairs be received; 2. That Tender No. T-24-2012 as submitted by Ore Construction Ltd. for Asphalt and Concrete Repairs in the total tendered amount of $372,924.86 (HST included) and a . net cost of $335,830.39 be accepted; 3. That the total gross project cost of $387,841 (HST included), including the tender amount and other associated costs and the total net project cost of $349,263 be approved; 4. That Council authorize the (Acting) Division Head, Finance & Treasurer to finance the project as follows: a) that the sum of $85,740, as provided for in the 2012 approved Current and Capital Budgets, be funded from property taxes; • b) that the sum of $142,341, as provided for in the 2012 approved Current Budget for Sidewalks — Sidewalk Rehabilitation Program, be funded from Federal Gas Tax grant; c) that the sum of $11,235, as provided for in the 2012 approved Capital Budget for Property Maintenance, be funded by a transfer from the Rate Stabilization Reserve; . d) that the sum of $18,605, as provided for in the Current Budget for Development Control - Road Maintenance Asphalt & Concrete Works, be funded from other revenues collected from fees and charges required and related to building permits and cash-in-lieu; Report CS 47-12 September 18, 2012 Subject: Tender for Asphalt and Concrete Repairs Tender No. T-24-2012 Page 2 72 e) that the sum of $91,342 for the Transit Bus Pads be funded by a recovery from Durham Region Transit; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: As part of the 2012 Current Budget and Capital Budget, various municipal maintenance projects were approved in association with the supply and installation of concrete and asphalt products. Tender No. T-24-2012 was issued on Wednesday, August 08, 2012 and closed on Thursday, August 23, 2012 with five (5) bidders responding. The total gross project cost is estimated to be $387,841 and an estimated net cost of $349,263 (net of HST rebate). Financial Implications: 1. Tender Amount T-24-2012 $330,022.00 HST (13%) 42,902.86 Sub-Total 372,924.86 HST Rebate (11.24%) (37,094.47) Total $335,830.39 • Report CS 47-12 September 18, 2012 Subject: Tender for Asphalt and Concrete Repairs 7 3 Tender No. T-24-2012 Page 3 2. Source of Funds Capital and Current Budgets Location Project Code Funding Source Available Required Budget Budget Operations - Roads Road Repairs & 2320.2408.0002 Property Taxes $40,000 $25,611 Maintenance —Asphalt & Concrete Repair Program Sidewalk Repairs & 2323.5981.0000 Federal Gas Tax 200,000 142,341 Maintenance —Asphalt & Grant Concrete Repair Program Subtotal $240,000 $167,952 Operations - Parks Walkway Reconstruction 5780.1207.0000 Property Taxes $32,000 $30,077 — Amberlea Park Walkway Reconstruction 5780.1208.0000 Property Taxes 39,000 30,052 — David Farr Park Walkway Reconstruction 5311.1202.0000 Rate Stabilization 40,000 11,235 — Centennial Park Reserve Subtotal $111,000 $71,364 Planning & Development - Maintenance Development 2613.2407.0000 Other Revenue $20,000 $18,605 Maintenance Work (fees & charges) Subtotal $20,000 $18,605 Third Party Recoverable Durham Transit — Transit 3290.0001 Region of $91,342 $91,342 Bus Pads Durham Subtotal $91,342 $91,342 TOTAL $462,342 $349,263 Report CS 47-12 September 18, 2012 Subject: Tender for Asphalt and Concrete Repairs Tender No. T-24-2012 Page 4 74 3. Estimated Project Costing Summary T-24-2012 —Tender for Asphalt & Concrete Repairs City of Pickering Portion $243,712 Durham Region Transit Portion — Bus Pads 86,310 330,022 Associated Costs Construction Contingency (4%) 13,200 Total $343,222 HST (13%) 44,619 Total Gross Project Cost $387,841 HST Rebate (11.24%) (38,578) Total Net Project Cost $349,263 Under/(Over) Budget $113,079 The total tender amount includes a provisional rate of $100 per square metre for any unexpected asphalt grind and overlay work that may arise during the contract. Any extra work deemed necessary may be accommodated within the total approved budget amount available. Discussion: Annual maintenance programs requiring the supply of materials and labour for the repair of roads, curbs and sidewalks are included in the tender for asphalt and concrete repairs. Similar to last year's program, various concrete and asphalt projects were incorporated in an effort to attain cost efficiencies. Additions include sidewalks throughout the City as well as walkways in/to Amberlea Park, David Farr Park and Centennial Park. This tender(similar to last year) includes a Third Party component for the construction of concrete transit pads on municipal boulevards, work that will be fully recoverable from Durham Region Transit. Tender No. T-24-2012 was issued on Wednesday, August 8, 2012 and closed on Thursday, August 23, 2012 with five (5) bidders submitting a bid. The low bid was submitted by Ore Construction Ltd. References provided by Ore Construction Ltd. have been checked and are deemed acceptable by the Manager, Municipal Operations & Fleet Services. The Health & Safety Policy, current WSIB Council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued by Workplace Safety & Insurance Board, proof of compliance with Confined Space Entry Regulations, copies of certified training and procedures, list of employees trained in confined space entry procedures as submitted by Ore Construction Ltd., have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. The Certificate of Insurance has been reviewed by Report CS 47-12 September 18, 2012 Subject: Tender for Asphalt and Concrete Repairs 7 5 Tender No. T-24-2012 Page 5 the (Acting) Division Head, Finance & Treasurer and is deemed acceptable. In conjunction with staff's review of the contractor's 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, the Planning & Development Department and Durham Region Transit recommends the acceptance of the low bid submitted by Ore Construction Ltd. for Tender No. T-24-2012 in the amount of $372,924.86 (HST included) and that the total net project cost of $349,263 be approved. Attachments: 1. Supply & Services Memorandum dated August 23, 2012 2. Email dated August 28, 2012 from Durham Region Prepared By: Approved / dorsed.By:- 4,".' V ,,� r rant Smith Evere _ = • tsma Manager, Municipal Operations Director, Community Services & Fleet`Services ■ h, Vera A. Feilgemacher Stan Karwowski CSCMP, CPPO, CPPB, C.P.M., CMM III (Acting) Division Head, Finance &Treasurer Manager, Supply & Services • Kristine Senior Manager, Accounting Services Recommended for the consideration of Pickering Ci Counci / �� • 78 2012, Tony Prevedel, P.Eng. Chief Administrative Officer �'?ACHMENT#_.._./ REPORT# C� 4./z' City oye Z of PICKERING • M e m To: Everett Buntsma August 23, 2012 Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Operations & Fleet Services Coordinator, Roads & Infrastructure Manager, Development Control Supervisor, Engineering & Capital Works Subject: Tender No. T-24-2012 Tender for Asphalt and Concrete Repairs - 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. Two (2) addenda were issued on this project. Five (5) 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 • Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation'Check Ore Construction Ltd. $372,924.86 $372,924.86 Aloia Bros. Concrete Contractors Ltd. $515,376.05 $515,376.05 Pencon Construction Canada Corp. $525,679.39 $525,679.39 Trisan Construction $663,579.84 $669,882.98 Royalcrest Paving & Contracting Ltd. $737,633.49 $737,633.49 -ft FPIE'!T##,. / TO REPORT# i7421 7 7 Pursuant to Information to Bidders Item 29, 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 (currently dated and signed); (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 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 Ore Construction 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 y u require further information, please feel free to contact me or a member of Supply & Se ices. r VAF/jg Attachments August 23, 2012 Tender No. T-24-2012 Page 2 Tender for Asphalt and Concrete Repairs ATTACHMENT TOREPORT# of p Schweyer, Donna M. From: David Gooding [David.Gooding @durham.ca] Sent: August-28-12 2:26 PM To: Tony Francis; Pelzowski, Mike Cc: Buntsma, Everett; Smith, Grant Subject: Re: T 24 2012 Transit Results Attachments: David Gooding.vcf Mike, This email is confirmation that Durham Region Transit will participate in the above noted tender being awarded to Ore Construction Ltd. for the construction of concreted standing areas and walkways at bus pads. The DRT portion of work has been authorized in the amount of $86,310.00 including a 10% Administration amount of $8,631.00 and a 10% Contingency amount of $8,631.00 for a total amount of $103,572.00, excluding any applicable taxes. I trust this information is satisfactory for DRT to participate in this tender. Regards, David B. Gooding • Manager, Transit Operational Planning & Scheduling Durham Region Transit tel. 905 571- 5019 email: David.Gooding(c,)durham.ca >>> "Pelzowski, Mike" <mpelzowski(thpickering.ca> 8/27/2012 11:23 am >>> Mr. Tony Francis Mr. David Gooding Durham Transit City staff are finalizing the completion of our municipal concrete and asphalt tender for 2012 and are looking to present an report to our Council requesting their authorization to proceed. Further to which, attached is a copy of the low bid results for the Durham Transit component of the tender , T-24 2012 as received . Can you please review same and issue a transit document (last years was a quick email) confirming acceptance of the bid results and authorization to proceed with the work. Please note, an expedited reply would be appreciated. Thanks, Mike 1