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Home My WebLink AboutENG 10-14 cif,/co . Report to Executive Committee PI KERING Report Number: ENG 10-14 Date: May 12, 2014 From: Richard Holborn Director, Engineering & Public Works Subject: Whitevale Bridge Replacement - Tender No. T— 8-2014 - File: A-1440 Recommendation: 1. That Report ENG 10-14 of the Director, Engineering & Public Works regarding the Whitevale Bridge Replacement be received; 2. That Tender No. T-8-2014 as submitted by Esposito Bros. Construction Ltd. in the total tendered amount of$2,049,712.40 (HST included) be accepted; 3. That the total gross project cost of$3,003,315.00 (HST included), including the tendered amount and other associated costs, and the total net project cost of $2,704,578.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance &Treasurer to finance the net project cost in the amount of$2,704,578.00 as follows: • a) The sum of$1,400,000.00 be financed by the issuance of debentures by The Regional Municipality of Durham over a period not to exceed twenty years; b) The sum of$1,100,000.00 to be funded from the Federal Gas Tax Reserve Fund as provided for in the 2012 and 2014 Roads Capital Budgets and that $104,578.00 surplus Federal Gas Tax Reserve Fund from the 2014 asphalt resurfacing tender project (T-7-2014) be re-allocated as additional funds to this project; c) That the sum of$100,000.00 to be funded from the Rate Stabilization Reserve as provided for in the 2014 Roads Capital Budget; d) The annual repayment charges in the amount of approximately $106,000.00 be included in the annual Current Budget commencing in 2015 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; 5. That the draft by-law attached to this report be enacted; and 52 Report ENG 10-14 May 12, 2014 Subject: Whitevale Bridge Replacement Tender No. T-8-2014 Page 2 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: As part of the 2012 Roads Capital Budget, the Whitevale Bridge Replacement was approved as a construction project in the amount of $2,400,000.00. An additional $200,000.00 was approved in the 2014 Capital Budget in order to provide sufficient funds to meet the increase in estimated costs for the detail design and contract administration. Tender No. T-8-2014 was issued on Thursday, March 27, 2014 and closed on Wednesday, April 16, 2014 with six bidders responding. The low bid in the amount of$2,049,712.40 (HST included), submitted by Esposito Bros. Construction Ltd. is recommended for approval. The total gross project cost is estimated at $3,003,315.00 (HST included) and the total net project cost is estimated at $2,704,578.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-8-2014 1,813,904.78 HST (13%) 235,807.62 Total Gross Tender Cost 2,049,712A0 2. Estimated Project Costing Summary Tender No. T-8-2014 1,813,905.00 Associated Costs Miscellaneous 5,000.00 Consultant Fees (Design and Contract Administration) 190,000.00 Infrastructure Ontario Easements 15,000.00 Utility Relocations (Veridian and Bell) 220,000.00 Tree Removals 11,400.00 Toronto & Region Conservation Authority Planting Compensation 11,715.00 • Bird Netting for the Bridge 8,000.00 Commemorative Plaque 5,000.00 Materials Testing 15,000.00 Construction Contingency (20%) 362,781.00 Total 2,657,801.00 HST (13%) 345,514.00 Total Gross Project Cost 3,003,315.00 HST Rebate (11.24%) (298,737.00) Total Net Project Cost 2,704,578.00 CORP0227-07/01 revised 53 Report ENG 10-14 May 12, 2014 Subject: Whitevale Bridge Replacement Tender No. T-8-2014 Page 3 3. Approved Source of Funds-Roads Capital Budgets: 5320.1212.6250 and 5320.1410.6250 Funding Source Budget Year Available Budget Required Approved Debt 20-Year 2012 1,400,000.00 1,400,000.00 Federal Gas Tax Reserve Fund 2012 1,000,000.00 1,000,000.00 Rate Stabilization Reserve 2014 100,000.00 100,000.00 Federal Gas Tax Reserve Fund 2014 100,000.00 Federal Gas Tax Reserve Fund- Additional Funds Required 0.00 104,578.00 Total Funds 2,600,000.00 2,704,578.00 Net Project Costs under (over) Approved Funds ($104,578:00) Recommendation 4b, provides additional funding ($104,578.00) to increase the contingency to the 20 per cent level. The higher contingency is there as a precautionary measure, to ensure there are sufficient funds to address unanticipated additional costs in relation to the project. The additional dollars are a re-allocation of surplus FGT funds from the 2014 asphalt resurfacing tender project (T-7-2014) that was under budget. If the contingency funds are not required, they will be returned to source and be available for the 2015 budget. Discussion: In September 2010 the City hired the consulting firm SRM Associates (now GHD) to undertake the Municipal Class Environmental Assessment Schedule B, detail design and approvals, and contract administration for the replacement of Whitevale Bridge. In September 2012 the Minister of the Environment approved the Municipal Class Environmental Assessment Schedule B, and the City proceeded with detail design for the preferred option. During the detail design process the City and GHD met with the Whitevale Bridge Committee to address some of their concerns and requests with respect to the heritage aspect of the bridge. The resultant design includes Texas Classic Handrail, exterior beams being in filled to look like the existing Tee beams, granite curb on the approaches to the bridge, green rock protection and provision for future street lights. Staff will also continue to work in consultation with the Whitevale Bridge Committee to design a commemorative plaque to be installed near the bridge location. CORP0227-07/01 revised 54 • Report ENG 10-14 May 12, 2014 Subject: Whitevale Bridge Replacement Tender No. T-8-2014 Page 4 Tender No. T-8-2014 was issued on Thursday, March 27, 2014 and closed on Wednesday, April 16, 2014 with six bidders responding. The low bid submitted by Esposito Bros. Construction Ltd. is recommended for approval. The total gross project cost is estimated at $3,003,315.00 (HST included), and the total net project cost is estimated at $2,704,578.00 (net of HST rebate). References for Esposito Bros. Construction Ltd. have been checked and are deemed acceptable by the Manager, Capital Projects & Infrastructure. The Health & Safety Policy, proof of Confined Space Entry Procedure and list of employees trained, a current WSIB Workplace Injury Summary Report and Certificate of Clearance issued by Workplace Safety & Insurance Board as submitted by Esposito Bros. Construction Ltd., have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with staffs review of the contractor's references available on this project, the tender is deemed acceptable. . Upon careful examination of all tenders and relevant documents received, the Engineering & Public Works Department recommends the acceptance of the low bid submitted by Esposito Bros. Construction Ltd. for Tender No. T-8-2014 in the amount of $2,049,712.40 (HST included) and that the total net project cost of$2,704,578.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated April 17, 2014 2. Location Map 3. Being a by-law to authorize the Whitevale Bridge Replacement project in the City of Pickering and the issuance of debentures in the amount of$1,400,000 Prepared By: Approved/Endorsed By: ,r\-H allAd Ari/ • Darrell Selsky, CET, CMM III Rich rd Holbo , P. Eng. Manlier, Capital Proj ects & kfrastructure Dir ctor, Engineering & Public ublic Works Vera Felgmacher Stan Karwowski, MBA, CPA, CMA CSCMP, CPPO, CPM, CMM III Division Head, Finance & Treasurer Manager, Supply & Services CORP0227-07/01 revised 55 Report ENG 10-14 May 12, 2014 Subject: Whitevale Bridge Replacement Tender No. T-8-2014 Page 5 Caryn Kong, BA, CGA Senior Financial Analyst Capital & Debt Management RH:Ir Recommended for the consideration of Pickering ity Cou Tony Prevedel, P.Eng. Chief Administrative Officer 5 CORP0227-07/01 revised 'ATTACHMENT# I • TO REPORT# 1 I0 -i`+ • PICKERING Memo To: Richard Holborn April 17, 2014 Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Capital Works & Infrastructure Subject: Tender No. T-8-2014 Tender for Whitevale Bridge Replacement - 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. Two addenda were issued. Seven companies submitted a tender. 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 Esposito Bros. Construction Ltd. $2,049,712.40 $2,049,712.40 All Services Inc. $2,186,978.20 $2,186,978.20 McPherson-Andrews Contracting Ltd. $2,677,876.98 $2,677,890.90 Elirpa Construction and Materials Ltd. $2,867,311.73 $2,839,061.73 Dagmar Construction Inc. $3,042,003.39 $3,042,003.39 Bob Hendrickson Construction Ltd. $3,370,030.64 $3,369,996.74 57 o-rACHM ENT#, � TO REPORT# EKE= 10—I+ Automatic rejection —the bid bond and agreement to bond do not name the correct municipality as obligee. Clearwater Structures Inc. Reference: Purchasing Policy No. PUR 010, Procedure 23.02, Item 10 (c); Information to Bidders — Item 9, 11, 25, 26, and 27 and 48, Tendering Specifications— Item 1. Pursuant to Information to Bidders Item 30, 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) The City's Accessibility Regulations for Contracted Services form currently dated and signed; (h) list of Sub-Contractors in accordance with General Conditions Item 35; and (i) 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, Budgets & Internal Audit; (c) if item (g) through (i) noted above are acceptable; (d) any past work experience with the low bidder Esposito Bros. Construction Ltd. including work location; . (e) without past work experience, if reference information is acceptable; (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. 58April 17, 2014 Tender No. T-8-2014 Page 2 2JTACHMENT# TO REPORT# I0--I 4- 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 require further information, please feel free to contact me or a member of Supply & Se ices. / VAF/j Attachments • • • • April 17, 2014 Tender No. T-8-2014 Page Whitevale Bridge Replacement Calf 04 A /ATTACHME�-tT# To REPORT# G tO-- 14- • - 47i 4M. Engineering & Public Works I�` Department Attachment for Tender T-8-2014 Whitevale Bridge Replacement WHI AT,E 1 TE V O�� o 0 /�S GLADSTONE_ Z STE EET SUB ECT CHURCHWIN\ STREET AR A — J J 1- �7 WHITEVA - ROAD CC W C ow L 0 o m Cr ' F- Q • LL 11 0 - J U 01 \ LL O Q U Location Map —Whitevale Bridge Proposed Construction Includes: Whitevale Bridge —The proposed works to include the replacement of the'existing bridge on Whitevale Road crossing west Duffins Creek in accordance with the completed Class Environmental Assessment. • 60 ATTACHMENT _Jr O REPORT#BCD.. )O-) �f °�Z The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Whitevale Bridge Replacement project in the City of Pickering and the issuance of debentures in the amount of$1,400,000 Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City of Pickering wishes to proceed with debenture financing for the Whitevale Bridge Replacement project; and, Whereas before authorizing the construction in respect of the Whitevale Bridge Replacement project, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and, therefore, Ontario Municipal Board approval was not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved Report ENG 10-14 on the date hereof and awarded Tender No. T-8-2014 for the Whitevale Bridge Replacement project; • 61 NG, Io — fcf By-law No. Page 2 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Whitevale Bridge Replacement"; 2. That the estimated costs of the project in the amount of$2,704,578 be financed as follows: a) That the sum of$1,400,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed twenty years; b) That the sum of $1,204,578 be funded from the Federal Gas Tax Reserve Fund; c) That the sum of$100,000 be funded from the Rate Stabilization Reserve; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2015 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 20th day of May, 2014. David Ryan, Mayor Debbie Shields, City Clerk II 62