HomeMy WebLinkAboutENG 06-16 Report to
Cali 00 Si: Executive Committee
Report Number: ENG 06-16
I Date: April 11, 2016
From: Richard Holborn
Director, Engineering & Public Works
Subject: Asphalt Resurfacing on Various City Streets
- Tender No. T-5-2016
- File: A-1440
Recommendation:
1. That Tender No. T-5-2016 for Asphalt Resurfacing on Various City Streets as
submitted by Four Seasons Site Development Ltd. in the total tendered amount of
$1,128,329.30 (HST included) be accepted;
2. That the total gross project cost of $1,387,895.00 (HST included), including the
tender amount and other associated costs, and the total net project cost of
$1,249,842.00 (net of HST rebate) be approved;
3. That Council authorize the Division Head, Finance & Treasurer to finance the net
project cost of$1,249,842.00 as follows:
a) The sum $1,051,102.00 as approved in the 2016 Capital Budget to be funded
by a transfer from the Federal Gas Tax Reserve Fund;
b) The sum of $198,740.00 as approved in the 2016 Capital Budget to be
funded from the Ontario Community Infrastructure Fund (OCIF) Grant;
4. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
Executive Summary: The 2016 Capital Budget includes resurfacing projects for
the following streets: Canso Drive, Eyer Drive, Glenanna Road, McPherson Court,
Shadybrook Drive, Stonepath Circle and The Esplanade North. Tender No. T-5-2016
was issued on Thursday, February 18, 2015 with a tender closing date of Wednesday,
March 9, 2016. The low bid of$1,128,329.30 (HST included) submitted by Four
Seasons Site Development Ltd.is recommended for approval. The total gross project
cost is estimated at $1,387,895.00 (HST included) with an estimated total net project
cost of$1,249,842.00 (net of HST rebate).
ENG 06-16 April 11, 2016
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T-5-2016 Page 2
Financial Implications:
1. Tender Amount
Tender.No. T-5-2016 $998,521.50
HST (13%) 129,807.80
Total $1,128,329.30 .
2. Estimated Project Costing Summary
Tender No. T-5-2016 —Tender for Asphalt Resurfacing on
Various City Streets $998,522.00
Associated Costs
Materials Testing 30,000.00
Construction Contingency (20% ) 199,704.00
Sub Total - Costs $1,228,226.00
HST (13%) 159,669.00
Total Gross Project Costs $1,387,895.00
HST Rebate (11.24%) . (138,053.00)
Total Net Project Costs $1,249,842.00
3. Approved Source of funds
Roads Capital Budget
Location Project Code Source of Funds Budget Required
Canso Drive 5320.1609.6250 Federal Gas Tax $165,000.00 $149,764.00
Eyer Drive 5320.1615.6250 Federal Gas Tax 70,000.00 65,260.00
Glenanna Road 5320.1610.6250 Federal Gas Tax 226,260.00 258,355.00
Prov. OCIF Grant 198,740.00 198,740.00
McPherson Court 5320.1612.6250 Federal Gas Tax 160,000.00 146,115.00
Shadybrook Drive 5320.1614.6250 Federal Gas Tax 150,000.00 144,026.00
Stonepath Circle 5320.1613.6250 Federal Gas Tax 200,000.00 167,897.00
The Esplanade 5320.1611.6250 Federal Gas Tax 130,000.00 119,685.00
North
Total $1,300,000.00 $1,249,842.00
Net project costs (over) under approved funds $50,158.00
The over expenditure of $32,095.00 on Glenanna Road can be accommodated from the
savings from the other Federal Gas Tax projects in 2016. Overall, the 2016 asphalt
resurfacing program on various streets as a whole has an under expenditure of
$50,158.00.
'CORP0227-07/01 revised
ENG 06-16 April 11, 2016
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T-5-2016 Page 3
Discussion: As part of the 2016 Capital Budget asphalt resurfacing on
Canso Drive, Eyer Drive, Glenanna Road, McPherson Court, Shadybrook Drive,
Stonepath Circle and The Esplanade North were approved as construction projects.
Tender No. T-5-2016 was issued on Thursday, February 18, 2016 and closed on
Wednesday, March 9, 2016 with ten bidders responding. The low bid submitted by Four
Seasons Site Development Ltd. is recommended for approval. The total gross project
cost is estimated at $1,387,895.00 (HST included), with an estimated total net project
cost of$1,249,842.00 (net of HST rebate).
References for Four Seasons Site Development 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 a list of employees trained
in confined space entry procedure, a current WSIB Workplace Injury Summary Report,
and Certificate of Clearance issued by the Workplace Safety & Insurance Board and
Ministry of Labour Training Certificates as submitted by Four Seasons Site
Development Ltd. have been reviewed by the Coordinator, Human Resources, and
deemed acceptable. The Certificate of Insurance has been reviewed by the Manager,
Budgets & Internal Audit, 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
Engineering & Public Works Department recommends acceptance of the low bid
submitted by Four Seasons Site Development Ltd, for Tender No. T-5-2016 in the
amount of$1,128,329.30 (HST included), and that the total net project cost of
$1,249,842.00 be approved.
Attachments:
1. Supply & Services Memorandum dated March 11, 2016
2. Record of Tenders Opened and Checked
3. Location Maps
CORP0227-07/01 revised
ENG 06-16 • April 11, 2016
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T-5-2016 Page 4
Prepared By: Approved/Endorsed By:
C-- --Er--- y TC61161,tai,
Kevin Cahill, CET., CRS Richard Holborn, P. Eng.
'or Coordinator, Capital Projects Director, Engineering & Public Works
cSeni\, 1 /-i0" ' // /
f. / / / ,........„....---- ---------- ...---
Darrell Selsky, CET. CMM IIIi Stan Karwowski, MBA, CPA, CMA
Manag r, Capital Projects & Infrastructure Division Head, Finance & Treasurer
Vera A. Fel emacher
CSCMP, CPPO, CPPB, CPM, CMM Ill
Manager, Supply & Services
Caryn Kong, CPA, CGA
Senior Financial Analyst
Capital & Debt Management
KC:mjh
Recommended for the consideration
of Pickering City Council
opiaadi,
//GEC• Z-91 2.0<6
Tony Prevedel, P.Eng.
Chief Administrative Officer
t
CORP0227-07/01 revised
•
ATTACHMENT# I TOREPORT#=41 o(O-ILO
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PICKERING Memo
To: Richard Holborn March 11, 2016
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Capital Projects & Infrastructure
Sr. Construction Coordinator/Inspector
Supervisor, Supply & Services
Subject: Tender No. T-5-2016
Tender for Asphalt Resurfacing on Various City Streets
Closing: Wednesday, March 9, 2016 —2:00 pm
File: F-5400-001
Tenders have been received for the above project. Thirty companies were notified of the bid
opportunity. An advertisement was placed on the City's website on February 18, 2016 inviting
companies to download the tendering documents and 10 bids were received.
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 below.
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). However, deposits of the three
bidders will be retained at this time.
A Copy of the tender and the Record of Tenders Opened is attached for your review.
Tenders shall be irrevocable for 90 days after the official closing date and time.
Summary
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Four Seasons Site Development Ltd. $1,128,329.30 $1,128,329.30
Furfari Paving Co. Ltd. $1,157,157.91 $1,157,157.91
D. Crupi & Sons Ltd. $1,244,984.17 $1,244,984.17
IPAC Pacing Ltd. $1,350,603.12 $1,350,603.12
Forest Contractors Ltd. $1,390,861.06 $1,390,861.07
ATTACHMENT#=TO REPORT#, 51C9 O( -I (o
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Bidder Total Tendered Amount After Calculation Check
Peltar Paving and General
Contracting Co. Ltd. $1,430,877.76 $1,430,877.76
Ashland Paving Ltd. $1,501,606.46 $1,501,606.46
Serve Construction Ltd. $1,552,188.34 $1,552,120.54
Brennan Paving & Construction Ltd. $1,692,467.89 $1,692,467.90
Automatic rejection — Bid bond of insufficient amount.
C. Valley Paving Ltd. Reference: Purchasing Policy No. PUR 010, Item
23.02 -10 (d); Information to Bidders — Item 9, 11, 24,
25, 26 and 47, Tendering Specifications— Item 1, 2.
•
Pursuant to Information to Bidders Item 27, Tendering Specifications Item 20 and General
Conditions Item 32, the following documentation will be requested of the low bidder for your
review during the evaluation stage of this tender call. Please advise if we are to proceed with
collecting the following:
(a) A copy of the currently dated and signed 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 (received with bid);
(d) Proof of compliance with amended Confined Spaces Regulation (July 1, 2011). 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) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training certificates
for every worker and supervisor who will be assigned to this project;
(h) Waste Management Plan; and
(i) List of sub-contractors.
A budget of$1,300,000.00 was provided to Supply & Services for this procurement.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST.
As such, in accordance with Purchasing Policy Item 06.12, where the compliant quotation or
tender meeting specifications and offering best value to the City is acceptable or where the
highest scoring proposal is recommended and the estimated total purchase price is over
$250,000, the Manager may approve the award, subject to the approval of the Director,
Treasurer, CAO and Council.
March 11, 2016
Tender No. T-5-2016 Page 2
Asphalt Resurfacing on Various City Streets
{ ' oC O(o- Ito
ATTACHMENT#_ _�_TO REPORT# 1
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Please include the following items in your memorandum/report:
1.' if Items (a) through (d), and (g) noted above are acceptable to the Co-ordinator, Health &
Safety or designate;
2. if Item (f) is acceptable to the Manager, Budgets & Internal Audit;
3. if Items (h) and (i) are acceptable to Engineering & Public Works;
4.!' any past work experience with the low bidder Four Seasons Site Development Ltd.
including work location;
without past work experience, if reference'information is acceptable;
6. the appropriate account number(s) to which this work is to be charged;
7.' the budget amount(s) assigned thereto;
8. Treasurer's confirmation of funding;
9. related departmental approvals; and
10. related comments specific to the project.
After receiving Council's approval, an approved "on-line" requisition will be required to proceed.
Enquiries can be directed to the City's website for the unofficial bid results as read out at the
public tender opening or to Supply & Services. 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/sb'
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Tender No. T-5-2016 Page 3
Asphalt Resurfacing on Various City Streets
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Proposed Construction Includes:
The Work of this tender is to provide all machinery, tools, apparatus, materials and
other means of construction for complete asphalt removal, supply and installation of
new base and top course asphalt resurfacing on: Canso Drive, Eyer Drive, Glenanna
Road, McPherson Court, Shadybrook Drive, Stonepath Circle and The Esplanade
North. General Works may also include spot repairs to existing concrete curbs, gutters,
concrete sidewalks, driveway aprons, fine grading and line painting all in accordance
with terms, conditions and specifications contained herein to the satisfaction of the City.
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