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Home My WebLink AboutENG 08-17�� c� P�C�CE�ING From: Richard Holborn Director, Engineering Services Report to Council Report Number: ENG 08-17 Date: May 15, 2017 Subject: Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road Tender No.T-6-2017 ��1C�_QiL•�� Recommendation: That Tender No. T-6-2017 Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road, as submitted by Wyndale Paving Co. Ltd. in the total tendered amount of $1,417,109.16 (HST included) be accepted; 2. That the total gross project cost of $1,713,400.00 (HST included), including the tendered amount and other associated costs, and the total net project cost of $1,542,970.00 (net of HST rebate) be approved; 3 G� 5 That Council authorizes the Director, Finance & Treasurer to finance the net project cost in the amount of $1,542,970.00 as follows: a) the sum of $1,540,000.00 as provided for in the 2016 Roads Capital Budget be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten years; b) the sum of $2,970.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $185,200.00 be provided for in the annual Current Budget commencing in 2017 or subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; d) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; That the draft by-law attached to this report be enacted; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. ENG �08-17 Subject: Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road (Tender No. T-6-2017) May 15, 2017 Page 2 Executive Summary: As part of the 2016 Roads Capital Budget, Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road was approved as a construction project. Tender No. T-6-2017 Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road was issued on Tuesday, March 28, 2017 and closed on Wednesday, April 19, 2017 with five bidders responding. The low bid submitted by Wyndale Paving Co. Ltd. is recommended for approval. The total gross project cost is estimated at $1,713,400.00 (HST included) and the total net project cost is estimated at $1,542,970.00 (net of HST rebate). � Financial Implications: 1. Tender Amount Tender No. T-6-2017 $1,254,078.90 HST (13%) 163,030.26 Total Gross Tender Amount $1.417.109.16 Est�mated rro�ect cost summary Tender No. T-6-2017 for Si�h Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road Associated Costs Materials Testing Miscellaneous (Consultant fees, TRCA application fees, etc.) Project Contingency (18%) Sub Total HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost CORP0227-07/01 revised $1,254,079.00 30,000.00 6,470.00 225,734.00 $1,516,283.00 197,117.00 $1,713,400.00 (170,430.00) $1.542.970.00 ENG 08-17 Subject: Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road (Tender No. T-6-2017) 3. A roved Source of Funds — 2016 Roads Ca ital Bud et Account Source of Funds Available Budget 5320.1631.6250 Debt - 10 Year $1,550,000.00 Property Taxes 0.00 Total Funds May 15, 2017 Page 3 Required $1,540,000.00 2,970.00 1.550.000.00 1.542.970.00 Project Cost under (over) approved funds by $7,030.00 Discussion: As part of the 2016 Roads Capital Budget, Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road was approved as a construction project. City staff have conducted public consultation with area residents since 2011 on this project, including distributing three consultation letters seeking design input. A Public Open House was held at Pickering Museum Village on Tuesday, November 29, 2016. Working concepts of the proposed design were on display during the Public Open House and Engineering Services staff were available to address any questions or concerns area residents may have regarding the project. . City staff met with Toronto & Region Conservation Authority (TRCA) representatives on January 19, 2017 to discuss the permit requirements for this project. Ontario Regulation #166/06, Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Application appFies to this project. City staff advised TRCA that this project will be completed in three phases. Phase 1— Sixth Concession Road, Greenwood Road to Westney Road. The works proposed for 2017 includes the following: • full road reconstruction and urbanization • storm sewer replacement Initially, a sidewalk was proposed for the south side of the Sixth Concession Road from Greenwood Road to Westney Road, however, due to area resident's feedback opposing the installation following the Public Open House on November 29, 2016, the proposed sidewalk was removed from this project. The scope of the works included in Tender No. T-6-2017 covers Phase 1 only. Debenture financing to be undertaken at this time is related to Phase 1 only. CORP0227-07/01 revised ENG.08-17 May 15, 2017 Subject: Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road (Tender No�. T-6-2017) Page 4 Phase 2— Sixth Concession Road, Greenwood Bridge to Greenwood Road The works proposed include the following: bridge deck rehabilitation road reconstruction storm sewer pipe and outfall replacement Phase 3— Sixth Concession Road, Greenwood Bridge to Westney Road. The works proposed include the following: • placement of the final lift of asphalt The timing of Phase 2 and Phase 3 works will be subject to future budget approvals which will be required to complete the detail design and approvals. The current Capital Forecast will be revised to reflect the proposed timing of Phase 2 and Phase 3. Tender No. T-6-2017 was issued on Tuesday, March 28, 2017 and closed on Wednesday, April 19, 2017 with five bidders responding. The low bid submitted by Wyndale Paving Co. Ltd. is recommended for approval. References for Wyndale Paving Co. Ltd. and list of sub-contractors have beeri reviewed and deemed acceptable by the Manager, Capital Projects & Infrastructure. The Waste Management Plan has been reviewed and deemed acceptable by the Manager, Capital Projects & Infrastructure. The Health & Safety Policy, and Certificate of Clearance issued by the Workplace ' Safety & Insurance Board, proof of Confined Space Entry Procedure and a list of employees trained in confined space entry procedure submitted by Wyndale Paving Co. 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. , CORP0227-07/01 revised ENG 08-17 May 15, 2017 Subject: Si�h Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road (Tender No. T-6-2017) Page 5 Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends acceptance of the low bid submitted by Wyndale Paving Co. Ltd. Inc. for Tender No. T-6-2017 in the amount of $1,417,109.16 (HST included), and that the total net project cost of $1,542,970.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated April 26, 2017 2. Record of Tenders Opened and Checked 3. Location Map 4. Being a by-law to authorize the Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road project in the City of Pickering and the issuance of debentures in the amount of $1,540,000.00. CORP0227-07/01 revised ENG 08-17 May 15, 2017 Subject: Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road (Tender No. T-6-2017) Pre ared By: arrell Selsky, C.E.T., CMM I Manager, Capital Projects & nfrastructure � I , Caryn Kong, CPA, CGA Senior Financial Analyst, Capital & Debt Management Vera A�elgemacher CSCMP, CPPO, CPPB, CPM, Manager, Supply & Services DS:mjh ►C�il�lii Recommended for the consideration of Pickering City Council � Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised Approved/Endorsed By: � Ric ard Holb rn, P.Eng Di ector, Engineering Services Page 6 :�� ..--�----� _... Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Sr Zo�� °� P1CKE R] NG To: From: Copy: ATTAC�iMENT#_. � .__ TO REPORT#` �$ r � � �_of �_ Richard Holborn Director, Engineering Services Vera A. Felgemacher Manager, Supply & Services Administrative Assistant, Engineering Services Supervisor, Supply & Services Memo April 26, 2017 revised Subject: Tender No. T-6-2017 Tender for Sixth Concession Road - Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road Closing: Wednesday, April 19, 2017 — 2:OOpm File: F-5400-001 Tender No. T-6-2017 was advertised on the City's website on March 28, 2017. Five (5) companies have submitted a bid 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 completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shall 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 and are attached. Summary Harmonized Sales Tax Included B�dder,<< . . Toial Tendered Amount- After Calculation Check� s ,.. _ Wyndale Paving Co. Ltd $1,417,109.16 $1,417,109.16 Blackstone Paving & Construction Limited $ 1,798,050.24 $1,798,050.24 Kapp Contracting Inc. $1,943,294.34 $1,943,249.34 Elipra Construction & Materials Limited $2,112,651.37 $2,112,651.37 ATTACIiMENT#= TO REPORT#� Fl o�—� � Bidder - - Brennan Paving,& Construction Ltd Comments _ Automatic Rejection: Addendum # 1 not acknowledged. Reference: Purchasing Policy No. PUR010 Item 23.02 — 11, Information to Bidder - Item 9, 13, 22, 24„ 25, 26, 40, 41, 42 Addendum # 1 and Advertisement _ Pursuant to Information to Bidders Item 27 and Tendering Specifications Item 20 and 21, the following documentation will be requested of Wyndale Paving Co. Ltd. for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a) A copy of the Health and Safety Policy to be used on this project; (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (c) Proof of compliance with amended Confined Space Entry Regulations (July 1, 2011). Copies of certified Training and Procedures to be used on this project; (d) A list of employees trained in the confined space entry procedure who will be working on this project; (e) The City's certificate of insurance or approved alternative form completed by the Bidder's agent, broker or insurer; (fl A completed Sub-contractors List, listing all sub-contractors who may be carrying out any part of this Contract; and . (g) Waste Management Plan. A budget of $1,550,000.00 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 06.11, 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: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please include the following items in your Report: 1. if Items (a) through (d) noted above are acceptable to the Co-ordinator, Health & Safety or designate; 2. if Item (e) is acceptable to the Manager, Budgets & Internal Audit; � 3. if Item (fl the list of subcontractors is acceptable to Engineering Services / Operations; 4. if Item (g) Waste Management Plan is acceptable to Engineering Service / Operations; 5. any past work experience with low bidder Wyndale Paving Co. Ltd. including work location; April 26, 2017 Tender No. T-6-2017 Page 2 Sixth Reconstruction Road - Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road ATTACFiMENT# � TOREPORT# ��C� � r �� „-�..:,..�,., _�of= --- 6. without past work experience, if reference information is acceptable to Engineering Services; 7. the appropriate account number(s) to which this work is to be charged; 8. the budget amount(s) assigned thereto; 9. Treasurer's confirmation of funding; 10. related departmental approvals; and 11. 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 you r quire further information, please feel free to contact me or a member of Supply & Servic � VAF/g Attachmen s (6) April 26, 2017 Tender No. T-6-2017 . Page 3 Sixth Reconstruction Road - Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road " � a� c � � • � � ca 0 � 'a O O C N � . � � � ' �'C � N V � � a' i °' U � � � � � (J) .` � � � � O Y � C� �i Q '� o. o � � O L C � � o � � U � L U � »-� ~ o y"'� U 0 , N � � L 0 (Q d � ti � � I p j— -p N c6 U � � J O Q. Q U C� � � ti 'a N O e- N V N � o L � � Q '� Cfl � ' Q.. ��Q � O a .` v.. G�i O � Z -°'a.a � E � c � Ht°'�E= AiTAC1iMENT# z TOREPORT# �� 0$`"� � _ �_of= 'O C � m (� � � � d = d O H � ea a �+ O F- � C d � � +�+ O � L m � a � I \' � � -a p' � 'p .� 'p G m Q _ _ — — d � :S'� �' � „/ 4, e1 � � d ,� ✓� � � � 'a . � y Q� _ � �° � u � � 3 s s ° s � � y G � � � . Q Q `C ' v , G �7 d � H9�ff3 O H9• � _ j, � N n� � � 1' � �..J� U � �U � Q N '� � C (� N C i � � O U � N O _ � U c i (6 t � O C O U 0 C 0 � U a� > "� C f� � N .� � rn C � � N Q � .� .� �. A U �L � .� � � 0 S C � � 0 � � c a� � F- ATTACFiMENT# � TO REPORT# � � DB�� "�� -- � � � � 7 GREEI��'VVOOD GREENWOOD UNI TED CHURCH CONCESSION - GREENWOOD PARK dc C � COMMUNITY CENTl;E R OAD %- W z � � W � SUBJECT AREA V.4LLEY VIEW v PUBUC SCNOOL 31 GREEN RI DGE ' DRIVE Location Map Engineering Services �� Department Sixth Concession Road — Road Reconstruction p��KER1 NG and Storm Sewer Replacement Greenwood Road to Westney Road ATTACHMENT#� TO REPORT# �� $- �� - � ._.�L_of= The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road project in the City of Pickering and the issuance of debentures in the amount of $1,540,000.00 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 Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road project; and, Whereas before authorizing the Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road 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 08-17 on the date hereof and awarded Tender No. T-6-2017 for the Sixth Concession Road — Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road project; ATTACH�MENT#�TOREPORT# ��7 0g-!� By-law No. � ��of� 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 "Sixth Concession Road - Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road"; 2. That the estimated costs of the project in the amount of $1,542,970.00 be financed as follows: a) that the sum of $1,540,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten years; b) that the sum of $2,970.00 be funded from property taxes; 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 2017 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. . By-law passed this 15t'' day of May, 2017. David Ryan, Mayor Debbie Shields, City Clerk