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Home My WebLink AboutENG 09-17 cg Report to Council P 1 C K E R I N G Report Number: ENG 09-17 Date: June 12, 2017 From: Richard Holborn Director, Engineering Services Subject: Timmins Gardens & Boxworth Place Road Reconstruction - Tender No. T-9-2017 - File: A-1440 Recommendation: 1. That Tender No. T-9-2017 for Timmins Gardens & Boxworth Place Road Reconstruction as submitted by Blackstone Paving & Construction Ltd. in the total tendered amount of$542,171.18 (HST included) be accepted; 2. That the total gross project cost of$660,212.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $594,541.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of$594,541.00 as follows: a) The sum of$198,740.00 as approved in the 2016 Roads Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) The sum of$395,801.00 as approved in the 2016 Roads Capital Budget to be funded by a transfer from the Roads & Bridges Reserve Fund; 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the 2016 Roads Capital Budget, Timmins Gardens & Boxworth Place Road Reconstruction was approved as a construction project. Tender No. T-9-2017 was issued on Friday, May 5, 2017 and closed on Thursday, May 25, 2017 with five bidders responding. The low bid of$542,171.18 (HST included) submitted by Blackstone Paving & Construction Ltd. is recommended for approval. The total gross project cost is estimated at $660,212.00 (HST included) with an estimated total net project cost of$594,541.00 (net of HST rebate). ENG 09-17 June 12, 2017 Subject: Timmins Gardens & Boxworth Place Road Reconstruction —Tender No. T-9-2017 Page 2 Financial Implications: 1. Tender Amount Tender No. T-9-2017 $479,797.50 HST (13%) 62,373.68 Total $542,171.18 2. Estimated Project Costing Summary Tender No. T-9-2017 —Tender for Timmins Gardens & Boxworth Place Road Reconstruction $479,798.00 Associated Costs Materials Testing 8,500.00 Construction Contingency (20% ) 95,960.00 Sub Total - Costs $584,258.00 HST (13%) 75,954.00 Total Gross Project Costs $660,212.00 HST Rebate (11.24%) (65,671.00) Total Net Project Costs $594,541.00 3. Approved Source of Funds — Roads Capital Budget Expense Code Source of Funds Budget Required 5320.1607.6250 Federal Gas Tax Reserve Fund $198,740.00 $198,740.00 5320.1607.6250 Roads & Bridges Reserve Fund 451,260.00 395,801.00 Total $650,000.00 $594,541.00 Net project costs (over) under approved funds $55,459.00 Discussion: As part of the 2016 Roads Capital Budget, Timmins Gardens & Boxworth Place Road Reconstruction was approved as a construction project. City staff have conducted public consultation with area residents on this project, including mailing out an information notice of the proposed works, and hosting a Public Open House that was held at Pickering City Hall on Tuesday, December 6, 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 had regarding the project. Tender No. T-9-2017 was issued on Friday, May 5, 2017 and closed on Thursday, May 25, 2017 with five bidders responding. The low bid submitted by Blackstone Paving & CORP0227-07/01 revised ENG 09-17 June 12, 2017 Subject: Timmins Gardens & Boxworth Place Road Reconstruction —Tender No. T-9-2017 Page 3 Construction Ltd. is recommended for approval. The total gross project cost is estimated at $660,212.00 (HST included), with an estimated total net project cost of$594,541.00 (net of HST rebate). References for Blackstone Paving & Construction Ltd., a list of subcontractors and the Waste Management Plan have been reviewed and are deemed acceptable by the Manager, Capital Projects and Infrastructure. The Health & Safety Policy, proof of Confined Space Entry Procedure and a list of employees trained in confined space entry procedure, and a current Certificate of Clearance issued by the Workplace Safety & Insurance Board as submitted by Blackstone Paving & Construction Ltd. have been reviewed by the Human Resources Specialist, 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 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 Services Department recommends acceptance of the low bid submitted by Blackstone Paving & Construction Ltd., for Tender No. T-9-2017 in the amount of $542,171.18 (HST included), and that the total net project cost of$594,541.00 be approved. Attachments: 1. Supply & Services Memorandum dated May 26, 2017 2. Record of Tenders Opened and Checked 3. Location Map CORP0227-07/01 revised ENG 09-17 June 12, 2017 Subject: Timmins Gardens & Boxworth Place Road Reconstruction —Tender No. T-9-2017 Page 4 Prepared By: Approved/Endorsed By: \ A # ',a .1 Darrell S,bIsky, C. .T., CMM III Rich rd Holborn, P.Eng. Manage Capital Projects & Inf structure Dir ctor, Engineering Services Vera A. Felgei acherStan Karwowski, MBA, CPA, CMA CSCMP, CPPO, CPPB, CPM, CMM III Director, Finance & Treasurer Manager, Supply & Services DS:mjh Recommended for the consideration of Pickering City Council 640eill SuAtz 2.1 24017 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT# I TO REPORT#_, er 1 O 64 °I PICKERING Memo To: Richard Holborn May 26, 2017 Director, Engineering Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Engineering Services Supervisor, Supply & Services Subject: Tender No. T-9-2017 Tender for Timmins Gardens & Boxworth Place Road Reconstruction Closing: Thursday, May 25, 2017 —2:00pm File: F-5400-001 Tender No. T-9-2017 was advertised on the City's website on May 5, 2017. Five (5) bidders 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 ,��-.�'�. ��3 �' ` '' - al rt , , 1�7(J .r. . r� ,.1 `i s r 3h � �: .yF�.{ :n;,.,�-� 'i"�' �4�,��',� f• . £ 4�r c r �q n '� ny �r n I1S{ �,� ORA � I Biddera tM x h , ,� I� yr x 1,� 7 Total Tendered AmouO After2CKalc-ulatuon Check S r a .t..4r„ J ti ,h i4 f9oi..,i1l`, S Blackstone Paving and Construction $542,171.18 $542,171.18 Ltd. Brennan Paving & Construction Ltd. $590,284.43 $590,284.43 Serve Construction Ltd. $640,684.58 $640,684.58 Montgomery MacEwen Contracting $654,947.43. $654,947.43 Elirpa Construction & Materials Ltd. $871,146.18 $871,146.18 ry ATTACHMENT# TO REPORT# Nt �� of3 Pursuant to Information to Bidders Item 26 and Tendering Specifications Items 21 and 22, the following documentation will be requested of Blackstone Paving and Construction 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 currently dated and signed Health and Safety Policy to be used on this project (or City's Health & Safety Regulation Form); (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (c) The City's certificate of insurance or approved alternative form completed by1he Bidder's agent, broker or insurer; (d) Proof of compliance with amended Confined Spaces Regulation (July 1, 2011). Copy(ies) of certified Training and Procedures to be used on this project; (e) List of employees trained in the confined space entry procedure who will be working on this project; (f) Completed Sub-contractors List, listing all sub-contractors who may be carrying out any part of this Contract; (g) Completed Accessibility Regulations for Contract Services form; and (h) Waste Management Plan A budget of$650,000 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) (b) (d) (e) noted above are acceptable to the Acting Co-ordinator, Human Resources or designate; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if Items (f) (h) are acceptable to Engineering Services; 4. any past work experience with low bidder Blackstone Paving and Construction Ltd. including work location; 5. the appropriate account number(s) to which this work is to be charged; 6. the budget amount(s) assigned thereto; 7. Treasurer's confirmation of funding; 8. , related departmental approvals; and 9. related comments specific to the project. May 26, 2017 Tender No. T-9-2017 Page 2 Timmins Gardens & Boxworth Place Road Reconstruction ATTACHMENT# TO REPORT# N1 Q q—r- 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 require further information, please feel free to contact me or a member of Supply & Services. VAF/sb Attachments -May 26, 2017 Tender No. T-9-2017 Page 3 Timmins Gardens & Boxworth Place Road Reconstruction ATTACHMENT#.,._.,_TO REPORT#__ • City of Pickering • Record of Tenders Opened and Checked ' Tender Description: Timmins Gardens and Boxworth Place Road Reconstruction Tender No.: T-9-2017 Date: Thursday,May 25,2017 Time: Approx.2:15 pm Local Time Bid Agreement to Total Tendered Bidder Sign In Comments Deposit Bond Amount Bidder Name Blackstone Paving& Construction Ltd. v (r j ✓, $ S ', �/ /� Brennan Paving _ r Construction Ltd.. / r (o I ✓r $5-70,o7,,PI�. 5�3 ✓2z4L..e. Elirpa Construction& a $ Materials Ltd. to ° 7/,�� a; Montgomery MacEwen ,jf vy f' $6 sy/ Rs-4- scpai Contracting Serve Construction Ltd. ✓A t c W ✓ $ 6 Y0. 6 Py$�' - I City Staff Present f Other (f The information is strictly preliminary,sPendi -nd verification of conformance to terms,conditions and specifications. h/C09- 1-q' - ATTACHMENT# 3 TO REPORT#._._. v °f �� cc-- -71111111ffAMII sr 77 DUNBgRT•N 0CY- "7 S70 0 c2-\ • VI �C poP la L i • O. K\NG�ON O EK‘))441( SUBJECT esy ARE AREA ON 6Py� P SEN ` C.9 \/IS�v� � ON � -.\M �NS . CR r 1 S Z '` -E O eoP�,c e`er/Rq U 4 Cr) �� PQ GEC AV VISTULA DR�`/E CART � X `SP <1--° 4, .0(:)C -.1/NN � . OR � BPS '---- <, — �\ SP NE �� Z0 c)\.) 1.- (L/3 LI C Gla ' P� N � a QP W v , o, 0 O7 cy BREEZY U 4 E ° � �J � o -\oe �� r Q ZNGNNA j:, r �RVp� � �P �E � N 3/6\RIPwP ` y � OK G SP S J\C \ O w oRy 0 N IVE S�R�ET ill 0 CC- 0 UN --). \---° PHOMP /� OZ ,,,, • .,„ ,c) ,, , 00 ......._ i Location Map Engineering Services Cii, 4 Department Timmins Garden & Boxworth Place PICKE R1 NG Road Reconstruction