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Home My WebLink AboutENG 14-18DICKERING cdp Report to Executive Committee Report Number: ENG 14-18 Date: June 18, 2018 From: Richard Holborn Director, Engineering Services Subject: Tender No. T-13-2018 - Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction - File: A-1440 Recommendation: 1. That Tender No. T-13-2018 — Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction, as submitted by Bond Paving & Construction Inc. in the total tendered amount of $641,276.13 (HST included) be accepted; 2. That the total gross project cost of $760,067.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $684,464.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $684,464.00 as follows: a) The sum of $200,000.00 as approved in the 2018 Sidewalks Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) The additional sum of $17,510.00 to be funded by a transfer from the Federal Gas Tax Reserve Fund; c) The sum of $349,879.00 as approved in the 2018 Roads Capital Budget to be funded by a transfer from the Roads & Bridges Reserve Fund; d) The sum of $117,000.00 as approved in the 2018 Parks Capital Budget to be funded by an internal loan for a five-year term, and $75.00 to be funded by property taxes; and 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 2018 Sidewalks, Parks and Roads Capital Budgets; Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction were approved as construction projects. Tender No. T-13-2018 was issued on Thursday, April 26, 2018 and closed on Wednesday, May 16, 2018 with seven bidders responding. The low bid of $641,276.13 (HST included) submitted by Bond Paving & Construction Inc. is recommended for approval. The total gross project cost is estimated at $760,067.00 (HST included) with an estimated total net project cost of $684,464.00 (net of HST rebate). ENG 14-18 Subject: Tender No. T-13-2018 Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction June 18, 2018 Page 2 Financial Implications: 1. Tender Amount Tender No. T-13-2018 HST (13%) Total $567,501.00 $73,775.13 $641,276.13 2. Estimated Project Costing Summary Tender No. T-13-2018 — Tender for Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction Associated Costs Materials Testing Project Signage Project Contingency (15%) Sub Total - Costs HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $567,501.00 15,000.00 5,000.00 85,125.00 672,626.00 87,441.00 $760,067.00 (75,603.00) $684,464.00 3. Approved Source of Funds — Roads Capital Budget Expense Code 5323.1806.6255 5320.1808.6251 5780.1807.6183 Total Source of Funds Budget Required Federal Gas Tax Reserve Fund $200,000.00 $217,510.00 Roads & Bridges Reserve Fund 400,000.00 349,879.00 Internal Loan (5 year) 150,000.00 117,000.00 Property Taxes 0.00 75.00 $750,000.00 $684,464.00 Net project costs (over) under approved funds $65,536.00 ENG 14-18 June 18, 2018 Subject: Tender No. T-13-2018 Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction Page 3 Discussion: As part of the 2018 Roads Capital Budget, Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction, were approved as construction projects. Tender No. T-13-2018 was issued on Thursday, April 26, 2018 and closed on Wednesday, May 16, 2018 with seven bidders responding. The low bid submitted by Bond Paving & Construction Inc. is recommended for approval. The total gross project cost is estimated at $760,067.00 (HST included), with an estimated total net project cost of $684,464.00 (net of HST rebate). References for Bond Paving & Construction Inc., a list of subcontractors and the Waste Management Plan have been reviewed and are deemed acceptable by the Manager, Capital Projects and Infrastructure. The City's Health & Safety Regulation form and current Certificate of Clearance issued by the Workplace Safety & Insurance Board has been submitted by Bond Paving & Construction Inc. 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 Services Department recommends acceptance of the low bid submitted by Bond Paving & Construction Inc., for Tender No. T-13-2018 in the amount of $641,276.13 (HST included), and that the total net project cost of $684,464.00 be approved. Attachments: 1. Supply & Services Memorandum dated May 17, 2017 2. Record of Tenders Opened and Checked 3. Location Map ENG 14-18 June 18, 2018 Subject: Tender No. T-13-2018 Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction Page 4 Prepared By: Approved/Endorsed By: Scott Booker Manager, Capital Projects & Infrastructure Ray Rodrigues Manager, Supply & Services SB:mjh Ri5ard Holborn, P. Eng. Director, Engineering Services Stan Karwowski, MPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer Cdri DICKERING iI\Ghi1LNIit, I {uRLPORIii_ 2 K) - I of —a_ Memo To: Richard Holborn May 17, 2018 Director, Engineering Services From: Ray Rodrigues Manager, Supply & Services Copy: Administrative Assistant, Engineering Services Subject: Tender No. T-13-2018 Tender for Breezy Drive, Waterfront Trail and Forestbrook Paris — Road and Pathways Reconstruction Closing: Wednesday, May 16, 2018 — 2:OOpm File: F-5400-001 Tender No. T-13-2018 was advertised on the City's website on April 26, 2018. 7 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. Pursuant to Information to Bidders Item 26 and Tendering Specifications Item 20, the following documentation will be requested of Bond Paving and Construction Inc. 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 City's Health and Safety Policy form currently dated and signed; (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 by the Bidder's agent, broker or insurer; and (d) Waste Management Plan. A budget of $600,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions, 114- ie 'iA,(:iiMEht"i it 1_ i:ii'uitrrr_ �j 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 (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable to Engineering Services; 4. if Item (d) is acceptable to engineering Services; 5. any past work experience with low bidder Bond Paving and Construction Inc. including work location; 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 require further information, please feel free to contact me or a member of Supply & Services. RR Attachments May 17, 2018 Tender No. T-13-2018 Tender for Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction Page 2 PICKERI NG City of Pickering Record of Tenders Opened and Checked Tender Description: Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction Tender No.: T-13-2018 Date: Wednesday, May 16, 2018 Time: Approx. 2:15 pm Local Time Bidder Name Total Tendered Amount Bidder Sign In Comments IPAC Paving Ltd. $7 2- ( q 2 ( / q I Appco Paving Ltd. l $ /,08/ G 7 . 6 Bond Paving and Construction Inc. $ (23 c , j 3 Montgomery MacEwan Contracting , $ ii p ( c, , GI ? C • 65 r Elirpa Construction & Materials Ltd. $ /1 (r 51(f 2 Ashland Paving Ltd. $ ?i 3e7 6b . CSL Group Ltd.ct 1 \ J City Staff Pre The information is strictly preliminary, pending review and verification of conformance to_terms, conditions and specifications. #1N3WHDV±IV LA -71=f #11:10d3210l Cd DICKERING ATTACH MENT#,. TO nLPORT#r EN 61 L-18 of Engineering Services Department Tender No. T-13-2018 Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction Project Area No. 1 Location Map -- Breezy Drive Gtp 0/ PICKERING TACHMENT#. TOREPORT#_ ENE7 t'4 -1 Engineering Services Department Tender No. T-13-2018 Breezy Drive, Waterfront Trail and Forestbrook Park -- Road and Pathways Reconstruction Project Area No. 2 Location Map — Waterfront Trail DICKERING ATTACHMENT#__. _ Tr' RrPORT#__ i'N� I L4-1 _3 r_ 3 Engineering Services Department Tender No. T-13-2018 Breezy Drive, Waterfront Trail and Forestbrook Park — Road and Pathways Reconstruction Project Area No. 3 Location Map — Forestbrook Park