HomeMy WebLinkAboutENG 02-20clia �f
DICKERING
Report to
Council
Report Number: ENG 02-20
Date: April 27, 2020
From: Richard Holborn
Director, Engineering Services
Subject: Asphalt Resurfacing on Various City Streets
- Tender No. T2020-4
- File: A-1440
Recommendation:
1. That Tender No. T2020-4 for Asphalt Resurfacing on Various City Streets as submitted by
Forest Contractors Ltd. in the total tendered amount of $3,062,321.75 (HST included) be
accepted;
2. That the total gross project cost of $3,595,910.00 (HST included), including the tendered
amount, a contingency and other associated costs, and the total net project cost of
$3,238,228.00 (net of HST rebate) be approved;
3. That the 2020 Capital Budget approved source of funds for the Granite Court and Redbird
Crescent projects to be revised from Federal Gas Tax Reserve Fund to Ontario Community
Infrastructure Fund Grant and Federal Gas Tax Reserve Fund;
4. That Council authorize the Director, Finance & Treasurer to finance the net project cost of
$3,238,228.00 as follows:
a) the sum $1,970,355.00 as approved in the 2020 Capital Budget to be funded by a
transfer from the Federal Gas Tax Reserve Fund;
b) the sum of $850,000.00 as approved in the 2020 Capital Budget to be funded from the
Ontario Community Infrastructure Fund Grant to be increased to $880,357.00 for the four
designated projects presented in Table 4, and the sum of $335,352.00 by a transfer from
the Federal Gas Tax Reserve Fund;
c) the sum of $52,164.00 as approved in the 2020 Capital Budget to be funded by a transfer
from the Rate Stabilization Reserve; and,
5. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
ENG 02-20 April 27, 2020
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2020-4 Page 2
Executive Summary: As part of the 2020 Roads Projects Capital Budget, asphalt resurfacing
for the following locations were approved as construction projects:
• Gablehurst Crescent • Oklahoma Drive
• New Street • Fieldlight Boulevard
• Redbird Crescent • Rambleberry Avenue
• Jaywin Circle • Sheppard Avenue
• Hoover Drive • Sideline 24
• Sideline 22 • Granite Court
• Dellbrook Avenue • Shadybrook Drive
• Clements Road • Naroch Boulevard
As part of the 2016 Road Needs Study endorsed by Council through Report ENG 25-17, these
streets have been identified as a priority for resurfacing improvements. The 2016 Road Needs
Study is used by staff as a resource document for identifying and planning maintenance,
rehabilitation and reconstruction strategies, programs and projects for all Pickering roads. The
2020 roads selected for asphalt resurfacing align with the priorities of the Road Needs Study.
Tender No. T2020-4 was issued on Wednesday, February 26, 2020 with a tender closing date of
Wednesday, March 18, 2020. Five companies submitted a bid for this project. The low bid of
$3,062,321.75 (HST included) submitted by Forest Contractors Ltd. is recommended for approval.
The total gross project cost is estimated at $3,595,910.00 (HST included) with an estimated total
net project cost of $3,238,228.00 (net of HST rebate).
Due to the ongoing concerns and new business practices related to the COVID-19 virus
pandemic, Engineering Services and Corporate Services staff will work with Forest Contractors
Ltd., to ensure that proper procedures and protocols are in place to provide a safe work
environment for Pickering residents, the contractor, sub -contractors, and City staff. These
measures may include a delay to the start date of the project.
ENG 02-20
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2020-4
April 27, 2020
Page 3
Financial Implications:
1. Tender Amount
Tender No. T2020-4
HST (13%)
Total
$2,710,019.25
352,302.50
$3,062,321.75
2. Estimated Project Costing Summary
Tender No. T2020-4 — Tender for Asphalt Resurfacing on Various
City Streets
Associated Costs
Materials Testing
Federal Gas Tax Sponsor Signage
Provincial OCIF Sponsor Signage
CP Rail Flag Person
Construction Contingency (12% )
Sub Total — Costs
HST (13%)
Total Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$2,710,019.00
130,000.00
2,500.00
2,500.00
12,000.00
325,202.00
$3,182,221.00
413,689.00
$3,595,910.00
(357,682.00)
$3,238,228.00
ENG 02-20
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2020-4
April 27, 2020
Page 4
3. Approved Source of Funds
Location
Gablehurst Crescent
New Street
Redbird Crescent
Jaywin Circle
Hoover Drive
Sideline 22
Dellbrook Avenue
Clements Road
Oklahoma Drive
Fieldlight Boulevard
Rambleberry
Avenue
Sheppard Avenue
Sideline 24
Granite Court
Shadybrook Drive
Naroch Boulevard
Expense Code
5320.2008.6251
5320.2010.6251
5320.2011.6251
5320.2012.6251
5320.2013.6251
5320.2014.6251
5320.2015.6251
5320.2016.6251
5320.2017.6251
5320.2018.6251
5320.2019.6251
5320.2020.6251
5320.2021.6251
5320.2022.6251
5320.2023.6251
5320.2024.6251
Source of Funds Budget Required
Rate Stabilization $70,000 $52,164.00
Federal Gas Tax 220,000 171,398.00
Federal Gas Tax 271,000 210,376.00*
Federal Gas Tax 242,000 190,659.00
Federal Gas Tax 225,000 167,768.00
Federal Gas Tax 16,000 41,363.00
Federal Gas Tax 418,000 304,613.00
Federal Gas Tax 260,000 194,891.00
Federal Gas Tax 254,000 203,964.00
Federal Gas Tax 160,000 146,302.00
Federal Gas Tax 354,000 277,432.00
Federal Gas Tax 325,000 230,602.00
Federal Gas Tax
Federal Gas Tax
OCIF Grant
OCIF Grant
Rate Stabilization
16,000
390,000
350,000
500,000
105,000
$4,176,000.00
41,363.00
335,077.00*
259,448.00
410,808.00
0.00
$3,238,228.00
* Will be applying a combination of OCIF grant and FGT funds.
Net project cost (over) under approved funds
$937,772.00
ENG 02-20
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2020-4
April 27, 2020
Page 5
4. OCIF Grant — Bundling of Projects
Location Expense Code Budgeted Source Amount Source of Funds To
of Funds Draw from
Shadybrook Drive 5320.2023.6251 OCIF Grant $259,448.00 OCIF Grant
Naroch Boulevard 5320.2024.6251 OCIF Grant 410,808.00 OCIF Grant
Granite Court 5320.2022.6251 Federal Gas Tax 335,077.00 OCIF Grant and FGT
Redbird Crescent 5320.2011.6251 Federal Gas Tax 210,376.00 OCIF Grant and FGT
Total Net Project Cost including Contingency $1,215,709.00
Source of Funding
OCIF Grant $880,357.00
Federal Gas Tax 335,352.00
Total Funds Required $1,215,709.00
Traditionally, the City's annual road resurfacing program has been funded by Federal Gas Tax
funds at a level of approximately $1.5 million to $2.0 million. However, in 2019 the Federal
Government announced a one-time top of Federal Gas Tax funds for municipalities, resulting in an
additional $2.7 million for the City of Pickering. Some of these funds were allocated to the 2020
road resurfacing projects through the 2020 Capital Budget process.
The Ontario Community Infrastructure Fund (OCIF) was launched in 2014 and provides formula
based funding to help small, rural and northern communities build and repair critical infrastructure.
All small municipalities (populations less than 100,000) are eligible. This program was scheduled
to end in 2019. However, on January 16, 2020, the Province announced additional funding for
municipalities in 2020. Pickering's formula based allocation from this grant is $880,357.00, and
these funds are being used to add more streets to the road resurfacing program.
In the 2020 Roads Capital Budget, two projects were budgeted to be funded from OCIF grant.
Due to favourable tender results, the net tender cost for the two approved OCIF grant projects
came in below the OCIF allocation of $880,357.00. In order to maximize the entire 2020 OCIF
allocation, two additional projects have been added in order to provide a total net tender cost
exceeding the OCIF grant amount. The balance of funds required for these combined four projects
in excess of $880,357.00 will be funded from Federal Gas Tax Reserve (FGT) funds.
Note that the budget provision of $105,000.00 from Rate Stabilization Reserve for Naroch
Boulevard (OCIF project) is no longer necessary as the primary source of funding from OCIF grant
in the amount of $410,808.00 is sufficient to cover the estimated net project cost of $410,808.00.
ENG 02-20 April 27, 2020
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2020-4 Page 6
The four projects as presented in Table 4 will be bundled as one project: "Asphalt Resurfacing on
Multiple Streets -Name of Streets", to be submitted to the province as the designated project for
the 2020 OCIF allocation.
In order to draw the maximum funds from OCIF grant, funding of the total net project cost
(included contingency provision), in the amount of $1,215,709 for the four OCIF projects will be
done in the following order: Shadybrook Drive, Naroch Boulevard, Granite Court and Redbird
Crescent until the maximum of $880,357.00 is fully utilized. The balance of funds required for the
Granite Court and Redbird Crescent project will be funded from the FGT.
Maximizing the draw from OCIF grant will ensure we fully utilize grant funding, as 2020 is the final
year of OCIF, and at this time we are uncertain of the province's position with regard to any
unspent funds beyond 2020.
Discussion: As part of the 2020 Capital Budget, asphalt resurfacing, for the following
locations were approved as construction projects:
• Gablehurst Crescent — from Brookshire Square to 90m west (to the new infill section)
• New Street — from Parkside Drive to Cricket Lane
• Redbird Crescent — from Huntsmill Drive to Huntsmill Drive
• Jaywin Circle — from Denmar Road to Denmar Road
• Hoover Drive — from Twyn Rivers Drive to Littleford Street
• Sideline 22 — at the CP Rail Crossing north of Regional Road #5
• Dellbrook Avenue — from Valley Farm Road to Meriadoc Drive
• Clements Road — from Brock Road (RR#1) to Rail Line Spur
• Oklahoma Drive — from Hillcrest Road to West Shore Boulevard
• Fieldlight Boulevard — from Rosefield Road to Glenview Road
• Rambleberry Avenue — from Dixie Road to Kelvinway Lane (south leg)
• Sheppard Avenue — from Edmund Drive to Whites Road (RR#38)
• Sideline 24 — at the CP Rail Crossing south of Regional Road # 5
• Granite Court — from Rosebank Road to Ironstone Manor
• Shadybrook Drive — from Belinda Court to south of Edgewood Road (to the road bend at
Shadybrook Park)
• Naroch Boulevard — from Grenoble Boulevard (west leg) to Modlin Road
These streets are indicated in the 2016 Road Needs Study as priority streets for asphalt
resurfacing. The at -grade rail level crossings on Sideline 22 and Sideline 24 have been identified
by staff as deficient, and in an effort to enhance vehicular safety, the existing gravel approaches
will be upgraded to asphalt under this program. All protocols and safety procedures (including the
use of a flag person) for trackside protection will be followed as a requirement of Canadian Pacific
Rail.
ENG 02-20 April 27, 2020
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2020-4 Page 7
Tender No. T2020-4 was issued on Wednesday, February 26, 2020 with a tender closing date of
Wednesday, March 18, 2020. Five companies submitted a bid for this project. The low bid of
$3,062,321.75 (HST included) submitted by Forest Contractors Ltd. is recommended for approval.
The total gross project cost is estimated at $3,595,910.00 (HST included) with an estimated total
net project cost of $3,238,228.00 (net of HST rebate).
References for Forest Contractors Ltd., their Waste Management Plan and list of sub -contractors
have been reviewed and are deemed acceptable by the Manager, Capital Projects &
Infrastructure. The City's Health & Safety Policy form, and a current Clearance Certificate issued
by the Workplace Safety & Insurance Board has been submitted to the City by Forest Contractors
Ltd.. The Certificate of Insurance has been reviewed by the Manager, Budgets & External Audit
and is deemed acceptable. In conjunction with staff's review of the contractor's previous work
experience 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 Forest Contractors Ltd.
for Tender No. T2020-4 in the amount of $3,062,321.75 (HST included), and that the total net
project cost of $3,238,228.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated March 19, 2020
2. Record of Tenders Opened and Checked
3. Location Maps
ENG 02-20 April 27, 2020
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T2020-4
Page 8
Prepared By:
Scott Booker
Manager, Capita; Projects & Infrastructure
Ray Rodrigues, CPPB
Manager, Supply & Services
SB:mjh
Approved/Endorsed By:
Rich d Hallo. n, P.Eng,
Dir tor, Engineering Services
Stan Karwowski, MBA, CPA, CMA
Director, .Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
+61 20( ZA2D
cd - y4
DICKERING
Attachment #1 to Report # ENG 02-20
Memo
To: Richard Holborn March 19, 2020
Director, Engineering Services
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, Engineering Services
Manager, Supply & Services
Manager, Capital Projects
Coordinator, Infrastructure Design
Subject: Tender No. T2020-4
Tender for Asphalt Resurfacing on Various City Streets
Closed: Wednesday, March 18, 2020 — 2:OOpm
File: F-5400-001
Tender No. T2020-4 was advertised on the City's website on February 26, 2020. Five
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
Bidder
Total Tendered Amount
After Calculation Check
Forest Contractors Ltd.
$3,062,321.75
$3,062,321.75
Four Seasons Site Development
Ltd.
$3,839,022.45
$3,839,022.45
C. Valley Paving Ltd.
$3,953,138.32
$3,953,138.33
Viola Management Inc.
$3,977,006.21
$3,977,006.21
Dufferin Construction Company; A
Division of CRH Canada Group Inc.
$5,356,890.43
$5,356,890.43
Pursuant to Information to Bidders Item 26 Pre -Condition of Award and Item 20 Tendering
Specifications, the following documentation will be requested of Forest Contractors 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 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 shall be
completed by the Bidder's agent, broker or insurer and;
(d) A Waste Management Plan;
A budget of $3,000,000.00 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.
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 Forest Contractors 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.
Tender No. T2020-4 Page 2
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/Ic
Attachments
Tender No. T2020-4 Page 3
PICKERING
(44
Attachment #2 to Report # ENG 02-20
City of Pickering
Record of Tenders Opened and Checked
Tender Description: Asphalt Resurfacing on Various City Streets
Tender No.:
Date:
Time:
T2020-4
Wednesday, March 18, 2020
Approx. 2:30 pm Local Time
Bidder Name
Total Tendered Amount
Bidder Sign In
Comments
Dufferin Construction
Company
$
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C. Valley Paving Ltd.
$ W`6,
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Forest Contractors
$ , J
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$ 0-:
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City Staff Present
Other
The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications.
Attachment #3 to Report # ENG 02-20
f
f
•
SL BJE T
ARE
44-1,40
Location Map — Dellbrook Avenue
Dellbrook Avenue — from Valley Farm Road to Meriadoc Drive. The proposed
work includes asphalt resurfacing. Existing concrete curbs and gutters and
sidewalks that are deficient shall be removed and replaced as required.
Location Map — Clements Road
Clements Road — from Brock Road (RR #1) to Rail Line Spur. The proposed work
includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks
that are deficient shall be removed and replaced as required.
Location Map — Oklahoma Drive
Oklahoma Drive — from Hillcrest Road to West Shore Boulevard. The proposed
work includes asphalt resurfacing. Existing concrete curbs and gutters and
sidewalks that are deficient shall be removed and replaced as required.
Location Map — Fieldlight Boulevard
Fieldlight Boulevard — from Rosefield Road to Glenview Road. The proposed work
includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks
that are deficient shall be removed and replaced as required.
Location Map — Rambleberry Avenue
Rambleberry Avenue — from Dixie Road to Kelvinway Lane (south leg). The
proposed work includes asphalt resurfacing. Existing concrete curbs and gutters
and sidewalks that are deficient shall be removed and replaced as required.
Location Map — Sheppard Avenue
Sheppard Avenue — from Edmund Drive to Whites Road (RR #38). The proposed
work includes asphalt resurfacing. Existing concrete curbs and gutters that are
deficient shall be removed and replaced as required.
Location Map — Granite Court
Granite Court — from Rosebank Road to Ironstone Manor. The proposed work
includes asphalt resurfacing. Existing concrete curbs and gutters that are deficient
shall be removed and replaced as required.
Location Map — Sideline 22
Sideline 22 — from 15m northbound and 15m southbound of the approach to the
CP Railway on Sideline 22 north of Regional Road #5. The proposed work
includes asphalt resurfacing.
Location Map — Sideline 24
Sideline 24 — from 15m northbound and 15m southbound of the approach to the
CP Railway on Sideline 24 south of Regional Road #5. The proposed work
includes asphalt resurfacing.
Location Map — New Street
New Street — from Parkside Drive to Cricket Lane. The proposed work includes
asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are
deficient shall be removed and replaced as required.
Location Map — Redbird Crescent
Redbird Crescent — from Huntsmill Drive to Huntsmill Drive. The proposed work
includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks
that are deficient shall be removed and replaced as required.
Location Map — Jaywin Circle
Jaywin Circle — from Denmar Road to Denmar Road. The proposed work includes
asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are
deficient shall be removed and replaced as required.
Location Map — Hoover Drive
Hoover Drive — from Twyn Rivers Drive to Littleford Street. The proposed work
includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks
that are deficient shall be removed and replaced as required.
Location Map — Shadybrook Drive
Shadybrook Drive — from Belinda Court to south of Edgewood Road (to the road
bend at Shadybrook Park). The proposed work includes asphalt resurfacing.
Existing concrete curbs and gutters and sidewalks that are deficient shall be
removed and replaced as required.
Location Map — Naroch Boulevard
Naroch Boulevard — from Grenoble Boulevard (west leg) to Modlin Road. The
proposed work includes asphalt resurfacing. All existing concrete barrier curbs
shall be removed and replaced with new concrete curbs and gutters.
SUBJECT
AREA
\
Location Map — Gablehurst Crescent
Gablehurst Crescent — from Brookshire Square to 90m west to New Infill Section.
The proposed work includes asphalt resurfacing. The proposed work includes
asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are
deficient shall be removed and replaced as required.