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Home My WebLink AboutENG 08-20 Report to Council Report Number: ENG 08-20 Date: September 28, 2020 From: Richard Holborn Director, Engineering Services Subject: Barber Street Road Reconstruction - Tender No. T2020-24 - File: A-1440 Recommendation: 1. That Tender No. T2020-24 for Barber Street Road Reconstruction as submitted by NEI Construction Corp. in the total tendered amount of $249,224.33 (HST included) be accepted; 2. That the total gross project cost of $315,064.00 (HST included), including the tendered amount, a contingency, and other associated costs, and the total net project cost of $283,725.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost in the amount of $283,725.00 as approved in the 2020 Roads Capital Budget by a transfer from the Roads and Bridges Reserve Fund; and, 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 2020 Roads Capital Budget, funds were approved for the Barber Street Road Reconstruction project (Central Street to the north terminus). Tender No. T2020-24 was issued on Tuesday, August 11, 2020 and closed on Wednesday, September 2, 2020 with 10 bidders responding. There was 1 bid rejected under Purchasing Policy, 23.02, item 14. The low bid of $249,224.33 (HST included) submitted by NEI Construction Corp. is recommended for approval. The total gross project cost is estimated at $315,064.00 (HST included) with an estimated total net project cost of $283,725.00 (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 NEI Construction Corp., 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. -C¾of- p](KERJNG ENG 08-20 September 28, 2020 Subject: Barber Street Road Reconstruction Tender No. T2020-24 Page 2 Financial Implications: 1. Tender Amount Tender No. T2020-24 $220,552.50 HST (13%) $28,671.83 Total 249,224.33 2. Estimated Project Costing Summary Tender No. T2020-24– Tender for Barber Street Road Reconstruction $220,553.00 Associated Costs Topographical Surveys Geotechnical Report and Design Assistance Materials Testing Utility Relocation Boulevard Storm Pipe Reinstatement 3,750.00 8,049.00 5,000.00 5,000.00 10,000.00 Project Contingency (12%) 26,466.00 Sub Total – Costs 278,818.00 HST (13%) 36,246.00 Total Gross Project Cost $315,064.00 HST Rebate (11.24%) ($31,339.00) Total Net Project Cost $283,725.00 3. Approved Source of Funds – 2020 Roads Capital Budget Expense Code Source of Funds Budget Required 5320.2009.6251 RF – Road and Bridges $350,000.00 $283,725.00 Total $350,000.00 $283,725.00 Net project costs (over) under approved funds $66,275.00 Discussion: As part of the 2016 Road Needs Study endorsed by Council through Report ENG 25-17, Barber Street has been identified as a priority for road reconstruction. 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. This project aligns with the priorities of the 2016 Road Needs Study. Engineering records show Barber Street was built in 1977 and later extended to the cul-de-sac as it exists today. The road surface is rated with a Pavement Condition Index (PCI) of 15.6 which is very poor, and the road base has failed. The PCI rating is scored out of 100 (with 100 being a new road). The project includes reconstructing the road with new granular base and asphalt surface and reinstating the ditches for drainage. Engineering Services staff have met with area residents ENG 08-20 September 28, 2020 Subject: Barber Street Road Reconstruction Tender No. T2020-24 Page 3 and an Open House was held on Tuesday, July 7, 2020 to discuss the project and review design elements. Tender No. T2020-24 was issued on Tuesday, August 11, 2020 and closed on Wednesday, September 2, 2020 with 10 bidders responding. There was 1 bid rejected under Purchasing Policy, 23.02, item 14. The low bid of $249,224.33 (HST included) submitted by NEI Construction Corp. is recommended for approval. The total gross project cost is estimated at $315,064.00 (HST included) with an estimated total net project cost of $283,725.00 (net of HST rebate). References for NEI Construction Corp., 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 NEI Construction Corp. 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 NEI Construction Corp. for Tender No. T2020-24 in the amount of $249,224.33 (HST included), and that the total net project cost of $283,725.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated September 3, 2020 2. Record of Tenders Opened and Checked 3. Location Map ENG 08-20 Subject: Barber Street Road Reconstruction Tender No. T2020-24 Prepared By: J,;t(t~, Scott Booker Manager, Capital Projects & Infrastructure Ray Rodri~ CPPB Manager, ii~~ly & Services SB:mjh Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Interim Chief Administrative September 28, 2020 Approved/Endorsed By: ¥JJ~c/"==-~ard Holborn, P.Eng. Director, Engineering Services Page 4 Stan Karwowski, MBA, C , CMA Director, Finance & Treasurer To: Richard Holborn Director, Engineering Services September 3, 2020 From: Lisa Chang Buyer, Supply & Services Copy: Administrative Assistant, Engineering Services Manager, Supply & Services Coordinator, Infrastructure Design Subject: Tender No. T2020-24 Tender for Barber Street Road Reconstruction Closed: Wednesday, September 2, 2020 – 2:00pm File: F-5400-001 Tender No. T2020-24 was advertised on the City’s website on August 11, 2020. Ten companies have submitted a bid for this project. Montgomery MacEwen Contracting was rejected in accordance with Purchasing Policy, 23.02, item 14. 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 NEI Construction Corp. $248,919.23 $249,224.33 Blackstone Paving + Construction Limited $292,549.09 $292,549.09 Esposito Bros. Construction Ltd. $293,566.56 $293,566.56 Memo Attachment # 1 to Report # ENG 08-20 -~bf- P1CKER1NG Dufferin Construction Company, A division of CRH Canada Group Inc. $301,884.25 $301,884.25 Ashland Construction Group Ltd. $304,684.16 $304,684.16 Forest Contractors Ltd. $314,838.30 $314,838.34 Elirpa Construction & Materials Ltd. $339,746.44 $339,746.44 Royalcrest Paving & Contracting Ltd. $349,462.67 $349,406.17 Bond Paving & Construction Inc. $390,109.90 $390,109.90 Pursuant to Information to Bidders Item 25 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of NEI Construction Corp. 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 $350,000 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: (b) Over $75,000 and up to $250,000 the Manager may approve the award, subject to the approval of the Director, Treasurer and CAO. Please include the following items in your memo: 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 NEI Construction Corp. 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 CAO’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. LC UDJo/P](KER]NG City of Pickering Record of Tenders Opened and Checked Tender Description: Barber Street Reconstruction Tender No.: T2020-24 Date: Wednesday, September 2, 2020 before 2:00 pm Time: Approx. 2:30 pm Local Time Bidder Name Total Tendered Amount Dufferin Construction $ � b \ i�� 2 ��Company I Montgomery MacEwen $ Contracting Elirpa Construction & $ )��t'\k-\� Materials Ltd. Bond Paving & $ 16t t L'i) 1 � 1.n Construction Inc. Forest Contractors $ �q't3>b-�o City Staff Present Bidder Sign In Other Comments The information is strictly preliminary, pending review and �erification of conformance to terms, conditions and specifications. �- I\,{) f".. - Ci N\ Q\ l °'-"-f" in accordance with Purchasing Policy 23.02, item 14 Attachment # 2 to Report # ENG 08-20 -Cd:;o/- P](KER]NG Bidder Name Ash land Construction Group In c. Roya lcrest Paving Ltd. Esposito Bros. Construction Ltd. Blackstone Paving & Construction \..lei C-11 r r r(l; L +t;-- Ut -( (? ' City of Pickering Record of Tenders Opened and Checked Total Tendered Amount Bidder Sign In Comments $ 3 u, ~ ~~ ·. L h $ )~ ~ ~ht · br $ i~; \~~. ~1:, $ i\L(~~-o, $ l "\~ il\ f l~ $ $ $ $ $ !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! !! !! !! !! !! !! !! !! !! !! !! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! !! !! !! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!BROCK ROADCENTRAL STREETFRANKLIN STREETBARBER STREETLORN STREETWELLINGTON STREETLIVINGSTON STREETBARCLAY STREETJOSEPH STREET 1:2,500 SCALE: Engineering ServicesDepartment Barber StreetLocation MapSep. 15, 2020 DATE: q Claremont SUBJECTAREA Attachment # 3 to Report # ENG 08-20 ; I I I V I • /_ I I ,,._.,,,,..... ,--,/ , ' I \ I I \ \ I ' I • I "' I I I ' I - - - - -Ii--, I I I I I I I . 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