The URL can be used to link to this page

Home My WebLink AboutENG 09-21Report to Council Report Number: ENG 09-21 Date: April 26, 2021 From: Richard Holborn Director, Engineering Services Subject: Asphalt Resurfacing on Various City Streets - Tender No. T2021-1 - File: A-1440 Recommendation: 1. That Tender No. T2021-1 for Asphalt Resurfacing on Various City Streets as submitted by Viola Management Inc. in the total tendered amount of $2,478,485.27 (HST included) be accepted; 2. That Wood Environment & Infrastructure Solutions be retained to provide materials testing services based on unit rates submitted at an estimated cost of $99,976.75 (HST included) in accordance with Purchasing Policy Item 10.03 (c); 3. That the total gross project cost of $2,880,429.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $2,593,916.00 (net of HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost as approved in the 2021 Roads Capital Budget, and the amount be increased from $2,465,000.00 to $2,593,916.00 to be funded by a transfer from the Federal Gas Tax Reserve Fund; and, 5. 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 2021 Roads Projects Capital Budget, asphalt resurfacing and top asphalt road treatments were approved as construction projects for the following 14 locations: • Batory Avenue • Grenoble Boulevard • Diefenbaker Court • Parkside Drive • Aspen Road • Pickering Parkway • Rambleberry Avenue • Wellington Street • Lorn Street • Deerbrook Drive • Liverpool Road • Dunbarton Road • Sixth Concession Road (top asphalt) • Barber Street (top asphalt) ENG 09-21 April 26, 2021 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2021-1 Page 2 As part of the 2016 Road Needs Study endorsed by Council through Report ENG 25-17 (Council Resolution #374/17), these streets have been identified and have been recommended 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 2021 roads selected for asphalt resurfacing align with the priorities of the Road Needs Study. Tender No. T2021-1 was issued on Wednesday, March 17, 2021 with a tender closing date of Tuesday, April 13, 2021. Nine companies submitted a bid for this project. The low bid of $2,478,485.27 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost is estimated at $2,880,429.00 (HST included) with an estimated total net project cost of $2,593,916.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T2021-1 $2,193,349.80 HST (13%) $285,135.47 Total $2,478,485.27 2. Estimated Project Costing Summary Tender No. T2021-1 – Tender for Asphalt Resurfacing on Various City Streets $2,193,350.00 Associated Costs Materials Testing 90,000.00 Federal Gas Tax Sponsor Signage 2,500.00 Construction Contingency (12%) 263,202.00 Sub Total – Costs $2,549,052.00 HST (13%) 331,377.00 Total Gross Project Cost $2,880,429.00 HST Rebate (11.24%) (286,513.00) Total Net Project Cost $2,593,916.00 ENG 09-21 April 26, 2021 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2021-1 Page 3 3.Approved Source of Funds Location Expense Code Source of Funds Budget Required Batory Avenue 5320.2110.6251 Federal Gas Tax $385,000.00 $377,874.00 Grenoble Boulevard 5320.2111.6251 Federal Gas Tax 240,000.00 227,990.00 Diefenbaker Court 5320.2112.6251 Federal Gas Tax 150,000.00 164,251.00 Parkside Drive 5320.2113.6251 Federal Gas Tax 210,000.00 220,706.00 Aspen Road 5320.2114.6251 Federal Gas Tax 195,000.00 202,730.00 Pickering Parkway 5320.2115.6251 Federal Gas Tax 275,000.00 292,969.00 Rambleberry Avenue 5320.2116.6251 Federal Gas Tax 345,000.00 352,794.00 Wellington Street 5320.2117.6251 Federal Gas Tax 90,000.00 128,148.00 Lorn Street 5320.2118.6251 Federal Gas Tax 60,000.00 89,625.00 Deerbrook Drive 5320.2119.6251 Federal Gas Tax 140,000.00 146,580.00 Liverpool Road 5320.2120.6251 Federal Gas Tax 110,000.00 116,277.00 Dunbarton Road 5320.2122.6251 Federal Gas Tax 145,000.00 150,708.00 Sixth Concession Road 5320.2103.6251 Federal Gas Tax 90,00.00 86,010.00 Barber Street 5320.2109.6251 Federal Gas Tax 30,000.00 37,254.00 $2,465,000.00 $2,593,916.00 Net project cost (over) under approved funds ($128,916.00) As the total net project cost exceeds the approved budget for the asphalt resurfacing program, staff is recommending that available funds in the Federal Gas Tax Reserve Fund be drawn upon to fund the difference. ENG 09-21 April 26, 2021 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2021-1 Page 4 Note that the Sixth Concession Road project has a repair component that is not included in this current asphalt resurfacing award. This component will be funded from the Roads and Bridges Reserve Fund in the amount of $90,000.00. For this reason, the approved amount for the repairs component is not reflected in Table 3 above. Discussion: As part of the 2021 Roads Projects Capital Budget, asphalt resurfacing, and final lift of asphalt for the following locations were approved as construction projects: • Batory Avenue – from Breezy Drive to Vistula Drive; • Grenoble Boulevard – from Naroch Boulevard (south leg) to Fuschia Lane; • Diefenbaker Court – from Valley Farm Road to east terminus; • Parkside Drive – from 150m north of New Street to Aspen Road; • Aspen Road – from New Street to 150m north of Pebble Court; • Pickering Parkway – from Dreyber Court to Brock Road (Regional Road #1); • Rambleberry Avenue – from Kelvinway Lane (south leg) to Rambleberry Avenue; • Wellington Street – from Victoria Street to Lorn Street; • Lorn Street – from Wellington Street to Central Street; • Deerbrook Drive – from Glenanna Road to Silverthorn Square; • Liverpool Road – from Tatra Drive to Bayly Street; • Dunbarton Road – from 20m west of Cloudberry Court to Dixie Road; • Barber Street (top asphalt)– from Central Street to the north terminus; and • Sixth Concession Road (top asphalt) – from Greenwood Road to Westney Road. These streets are indicated in the 2016 Road Needs Study as priority streets for asphalt resurfacing. Also, as part of the 2021 Roads Projects Capital Budget, the final lift of asphalt on both Barber Street and the Sixth Concession Road were approved as construction projects. The final lift of asphalt will complete previous projects Tender No. T2020-24 Barber Street – Road Reconstruction and Tender No. T-6-2017 Sixth Concession Road – Road Reconstruction. Tender No. T2021-1 was issued on Wednesday, March 17, 2021 with a tender closing date of Tuesday, April 13, 2021. Nine companies submitted a bid for this project. The low bid of $2,478,485.27 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost is estimated at $2,880,429.00 (HST included) with an estimated total net project cost of $2,593,916.00 (net of HST rebate). Engineering Services invites material testing companies to provide unit rates for materials engineering and testing services, which the City uses on various capital projects throughout the year. Based on the unit rates submitted by Wood Environment & Infrastructure Solutions, their fees estimated for this project are $99,976.75 (HST included). Further, in accordance with Purchasing Policy Item 10.03 (c), where written proposals are obtained by the Director without going through a competitive process, and funds are available in the approved Budget: (c) an award above $50,000 is subject to the additional approval of Council. The initiating Director shall submit the Report to Council to obtain approval. ENG 09-21 April 26, 2021 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2021-1 Page 5 The award of Tender No. T2021-1 to the low bidder, Viola Management Inc., will be conditional upon receiving the City’s Health & Safety form, Certificate of Insurance and Waste Management Plan and requisite approvals. Previous work experience of Viola Management Inc. is deemed to be acceptable. Upon careful examination of all tenders, the Engineering Services Department recommends acceptance of the low bid submitted by Viola Management Inc. for Tender No. T2021-1 in the amount of $2,478,485.27 (HST included), and that the total net project cost of $2,593,916.00 (net of HST rebate) be approved. Due to the ongoing concerns and new business practices related to the COVID-19 pandemic, Engineering Services and Corporate Services staff will work with Viola Management Inc., 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. Attachments: 1.Supply & Services Memorandum dated April 14, 2021 2.Record of Tenders Opened and Checked 3.Location Maps ENG 09-21 April 26, 2021 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2021-1 Page 6 Prepared By: Approved/Endorsed By: Scott Booker Richard Holborn, P.Eng. Manager, Capital Projects & Infrastructure Director, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Ray Rodrigues, CPPB Manager, Supply & Services SM:DL:mjh Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original signed by:Original signed by: Original signed by: Original signed by: Original signed by: To: Richard Holborn Director, Engineering Services April 14, 2021 From: Lisa Chang Buyer, Supply & Services Copy: Administrative Assistant, Engineering Services Subject: Tender No. T2021-1 Tender for Asphalt Resurfacing on Various City Streets Closed: April 13, 2021 – 2:00pm File: F-5400-001 Tender No. T2021-1 was advertised on the City’s website on March 17, 2021. Nine 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 by S&S and Viola Management Inc. is the compliant low bid at a value of $2,193,349.80 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 24 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Viola Management 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 $2,465,000 was provided to Supply & Services for this procurement. Memo Attachment #1 to Report # ENG 09-21 Page 2 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 Viola Management 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. lc Attachments City of Pickering Record of Tenders Opened and Checked Tender Description: Asphalt Resurfacing on Various City Streets Tender No.: T2021-1 Date: April 13, 2021 - 2:00 pm Local Time Bidder Name Total Tendered Amount (HST Excluded) Comments PTR Paving Inc. $3,127,815.09 Di Gregorio Group of Companies $3,091,680.00 Forest Contractors $2,811,630.50 Ashland Construction Group Ltd. $2,476,400.00 IPAC Paving Limited $3,162,657.45 Four Seasons Site Development Ltd $2,433,915.70 Brennan Paving & Construction Ltd. $2,675,186.75 Coco Paving $2,825,598.50 VIOLA MANAGEMENT INC. $2,193,349.80 City Staff Present Other Attachment #2 to Report # ENG 09-21 ___________________ _____________________ _____________________ ________________ The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specificatio ns. Location Maps Project Area No. 1 – Diefenbaker Court Diefenbaker Court – from Valley Farm Road to East Terminus. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 2 – Parkside Drive Parkside Drive – from 150m north of New Street to Aspen Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Attachment # 3 to Report #ENG 09-21 Project Area No. 3 – Aspen Road Aspen Road – from New Street to 150m north of Pebble Court. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 4 – Pickering Parkway Pickering Parkway – from Dreyber Court to Brock Road (Regional Road #1). The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 5 – Rambleberry Avenue Rambleberry Avenue – from Kelvinway Lane to Rambleberry Avenue. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 6 – Liverpool Road Liverpool Road – from Tatra Drive to Bayly Street. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 7 – Dunbarton Road Dunbarton Road – from 20m west of Cloudberry to Dixie Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 8 – Batory Avenue Batory Avenue – from Breezy Drive to Vistula Drive. The proposed work includes asphalt resurfacing. All existing concrete barrier curbs shall be removed and replaced with new concrete curbs and gutters. Project Area No. 9 – Grenoble Boulevard Grenoble Boulevard – from Naroch Boulevard to Fuschia Lane. The proposed work includes asphalt resurfacing. All existing concrete barrier curbs shall be removed and replaced with new concrete curbs and gutters. Project Area No. 10 – Deerbrook Drive Deerbrook Drive – from Glenanna Road to Silverthorn Square. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 11 – Wellington Street Wellington Street – from Victoria Street to Lorn Street. The proposed work includes asphalt resurfacing. Project Area No. 12 – Lorn Street Lorn Street – from Wellington Street to Central Street (Regional Road #5). The proposed work includes asphalt resurfacing. Project Area No. 13 – Barber Street Barber Street – from Central Street to the north terminus. The proposed work include a final lift of asphalt and pavement markings. Project Area No. 14 – Sixth Concession Road Sixth Concession Road – from Greenwood Road to Westney Road. The proposed work include a final lift of asphalt and pavement markings.