HomeMy WebLinkAboutENG 08-22 Report to
Council
Report Number: ENG 08-22
Date: April 25, 2022
From: Richard Holborn
Director, Engineering Services
Subject: Kingston Road (at the Whites Road Off-Ramp) & Finch Avenue New Asphalt
Sidewalk Construction
-Tender No. T2022-3
-File: A-1440
Recommendation:
1.That Tender No. T2022-3 for Kingston Road (at the Whites Road Off-Ramp) & Finch
Avenue New Asphalt Sidewalk Construction as submitted by Buildscapes Construction
Limited in the total tendered amount of $372,145.59 (HST included) be accepted;
2.That the total gross project cost of $459,155.00 (HST included), including the tendered
amount, a contingency and other associated costs, and the total net project cost of
$413,484.00 (net of HST rebate) be approved;
3.That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $413,484.00 as follows:
a)the sum of $111,179.00 (net of HST rebate) for capital project C10515.1802.01
Kingston Road New Sidewalk Installation as approved in the 2018 Capital Budget
to be funded by a transfer from:
i)Development Charges – Roads and Related Reserve Fund in the amount
of $55,590.00;
ii)Development Charges – City’s Share Reserve in the amount of $55,589.00;
b)the sum of $200,000.00 for capital project C10515.2101.01 Finch Avenue New
Sidewalk Construction as approved in the 2021 Capital Budget to be funded by a
transfer from the Federal Gas Tax Reserve Fund be increased to $302,305.00;
and,
4.That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
ENG 08-22 April 25, 2022
Subject: Kingston Road (at the Whites Road Off-Ramp)
& Finch Avenue New Asphalt Sidewalk Construction Page 2
Executive Summary: Both of the subject new sidewalk infrastructure projects have been
approved in previous Capital Budgets. The Kingston Road (at the Whites Road Off-Ramp) new
asphalt sidewalk project was approved in 2018, funded by Development Charges. The Finch
Avenue new asphalt sidewalk project was approved in 2021, funded by Federal Gas Tax.
Tender No. T2022-3 was issued on Wednesday, March 1, 2022 and closed on Wednesday,
March 23, 2022 with seven bids submitted. The low bid submitted by Buildscapes Construction
Limited in the amount of $372,145.59 (HST included) is recommended for approval.
Financial Implications
1. Tender Amount
Tender No. T2022-3 $329,332.38
HST (13%) 42,813.21
Total Gross Tender Amount $372,145.59
ENG 08-22 April 25, 2022
Subject: Kingston Road (at the Whites Road Off-Ramp)
& Finch Avenue New Asphalt Sidewalk Construction Page 3
2.Estimated Individual Project Cost Summaries
Tender No. T2022-3 – Kingston Road New Asphalt Sidewalk Portion $88,938.00
Associated Costs
Geotechnical Investigation Reports 3,300.00
Materials Testing 6,000.00
MTO Highway Corridor Management Approval Fee 345.00
Construction Contingency (12%) 10,673.00
Total (Kingston) $109,256.00
HST (13%) 14,203.00
Total Gross Project Cost (Kingston Road) $123,459.00
HST Rebate (11.24%) (12,280.00)
Total Net Project Cost (Kingston Road) $111,179.00
Tender No. T2022-3 – Finch Avenue New Asphalt Sidewalk Portion $240,394.00
Associated Costs
Topographic Survey 3,750.00
Geotechnical Investigation Reports 10,395.00
Materials Testing 6,000.00
TRCA Permit and Approval Fee 3,580.00
Federal Gas Tax Sponsor Signage 2,500.00
Utility Relocation - Bell Canada 1,610.00
Construction Contingency (12%) 28,847.00
Sub Total (Finch) $297,076.00
HST (13%) 38,620.00
Total Gross Project Cost (Finch Avenue) $335,696.00
HST Rebate (11.24%) (33,391.00)
Total Net Project Cost (Finch Avenue) $302,305.00
ENG 08-22 April 25, 2022
Subject: Kingston Road (at the Whites Road Off-Ramp)
& Finch Avenue New Asphalt Sidewalk Construction Page 4
3.Estimated Combined Project Cost Summary
Tender No. T2022-3 – Kingston Road (at the Whites Road Off-
Ramp) & Finch Avenue New Asphalt Sidewalk Construction
$ 329,333.00
Associated Costs 37,480.00
Construction Contingency (12%) 39,520.00
Sub Total $406,333.00
HST (13%) 52,823.00
Total Gross Project Cost $459,156.00
HST Rebate (11.24%) (45,672.00)
Total Net Project Cost $413,484.00
4.Approved Source of Funds
Location Expense Code Source of
Funds
Budget Required
Kingston Road
Kingston Road
C10515.1802.01-
504600
C10515.1802.01-
504600
DC – Roads and
Related
Reserve – DC
City Share
$135,000.00
$135,000.00
$55,590.00
$55,589.00
Finch Avenue C10515.2101.01-
504600
Federal Gas Tax $200,000.00 $302,305.00
Net project cost (over) under approved funds – Kingston Road $158,821.00
Net project cost (over) under approved funds – Finch Avenue ($102,305.00)
Discussion: Both new sidewalk infrastructure projects have been approved in
previous Capital Budgets. The Kingston Road (at the Whites Road Off-Ramp) new asphalt
sidewalk project was approved in 2018, funded by Development Charges. The Finch Avenue
new asphalt sidewalk project was approved in 2021, funded by Federal Gas Tax.
The Kingston Road (at the Whites Road Off-Ramp) new asphalt sidewalk project was originally
proposed as a longer sidewalk project, connecting the existing sidewalk at 780 Kingston Road
to Fairport Road, on the north side. In discussions with the Region of Durham, the opportunity
presented itself to redirect funding for this project to the Metrolinx Durham-Scarborough Bus
Rapid Transit project (DSBRT). The Metrolinx DSBRT is tentatively scheduled for construction
under “Durham Stage 1” in 2022 – 2025. This opportunity meant Metrolinx would design and
build the expanded platform necessary to install the sidewalk. However, Engineering Services
ENG 08-22 April 25, 2022
Subject: Kingston Road (at the Whites Road Off-Ramp)
& Finch Avenue New Asphalt Sidewalk Construction Page 5
staff, pedestrians who walk along this corridor, and the City’s Accessibility Advisory Committee
have identified an area of concern fronting 820 Kingston Road (Shoeless Joe’s Plaza). The
area in question has a large ditch which offers no platform for pedestrians, and is a safety
issue as pedestrians are required to walk along the travelled portion of Kingston Road. This
project will provide a temporary asphalt sidewalk, meeting all Accessibility for Ontarians with
Disabilities (AODA) requirements until such time as the Metrolinx project moves forward.
The Finch Avenue new asphalt sidewalk project is proposed as a pedestrian connection on the
south side between 1543 Finch Avenue and Guild Road. Sidewalk infrastructure along
Regional corridors (such as Finch Avenue – Region Road #37) is under City jurisdiction.
Installation of this sidewalk will result in a continuous pedestrian corridor on the south side of
Finch Avenue from Brock Road at the east end to Bowler Drive at the west end.
Tender No. T2022-3 was issued on Wednesday, March 1, 2022 and closed on Wednesday,
March 23, 2022 with seven bids submitted. The low bid submitted by Buildscapes Construction
Limited in the amount of $372,145.59 (HST included) is recommended for approval. The total
gross project cost is estimated at $459,155.00 (HST included), with an estimated total net
project cost of $413,484.00 (net of HST rebate).
As funding approved for the Finch Avenue sidewalk is insufficient, based on the tender results
and the estimated net project cost required, an additional $102,305.00 of Federal Gas Tax is
required to be transferred from the Federal Gas Tax Reserve Fund.
Award of T2022-3 to Buildscapes Construction Limited, will be conditional upon receiving the
City's Health & Safety form, Certificate of Clearance issued by the Workplace Safety &
Insurance Board, Certificate of Insurance and requisite approvals. The previous work
experience and references of Buildscapes Construction Limited have been reviewed and
deemed to be acceptable.
Upon careful examination of all tenders and relevant documents received, the Engineering
Services Department recommends acceptance of the low bid submitted by Buildscapes
Construction Limited for Tender No. T2022-3 in the amount of $372,145.59 (HST included),
and the total net project cost of $413,484.00 (net of HST rebate) be approved.
Attachments:
1.Supply & Services Memorandum date March 25, 2022
2.Record of Tenders Opened and Checked
3.Location Map
ENG 08-22 April 25, 2022
Subject: Kingston Road (at the Whites Road Off-Ramp)
& Finch Avenue New Asphalt Sidewalk Construction Page 6
Prepared By: Approved/Endorsed By:
Original signed by:Original signed by:
Scott Booker Richard Holborn, P. Eng.
Manager, Capital Projects & Infrastructure Director, Engineering Services
Original signed by:Original signed by:
Cathy Bazinet Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
SB:DL:mjh
Recommended for the consideration
of Pickering City Council
Original signed by:
Marisa Carpino, M.A.
Chief Administrative Officer
To: Richard Holborn
Director, Engineering Services
March 25, 2022
From: Kayla Horne
Buyer, Supply & Services
Copy: Administrative Assistant, Engineering Services
Subject: Tender No. T2022-3
Tender for Kingston Road (at the Whites Road Off-Ramp) & Finch Avenue
Closed: March 23, 2022 – 2:00pm
File: F-5400-001
Tender No. T2022-3 was advertised on the City’s website and closed on March 23, 2020.
Seven 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 Buildscapes Construction Ltd. is the compliant low
bid at a value of $329,332.38 (HST Excluded).
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 Part 1: Tendering
Specifications, the following documentation will be requested of Buildscapes 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 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 $200,000 for Finch Avenue, and $270,000 for Kingston Road was provided to
Supply & Services for this procurement.
Memo
Attachment #1 to Report #ENG 08-22
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 Buildscapes Construction Ltd. 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.
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Attachments
City of Pickering
Record of Tenders Opened and Checked
Attachment #2 to Report #ENG 08-22
Tender Description: Kingston Road (at the Whites Road Off-Ramp) & Finch Avenue New Asphalt Sidewalk Construction
Tender No.: T2022-3
Date: March 23, 2022 - 2:00 pm Local Time
Bidder Name Total Tendered Amount
(HST Excluded) Comments
Appco Paving Ltd. $349,999.00
Aquatech $476,440.59
Ashland Constructinon $385,036.00
Buildscapes Construction Ltd. $329,332.38
Epic Paving & Contracting Ltd. $341,686.90
Forest Contractors $370,412.00
Melrose Pavin $361,355.85
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 08-22
Location Maps
Project Area No. 1 – Kingston Road New Asphalt Sidewalk Construction
Project Area No. 2 – Finch Avenue New Asphalt Sidewalk Construction