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Home My WebLink AboutENG 09-22 Report to Council Report Number: ENG 09-22 Date: May 24, 2022 From: Richard Holborn Director, Engineering Services Subject: Asphalt Resurfacing on Various City Streets -Tender No. T2022-4 -File: A-1440 Recommendation: 1. That Tender No. T2022-4 for Asphalt Resurfacing on Various City Streets as submitted by Viola Management Inc. in the total tendered amount of $2,877,081.14 (HST included) be accepted; 2. That Council authorize the consulting and professional services of Wood Environment & Infrastructure Solutions for materials testing services based on unit rates submitted at an estimated cost of $113,000.00 (HST included) in accordance with Purchasing Policy Item 10.03 (c); 3. That the total gross project cost of $3,390,871.00 (HST included), including the tendered amount, material testing, a contingency and other associated costs, and the total net project cost of $3,053,584.00 (net of HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $3,053,584.00 as follows: a) the sum of $3,022,579.00 as approved in the 2022 Roads Capital Budgets to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) the sum of $31,005.00 as approved in the 2022 Roads Capital Budget to be funded from a provincial grant; 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 2022 Roads Projects Capital Budget, asphalt resurfacing for the following 12 locations were approved as construction projects: • Granite Court • Rawlings Drive • Fieldlight Boulevard • Chipmunk Street • Shadybrook Drive • Grenoble Boulevard • Bainbridge Drive • Haller Avenue • Pickering Parkway • Lublin Avenue • Parkside Drive • Rosefield Road ENG 09-22 May 24, 2022 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2022-4 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 roads selected for asphalt resurfacing in 2022 align with the priorities of the 2016 Road Needs Study. Tender No. T2022-4 was issued on Thursday, March 31, 2022 with a tender closing date of Wednesday, April 27, 2022. Seven companies have submitted a bid for this project. The low bid of $2,877,081.14 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost is estimated at $3,390,871.00 (HST included) with an estimated total net project cost of $3,053,584.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T2022-4 $2,546,089.50 HST (13%) $330,991.64 Total $2,877,081.14 2. Estimated Project Costing Summary Tender No. T2022-4 – Tender for Asphalt Resurfacing on Various City Streets $2,546,090.00 Associated Costs Geotechnical Investigation Reports 46,650.00 Materials Testing 100,000.00 Federal Gas Tax Sponsor Signage 2,500.00 Construction Contingency (12%) 305,531.00 Sub Total – Costs $3,000,771.00 HST (13%) 390,100.00 Total Gross Project Cost $3,390,871.00 HST Rebate (11.24%) (337,287.00) Total Net Project Cost $3,053,584.00 ENG 09-22 May 24, 2022 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2022-4 Page 3 3.Approved Source of Funds Location Granite Court Expense Code C10570.2208.0 1-504400 Source of Funds Federal Gas Tax Budget $220,000.00 Required $225,366.00 Fieldlight Boulevard C10570.2209.0 1-504400 Federal Gas Tax 150,000.00 152,999.00 Shadybrook Drive C10570.2210.0 1-504400 Federal Gas Tax 475,000.00 308,352.00 Bainbridge Drive C10570.2211.0 1-504400 Federal Gas Tax 295,000.00 291,779.00 Pickering Parkway C10570.2212.0 1-504400 Federal Gas Tax 450,000.00 453,703.00 Parkside Drive C10570.2213.0 1-504400 Federal Gas Tax 140,000.00 142,940.00 Rawlings Drive C10570.2214.0 1-504400 Federal Gas Tax 400,000.00 398,922.00 Chipmunk Street C10570.2215.0 1-504400 Federal Gas Tax 108,995.00 105,641.00 Chipmunk Street C10570.2215.0 1-504400 Provincial Grant 31,005.00 31,005.00 Grenoble Boulevard C10570.2216.0 1-504400 Federal Gas Tax 170,000.00 160,890.00 Haller Avenue C10570.2217.0 1-504400 Federal Gas Tax 200,000.00 183,465.00 Lublin Avenue C10570.2218.0 1-504400 Federal Gas Tax 350,000.00 332,858.00 Rosefield Road C10570.2219.0 1-504400 Federal Gas Tax 270,000.00 265,664.00 $3,260,000.00 $3,053,584.00 Net project cost (over) under approved funds $206,416.00 ENG 09-22 May 24, 2022 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2022-4 Page 4 Discussion: As part of the 2022 Roads Projects Capital Budget, asphalt resurfacing for the following locations were approved as construction projects: • Granite Court – from Ironstone Manor to Whites Road (RR #38); • Fieldlight Boulevard – from Glenview Road to Valley Farm Road; • Shadybrook Drive – from Shadybrook Tot Lot (east end) to Spruce Hill Road; • Bainbridge Drive – from Kingston Road (Hwy #2) to 375m south of Kingston Road; • Pickering Parkway – from Valley Farm Road to 480m east of Valley Farm Road; • Parkside Drive – from New Street to 150m north of New Street; • Rawlings Drive – from Rambleberry Avenue to Glenanna Road; • Chipmunk Street – from Sunrise Avenue to Oklahoma Drive; • Grenoble Boulevard – from Fuschia Lane to Naroch Boulevard; • Haller Avenue – from Douglas Avenue to Liverpool Road; • Lublin Avenue – from Parkham Crescent to Alyssum Street; and, • Rosefield Road – from Glenview Road to Fieldlight Boulevard; These streets are indicated in the 2016 Road Needs Study as priority streets for asphalt resurfacing. Tender No. T2022-4 was issued on Thursday, March 31, 2022 with a tender closing date of Wednesday, April 27, 2022. Seven companies submitted a bid for this project. The low bid of $2,877,081.14 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost is estimated at $3,390,871.00 (HST included) with an estimated total net project cost of $3,053,584.00 (net of HST rebate). New this year are the financial implications of On-Site and Excess Soil Management, Ontario Regulation 406/19. This regulation requires all municipalities to take responsibility for excess soil leaving a construction site. The regulation is being phased in, and the requirements for 2022 include the contractor providing a licensed landfill site, and for the City providing Geotechnical Investigation Reports (complete with chemical testing) for each project site. The funds required for these reports are estimated at $46,650.00, and this has been included as an associated cost in the total gross project cost. 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 $113,000.00 (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. The award of Tender No. T2022-4 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 ENG 09-22 May 24, 2022 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2022-4 Page 5 Inc., which includes the 2021 asphalt resurfacing program (Tender No. T2021-1) is deemed to be acceptable. Upon careful examination of all tenders received, the Engineering Services Department recommends acceptance of the low bid submitted by Viola Management Inc. for Tender No. T2022-4 in the amount of $2,877,081.14 (HST included), and that the total net project cost of $3,053,584.00 (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 protective measures have now become standard practice. Attachments: 1. Supply & Services Memorandum dated May 5, 2022 2. Record of Tenders Opened and Checked 3. Location Maps ENG 09-22 May 24, 2022 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2022-4 Page 6 Prepared By: Approved/Endorsed By: Scott Booker Richard Holborn, P. Eng. Manager, Capital Projects & Infrastructure Director, Engineering Services Cathy Bazinet Stan Karwowski, MBA, CPA, CMA Manager, Procurement Director, Finance & Treasurer SB: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: Attachment #1 to Report # ENG 09-22 Memo To: Richard Holborn May 5, 2022 Director, Engineering Services From: Cathy Bazinet Manager, Procurement Copy: Administrative Assistant, Engineering Services Scott Booker, Manager, Capital Projects & Infrastructure, Engineering Services Subject: Tender No. T2022-4 Tender For Asphalt Resurfacing on Various City Streets Closed: Wednesday, April 27, 2022 – 2:00pm File: F-5400-001 Tender No. T2022-4 was advertised on the City’s website on March 31, 2022. Seven (7) companies have submitted a bid for this project. A copy of the Record of Tenders 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 $2,546,089.50 (excl. of HST). The unsuccessful Bidder’s Bid Bond shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). Seven (7) bids have been retained for review at this time and are attached. Pursuant to Information to Bidders – Pre-Condition of Award (page 4 of 28) and Part 1 - Tendering Specifications, section 12 thru 20, 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. (e)A completed Sub-contractors List (Appendix C), listing all sub-contractors who may be carrying out any part of this Contract. A budget of $2,545,000.00 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 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. CB Page 2 - Attachment #2 to Report # ENG 09-22 Cd;;of P](KERJNG City of Pickering Record of Tenders Opened and Checked Tender Description: Asphalt Resurfacing on Various City Streets Tender No.: T2022-4 Date: April 27, 2022 -2:00 pm Local Time Bidder Name Total Tendered Amount (HST Excluded) Comments Brennan Paving & Construction Limited $3,476,085.00 C.Valley Paving Ltd.$3,315,006.25 Coco Paving $3,896,185.00 Forest Contractors Ltd. $2,936,246.72 Four Season Site Development Ltd. $2,755,345.00 IPAC Paving Ltd. $2,945,919.15 Viola Management Inc. $2,546,076.79 ** These results are unofficial, pending review and verification of compliance to terms, conditions and specifications.** Attachment #3 to Report # ENG 09-22 Granite Court Granite Court – from Ironstone Manor to Whites Road (RR #38). The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient will be removed and replaced as required. Fieldlight Boulevard Fieldlight Boulevard – from Glenview Road to Valley Farm Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient will be removed and replaced as required. Shadybrook Drive Shadybrook Drive – from Shadybrook Tot Lot (east end) to Spruce Hill Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient will be removed and replaced as required. Bainbridge Drive Bainbridge Drive – from Kingston Road (Hwy #2) to 370m south of Kingston Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient will be removed and replaced as required. Pickering Parkway Pickering Parkway – from Valley Farm Road to 480m east of Valley Farm Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient will be removed and replaced as required. Parkside Drive Parkside Drive – from New Street to 150m north of New Street. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient will be removed and replaced as required. Rawlings Drive Rawlings Drive – from Rambleberry Avenue to Glenanna Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient will be removed and replaced as required. Chipmunk Street Chipmunk Street – from Sunrise Avenue to Oklahoma Drive. The proposed work includes asphalt resurfacing. All existing concrete barrier curbs will be removed and replaced with new concrete curbs and gutters. Grenoble Boulevard Grenoble Boulevard – from Fuschia Lane to Naroch Boulevard (north end). The proposed work includes asphalt resurfacing. All existing concrete barrier curbs will be removed and replaced with new concrete curbs and gutters. Haller Avenue Haller Avenue – from Douglas Avenue to Liverpool Road. The proposed work includes asphalt resurfacing. All existing concrete barrier curbs will be removed and replaced with new concrete curbs and gutters. Lublin Avenue Lublin Avenue – from Parkham Crescent to Alyssum Street. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters that are deficient will be removed and replaced as required. Rosefield Road Rosefield Road – from Glenview Road to Fieldlight Boulevard. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient will be removed and replaced as required.