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Home My WebLink AboutENG 04-23Report to Council Report Number: ENG 04-23 Date: April 24, 2023 From: Richard Holborn Director, Engineering Services Subject: Asphalt Resurfacing on Various City Streets - Tender No. T2023-1 - File: A-1440 Recommendation: 1. That Tender No. T2023-1 for Asphalt Resurfacing on Various City Streets as submitted by Viola Management Inc. in the total tendered amount of $3,296,229.21 (HST included) be accepted; 2. That Council authorize the consulting and professional services of GHD Ltd. for both Geotechnical Investigation Reports and Materials Testing Services as required, based on unit rates submitted, at an estimated cost of $155,414.55 (HST included) in accordance with Purchasing Policy Item 10.03 (c); 3. That the total gross project cost of $3,850,016.00 (HST included), including the tendered amount, material testing, a contingency and other associated costs, and the total net project cost of $3,467,059.00 (net of HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $3,467,059.00 as approved in the 2023 Roads Capital Budgets 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 2023 Roads Projects Capital Budget, asphalt resurfacing for the following 13 locations were approved as construction projects: • Alder Court • Eyer Drive • Chapleau Drive • Heathside Crescent • Vistula Drive • Victoria Street • Chiron Crescent • Listowell Crescent • Dellbrook Avenue • Jomar Avenue • St. Martins Drive • Linwood Street • Stonehurst Road ENG 04-23 April 24, 2023 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2023-1 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 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 2023 align with the priorities of the 2016 Road Needs Study. Tender No. T2023-1 was issued on Wednesday, February 8, 2023 with a tender closing date of Thursday, March 16, 2023. Six companies have submitted a bid for this project. The low bid of $3,296,229.21 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost is estimated at $3,850,016.00 (HST included) with an estimated total net project cost of $3,467,059.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T2023-1 $2,917,017.00 HST (13%) 379,212.21 Total $3,296,229.21 2. Estimated Project Costing Summary Tender No. T2023-1 – Tender for Asphalt Resurfacing on Various City Streets $2,917,017.00 Associated Costs Geotechnical Investigation Reports Materials Testing Services 46,650.00 90,885.00 Federal Gas Tax Sponsor Signage 2,500.00 Construction Contingency (12%) 350,042.00 Sub Total – Costs $3,407,094.00 HST (13%) 442,922.00 Total Gross Project Cost $3,850,016.00 HST Rebate (11.24%) (382,957.00) Total Net Project Cost $3,467,059.00 ENG 04-23 April 24, 2023 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2023-1 Page 3 3.Approved Source of Funds Location Expense Code Source of Funds Budget Required Alder Court C10570.2301.01- 504400 Federal Gas Tax $115,000.00 $113,837.00 Chapleau Drive C10570.2302.01- 504400 Federal Gas Tax 330,000.00 282,354.00 Vistula Drive C10570.2304.01- 504400 Federal Gas Tax 440,000.00 423,166.00 Chiron Crescent C10570.2308.01- 504400 Federal Gas Tax 390,000.00 374,733.00 Dellbrook Avenue C10570.2309.01- 504400 Federal Gas Tax 590,000.00 543,900.00 St. Martins Drive C10570.2310.01- 504400 Federal Gas Tax 230,000.00 228,910.00 Linwood Street C10570.2311.01- 504400 Federal Gas Tax 265,000.00 253,936.00 Eyer Drive C10570.2312.01- 504400 Federal Gas Tax 305,000.00 284,901.00 Heathside Crescent C10570.2313.01- 504400 Federal Gas Tax 330,000.00 311,571.00 Victoria Street C10570.2314.01- 504400 Federal Gas Tax 80,000.00 88,684.00 Listowell Crescent C10570.2315.01- 504400 Federal Gas Tax 390,000.00 361,583.00 Jomar Avenue C10570.2316.01- 504400 Federal Gas Tax 105,000.00 111,470.00 Stonehurst Road C10570.2317.01- 504400 Federal Gas Tax 85,000.00 88,014.00 $3,655,000.00 $3,467,059.00 Net project cost (over) under approved funds $187,941.00 ENG 04-23 April 24, 2023 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2023-1 Page 4 Discussion: As part of the 2023 Roads Projects Capital Budget, asphalt resurfacing for the following locations were approved as construction projects: • Alder Court – from Strouds Lane to South Terminus; • Chapleau Drive – from Haller Avenue to Douglas Avenue; • Vistula Drive – from West Shore Boulevard to 500m east of West Shore Boulevard; • Chiron Crescent – from Amberlea Road to Amberlea Road; • Dellbrook Avenue – from Meriadoc Drive to Brock Road (RR #1); • St. Martins Drive – from Radom Street to Bayly Street (RR #22); • Linwood Street – from Liverpool Road to Bridle Path Crescent (west end); • Eyer Drive – from 70m south of Edge Lane to Hillcrest Road; • Heathside Crescent – from Longbow Drive (east end) to 320m south of Longbow Drive; • Victoria Street – from Central Street (RR #5) to Wellington Street; • Listowell Crescent – from Storrington Street to Glenanna Road; • Jomar Avenue – from west terminus to east terminus; and, • Stonehurst Road – from Jomar Avenue to Third Concession Road. These streets are indicated in the 2016 Road Needs Study as priority streets for asphalt resurfacing. Tender No. T2023-1 was issued on Wednesday, February 8, 2023 with a tender closing date of Thursday, March 16, 2023. Six (6) companies submitted a bid for this project. The low bid of $3,296,229.21 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost is estimated at $3,850,016.00 (HST included) with an estimated total net project cost of $3,467,059.00 (net of HST rebate). Engineering Services invites material testing companies to provide unit rates for both Geotechnical Investigation Reports and Materials Testing Services, which the City uses on various capital projects throughout the year. Based on the unit rates submitted by GHD Ltd., their fees estimated for this project are $155,414.55 (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 Waste Management Plan submitted by Viola Management Inc. has been reviewed and is deemed acceptable by the Manager, Capital Projects & Infrastructure. The City’s Health & Safety Policy form and current Certificate of Clearance issued by the Workplace Safety & Insurance Board have been submitted by Viola Management. The Certificate of Insurance has been reviewed by the Division Head, Finance, and is deemed acceptable. Viola Management Inc. has successfully completed both Tender No. T2021-1, Asphalt Resurfacing and Tender No. T2022-4, Asphalt Resurfacing contracts previously for the City. Staff have deemed the company’s experience and professionalism to be acceptable. ENG 04-23 April 24, 2023 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2023-1 Page 5 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. T2023-1 in the amount of $3,296,229.21 (HST included), and that the total net project cost of $3,467,059.00 (net of HST rebate) be approved. Due to the ongoing concerns and new business practices related to the COVID-19, 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. Attachment: 1.Location Maps Prepared By: Approved/Endorsed By: David Lo, CPT, CET Richard Holborn, P. Eng. Senior Coordinator, Infrastructure Design Director, Engineering Services Viraj Patel, EIT Stan Karwowski, MBA, CPA, CMA Inspector, Capital Projects Director, Finance & Treasurer Scott Booker Manager, Capital Projects & Infrastructure Cathy Bazinet Manager, Procurement SB:mjh Original signed by:Original signed by: Original signed by:Original signed by: Original signed by: Original signed by: ENG 04-23 April 24, 2023 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2023-1 Page 6 Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original signed by: Location Maps Project Area No. 1 – Alder Court Alder Court – from Strouds Lane to South 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 – Chapleau Drive Chapleau Drive – from Haller Avenue to Douglas Avenue. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters that are deficient shall be removed and replaced as required. Attachment #1 to Report ENG 04-23 Project Area No. 3 – Vistula Drive Vistula Drive – from West Shore Boulevard to 500m east of 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. Project Area No. 4 – Chiron Crescent Chiron Crescent – from Amberlea Road to Amberlea 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. 5 – Dellbrook Avenue Dellbrook Avenue – from Meriadoc Drive to Brock Road (RR#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. 6 – St. Martins Drive St. Martins Drive – from Radom Street to Bayly Street (RR#22). 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 – Linwood Street Linwood Street – from Liverpool Road to Bridle Path Crescent (west end). 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 – Eyer Drive Eyer Drive – from 70m south of Edge Lane to Hillcrest 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. 9 – Heathside Crescent Heathside Crescent – from Longbow Drive (east end) to 320m south of Longbow Drive. 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. 10 – Victoria Street Victoria Street – from Central Street to Wellington Street. The proposed work includes asphalt resurfacing. Project Area No. 11 – Listowell Crescent Listowell Crescent – from Storrington Street to Glenanna 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. 12 – Jomar Avenue Jomar Avenue – from west terminus to east terminus. The proposed work includes asphalt resurfacing. Project Area No. 13 – Stonehurst Road Stonehurst Road – from Jomar Avenue to Third Concession Road. The proposed work includes asphalt resurfacing.