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Home My WebLink AboutOES 20-03 Citq ()~ From: Subject: REPORT TO FINANCE & OPERATIONS COMMITTEE Report Number: OES 20-03 Date: May 23,2003 Richard Holborn, P.Eng. Division Head Municipal Property & Engineering Tender No. T-9-2003 - Tender for Parking Lot and Road Improvements Recommendation: 1. 2. 3. 4. That Report DES 20-03 regarding the Tender for the topcoat for the Parking Lot at the Recreation Complex and Road Improvements be received and that; Tender No T-9-2003 submitted by Paveco Road Builders Corp. for Parking Lot & Road Improvements in the amount of $204,600 (7% GST extra) for a total cost of $218,922 and a net cost after G.S.T. rebate of $210,738. The Tender is comprised Recreation Complex Overlay Project Code 03-2731-005-04, Road Rehabilitation Amberlea Road Project Code 03-2320-010-01 and Road Rehabilitation Pickering Parkway 03-2320-010-02 be accepted; the total project cost of $246,207 including the tender amount, other associated project costs and a net total project cost of $237,003, be approved; Council authorize the Director, Corporate Services & Treasurer to finance the expenditures of the above mentioned projects as was included in the Council approved 2003 Capital Budget as follows: a) Recreation Complex final topcoat parking lot (03-2731-005-04) through the Region of Durham in the amount of $75,000 for a period not to exceed five years; b) Amberlea Road Rehabilitation (03-2320-010-01) debt through the Region of Durham in the amount of $48,000 for a period not to exceed 10 years; c) Pickering Parkway Road Rehabilitation (03-2320-010-02) an internal loan in the amount of $76,000 for a period not to exceed five years; d) The balance of the funding requirement for the above projects in the estimated amount of approximately $5,600 be paid from 2003 current revenues; Report OES 20-03 Date: May 23, 2003 Subject: Tender T-9-2003 Tender for Parking Lot and Road Improvements Page 2 e) Financing and repayment charges in the amount of approximately $42,400 be included in the annual Current Budget for the City of Pickering commencing in 2004 and continuing thereafter until the loans are repaid; f) The Director, Corporate Services & Treasurer has certified that these loans and the repayment thereof falls within the City's Debt and Financial Obligations approved Annual Repayment Limit for debt and other financial obligations for 2003 as established by the Province for municipalities in Ontario; g) The Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to effect the foregoing; and, 5. staff at the City of Pickering be given the authority to give effect thereto. Executive Summary: As part of the Capital Budget for 2003, the Pickering Recreation Parking Lot was identified as a project to be completed under Phase Two works a nd includes the placement 0 f t he top c oat asphalt pavement. The Pickering Recreation Complex Parking lot underwent extensive concrete curb and sidewalk repairs, and the entire base asphalt was replaced in 2002. Other projects identified as part of the Capital Budget for 2003 under Road Rehabilitation was the grind and overlay of asphalt for Amberlea Road and Pickering Parkway. Tender T-9-2003 was issued on May 5,2003 and closed on May 21,2003. The submissions have been reviewed by the Municipal Property & Engineering Division and by the Manager, Supply & Services who recommend acceptance of the bid by Pave co Road Builders Corp. FINANCIAL IMPLICATIONS: 1. Tendered Amount T -9-2003 G.S.T. Sub Total G.S.T. Rebate Total $204,600 $14,322 $218,922 $8,184 $210,738 Report OES 20-03 Date: May 23,2003 Subject: Tender T-9-2003 Tender for Parking Lot and Road Improvements Page 3 SUMMARY AVAILABLE FUNDS: 2. 2003 BUDGETED WORKS (Recreation Complex Overlay) 2003 BUDGETED WORKS 2320-6008 (Road Rehabilitation Amberlea Road) 2003 BUDGETED WORKS 2320-6008 (Road Rehabilitation Pickering Parkway) FUNDING AVAILABLE Account 2731-6181 Project Code 03-2731-005-04 Amount $75,000 $120,000 03-2320-010-01 03-2320-01 0-02 $80,000 $275,000 ESTIMATED PROJECT COSTING SUMMARY 3. Recreation Complex Overlay Road Rehabilitation Amberlea Road Road Rehabilitation Pickering Parkway $79,850 $48,670 $76,080 T-9-2003 - Construction - Parking Lot & Road Improvements $204,600 Associated Costs Material Testing Project Contingency Total G.S.T. $2,500 $23,000 $230,100 $16,107 246,207 (9,204 ) $237,003 G.S.T. Rebate Total Gross Project Cost The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and has provided the financing recommendations. Report OES 20-03 Date: May 23,2003 Subject: Tender T-9-2003 Tender for Parking Lot and Road Improvements Page 4 Background: Bids for Tender No T-9-2003 were received on Wednesday, May 21, 2003. Seven (7) companies submitted bids at the time of closing. References as provided by the low bidder Paveco Road Builders Corp. are deemed acceptable by the Supervisor, Municipal Works. The Health & Safety Policy, Confined Space Entry Policy and a list of personnel trained in Confined Space, and the CAD 7. form issued by Workplace Safety & Insurance Board, as submitted by Paveco Road Builders Corp. have been reviewed by the Safety & Training Coordinator and deemed acceptable. Credit information as provided by Dun & Bradstreet for Paveco Road Builders Corp. has been reviewed by the Senior Financial Analyst and in conjunction with staff's review of reference information and the bonding available on this project, is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the low bid Tender No. T-9-2003 submitted by Paveco Road Builders Corp. in the amount of $204,600 (GST extra), and that the total project cost of $237,003 be approved. This Tender report has been undertaken in conjunction with the Manager of Supply & Services who concurs with the report and Recommendations. Attachments: 1. 2. 3. Location Map Records of Tenders Opened and Checked Supply & Services Memorandum Report OES 20-03 Date: May 23, 2003 Subject: Tender T-9-2003 Tender for Parking Lot and Road Improvements Page 5 Everett ntsma Director, Operaf rgency Services Vera A. Feige acher Manager, Su ply & Services AiChardWo Holb Division Head, Municipal Property & Engineering ----x~ ~ ~ Gillis A. Paterson Director, Corporate Services & Treasurer OS Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City C ncil ,,' 0 cr: P RT~~ND () 0 C T( ,~L >- I I I ,L~~ ""~-¿;ó Î 'I\\N~'{ \--\\G ATTACHMENT# / TOREPORT# ð£S 2.0 --03 I of ~ MUNICIP AL PROPERTY & ENGINEERING Attachment For Tender: T-O9-2003 RECREATION COMPLEX PARKING LOT w > 0 D:: (j Z W -.J (j BRANDS CRT. 7J 0 )/ 0 LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Asphalt Works in Parking Lot Placing of top course of asphalt J:lsbookeriAttachments for Tenders\2003\T-O9-2003 - Recreation Complex. doc [!] cr: 0 0 cr: cr: 0 u ~~ '-1'1\"" I>- 'v .---- ~~<C I ~\-" ~v ~,I_~ ~ CIRCLE DREY8E COURT ¡ë;"Y"^ACHMENT# / TOREPORT#OES 7..f).()3 ;( of 3 MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender: T -09-2003 AMBERLEA ROAD gj ~~BU8R\Cð i~LJ i ~ ROAD ~ ¡ J ~ COURT WffiOg' Oc) W (t UNA ¡r <i «, W ~ ~ G ~~ WOOORUCCC ARCADIA SQ, U : ~'1J SUBJECT 36 t, ,~, CRIC , \), AREA « D- 'i-", ' D- '(j) ,~ i5 (f) W <i ~ "'-~ -' w z "" 5 f::: ~"'" , ('1-\.-'^""c [) I (j) ,~/", 2' '" <i 5: STROUDS ~ H EDG, ERO~ PLACE ORlor~ \ \ , (ì ((CRT! r -~ i <i', / ' 'c;'I,r~ \\\// 0 I == 10 / :/ <i Idi~( 0 I- W W D:: W I- U (j) :J ¡r 11 (j) Œ~ ~ [];:: ¡r 0 ¡r U Z 0 (t D- (j) CRESCENT CRESCENT COU RT ORI'i<¿ FERNAM LANE D"'VC :;; ST ISTROUDS n Î 0 <i 0 0:: LOCATION MAP LOCATION: Amberlea Road - Between Strouds Lane and Highview Street PROPOSED CONSTRUCTION INCLUDES: - Grinding off old asphalt and repaving including curb repairs as required. J:\sbookerlAttachments for Tenders\2003\T-O9-2003 - AmberJea&PickParkway.doc ,"¡:iE1\!T;' IjOREPORT# DeS 20--03 3 cJi 3 MUNICIP AL PROPERTY & ENGINEERING Attachment For Tender: T -09-2003 PICKERING P ARKW A Y ~\~ \ f~\.- I JJ '" 0 ~,'~ 0 <I: 0 1 0::: I">", '-. '" " "- '" ',- LOCATION MAP LOCATION: Pickering Parkway - Between Hydro Corridor and Portland Court PROPOSED CONSTRUCTION INCLUDES: - Grinding off old asphalt and repaving including curb repairs as required. J:\sbookerlAttachments for Tenders\2003\T-O9-2003 - Amberlea&PickParkway,doc CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED Tender Description: Parking Lot and Road Improvements Tender No.: T-9-2003 Date: Wednesday, May 21, 2003Time: Approx.2:15pm 21 Furfari Construction Harnden & King Construction' 5) PAVE CO Road Builders c<\ Q ( <> N ~ tI: ~ 0 ~~ 1~ ... z w 1: :I: U « i- i- e:( CORPORATE SERVICES DEPARTMENT MEMORANDUM .,,\TTACHMENTf. 3 REPORTtJ.oES20-ò} ~- 01 z.., May 21,2003 To: Richard Holborn / Division Head Municipal Property & Engineering Darrell Selsky Supervisor, Municipal Works From: Vera A. Felgemacher Manager, Supply & Services Subject: Tender for Parking Lot and Road Improvements Tender No. T - 9 - 2003 Tenders have been received for the above project. Ten (10) companies were invited to participate. An advertisement was placed in the Daily Commercial News, News Advertiser Community Page and on the City's Website all of which yielded interest from additional bidders. Ten (10) bidders picked up tendering documents for a non- refundable fee of $40.00 per set of which seven (7) responded. A copy of the Record of Tenders Opened and Checked used at the publictender opening is attached. Purchasing Procedure No. PUR 010-001, Item 1 0.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. All deposits other than the low three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). Therefore, the tenders of the low three (3) bidders are attached for review. Summary (PST included, GST included) Company Total Tendered After Calculation Amount $ Check $ PAVECO Road Builders Corp 218,922.00 218,922.00 Harnden & King Construction Inc. 223,417.13 223,417.13 Furfari PavinÇJ Co. Ltd. 236,609.37 236,609.37 D. Crupi & Sons Limited 246,080.74 246,080.74 VauÇJhan Pavinq Ltd. 259,160.68 259,160.68 Miller Paving Limited 281,998.18 281,998.18 Serve Construction Ltd. 349,034.00 349,034.00 LOC Pave Construction UNABLE TO BID ATTACHMENT#2- TOREPORT#~ 2/)-{)3 Tender for Parking Lot & Road Improvements 1. of :¿,. Page 2 Tender No. T - 9 - 2003 Pursuant to Information to Bidders Item 21, the following are being requested of the low bidder for your review during the evaluation stage of this tender call: (a) (b) (c) (d) (e) (f) a copy of the Confined Space Entry Procedure document to be used on this project; a list of employees trained in the Confined Space Entry Procedure who will be working on this project; a copy of the Health and Safety Policy to be used on this project; a copy of the current Cost and Frequency Report issued by Workplace Safety & Insurance Board; a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer; Please review the copies of the bids. Include the following items in your Report to Council: (a) if items (a) through (e) noted above, are acceptable to the Safety & Training Co-ordinator; (b) any past work experience PAVECO Road Builders Corp. including work location; (c) without past work experience, if reference information is acceptable; (d) the appropriate account number(s) to which this work is to be charged; (e) the budget amount(s) assigned thereto; (f) Treasurer's confirmation of funding; (g) related departmental approvals; (h) any reason(s) why the low bid of PA VECO Road Builders Corp is not acceptable; and (i) related comments specific to the project. If you require further information, please feel free to