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Home My WebLink AboutOES 30-03 Ciú¡ o~ REPORT TO FINANCE & OPERATIONS COMMITTEE Report Number: OES 30-03 Date: June 17,2003 From: Richard Holborn, P.Eng. Division Head Municipal Property & Engineering Subject: Tender No. T-4 -2003 - Tender for Surface Treatment, Audley Road Recommendation: 1. 2. 3. 4. That Report OES 30-03 regarding Audley Road, Surface Treatment be received and that; Tender No. T -4 - 2003 submitted by Miller Paving Group for Surface Treatment, Audley Road in the amount of $71,973 (7% GST extra), for a total of $77,011 and a net cost after G.S.T. rebate of $74,132 be approved; The total gross project cost of $277,886 including the tender amount and other associated costs and net project cost of $274,507 be approved; Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; and a) The Director, Corporate Services & Treasurer be authorized to finance the net costs, not to exceed $274,000 through the issuance of debt through the Region of Durham for a period not to exceed 10 years at a rate to be determined, be approved and the balance of approximately $507 plus financing costs be financed from current funds. b) Financing and repayment charges in the amount of approximately $37,500 be included in the annual Current Budget for the City of Pickering commencing in 2004 and continuing thereafter until the loan is repaid; and c) Director, Corporate Services has certified that this loan 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; and d) Treasurer be authorized to take any actions necessary in order to effect the foregoing; Report OES 30-03 Date: June 17,2003 Subject: Tender T-4-2003 Tender for Surface Treatment, Audley Road Page 2 5. The appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. Executive Summary: Council approved on March 24, 2003 the Capital Budget that included Surface Treatment for Audley Road. This project is to be debt financed over a ten year period. This project consists of two phases. Phase One involves City staff undertaking preparatory works described as frost boil excavation, drainage works and gravel resurfacing. Phase One's material and equipment rental costs are estimated at $147,500. Phase Two includes the pulverizing of the existing roadway and the placement of surface treatment and a slurry seal being done by Miller Paving Group as well as other associated project components. The submission has been reviewed by the Municipal Property & Engineering Division and by the Manager, Supply & Services who recommend acceptance of the bid by Miller Paving Limited. FINANCIAL IMPLICATIONS: 1. Tendered Amount T -4 - 2003 G.S.T. Sub Total G.S.T. Rebate Total $71,973 5,038 $77,011 (2,879) $74.132 SUMMARY AVAILABLE FUNDS: 2. 2003 BUDGETED WORKS Accou nt 2320-6003 Project Code 03-2320-008-01 Amount $275,000 FUNDS AVAILABLE ~ Report OES 30-03 Date: June 17, 2003 Subject: Tender T-4-2003 Tender for Surface Treatment, Audley Road Page 3 ESTIMATED PROJECT COSTING SUMMARY 3. Phase One Frost Boil Excavation, Drainage Work Gravel Re-surfacing (Gravel, Culverts, Equipment Rental & Labour $187,500 $187.500 Total Phase One Project Cost Phase Two T -4-2003 - Construction - Surface Treatment, Audley Road $71,973 Associated Costs Material Testing Project Contingency Total G.S.T. 2,500 10,000 $84,4 73 5,913 $90,386 (3.379) WÆU G.S.T. Rebate Total Phase Two Project Cost Total Cost Phase One & Phase Two $274,507 4. Project Cost over (under) Approved Funds $(493) Report OES 30-03 Date: June 17, 2003 Subject: Tender T-4-2003 Tender for Surface Treatment, Audley Road Page 4 Background: The Audley Road surface treatment project consists of two phases. Phase One will see City staff undertake frost boil excavation, drainage works and gravel resurfacing. Phase One works are being scheduled over a 4-6 weeks. After this phase is completed, Phase Two will commence with the Miller Paving Group pulverizing the existing roadway and then placing the surface treatment and slurry seal to complete the project. Phase Two works will take approximately two weeks to complete. Bids for Tender No T-4-2003 were received on Wednesday, May 21, 2003. One (1) company submitted a bid at the time of closing. References as provided by the low bidder Miller Paving Group. are deemed acceptable by the Supervisor, Municipal Works. Miller Paving Limited has recently completed similar work for the City on Tender T-8-2000 Road Improvements on Salem Road. The Health and Safety policy, Ministry of Transportation Commercial Vehicle Operator Summary and the CAD 7 form issued by Workplace Safety and Insurance Board, as submitted by Miller Paving Group have been reviewed by the Safety & Training Coordinator and deemed acceptable. Credit information as provided by Dun Bradstreet for Miller Paving Group 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 submitted by Miller Paving Group in the amount of $71,973 (GST extra), and that the total net project cost of $274,507 be approved. This report has been prepared in conjunction with the Manager of Supply & SerVices who concurs with the foregoing. Attachments: 1. 2. 3. Location Map Records of Tenders Opened and Checked Supply & Services Memorandum Report DES 30-03 Date: June 17, 2003 Subject: Tender T-4-2003 Tender for Surface Treatment, Audley Road Page 5 Prepared By: C), " Everet ntsma Director, Operations & Emergency Services Darrell B. elsRy supaNisr Municipal Works I Iborn, P. Eng. , Municipal Property & ~.~ Vera A. Felgemacher Manager, Supply & Services _~~-3 Gillis Paterson Director, Corporate Services & Treasurer OS Attachments Copy: Chief Administrative Officer ;/ HMEN1#_J TOREPORT# Oe;'J-.so -D"$ / of I MUNICIP AL PROPERTY & ENGINEERING Attachment For Tender: T -4-2003 ROAD IMPROVEMENTS, AUDLEY ROAD \ II \ (" I) u. 'I -...----------- , \, I j I II \ I 'j 0 _._-------~~~. \ IV:, ). 1'1 \ I'~,'ð ~ '\ ) I \ ( / Zer 0 \----.-- ' '\ I \ \ '{ IY Em-i CON. fWAD \ .--.. i HIGHWAY #71 KINSALE I 1 0' '. 0 \ I lYii ) ~. ¿ IY ~ / I i I i r~! \2.37 '-- I I, , I . I III \.._- ) ¡'I --) \ LI I' ,¡ \) / ~ ~ ex.) \ i -'---,~J' AREA I wi! [II ~ ~ u ¿II.:;;!W'-ì} 0 ""11 C- .. Lul. .z,' ù I ~ " ""\ ..J ' .:: :J , ",I .:J «, .J « , :f °, ,II.",O/,.c..",\., ~\liD,.".. VIII, ..' LLi.1 \( I -. ll,'(-'-~ "1 Z, I (JI .J Z '') I, l ' ) I / -- \. "" Ii ./'-' !i'~JI II ( (/)1 ~ '{ :; 1¡1\ r / fy.) Ii un__-----! II \ S 0 __5;;;-= ~JI~;;~-LJC2.c~~,~_J -_RC.-~~~=jl. f. I' 1- -- --]_._._._._._._._.~_._._._.- - !I TOWN ~ A~-;:~-'-'-'-' -.--.-.-.-.-.-.-.-. LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Pulverizing, Surface Treatment and Slurry Seal. . Audley Road between Highway #7 and the Ajax / Pickering border (2060m south of Highway #7) 1:\Attachments for Tenders\2003\ T-O4-2003 - Audley Road.doc TACHMi.. ,"#-1L. / ol_l ÒES30~3 CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED Tender Description: Surface Treatment - Audley Road Tender No.: T-4-2003 Date: Wednesday, May 21, 2003Tin Bidder Name Miller Paving Ltd. AHAC¡'Wi,.:i\;' 3 " .'r 't.Qr;S 30 -() 3 _...} ~ Corporate Services Department Memorandum 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 No. T-4-2003, Surface Treatment - Audley Road Tenders have been received for the above project. Five (5) 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. Two (2) bidders picked up tendering documents for a non-refundable fee of $35.00 per set of which one (1) responded. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. Summary (PST included, GST included) Miller Paving Limited 77,010.68 77,010.68 Tender for Surface Treatment - Audley Road '2 Page 2 Tender No. T - 4 - 2003 ATTACHIYjEI-.:ï h.....V TOREPOR1¡.,.g~.~-ó.3 ~ of 2J 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) a copy of the Health and Safety Policy to be used on this project; (b) a copy of the current Cost and Frequency Report issued by Workplace Safety & Insurance Board (c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; (d) the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer. {Received with tender} Please review the copies of the bids. Include the following items in your Report to Council: (a) if items (a) through (c) noted above, are acceptable to the Safety & Training Co-ordinator; (b) any past work experience Miller Paving including work location; (c) a work location map; (d) without past work experience, if reference information is acceptable; (e) the appropriate account number(s) to which this work is to be charged; (f) the budget amount(s) assigned thereto; (g) Treasurer's confirmation of funding; (h) related departmental approvals; (i) any reason(s) why the low bid of Miller Paving is not acceptable; and (j) related comments specific to the project. If you require further information, please feel free to contact me. Vera A. Fe emacher Manager, Supply & Services /bt Attachments Copy for: Director, Operations & Emergency Services