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HomeMy WebLinkAboutOES 19-03 REPORT TO COUNCIL Report Number: OES 19-03 Date: June 16, 2003 From: Richard Holborn, P.Eng. Division Head Municipal Property & Engineering Subject: Tender No. T-2-2003 - Tender for Reconstruction of Rougemount Drive Recommendation: 1. 2. 3. 4. 5. That Report OES 19-03 regarding the Reconstruction of Rougemount Drive be received and that; Tender No. T - 2 - 2003 submitted by North Rock Limited for the Reconstruction of Rougemount Drive and related sidewalks in the amount of $1,104,022 (plus G.S.T.) and a net cost after G.S.T. rebate of $1 137, 143 be accepted; The total project cost of $1,251,924 including the tender amount, the Region of Durham's portion and other associated costs and a net total cost after recoveries and rebates of $842,958 be approved; The funding in the amount of $842,958 including transfers from Replacement Capital (#4611) Reserve in the amount of $24,148 be approved and; Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debentures through the Region of Durham; and a) Debt financing not exceeding the amount of $818,000 for a period not exceeding 10 years, at a rate to be determined; and b) Financing and repayment charges in the amount of approximately $111,140 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) d) The amount of $701 be financed from the 2003 Current Budget; The Director, Corporate Services & Treasurer 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 e) The Treasurer is authorized to take any actions necessary in order to effect the foregoing; and Report OES 19-03 Date: June 16, 2003 Subject: Tender T-2-2003 Tender for Reconstruction of Rougemount Drive Page 2 6. The appropriate City of Pickering officials be authorized to take necessary action to bring effect thereto. Executive Summary: As part of the 2003 Capital Budget, Rougemount Drive was identified as a road construction project. Tender T-2-2003 was issued in March 2003 and closed on April 9, 2003. The total project cost is estimated to be $1,251,924 with a portion to be recovered from the Region of Durham for an estimated net cost to the City of $842,958 (net of GST rebate). Staff were instructed to investigate the possibility of placing the overhead utility wires underground as part of this project. Veridian Connections were contacted and provided City staff with options for the underground conversion which were deemed not feasible due to the cost. Staff has been directed to report to Council on the results of the tender and financing in order to proceed with this project in a timely manner. FINANCIAL IMPLICATIONS: 1. Tendered Amount T-2-2003 G.S.T. Sub Total G.S.T. Rebate Total $1,104,022 77.281 1,181,303 ~) $1,137,143 APPROVED SOURCE OF FUNDS: 2. Account 2003 Capital Budget Roads 2320-6003 2003 Capital Budget Sidewalks 2323-6108 2002 Capital Budget Roads 2320-6003 (Carry forward amount) FUNDS AVAILABLE Project Code Amount 03-2320-008-00 $850,000 debt - 10 years 03-2323-001-02 60,000 debt -10 years 02-2320-008-03 24.148 replacement of capital reserves $934,148 Report OES 19-03 Date: June 16, 2003 Subject: Tender T-2-2003 Tender for Reconstruction of Rougemount Drive Page 3 ESTIMATED PROJECT COSTING SUMMARY 3. T-2-2003 - Construction - Rougemount Drive Citvof PickerinQ portion Section1, City Storm Sewers & Appurtenances $395,349 Section 2, City Roadworks & Sidewalks 396.195 $791,544 Sub Total- City of Pickering ReQion of Durham portion Section 2, Region Sanitary Sewers $ 20,010 $292,468 Section 3, Region Watermains Sub Total $312,478 $1,104,022 Total T -2-2003 Associated Costs Material Testing Utility Relocation Project Contingency Total G.S.T. Total Gross Project Cost $ 10,000 $ 32,000 $ 24.000 $1,170,022 $ 81.902 $1,251,924 Revenue to be received from the Region of Durham for Contract Administration & Field Inspection for their portion of this tender (15% of their contract value) Less - Recovery from Region of Durham Less - G.S.T. Rebate Total Net Project Cost ($46,500) ($ 312,468) 1$ 49,998) $ 842.958 4. Project Cost over (under) Approved Funds $(91,190) Report OES 19-03 Date: June 16, 2003 Subject: Tender T-2-2003 Tender for Reconstruction of Rougemount Drive Page 4 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. Background: Bids for Tender No T-2-2003 were received on Wednesday April 9, 2003. Ten (10) companies submitted bids at the time of closing. The low bidder, North Rock Group Limited has completed a similar project for the City in the past under Tender No T-4-1996, Reconstruction of Woodview Drive, and are deemed acceptable by the Supervisor, Municipal Works. The Health & Safety Policy, a list of personnel trained in Confined Space, and the CAD 7 form issued by Workplace Safety & Insurance Board, as submitted by North Rock Group Limited have been reviewed by the Safety & Training Coordinator and are deemed acceptable. Credit information as provided by Equifax for North Rock Group Limited 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. Hydro underground conversion was investigated by City staff and the cost estimate provided by Veridian Connections to undertake these works was deemed not feasible by City staff for this project. 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-2-2003 submitted by North Rock Group Limited in the amount of $1,104,022 (GST extra) and that the net total project cost of $842,958 be approved. This report has been prepared in conjunction with the Manager of Supply & Services who concurs with the foregoing. The Minister of the Environment has advised that an Environmental Assessment Part Two Order is not required for this project. Attachments: 1. 2. 3. 4. Location Map Record of Tenders Opened and Checked Supply & Services Memorandum Correspondance from Veridian (Conversion Estimates) Report OES 19-03 Date: June 16, 2003 Subject: Tender T-2-2003 Tender for Reconstruction of Rougemount Drive Page 5 (' / \ ,C' Darrell B. Selsky Supervisor, Municipal Wo k Everet untsma Director, Operations & Emergency Services Prepared By: ~~ "---~ Gillis A. Paterson Director, Corporate Services & Treasurer DS Attachments Copy: Chief Administrative Officer T Recommended for the consideration of Pickering ~ Cou "I ..- // ._-~-".... HI"if:NT#--.! TOREPORT# DES 1'1-03 --Lot I MUNICIP AL PROPERTY & ENGINEERING Attachment For Tender: T -02-2003 ROUGEMOUNT DRIVE \ '5:- ~ \ \ I \ ~,1 ~ ~~' I iì- '- ~ ,J \ (11 ilr, r r .,J ' ~,\!~,\\ ;~'I 1,1'.1 \. \SIll d\\\ ;) " I J I ----... i- \ ,.\ ,~ 0 , ' ' uJ, ì ~, sTOVUC;:,i"li II :>,1 i \\ ¡'ì I < " l cr \ I I 1 in i 1,:1 ""',' ì 0 \ \ ' CRES, I t,), ~'I,D",¡,jCr~RS, \ -1\\ i I ! f< \ r(1 ----~1 I ~ 11 \ I! \{ ! 1"'5--'--1' " "-,\,1 ',,/ ' I 1° " (' ,I ~ ,:,r,TUNI!, J I --,;~~=J 'I ~ I J \\) / ¡~! DOI_YN, " 'PI,' ',f J ¡T~)ML!~l-ON <;",.1 V\ \-,l, I ~! ( ~ I CR1( ::J II SUBJECT) \ \ ' I 5;-1;:1-:[ r 1\ ,.1, ",",i,- " ~~ I;,~ll' ROAD \ ¡}I, \, !, i \27/ D I ~ \ \ I I'f - ¡' ,J \ ò \ \ i , I ì - 0 'J I \ ' I i? I I r~, It I , " , \, \-------t~=-:-_-~=-~ I) ,[I "\'" /~,~o , , I ~o, l!~~_E___,~~1 ¿\ 1-[, IL~'q I ?IO~Y,~Q , ;=~~~~~L, r COIÆI ¿~ / /l ( l~-\-~\ \ '" I ) / i. <1, ~"" \, , '" " \, <,-,',,-,',-,,--' I 'è_f'--~(," /" /' y,--_.../- Z Z \ '-----..' ,/ / ' ; (' I' -- - \ -- --' 1 I /::y'/ I ,~~ / U - ~\ ", ' « '-- I BI;:OOKf<lDG[ I 'oil ~-_r--'------ ---v -----/-~, v\ '1' \. I" _I I GATt I,"', ~\ Icc~'roN .-------\ ,// i \1-.7 0'\ ,"~ « ,..; ~--l-r / V, l-\:) ""~ ~, I /-----/ -- LVE¡YN /I! ,// LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Road reconstruction, storm sewer and watermain replacement Reconstruction of Rouge mount Drive from rural section to urban section- Rouge Hill Court to Altona Road Replacement of storm sewer and watermain Reinstallation of traffic calming - Dalewood Drive to Altona Road 1:\Attachments for Tenders\2003\T-O2-2003 - Rougemount Drive-doc i¡,CHMENT# 2/- TOREPORT#, OES ¡Q-o3 --L of I CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED Tender Description: Reconstruction on Rougemount Dr. Tender No.: T-2-2003 Date: Wednesday, April 9, 2003 Time: Approx. 2:15pm Drainstar Contracting Ltd Elirpa Construction & Materials Hard Co Construction Ltd. Hollingworth Construction Ltd. Miwel Construction North Rock Group Pachino Construction Pentad Construction Limited LU il:,CHMENT#_3 TOREPORTu OE~ \q-o~ --L ot _3 CORPORATE SERVICES DEPARTMENT MEMORANDUM April 9, 2003 To: Richard Holborn Division Head Municipal Property & Engineering ./' Darrell Selsky Supervisor, Municipal Works From: Vera A. Felgemacher Manager, Supply & Services Subject: Tender for Reconstruction on Rougemount Drive Tender No. T - 2 - 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. Eighteen (18) bidders picked up tendering documents for a non-refundable fee of $100.00 per set of which eleven (11) 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. . 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 your review. MENT#_3 TOREPORT# oeS 14-03 ^ of 3 Tender for Reconstruction on Rougemount Drive Tender No. T-2-2003, April 9, 2003 Page 2 Summary (PST included, GST included) North Rock Grou Ltd. Miwel Construction Limited B.N. Fenton Construction Ltd. Pentad Construction Limited Ron Robinson Limited Hard-Co Construction Elir a Construction & Materials Ltd. Drainstar Contractin Ltd. Pachino Construction Ltd. Mar Kin Construction Hollingworth Construction Co. 1,181,302.75 1,189,000.00 1,197,814.18 1,221,329.76 1,233,029.05 1,249,648.43 1,274,969.22 1,295,592.38 1,453,338.20 Unable to bid Rejected - Bid deposit not sufficient. Reference: PUR 010-001, 10.04, Item 9(d) 1,181,302.75 1,188,932.59 1,197,814.18 1,221,328.90 1,233,029.05 1,245,552. 11 1,275,502.88 1,289,564.00 1,453,338.20 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 Confined Space Entry Procedure document to be used on this project; (b) a list of employees trained in the Confined Space Entry Procedure who will be working on this project; (c) a copy of the Health & Safety Policy to be used on this project; (d) a copy of the current Cost and Frequency Report issued by Workplace Safety & Insurance Board (in lieu of the Cost and Frequency document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (e) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; (f) the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer; ,'\TTACHMENT#~? iC)r~.EPOì\ì ii..Qg:S IQ-o3 .3 of 3 Tender for Tender No. T-2-2003, April 9, 2003 Page 3 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 North Rock Group 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 North Rock Group is not acceptable; and . (i) related comments specific to the project. Caryn Kong, Financial Analyst has received commercial credit rating information on North Rock Group and upon our review of the information, it is deemed acceptable. If you require further information, please feel free to contact me. Vera A. Felgemacher Manager, Supply & Services /bt Attachments Copy for: Director, Operations & Emergency Services ~ VE RI D IAN CONNECTIONS ATTACHMENT# '-t TOREPORT. ()fS Ic(-O~ --L of ....L. 55 Taunton Road East Ajax, ON L 1T 3V3 ","....~h.~_~~>. March 6, 2003 TEL (905) 427-9870 TEL 1-888-420-0070 Mr. Scott Booker The City of Pickering 1 The Esplanade Pickering, Ontario L1V 6K7 FAX (905) 619-0210 "",--_~.,,,.M www.veridian.on.ca Dear Sir: Re: Rougemount Drive, Pickering - Electrical Upgrade Options We are pleased to submit the following options and cost summaries as they relate to the proposed construction project on Rougemount Drive in Pickering: . engineering work cost contractor cost for installation of road crossings per our preJimIDary submission dated February 20,2003 four (4) main design options and costs supplemental option for street lighting summary . . . . Please note that the costs provided are still estimates as orders of magnitude and all costs shown include GST. Once a specific option is selected, further engineering and design can be completed to produce a more accurate cost analysis. Please be advised that Veridian is not considering sharing the cost for this project and the amounts specified are to be entirely borne by the City of Pickering. The options, specific particulars and costs will be outlined on the following pages. Should you have questions or comments regarding this information, please feel free to call me at Ext. 3242. Ross Barnett Engineering Technician RB / df Attach. The power to make your community better. Verrdian Connections is a wholly owned subsidiary of Veridian Corporation @ ~ '4tHMENT#_._Y. TOREPORT# úE.~ ICf-o3 Iv ot ß March 6, 2003 Rougemount Drive, Pickering Electrical Upgrade Options Engineering Costs Explanation These costs cover the work required by Veridian to design and estimate the project. Included are field visits with Veridian field supervisors, contractors and customers. A detailed design comprising of drawings and an estimate will be forwitded to the City for review and approval. If approval is granted, and with financing arrangements in place, materials would be ordered and construction scheduled with line crews and contractors. With a project of this magnitude, the technician will try to arrange meetings with each customer to discuss the work and meter base details. During construction, site inspections will be conducted by Veridian. After construction, a walk through final inspection will occur. Cost Analysis Initial Engineering (Drawing Markups, Preliminary Designs and Order of Magnitude Options) ............$ 3,600.00 The above amount is to be invoiced to the City - Please provide a Purchase Order #. Option #4 Engineering (For consideration only if Option 4 is chosen) ...............................................................$ 6,200.00 Road Crossing Costs Explana cion Based on our standing tender with our in-house civil contractor, we have compiled an estimated cost to install the road crossings as shown on our preliminary design to Veridian Connections standards. These costs include excavations, concrete encasement, reinforcing, ducts, pulling ropes and restoration to original conditions. It is assumed that these crossings will be placed after deep services are installed and before final restorations are completed to the road surface. Granular bases will be rtstored to City of Pickering standards. The crossings are for Veridian services only. Cost Analysis Each crossing length estimated at 11.0m. Four (4) crossings with two (2) ducts each, six (6) crossings with three (3) ducts each andone (1) duct crossing with four (4) ducts. Cost for comparison to costs received on City's tender ..............................................$ 20,300.00 The power to make your community better. ~ t,ï"TACHMENT#--1- TOREPORT# DES iC¡ ~o3 .3 of '6 Page 2 March 6, 2003 Rougemount Drive - Electrical Upgrade Options OPTION #1 Explanation. This option is a basic upgrade of the existing overhead secondary and neutral conductors only. We are proposing to replace the existing (#4 ACSR) neutral with a larger (#1/0 ACSR) conductor. The existing secondary is known as an open bus secondary arrangement with three (3) conductors spaced on the poles. The proposed replacement being secondary cables lashed to the new neutral conductor. All proposed work is to current standard construction practices. We also anticipate having to replace some of the existing thirty-one (31) overhead customer services with upgraded overhead secondary as well. This option does not ibclude any pole replacements. Length of Construction: Approx. 1.5 weeks Power Interruptions: All customers affected at scheduled times. Notices will be distributed. Order of Magnitude Cost: $ 34,000.00 Photograph of existing conditions. Existing Open Bus Secondary The power to make your community better. ~ -¡\CHMENT#_4.., T~REPORT# DES \q -03 J- of 'b Page 3 March 6, 2003 Rougemount Drive - Electrical Upgrade Options OPTION #2 (Should be combined with Option #1) Explanation This option basically covers the costs to upgrade the existing primary conductor to #1/0 ACSR and replace the twelve (12) existing poles that were not replaced previously as part of our pole replacement program. The existing poles are acceptable for service and the main reason for' replacement is aesthetics as some of the poles are shorter than others and d1Ìs would give a more unifonn appearance to the existing poles. Poles would be replaced within approximately one (1) to two (2) metres of the existing poles. Existing street lights would be transferred to the new poles. Existing secondary services will remain as is. The transfonners on replaced poles will be transferred to the new poles. Length of Construction: Approx. 2.0 weeks Power Interruptions: All customers affected at scheduled times. Notices will be distributed. Order of Magnitude Cost: $ 82,200.00 Photograph of existing conditions. Existing pole showing need for extension bracket. ìhe power to make your community better. ~ t';TACHMENT#~..<. TOREPORT# DES Iq-o3 5ot ~ Page 4 March 6, 2003 Rougemount Drive - Electrical Upgrade Options OPTION #3 (Should be combined with Option #1) Explanation This option includes the replacement of the existing primary conductor with #1/0 ACSR. In addition, all main line poles will be changed to 40' round concrete distribution poles. The secondary crossing poles will be changed to 35' round concrete distribution poles. This option also proposes that the thirty-one (31) existing overhead secondary services be changed to underground and includes the upgrade to their meter bases to the underground 200A standaxd. Existing underground customers will remain as is. The primary, neutral and secondary will remain overhead. The proposed method of installing the new secondary underground services is with a dU:ectional bore. This method is dle least obtrusive to.the existing grade, tteesand åther landscaping. Length of Construction: Approx. 4.0 weeks (Veridian) + 4.0 weeks (cont1:actor) Power Interruptions: All customers affected at scheduled rimes. Notices will be distributed. Order of Magnitude Cost: $373,500.00 Photograph of existing conditions. Existing pole with underground secondary dips. The power to make your communjty better. "'\' ',...\.,."...r;.""~~f .~,..., _no.. {)e:~ lCt-O3 ~ Page 5 March 6, 2003 Rougemount Drive - Electrical Upgrade Options OPTION #4 Explanation This option is separate to all other options and is a full underground conversion. It is the original option that was proposed to the City of Pickering on December 13th, 2002. When complete, all overhead primary and secondary services will be relocated underground. Our costs do not include the placing of other utilities underground. Our proposed design would see eight (8) new low profile padmount transformers installed on the boulevard. All secondary services will be routed to dìe new transformers. This option will replace the existing cobra head street lights with carriagè style units mounted on octagonal concrete poles. It should be noted that this style of street light may not be appropriate for Rougemount Drive because of. the extensive tree coverage. Please see the supplemental page for a street light style that would provide better light distribution. Length of Construction: Apptox. 4.0 weeks ry eridian) + 8.0 weeks (contractor) Power Interruptions: All customers affected at scheduled times. Notices will be distributed. . Order of Magnitude Cost: $696,200.00 Photograph of existing conditions. Appleview Road - Existing View after conversion The power to make your communjty better. ,..,......"urHT..' ~ 'N,,\DCDnt'lTtt DE':::> ¡Q-O3 'ð,CHMENl #_. .. 1'0 REPORT# 1 01 <i ~ Page 6 March 6, 2003 Rougemount Drive - Electrical Upgrade Options Comparison of Street Lighting Explanation . Rougemount Drive has an extensive tree canopy that can seriously alter the effectiveness of the luminaires installed. On Option #4 we have included the costs to install carriage style lights with decorative scroll arms, however it is the opinion that this illumination is not suitable for this area. One other option that may be considered is that of full cut-off flat lens cobra head luminaires. These lights have been installed on Kingston Road (Glenanna - Knob Hill Farms) and in Ajax on Bayly Street (pickering Beach Road x Shoal Point Road) with great success. The lighting pattern with these lights is significantly better than that of the carriage style. Detailed below are the related costs for each type. The fust is that of the carriage style as proposed in Option #4. The second cost is that of the flat lens style installed in place of the carriage style. The last option is for consideration if flat lens style were to be installed on existing poles. The cost shown covers only the lights and arms; poles are not included. Length of Construction: Same as Option #4 (unless considered separate) Power Interruptions: Same as Option #4 (unless considered separate) $ 92,500 - Carriage style - included with Option #4 cost $ 73,200 - Flat lens style $ 13,600 - Flat lens style on existing or new poles only Order of Magnitude. Cost: Photographs of existing conditions. Flat Lens Style Carriage Style The power to make your community better. ~ .' -"ô'.'HMEN1# y. rOREPOR1# ¿JEs. 1C¡-o3 ..' .'" JaiL Page 7 March 6, 2003 Rougemount Drive - Electrical Upgrade Options Rougemount Drive - Proposed Options Summary Project Details (Components) Option #1 Option #2 Option #3 Option #4 New wood poles installed N y N N New concrete poles installed N N Y N New overhead primary conductor N y Y N Y Y - If combined Y - If combined N New overhead secondary conductor with Option #1 with Option #1 Y Y - If combined Y - If combined N New overhead neutral conductor with Option #1 with Option #1 Y Y - If combined Y - If combined N Upgrade overhead house services (as required) with Option #1 with Option #1 New underground primary cable N N N Y New underground secondary cable N N N Y Conversion of overhead house services to underground N N Y Y New meter bases @ each overhead fed house N N Y Y Leave existing street lights as is Y Y Y N Replace street lights with new underground style N N N Y Approximate cost of project $34,000 $82,000 $373,500 $696,200 Combined \ Combined "Y" - Yes, item included "N" - No, item not included Other items: Engineering Costs (At this time) $3,600.00 Engineering Costs for Option #4 (for reference only) $6,200.00 Cost for Veridian contractor to install road crossings $20,300.00 Price of Option #4 with Carriage Style Luminaires $696,200.00 Price of Option #4 with Full Cut-off Style Luminaires $676,900.00 Cost to replace existing luminaires with Cut-off style $13,600.00 . The power to make your community better.