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Home My WebLink AboutOES 36-03 REPORT TO COMMITTEE OF THE WHOLE Report Number: OES 36-03 Date: October 6, 2003 From: Richard Holborn, P.Eng. Division Head Municipal Property & Engineering Subject: Tender No. T-13-2003 Tender for Duffins West Pedestrian Trail Recommendation: 1. That Report OES 36-03 regarding Duffins West Pedestrian Trail be received and that; 2. Tender No T-13-2003 submitted by Lakeridge Contracting Ltd., for the construction of Duffins West Pedestrian Trail in the amount of $109,104.00 (GST extra) be accepted. 3. The total gross project cost $139,211 and a net project cost of $134,000 including tender amount, and other project costs identified in this report, be approved; and, 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; and, a) Debt financing not exceeding the amount of $134,000 for a period not exceeding 10 years, at a rate to be determined; b) Financing and repayment charges in the amount of approximately $17,175 be included in the annual Current Budget for the City of Pickering commencing in 2004 and continuing thereafter until the loan is repaid; c) 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 d) The 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. Report OES 36-03 Date: October 6,2003 Subject: Duffins West Pedestrian Trail Page 2 Executive Summary: The construction of the Duffins West Pedestrian Trail, was approved by Council in the 2003 Capital Budget. The site is located on the east side of Valley Farm Road and north of Finch Avenue within Hydro One lands and located adjacent to the City of Pickering Brockridge Park. A 2.8M wide asphalt path shall be constructed to link an existing asphalt pathway in Brockridge Park to Valley Farm Road. Consistent with the City of Pickering Trails and Bikeway Masterplan the trail shall be available for a variety of users and help to promote recreational and transportation alternatives within the City. Tenders have been received and the total net project cost to complete the Duffins West Pedestrian Trail is estimated to be $134,000 (net of GST rebate). Supply & Services and the Municipal Property and Engineering Division have confirmed that low bidder Lakeridge Contracting Ltd. have satisfied the tendering requirements and is qualified to undertake this project. Financial Implications: 1. Tendered Amount T-13-2003 - Tender for Duffins West Pedestrian Trail G.S.T. G.S.T. Rebate Total Amount $109,104.00 7,637.28 (4,363.94) $112.377.34 APPROVED SOURCE OF FUNDS: 2. Account Project Code Amount 2003 Capital Budget-10yr Debt 2718-6129 03-2718-001-02 $150,000 $150.000 Total Approved Funds Report OES 36-03 Date: October 6,2003 Subject: Duffins West Pedestrian Trail Page 3 3. Estimated Project Costing Summary T-13 -2003 - Tender for Duffins West Pedestrian Trail Testing Allowance Construction Signage and Cost of Tender Project Contingency Sub Total G.S.T. Total Gross Project Cost G.S.T. Rebate Total Net Project Cost $1 09,1 04 3,500 2,500 15.000 $130,104 9.107 139,211 (5.211) $134,000 4. Project Cost under (over) Approved Funds $ 16,000 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Background: The construction of the Duffins West Pedestrian Trail was approved by Council in the 2003 Capital Budget. The total budget allocation available for this project is $150,000. A mandatory site meeting was held at the project site on September 26, 2003 at which five (5) companies were in attendance. The City received five (5) bids at the time of closing. The five (5) bids for T-13-2003 were opened on Wednesday October 1,2003. A copy of the Records of Tenders Opened and Checked used at the public tender opening and the memorandum from Supply & Services is attached. The low bidder, Lakeridge Contracting Ltd. has not completed work for the City of Pickering before. References have been checked and are deemed acceptable. The Health & Safety Policy, the CAD 7 Form issued by the Workplace Safety & Insurance Board as submitted by Lakeridge Contracting Ltd. have been reviewed by the Safety & Training Coordinator and are deemed acceptable. Credit information as provided by Dun & Bradstreet for Lakeridge Contracting Ltd. has been reviewed by the Report OES 36-03 Date: October 6, 2003 Subject: Duffins West Pedestrian Trail Page 4 Purchasing Analyst and in conjunction with staff's review of reference information the bonding available on this project, is deemed acceptable. Upon careful examination of all tenders, and relevant documents the Municipal Property & Engineering Division recommends the acceptance of low bid submitted by Lakeridge contracting Ltd., in the amount of $109,104 (G.S.T. extra), and that the total net project cost of $134,000 be approved. This report has been prepared in conjunction with the Manager Supply & Services who concurs with the foregoing. Report OES 36-03 Subject: Duffins West Pedestrian Trail Date: October 6, 2003 Attachments: Page 5 1. Location Map 2. Attendance Record - Mandatory Site Meeting - September 26, 2003 3. Records of Tenders Opened and Checked 4. Supply & Services Memorandum Vera A. Felg acher Manager, Supply & Services JFM Attachments I:\COUNCI L \OES 15-03.docOct-O3 Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Counci & Emergency Services Funding Approved: _cF~(~ Gillis Paterson Director, Corporate Services & Treasurer 'ì ATTACH ME NT#-Ì__o TO REPORT#.aES....:3G. -03 ~ ~ u 0 cr m 0 .:¡: 0 cr OPERA nONS & EMERGENCY SERVICES DEPARTMENT MUNICIPAL PROPERTY & ENGINEERING DIVISION ATTACHMENT FOR REPORT SCALE, WEST DUFFINS TRAIL 1:10000 DATE, OCT 14/2003 L:\MP&[\THEMATIC MAPPING\MAPS\STRŒT BAS[\OE&S OIRECTOR\AT7ACHMEN7 FOR REPORT\ Â AVENUE fLE!.~!!J?!!!!.q \~RfT \\i m J> Z m ;0 0 C) r'l !'3AN CRT. Ie 0" ""I :;; In '( 0" « -~ f"ICKf RIN CITY OF PICKERING Tender for Duffins West Pedestrian Trail T-13-2003 ATTENDANCE RECORD - Friday, September 26,2003,11:00 AM Company Telephone PRINT Your Name Ypu r,S ig nature Aurostar Inc. 905.883.3799 D. Crupi & Sons Ltd. 416.291.1986 Freeway Paving & Construction 416.223.3330 /3;;:11/ P? o¡-'¡¡:JM'/f ()/ t Harnden & King Construction 905.426.6922 'PAC Paving 1.888.421.4722 Lakeridge Contracting Ltd. 905.686.1640 '~ ~1:.C" LOC Pave Construction Ltd. 905.887.2225 , Mopal Construction 905.888.9777 r-ronc¡;;. fVlrtCr,' Paveco Road Buildingers I 905.737.0900 Sanan Construction Peltar Paving & General 905.660.9252 Contractin Ltd. Royalcrest Paving & Contracting 905.305.9199 -i=::,.b i~ i;. ~::\~TL.,", \> "- , Serve Construction Ltd. 416.763.0716 ')(f?¡}. 'Í (I IV I ,.' 1\, " - J:tenders/Site visit attendance.doc. Page 1ft ~'~,. ~~':J / /" ,,' .- ""', 12', tT?JAbiJJ\- '-, ,;:2' I "'-' ~ ~QjJl .b¡() ?---"----"'-- /J, f), /1, #{}/Ul/¿/""r} F/_vU Þ'a' d" ÀI" ,f¡,~ ,1 At, I'}tw,~'_/' ¿ lIe,. ¡,;./ f' ,i ~ ! oJ ,J" { J.'~ , ' --j J' --j"¡ .Jø'~-" f) ! ~ 3: IT1 tr~ ~d ~ " 0 ~ _I ::t' ~\ IVi V-.! 6' 6 V ,f'\ Ç) ~ t'D '.IV ~. ç::) CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED Tender Description: Duffins West Pedestrian Trail Tender No.: T-13-2003 Date: Wednesday, October 1, 2003 T i I rV'v. c Õ \, 0'_1 I . U: ¡- Z w L :J: U <C r- <! Lakeridge Contracting Ltd. .~gá~~~efjL,I:J~~d ( V V ,/ V \.~~. Mopal Construction Royalcrest Paving & Contracting Ltd. Serve Construction Ltd. ¡.!4EN'¡ #-1...-. TOREPORln 0 E.5> 3G-O3 / of .~ CORPORATE SERVICES DEPARTMENT MEMORANDUM October 2,2003 To: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky ...¡ Supervisor, Municipal Works From: Vera A. Felgemacher Manager, Supply & Services Subject: Tender for Duffins West Pedestrian Trail Tender No. T - 13 - 2003 Closing: Wednesday, October 1, 2003, 2:00 pm 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. Seven (7) bidders picked up tendering documents for a non-refundable fee of $40.00 per set of which one bidder has responded. Two addendums were issued. A mandatory site visit was held on Friday, September 26, 2003, 5 bidders signed in and attended of which 5 responded and submitted a tender for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. 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. 'v:¡'¡;"1EN"¡ t:.-.:l, 'in ¡" PO¡~l ;,¡..Q¿S 36"03 Tender 1Oí Duffins West Pedest¡iClI i *ci~! _3 ,-.-- Page 2 Tender No. T - 13 - 2003, Summary (PST included, GST included) Lakeridge Contracting 116,741 .28 Ltd. Royalcrest Paving & 128,410.70 128,410.70 Contractin Ltd. *Freeway Paving & 132,636.13 131,730.85 Construction Ltd. Serve Const. Ltd. 140,500.63 140,500.63 Mopal Construction Ltd. 158,039.00 158,039.00 *Freeway Paving & Construction Ltd - bid bond does not have the bidder's corporate seal. Purchasing Policy PUR 101-001 Item 10.04.9 states two working days to correct. Freeway has been contacted and advised accordingly. 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 & Safety Policy to be used on this project; , (b) 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); (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; Please review submission and include the following items in your Report to Council: (a) if items (a) through (c) noted above, are acceptable to the Safety & Training Coordinator; (b) any past work experience Lakeridge Contracting Ltd. 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; .Þ.CH!1EN,.#_~L TOREPOR1*ï_i~L~? 3~"O_? Tender for Duffins West Pedestrirtff1 ~ Page 3 Tender No. ï - 13 - 2003, (g) related departmental approvals; (h) any reason(s) why the low bid of Lakeridge Contracting Ltd. is not acceptable; and (i) related comments specific to the project. Request has been made of Caryn Kong, Financial Analyst to review Dun & Bradstreet reporting information on Lakeridge Contracting Ltd. Commentary will be provided for your consideration. If you require further information, please feel free to contact me. /bt Attachments Copy for: Director, Operations & Emergency Services