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Home My WebLink AboutOES 33-04PICKERI G REPORT TO COUNCIL Report Number: OES 33-04 Date: October 21,2004 From: Richard Holborn, P.Eng. Division Head Municipal Property & Engineering Subject: Tender No. T-4-2004 - Tender for Asphalt & Concrete Sidewalk Installations Recommendation: That Report OES 33-04 regarding the Asphalt & Concrete Sidewalk Installations be received and that; Tender No. T - 4 - 2004 submitted by Royalcrest Paving & Contracting Ltd. for asphalt & concrete sidewalk installations at Annland Street, Eastbank Road, Kingston Road, Strouds Lane and Valley Farm Road and an asphalt swale on Eighth Concession Road in the amount of $196,966.14 (plus G.S.T.) and a net cost after G.S.T. rebate of $184,080.50 be accepted; The total project cost of $245,919 including the tender amount, and other associated costs and a net total cost after rebates of $229,831 be approved; The total costs of $229,831, to be funded from Current Funds in the amount of $32,831 and to be financed by external debt in the amount of $197,000 be approved; 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 $197,000 for a period not exceeding 10 years, at a rate to be determined; and b) Financing and repayment charges in the amount of approximately $26,135 be included in the annual Current Budget for the City of Pickering commencing in 2005 and continuing thereafter until the loan is repaid; and 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 2004 as established by the Province for municipalities in Ontario; and Report OES 33-04 Subject: Tender T-4-2004 Tender for Asphalt & Concrete Sidewalk Installations Date: October 21,2004 () J_ ii.: Page 2 d) The Treasurer is authorized to take any actions necessary in order to effect the foregoing; and The appropriate City of Pickering officials be authorized to take necessary action to bring effect thereto. Executive Summary: As part of the 2004 Capital Budget, sidewalks at Annland Street, Eastbank Road, Kingston Road, Strouds Lane, Valley Farm Road and an asphalt swale on Eighth Concession Road were identified as construction projects. Tender T-4-2004 was issued on October 4, 2004 and closed on October 20, 2004. The total project cost is estimated to be $245,919 for an estimated net cost to the City of $229,831 (net of GST rebate). 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-4-2004 $184,080.50 G.S.T. 12,885.64 Sub Total 196,966.14 G.S.T. Rebate (12,885.64) Total $184,080.50 APPROVED SOURCE OF FUNDS: 2. 2004 Capital Budget Sidewalks Account 2323-6108 and 2004 Current Budget Roads Account 2320-2408 Locations Annland Street Valley Farm Road Kingston Road Strouds Lane Miscellaneous Safety Projects Eighth Concession Road Project Code 04-2323-001-01 04-2323-001-03 04-2323-001-04 04-2323-001-05 04-2323-001-08 2320-2408-0003 Amount 75,000 40,000 90,000 10,000 50,000 5,950 Source 10 Yr. Debt 10 Yr. Debt 10 Yr. Debt Tax Levy Tax Levy Tax Levy FUNDS AVAILABLE $270,950 012 Report OES 33-04 Subject: Tender T-4-2004 Tender for Asphalt & Concrete Sidewalk Installations Date: October 21,2004 Page 3 ESTIMATED PROJECT COSTING SUMMARY 3. T-4-2004- Asphalt & Concrete Sidewalk Installations City of Pickering Associated Costs Valley Farm Road Fieldlight Material Testing TRCA Permit Fees Miscellaneous Costs Project Contingency Total G.S.T. Total Gross Project Cost Sidewalk (Phase II - Kingston to $184,081 19,000 2,500 750 3,500 20,000 229,831 16,088 245,919 Less - G.S.T. Rebate Total Net Project Cost (16,088) $229,831 Project Cost over (under) Approved Funds The underexpenditure is overstated due to the GST 3% rebate savings that was already captured in the 2004 Current Budget. $(41,119) The balance of $41,119 is comprised of $8,000 of debt financing for the Kingston Road sidewalk, which will not be required and thus not included in the amount required to debt finance. The remaining $33,119 of tax levy funded future projects (Miscellanaeous safety projects 04-2323-001-08) will be carried over to 2005 for future expenditures. The Valley Farm Road sidewalk project ($40,000) is comprised of two locations. The component at Finch Avenue is included in this tender. The component from Kingston Road to Fieldlight Blvd. (Phase II) will be undertaken in 2005 but approval for $19,000 of debt financing is being sought at this time. 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 33-04 Subject: Tender T-4-2004 Tender for Asphalt & Concrete Sidewalk Installations Date: October 21, 2004 Page 4 Background: Bids for Tender No T-4-2004 were received on Wednesday October 20, 2004. Two (2) companies submitted bids at the time of closing. The Iow bidder, Royalcrest Paving & Contracting Ltd. has completed a similar project for the City in the past under Quote No Q-39-2002 Whites Road Asphalt Sidewalk Installation, and are deemed acceptable by the Supervisor, Engineering & Capital 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 Royalcrest Paving & Contracting Ltd. have been reviewed by the Safety & Training Coordinator and are deemed acceptable. Credit information as provided by D & B for Royalcrest Paving & Contracting Ltd. has been reviewed by the Purchasing 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 Iow bid Tender No. T-4-2004 submitted by Royalcrest Paving & Contracting Ltd. in the amount of $184,080.50 (GST extra) and that the net total project cost of $229,831 be approved. This report has been prepared in conjunction with the Manager of Supply & Services who concurs with the foregoing. Attachments: Location Map Record of Tenders Opened and Checked Supply & Services Memorandum Date: October 21,2004 Report OES 33-04 Subject: Tender T-4-2004 Tender for Asphalt & Concrete Sidewalk Installations Page 5 Prepared By: sB('ua rpreelv'~is~) rS, el~SnkgYi n aa ri n g & C~//~l~al ~Vorks Vera A. ~el. '~emacher Manager, Supply & Services Approved / ~ Everett B u n"t'sma// Director, Operations & Emergency Services Gillis A. Paterson Director, Corporate Services & Treasurer Ric)hard W. I--/~:)lborn DiVision Hea'd, Municipal Property & Engineering DS:ko Attachments Copy: Chief Administrative Officer Rec o m m e nde. gd-f~~at ion of Pickeri n g,CH'ty/.C/( Thomas J. ~4';n, af Administru,¢ll, ~.tive Officer ERING ATTACHMENT# l__ TOREPORT#_6ES ,.~ / of 7 MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender T-4-2004 ANNLAND STREET SIDEWALK J ::; ! Iq> F E I i LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Sidewalk Construction -Construction of a concrete sidewalk PROJECT CODE: 04-2323-001-01 JIsbookerVittachments for Tenders~2OO4~ T-4-2004 - Annland Street Sidewalk. doc ATTACHMENT# . /_., TO REPORT# &of ? MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender T-4-2004 VALLEY FARM ROAD SIDEWALK ! i LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Sidewalk Construction -Construction of a concrete sidewalk and retaining wall PROJECT CODE: 04-2323-001-03 J. IsbookerlA#achments for Tender~12OO4t T-4-2004 - Valley Farm Sidewalk, doc ,:,;'"":':;CHHEN'r~ / TOREPORT#,,,OE5 33-0~L _ :~ o~ ? MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender T-4-2004 KINGSTON ROAD SIDEWALK : ,/ Z LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Sidewalk Construction -Construction of an asphalt sidewalk PROJECT CODE: 04-2323-001-04 JqsbookerlA#achments for Tender$~2OO4iT-4-2004 - Kingston Rd Brock Sidewalk. doc A:i' T/~,CFi P1E N'I',~__/ 'l'O REPORT# MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender %4-2004 STROUDS LANE SIDEWALK LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Sidewalk Construction -Construction of a concrete sidewalk PROJECT CODE: 04-2323-001-05 d'lsbookeHAttachments for Tendersl2OO4~T-4-2004 - Strouds Lane Sidewalk. doc PICKFR1N G ;~4i'%AC~MENT# _ ! ........ TO REPORT#~-~s ~ MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender T-4-2004 EASTBANK ROAD SIDEWALK LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Sidewalk Construction -Construction of concrete and asphalt sidewalks PROJECT CODE: 04-2323-001-08 J:lsbookertA#achments for Tenders~2OO41T-4-2004 - Eastbank Sidewalk. doc A~, ACHHENT#. TO REPORT#,,Oe.~ MUNICIPAL PROPERTY& ENGINEERING Attachment For Tender T-4-2004 STROUDS/FAIRPORT SIDEWALK -', ~ !:)[',1'; , ri , 6. !,Ir /d4!)[ ['4 ~_[-'[., ~ LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Sidewalk Construction -Construction of concrete sidewalk intersection fillets PROJECT CODE: 04-2323-001-08 jllsbookerlA#achments for Tenderst2OO4t T-4-2004 - Strouds & Fairport Sidewalk. doc PICKER1NG MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender: T-4-2004 SHOULDER WORKS, CONCESSION 8 ROAD SUBJECT AREA LOCATION MAP i':21 PROPOSED CONSTRUCTION INCLUDES: Asphalt Gutter Construction -Construction of an asphalt gutter and spillway PROJECT CODE: 2320-2408-0003 d.'lsbooker~Attachments for Tenders~2OO4[ T-4-2004 - Concession 8 Road. doc ~c'i'?ACHMENT~,,,.. TO REPORT# (~ .~._.R-oLll. CORPORATE SERVICES DEPARTMENT MEMORANDUM October 20, 2004 2884 To: Richard Holborn Division Head Municipal Property & Engineering CITY OF P~CKERING ¢¢JUNICIPAL PROPERTY & ENGINEERING Darrell Selsky / Supervisor, Engineering & Capital Works From: Barbara T. ran Buyer Subject: Tender for Asphalt and Concrete Sidewalk Installations Tender No. T-4-2004 Closing: Wednesday, October 20, 2004 Tenders have been received for the above project. Fifteen (15) 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. Five (5)bidders picked up tendering documents for a non-refundable fee of $35.00 per set of which three (3) responded. 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. All deposits other than the iow three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 0!0-001, Item i0.03(w). ~h..,efo, e, the tenders of the iow two (2) bidders are attached fol' ~ !~/~. Richard Holborn October 20, 2004 Page 2 Summary (PST included, GST included) RoyalCreSt Paving & Contracting Ltd. 196,966.14 196,967.10 Serve Construction Limited 216,593.68 216,593.68 D. Crupi & Sons UNABLE TO BID ............. ~ . ~,..,,, 3¢,,..;4 Aurostar Inc. Rejected: Bid deposit not provided; PUR 010-001, Item 10.04,9(c) Pursuant to Information to Bidders Item 21, the following are being requested of the Iow 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 (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 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 (b) (c) (d) (e) (f) (g) (h) Co-ordinator; any past work experience Royalcrest Paving & Contracting Ltd. including work location; without past work experience, if reference information is acceptable; the appropriate account number(s) to which this work is to be charged; the budget amount(s) assigned thereto Treasurer's confirmation of funding; related departmental approvals; any reason(s) why the Iow bid of Royalcrest Paving & Contracting Ltd. is not acceptable; and related comments specific to the project.