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Home My WebLink AboutOES 09-05PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: OES 09-05 Date: May 3, 2005 From: Richard Holborn, P. Eng. Division Head Municipal Property & Engineering Subject: Tender No. T-1-2005 - Tender for Asphalt Overlay Works for Rougemount Drive & Sandy Beach Road Recommendation: That Report OES 09-05 regarding the Asphalt Overlay Works for Rougemount Drive & Sandy Beach Road be received and that; Tender No. T - 1 - 2005 submitted by D. Crupi & Sons Ltd. for Asphalt Overlay Works for Rougemount Drive and Sandy Beach Road in the amount of $151,434.75 (G.S.T. included) and a net cost after G.S.T. rebate of $141,527.80 be accepted; The total project cost of $173,905 including the tender amount, and other associated costs and a net total cost after rebates of $162,528 be approved; The total costs of $90,026 for Rougemount Drive to be funded from Public Works Services Reserve Fund, and the amount of $72,502 for Sandy Beach Road being an unfinished work from 2001, to be funded by Development Charges Reserve Fund ($36,251) and Internal Loan ($36, 251) be approved; The appropriate City of Pickering officials be authorized to take necessary action to bring effect thereto. Executive Summary: As part of the 2000 External Subdivision Works Capital Budget and 2005 Roads Capital Budget, asphalt overlay works for Rougemount Drive and Sandy Beach Road respectively were identified as construction projects. Tender T- 1-2005 was issued on April 5, 2005 and closed on April 22, 2005 with five bidders responding. The total project cost is estimated to be $173,905 for an estimated net cost to the City of $162,528 (net of G.S.T. rebate). Staff have 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. Report OES 09-05 Subject: Tender T-1-2005 Tender for Asphalt Overlay Works Date: May 3, 2005 Page 2 Financial Implications: 1. TENDERED AMOUNT T-1-2005 $141,527.80 G.S.T. 9,906.95 Sub-Total 151,434.75 G.S.T. Rebate (9,906.95) Total $141,527.80 APPROVED SOURCE OF FUNDS: 2000 External Subdivision Works Capital Budget Account 2321-6181 and 2005 Roads Capital Budget Account 2320-6003 Location Rougemount Drive Sandy Beach Road Proiect Code Source of funds Available 05-2320-008- Public Works Services 100,000 03 Internal Loan 39,300 ES-2000-B-11 Development Charges 39,301 FUNDS AVAILABLE $178,601 Required 90,026 36,251 36,251 $162,52 ESTIMATED PROJECT COSTING SUMMARY T-1-2005 - Asphalt Overlay Works for Rougemount Drive Sandy Beach Road Sub-Total $79,526 $62,002 $141,528 Associated Costs Materials Testing Miscellaneous Costs Project Contingency Total G.S.T. Total Gross Project Cost 2,500 3,500 15,000 162,528 11,377 173,9O5 G.S.T. Rebate Total Net Project Cost (11,377) 162,528 Report OES 09-05 Subject: Tender T-1-2005 Tender for Asphalt Overlay Works Date: May 3, 2005 Page 3 Project Cost over (under) Approved Funds $(16,073) 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: In the year 2000, Go Transit Authority proposed to expand their existing parking lot on the west side of Sandy Beach Road, north of BaylY Street. This section of roadway adjacent to the proposed parking lot works, was identified in the City's Development Charges Study as an Urbanization Project. The City determined that this would be an excellent opportunity to partner with Go Transit Authority. The road works associated with the urbanization, would be combined in a joint tender with the Go Transit parking lot works. The project received Council Approval under the 2000 External Subdivision Works Capital Budget. The road works and parking lot works were completed the following year, with the exception of the final lift of asphalt. The time has now come to complete this project. Staff have combined this project with the completion of asphalt overlay works for Rougemount Drive, a project identified in the 2005 Roads Capital Budget. By combining both projects, there have been considerable savings and both projects have come in under budget. Bids for Tender No T-1-2005 were received on Friday, April 22, 2005. Five (5) companies submitted bids at the time of closing. The Iow bidder, D. Crupi & Sons Ltd., has completed similar projects for the City in the past, the most recent under Quote No Q-17-2004 Progress Frenchman's Bay Park Parking Lot, 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 D. Crupi & Sons Ltd., have been reviewed by the Safety & Training Coordinator and are deemed acceptable. Credit information as provided by D & B for D. Crupi & Sons 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 submitted by D. Crupi & Sons Ltd. for Tender No. T-1- 2005 in the amount of $151,434.75 (G.S.T. included) and that the net total project cost of $162,528 be approved. This report has been prepared in conjunction with the Manager of Supply & Services who concurs with the foregoing. Report OES 09-05 Subject: Tender T-1-2005 Tender for Asphalt Overlay Works Date: May 3, 2005 Page 4 Attachments: Location Map Record of Tenders Opened and Checked Supply & Services Memorandum Prepared By: Da,ltelPl~. Selsky {/./ Supervisor, Engineering & Cap'~al Works i:~. A. Fd,~emacher Manager, Supply & Services ,~~~Ever~,~untsm~.. Director, Operations & Emergency Services Gillis A. Paterson Director, Corporate Services & Treasurer Rich, a W. Hol~,-P.Eng. DiviTion Head,flVlunicipal Property & Engineering / DS:ko Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council ThOrr)as J. O~i~n, C_,~ief Admifi~t,a~e ~ficer // .~T~",~CNHENT~__J. TO REPORT# (~E ~ MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender T-1-2005 ROUGEMOUNT DRIVE / SANDY BEACH ROAD ASPHALT OVERLAY SUBJECT AREA u :, ROUGEMOUNT DRIVE SUBJECT AREA SANDY BEACH ROAD PROPOSED CONSTRUCTION INCLUDES: Asphalt Overlay I.'lA#achments for Tenders12005~Rougemount Drive. doc C) 0 Z rO REPORT# Oe % CORPORATE SERVICES DEPARTMENT MEMORANDUM April 25, 2005 To: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky / Supervisor, Engineering & Capital Works From: Barbara Tran Buyer RE: T-1-2005, Tender for Overlay Asphalt Rougemount Dr. & Sandy Beach Rd. CLOSING: Friday, April 22, 2005, 2:00 p.m. Tenders have been received for the above project. Seven (7) 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 five (5) 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 010-001, Item 10.03(w). Therefore, the tenders of the Iow three (3) bidders are attached for review. Richard Holborn _~ . Darrell Selsky ro REPORT '---A-pril 25, 2005 O¢'-- Page 2 Summary (PST included, GST included) D. Crupi & Sons Limited 151,434.75 151,434.75 Harnden & King Construction 163,460.50 163,460.50 Vaughan Paving 181,080.81 181,080.81 A1 Asphalt Maintenance 192,367.76 192,367.76 Miller Paving Limited 202,521'. 19 202,521.19 Pursuant to Information t° 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 Co- ordinator; (b) any past work experience D. Crupi & Sons Limited 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 Iow bid of D. Crupi & Sons Limited is not acceptable; and (i) related comments specific to the project.~' If you require further information, please feel free to contact mei Barbara Tran / /bt [ Attachments Copy for: Director,.Operations & Emergency Services Construction Coordinator/Inspector