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Home My WebLink AboutOES 19-05PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: OES 19-05 Date: May 26, 2005 From: Richard Holborn, P. Eng. Division Head Municipal Property & Engineering Subject: Tender No. T-7-2005 - Tender for Surface Treatment, Seventh Concession Road, Hoxton Street and Westney Road Recommendation: That Report OES 19-05 regarding the Surface Treatment Works for Seventh Concession Road, Hoxton Street and Westney Road be received and that; Tender No. T - 7 - 2005 submitted by Miller Paving Ltd. for Surface Treatment Works for Seventh Concession Road, Hoxton Street and Westney Road in the amount of $262,701.50 with an adjustment (increase) estimated cost of $80,000 for additional roadway excavation and granular base restoration, for a total of $342,701.50 ($366,690.60 G.S.T. included) be accepted; The total project cost of $435,384 including the tender amount, and other associated costs and a net total cost after rebates of $406,901 be approved; The amount of $175,000 for Seventh Concession Road to be funded from Debt Financing (10 Year), and the amount of $231,901 for Hoxton Street and Westney Road to be funded from Easement Settlement Agreement Reserve 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 $175,000 for a period not exceeding 10 years, at a rate to be determined; and b) Financing and repayment charges in the amount of approximately $22,390 be included in the annual Current Budget for the City of Pickering commencing in 2006 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 2005 as established by the Province for municipalities in Ontario; and Report OES 19-05 Subject: Tender T-7-2005 Tender for Surface Treatment Date: May 26, 2005 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 2005 Roads Capital Budget, surface treatment works for Seventh Concession Road, Hoxton Street and Westney Road were identified as construction projects. Tender T-7-2005 was issued on May 3, 2005 and closed on May 18, 2005 with one bidder responding. City forces will retain the required equipment with operator to undertake drainage improvements on all the roads listed at an additional estimated cost of $40,000. Staff have also recommended that the contract be increased to allow for additional roadway excavation & granular base restoration at an estimated cost of $80,000. The benefit of undertaking this work now as part of the Capital project will be to mitigate repairs due to spring breakup in future years. It is recommended for this line item that Miller Paving Ltd. undertake these works and that the tender award be adjusted to reflect the additional estimated cost of $80,000. The total project cost is estimated to be $435,384 for an estimated net cost to the City of $406,901 (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. Financial Implications: 1. TENDERED AMOUNT T-7-2005 G.S.T. Sub-Total G.S.T. Rebate Total $262,701.50 18,389.11 281,090.61 (18,389.11) $262,701.50 Report OES 19-05 Subject: Tender T-7-2005 Tender for Surface Treatment Date: May 26, 2005 Page 3 APPROVED SOURCE OF FUNDS: 2005 Roads Capital Budget Account 2320-6003 Location Seventh Concession Road Hoxton Street Proiect Code 05-2320-008-02 Source of funds Debt (10 year) Available 175,000 05-2320-008-15 05-2320-008-16 Easement Settlement Agreement Reserve 171,000 Westney Road Easement Settlement Agreement Reserve 61,000 FUNDS AVAILABLE $407,000 Required 175,000 171,000 60,901 406,901 ESTIMATED PROJECT COSTING SUMMARY T-7-2005 - Surface Treatment Works for Seventh Concession Road Hoxton Street Westney Road Additional Roadway Excavation & Granular Base Restoration Sub-Total 130,094 99,539 33,068 80,000 $342,701 Associated Costs Materials Testing Miscellaneous Costs City Forces - Contracted Materials Costs Project Contingency Total G.S.T. Total Gross Project Cost Equipment with operator 2,200 2,000 40,000 20,000 406,901 28,483 435,384 G.S.T. Rebate Total Net Project Cost (28,483) $406,901 Report OES 19-05 Subject: Tender T-7-2005 Tender for Surface Treatment Date: May 26, 2005 Page 4 Project Cost over (under) Approved Funds $(99) 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-7-2005 were received on Wednesday, May 18, 2005. One (1) company submitted a bid at the time of closing. The Iow bidder, Miller Paving Ltd., has completed similar projects for the City in the past, the most recent under Tender T-4- 2003 Surface Treatment for Audley Road, 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 Miller Paving Ltd., have been reviewed by the Safety & Training Coordinator and are deemed acceptable. Credit information as provided by Dunn & Bradstreet for Miller Paving 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 Miller Paving Ltd. for Tender No. T-7- 2005 in the amount of $342,701.50 revised (G.S.T. included) and that the net total project cost of $406,901 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 Report OES 19-05 Subject: Tender T-7-2005 Tender for Surface Treatment Date: May 26, 2005 Page 5 P.~/~red By: _D~/~ellVB. Selsky ' - - /,~ rvisor, Engineering & CaFrtal Works Vera A~ "~'~'el"~gemacher Manager, Supply & Services Ap~By: _Everett B,~sma ~ Director,,COperation~ & Emergency Services '-Gillis A. Paterson Director, Corporate Services & Treasurer dn ~/~aH ,a~M°urnnii~p'a~npg~ope rty & Engineering Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council The'"m~' J. Quin~tChie[~minis~ MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender T-7-2005 HOXTON STREET / WESTNEY ROAD / SEVENTH CONCESSION ROAD SURFACE TREATMENT TOWNSHIP OF UXBRIDGE // / / ~,~++~+~,,. HOXTON STREET REGIONAL SUBJECT WESTNEY ROAD I.qAttachments for Tenderst2OO5~T-7-2005 Hoxton-Westney-Con 7 Overlay. doc SEVENTH CONCESSION ROAD SUBJECT AREA GREEN ~IVER SEVENTH CONCESSION ROAD PROPOSED CONSTRUCTION INCLUDES: Road Resurfacing and surface treatment (granular base, surface treatment and slurry seal). · various locations as indicated Drainage Improvements · various locations as indicated I:~Attachments for Tendersl2OO5iT~7.2005 Hoxton-Westney-Con 7 Overlay. doc z ~ .E I.t.I o_0 CORPORATE SERVICES DEPARTMENT MEMORANDUM May 19, 2005 To: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky, Supervisor Municipal Works From: Vera A. Felgemacher Manager, Supply & Services RE: Tender for Surface Treatment, Concession 7, Hoxton Road And Westney Road, Tender No. %7-2005 Closing: Wednesday, May 18, 2005, 2:00 pm Tenders have been received for the above project. Six (6) companies were invited to participate. An advertisement was placed in the Daily Commercial News, News Advertiser Community Page and on the City's Website. Three (3) bidders picked up tendering documents for a non-refundable fee of $50.00 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. 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. Summary (PST included, GST included) COmpany .... ! Total Tendered, AmoUntS It After Calculation Checks Miller Paving Ltd. 281,090.61 281,090.61 Rockwell Paving UNABLE TO BID Richard Ho!bom / Darrell Seis;~y May~ 9, 2005, T-7-2005 ,:,.,~i~'',' ~;~.~ r'i ~; ~q' ~... ...... ~ i O RE PORT ~ I~-0~' Page 2, · 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 (c) a copy of the current Certificate of Clearan.ce 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.~ A Dun & Bradstreet report for Miller Paving Ltd. will be requested of the Purchasing Analyst and a summary will be provided to you during the evaluation phase of this tender call. Please review the copy of the bid. Include the following items in your Report to Council: (a) if items (a) through (c) noted above, are accep4able to the Safety & Training Co-ordinator; (b) any past work experience Miller Paving 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 -including reference to Debt Financing if applicable; (g) related departmental approvals; (h) any reason(s) why the Iow bid of Miller Paving Ltd. is not acceptable; (i) and related comments specific to the project. you require further information, please feel free to contact me. Vera A. Felgemacher Manager, Supply & Services /bt Attachments Copy for: Director, Operations & Emergency Services