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HomeMy WebLinkAboutOES 29-05PICKERING REPORT TO COUNCIL Report Number: OES 29-05 Date: July 20, 2005 20_1 From: Richard Holborn, P. Eng. Division Head Municipal Property & Engineering Subject: Tender No. T-11-2005 - Tender for Asphalt Works on Park Crescent, Brougham Road, Sideline 16 and Concession 7 Recommendation: That Report OES 29-05 regarding the Asphalt Works for Park Crescent, Brougham Road, Sideline 16 and Concession 7 be received and that; Tender No. T - 11 - 2005 submitted by Harnden & King Construction Inc. for Asphalt Works for Park Crescent, Brougham Road, Sideline 16 and Concession 7 in the amount of $293,883.15 (G.S.T. included) be accepted; The total gross project cost of $331,700 and a net project cost of $310,000, including the tender amount and other project costs identified in this report be approved; The amount of $48,258 for Park Crescent and $50,550 for Brougham Road to be funded from the Easement Settlement Reserve, and the amount of $58,575 for Concession 7 to be funded from 2005 Current Funds be approved; That 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 $150,000 for a period not exceeding 10 years, at a rate to be determined be approved; and b) The balance of $1,615 plus financing costs for Sideline 16 be funded from 2005 Current Funds; and c) Financing and repayment charges in the amount of approximately $19,200 be included in the annual Current Budget for the City of Pickering commencing in 2006 and continuing thereafter until the loan is repaid; and d) 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 29-05 Subject: Tender T-11-2005 Tender for Asphalt Overlay Works Date: July 20, 2005 Page 2 o e) 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, asphalt works for Park Crescent, Brougham Road, and Sideline 16 were identified as construction projects. The Roads 2005 Current Budget covers road maintenance projects like Concession 7, which is also included in this report. Tender T-11-2005 was issued on July 5, 2005 and closed on July 20, 2005 with four bidders responding. The total gross project cost is estimated to be $331,700 for an estimated net cost to the City of $310,000 (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-11-2005 $274,657.15 G.S.T. 19,226.00 Sub-Total 293,883.15 G.S.T. Rebate (19,226.00) Total $274,657.15 o APPROVED SOURCE OF FUNDS 2005 Roads Capital Budget 2320-6003 & Current Budget Account 2320-2408-0003 Location Project Code Source of Funds Available Required Park Crescent 05-2320-008-11 Easement Settlement 75,000 48,258 Reserve Brougham Road 05-2320-008-14 Easement Settlement Reserve 85,000 50,550 Sideline 16 05-2320-008-06 Debt (10 year) 200,000 151,615 Concession 7 2005 Current Funds FUNDS AVAILABLE 58,575 58,575 $418,575 $308,998 Report OES 29-05 Subject: Tender T-11-2005 Tender for Asphalt Overlay Works Date: July 20, 2005 Page 3 2O3 ESTIMATED PROJECT COSTING SUMMARY T-11-2005 - Asphalt Works for Park Crescent Brougham Road Sideline 16 Concession 7 Sub-Total Associated Costs Materials Testing Miscellaneous Costs Project Contingency Total G.S.T. Total Gross Project Cost G.S.T. Rebate Total Net Project Cost $43,604 44,896 134,297 51,860 $274,657 2,500 2,843 30,000 310,000 21,700 331,700 (21,700) $310,000 Project Cost under (over) Approved Funds $108,575 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Background: Bids for Tender No T-11-2005 were received on Wednesday, July 20, 2005. Four (4) companies submitted a bid at the time of closing. The Iow bidder, Harnden & King Construction Inc., is completing a similar project for the City presently, under Tender T- 6-2003 Rosebank Road Reconstruction, and are deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy and the CAD 7 form issued by Workplace Safety & Insurance Board, as submitted by Harnden & King Construction Inc., have been reviewed by the Safety & Training Coordinator and are deemed acceptable. The confined space entry procedure and a list of personnel trained in confined space is to be reviewed by the Safety & Training Coordinator for acceptability. Credit information as provided by D & B for Harnden & King Construction Inc. has been Report OES 29-05 Subject: Tender T-11-2005 Tender for Asphalt Overlay Works Date: July 20, 2005 Page 4 reviewed by the Senior Financial Analyst recently on project T-6-2005 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 acceptance of the Iow bid submitted by Harnden & King Construction Inc. for Tender No. %11-2005 in the amount of $293,883.15 (G.S.T. included) and that the total net project cost of $310,000 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 29-05 Subject: Tender T-11-2005 Tender for Asphalt Overlay Works Date: July 20, 2005 Page 5 2O5 Prepared By: Darrell B. ~;el~'ky '( ~ Supervisor, Engineering & Capital Works Vera A. Felg~macher Ma~ervices Division Head, Municipal Property & Engineering DS:ko Attachments ~/~~~mergency Services ¢~ G~ill~,. Paterson - Director, Corporate Services & Treasurer Copy: Chief Administrative Officer Recommended for the consideration of Pickering C~C~~ . ,.~/~ ,, Th¢~)] ~u{~Chie(~ministra~~ PICKERING MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender T-11-2005 BROUGHAM ROAD / PARK CRESCENT / SEVENTH CONCESSION ROAD and SIDELINE 16 -ASPHALT WORKS SUBJECT AREA BF~,OUGHAM BROUGHAM ROAD PARK CRESCENT I:tAtlachments for Tenders~2005~ T-11-2005 Brougham.Park. Con 7-Sideline16 Overlay. doc SEVE CONCESSIO ~ T © 0 SEVENTH CONCESSION ROAD CONCESSION SIDELINE 16 PROPOSED CONSTRUCTION INCLUDES' Asphalt Works (granular base, new asphalt pavement) · various locations as indicated IAAttachments for Tenderst2OOStT- 11-2005 Brougham-Park-Con 7-Sideline 16 Overlay. doc 0 o oJ OuJ ~ CORPORATE SERVICES DEPARTMENT MEMORANDUM 209 July 20, 2005 To: From: RE: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky Supervisor, Engineering & Capital Works Barbara Tran Buyer T-11-2005, Tender for Asphalt Works on Park Crescent, Brougham Road, Sideline 16 & Concession 7 CLOSING: Wednesday, July 20, 2005, 2:00 p.m. Tenders have been received for the above project. Eight (8) 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 four (4) 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 Tender T-11-2005 Page 2 Summary (PST included, GST included) CompanY Total Tendered After Calculation Amount $ CheckS Harnden & King Construction 293,883.15 293,883.15 Miller Paving Limited 400,207.84 400,207.84 Empire Paving Limited 413,485.45 413,485.45 Four Seasons Site Development Ltd. 420,738,98 420,738.98 Pursuant to Information to Bidders Item 21, the following have been received from the Iow bidder for the work undertaken on a recent project -Tender %6-2005 Rosebank Road Reconstruction. The Health & Safety Co-ordinator is reviewing this documentation to advise if it is acceptable for work being undertaken in Tender T-11-2005. (a) (b) (b) (c) (d) a copy of the Health and Safety Policy to be used on this project; confined space entry procedure and a list of employees trained in confined space; 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); a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer. A Dun & Bradstreet report for Harnden & King Construction Inc. has been recently reviewed for Tender T-6-2005 Rosebank Road Reconstruction and was acceptable at that time. Please review the copies of the bids. Include the following items in your Report to Council: (a) if items (a) through (¢) noted above, are acceptable to the Safety & Training Co-ordinator; (b) any past work experience Harnden & King Construction Inc. including work location; Richard Holborn Tender %11-2005 July 20, 2005 Page 3 211 (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 Harnden & King Construction Inc. is not acceptable; and (i) related comments specificto the project. If you require further information, please feel free to contact me. Barbara Iran /bt Attachments Copy for: Director, Operations & Emergency Services