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Home My WebLink AboutOES 34-05PICKERING REPORT TO COUNCIL Report Number: OES 34-05 Date: September 8, 2005 From: Richard Holborn, P. Eng. Division Head Municipal Property & Engineering Subject: Tender No. T-12-2005 - Tender for Concrete Sidewalk Installations - Various Locations Recommendation: That Report OES 34-05 regarding Concrete Sidewalk Installations - Various Locations be received; and that Tender No. T-12-2005 submitted by Trisan Construction for Concrete Sidewalk Installations - Various Locations in the amount of $116,740.32 (G.S.T. included) be accepted; and that o The total gross project cost of $139,100 and a net project cost of $130,000, including the tender amount and other project costs identified in this report be approved; and that The amount of $106,196 for Central Street, Valley Farm Road and Westney Road be funded by a combination of transfer from the Easement Settlement Reserve and Property Taxes, and the amount of $23,804 for Finch Avenue to be funded by a transfer from Development Charges Reserve Fund and the City's Share - DC Reserve as provided for in the 2005 Capital Budget and that the remaining fund of $39,000 from the Property Taxes be carried over to address any future needs, be approved; and that The appropriate City of Pickering officials be authorized to take necessary action to bring effect thereto. Executive Summary: As part of the 2005 Sidewalk Capital Budget, concrete sidewalk installations for Central Street, Valley Farm Road and Westney Road were identified as construction projects. As part of the External Subdivision Budget a concrete sidewalk installation was identified for Finch Avenue. Tender T-12-2005 was issued on August 5, 2005 for all four projects and closed on August 31, 2005 with eight bidders responding. The total gross project cost is estimated to be $139,100 for an estimated net cost to the City of $130,000 (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. Report OES 34-05 Subject: Tender T-12-2005 Tender for Concrete Sidewalk Installations Date: September 8, 2005 Page 2 Financial Implications: 1. TENDERED AMOUNT T- 12-2005 G.S.T. Sub-Total G.S.T. Rebate Total $109,103.10 7,637.22 116,740.32 (7,637.22) $109,103.10 APPROVED SOURCE OF FUNDS 2005 Sidewalk Capital Budget 2323-6108 6005 & 2005 External Subdivision Budget 2321- Location Central Street/ Valley Farm Road/ Westney Road Finch Avenue Project Code 05-2323-001-02 05-2321-002-22 Source of Funds Easement Settlement Reserve Property Taxes Development Charges Reserve Fund City Share - DC Reserve Available Required 75,000 100,000 175,000 11,700 35,100 46,800 106,196 23,804 FUNDS AVAILABLE 221,800 $130,000 Report OES 34-05 Subject: Tender T-12-2005 Tender for Concrete Sidewalk Installations Date: September 8, 2005 Page 3 ESTIMATED PROJECT COSTING SUMMARY T-12-2005 -Concrete Sidewalk Installations for Central Street Valley Farm Road Westney Road Finch Avenue Sub-Total Associated Costs Materials Testing Utility Relocations Miscellaneous Costs Project Contingency Total G.S.T. Total Gross Project Cost G.S.T. Rebate Total Net Project Cost $36,533 28,614 23,913 20,044 $109,103 2,500 5,000 2,397 11,000 130,000 9,100 139,100 (9,100) $130,000 Project Cost under (over) Approved Funds $91,800 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. The Director also states that as these projects are now estimated to cost less, the draws from the Reserve and Reserve Funds will not be as much as estimated in the 2005 Capital Budget. Therefore, the funds will not be drawn and will remain in the Reserve Fund. However, in anticipation of future sidewalk capital requirements, it is recommended that the excess funding to come from Property Tax Levy in the amount of $39,000 be held for this purpose. The $39,000 represents the percentage of funds required against funds available, which is sixty-one percent. The remaining $29,250 from the Easement Settlement Reserve will be returned to that account. Report OES 34-05 Subject: Tender %12-2005 Tender for Concrete Sidewalk Installations Date: September 8, 2005 Page 4 Background: Bids for Tender No T-12-2005 were received on Wednesday, August 31,2005. Eight (8) companies submitted a bid at the time of closing. The references for the Iow bidder, Trisan Construction, have been checked, and are deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy and the Cost & Frequency Report issued by Workplace Safety & Insurance Board, as submitted by Trisan Construction, have been reviewed by the Safety & Training Coordinator and are deemed acceptable. Credit information as provided by D & B for Trisan Construction is not available and therefore a credit risk analysis can not be undertaken by staff. 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 Trisan Construction for Tender No. T-12-2005 in the amount of $116,740.32 (G.S.T. included) and that the total net project cost of $130,000 be approved. The approved 2005 Sidewalk Capital Budget is $175,000, however this tender represents expenditures of only $106,196 from this account for three sidewalk projects. Due to the time of year, staff recommend that the balance of funds, estimated at $39,000 be carried over to address future sidewalk construction needs. 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 34-05 Subject: Tender T-12-2005 Tender for Concrete Sidewalk Installations Date: September 8, 2005 Page 5 Prepared By: Da~B~ Sel~'ky ~/ Supervisor, Engineering & Capital Works Approved / Endorsed By: Everett Buntsma Director, Operations & Emergency Services Vera A. Felgemacher Manager, Supply & Services '---Gilli's A. Paterson Director, Corporate Services & Treasurer Ric~:d'W. Hol~(~rn, P. Eng. D~ision Head, Municipal Property & Engineering DS:ko Attachments Copy: Chief Administrative Officer Recommended for the consideration of T,l~r~s O. O~n,~ef ~ ini~rative O~er ~.~', ;M)-~P1ENT~__i~ ..... TOREPORT# 0E ~ MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender T-12-2005 VALLEY FARM ROAD / WESTNEY ROAD / CENTRAL STREET / FINCH AVENUE - SIDEWALKS PARKDALE J L STREET CRT VALLEY FARM ROAD GREENWOOD ~o SIXTH · CONCESSION [] UBJECT ROAD WESTNEY ROAD h lAttachments for Tenderst2OO5t T- 12-2005 - Vadous Sidewalks. doc I ~ ~ ~ ~C ~ ~ ~ ~] ~ ........ TO P, EPOR,T# 0~..~ CLAREMONT ACORN JOSEPH WELUNGTON CENTRAL STREET FINCH AVENUE PROPOSED CONSTRUCTION INCLUDES: Sidewalk Construction Valley Farm Road - Construction of a concrete sidewalk (west side) Westney Road - Construction of a concrete sidewalk (west side) Central Street - Construction of a concrete sidewalk (north side) Finch Avenue - Construction of a concrete sidewalk (south side) I:lAttachments for Tenders~OO5~ T-12-2005 - Vadous Sidewalks. doc -..,_. ,-,-~ = a" · '-'" '~ .5' ..~ ~~-, > t- CORPORATE SERVICES DEPARTMENT MEMORANDUM August 31,2005 To: From: Subject: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky Supervisor, Engineering & Capital Works Barbara Tran Buyer Tender for Concrete Sidewalk Installations - Various locations Tender No. T-12-2005 Closing: Wednesday, August 31,2005 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. Ten (10) bidders picked up tendering documents for a non-refundable fee of $35.00 per set of which eight (8) 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. A Dun & Bradstreet report for Trisan Construction will be requested of the Purchasing Analyst and a summary will be provided to you during the evaluation phase of this tender call. Richard Holborn Darrell Selsky August 31, 2005 Page 2 Summary (PST included, GST included) Company Total Tendered After Calculation' Amount $ Check $ Trisan Construction 116,740.32 116,740.32 Royalcrest Paving & Contracting Ltd. 118,463.18 118,345/47 Aloia Bros. Concrete Contractors Ltd. 143,009.78 143,009.78 Slip-Form Construction 144,316.25 143,674.25 Lincoln Paving Contracting Ltd. 147,472.75 147,472.75 Pencon Construction Canada Corp. 158,333.25 158,333.25 Miwel Construction 165,799.11 165,577.90 NuRoad Construction Rejected: Bid bond insufficient. Reference: lB 18, 19, TS 3. PUR 010-001, 10.04 Item 9 (d) D. Crupi & Sons UNABLE TO BID Pursuant to Information to Bidders Item 2t, 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 Trisan Construction 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 Trisan Construction is not acceptable; and (i) related comments specificto the project. If you require further information, please feel ,f~me~ Barbara Tran /bt Attachments COpy for: Director, Operations & Emergency Services