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Home My WebLink AboutOES 30-06 '¡ I. O. __.J. CiÚI o~ REPORT TO EXECUTIVE COMMITTEE Report Number: OES 30-06 Date: September 11,2006 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender T-7-2006 - Helen Crescent, Brands Court, Trellis Court - Road Reconstruction and Watermain Works File: A-2130 Recommendation: 1. That Report OES-30-06 regarding Helen Crescent, Brands Court, Trellis Court Road Reconstruction and Watermain Works be received; 2. That portion of Tender T-7-2006 submitted by Hollingworth Construction Company for Helen Crescent and Brands Court excluding (Trellis Court) Road Reconstruction and Watermain Works at a cost of $372,022 plus GST be accepted; 3. That the total gross project cost of $ 644,684.96 (plus GST) including the tender amount, the Region of Durham's portion and other associated costs and a net total cost of $375,000.00 after recoveries identified in this report be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debentures through the Region of Durham; (a) debt financing not exceeding the amount of $310,000 for a period not exceeding 10 years, at a rate to be determined; (b) annual repayment charges in the amount of approximately $42,000 be included in the annual Current Budget for the City of Pickering commencing in 2007 continuing thereafter until the loan is repaid; and any financing cost be paid out of the 2006 Current Budget; (c) the Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's Debt Financial Obligations approved Annual Repayment Limit for debt and other financial obligations for 2006 as established by the Province for municipalities in Ontario; (d) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; J 91 Report OES 30-06 September 11, 2006 Subject: Tender T-72006 Tender for Helen Crescent/Brands Court/Trellis Court Road Reconstruction and Watermain Works Page 2 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: As part of the 2006 Roads Capital Budget, Helen Crescent, Brands Court and Trellis Court Road Reconstruction was approved as a construction project. Tender T-7-2006 was issued on Wednesday, July 26, 2006 and closed on Wednesday, August 16, 2006 with four (4) bidders responding. The total cost of the tender and other costs for the City's portion of the work is $469,181.50 and the 2006 Budget provided $375,000 in funding. By removing Trellis Court ($73,159.25) and utilizing the project administration fee ($21,324.45) from the Region for their portion of the work. The City cost is reduced to the $375,000 available funding. Presently there exists a current trend of high pricing in the construction industry which is related to the fast rising cost of petroleum products such as asphalt cement. In order to bring this project within budget staff are recommending that we defer the works proposed on Trellis Court for 2007 budget submissions for Council consideration. Staff also recommend the use of the approved 2006 Tax Levy funds from Trellis Court in the amount of $65,000 to offset the cost of Helen Crescent and Brands Court. These projects also include Region of Durham watermain works. The total revised project cost is estimated to be $644,684.96 with a portion to be recovered from the Region of Durham for an estimated net cost to the City of $375,000 (net of GST rebate). The City's purchasing policy requires staff to report to Council on results of the tender and financing in order to proceed with this project in a timely manner. Financial Implications: 1. TENDER AMOUNT T-7-2006 Less Trellis Court GST Sub-Total GST Rebate Total $658,426.00 73.159.25 585,266.75 35.116.01 620,382.76 (35.116.01) $585,266.75 J' 9" , .- _.._ í-.. Report OES 30-06 Subject: Tender T-72006 Tender for Helen Crescent/Brands Court/Trellis Court Road Reconstruction and Watermain Works September 11, 2006 Page 3 2. APPROVED SOURCE OF FUNDS Roads Ca ital Bud et Location Project Code Helen Crescent 06-2320-008-09 Brands Court 06-2320-008-06 Trellis Court 06-2320-008-03 Source of Funds Debt (10 Year) Debt (10 Year) Property Taxes) FUNDS AVAILABLE 3. ESTIMATED PROJECT COSTING SUMMARY T-7-2006 - Tender for Helen Crescent, Brands Court, Trellis Court Road Reconstruction and watermain Works City of Pickering Portion Section 1, City Excavation / Removals And Roadworks Minus Trellis Court Value of Works Revised City Portion Region of Durham Portion Section 2, Region Watermain and Appurtenances / Valves Section 3, Region Hydrants / Services / Test Points Total T-7-2006 - Revised GST Associated Costs Materials Testing Miscellaneous Costs Construction Contingency Total Gross Project Cost Recoveries to be received from the Region of Durham for Contract Administration & field Inspection for their portion of this tender (10% of their contract value) GST Rebate Less - Recovery from Region of Durham Budqet 130,000 180,000 65000 375,000 Required 130,000 180,000 65.000 375,000 $445,181.50 73.159.25 372,022.25 $105,492.00 107,752.50 $585,266.75 35,116.01 620,382.76 2,500.00 1,500.00 20.320.20 $644,684.96 ($21,324.45) (35,116.01 ) ($213,244.50 $269,684.96 193 Report OES 30-06 September 11, 2006 Subject: Tender T-72006 Tender for Helen Crescent/Brands Court/Trellis Court Road Reconstruction and Watermain Works Page 4 Total Net City of Pickering Project Cost $375,000.00 4. Project Cost under (over) Approved Funds $(0) The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Background: As part of the Roads Capital 2006 Budget, Helen Crescent, Brands Court and Trellis Court Road Reconstruction was identified as a construction project. Tender T-7-2006 was issued on Wednesday, July 26,2006 and closed on Wednesday, August 16, 2006 with four bidders (4) bidders responding. In order to bring this project within budget, staff are recommending that we defer the works proposed on Trellis Court for 2007 budget submissions for Council consideration. Staff also recommend the use of the approved 2006 Tax Levy funds from Trellis Court in the amount of $65,000 to offset the cost of Helen Crescent and Brands Court. The total gross project cost is estimated to be $644,684.96 for an estimated net cost to the City of $375,000 (net of GST rebate). Hollingworth Construction Company references have been checked and are deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, current Cost and Frequency Record, Certificate of Clearance issued by Workplace Safety & Insurance Board, and Certificate of Insurance as submitted by Hollingworth Construction Company have been reviewed by the (Acting) Coordinator, Safety & Employee Development and are deemed acceptable. In conjunction with staff's review of the contractor's previous work experience and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of all quotations, and relevant documents received, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of the low bid submitted by Hollingworth Construction Company for Tender T-7-2006 in the amount of $620,382.76 (GST included) excluding the works proposed for Trellis Court and that the total net project cost of $375,000 be approved. 19/1 Report OES 30-06 September 11, 2006 Subject: Tender T-72006 Tender for Helen Crescent/Brands Court/Trellis Court Road Reconstruction and Watermain Works Page 5 Attachments: 1 . Location Map 2. Supply & Services Memorandum 3. Record of Tenders Opened and Checked Prepared By: Approved I Endorsed By: Evere unts Director, Operations & Emergency Services fRichan . Holbo ,P. Eng. " Division Head (. Municipal Property & Engineering ..../~~ . >--···~~~-r.¿;' ~.~ __ Gillis A. Paterson Director, Corporate Services & Treasurer DS:nw Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci ou ,,' ",. ( T ¡..:nACHMENT#_L. REPORT# ðES _L 01_... I ?ô-oG, 195 MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender T-7-2006 Brands Court, Trellis Court & Helen Crescent o « ¿ 0: « LL u '" z I~ ':J f'l G z ~ L r-~II-...J. ~;' ~!ljl;11 ~ a z I ...J Ij) W -' , ü ROAD /~~~~:=t ~LS ~:Lt~__1 IJLWLY L_--tJ] \.~!RE~_ :::::::::3~~ 01/ \ \~ ....""J. '<)I'K~~)-~¡!CNtJ~ -----I r/-----l ------ ~~'l.t.;:.. t i~. ' i C;-~·------::~".-:~~~==-~__·_--',\ \\ \ (------:"ì '/..::--.'. ill! ¡y.~ ..--w.. AYFAr~~trx ... i ......... .Î.SAN. .(.'.~o..~..... . L\ <f-\ \[J' I. U ,..-.': I <! ¡r lANE -, Tþ,TRt·. I LANE ~R:V[ ,) \13 \ \ I ! 1", [I ~; I' ~') // [[g. 11--1 Î ---'=~-l; .... -_....:.'\\~~\ \ ;:::¡1~··~^vAl -'..ry Ü L ,~ i - - I , ó\ -, -' 7(0.' (/: ,", .( 1-/ i.' I....... - I. ~.. rORDo,::~. \ \.~ ST, 1 '"cD >¡lL_~o~ ,I I""[lì I'r--"'---/~or\" ';J""~i. '.. .". .: (\~.." .. ._,S:.::'.''-E~! ! I ~. I b J,!kdl! S.c~ti'1~ I..... ~... \ \.\~f\.. '11 . .,I:LL'j I ---'-"1 .---.! I í~ : tr LN, I!_l \ . \ ' \. ,4JŒA I ! 0) i ! 'I : 'ii ! t1 . .iJ \ \ R(·GA ¡. I o? ¡ I II æ i p ,-1-- ~VENU~ tJ11 \' )?L \ r+v_~~... 'l~~.~') i ~.~A~tl.)R'1 ~ ~ :-"~RP.:-.N:-_-\~~2\ \ ~ jJ (J l ~//.){S(r.:~ i~ '\ It II~ ~ iJ \ ~_~~1\..9-['\~\ S\ \\? r·? ) (,T .."" ,.0 10 i: 0 I U \ ' .. I . II r / / ¡t ! I '</ <'.o..!cr" - 7 j"'; \ \);] \ \ -\ : !'l - /( ,,,/ .----' ,. 0...' IC,>? '<, '." I ¡~ "'1 W '\..' \\'A \ \~ l\ O.N'-I~N. \ i.'I·~ '.'1 -. ., I "Ii ~"! I I " \1: \ r \ JT:\ '. j " c~· ? ~(I'>~ :~JA~¡::)-~~J·' 1,'~..=J~~-~/\\ )~f"\ \í \~'.N \ ~1:~S!.i 9 \f"1.. h:,:<' 3: 1_"_ ~ '" - ~rr\~\ \" \~ ~ Ü'I ~~~·l~d :J; t',~~ 31! 0: ~.'f<D (. '<:~;)~~, ~(~ \\ \;é~_.._J ~, ! j..!I\.. .J.; l, I t' I I\VEN~[ J "","vu ~ <{ t.- \ \. -. ' I I -_.~ ,0' '>' k 1',-':; \' J ' S~iJi~rtEJjON'CÇ~~(~Fi ::¡UL>'Ìc):';T ····,L=tJ~~~\~~:8:-Z,^~~~;E Pc , LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Proposed works to include storm sewer improvements, Regional watermain improvements & Road Reconstruction (granular base, asphalt, and curb/gutter). ..,-..-)' --- I96 ATTACHMENT#_~ rOREPORT# O£S 30-o~ Iv! _<.9- CORPORATE SERVICES DEPARTMENT MEMORANDUM August18,2006 To: Richard Holborn Division Head f\(1unicipal Property & Engineering Darrell Selsky Supervisor, Engineering & Capital Works From: Barbara Tran Buyer Subject: Tender No. T -7 -2006 Tender for Helen Crescent / Brands Court / Trellis Court Road Reconstruction and Watermain Works CLOSING: Wednesday, August 16, 2006, before 2:00 pm Tenders have been received for the ,above project. A total of 12 companies were invited to participate of which 12 companies picked up tendering packages for a non-refundable fee of $50.00 per set. Four (4) bidders responded and submitted a tender for this project. An advertisement was placed in the Daily Commercial News, News Advertiser and on the City's Website. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. All deposits other than the low three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). Therefore, the tenders of the low three (3) bidders are attached for review. ~ ro REPORT# _.._,J.::-.J _~_ OE S 30-06 August18,2006 Page 2 Ë~r "" / Richard Holborn Darrell Selsky " *'7 ......\) Summary (PST included, GST included) Bidder Total Tendered After Calculation Amount $ Check $ 616183 Ontario Inc. ola 697,931.56 697,931.56 Hollingworth Const. Co. Montgomery MacEwen 785,235.15 787,575.63 Contractinq Elirpa Construction & Materials 797,089.22 797,089.22 Ltd. Dig-Con International Limited 799,271.20 799,324.22 Pursuant to Information to Bidders Item 21, the following are being requested of the low bidder for your review during the evaluation stage of this tender call: (a) a copy of the Confined Space Entry Procedure document to be used on this project; (b) a list of employees trained in the Confined Space Entry Procedure who will be working on this project (c) a copy of the Health and Safety Policy to be used on this project; (d) 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); (e) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; (f) 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 (f) noted above, are acceptable to the Safety & Training Co- ordinator; (b) any past work experience 616183 Ontario Inc. o/a Hollingworth Const. Co. 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 low bid of 616183 Ontario Inc. ola Hollingworth Const. Co. is not acceptable; and (i) related comments specific to the project. '~~:y 198 Richard Holborn Darrell Selsky ;>'¡"iEN1U_,¿ TOREPOR¡#~5 3o-oG, :3 01 3 August 18, 2006 Page 3 If you require further information, please feel free to contact me. 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