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Home My WebLink AboutOES 36-07 Calf o~ REPORT TO COUNCIL ,- Report Number: OES 36-07 Date: September 17, 2007 1 2 1 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender T-2-2007 - Tender for Sheppard Avenue Reinforced Soil System File: A-2130 Recommendation: 1. That Report OES-36-07 regarding the Sheppard Avenue, Reinforced Soil System be received; 2. That Tender T-2-2007 Alternative "A" submitted by Montgomery MacEwen Contracting Limited for the Sheppard Avenue, Reinforced Soil System at a cost of $740,606 (GST included) be accepted; - 3. That the total gross project cost of $934,587 (GST included) including the tender amount, and other associated costs and the total net project cost of $881,686 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: (a) the sum of $880,000 to be financed by the issue of debentures through the Regional Municipality of Durham, over a period not exceeding 15 years, at a rate to be determined; (b) the balance amount of $1,686 to be funded from the 2007 Current Budget; - (c) the annual repayment charges in the amount of approximately $84,780 be included in the annual Current Budget for the City of Pickering commencing in 2008, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; the Director, Corporate Services & Treasurer has updated the City's 2007 Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for debt and financial obligations, as established by the Province for municipalities in Ontario, and would not cause the City to exceed the updated Limit, and (d) Report OES 36-07 September 17, 2007 Subject: Tender T-2-2007 Tender for Sheppard Avenue 1 2 2 Reinforced Soil System Page 2 -..." therefore, Ontario Municipal Board approval was not required prior to City Council's authorization; (e) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: As part of the 2007 Roads Capital Budget, Sheppard Avenue, Reinforced Soil System was approved as a construction project. Tender T-2- 2007 was issued on Friday, August 17, 2007 and closed on Friday, September 7,2007 with two (2) bidders responding. The total gross project cost is estimated to be $934,587 for an estimated net cost to the City of $881,686 (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-2-2007 GST Sub-Total GST Rebate Total $698,685.73 41,921.14 '740,606.87 (41,921.14) $698,685.73 2. APPROVED SOURCE OF FUNDS R d C 't I B d t oa s apla u ge Location Proiect Code Source of Funds Budqet Required Sheppard Ave. 5320.0514.6250 Debt (10 Year) 600,000 Sheppard Ave. 5320.0711.6250 Debt (20 Year) 725,000 FUNDS AVAILABLE 1,325,000 881,686 -..." Report OES 36-07 September 17, 2007 - Subject: Tender T-2-2007 - Tender for Sheppard Avenue Reinforced Soil System 123 Page 3 3. ESTIMATED PROJECT COSTING SUMMARY T-2-2007 - Tender for Sheppard Avenue, Reinforced Soil System Alternative "A" 698,686 Associated Costs Materials Testing Consultant Fees Miscellaneous Costs Other Works-Spring Plantings/Restoration Construction Contingency Total GST 5,000 5,500 2,500 100,000 70,000 881,686 52,901 $934,587 (52.901 ) $881,686 Total Gross Project Cost - GST Rebate Total Net Proiect Cost 4. Project Cost under (over) Approved Funds $443,314 The project was originally budgeted for in 2005 in the amount of $600,000 with an approved 10-year debenture term. Additional funds of $725,000 were required, requested and approved in the 2007 Capital Budget as a 20-year debenture. Since a 20-year debenture has been increasingly difficult to issue, and the financial effect is slightly better with a 15-year debenture term, the Treasurer has decided to proceed with a 15- year term with these two combined expenditure amounts. The slightly better financial effect is illustrated as follows: - Option 1: Debenture of $1,325,000 for 15-year at 5%. Annual charges of $127,653 for a total debt charge of $1,914,795. Option 2: Debenture of $1,325,000 with differing terms: a. $600,000 for 1 O-year at 5%. Annual charges of $77,702 for a total debt charge of $777,027 Report OES 36-07 September 17, 2007 Subject: Tender T-2-2007 - Tender for Sheppard Avenue 1 2 4 - Reinforced Soil System --./. . Page 4 b. $725,000 for 20-year at 5%. Annual charges of $58,175 for a total debt charge of $1,163,500. The combined total debt charges of option 2 (differing terms) is $1,940,527 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Sustainability Implications: The installation of a Reinforced Soil System in the Petticoat Creek Valley will provide for a larger road platform. In future years this will allow urbanization of the roadway and provide for a wider pavement width improving the geometrics and vehicular flows in this area. It will also provide for the necessary platform width required to construct a concrete sidewalk for the safe and efficient passage for pedestrians in the area. The installation of an Oil / Grit Separator for the treatment storm water quality discharging into Petticoat Creek is also part of this project. -...-" Background: As part of the Roads Capital 2005 Budget, Sheppard Avenue, Reinforced Soil System was identified as a construction project. The project consists of several components, which are funded from different sources. The Petticoat Creek culvert rehabilitation component, was constructed in 2003. The Reinforced Soil System component, which is identified in this report, is to be funded in the amount of $881,686 by Debt (15 Year). The additional funds required to undertake the road urbanization including storm sewer installation are being proposed in the 2008 Capital Budget, with funding to be determined. Tender T-2-2005 was issued in April, 2005 with four (4) bidders responding. Unfortunately, the low bid far exceeded the funding available and the project was deferred until 2007. Municipal Property & Engineering staff researched an alternate design with TRCA which drastically changed the scope of the project and resulted in a significant cost savings for the City. Tender T-2-2007 was issued on Friday, August 17, 2007 and closed on Friday, September 7, 2007 with two (2) bidders responding. The total gross project cost is estimated to be $934,587 for an estimated net cost to the City of $881,686 (net of GST rebate). Montgomery MacEwen Contracting Limited has previously worked for the City on Tender T-8-2001 Pickering / Uxbridge Townline Improvements and is deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, current WSIB Council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued by Workp~ace Safety & Insurance Board and Certificate of Insurance as submitted by Montgomery MacEwen Contracting Limited have been requested and will be reviewed by the Manager, Human --./ Resources Services. In conjunction with staff's review of the contractor's previous work experience check of references submitted and the bonding available on this project, the tender is deemed acceptable. Report OES 36-07 - Subject: Tender T-2-2007 - Tender for Sheppard Avenue Reinforced Soil System September 17, 2007 125 Page 5 Upon careful examination of all tenders and relevant documents received, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of the low bid submitted by Montgomery MacEwen Contracting Limited for Tender T-2 -2007 in the amount of $934,587 (GST included) and that the total net project cost of $881,686 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Location Map 2. Supply & Services Memorandum dated September 7,2007 - Prepared By: o Vera A. Felgemacher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services RicHard W. Hol'orn, P. Eng. .' Division Head Municipal Property & Engineering - DS:nw Attachments Copy: Chief Administrative Officer Ever untsma Director, Operations & Emergency Services - ~-:;;~)~~'-~ Gillis A. Paterson Director, Corporate Services & Treasurer Report DES 36-07 September 17, 2007 Subject: Tender T-2-2007 - Tender for Sheppard Avenue 1 2 6 Reinforced Soil System Page 6 -- Recommended for the consideration of Pickering City Cou It j7 / / ~" --- ,---../ ----'" , "I ):0 Ri,c,' _~E;,5.. 3,,- 0 1 ~....._"L. ..1....__.. MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender: T-2-2007 SHEPPARD AVENUE AT PETTICOAT CREEK -, I cr CRT. 10 CANADIAN TWVN RIVERS DRIVE .- r .?o ICHARDSONit ~ ST ~ cr TONEHAMPTON -A7-) ~ ~~~ERJ CRES. DRIVE SUBJECT AREA FIDDLERS (I LANE IJ~UTUMN CR NATIONAL RAILWAYS SHEPPARD w > cr o () ;0 -I I- Z ~ o :2 w () ~ o n:: LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: o <r o rr ':{ Z <l: in w if) o D::: 127 lh] LAURIER AVENUE OJ > ;0 ;0 -< ~ I- o o LL l- I () :J Slope Stabilization . Installation of a slope retention system to widen the existing road platform to accommodate the future urbanization of Sheppard Avenue from Altona Road to Rosebank Road. Complete Restoration (fine grading and sodding where required) . to all areas affected. .- LlMPandElDes'gn SupportlCapital Projects & Scheduling\Atlachments for Tenders\2007\T-02-07 Sheppard Slope. doc 128 !'1ENT #__;..~. TO REPORT# 6cS ~(g-07 I of~ CORPORATE SERVICES OEPARTMENT .~~), MEMORANDUM -.-c. To: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky V Supervisor, Engineering & Capital Works RECEIVED $ER 0 7 2007 CITY OF PICKERING MUWCIPAL PROPERTY & ENGINEEFlING September 7,2007 From: Barbara Tran Buyer Subject: Tender No. T-2-2007 Tender for Sheppard Avenue Reinforce'd Soil System CLOSING: Friday, September 7, 200'7, before 2:00 p.m. Tenders have been received for the above project. Seventeen companies were invited to participate. An advertisement was placed in the Daily Commercial News, News Advertiser and on the City's Website yielding interest from additional bidders. A total of 7 companies picked up a tendering package for a non-refundable fee of $75.00. -- 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 for checking of tendered unit prices and extensions; unit prices shall govern and extensions will, be corrected accordingly, which ,has been done and shown on the attached Summary. Copies of bids from the two (2) bidders are attached for review. Pursuant to Information to Bidders Item 21, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. please advise Supply & Services as soon as possible if we are to proceed in this direction. --' ACH~'IENT#_..l::_. TOREPORT# OES 3(g...o7 T-2-2007 J. .of~ September 7,2007 Tender for Sheppard Avenue Reinforced Soil System 1 2 9 Page 2 ,"""'" (a) (b) (c) (d) (e) a copy of the Health and Safety Policy to be used on this project; a copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report 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; and the City's certificate of insurance completed by the bidder's agent, broker or insurer. Waste Management Plan (Information to Bidders Item 23) Include the following items in your Report to Council: (a) if items (a) through (e) noted above, are acceptable to the Health & Safety Co-ordinator; (b) any past work experience Montgomery MacEwen Contracting 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 Montgomery MacEwen Contracting is not acceptable; and (i) related comments specific to the project. - Please do not disclose any information to enquiries. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact If you require further information, please feel free to contact me or a member of Supply & Services. 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Q) --I oC:S ~ 0 C W C 0 U :;::; :;::; m u u ~ co ::l '- - Q) '- ~g C - E l/) 0 m C () Z o l/) E:;::; () .~ o u C '- om 0 Q.) co .... -'- 0:: -0 a.Q.) c..... :"S1 ....- o C ~ .- co ~8 CD w~ CO CiUI o~ REPORT TO COUNCIL Report Number: OES 39-07 Date: September 17, 2007 --. From: Everett Buntsma Director, Operations & Emergency Sen/ices Subject: Tender T-7-2007 Tender for Running Track Beverly Morgan Park File: A-2130 Recommendation: 1. That Report OES 39-07 of the Director, Operations & Emergency Services be received; and That Tender T-7-2007 submitted by Ancaster Paving Limited for repairing and resurfacing of the existing running track at Beverly Morgan Park at a cost of $125,546.40 (GST included) be accepted; and 3. That the total gross project cost of $143,036.40 (GST included) including the tender amount, and other associated costs and the total net project cost of $134,940.00 be approved; and 2. --....; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a. an internal loan of $134,000.00 for a period not to exceed 10 years; b. the balance amount of $940 to be funded from the 2007 Current Budget c. the annual repayment charges in the amount of approximately $17,350.00 be included in the annual Current Budget for the City of Pickering commencing in 2008, continuing thereafter until the loan is repaid; d. the Director, Corporate Services & Treasurer has updated the City's 2007 Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for debt and financial obligations, as established by the Province for municipalities in Ontario, and would not cause the City to exceed the updated Limit, and therefore, Ontario Municipal Board approval was not required prior to City Council's authorization; --