HomeMy WebLinkAboutPD 30-09
Cull0~ REPORT TO
COUNCIL
PCN I ~KERI Report Number: PD 30-09
Date: October 19, 2009
From: Neil Carroll
Director, Planning & Development
Subject: Tender T-22-2009
- Tender for Road Improvements on Acorn Lane, Kodiak Street, Carpenter
Court and Woodview Avenue
- File: F-5400-001
Recommendation:
1. That Report PD 30-09 regarding the asphalt improvements for Acorn Lane,
Kodiak Street, Carpenter Court and Woodview Avenue be received;
2. That Tender T-22-2009 submitted by Ashland Paving Ltd. for the road
improvements to Acorn Lane, Kodiak Street, Carpenter Court and Woodview
Avenue at cost of $249,352 (GST included) be accepted;
3. That the total gross project cost of $276,862 (GST included) including the tender
amount and other associated costs and the total net project cost of $263,678 be
approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance the
project as follows:
a) that the sum of $135,000 be financed from development contributions using
the developers' security;
b) that the sum of $128,678 be funded from:
(i) the Development Charges Roads Related Reserve Fund in the amount of
$93,600;
(ii) DC City's Share Reserve in the amount of $114,400;
c) that the Director, Corporate Services & Treasurer is authorized to take any
actions necessary in order to effect the foregoing; and
5. Further, that the appropriate City of Pickering officials be authorized to take
necessary action to give effect thereto.
Report PD 30-09 October 19, 2009
Subject: Tender T-22-2009 1 19
Tender for Road Improvements on
Acorn Lane, Kodiak Street,
Carpenter Court and Woodview Avenue Page 2
Executive Summary: As part of the Development Agreements for residential
development fronting Acorn Lane, Kodiak Street and Carpenter Court the developer was
required to construct these roads as per City standards. The developer has failed to
complete these roads to an acceptable standard. Consequently, the City will be.
completing these works using the Developer's Security.
The completion of surface works for Woodview Avenue, south of Finch Avenue was
approved as part of the 2009 Development Projects (D.C. Funded) Capital Budget.
Tender T-22-2009 included required road works for all four roads, was released on
September 2, 2009 and closed September 16, 2009 with four (4) bidders responding.
Ashland Paving Ltd. was the low bidder.
The total net project cost is estimated to be $128,678 to the City and $135,000 as a
developer contribution (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-22-2009 $237,478.30
GST 11,873.92
Sub-Total 249,352.22
GST Rebate (11,873.92)
Total 237,478.30
2. APPROVED SOURCE OF FUNDS
Roads Capital Budget
Location Project Code Source of Funds Budget Required
Acorn Lane 5321.0950.6250 Developer Contribution 0 135,000.00
Kodiak Street
Carpenter Court
Woodview Ave. 5321.0911.6250 DC Roads & Related
Reserve Fund 93,600.00 57,905.00
DC City's Share Reserve 114,400.00 70,773.00
Total 208,000.00 128,678.00
Grand Total 208,000.00 263,678.00
I)epol PD 30-09 October 19, 2009
Subject: Tender T-22-2009
.Tender for Road Improvements.on
Acorn Lane, Kodiak Street,
Carpenter Court and Woodview Avenue Page 3
3. ESTIMATED PROJECT COSTING SUMMARY
T-22-2009 - Tender for Road Improvements on 128,684
Acorn Lane, Kodiak Street, Carpenter Court
Woodview Avenue 108,794
Associated Costs
Material Testing 5,000
Miscellaneous Costs 1,200
Construction Contingency 20,000
$263,678
GST 13,184
Total Gross Project Cost 276,862
GST Rebate (13,184)
Total Net, Project Cost $263,678
Project cost under (over) Budget $79,322
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs.
Sustainability Implications: This will improve the existing condition of the paved road
surface providing improved vehicular movement and extending the life cycle of the road
eliminating short term maintenance costs.
Background:
1. As part of the Development Agreements for residential development fronting Acorn
Lane, Kodiak Street and Carpenter Court the developer was required to construct
these roads as per City standards. As the developer has failed to complete these
roads to an acceptable standard the City will be completing these works using the
developer's security. The estimated cost'for this road work is $135,000.
2. The completion of surface works for Woodview Avenue, south of Finch Avenue was
approved as part of the 2009 Development Projects (D.C. Funded) Capital Budget.
Report PD 30-09 October 19, 2009
Subject: Tender T-22-2009 21
Tender for Road Improvements on
Acorn Lane, Kodiak Street,
Carpenter Court and Woodview Avenue Page 4
This tender is limited to the placement of surface course asphalt. The estimated
cost for this section of Woodview is $128,678. The 2009 approved budget for the
Woodview Avenue surface asphalt was $320.000, out of which approximately
$112,000 has been spent to date, leaving a balance of $208,000 available for the
remaining surface asphalt work to be undertaken by the City through T-22-2009
and landscaping works proposed to be completed in 2010. As this is a
development charge funded project, the percentage allocation between DC City's
Share Reserve and Development Charges (DC)-Roads & Related Reserve Fund
will be based on what was originally approved. Consequently, the available
allocation between the two funding sources is: City's Share Reserve $114,400
(55%) and DC-Roads & Related Reserve Fund $93,600 (45%).
3. Tender T-22-2009 was released on September 2, 2009 and closed September 16,
2009 with four (4) bidders responding. Ashland Paving Ltd. was the low bidder.
4. Although Ashland Paving Ltd. has not previously done work for the City of Pickering
all their references submitted with T-22-2009 have been reviewed and each
reference provided a positive response to work complete on their respective
projects. Ashland Paving Ltd. has been in business for 28 years.
5. The total net project cost is estimated to be $128,678 to the City and $135,000 as a
developer contribution (net of GST rebate).
The Health & Safety Policy, current WSIB Council Amendment to Draft #7 (CAD-7),
Certificate of Clearance issued by Workplace Safety & Insurance Board Certificate of
Insurance, Confined Space Entry Procedure and list of employees trained in confined
space as submitted by Ashland Paving, has been reviewed by the Coordinator, Health &
Safety and is acceptable. In conjunction with staff review of the contractor's references
and the bonding available on this project, the tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the Planning &
Development Department recommends the acceptance of the low bid submitted by
Ashland Paving Ltd. for Tender T-2272009 in the amount of $249,352 (GST included) and
that the total net project cost of $263,678 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
1 e5 r PD 30-09 October 19, 2009
Subject: Tender T-22-2009
Tender for Road Improvements on
Acorn Lane, Kodiak Street,
Carpenter Court and Woodview Avenue Page 5
Attachments:
1. Location Map - Kodiak Street, Acorn Lane and Carpenter Court
2. Location Map - Woodview
3. Supply & Services Memorandum dated September 16, 2009
Prepared By: Approved/Endorsed By:
Robert Starr Neil Carr
Manager, D velopment Control Director, Planning & Development
Vera A. Felge acher Gillis A. Paterson
C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer
Manager, Supply & Services
RS:jlm
Attachments
Copy: Chief Administrative Officer
(Acting) Chief Administrative Officer
Recommended for the consideration t
of Pickering City C ci i/
/ ~Idll'
J. Quinn, R, M I I I 10
Te
dministrative Office
C A
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ATTAC MERIT # To
REPORT # PD_a~-off 123
PICKERING
Planning & Development Tender T-22-2009
KODIAK STREET, ACORN LANE & CARPENTER COURT
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CENTRAL STREET
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Location and Proposed Construction
Kodiak Street, Acorn Lane & Carpenter Court, Claremont
Road works were not completed by the developer
0 Existing asphalt to be pulverized and replaced with a new asphalt surface.
ATTAIGHI NIENIT #--d TO
Carl REPORI # PQ n-bcI
124 PICKERING
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Planning & Development Tender T-22-2009
WOODVIEW AVENUE
FINCH AVENUE
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SANDCNERRY PINE GROVE AVENUE Z
Location and Proposed Construction
Woodview Avenue (Finch Avenue South to Hydro Corridor - 850m)
Completion of top course asphalt and ancillary works
Lctf ATTACHMENT # 3 TO
o~ REPORT # PD 3U--0
25
PICKERING MEMO
To.: Robert Starr September 16, 2009
Manager, Development Control R E C 1 V
From: Vera A. Felgemacher SEP 1 2u
Manager, Supply & Services CITY OF PICT CI ING
Subject: Tender No. T-22-2009 PLANNED PARTMENTPMENT
Tender for Road Improvements on Acorn Lane, Kodiak Street, Carpenter Court
and Woodview Avenue
Closing: Wednesday, September 16; 2009 before 2:00 PM (local time)
Nine (9) companies were invited to participate in this tender call. Five (5) companies picked up
tendering documents of which four (4) responded and submitted a tender for this project. An
advertisement was placed in the Daily Commercial News 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 90 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).' Three bids have
been retained for review at this time.
A copy of bids received is attached for review.
SUMMARY
PST & GST included
Bidder Total Tendered Amount $ After Calculation Check $
Ashland Paving Ltd. $249,352.22 $249,352.22
Coco Paving Inc. $258,486.44 $258,486.44
Miller Paving Ltd. $307,647.01 $307,763.34
Automatic rejection - Bid Bond submitted not in the
amount of 10% of the tendered amount. Reference:
Royalcrest Paving & Contracting Ltd. Purchasing By-law No. 5900-01, Procedure No. PUR
010-001, 10.04, Item 9(d), 1 B Item 16, 17, 18, and.
Tendering Specification Item 3
ATTACHNINT # 3 TO
` - REP R? # P~~,, ``~~330'0
Pursuant to Information to Bidders ~'tem 2emg wiwill be requested of the low bidder for
your review during the evaluation stage of this tender call. Please advise when you wish us to
profenwith this task.
(a) a copy of the current and dated Health and Safety Policy to be used on this project;
(b) 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);
(c) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d) Proof of compliance with amended Confined Space Entry Regulations (September 30,
2006).
(e) a list of employees trained in the confined space entry procedure who will be working on
this project
(f) the City's certificate of insurance or approved alternate completed by the bidder's agent,
broker or insurer;
In addition, a request to acknowledge by signature the City's Accessibility Regulations for
Contracted Services and Accessibility Training Policy (if available) and to provide their Waste
Management Plan for evaluation.
Include the following items. in your Report to Council:
(a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health & Safety
(b) any past work experience Ashland 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;
(g) related departmental approvals;
(h) any reason(s) why the low bid of Ashland Paving Ltd. is not acceptable; and
(i) related comments specific to the project.
Please do not disclose any information to enquiries except you can direct them to the City's
website for the unofficial bid results as read out at the Public tender opening. Bidders will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
VAF
Attachments
Tender No. T-22-2009
Tender for Road Improvements on Acorn Lane, Page 2
Kodiak Street, Carpenter Court and Woodview
Avenue
ATTACHMENT # 3 TO
REPORT # RQ 36-39
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