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HomeMy WebLinkAboutApril 1, 2019C!, ef DICKERING Executive Committee Agenda Monday, April 1, 2019 Council Chambers 2:00 pm Chair: Councillor Ashe Anything highlighted denotes an attachment or link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. To manoeuver back to the agenda page use the Ctrl + Home keys simultaneously, or use the "bookmark" icon to the left of your screen to navigate from one report to the next. For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 Iroberts@pickering.ca PICKERING Cdy Og Executive Committee Meeting Agenda Monday, April 1, 2019 Council Chambers - 2:00 pm Chair: Councillor Ashe (1) Disclosure of Interest (II) Delegations (III) Matters for Consideration 1. Director, Community Services, Report CS 01-19 Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre - Request for Proposal No. RFP -13-2019 Recommendation Pages 1-7 1. That Proposal No. RFP -13-2019 submitted by Cambium Inc. in the amount of $144,754.30 (HST included) be accepted; 2. That the total gross project cost of $189,954.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of $171,059.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $171,059.00 by a transfer from the future sale of land; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 2. Director, Engineering Services, Report ENG 02-19 8-23 Asphalt Resurfacing on Various City Streets - Tender No. T-4-2019 Recommendation 1. That Tender No. T-4-2019 for Asphalt Resurfacing on Various City Streets as submitted by Four Seasons Site Development Ltd. in the total tendered amount of $1,920,646.88 (HST included) be accepted; For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 Iroberts(a�pickerinq.ca Gly o% DICKERING Executive Committee Meeting Agenda Monday, April 1, 2019 Council Chambers - 2:00 pm Chair: Councillor Ashe 2. That the total gross project cost of $2,191,813.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $1,973,796.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $1,973,796.00 as follows: a. The sum $1,597,936.00 as approved in the 2019 Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; b. The sum of $175,686.00 be financed by the debenture financing approved for the Westney Road — Road Reconstruction Project in Report ENG 15-18, c. The sum of $100,087.00 as approved in the 2019 Capital Budget — Development Projects to be funded by a transfer from the Development Charges — City Share Reserve; d. The sum of $100,087.00 as approved in the 2019 Capital Budget — Development Projects to be funded by a transfer from the Development Charges — Roads & Related Reserve Fund; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 3. Director, Finance & Treasurer, Report FIN 04-19 Commodity Price Hedging Agreement Report Recommendation 24-27 It is recommended that Report FIN 04-19 from the Director, Finance & Treasurer regarding commodity price hedging agreements be received for information. (IV) Other Business (V) Adjournment eey o� DICKERING Report to Executive Committee Report Number: CS 01-19 Date: April 1, 2019 From: Marisa Carpino Director, Community Services Subject: Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre - Request for Proposal No. RFP -13-2019 File:. A-1440 Recommendation: 1. That Proposal No. RFP -13-2019 submitted by Cambium Inc. in the amount of $144,754.30 (HST included) be accepted; 2. That the total gross project cost of $189,954.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of $171,059.00 (net of HST rebate) be approved; That the Director, Finance & Treasurer be authorized to finance the net project cost of $171,059.00 by a transfer from the future sale of land; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The new Pickering Operations Centre, located at 1955 Clements Road, is under construction with an anticipated completion date of June 2019. Public Works will move out of the existing facility, located at 2570 Tillings Road, over the summer and it will be fully vacated in September 2019. The City intends to demolish the existing facility including all structures, foundations, underground services, parking, driveways, and outbuildings. The entire ten acre site will be decontaminated in accordance with all applicable regulations prior to the City disposing of the property. The approved 2018 Capital Budget included funding for the selection of a consultant for the work needed prior to the physical remediation and demolition of the existing facility. As such, the City of Pickering released RFP -13-2019 seeking consulting services for site investigation, condition assessment, and the preparation of technical documents to support the City of Pickering's remediation and demolition tender. Request for Proposal No. RFP -13-2019 was advertised on the City's website on January 3, 2019 with a closing date of February 5, 2019. An optional site visit was held on January 17, 2019. Five companies submitted a proposal: All five submission's were evaluated and scored in accordance with the RFP. 1 Report CS 01-19 April 1, 2019 Subject: Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre The highest ranking proponent, Cambium Inc., submitted a price of $144,754.30 (HST included), which is recommended for approval. The total gross project cost is estimated to be $189,954.00 (HST included) and the total net project cost is estimated at $171,059.00 (net of HST rebate). Financial Implications: 1. Proposal Amount Request for Proposal No. RFP -13-2019 HST (13%) Total Gross Project Cost $ 128,101.15 16,653.15 $144,754.30 2. Estimated Project Costing Summary Request for Proposal No. RFP -13-2019 Contingency Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $128,101.00 $40,000.00 $168,101.00 $21,853.00 $189,954.00 (18,895.00) $171,059.00 3. Approved Source of Funds 2018 Capital Budget — Operations Centre Account Code 5315.1802.6230 Source of Funds Budget Sale of land $200,000.00 Total Funds $200,000.00 Required $171,059.00 $171,059.00 Project Cost under (over) approved funds by $28,951.00 RFP -13-2019 included unit rates and estimated quantities for a wide variety of estimated testing which may be required. Actual quantities required will vary depending on the results of the consultant's investigations. A larger than usual project contingency has been provided in this budget to address the potential cost implications of conditions not yet known. Discussion: The new Pickering Operations Centre, located in Pickering at 1955 Clements Road, is under construction with an anticipated completion date of June 2019. Public Works will move out of the existing facility, located at 2570 Tillings Road, over the summer and will therefore vacate the facility in September 2019. The City intends to demolish the existing facility including all 2 Report CS 01-19 April 1, 2019 Subject: Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre structures, underground services, parking, driveways, and outbuildings. The entire ten acre site will be decontaminated in accordance with all applicable regulations prior to the City disposing of the property. The consulting services required prior to the physical decontamination and demolition of the facility include: • Phase One and Two Environmental Site Assessment (ESA) reports. • Designated Substance Survey of the full site. • Boreholes and testing to establish the nature and extent of contamination. • Preparation and submission of a Record of Site Condition (RSC). • Preparation of the documents required for approval and final clearance by the Ministry of Environment and other authorities having jurisdiction. • Recommendations for the pre -qualification of demolition contractors. • Technical drawings and specifications for tender documents. • Site administration and inspection of the decontamination and demolition to ensure compliance. The submission of the highest ranking proponent, Cambium Inc., included a price of $144,754.30 (HST included) and is recommended for approval. The total gross project cost is estimated to be $189,954.00 (HST included) and the total net project cost is estimated at $171,059.00 (net of HST rebate). Award to the highest ranking proponent, Cambium Inc., will be conditional upon receiving the City's Health & Safety form, Certificate of Insurance, and requisite approvals. The previous work experience and references of Cambium Inc. were reviewed and deemed to be acceptable as part of the pre -qualification process. Upon careful .examination of all proposals and relevant documents received, the Community Services Department recommends the acceptance of Request for Proposal No. RFP -13-2019 submitted by Cambium Inc. in the amount of $144,754.30 (HST included), and that the total net project cost of $171,059.00 be approved. Attachments: 1. Supply & Services Memorandum dated February 8, 2019 2. Supply & Services Memorandum dated March 5, 2019 3 Report CS 01-19 April 1, 2019 Subject: Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre Prepared By: Brian " 1 Division Head, Operations r,. Ray Rodrigues Manager, Supply & Services MC:bd Approved/Endorsed By: Marisa Carpino ~- Director, Community Services Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer 121 Zo/7 4 DICKERING 64 et ATTACHMENT# I TO REPORT# C 01- lc( Memo To: Marisa Carpino February 8., 2019 Director, Community Services From: Jacqueline Charles Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services Subject: Proposal No. RFP -13-2019 Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre Closing Date: February 5, 2019 - File: F-5300-001 Terms of Reference for Request for Proposal for the Remediation and Demolition of the Tillings Road Operations Centre was advertised on the City's website on January 3, 2019. Five companies have submitted a proposal. Stage I — Mandatory Submission Requirements — determines which submissions satisfy all the mandatory submission requirements and provides Proponents the opportunity to rectify deficiencies. Three Proponents rectified deficiencies in their submission within the rectification period. Five proposals proceed to Stage II — Evaluation. Proposals are attached for evaluation, along with the evaluation criteria included in the RFP document. Each member of the evaluation committee shall independently review and score the submissions on the basis of the rated criteria outlined in Terms of Reference and sign the evaluation form. Attachments: 1. Stage I — Evaluation of Submission Requirements 2. Stage II — Evaluation of Rated Criteria 3. Supplier Evaluation Form 4. Copy of the proposals received (Evaluation Team Only) Evaluation committee members shall forward the completed evaluation forms to Jacqueline Charles. In accordance with Purchasing Procedures 14.02 Item 17, committee members' scores for each Respondent will be totaled to establish an average score. A summary of average scores will be prepared by Supply & Services for review and discussion at a meeting set up for the evaluation committee, if required. Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the contract has been awarded. If you require further information, please contact me, or a member of Supply & Services. JC Attachments (4) 5 DICKERING ATTACHMENT# TO REPORT # M. Memo To: Marisa Carpino March 5, 2019 Director, Community Services From: Jacqueline Charles Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services Subject: Proposal No. RFP -13-2019 Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre Closing Date: February 5, 2019 - File: F-5300-001 Further to earlier memo dated February 8, 2019, five (5) proposals proceeded to Stage II evaluation. The Evaluation Committee, consisting of City Staff from Community Services, conducted independent evaluations of the proposals. A summary of average scores is completed and a copy is attached. In accordance with Item 2.5 Stage IV — Ranking and Contract Negotiations, all scores from Stage II and Stage III have been added together, the proponents have been ranked based on their total scores, and may be selected to attend an interview in Stage IV. The Evaluation Committee has confirmed that the Stage V - Interview, will not be required. Cambium Inc. is the highest ranking proponent in the amount of $128,101.15 plus HST. The highest ranking proponent may be engaged for contract negotiations. Please advise if this is required. A budget of $200,000 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. In accordance with Part B. Material Disclosures, Item 1, as a pre -condition of award, the selected proponent, Cambium Inc. will be required to provide the following documents for review: (a) A copy of the City's Health and Safety Policy form currently dated and signed; and (b) The City's certificate of insurance or approved alternative form shall be completed by the Proponent's agent, broker or insurer. Please advise if we are to proceed with this task. 6 In accordance with Purchasing Policy Item 10.04, where written proposals are obtained by the Manager in accordance with procedures set out in Section 06 and funds are available in the approved budget: (c) An award over $50,000 is subject to the additional approval of Council. Please include the following items in your Report to Council: 1. if Item (a) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (b) is acceptable to the Manager, Budgets & Internal Audit; 3: any past work experience with the highest ranking proponent Cambium Inc. including work location; 4. the appropriate account number(s) to which this work is to be charged; 5. the budget amount(s) assigned thereto; 6. Treasurer's confirmation of funding; 7. related departmental approvals; and 8. related comments specific to the project. Upon receiving Council's approval, an approved requisition will be required to proceed. Do not disclose any information to enquiries during this time. The Proponents 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. JC Attachments (2) RFP -13-2019 Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre Page 2of2 7 /, oaf DICKERING Report to Executive Committee Report Number: ENG 02-19 Date: April 1, 2019 From: Richard Holborn Director, Engineering Services Subject: Asphalt Resurfacing on Various City Streets - Tender No. T-4-2019 - File: A-1440 Recommendation: 1. That Tender No. T-4-2019 for Asphalt Resurfacing on Various City Streets as submitted by Four Seasons Site Development Ltd. in the total tendered amount of $1,920,646.88 (HST included) be accepted; 2. That the total gross project cost of $2,191,813.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $1,973,796.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $1,973,796.00 as follows.: a. The sum $1,597,936.00 as approved in the 2019 Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; b. The sum of $175,686.00 be financed by the debenture financing approved for the Westney Road — Road Reconstruction Project in Report ENG 15-18, c. The sum of $100,087.00 as approved in the 2019 Capital Budget — Development Projects to be funded by a transfer from the Development Charges — City Share Reserve; d. The sum of $100,087.00 as approved in the 2019 Capital Budget — Development Projects to be funded by a transfer from the Development Charges — Roads & Related Reserve Fund; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the 2019 Roads Projects Capital Budget, asphalt resurfacing for the following locations were approved as construction projects: • Liverpool Road • Greenmount Street • Oklahoma Drive • Squires Beach Road • Major Oaks Road • New Street • Eyer Drive • Naroch Boulevard 8 ENG 02-19 April 1, 2019 Subject: Asphalt Resurfacing on Various City Streets Tender No. T-4-2019 Page 2 Also, as part of the 2019 Roads Projects Capital Budget, the final lift of asphalt on Breezy Drive and Salem Road were approved as construction projects. As part of the 2016 Northern Road Hard Surfacing Strategy endorsed by Council through Report ENG 09-16, Westney Road (from Seventh Concession Road to Eighth Concession Road) was identified as a priority for improvement. In 2018, Tender No. T-11-2018 (Westney Road — Road Reconstruction) was approved by Council through Report ENG 15-18. The approval of 10 year debt for this project included the amount required for the top asphalt works in 2019 that were included in Tender No. T-4-2019. Tender No. T-4-2019 was issued on Tuesday, February 5, 2019 with a tender closing date of Wednesday, February 27, 2019. Nine companies submitted a bid for this project. The low bid of $1,920,646.88 (HST included) submitted by Four Seasons Site Development Ltd. is recommended for approval. The total gross ,project cost is estimated at $2,191,813.00 (HST included) with an estimated total net project cost of $1,973,796.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-4-2019 $1,699,687.50 HST (13%) 220,959.38 Total $1.920,646.88 2. Estimated Project Costing Summary Tender No. T-4-2019 — Tender for Asphalt Resurfacing on Various City Streets Associated Costs Materials Testing Federal Gas Tax Sponsor Sign Construction Contingency (10% ) Sub Total - Costs HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $1,699,688.00 68,000.00 2,000.00 169,969.00 $1,939,657.00 252,156.00 $2,191,813.00 ($218,017.00) $1,973,796.00 9 ENG 02-19 Subject: Asphalt Resurfacing on Various City Streets Tender No. T-4-2019 April 1, 2019 Page 3 3. Approved Source of Funds Location Breezy Drive Liverpool Road Oklahoma Drive Major Oaks Road Eyer Drive Greenmount Street Squires Beach Road New Street Naroch Boulevard Westney Road Salem Road Salem Road Expense Code 5320.1904.6251 5320.1914.6251 5320.1915.6251 5320.1916.6251 5320.1917.6251 5320.1918.6251 5320.1919.6251 5320.1920.6251 5320.1921.6251 5320.1632.6250 5321.1907.6251 5321.1907.6251 Source of Funds Federal Gas Tax Federal Gas Tax Federal Gas Tax Federal Gas Tax Federal Gas Tax Federal Gas Tax Federal Gas Tax Federal Gas Tax Federal Gas Tax Debt — 10 year Development Charges — City's Share Reserve Development Charges — Roads & Related Reserve Fund Budget $65,000.00 335,000.00 230,000.00 520,000.00 70,000.00 115,000.00 120,000.00 240,000.00 90, 000.00 185,000.00 125,000.00 125,000.00 Required $61,040.00 295,379.00 207,867.00 450,898.00 64,505.00 105,200.00 162,544.00 166,425.00 84,078.00 175,686.00 100,087.00 100,087.00 $2,200,000.00 $1,973,796.00 Net project cost (over) under approved funds $226,204.00 Discussion: As part of the 2019 Capital Budget, asphalt resurfacing, and final lift of asphalt for the following locations were approved as construction projects: • Breezy Drive (West Shore Boulevard to Leaside Street) • Liverpool Road (Tatra Drive to Krosno Boulevard) • Oklahoma Drive (Whites Road to Hillcrest Road) • Major Oaks Road (Dellbrook Avenue to Wildwood Crescent) • Eyer Drvie (190m north of Oklahoma Drive to 310m north of Oklahoma Drive) • Greenmount Street (106m east of Valley Farm Road to Major Oaks Road) • Squires Beach Road (50m north of Clements Road to 245m north of Clements Road) • New Street (Parkside Drive to Whites Road) • Naroch Boulevard (Tatra Drive to Grenoble Boulevard) • Salem Road (Highway #7 to Fifth Concession Road) 10 ENG 02-19 April 1, 2019 Subject: Asphalt Resurfacing on Various City Streets Tender No. T-4-2019 Page 4 The reconstruction of Westney Road is a Northern Road Hard Surfacing Strategy project that was endorsed in 2016. The reconstruction up to base asphalt was undertaken in 2018 through Tender No. T-11-2018, as approved in Report ENG 15-18. In Report ENG 15-18, the issuance of 10 year debt was approved as the funding source for the project, including works to be undertaken in 2019. The amount of $185,000.00 was included in the total net project cost for top asphalt, line painting, materials testing and steel beam guide rail. As debt has already been approved and issued for the 2019 works, that are included in Tender No. T-4-2019, no new debt is required. Tender No. T-4-2019 was issued on Tuesday, February 5, 2019 and closed on Wednesday, February 27, 2019 with 9 bidders responding. The low bid submitted by Four Seasons Site Development Ltd. is recommended for approval. The total gross project cost is estimated at $2,191,813.00 (HST included), with an estimated total net project cost of $1,973,796.00 (net of HST rebate). References for Four Seasons Site Development Ltd., their Waste Management Plan and list of sub -contractors have been reviewed and are deemed acceptable by the Manager, Capital Projects & Infrastructure. The City's Health & Safety Policy form, and a current Clearance Certificate issued by the Workplace Safety & Insurance Board has been submitted to the City by Four Seasons Site Development Ltd. The Certificate of Insurance has been reviewed by the Manager, Budgets & External Audit and is deemed acceptable. In conjunction with staffs review of the contractor's previous work experience the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends acceptance of the low bid submitted by Four Seasons Site Development Ltd., for Tender No. T-4-2019 in the amount of $1,920,646.88 (HST included), and that the total net project cost of $1,973,796.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated February 28, 2019 2. Record of Tenders Opened and Checked 3. Location Maps 11 ENG 02-19 Subject: Asphalt Resurfacing on Various City Streets Tender No. T-4-2019 April 1, 2019 Page 5 Prepared y: f(2:,1\,/' Kevin Cahill, CET, CRS Senior Cq'Qrdinator, Capital Projects Scott Booker Manager, Capital Projects & Infrastructure Ray Rodrigues Manager, Supply & Services KC: mj h Approved/Endorsed By: erector, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer l�aC• A wi9' 12 ATTACHMENT # I__ "i O REPORT # 02~ lq of 644 DICKERING Memo To: Richard Holborn February 28, 2019 Director, Engineering Services From: Jacqueline Charles Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Engineering Services Manager, Supply & Services Subject: Tender No. T-4-2019 Tender for Asphalt Resurfacing on Various City Streets Closed: Wednesday, February 27, 2019 — 2:OOpm File: F-5400-001 Tender No. T-4-2019 was advertised on the City's website on February 5, 2019. 9 companies have submitted a bid for this project. 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 13.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). Three (3) bids have been retained for review at this time and are attached. Summary Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Four Seasons Site Development Ltd. $1,920,646.88 $1,920,646.88 Forest Contractors Ltd. $2,061,889.53 $2,061,889.53 C. Valley Paving Ltd. $2,131,471.54 $2,131,471.54 Coco Paving Inc. $2,236,405.35 $2,236,405.35 Brennan Paving & Construction Ltd. $2,313,686.87 $2,313,686.87 IPAC Paving Limited $2,453,106.55 $2,453,106.55 13 14 Tender No. T-4-2019 Te.nriPr for Asphalt Resurfacing on Various Citv Streets ATFACH ME NT'4_1_, TO ILEI' OEVI a of D. Crupi & Sons Limited $2,519,401.57 $2,519,401.57 Ashland Paving Ltd. $3,100,552.20 $3,100,552.20 Serve Construction Ltd. $3,317,432.81 $3,317,432.81 Pursuant to Information to Bidders Item 27 Pre -Condition of Award and Item19 Tendering Specifications, the following documentation will be requested of Four Seasons Site Development Ltd. for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a) A copy of the City's Health and Safety Policy form currently dated and signed; (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (c) The City's certificate of insurance or approved alternative form completed by the Bidder's agent, broker or insurer; and (d) Waste Management Plan. A budget of $2,200,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please include the following items in your report: 1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable to Engineering Services 4. if Item (d) is acceptable to Engineering Services 5. any past work experience with low bidder Four Seasons Site Development Ltd. including work location; 6. without past work experience, if reference information is acceptable to Engineering Services 7. the appropriate account number(s) to which this work is to be charged; 8. the budget amount(s) assigned thereto; 9. Treasurer's confirmation of funding; 10. related departmental approvals; and 11. related comments specific to the project. February 28, 2019 Page 2 A TACHMENTj_ __ TO REPOR i` .�,..-,L11J_4q b - / c 3 of - , After receiving Council's approval, an approved "on-line" requisition will be required to proceed. Enquiries can be directed to the City's website for the unofficial bid results as read out at the public tender opening or to Supply & Services. 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. JC/Ic Attachments (5) February 28, 2019 Tender No. T-4-2019 Tandar fnr Denhal+ Raei trfarinn nn Varint tc f'.ifv Sfratfc Page .h5 City of Pickering Record of Tenders Opened and Checked Tender Description: Asphalt Resurfacing On Various City Streets Tender No.: Date: 4 Time: 0 0 T-4-2019 Wednesday, February 27, 2019 Approx. 2:15 pm Local Time Bidder Name Total Tendered Amount Bidder Sign In Comments • Four Seasons Site . Development Ltd. $2/3i _ ,S Ashland Paving Ltd. $ 1 3) oo 55(a5ci�4-ch e J rn'�e „vas re) off- 4 f re- ..-E Brennan Paving & Contracting Ltd 2a $ 686'g?. k. ¥ , 3cro�i e) prz L,,.; re4el Dvl" .t3 fr.-76-x scrd�c� P�z.P WaJ i�d 0%1-:- ar-e,— 1 —. = IPAC Paving Limited $ • D-(453 $ ,_,,S/c( Lob,55 '- o r . • S -R- D. Crupi & Son Ltd City Staff Present ri+ 4icaz74-- Other The information is strictly preliminary, pending review .1nd verification of conformance to terms, conditions and specifications. Page 11 • City of Pickering Record of Tenders Opened and Checked Tender Description: Asphalt Resurfacing On Various City Streets Tender No.: - Date: Time: 0 p T-4-2018 Wednesday, February 14, 2018 Approx. 2:15 pm Local Time Bidder Name Total Tendered Amount Bidder Sign In Comments C.VaIIy Paving Ltd $ ) 31 7/ . S /Y14 ,/ Serve Construction $ Sj 3 / 7 , (f 32 . 8/ Coco Paving Inc $ 2, 2 3 6 (foS . 3 S 7 j/i/., Forest Contractors Ltd. $ .2 06,/ 835.-S, _,/6R&, City Staff Present Other The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications. Page(2 ATTACH ENT.#- T p` f SPORT# ..— _L II Project Area No. 1 Location Map — Breezy Drive Breezy Drive — from West Shore Boulevard to Leaside Street. The proposed works include a final lift of asphalt and pavement markings. Project Area No. 2 Location Map — Liverpool Road Liverpool Road — from Tatra Drive to Krosno Boulevard. The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. 18 ATTACH MENT#_ REPOR # ±20,2-�c1 ProjecUArea-l4b Location Map — Oklahoma Drive Oklahoma Drive — from Whites Road (RR #38) to Hillcrest Road. The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 4 Location Map — Major Oaks Road Major Oaks Road — from Dellbrook Avenue to Wildwood Crescent (south intersection). The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. 19 ATTACH dOREPORT# _ zO /of Project Area No. 5 Location Map — Eyer Drive Eyer Drive — from 190m north of. Oklahoma Drive to 310m north of Oklahoma Drive. The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 6 Location Map — Greenmount Street Greenmount Street — from 106m east of Valley Farm Road to Major Oaks Road. The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. 20 o 1q Project Area No. 7 Location Map — Squires Beach Road Squires Beach Road — from 50m north of Clements Road to 245m north of Clements Road. The proposed works include asphalt resurfacing. Existing concrete curbs and gutters that are deficient shall be removed and replaced as required. Project Area No. 8 Location Map — New Street New Street — from Parkside Drive to Whites Road (RR #38). The proposed works include asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. 21 ATTACHMENT# 3 TO REPORT# Project*r of Location Map — Naroch Boulevard Naroch Boulevard - from Tatra Drive to Grenoble Boulevard. The proposed works include asphalt resurfacing. Allexisting concrete barrier curbs shall be removed and replaced with new concrete curb and gutters. Project Area No. 10 Location Map — Westney Road Westney Road — from Seventh Concession Road, north to Eighth Concession Road. The proposed works include a final lift of asphalt and pavement markings. 22 ATTACHMENT#w, TOREPORT# LNC'7 62-- / / Project 4111 Location Map — Salem Road Salem Road — from Fifth Concession Road to Highway 7. The proposed works include a final lift of asphalt and pavement markings. 23 DICKERING Report to Executive Committee Report Number: FIN 04-19 Date: April 1, 2019 From: Stan Karwowski Director, Finance & Treasurer Subject: Commodity Price Hedging Agreements Report Recommendation: Itis recommended that Report FIN 04-19 from the Director, Finance & Treasurer regarding commodity price hedging agreements be received for information. Executive Summary: The Commodity Price Hedging Policy FIN 060, approved by Council per Resolution #88/10, requires a Report to Council at least once each fiscal year with respect to any and all commodity price hedging agreements in place containing, at a minimum, all information required by Section 6(1) O. Reg. 653/05,. as amended, as well as: 1. A statement about the status of the agreements during the period of the Report, including a comparison of the expected and actual results of using the agreements. A statement by the Treasurer that all of the agreements entered during the period of the Report are consistent with the municipality's statement of policies and goals relating to the use of Commodity Hedging Price Agreements; and 3. Such other information as Council may require. The City has entered into hedging agreements for the commodities of natural gas and electricity procurement through Local Authority Services Ltd. (LAS), which is a wholly owned subsidiary of the Association of Municipalities of Ontario (AMO). Financial Implications: The LAS Hedge Procurement Program currently includes 133 municipalities. It buys energy commodities at varying percentages of their total volume through forward price hedge contracts, rather than being subject to 100 per cent of the price volatility through the spot market. The City has elected to continue with hedging 65 per cent of both the City's natural gas and electricity requirements while the remaining 35 per cent is purchased at fluctuating spot market prices. 24 Report FIN 04-19 Subject: Commodity Price Hedging Agreements Report . April 1, 2019 Page 2 Natural Gas The 2019 natural gas budget is $399,302. To protect the City's budget plan, the City has entered into the LAS Natural Gas Procurement Program for the period November 1, 2018 to October 31, 20.19 at the hedge price of 10.60/m3. For 2018, the City received a Rebate Cheque in the amount of $14,205 from LAS as the municipality's share of a. reserve fund surplus that is returned to all members that had accounts enrolled in the LAS Natural Gas Program during the period of November 1, 2016 to October 31, 2017. Electricity The 2019 hydro budget for all City operations including streetlights is $2.44 million. The LAS Electricity Procurement Program hedged purchase price is $24.00/MW (program fees included), which equates to a per kWh contracted price of 2.4¢/kWh, for the period of January 1, 2019 to December 31, 2019. This results in an expected all-inclusive commodity cost of 10.5730/kWh. Discussion: Volatile shifts in utility pricing create significant challenges in maintaining utility budgets. This uncertainty in energy pricing can impact decision making and cost controllability for the City. The LAS Hedge Procurement Program stabilizes, energy pricing, which assists in maintaining the Council approved budget every year. The City has hedged 65 per cent of the City's municipal natural gas and electricity requirements at the prices contained in this report with the remaining 35 per cent of the City's energy consumption being purchased at spot market prices for the 2019 term. This spot market exposure provides cost savings opportunities to the City compared to the current Regulated Price Plan (RPP) for eligible accounts, in addition to the price stability provided by the hedge purchase price. LAS Natural Gas. Hedge Procurement Program — Enrolled April 2006 Commodity Expenditure — 2018 — $325,091 2019 Contract Price — November 1, 2018 to October 31, 2019 — 10.60/m3 Hedged Volume - 65 per cent The LAS 2019 hedged purchase price for the purchase only portion of natural gas decreased by 10.9 per cent (or 1.30/m3) from the 2018 rate. However, the delivery charge has increased over the same period and the Province began including a Cap & Trade charge of 3.4 ¢/m3 to the delivery charges beginning January 1, 2017 which offsets any potential savings from the lowered hedge purchase price. 25 Report FIN 04-19 April 1, 2019 Subject: Commodity Price Hedging Agreements Report Page 3 LAS Electricity Procurement Program — Enrolled January 2011 Commodity Expenditure — 2018 — $1,939,772 Current Contract Price — January 1, 2019 to December 31, 2019 — 2.4¢/kWh Total Average LAS 2019 Commodity Rate — 10.5730/kWh which includes: 65 per cent Hedge Price + 35 per cent Average Hourly Ontario Energy Price + Average Global Adjustment The LAS 2019 hedged purchase price portion increased by 12.1 per cent (or 0.259¢/kWh) from the 2018 rate. It is estimated that an all-inclusive cost avoidance of 1.1620/kWh should be realized, compared to the average Time of Use rates of 13.2¢/kWh. Additionally, LAS hedged a block of off-peak power for municipal streetlight accounts that is expected to provide a rate of 9.8880/kWh. However, due to a decrease in the Global Adjustment Rate and increase in the Ontario's Average Hourly Energy pricing, a decrease to the overall cost of electricity is expected of -0.685¢/kWh or -5.39 per cent compared to the 2018 all-inclusive rate. Treasurer's Statement: The objectives of the LAS bulk hedging procurement programs are generally synonymous with our municipal objectives: Facilitates Budgeting — purchasing blocks of energy commodities will produce stable prices for budgeting; Competitive Pricing — provides savings on required purchases; and Maximize Purchasing Power — pooling requirements with 133 municipalities and over 170 participating organizations can leverage better pricing than individual purchasing. The LAS Natural Gas and Electricity Procurement Program has provided the City with a sound commodity hedging strategy for its natural gas and electricity purchases. This benefits the City when prices fall and protects the City as much as possible when prices rise. Annual price stabilization and price benefits from bulk procurement along with individualized support, advice and consumption data reports, provides the City with a means to monitor its usage and more accurately forecast its annual utility budgets. Attachments: None Prepared By: Approved/Endorsed By: Ray Rodrigues, CPPB Manager, Supply & Services 26 Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Report FIN 04-19 Subject: Commodity Price Hedging Agreements Report April 1, 2019 Page 4 Recommended for the consideration of Pickering City iuncil Tony Prevedel, P.Eng. Chief Administrative Officer VaL • 1812©lc' 27