HomeMy WebLinkAboutFIN-20-002 - T19-202 Ephraim St and Ethel St Ann Stto Ethel St and Frederick St to Terminus Rd ReconREPORT TO: Committee of the Whole
DATE OF MEETING:2020-01-27
SUBMITTED BY: Brenda Johnson, Director of Accounting,519-741-2200 ext. 7647
PREPARED BY: Polina Semenov,Procurement Specialist,519-741-2200 ext. 7037
WARD (S) INVOLVED:Ward 1
DATE OF REPORT:2020-01-10
REPORT NO.:FIN-20-002
SUBJECT:T19-202 Ephraim Street and Ethel Street (Ann Street to Ethel Street and
Frederick Street to Terminus) Road Reconstruction
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RECOMMENDATION:
That Tender T19-202Ephraim Street and Ethel Street (Ann Street to Ethel Street and
Frederick Street to Terminus) Road Reconstruction, be awarded to J-AAR Excavating
Limited, London, Ontario, at theirtendered price of $2,371,981.88, including provisional
items and contingencies of $162,314plus H.S.T. of $308,357.64, for a total of
$2,680,339.52.
BACKGROUND:
Engineering Services is proceeding with the reconstruction of Ethel Street and Ephraim Street
approximately 470 metres long. The services were originally constructed in the 1930’s and are
in need of replacement.
The work includes the replacement of the existing sanitary sewer, storm sewer, water supply
system, roadway, curb and gutter, sidewalks and municipal service connections to the street
property line.
The administration, design and tendering of this project has been completed by MTE Consulting
staff, the construction administration and inspection of this project will be completed by MTE
Consultingstaff as well.
Designactivities began in 2018 and full funding for the 2020 construction has been allocated as
part of the 2020 budget.
The project is scheduled to begin April 27, 2020 weather permitting.
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REPORT:
Tenders were advertised publiclyonthe City of Kitchener website. Documents were
downloaded by thirty-five (35) interested parties and by the closing date of Monday December
2, 2019,twelve (12) tenders had been received.
The following tenders were received:
Bid Price
J-AAR Excavating Limited London ON $2,680,339.52 *
Gedco Excavating Ltd. Brantford ON $3,089,654.55
Oxford Civil Group Inc. Woodstock ON $3,158,617.70
Bel-Air Excavating & Grading Ltd. Cambridge ON $3,167,614.59
Sierra Infrastructure Inc Woodstock ON $3,168,521.66
Steed and Evans Limited St. Jacobs ON $3,182,444.43
Regional Sewer and WatermainLtd Cambridge ON $3,186,233.16
Nabolsy Contracting Inc. Mississauga ON $3,231,173.41
J. Weber ContractingLimited Breslau ON $3,349,773.19
E. & E. Seegmiller Limited Kitchener ON $3,649,128.21
410754 Ontario Limited o/aSousa Concrete Cambridge ON $4,386,578.08
Lakeside ContractingCompany Limited Mississauga ON $7,399,280.68
The tenders were reviewed by D. Roga, MTE Consulting Inc., the City’s Consultant for the project
and D. Lupsa,Engineering Design and Approvalswho concur with the above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic vision through
the delivery of core service.
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FINANCIAL IMPLICATIONS:
In addition to the costs anticipated in this tender, the design and implementation of these types
of projects typically involves city staff and resources from across the corporation. These costs
are included in the line item "Projected Costs: Staff Time/Permitting/Material testing", and will be
itemized when they exceed $125,000. Included in this line item are staff time and expenses for
all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation
Planning. The line item also includes all regulatory permitting, geotechnical and material testing,
detouring and traffic control, alternate access and parking requirements and any other
miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during
construction and contract administration.
The net cost for this tender (A), is fair and reasonable for a purchase of this scope but the upset
limit exceeds the budget allowance (B) provided within the budget. Funding for this purchase is
included within the 2020 capital forecast, in addition to the estimated surplus from the design
phase still remaining in theaccount. The estimated surplus (E) will be returned to the WIP Road
Reconstruction general account, and will be used to fund unexpected deficits in WIP Road
Reconstruction projects.
Estimated Cost for this Phase of Work
Tender T19-202 costs, including HST$ 2,680,339.52
less: HST rebate on tender (266,610.64)
Net Cost Being Awarded 2,413,728.88A
Projected Costs: Staff Time/Material Testing 67,873.00
Total Estimated Cost for this Phase of Work$ 2,481,601.88C
Budget for this Phase of Work
WIP -Road Reconstruction -Sanitary Utility 1,092,000.00
WIP -Road Reconstruction -Stormwater Utility 546,000.00
WIP -Road Reconstruction -Water Utility 696,000.00
Grant -Disaster Mitigation and Adaptation Fund 40,000.00
Total Budget for this Phase of Work$2,374,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B -C) (107,601.88)D
Estimated Surplus/(Deficit) from previous phases136,764.56
Total Estimated Surplus/(Deficit) $ 29,162.68E
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in advance of the
council / committee meeting.
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PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable.
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
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