HomeMy WebLinkAboutFCS-12-056 - T12-002 - Road Surface Construction1
KITC;H~.N~.R
Staff Report
finance and Corporate Ser~rices Department
www.kif[henerca
REPORT TO:
DATE OF MEETING:
SUBMITTED BY:
PREPARED BY:
WARD(S) INVOLVED:
DATE OF REPORT:
REPORT NO.:
SUBJECT:
RECOMMENDATION:
Committee of the Whole
2012-03-26
Larry Gordon, Director of Supply Services, 2214
Larry Gordon, Director of Supply Services
1,3,6,8,9,1 0
2012-03-19
FCS-12-056
T12-002 -Road Surface Construction
That Tender T12-002 -Road and Surface Construction be awarded to E&E Seegmiller Limited,
Kitchener, Ontario at their tendered price of $3,452,213., including provisional items and
contingencies of $295,705., plus H.S.T. of $448,787.69, for a total of $3,901,000.69; and further,
That the Mayor and City Clerk be authorized to execute an agreement satisfactory to the City
Solicitor.
BACKGROUND:
The works included in this tender are for the road rehabilitation of City streets and surface paving
(top coat of asphalt only) of streets which were fully reconstructed (under Accelerated
Infrastructural Renewal Program) within last two (2) years. The City undertakes a yearly
assessment of all streets which are in state of disrepair, to prioritize the roads which could be
included for rehabilitation. Road rehabilitation generally means the asphalt removal and
replacement to partial or full depth or asphalt recycling. This is a cost effective solution for
increasing the service life of the road, improving the ride comfort with significant reduction in the
maintenance or repair costs. Please refer to the attachment for complete list of streets, which will
receive rehabilitation or surface coat under this tender.
1 vii) - 1
REPORT:
Tenders were advertised publicly in The Record, the Daily Commercial News, on the City of
Kitchener website and the Internet through the Ontario Public Buyers Electronic Tendering
Information System. Documents were picked up by eighteen (18) interested parties, and by the
closing date of Thursday, March 8th, 2012, four (4) tenders had been received.
The tenders were reviewed by Rob Trussler, Engineering Construction Project Manager, who
elected to award the project to E & E Seegmiller Limited, Kitchener, Ontario.
The following tenders were received:
Bid Price Bid Price with
Scope Reduction
E & E Seegmiller Limited Kitchener ON $4,080,475.20 * $3,901,000.69
Steed and Evans Limited Heidelberg ON $4,133,958.78
Coco Paving Inc. Petersburg ON $4,134,284.48
Capital Paving Guelph ON $4,388,083.48
All bids received were higher than the Engineering estimate, and tender item quantities have been
reduced by $122,000. to bring the projected costs within the available budget.
The impact of this adjustment is that a road section may have to be differed to 2013. The street to
be differed under the 2012 program would be Maywood Road (Byron Avenue to Woodhaven
Road).
All submitted bids have been analyzed again by the City Staff, with adjusted tender quantities to
confirm that the order of bids remain unchanged. The estimated surplus will remain within the
project to potentially offset any negative variances in the future.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy framework.
The City of Kitchener's purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
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FINANCIAL IMPLICATIONS:
The estimated surplus (E) will remain within the project to potentially offset any negative variances
in the future.
Tender T12-002
Road and Surface Program
The total budget for all phases of this project is $3,901,000.00
Estimated Cost for this Phase of Work
Tender T12-012 costs, including HST 4,080,475.20
Deferral, including HST 137,859.72
Reduced bid price 3,942,615.48
less: HST rebate on tender (392,167.95)
Net Cost Being Awarded 3,550,447.53 A
Costs Incurred to Date -
Projected Costs: Staff Time/Permitting/Material Testing 260,415.00
Total Estimated Cost for this Phase of Work 3,810,862.53 C
Budget for this Phase of Work
Sanitary Utility 350,000.00
Storm Water Utility 175,000.00
Water Utility 234,000.00
Federal Gas Tax 3,142,000.00
Total Budget for this Phase of Work 3,901,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 90,137.47 D
Balance in account, net of encumbrances (22,891.45)
Total Estimated Surplus/(Deficit) 67,246.02 E
COMMUNITY ENGAGEMENT:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
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