HomeMy WebLinkAboutFCS-13-125 - CAO Approved TendersStaff Report
Finance and Corporate Services
REPORT TO: Committee of the Whole
DATE OF MEETING: 2013 -08 -26
www1itchener ca
SUBMITTED BY: Larry Gordon, Director of Supply Services, 519 - 741 -2200
ext. 2214
PREPARED BY: Larry Gordon, Director of Supply Services, 519 - 741 -2200
ext. 2214
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2013 -08 -08
REPORT NO.: FCS -13 -125
SUBJECT: CAO Approved Tenders
RECOMMENDATION:
For information.
BACKGROUND:
In accordance with the CAO's By -law 18(e), the CAO can approve tenders during the months of
June, July and August, provided that the total costs are within the approved budgets contained
in the relevant Departmental budgets and that a report regarding these tenders is brought to
Council at its next regular meeting.
Once the decision has been approved by the CAO, a contract is drawn up and then forwarded
to Legal to arrange execution of same.
REPORT:
The following recommendations were approved during the Council recess and copies are
provided for information:
1. T13 -012 —Trail Construction and Paving
2. T13 -026 —Hot Mix Asphalt
3. T13 -047 — Stirling Avenue North — East Avenue to End (Conestoga Parkway) Road
Reconstruction
4. E13 -048 — Schneider Creek Remediation — Reach 2 and Reach 3 (Blockline Bridge to
Manitou Drive)
5. E13 -056 — Prequalification of Roofing Contractors
6. T13 -057 — Three (3) Units of Snow and Ice Removal Equipment to be mounted on a
29,937 kg (66,000 lb) G.V.W. Tandem Rear Axle Conventional Cab and Chassis
7. T13 -053 — Block Line Road Improvements (200m West of Strasburg Road to Homer
Watson Boulevard)
7 -1
The individual recommendations as approved by the CAO are attached for Council's
information.
FINANCIAL IMPLICATIONS:
All tenders awarded by the CAO were within approved budgets.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
7 -2
REPORT TO:
Jeff Willmer, Chief Administrative Officer
DATE OF MEETING:
2013 -p7 -18
SUBMITTED BY:
Larry Gordon, Director of Supply Services, 519 -741 -2200
ext. 7214
PREPARED BY:
Rudy Kruppa, Buyer, 519- 741 -2200 ext.7217
WARD(S) INVOLVED:
3,8,9
DATE OF REPORT:
2013-06 -14
REPORT NO.:
FCS -13 -109
SUBJECT; . T13- 012 Trail Construction and Paving
RECOMMENDATION:
That Tender T13 -012 Trail Construction and Paving be awarded to Ekum -Sekum Incorporated
ola Brantco Construction, Cambridge, Ontario at their tendered price of $344,410.80, .
including contingencies of $25,000., plus alternate items of $32,589., plus H.S.T. of $49,009.97,
for a total of $426,009.77.
BACKGROUND:
Trail construction and paving upgrades will occur in Henry Sturm Greenway (Lawrence Ave. to
Iron Horse Trail), Hearth Green (Highland Rd. W. to Queen's Blvd.), Lakeside Park (Queens
Blvd. to Greenbrook Dr. /Stirling Ave.) and Horner Watson Park (Wabanaki Dr. to Wilson Ave.).
All locations listed currently feature existing stone dust tralls of varying widths and conditions. All
trails will be upgraded to 3.0 m widths with asphalt surfacing. Total length of trail to be upgraded
is estimated at 3.25 km.
The trail upgrades have been made possible through the Canadian Infrastructure Improvement
Fund (CIIF) grant program. Council had approved a fist of seven project applications, two of
which were subsequently approved for funding including work in this tender. The 0117 will
provide 50% funding of the project.
lie -I-& le, Iko /7
7 -3
REPORT:
Tenders were advertised publicly on the City of Kitchener website and the Internet through the
Ontario Public Buyers Electronic Tendering Information System. Documents were downloaded
by twenty -seven (27) interested parties and by the closing date of Thursday May 30, 2013, five
(5) tenders had been received.
The tenders were reviewed by M. Parris, Landscape Architect, who concurs with the above
recommendation.
The following tenders were received:
Ekum -Sekum Incorporated O/A Brantco Construction
Hardscape Concrete & Interlock
Concord Paving Inc.
Speedside Construction
Bomar Landscaping Inc
Cambridge, ON
Paris, ON
Concord, ON
Rockwood, ON
Guelph, ON
Bid Price
$389,184.20'
$404,301.57
$436,086.21
$488,582.62
$795,382.19
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.
VAdMIA I
FINANCIAL IMPLICATIONS:
The net cost for this tender (A), is fair and reasonable for a project of this scope and the
upset limit is within the budget allowance (B) provided within the budget. Funding for this
project is included within the approved capital budget. The remaining surplus in the
account (D) will be used for the additional work up to the budget limit'as approved by the
CIIF.
Financial Summary for Tender T13 -012
Trail ConstructicFn & Paving
Estimated Cost
Tender T13 -012 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Costs incurred to Date.
Projected Costs
Estimated Cost
Budget for this Project
City of Kitchener
Federal Government
Total Budget for this project
Estimated Surplus /(Deficit) (B - C)
COMMUNITY ENGAGEMENT:
426, 009.77
(42, 374.78)
383, 634.99 A
383,634.99 C
250,000.00
250,000.00
500,000.00 B
116,365.01
A
Potential vendors are informed of bid opportunities through the public posting of bid documents
as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are
informed of purchasing recommendations to Council through the public reports which are
included with the Council agenda the week prior to the Council meeting.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
7 -5
RECOMMENDATION:
That Tender T13 -026 - Hot Mix Asphalt, be awarded as follows:
CoCo Paving Inc., Stratford, Ontario, and Kitchener Asphalt Limited., St. Clements,
Ontario, for work south of King Street; Dufferin Construction Company, London, Ontario, for
work north of King Street; and Innovative Surface Solutions Canada, Ajax, Ontario, for high
performance cold mix, at their tendered unit prices, with an option to renew for two (2) additional
twelve (12) month terms.
BACKGROUND:
Asphalt is an on -going maintenance, repair and operational requirement for repair /restoration of
city streets, walks and pathways.
This tender is based on fixed unit prices, for a one year term and on an estimated
representative sampling of asphalt materials used in the previous year. Actual spend will
depend on the level of construction activity throughout the term of the contract.
The average annual spend over the past two (2) years was $357,712,42
REPORT:
Tenders were advertised publicly on the City of Kitchener website and the Internet through the
Ontario Public Buyers Electronic Tendering Information System. Documents were downloaded
by fifteen (15) interested parties, and by the closing date of Thursday May 15, 2013, five (5)
tenders had been received.
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7 -6
Stdff Ro"port
flnence and Cotpomte Servrtces,Department cyWw.ktr teener ra
REPORT TO:
Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2012 -07 -18
SUBMITTED BY:
Larry Gordon, Director of Supply Services, 519- 741 -2200
ext. 7214
PREPARED BY:
Steve Rudak, Buyer, 741 -2200 ext. 7213
WARD(S) INVOLVED: NIA
DATE OF REPORT: 2012 -06 -13
REPORT NO.:
FCS- 13107
SUBJECT:
T13-026- Hot Mix Asphalt
RECOMMENDATION:
That Tender T13 -026 - Hot Mix Asphalt, be awarded as follows:
CoCo Paving Inc., Stratford, Ontario, and Kitchener Asphalt Limited., St. Clements,
Ontario, for work south of King Street; Dufferin Construction Company, London, Ontario, for
work north of King Street; and Innovative Surface Solutions Canada, Ajax, Ontario, for high
performance cold mix, at their tendered unit prices, with an option to renew for two (2) additional
twelve (12) month terms.
BACKGROUND:
Asphalt is an on -going maintenance, repair and operational requirement for repair /restoration of
city streets, walks and pathways.
This tender is based on fixed unit prices, for a one year term and on an estimated
representative sampling of asphalt materials used in the previous year. Actual spend will
depend on the level of construction activity throughout the term of the contract.
The average annual spend over the past two (2) years was $357,712,42
REPORT:
Tenders were advertised publicly on the City of Kitchener website and the Internet through the
Ontario Public Buyers Electronic Tendering Information System. Documents were downloaded
by fifteen (15) interested parties, and by the closing date of Thursday May 15, 2013, five (5)
tenders had been received.
c c Y ref ~ .fir
7 -6
The following tenders were received:
Innovative Surface Solutions Canada Ajax ON
CoCo Paving Inc. Petersburg OIL
Kitchener Asphalt Limited St. Clements ON,
Dufferin Construction Company London ON
Brantco Construction Cambridge ON
Bid Price
$ 147,363.30 *
$ 310,823.45 *
$ 635,274.70
$ 806,311.50 *
$ 859,704.00
Innovative Surface Solutions Canada bid one item and the unit price for the item is low bid.
CoCo Paving Inc., provided pricing on five items out of the nine listed, so the award for south of
King Street is split between CoCo Paving Inc., and Kitchener Asphalt Limited, who provided
pricing on all items.
The award of this tender is split in order to allow Operations staff efficient access to materials
based on the proximity of the work site in relation to the asphalt pick -up locations.
The price increased an average of 1.8% from the 2011 tender.
The tenders were reviewed by S. Berry, Manager, Maintenance Operations, and C. Greenwood,
Operations Supervisor, who concur with the above recommendation.
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.
FINANCIAL IMPLICATIONS:
Funding will be provided from various operating accounts as required.
COMMUNITY ENGAGEMENT:
Potential vendors are informed of bid opportunities through the' public posting- of bid documents
as outlined in the City's Purchasing By -Law. Vendors, local'media and the general public are
informed of purchasing recommendations to Council through the public reports which are
included with the Council agenda the week prior to the Council .meeting.
ACKNOWLEDGED BY: Dan Chapman, Deputy GAO & City Treasurer, Finance and Corporate
Services
7 -7
or
1 n nre acrd Corpora a e�r1c 3 department v,acnener w
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2013 -07 -18
SUBMITTED BY: Larry Gordon, Director of Supply Services, 519 -741 -2200
ext. 7214
PREPARED BY: Larry Gordon, Director. of Supply Services, 519 -741 -2200
ext. 7214
WARD(S) INVOLVED: 10
DATE OF REPORT: 2013 -07 -09
REPORT NO.: FCS -13 -116
SUBJECT:. T13 -047 — Stirling Avenue North — East Avenue to End
(Conestoga Parkway) Road Reconstruction
RECOMMENDATION:
That Tender T13 -047 — Stirling Avenue North - East Avenue to End (Conestoga Parkway) Road
Reconstruction, be awarded to Regional Sewer and Watermain Ltd., Cambridge, Ontario at
their tendered price of $1,567,341.05, including provisional items and contingencies of
$173,885., plus H.S.T, of $203,754.34, for a total of $1,771,095.39.
BACKGROUND:
Engineering Services will be proceeding with the reconstruction of Stirling Avenue North from
East Avenue to Hwy 7. The infrastructure has reached the end of its useful life and is in need of
replacement. The project involves the replacement of all. underground services and surface
works including road, curb and gutter and sidewalk. The work also includes implementation of
the first stage of the preferred alternative for the Flooding Mitigation Environmental Assessment
completed earlier this year. This project is the first of two phases of Stirling Avenue North. The
second reconstruction phase of Stirling Avenue North from Weber Street to East Avenue will be
completed in 2014.
REPORT:
Tenders were advertised publicly in 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 ten (10) interested parties, and by the closing date of
Thursday, June 20, 2013, six (6) tenders had been received.
7 -8
The tenders were reviewed by S. Mitchell, WalterFedy, the City's Consultant for the project, and
B. Bishop, Construction Project Manager who concur with the above recommendation.
The following tenders were received:
Bid Price
Regional'Sewer and Watermain Ltd.
Cambridge ON
$1,771,095.39
Sierra Construction (Woodstock) Ltd.
Woodstock ON
$1,968,899.28
Terracon Underground Ltd.
Brantford ON
$1,972,929.59
Steed and Evans Limited
St. Clements ,ON
$2,062,250.00
Amico Infrastructures (Oxford) Inc.
,Woodstock ON
$2,075,559.59
Be[-Air Excavating and Grading Ltd,
Cambridge ON
$2,142,702,77
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.
7- 9
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 lire 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 and the upset limit
is within the budget allowance (B) provided within the budget. Funding for this purchase is included
within the approved capital budget. The estimated surplus (E) will remain within the project, to fund
future work and the 2014 budget request will be reduced.
Tender T13 -047
Stirling Ave S Reconstruction
(Phase 1)
The total budget for all phases of this project is $5,485,529.00
Estimated Cost for this Phase of
Work
Tender T13 -047 costs, including HST 1,771,095.39
less:. HST rebate on tender
(176,169.06)
Net Cost Being Awarded
1,594,926.33 A
Costs Incurred to Date
395,736.00
Projected Costs: Staff Time /Material Testing
58,370.00
Total Estimated Cost for this Phase of Work
1,653,298.33 C
Budget for this Phase of Work
Sanitary Utility
791,471.00
Storm Water
Utility
395,736.00
Storm Water Utility - SWM Pond
Funding
265,939.81
Water Utility
533,383.00
Intensification Allowance
(DC)
31,301.00
Total Budget for this Phase of Work 2,017,830.81 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C)
Estimated Surplus/(Deficit) from previous phases
Total Estimated Surplus/(Deficit)
364,534.48 D
68,654.21
433,188.69 E
7-10
COMMUNITY ENGAGE=MENT:
Potential vendors are informed of bid opportunities through the public posting of bid documents
as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are
informed of purchasing recommendations to Council through the public reports .which are
included with the Council agenda the week prior to the Council meeting,
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
7-11
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2013 -07 -18
SUBMITTED BY: Larry Gordon, Director of Supply Services, 519 - 7412200
ext. 7214
PREPARED BY: Larry Gordon, Director of Supply Services, 519 -741 -2200
ext. 7214
WARD(S) INV61LVED: 3
DATE OF REPORT: 2013 -07 -12
REPORT NO.: i=CS -13 -119
SUBJECT: E13 -048 — Schneider Creek Remediation — Reach 2 and
Reach 3 (Blockline Bridge to Manitou Drive)
RECOMMENDATION:
That Expression of Interest E13 -048 — Schneider Creek Remediation — Reach 2 and Reach 3
(Blockline Bridge to Manitou Drive), be awarded to Ecosystem Recovery Inc., Cambridge,
Ontario at their estimated fee of $384,968., including contingencies of $34,997. plus H.S.T. of
$50,045.84, for a total of $435,013.84, based on a satisfactory contract being negotiated and an
upset fee being- estabi!shed. .
BACKGROUND:
The City of Kitchener and Grand River Conservation Authority (GRCA) have completed ,an
Environmental Assessment (EA) for the remediation of Schneider Creek between Hayward
Avenue and Manitou Drive. The original EA was completed in 1995 by the, GRCA but not
implemented. Due to the length of time from the completion of this study, an Addendum was
required to confirm the results and conditions used in the original study. The addendum has
been completed in accordance with the Class Environmental Assessment for Remedial Flood
and Erosion Control Projects, approved for projects of this type. The study was initiated due to
historic flooding and resulting ,damage to the railway line in this area. Several erosion sites
were also identified which would benefit from remedial measures. A preferred alternative was
determined for the three, reaches of creek within the study limits to alleviate the flooding and
erosion concerns.
The objective of the addendum was to complete a review of the evaluation of flood and erosion
mitigation alternatives taking into -consideration any changes that may have occurred to the
existing conditions over the past sixteen years. The evaluation was completed and a preferred
alternatives selected for the remediation of Schneider Creek, and was endorsed by Council
March, 2012.
7-12
REPORT:
In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of
Professional Services /Consultants, a Consultant's Review Committee was established
consisting of J. Stevenson, Engineering Construction Project Manager, D. Lupsa, Design and
Construction Project Manager, A. White, Design and Construction Project Manager, T. O'Brien,
Landscape Architect and L. Gordon, Director of Supply Services.
Expressions of interest were advertised publicly on the, City of Kitchener website and on the
internet through the Ontario Public Buyers Association Electronic Tendering Information System
relative to this project. Documents were downloaded by twenty -nine (29) interested parties, and
by the closing date of Wednesday May 22"d,. 2013, six (6) responses had been received.
The review committee met on Monday, June 3`d, 2013, to review the submissions and a shortlist
of three i�3) candidates was selected for farther interviews. The Committee met on Wednesday
June 12' , 2013 to interview the shortlisted candidates. The Committee elected to award the
project to Ecosystem Recovery Inc., Cambridge, Ontario,
The Committee rated consultants on the following criteria:
• Evaluation of Proposed Project Manager
• Completeness of the Proposal
• Qualifications /Expertise
• Variety & Quality of Disciplines In House /In Consortium
• Past Performance
• Knowledge of the City (ie: this area)
• Permanent Local Office
• Amount of City Work Completed in the Past
• Proposed Project Team
• Effect of Interview
• Cost of Consultant's Fees
•. Effectiveness of work plan
A listing of the responding parties follows for your reference-
A.M. Candaras Associates Inc. Woodbridge ON
AMEC Environmental & Infrastructure Burlington ON
Aquafor Beech Ltd. Guelph ON
Ecosystem Recovery Inc, Cambridge ON
McCormick Rankin Kitchener ON
WalterFedy Kitchener ON
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
7-13
The .City of Kitchener's purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
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 /PermittinglMaterial. 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 expression of interest (A), is fair and reasonable for a purchase of this scope and the
upset limit is within the budget allowance (B) provided within the budget. Funding for this purchase is.
included within the approved capital budget, The estimated surplus (E) will remain within the project, to
fund future work.
Expression of Interest E13 -048
Schneider Creek Remediation - Reach 2 and 3
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Expression of Interest E13 -048 costs, including HST
less: HST rebate on expression of interest
Net Cost Being Awarded
Costs Incurred to Date
Projected Costs:
Staff time
Perm ittinotWorking Easements
Railway Flagging Fees
Material test ing/Geotech pica I Allowance
Other
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
Storm Water Utility
Total Budget for this Phase of Work
Estimated Surplus/(Deficit) for this Phase of Work (B - C)
Estimated Surplus/(Deficit) from previous phases
Total Estimated Surplus /(Deficit)
$ 14,600, 000.00
435,013.84
(43,270.38)
391,743.46 A
112,158.00
20,000.00
25,000.00
25,000.00
. 9,000.00
582,901.46 C.
560,000.00
660,000.00 B
(22,901.46) D
25, 364.07
2,462.61 E
VA= EI
COMMUNITY ENGAGEMENT:
Potential vendors are informed of bid opportunities through the public posting of bid documents
as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are
informed of purchasing recommendations to Council through the public reports which are
included with the Council agenda the week prior to the Council meeting.
ACKNOWLEDGED BY: -Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
7-15
l
K�06�InLEFR
REPORT TO:
Jeff Willmer, Chief Administrative Office
DATE OF MEETING:
2013 -07 -18
SUBMITTED BY:
Larry Gordon, Director of Supply Services, 519 -741 -2200
ext. 7214 `
PREPARED BY;
Larry Gordon, Director of Supply Services, 519 -741 -220.0
ext. 7214
WARD(S) INVOLVED:
NIA
DATE OF REPORT: 2013 -07 -16
REPORT NO.: FC5 -13 -121
SUBJECT: E13 -056 — Prequalification of Roofing Contractors
RECOMMENDATION:
That Expression of Interest E13 -056 — Prequalification of Roofing Contractors, be awarded to
the following Companies:
Viana Roofing and Sheet Metal Ltd. Toronto ON
Semple Gooder Toronto ON
Atlantic Roofers Ontario Ltd. Hamilton ON
Flynn Canada Ltd. Cambridge ON
Atlas -Apex Roofing Inc. Kitchener ON
BACKGROUND:
Further to Council's approval of June 10, 2013, a prequalification process was initiated to select
five roofing contractors to be used on City projects for a period of three years, with an option to
renew for an additional two (2) one -year periods.
REPORT:
In accordance with Chapter 170 of the Municipal Code pertaining to the Prequalification of
Contractors, expressions of interest were advertised publicly on the City of Kitchener website
and on the internet through the Ontario Public Buyers Association Electronic Tendering
Information System relative to this project. Documents were downloaded by twenty -eight (28)
interested parties, and by the closing date of Friday June 10, 2013, fourteen (14) responses
had been received. The submissions were forwarded to IRC Building Sciences Group, London,
the City's consultant for the project, for review and prequalification rating. A shortlist of five (5)
general contractors was selected.
7-16
A listing of the responding parties follows for your reference:
Semple Gooder
Toronto ON
Conestoga Roofing & Sheet Metal Ltd.
Cambridge ON
Nedlaw Roofing Limited
Breslau ON
Trio Roofing Systems Inc.
Brampton ON
Atlantic Roofers Ontario Ltd. "
Hamilton ON
Pollard Enterprises Ltd.
Burlington ON
Atlas -Apex Roofing
Etobicoke ON
Maria Roofing & Sheet Metal Limited
Toronto ON
Nortex Roofing Ltd.
Toronto ON
Flynn Canada Ltd.
Cambridge ON
Alliance Roofing & Sheet Metal Ltd.
Guelph ON
Roque Roofing Inc.
Hamilton ON
Wm. Green Roofing
Guelph ON
Solar Roofing
Toronto ON
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.
FINANCIAL IMPLICATIONS:
There are no financial implications to the preq us lifi cation process. Tenders will be selected
from all seven prequalified firms for projects as they arise.
COMMUNITY ENGAGEMENT:
Potential vendors are informed of bid opportunities through the public posting of bid documents
as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are
informed of purchasing recommendations to Council through the public reports which are
included with the Council agenda the week prior to the" Council meeting.
ACKNOWLEDGED BY: Dan Chapman, Deputy GAO & City Treasurer, Finance and Corporate
Services
7-17
REPORT TO:
Jeff Willmer, Chief Administrative Officer
DATE OF MEETING:
2013 -07 -18
SUBMITTED BY:
Larry Gordon, Director of Supply Services," 519-741-2200
ext. 7214
PREPARED BY:
Laurie Stecho, Supervisor of Purchasing, 519- 741 -2200 ext.
7089
WARD(S) INVOLVED:
N/A
DATE OF REPORT:
2013 -07 -10
REPORT NO.: FCS -13 -117
SUBJECT: T13 -057 —Three (3) Units of Snow and lee Removal
Equipment to be mounted on a 29,937 kg (66,000 lb)
G.V.W. Tandem Rear Axle Conventional Cab and Chassis
RECOMMENDATION:
That Tender T13 -057 — Three (3) Units of Snow and Ice Removal Equipment to be mounted on
a 29,937 kg (66,000 lb) G.V.W. Tandem Rear Axle Conventional Cab and Chassis, be awarded
to Viking Cives Ltd., Mount Forest, Ontario, at their tendered price of $205,029., plus H.S.T,
of $26,653.77, for a total of $231,682.77.
BACKGROUND.
These units will replace 211300, 213300 and 221306, as approved for replacement in the 2013
Annual f=leet Equipment Review. These units are 12 years old on a nine'(9) year lifecycle.
REPORT:'
This -Tender was advertised publicly on the City of-Kitchener website and the Internet through
the Ontario Public Buyers Electronic Tendering Information System. Documents were
downloaded by ten (10) interested parties, and by the closing date of Thursday, July 4eh 2013,
one (1) tender had been received.
The tender was reviewed by M. Born, Manager of Fleet, who concurs with the above
recommendation.
The following tenders were received,
Bid Price
Viking Cives Ltd. Mount Forest ON $ 231,682.77
7-18
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.
FINANCIAL IMPLICATIONS
The net cost for this tender (A) submitted by Viking Cives Ltd., Mount Forest, Ontario, is fair and
reasonable for a purchase of this scope and the upset limit is within the budget allowance (B)
provided for the replacement of these units. .
Funding for this equipment was included in the 2013 Fleet Equipment Purchases capital budget.
The estimated surplus for this tender (D) will remain within the Equipment Reserve Fund to fund
future equipment purchases.
Tender T13 -057
Three (3) Supply and Install Snow and Ice removal equipment.
Estimated Cost for this Tender
Tender T1 3-057 costs including HST
$ 231,683
less: HST rebate on tender
(23,045)
Net Cost Being Awarded
208,636 A
Projected Costs for Additional Outfitting
24,000
Total Estimated Cost for this Tender
$ 232,638 C
Budget for this Tender
Replacement of Operations units 211300, 213300 and 221306
$ 300,000 B
Estimated Surplusf(Deficit) for this Tender (B - C) . $ 67,362 ' D
COMMUNITY ENGAGEMENT:
Potential vendors are informed of bid opportunities through the public posting of bid documents
as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are
informed of purchasing recommendations to Council through the public reports which are
included with the Council agenda the week prior to the Council meeting.
ACKNOWLEDGED BY: Dan Chapman, Deputy CA & City Treasurer, Finance and Corporate
Services
7-19
K4 aR Frnartce and Corporate.
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2013 -08 -08
www.kitthenerca
SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing, 519 - 741 -2200 ext.
7089
PREPARED BY: Laurie Stecho, Supervisor of Purchasing, 519- 741 -2200 ext.
7089
WARD(S) INVOLVED: 6
DATE OF REPORT: 2013 -08 -02
REPORT NO.: FCS -13 -131
SUBJECT: T13 -053 - Block Line Road Improvements (200m West of
Strasburg Road to Homer Watson Boulevard)
RECOMMENDATION:
That Tender T13 -053 — Block Line Road Improvements (200m West to Strasburg Road to
Homer Watson Boulevard), be awarded to Steed and Evans Limited, St. Clements, Ontario
at their amended tendered price of $1,269,702.62, including provisional items and contingencies
of $114,839.72, plus H.S.T. of $165,061.34, for a total of $1,434,763.96.
BACKGROUND:
Engineering Services is proceeding with the improvements of Block Line Road from 200m west
of Strasburg Road to Homer Watson Boulevard (approximately 0.8 km long stretch). This road
requires improvements in order to be able to adequately address the increase in traffic that is
anticipated as a result of the extension of Block Line to Courtland Avenue. Further, Block Line
Road is identified as a. core cycling facility within the Cycling Master Plan and the inclusion of
cycling facilities are required to maintain the integrity of the City's cycling infrastructure.
The project involves full depth replacement of asphalt roadway, an off -road multi -use trail for
pedestrian and cyclists, reinstating current cross section of the road with additional vehicle lane
and curb and gutter and sidewalk replacement where needed. These improvements are being
done as the pavement on this segment has generally reached the end of its service life, and
requires rehabilitation.
In order to carry out these improvements, construction Will be carried out in stages; a single
vehicular lane will remain open both ways to accommodate eastboundlwestbound traffic on
Block Line Road during each phase of construction. Pedestrian access will be maintained to all
properties at all times and vehicular access to all properties within the construction area will be
maintained for as long as possible.
7 -20
REPORT:
Tenders were advertised publicly in 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 seven (7) interested parties, and by the closing date of
Thursday July 18, 2013, five (5) tenders had been received.
Tenders were reviewed by D. McLeod, McCormick Rankin, the City's Consultant for the project
and S. Shah, Design Engineer who concur with the above recommendation.
The following tenders were received:
Steed and Evans Limited St. Clements ON
E &E Seegmiller Limited Kitchener ON
Capital Paving Guelph ON
Sousa Concrete Branchton ON
Coco Paving inc. Petersburg ON
Bid Price Corrected Bid Amended Price
Price
$1,698,390.00 $1,697,382.63 $1,434,763.96
$1,783,332.38
$1,822,156.87
$1,839,291.40
$2,222,881.00
All tenders were reviewed for mathematical errors and one contained a minor error and was
corrected accordingly. After the correction the final rankings remained unchanged.
As the submitted bids were above the available budget, subsequent to tender closing, the scope
of the project was modified and a post tender addendum was issued to the low bidder. The
reduction in scope of work included the deletion of the final course of surface asphalt,
permanent line painting items and a reduction in pavement rehabilitation quantities for a portion
of Block Line West of Strasburg Road. Deleted items may be completed as part of this contact
if during the work, costs for other items in the contract are less than expected, or completed
under the annual road resurfacing program the following season.
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.
7 -21
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 and the upset
limit is within the budget allowance (B) provided within the budget. Funding for this purchase is
included within the approved capital budget. The estimated surplus (E) will remain within the
project, to fund future work.
Tender T13 -053
Block Line Rd Improvements
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Tender T13 -053 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Costs Incurred to Date
Projected Costs
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
Development Charges
Federal Gas Tax
Cycling Master Plan
(59500560)
Total Budget for this Phase of Work
Estimated Surplusl(Deficit) for this Phase of Work (B -
C)
Estimated Surplus /(Deficit) from previous phases
Total Estimated Surplus /(Deficit)
$1,440,000.00
1,434,763.96
142,714.51 }
1,292,049.45 A
4,000.00
1,296,049.45 C
802,800.00
290,700.00
166,500.00
1,260,000.00 B
(36,049.45) D
37,368.67
1,319.22 E
7-22
COMMUNITY ENGAGEMENT:
Potential vendors are informed of bid opportunities through the public posting of bid documents
as outlined in the City's Purchasing By -Law. Vendors, local media and the general public-are
informed of purchasing recommendations to Council through the public reports which are .
included with the Council agenda the week prior to the Council meeting.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
7-23