HomeMy WebLinkAboutFCS-13-131 - T13-053 - Block Line Road Improvements
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2013-08-08
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
Steed and Evans Limited, St. Clements, Ontario
Homer Watson Boulevard), be awarded to
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 eastbound/westbound 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.
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:
Bid Price Corrected Bid Amended Price
Price
Steed and Evans Limited St. Clements ON $1,698,390.00 $1,697,382.63 $1,434,763.96 *
E&E Seegmiller Limited Kitchener ON $1,783,332.38
Capital Paving Guelph ON $1,822,156.87
Sousa Concrete Branchton ON $1,839,291.40
Coco Paving Inc. Petersburg ON $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.
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 $1,440,000.00
Estimated Cost for this Phase of Work
Tender T13-053 costs, including HST 1,434,763.96
less: HST rebate on tender (142,714.51)
Net Cost Being Awarded 1,292,049.45 A
Costs Incurred to Date -
Projected Costs 4,000.00
Total Estimated Cost for this Phase of Work 1,296,049.45 C
Budget for this Phase of Work
Development Charges 802,800.00
Federal Gas Tax 290,700.00
Cycling Master Plan
(59500560) 166,500.00
Total Budget for this Phase of Work 1,260,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B -
C) (36,049.45) D
Estimated Surplus/(Deficit) from previous phases 37,368.67
Total Estimated Surplus/(Deficit) 1,319.22 E
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