HomeMy WebLinkAboutINS-15-017 - T14-114 Removal of Excess Granular Material - Follow up InformationStaff Rport
I r rc'.� ► t .R Infrastructure Services Department wmkitchener.ca
REPORT TO:
Special Council
DATE OF MEETING:
2015 -01 -19
SUBMITTED BY:
Wally Malcolm, Director of Utilities
PREPARED BY:
Matt Ryan, Supervisor — Loss Prevention and Maintenance,
519- 741 -2600 ext.4131
WARD(S) INVOLVED:
N/A
DATE OF REPORT:
2015 -01 -15
REPORT NO.:
INS -15 -017
SUBJECT:
T14 -114 — Removal of Excess Granular Material — Follow Up
Information
RECOMMENDATION:
For information
BACKGROUND:
This report provides responses to Council's request for additional information in relation to
tender T14 -114 (Removal of Excess Granular Materials) deferred to this date.
REPORT:
The questions posed by Council in relation to this tender are addressed below.
How long would it take for us to move the material ourselves?
In 2013 our internal forces, mostly Utilities staff, moved 867 tandem dump truck loads of fill
material to Preston Sand and Gravel on Roseville road just outside of Cambridge. The total
time to complete this task was 1714 hours and it had a total cost of $151,177.48. This equates
to a cost of $174.37 per tandem load, each tandem load is approximately 14 metric ton of
material. Therefore, per metric ton it cost $12.45.
As a result, staff were pulled away from gas and water regulated maintenance activities as
required by a gas and water distributor. This resulted in a domino effect of pushing back bi-
annual and multi -year maintenance programs. Thus far this has resulted in our contracting out
a portion of our annual hydrant maintenance checks in 2014 and we are still behind in a few
multi -year maintenance programs (e.g. water valve and gas valve operational checks). It will
not be possible for staff to complete the required annual programs and move the material as
well.
Would it be less cost to move it ourselves?
No. Our tendered low bid was $139,760 for 1000 tri -axle loads. Tri -axle trucks hold
approximately 24 metric ton of material. Therefore, per tri -axle load the cost is $139.76 and per
metric ton is $5.82. Our cost last year using internal staff was $12.45 per metric ton. Therefore,
it costs us roughly double to use our forces to do this work. This is mainly due to the fact that
we do not have tri -axle trucks to do the work.
Where are the sites it is being shipped to?
This all depends on who is awarded the tender. The tender description of work is to load,
remove and dispose of the materials. Also outlined in the tender, we have the bidding
contractors sign off that they agree and shall comply with the re -use options as detailed in the
two stockpile reports as prepared by MTE.
Do we tell the contractor where to take it?
Not directly. As stated above, we tell them and make them sign off that they will only re -use the
material in accordance with re -use options as detailed in the reports.
How long would it take us to find our own sites?
Historically we utilized many different small private sites. However, due to the liability of
potentially contaminated soil, it is now brought to the KOF for testing and then we try to dispose
of it depending on the test results. Last year we were able to take the material to a quarry site
near Cambridge. However, this year they are not accepting any fill. This material has been
tendered out twice in the past and both of these times there were no bidders. This year we
thought we were going to be able to take some of the material to the old Budd plant site,
however, after approximately 15 loads they deemed the material was too wet for their
purposes.
Finding a regular long term site to dispose of the material has not been possible.
Are we reusing it or does it belong to the Contractor when it is taken away?
It belongs to the contractor to remove and dispose of the material.
Reusing it is not realistic as two costly and impractical processes would need to be completed
for the material to be able to be re -used. Firstly, it would require continual manipulation by staff
to rotate the material by mechanical means (front end loader) to dry out the material as it is
currently too wet to be used in a roadway. In freezing weather conditions this manipulation is
not feasible as the material solidifies into a block of ice. Lastly, the material is a combination of
granular material and native soils. This material would need to be screened to meet the proper
grain size distribution to meet requirements to be once again used in the roadway. The
screening process will still generate waste material which would need to be trucked away. The
amount of waste will be dependent on the initial quality of the material.
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:
As outlined in the tender report.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in
advance of the council / committee meeting.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services