HomeMy WebLinkAboutFCS-15-045 -T15-002 Road and Surface Construction
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015-03-23
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: 1, 2, 3, 4, 6, 7, 8, 9, 10
DATE OF REPORT: 2015-03-18
REPORT NO.: FCS-15-045
SUBJECT: T15-002 Roads and Surface Construction
___________________________________________________________________________
RECOMMENDATION:
That Tender T15-002 Roads and Surface Construction, be awarded to Coco Paving Inc.,
Petersburg, Ontario at their tendered price of $3,842,106.30., including provisional items
and contingencies of $250,000., plus H.S.T. of $499,473.82, for a total of $4,341,580.12.
BACKGROUND:
The work in this tender includes road rehabilitation, road surface paving of streets which were
fully reconstructed (under Accelerated Infrastructural Renewal Program) within the last two (2)
years, road rehabilitation on city share subdivisions throughout the city, and miscellaneous type
asphalt, concrete work funded by other departments.
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 downloaded by twenty-four (24) interested parties and by the closing
date of Thursday March 5, 2015, five (5) tenders had been received.
The tenders were reviewed by R. Trussler, Construction Project Manager, and R. Langver,
Construction Project Inspector who concur with the above recommendation.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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The following tenders were received:
Corrected
Bid Price Bid Price
Coco Paving Inc. Petersburg ON $4,341,580.12 *
E. & E. Seegmiller Limited Kitchener ON $4,435,981.71
Vista Contracting Limited Cambridge ON $4,729,383.35 $4,729,496.35
Steed and Evans Limited St. Jacobs ON
$4,813,000.01
Capital Paving Inc. Guelph ON
$5,344,012.53
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:
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 be
returned proportionately to each funding source.
Tender T15-002
Roads and Surface Program
The total budget for all phases of this project is: $4,142,555.48
Estimated Cost for this Phase of Work
Tender T15-002 costs, including HST 4,341,580.12
less: HST rebate on tender (431,852.56)
Net Cost Being Awarded 3,909,727.56 A
Costs Incurred to Date -
Projected Costs: Staff Time 210,000.00
Total Estimated Cost for this Phase of Work 4,119,727.56 C
Budget for this Phase of Work
Sanitary Utility 278,881.00
Storm Water Utility 141,623.00
Water Utility 245,701.00
Intensification Allowance 5,615.00
Development Charges 528,325.00
Federal Gas Tax 2,338,650.48
Revenue 588,373.00
Gas 15,387.00
Total Budget for this Phase of Work 4,142,555.48 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 22,827.92 D
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COMMUNITY ENGAGEMENT:
INFORM - 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
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