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Home My WebLink AboutFIN-2021-8 - T21-002 Road Improvements, Road Surface Construction, Miscellaneous Asphalt and Concrete Work Staff Report FIN-Procurement www.kitchener.ca REPORT TO: City Council DATE OF MEETING: February 22, 2021 SUBMITTED BY: Ryan Scott, Manager of Procurement, 519-741-2200 ext. 7214 PREPARED BY: Polina Semenov, Procurement Specialist, 519-741-2200 ext. 7037 WARD(S) INVOLVED: Wards 1, 2, 3, 6, 7, 8, 9 and 10 DATE OF REPORT: February 16, 2021 REPORT NO.: FIN-2021-8 SUBJECT: T21-002 Road Improvements, Road Surface Construction, Miscellaneous Asphalt and Concrete Work RECOMMENDATION: That Tender T21-002 Road Improvements, Road Surface Construction, Miscellaneous Asphalt and Concrete Work, be awarded to Ekum-Sekum Incorporated o/a Brantco Construction, Cambridge, Ontario, at their tendered price of $4,400,000.00, including contingencies of $200,000.00, plus H.S.T. of $574,000.00, for a total of $4,972,000.00. REPORT HIGHLIGHTS:  The purpose of this report is to obtain approval to proceed with an award as per Purchasing By-law 2017-106;  The reason this report is coming forward is that the value of the bid being recommended for award is in excess of the Council approved budget;  There were four (4) tenders received for this procurement;  This report supports the delivery of core services. BACKGROUND: The main scope of work under this tender consists of various types of road rehabilitation on pre-determined city streets. This contract also includes the placement of surface asphalt on newly constructed streets coming off the City’s two-year maintenance warranty, larger scale utility cuts, City facility parking lot remediation, Traffic Calming Measures, and miscellaneous asphalt and concrete work for other departments. The roads selected for the rehabilitation work are based on Asset Management’s asphalt quality assessment. This tender includes a variety of work and projects spread across the City, but the works are similar in nature. This approach reduces City staff time and makes the administration more streamlined. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. The work is scheduled to begin March 29, 2021, weather permitting. The anticipated completion date is October 29, 2021. Attached is a full list of projects to be completed under this tender. REPORT: As per clause 170.7.3 of the Purchasing By-law 2017-106, it states, “Regardless of Procurement Value, the Director of Supply Services shall submit a report to Council recommending award of a purchase greater than $100,000 if any one or more of the following conditions apply:  the value of the Bid being recommended for award including any contingency allowance are in excess of the Council approved budget”. Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by twenty-one (21) interested parties and by the closing date of Wednesday February 10, 2021, four (4) tenders had been received. The following tenders were received: Bid Price Brantco Construction Cambridge ON $4,972,000.00 * Steed and Evans Limited St. Jacobs ON $5,419,480.00 Coco Paving Inc. Petersburg ON $5,495,190.01 Capital Paving Inc. Guelph ON $6,331,025.53 The tenders were reviewed by R. Trussler, Engineering Construction Project Manager, who concurs with the above recommendation. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core 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 but the upset limit exceeds the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital budget. The estimated deficit (E) will be funded from the federal gas tax reserve. There are sufficient funds in the reserve to fund the deficit. Tender T21-002 Road Improvement, Road Surface Construction, Misc. Asphalt and Concrete Work The total budget for all phases of this project is $ 4,806,000.00 Estimated Cost for this Phase of Work Tender T21-002 costs, including HST 4,972,000.00 less: HST rebate on tender (494,559.78) Net Cost Being Awarded $ 4,477,440.22 A Costs Incurred to Date - Projected Costs: Staff Time (Manger, Project Manager, Inspector, Contract Admin., Student) 182,580.10 Projected Costs: Geotechnical 90,000.00 Total Estimated Cost for this Phase of Work $ 4,750,020.32 C Budget for this Phase of Work WIP - Road Reconstruction - Sanitary Utility 712,000.00 WIP - Road Reconstruction - Stormwater Utility 356,000.00 WIP - Road Reconstruction - Water Utility 480,000.00 WIP - Road Reconstruction - General Account 370,000.00 Sanitary Utility 41,000.00 Storm Water Utility 86,000.00 Water Utility 154,000.00 Gas Utility 19,000.00 Development Charges 24,000.00 Federal Gas Tax 1,250,000.00 Capital Out of Current 1,314,000.00 Total Budget for this Phase of Work $ 4,806,000.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) 55,979.68 D Balance in account, net of encumbrances (131,631.98) Total Estimated Surplus/(Deficit) $ (75,652.30) E COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the City’s website with the agenda in advance of the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department ATTACHMENTS: Attachment A – 2021 List of Streets Attachment A 2021 List of Streets The following is a tentative list of locations and construction timings that are to comprise the bulk of this Tender. METHODS OF CONSTRUCTION, STREETS AND STREET LIMITS A. Full Depth Milling + Binder Asphalt + Surface Asphalt STREET FROM TO WARD TIMING 1) Alpine Court Alpine Road Cul-De-Sac 6 April-July 2) Balzer Road Courtland Avenue East Balzer Trail 3 April-July 3) Bonfield Place Chandler Drive End 6 April-July 4) Charles Best Place Heiman Street Charles Best Place 9 April-July 5) Deerwood Crescent Royal Orchard Crescent Royal Orchard Crescent 7 April-July 6) Franklin Street North Ottawa Street North Trafalgar Avenue 2 July-September 7) Leacrest Court Chandler Drive End 6 April-July 8) River Rd. (Phase #1) Manchester Road Krug Street 1 July-September 9) River Rd. (Phase #2) Frederick Street Victoria Street North 1 July-September 10) Westview Court Westview Drive End 7 July-September 11) Woodfern Court Chandler Drive End 6 April-July B. Surface Asphalt STREET FROM TO WARD TIMING 1) Ahrens Street Hartwood Avenue Guelph Street 10 July-September 2) Dunham Avenue Victoria Street North Frederick Street 10 July-September Earl / Rock 3) Earl Street Union Boulevard Glasgow Street 8 July-September 4) Rock Avenue Earl Street Belmont Avenue West 8 July-September Sheldon Avenue 5) Sheldon Avenue North Weber Street East East End 10 April – July 6) Sheldon Avenue North King Street East Weber Street East 10 April – July Sandra / Third 7) Sandra Avenue Belmont Avenue Patricia Avenue 9 July-September 8) Third Avenue Kingsway Drive Connaught Street 9 July-September 9) Franklin Street North Weber Street Trafalgar Avenue 2 July-September B. Surface Asphalt Con’t Adelaide / Patricia / Talbot 10) Adelaide Street Lawrence Avenue Belmont Avenue 8 April – July 11) Adelaide Street Belmont Avenue Patricia Avenue 9 April – July 12) Patricia Avenue Victoria Street South End 9 April – July 13) Talbot Street Lawrence Street Belmont Avenue 8 April – July 14) Talbot Street Belmont Avenue Patricia Avenue 9 April – July Stirling / Mausser 15) Stirling Avenue South Russel Street Mausser Avenue 9 July-September 16) Mausser Avenue Lorne Avenue Stirling Avenue South 9 July-September 17) Mausser Avenue Stirling Avenue South End 9 July-September 18) Vanier Drive Drive Walton Avenue Shelley Drive 3 July-September Garden / Vancamp 19) Garden Avenue Highland Road West Spadina Road West 9 April – July 20) Vancamp Avenue Highland Road West Spadina Road West 9 April – July C. Miscellaneous Asphalt / Concrete work STREET FROM TO WARD TIMING 1) Water Utility Cuts (TBD) TBD TBD TBD TBD 2) Sanitary Utility Cuts (TBD) TBD TBD TBD TBD 3) Storm Utility Cuts (TBD) TBD TBD TBD TBD 4) STM. Water Drainage Issues TBD TBD TBD TBD 5) Traffic Calming 4-Locations Design to be supplied TBD TBD 6) Mount Hope Cemetery 3- Speed Humps 10 May-June 7) COK Maintenance Facility Parking Lot Wabanaki to Goodrich 3 May-June 8) Ontario Street South King Street West Halls Lane 9 April- May D. Provisional Streets (Not Included in the tendered Quantities) STREET FROM TO WARD TIMING 1) Champlain Crescent Confederation Drive Carson Drive 1 2) Doon Village Road Homer Watson Blvd. Farrier Drive 4 3) The Country Way Erinbrook Drive #219 The Country Way 6 4) Thistledown Drive Erinbrook Drive Bleams Road 6