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REPORT: FIN 08-034,
Report To: Mayor Carl Zehr & Members of Council
Date of Meeting: 2008-04-07
Prepared By: Larry Gordon
Date of Report: 2008-03-28
Report No: FIN 08-034
Subject: T08-002 -Road and Surface Construction
RECOMMENDATION
That tender T08-002, Road and Surface Construction, be awarded to Steed and Evans Limited,
Kitchener at their tendered price of $3,691,667.18, including provisional items and contingency
of $142,421. and G.S.T., and further that the Mayor and City Clerk be authorized to execute an
agreement satisfactory to the City Solicitor.
BACKGROUND
As part of a three (3} year cyclical review process, the City of Kitchener's roadway network is
evaluated by consulting engineers in terms of surface distress, ride comfort and structural
adequacy. Collectively, these evaluations determine an overall pavement quality rating for each
road section within the entire network.
As a result of this network survey, a performance prediction model is created and an overall need
analysis is performed. Typically, pavement quality ratings will decrease over time and it is
necessary to model deterioration ratings or values in order to estimate network need
requirements. The final results of this evaluation process is a recommended pavement
improvement program stating which pavement sections to rehabilitate, the year in which
rehabilitation should be implemented, and the type of rehabilitation.
Once completed, the Asset Management Group of Engineering Infrastructure will analyze this
information and compare this data in relationship with additional assets located within the road
right-of-way. Such assets include sidewalks, curbs, gas, water, storm and sanitary sewers. Upon
this asset assessment or evaluation, a road improvement program is prepared and implemented
on an annual basis; this program is called Road and Surface Construction.
REPORT
Tenders were advertised publicly in The Record, The Daily Commercial News, on the City of
Kitchener website and on the Internet through the Ontario Public Buyers Electronic Tendering
Information System. Eleven (11) potential bidders picked up tender documents, and by the
closing date of Thursday March 6th, 2008, Three (3) tenders had been received.
The tenders were reviewed by R. Trussler, Design/Construction Project Manager, who concurs
with the above recommendation.
The following tenders were received:
Steed and Evans Limited Kitchener,
Lafarge Paving & Construction Limited Petersburg,
Capital Paving Inc. Guelph,
ON $3,691,667.18 ~
ON $3,821,223.80
ON $3,866,078.97
FINANCIAL IMPLICATIONS
Funding will be provided from the following Indices:
852319 -Capital Resurfacing City Streets
852244 - Major Improvements Various City Streets
852352 -Trail Crossings
REVENUES
852319 Capital Resurfacing City Streets $2,485,448.97
852244 Major Improvements Various City Streets $ 245,700.00
852352 Trail Crossings $ 125,424.89
Additional Revenue Projected (charge backs and Cameron Parking Lot) $ 905,000.00
TOTAL $3,761,573.86
EXPENSES
Tender T08-002
Less G.S.T Rebate
$3,691,667.18
($ 175,793.68)
$3,515,873.50
Encumbrances to Date
Projected Expenses (Unencumbered} $500,000.00 King Street,
$150,000.00 Internal costs,
$ 93,402.21 Regional Billing
Deferred Projects (Brentwood Avenue, Dunsmere Dr. and Secord Ave.)
TOTAL EXPENSES
SURPLUS
$3,515,873.50
$ 67,650.94
$ 743,402.21
($ 573,488.16)
$3,753,438.49
$ 8,135.37
Surplus to be used for additional project costs beyond the scope of work summarized within the
contract.
Larry Gordon
Director of Purchasing
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