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TO: |
Mayor and Members of Council |
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FROM: |
Jim
Sales, Commissioner of Community Services |
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PREPARED BY: |
Paul Ingham, General Manager, Operations Claire Graham, Senior Buyer |
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DATE OF MEETING: |
April 19, 2004 |
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SUBJECT: |
Tender Award
061-T-04 - 2004 Road Rehabilitation Program |
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RECOMMENDATION:
THAT the report for Road Rehabilitation
Program be received;
AND THAT tender 061-T-04 for 2004 Road
Rehabilitation Program be awarded to the lowest priced and acceptable bidder,
Furfari Paving in their unit prices for an estimated annual amount of
$3,925,792.55 inclusive of 7% GST ($3,779.033.80 inclusive of 3% GST) for a
period of one year with an option to renew for an additional year.
AND THAT blanket
purchase order number B2 48 for Restoration of Concrete Curb & Sidewalk,
tender 016-T-02 in favour of Vidome Construction Ltd., (based on 2002 unit
prices) be adjusted to a revised estimated annual amount of $1,535,739.70
inclusive of 7% GST ($1,478,329.29 inclusive of 3% GST).
AND THAT blanket
purchase order number B3 51 for Interlocking Repairs to Various Locations,
tender 001-T-03 in favour of Cambium Site Contracting Inc., (based on 2003 unit
prices) be adjusted to a revised estimated annual amount of $72,718.45
inclusive of 7% GST ($70,000.00 inclusive of 3% GST), for the portion of the
contract for works required under the 2004 road rehabilitation program.
AND THAT the Director of Operations and Asset
Management and the Director of Financial & Client Services be authorized to
reallocate funds between these three (3) blanket purchase orders to a maximum
of 20% of the estimated blanket amount during the duration of the contract, to
a combined annual total not to exceed $1,106,850.10 inclusive of 7% GST
($1,065,472.40 inclusive of 3% GST).
AND THAT the Director of Operations and
Asset Management and the Director of Financial & Client services be
authorized to exercise the option to extend contract 061-T-04 for a further one
year, 2005 subject to budget approval and agreement by Furfari to guarantee the
2004 unit prices submitted and their satisfactory performance.
AND FURTHER THAT funding for the 2004 Road Rehabilitation program is
provided for in the Operations Departments 2003/2004 Capital budget accounts.
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Year |
Account # |
Account Name |
Budget |
Spent to Date |
Budget Available |
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2003 |
050 6150 5095 005 |
Asphalt Resurfacing |
$ 4,000,000.00 |
$ 3,315,870.95 |
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2003 |
050 6150 5309 005 |
Secondary Roadworks |
$
300,000.00 |
$ 156,765.81 |
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2004 |
Project 228 |
Asphalt Resurfacing |
$ 4,000,000.00 |
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2004 |
Project 222 |
Secondary Roadworks |
$
500,000.00 |
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$ 8,800,000.00 |
$ 3,472,636.76 |
$ 5,327,363.24 |
PURPOSE:
The
purpose of this report is to award tender 061-T-04 for the Town’s 2004 Road
Rehabilitation Program and seek approval to adjust blanket Purchase Orders B248
for Restoration of Concrete Curb & Sidewalk and B3-51 for Interlocking
Repairs.
BACKGROUND:
The 2003 Road Rehabilitation Program was made up of two components:
1. Asphalt Program
047-T-01 Asphalt Resurfacing
072-T-03 Cold-In Place Recycling
073-T-03 Foamed Asphalt
Contract 047-T-01 for Asphalt Resurfacing expired
The option to extend contract 072-T-03 for Cold In-Place Recycling was not exercised, the process used by the contractor proved to be too costly to continue with the program and therefore the contract was not extended into 2004.
The option to extend contract 073-T-03 for Foamed Asphalt was not exercised as the quantities included in the 2004 program were greater than those in 2003 and based on the greater volume staff felt it should be re-tendered.
Due to the fact that the Town was utilizing two different contractors for the Foamed Asphalt and Asphalt Resurfacing contracts in 2003, staff often experienced problems scheduling the placement of top asphalt within the recommended time frame of 7 to 10 days following the completion of the expanded (foamed) asphalt works.
As a result of the above, a new tender, 061-T-04 for the 2004 Road Rehabilitation Program was issued that included Asphalt Resurfacing, Cold In-Place Recycling and Foamed Asphalt, under a single contract.
All bids were issued in accordance with the
purchasing by-law 143-2000. Staff has
reviewed the bid documents and is satisfied that all terms, conditions, bid
prices and specifications comply with the Town’s requirements.
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Advertised,
place and date |
Electronic
Network (ETN) |
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Bids
Closed on |
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Bidders
Information Meeting |
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Number
picking up bid documents |
Eight |
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Number
responding to bid |
Five
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BID SUMMARY
Contractor |
Bid Price Inclusive of 7% GST |
Bid Price Inclusive of 3% GST |
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Furfari
Paving Co. |
$3,925,792.55 |
$3,779,033.80 |
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D.
Crupi & Sons |
$3,984,298.55* |
$3,835,352.70* |
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Paveco |
$4,818,829.96* |
$4,638,686.60 |
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Brennan
Paving |
$5,161,884.42* |
$4,968,916.70* |
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$5,768,206.76 |
$5,552,572.70* |
*Adjustments were made to bid prices to
correct mathematical errors the corrections had no impact in regards to low
bidder.
Furfari
Paving has submitted the lowest acceptable bid and is therefore
recommended. The Tender was evaluated
based on pricing, capability and experience of the contractor and
subcontractor(s) with projects of a similar size and scope. Furfari have successfully
completed various contracts for the Town in the past. The Operations and Asset Management
Department is confident that Furfari will continue to provide satisfactory
service to the Town.
2.
Concrete & Interlocking Work
016-T-02
Restoration of Concrete Curb & Sidewalk
001-T-03
Interlocking Brick Work
Contract
016-T-02 for Restoration of Concrete Curb & Sidewalk was awarded to Vidome
Construction in 2002. The term of the
contract was for one year with an option to renew for a further two years. This contract is in the final option year and
expires December 31, 2004. It is
recommended that the blanket purchase order be adjusted to an estimated annual
amount of $1,535,739.70 inclusive of 7% GST ($1,478,329.29 inclusive of 3%
GST).
Contract
001-T-04 for Interlocking Repairs was awarded to Cambium Site Contracting Inc.
in 2003. The term of the contract was
for one year with an option to renew for a further two years. This contract has one more option year
(2005). It is recommended that the
blanket purchase order be adjusted to an estimated annual amount of $72,718.45
inclusive of 7% GST ($70,000.00 inclusive of 3% GST).
FINANCIAL CONSIDERATIONS:
Funding for the 2004 Road
Rehabilitation program is provided for in the Operations Departments 2003/2004
Capital budget accounts.
Note: Inclusive of 3% GST
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Year |
Account # |
Account Name |
Budget |
Spent to Date |
Budget Available |
Asphalt Program |
Concrete &
Interlocking Work |
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2003 |
050 6150 5095 005 |
Asphalt Resurfacing |
$ 4,000,000.00 |
$ 3,315,870.95 |
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2003 |
050 6150 5309 005 |
Secondary Roadworks |
$
300,000.00 |
$ 156,765.81 |
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2004 |
050 6150 6228 005 |
Asphalt Resurfacing |
$ 4,000,000.00 |
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2004 |
050 6150 6222 005 |
Secondary Roadworks |
$
500,000.00 |
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$ 8,800,000.00 |
$ 3,472,636.76 |
$ 5,327,363.24 |
$ 3,779,033.80 |
$ 1,548,329.29 |
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Total 2004 Road Rehabilitation Costs |
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$5,327,363.24 |
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The quantities included in this tender are estimates only
and may vary, however, unit prices shall remain firm regardless of quantities
of work required. However, the
Operations Department will administer this contract and may add or delete work
when applicable (without penalty to the Corporation) in order to limit spending
to the approved budgeted amount(s).
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Peter Loukes, Director of Operations &
Asset Management |
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Jim Sales, Commissioner of Community &
Fire Services |
Q:\Finance and Administration\Finance\Purchasing\2004
File Management\Contract Management\061-T-04 Road Rehabilitation Program -
Asphalt Resurfacing, Asphalt Recycling and Pavement Preservaation\Council
Report 061-T-04 Draft.doc
