THE CORPORATION OF THE TOWN OF GEORGINA COUNCIL ADDENDUM Wednesday, September 10, 2014 7:00 PM 12.2 CONSIDERATION OF REPORTS ON THE CONSENT AGENDA REQUIRING SEPARATE DISCUSSION 12.2.1 Report from the Operations and Engineering Department: 12.2.1.4 Award of Tender for Sidewalk Construction and Repairs Report No. OED-2014-0048 Recommendation(s): 1. That Council receive Report No. OED-2014-0048 prepared by the Operations and Engineering Department dated September 10, 2014 respecting Award of Tender for sidewalk construction and repairs. 2. That Council award the unit price contract for “Sidewalk Construction and Repairs” to Trisan Construction in the amount of $236,351.90 excluding applicable taxes of tender OED2014-061. 3. That Council adopt a By-law authorizing the Mayor and Clerk to enter into a unit price contract between Trisan Construction and the Town of Georgina.
Transcript
THE CORPORATION OF THE TOWN OF GEORGINA
COUNCIL ADDENDUM
Wednesday, September 10, 2014
7:00 PM
12.2 CONSIDERATION OF REPORTS ON THE CONSENT AGENDA
REQUIRING SEPARATE DISCUSSION
12.2.1 Report from the Operations and Engineering Department:
12.2.1.4 Award of Tender for Sidewalk Construction and Repairs Report No. OED-2014-0048 Recommendation(s):
1. That Council receive Report No. OED-2014-0048 prepared by the Operations and Engineering Department dated September 10, 2014 respecting Award of Tender for sidewalk construction and repairs.
2. That Council award the unit price contract for “Sidewalk
Construction and Repairs” to Trisan Construction in the amount of $236,351.90 excluding applicable taxes of tender OED2014-061.
3. That Council adopt a By-law authorizing the Mayor and
Clerk to enter into a unit price contract between Trisan Construction and the Town of Georgina.
THE CORPORATION OF THE TOWN OF GEORGINA
REPORT NO. OED-2014-0048
FOR THE CONSIDERATION OF COUNCIL
SEPTEMBER 10, 2014
SUBJECT: AWARD OF TENDER FOR SIDEWALK CONSTRUCTION AND REPAIRS
1. RECOMMENDATION:
1. That Council receive Report No. OED-2014-0048 prepared by the Operations and Engineering Department dated September 10, 2014 respecting Award of Tender for sidewalk construction and repairs.
2. That Council award the unit price contract for "Sidewalk Construction and Repairs" to Trisan Construction in the amount of $236,351.90 excluding applicable taxes of tender OED2014-061 .
3. That Council adopt a By-law authorizing the Mayor and Clerk to enter into a unit price contract between Trisan Construction and the Town of Georgina.
2. PURPOSE:
As per the Towns Procurement By-law, the award of this contract is subject to Council approval according to section 6.01 (.8) "where the awarding of a contract is over $100,000". And;
As per 6.01 (.3) To seek Council approval when "the amount proposed for acceptance is higher than the amount approved by Council within its budget estimates".
3. BACKGROUND:
During budget deliberations, Council approved (3) three capital sidewalk projects. Staff are proposing to complete two of the three projects in this report. The Station Road sidewalk in Pefferlaw is still in the design stage and staff are dealing with legal property acquisitions at this time.
Tender OED2014-061 was issued. A total of (2) two bids were received. Trisan Construction was the low bidder with a bid of $267,077.65.
Page 2 of Report No. OED-2014-0048
4. ANALYSIS:
The table below summarizes the pricing we received.
ITEM FUNDING BUDGET TRISAN BID Morton Avenue Gas Tax .$81 ,290 $135,849.70 Sidewalk (To Revenue complete the missing section by 5 corners)
As stated in the attached memorandum from the Purchasing Manager, Trisan Construction has submitted the lowest bid. The two capital projects are $31 ,755.30 above the budget amount. Since this work is being funded by our gas tax reserve and due to the public safety nature of these projects, staff are proposing to complete the work as tendered using our gas tax funding.
The Morton Avenue sidewalk is underfunded as the scope of work has changed since the completion of the underground works related to the expansion of the Treatment Plant. This project was originally constructed in 2012 and following proper design principles; the underground works related to the expansion of the Treatment plant were completed prior to finishing the sidewalk. The balance of the original budget was carried forward into 2014. This section will complete the safe pedestrian Hnk between Woodbine Avenue and the 5 Corners along this busy section of road.
Page 3 of Report No. OED-2014-0048
Other costs involved with the completion of these projects are moving of the lights in the Ice Palace entrance, Soil Consultant fees for testing during the project and contract administration costs of our consultant. There are sufficient funds in the gas tax reserve to complete this contract.
6. PUBLIC CONSULTATION AND NOTICE REQUIREMENTS:
We will distribute notices to the owners fronting the work areas and provide construction notices on our website. Since this is a busy time of year for the Ice Palace, we will coordinate our works in such a manner as to allow uninterrupted access to this facility.
7. CONCLUSION:
Completing these important sidewalk projects continues previous efforts of staff and Council to provide safe pedestrian access in busy locations for our residents. Trisan Construction completed our capital sidewalks in 2012 and staff are happy with the service they provide.
Attachment 1- Town of Georgina- Memo from Purchasing Tender 0£02014-061 Attachment 2- Town of Georgina- Capital Budget Sheet PWK-5 Attachment 3- Town of Georgina- Capital Budget Sheet PWK-10
MEMORANDUM
To:
From:
Subject:
Date:
Bob Fortier, Manager of Operations
Scott Luebke, Senior Buyer
SIDEWALK CONSTRUCTION FOR MORTON AVE. & ICE PALACE AND CURB REPAIRS AT VARIOUS LOCATIONS REQUEST FOR TENDER # OED2014·081
August22, 2914
Request for Tender # OED2014-061 for 'Sidewalk Construction at Morton Ave. and Georgina Ice Palace and Curb Repairs at Various Locations' closed at 2:00p.m. , local time, Friday, August 22, 2014, as per the RFT Document. Tenders received were opened at 2:15p.m. local time, August 22, 2014, in the Council Chambers of the main floor of the Civic Centre. Those present during the opening were as follows:
A total of two (2) bids were received as follows inclusive of H.S.T.:
Trisan Construction, Schomberg $267,077.65
Pencon Construction of Canada Corp., Toronto $373,702.30
The Tender Documents were prepared by the Operations & Engineering Department and the Purchasing Division. The documents were made available to the public on August 5, 2014. The RFT was advertised in the Georgina Advocate on August 14, 2014, and ran In all possible editions until the closing of the Tender. The RFT was also advertised on the Town's website as well as on the OPBA's and Biddlngo's websites. This A ~otal of four (4) document sets were distributed.
No addendums were issued with respect to this project. The Tender closed at the scheduled date and time.
It is the opinion of the Purchasing Manager and the Senior Buyer that the process took place itl a fair and responsible manner. Copies of the Tenders received have been forwarded to the Operations and Engineering Department for further evaluation and final recommendation. Final approval of the Contractor will remain the responsibility of the Operations and Engineering Department.
Report No. OED·2014-0046 Attachment 1
Page 1 of 2
Memo - Ten<lertl OED2014..061 Paga2
In order to comply with the terms and conditions as set out in the Town of Georgina Purchasing By-law# 2004-0120, Section 6.0, Reports to Council, it will be necessary for the Department Head to submit the awarding of this contact of Council for approval.
Respectfully Submitted by:
Scott Luebke Senior Buyer
Report No. OED-2014-0048 Attachment 1
Page 2 of2
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