REQUEST FOR DECISION
DATE: July 16, 2018 Report No. EPW-18-025
TO: Laurie Hurst, Chief Administrative Officer
FROM: Jeff Miller, Director of Engineering and Public Works
SUBJECT:
Title
Various Capital Projects 2018 Tender Award
End
RECOMMENDATION:
Recommendation
That the contract for the Various Capital Projects 2018 be awarded to Five Star Paving for $592,518.95 with an amount of $130,000 being reallocated from the Tillicum Road Intersection Project (Community Works Account) to fund this contract.
Body
RELEVANT POLICY:
Not Applicable
STRATEGIC RELEVANCE:
Well Managed and Well Maintained Infrastructure
Resilient and Diverse Economy
BACKGROUND:
The Various Capital Projects 2018 tender consisted of works to improve pedestrian mobility and safety. Each project has its own budget but were bundled together for the tendering process. The total approved budget for all projects included in the tender was $515,000. At each site, work on the various components of infrastructure (concrete, asphalt, above ground features) will be carried out. The locations of the various sites are:
1. Colville Rd/Lampson St
2. Colville Rd/Tillicum Rd
3. Intervale Ave/Lockley Rd
4. Grenville Ave/Comerford St/Esquimalt Rd
5. Park Pl/Esquimalt Rd
6. 1200 block of Esquimalt Rd
7. Nelson St/Lyall St
See Attachment A for site locations.
Core work for the tender included:
• Remove and replace curb/gutter
• Remove and replace sidewalk/ramps
• Upgrade of crosswalks with above ground infrastructure
• Minor underground works
• Installation of line painting
The tender for the project was released on June 15, 2018 and closed on July 5, 2018. Evaluation criterion for this project was based on cost.
A total of 1 bid was received from the following:
Bidder - Five Star Paving
• $592,518.95 (not including GST)
ISSUES:
1. Rationale for Selected Option
The objectives of this tender were a reinvestment in infrastructure, improvement to pedestrian movement and an improvement to safety. Each of the project sites would see new infrastructure installed that replaces older infrastructure that is either outdated or at the end of its life. The new infrastructure would be constructed to current standards and is expected to have a substantial life span.
All the project sites have the focus of improving conditions that will assist in the movement of pedestrians in a safe and efficient manner. These improvements range from improved sidewalks, improved grades, accessibility ramps and above ground crossing structures. This work will increase the usability and safety of the pedestrian movement system.
The work directly supports the objectives outlined in the Well Managed and Well Maintained Infrastructure section of the Strategic Plan. By carrying out this tender, the Pedestrian Charter is reinforced as well.
Staff is recommending that the contract be awarded to Five Star Paving.
2. Organizational Implications
Staff has incorporated this project into their work plans for the year with staff being allocated for this project.
3. Financial Implications
The tender was composed of five projects with each project being assigned its own budget. All funding was received from the Community Works Account. They were bundled together due to the similar nature of the work and to create a bid package that would be potentially attractive to bidders. A breakdown of the projects, their approved budgets and tender results are:
|
Location |
Approved Budget Amount |
Tender Amount |
Difference |
|
Colville Rd/Lampson St (Site 1) |
$125,000 |
$73, 264 |
$51, 736 |
|
Colville Rd/Tillicum Rd (Site 2) |
$30,000 |
$46,343 |
$16,343 |
|
Lockley Rd/Intervale Rd (Site 3) |
$100.000 |
$63,899 |
$36,101 |
|
Crosswalks on Esquimalt Rd (Sites 4, 5, 6) |
$185,000 |
$264,759 |
$79,759 |
|
Nelson St/Lyall St (Site 7) |
$75,000 |
$50,773 |
$24,227 |
|
General Requirements |
Formed part of budget amount |
$93,481 |
$93,481 |
|
Total |
$515,000.00 |
$592,519 |
$77,519 |
As laid out by the above table, the tender amount exceeds the approved budget amount by $77,519. This difference does not include any contingency amount. With a reasonable contingency amount ($60,000) added to the difference value, the revised total tender exceeds the budget by $137,519.
All the approved projects were to be funded from the Community Works Account, and the additional funds would preferably come from this account. However, due to a number of other approved projects, there are no funds available within this account. If funding for this project was to be approved, a previously approved project would have to be delayed.
In 2016, a $200,000 budget was approved for a crosswalk on Tillicum Road at Gosper Crescent. This project is currently on hold as input is gathered via the Amenity Fund consultation process which will help determine the type and location of this project. A total of $200,000 from that project could be reallocated to allow this tender to be awarded. Once a decision is made on the type and location of the crossing on Tillicum Road, funding for the crossing will be requested in a future year.
4. Sustainability & Environmental Implications
The focus of this tender is to improve infrastructure at various locations. These improvements will in turn increase the walkability of the Township. This is accomplished by increasing the accessibility of the various locations by the infrastructure that takes into account mobility issues or improves safety conditions. At the end of each project, the various sites will be improved to encourage pedestrian usage along with providing a higher level of service.
5. Communication & Engagement
The successful bidder will be notified verbally and by written correspondence that they have been awarded the contract. Notification of the scope of work and construction time frame will be posted on the Township’s website and other social media as the project moves forward.
ALTERNATIVES:
1. That the contract for the Various Capital Projects 2018 be awarded to Five Star Paving for $592,518.95 with an amount of $130,000 being reallocated from the Tillicum Road Intersection Project (Community Works Account) to fund this contract.
2. That the contract for the Various Capital Projects 2018 not be awarded to Five Star Paving and the tender be cancelled.