Our Focus: Your Future AWARD OF TENDER FOR ROAD RESURFACING HOT MIX ASPHALT CONTRACT IS.07RSRF (H)

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1 Town of Fort Erie Infrastructure Services Our Focus: Your Future Prepared for Council-in-Committee Report No. IS Agenda Date May 22, 2007 File No Subject AWARD OF TENDER FOR ROAD RESURFACING HOT MIX ASPHALT CONTRACT IS.07RSRF (H) Summary of Recommendation THAT Council award the contract for Road Resurfacing - Hot Mix Asphalt, to Norjohn Contracting and Paving Ltd. of Thorold Ontario, at the tendered amount of $282, including G.S.T, and THAT Staff be authorized to prepare the By-law authorizing the Mayor and Clerk to execute the contract on behalf of the Town of Fort Erie. Relation to Council s Corporate Strategic Plan Priority: D - Infrastructure Goal: D4 Improve Quality of Roads Initiative: Not applicable List of Stakeholders 1. Mayor and Council of the Town of Fort Erie 2. Motoring Public 3. Residents of the Town of Fort Erie 5. Remaining bidders on this project 6. Regional Municipality of Niagara Prepared by: Submitted by: Approved by: Original signed by: Ian Izzard, P.Eng. Manager of Engineering Original signed by: Ron Tripp, P.Eng. Director of Infrastructure Services Original signed by: Harry Schlange, MBA Chief Administrative Officer G:\Engineering\Admin Reports\2007 Admin Reports\IS Road Resurfacing- Hot Mix May07.doc

2 Infrastructure Services Page 2 of 4 Report No. IS Purpose of Report The purpose of this report is to advise Council of the tender process for the resurfacing of roads with hot mix asphalt and to request Council to authorize the award of the Road Resurfacing Hot Mix Asphalt contract to the low bidder, Norjohn Contracting & Paving Ltd. of Thorold Ontario, at the tender price of $282, including 6% G.S.T. Analysis Background On an annual basis, the Infrastructure Services Engineering Staff prepares a road resurfacing tender for hot mix asphalt as part of an ongoing road improvement program. A five-year plan is developed containing the current years proposed resurfacing projects based on a Roads Needs Analysis undertaken on a yearly basis and the Roads System Master Plan. The five-year program was last presented to Council through Administrative Report IS An update of the Roads System Master Plan is currently being finalized and will be presented for Council s consideration in the summer of This report will describe in detail the current condition of the Town s road network and identify the financial resources associated with various levels of service (quality). Through the multi-year budget deliberations, Council will confirm their desired level of service for the Town s road network. The list of roads for the 2007 Road Resurfacing Program Hot Mix Asphalt (attached as Appendix A) is consistent with the recommendations of the draft Roads System Master Plan. Contract Tendering This project was advertised in local newspapers and on the Town Website. Tenders were received at the Municipal Centre up to 2:00 p.m. Tuesday May 15, 2007, and were publicly opened in Meeting Room #3 immediately thereafter. Five (5) tenders were received and the results are as follows: Contractor Located Tender Price (Including 6% G.S.T.) Norjohn Contracting & Paving Thorold Ontario $282, Hard Rock Construction Inc. Port Colborne Ontario $291, Rankin Construction St. Catharines Ontario $304, Economy Paving Company Ltd. Niagara Falls Ontario $343,546.00* Ontario Ltd. Stevensville Ontario $422, * Arithmetically corrected

3 Infrastructure Services Page 3 of 4 Report No. IS It should be noted that an alternative tender item (Alternative B) for Cold Mix Asphalt including single surface treatment seal was provided for Sherkston Rd and Thunder Bay Road. This is not the lowest priced alternative, therefore Norjohn Contracting & Paving price provides for Alternative A 75mm HL8 Hot Mix Asphalt. Norjohn Contracting and Paving Ltd. submitted the lowest priced tender for the proposed work. A detailed spreadsheet indicating all unit prices submitted for all tenders is available for review by Council Members in the Engineering Office at Town Hall. Staff reviewed tenders and the current tender prices were compared to last year s prices and are comparable. Norjohn Contracting and Paving Ltd. has satisfactorily completed municipal projects in the Town of Fort Erie and within the Region of Niagara and is experienced in this type of work. Contract Work Schedule The contract provides for the completion of this work within twenty (20) working days. Work is expected to start in June 2007 subject to weather conditions, with completion in July 2007 Financial/Staffing Implications Council approved the 2007 Road Resurfacing Budget of $600,000 during budget deliberations from Roads Reserve. This amount includes funding for both the Hot Mix Resurfacing Program and the Surface Treatment Program. Of these funds, $266, (excluding G.S.T) has been allocated to the Hot Mix Contract. The remaining $273, is to be used for the Road Resurfacing Surface Treatment Program. It must be noted that the Surface Treatment Program is a 3 year contract awarded to Norjohn Contracting and Paving in 2005, as per that contract the 2007 unit prices for Surface Treatment are increased by 2.6% over the 2006 unit prices based on the Consumer Price Index Increase (attached as Appendix B). Funding is summarized as follows: excluding G.S.T Road Resurfacing Budget $600, Less 2006 Holdbacks and Miscellaneous Costs $40, Less Wages and Quality Assurance $20, Total Available for 2007 Road Resurfacing Programs $540, Hot Mix Program based on Norjohn s Tender $266, Remaining Funds Available for 2007 Surface Treatment Program $273,759.40

4 Infrastructure Services Page 4 of 4 Report No. IS The Resurfacing Program is within the budget allocation, and staff recommends that the tender for the Hot Mix Program be awarded to Norjohn Contracting and Paving Ltd. of Thorold Ontario be awarded at the tendered price of $282, including 6% G.S.T. This report has been prepared in collaboration with the Director of Corporate Services. Policies Affecting Proposal The provisions of Town of Fort Erie Tendering Policy By-law No were addressed in the tendering process for this project. By-law No adopted Council s Corporate Strategic Plan. The award of this tender and subsequent Hot Mix Asphalt Resurfacing is pursuant to Council s goal D4: Improve Quality of Roads in the Corporate Strategic Plan. Comments from Relevant Departments/Community and Corporate Partners The Town of Fort Erie s Infrastructure Services Engineering Division, Operations Division and Corporate Services were consulted throughout the tender call process. Alternatives Council has the alternative of not awarding the contract, which will result in the continual repairs to these road sections, by the Operations Division Staff. Furthermore, this decision would move the repair of these road sections into the 2008 Program; and would delay the repair of roads scheduled for resurfacing in 2009 and subsequent years. This alternative is not recommended, as it is not considered cost effective or efficient. Attachments Appendix A 2007 Road Resurfacing Program - Roads Receiving Hot Mix Asphalt Appendix B 2007 Road Resurfacing Program - Roads Receiving Single and Double Surface Treatment

5 Appendix A to Report IS Roads Resurfacing Program 2007 Roads Receiving Hot Mix Asphalt Proj. Street From To Length (m) No. 1 Hospital Drive Hagey Avenue Bertie Street Hagey Avenue Hospital Drive East Limit Sherkston Road Holloway Bay Road Matthews Road Thunder Bay Road Windmill Point Road Stonemill Road Crystal Beach Drive Parking Area Adjacent to Waterfront Park 30 Note: Sherkston Road will be a pilot program using cold mix asphalt with recycled asphalt

6 Appendix B to Report IS Roads Resurfacing Program 2007 Roads Receiving Double Surface Treatment Proj. No. Street From To Length (m) 1 Windmill Point Road S Thunderbay Road South Limit Church Road Ott Road House Road Bertie Bay Road MacDonald Drive 200 m south of Dominion Bridge Street Ridge Road North 800 m east of Ridge Rd Bay Beach Parking LOT 4900m 2 Roads Receiving Single Surface Treatment Proj. No. Street From To Length (m) 1 Nigh Road Burleigh Road Ridge Road North Nigh Road Gorham Road Cherryhill Blvd North Switch Road Townline Road Niagara Parkway Rivertrail Black Creek Road Pumping Station King Street Oakes Drive North Limit 37