To: From: Members of the Administrative Staff Committee W.H. Jackson, Director of Utility Services Meeting Date: August 26, 2015 Subject: Report USEC15-021 Award of Tender T-54-15 - Trans Canada Trail Extension Purpose A report to recommend the award of Request for Tenders (RFT) T-54-15 for the Trans Canada Trail Extension. Recommendations That the Administrative Staff Committee, through its delegated authority as set out in Section 8.2.2 b of the City s Purchasing By-law 14-127, approve the recommendations outlined in Report USEC15-021 dated August 26, 2015, of the Director of Utility Services as follows: a) That Tender T-54-15 for the Trans Canada Trail Extension be awarded to Tri- Land Excavating & Haulage, 2200 Keene Road, Otonabee, Ontario, K9J 6X7 at a cost of $249,633.18 plus HST of $32,452.31 for a total cost of $282,085.49; and b) That a provisional work value of $25,000 be committed to the project and the Utility Services Department be provided the authority to adjust the purchase order value to an upset limit of $274,633.18 excluding HST as necessary to complete this project.
Page 2 Budget and Financial Implications The total project costs (net of the HST rebate) for Tender T-54-15 are set out in the following table and can be accommodated within the uncommitted balance of the approved 2015 budget and various funding grants. Line Description Amount 1 Tender T-54-15 Trans Canada Trail Extension $ 249,633.18 2 Provisional Work $ 25,000.00 3 Sub-total $ 274,633.18 4 HST Payable by the City $ 4,833.54 5 Geotechnical and Material Testing Allowance $ 10,000.00 6 Engineering and Contract Administration $ 53,000.00 7 Total Estimated Project Cost (Net of HST rebate) $ 342,466.72 Funding for the Trans Canada Trail Extension project will come from the following sources: Line Description Amount 1 2015 Budget (Capital Budget Item 7-1.01) $ 150,000 2 Initial Pan Am Games Grant $ 100,000 3 Additional Pan-Am Games Grant $ 40,000 4 Trans Canada Trail Foundation Grant $ 79,000 5 Total $ 369,000 The total net $342,466.72 requirement, after applicable HST rebates, can be accommodated within the $369,000 allocation from the approved 2015 Capital Budget and funding grants from the Trans Canada Trail Foundation and Pan Am Games. Background Brief Description of the Work The project involves the new construction and paving of the Trans Canada Trail from Lansdowne Street East to the City limit and limestone screenings from the City limits to 645 metres into Otonabee Township. The trail will be constructed on the former Canadian Pacific Rail (CPR) rail corridor recently acquired by the City (Appendix A).
Page 3 The section of trail between Highway 7/115 to Technology Drive will be a temporary granular surface. The Ministry of Transportation of Ontario (MTO) is proposing to rehabilitate the Highway 7/115 bridge over the former CPR rail corridor over the 2016 and 2017 construction seasons. During the construction MTO is obtaining construction access over this portion of the trail. The trail will remain active during this period but will be flagged by the MTO contractor during brief periods to facilitate construction access to the site and protect trail users. The MTO will pave this section of trail upon completion of the bridge work. The portion of trail outside the City limit is being completed as part of this tender under request of the Trans Canada Trail Foundation and is being funded by the additional Pan Am Games grant monies. The works under this tender will not preclude the possible development of a recreational snowmobile trail from the City limits to the back of 700 Ashburnham Drive as discussed in Report USTR15-012. RFT Bid Solicitation, Closing, Prepared by, Reviewed by Tender T-54-15 for Trans Canada Trail Extension was prepared by City staff. It was issued July 23, 2015 and closed on August 13, 2015. The tender was evaluated by the Engineering Services Coordinator and an Engineering and Construction Technologist. Summary of Submissions Chart 1 below provides a summary of the Tender results: Chart 1 RFT T-54-15 Trans Canada Trail Extension Firm Name Address Bid Amount (Excluding HST) Tri-Land Excavating & Haulage Otonabee, Ontario $ 249,633.18 Drain Bros. Excavating Ltd. Lakefield, Ontario $ 295,513.24 C.W. Services Cobourg, Ontario $ 343,667.86 Recommended Bidder Based upon a review of the lowest tender price, it is recommended that Tender T-54-15 be awarded to Tri-Land Excavating & Haulage. Tri-Land Excavating & Haulage has worked for the City in the past including Various New Sidewalk Installations (T-02-14) in 2014 and Sewer Replacements and Spot Repairs (T-39-15) in 2015. Delegated Authority to Approve Section 8.2.2 b of Purchasing By-law 14-127 delegates authority to the Administrative Staff Committee to award a Request For Tender, regardless of the size of the expenditure, provided that the Award is to the lowest bidder and the expenditure can be
Page 4 accommodated within the approved budget. Request For Tender T-54-15 meets these requirements and can be awarded by the Administrative Staff Committee without further Council approval. Timelines If the recommendation is approved, an agreement will be prepared and signed by the CAO and Clerk, under their delegated authority to do so before the work commences. The contractor is tentatively scheduled to commence work on September 21, 2015 and is required to complete the work within 25 working days. It is anticipated that the work will be substantially completed by the fall of 2015. Summary Tender T-54-15 for Trans Canada Trail Extension has been issued in accordance with the City s Purchasing By-law 14-127 and can be awarded by the Administrative Staff Committee for this project within the approved budgets as detailed in this report. Submitted by, W. H. Jackson, P. Eng. Director Utility Services Contact Name: Blair Nelson, P.Eng Manager, Design & Construction Phone 705-742-7777 ext 1763 Toll Free: 1-855-738-3755 Fax 705-876-4621 E-mail address: bnelson@peterborough.ca Attachment: Appendix A: Proposed Works on Trans Canada Trail - Location Sketch