HomeMy WebLinkAboutTR-84-87 TOWN OF NEWCASTLE
REPORT File #
Res.
_--- .4: �. By-Law #
MEETING: GENERAL PURPOSE & ADMINISTRATION COMMITTEE
DATE: November 2, 1987
REPORT #:TR-84-87 FILE #:
SUBJECT:
Tender T87-261 Nash Road Reconstruction
(From Varcoes Road Easterly)
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. That report TR-84-87 be received; and
2. That Report TR-78-87 be lifted from the table and dealt with.
BACKGROUND & COMMENTS:
At the General Purpose and Administration Committee Meeting of October
19, 1987, Report TR-78-87 was tabled (copy attached) and referred to
staff for further information and a cost breakdown.
Attached, please find correspondence from the Deputy Director of Public
Works, which addresses these concerns.
Staff are of the opinion that the contract for Nash Road Reconstruction
should not be awarded at this time, due to inflated prices being
tendered.
Respectfully submitted, Recommended for presentation
to the Committee
.R. Blanchard, /r)'hilef rence E Kotseff,
Treasurer. m nistrative Officer.
JRB/pp
TOWN OF NEWCASTLE
(:'F1 REPORT File #
Res. #
MEET ING: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
DATE: October 19, 1987
REPORT #: TR-78-87 FILE #:
SUBJECT: TENDER T87-26, NASH ROAD RECONSTRUCTION
(From Varcoes Road Easterly)
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration
Committee recommend to Council the following:
1. That this report be received; and
2. That Tender T87-26, Nash Road Reconstruction not be awarded at this time;
and
3. That funds to complete this project be included in the 1988 Public Works
Capital budget.
BACKGROUND AND COMMENT:
Tender specifications were provided by Proctor and Redfern Limited, for the Nash
Road Reconstruction as required by the Director of Public Works.
Tenders were publicly advertised in the local papers, as well as the Daily
Commercial News, with a closing date of August 12, 1987. Despite four (4)
contractors picking up tender documents, there were no bids received.
2 -
TR-78-87
TENDER T87-26, NASH ROAD RECONSTRUCTION (From Varcoes Road Easterly)
All four (4) contractors were contacted by the Purchasing and Supply Agent with
their responses being noted as follows:
Company Comments
Dagmar Construction - bad timing
Markham, Ontario - would be interested if
re-tendered
Novacor Construction - not pleased with Town's actions
Queensville, Ontario on past Tender award (T87-17)
Harnden and King Construction - unable to secure sub-contractor
Cobourg, Ontario for sewer portion of project
Bennett Paving and Materials Limited - not pleased with some of the
Oshawa, Ontario tender requirements
ie. 1. 3% holdback
2. contingencies conditions
not clear
3. too many items
Subsequently, the tender requirements were reviewed by Purchasing, Public Works
staff and the consultant, Proctor and Redfern Limited. It was mutually agreed that,
in an effort to encourage bidding, the concerns of Bennett Paving and Materials
Limited would be addressed.
The tender requirements were revised and tenders were again publicly advertised.
In addition to the original four (4) contractors being invited to bid, two (2)
others requested specifications. Tenders closed on September 14, 1987 and were
received and tabulated as follows:
Bidder Bid Amount
Bennett Paving and Materials Limited $505,701.36
Oshawa, Ontario
The Engineer's estimate for this project was $317,447.00. The total amount
allocated for this project in the 1987 Public Works Capital budget was $186,600.00.
It should also be noted that the Engineer's fees would be in addition to the above
bid amount.
Page - 3 -
TR-78-87
TENDER T87-26, NASH ROAD RECONSTRUCTION (From Varcoes Road Easterly)
This tender has been discussed with the Region of Durham staff, as the Region's
services form a substantial part of the contract, and they concur with our
recommendations. As well, included in this tender was the widening and
installation of concrete curbing on the west side of Varcoes Road, north of Nash
Road, as requested by the neighbourhood residents. It is not practical to complete
this work at this time, as the Region are experiencing deficiences on their services
and have been excavating to make the required repairs.
Clean-up of the boulevard will be completed by Town staff this fall.
Staff will be reviewing alternatives to complete this work in a reasonable,
economical manner -by late spring of 1988.
After further review and analysis of the bid by Public Works and Treasury staff,
and in view of the inflated prices, the fact that only one (1) bid was received and
that the costs are significantly over budget, it was mutually agreed that the
contract for Nash Road Reconstruction, not be awarded at this time.
Respectfully submitted, Recommended for presentation
to the Committee,
,'IT-R. Blanchard, wrenc Kotseff,
,;
:reasu er, Chief nistrative Officer.
T. G
Deputy Dirt`r of Public Works.
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` TOWN OF NEWCASTLE
MEMORANDUM
Mayor John Winters
TO; Members of Council
FROM: David T. Gray, Deputy Director of Public Works
DATE; October 26, 1987
SUBJECT: TREASURY REPORT TR-78-87
NASH ROAD/ VARCOE ROAD CONSTRUCTION - TENDER T87-26
Treasury Report TR-78-87 presented to the October 26, 1987 G.P.A.C.
was tabled to provide clarification and a more detailed cost break
down in relation to the Region's and Town's share of the works. The
attached memorandum to the Purchasing Department states our reasons
for not recommending the award of the contract.
The following summary of contract items indicates the cost breakdown
estimates and budget allocation. Budget documentation is attached for
your convenience.
Contract Description of
Items Underground Services Bid Estimate
A Sanitary Sewers $ 60,290.45 $ 18,525.00
B Storm Sewers 79,760.45 372208.00
C Sanitary Manholes 3,795.00 2,875.00
D Storm Sewers 11 ,693.00 9,500.00
E Catch Basins 14,339.60 9,470.00
F Services 26,614.50 10,500.00
G Contingencies 38,030.00 382030.00
$234,523.00 $126,108.00
Road Works
H Prep of Subgrade 43,115.70 16,208.00
I Rd Base,Curb,Asphalt 150,122.35 124,000.00
J Contingencies 16,131 .34 16,131 .34
$209,369.39 $156,339.00
Boulevard Works
K $ 61 ,808.97 $ 35,000.00
$ 61 ,808.97 $ 35,000.00
TOTAL $505,701 .36 $317,447.00
----------- -----------
----------- -----------
. . . .2
u1
Page 2
Treasury Report TR-78-87
Nash Road/Varcoe Road Construction - Tender T87-26
Town's Share Region's Share Total
ITEM A $ $ 60,290.45 $
B 79,760.45
C 3,795.00
D 11 ,693.00
E 14,339.60
F 13,307.25 13,307.25
G 19,015.00 19,015.00
Sub Total $ 138,115.30 $ 96,407.70 $234,523.00
H 43015.70
I 150,122.35
J 169131 .34
Sub Total $ 209,369.39 $209,369.39
K 61 ,808.97 61 ,808.97
Grand Total $ 409,293.66 $ 96,407.70 $505,701 .36
Funds Approved for Town's Share:
Nash Road $ 160,000.00
Nash Road C/0 26,600.00
Varcoe Road 70,000.00
TOTAL $ 256,600.00
. . . .3
0 3 (d)
Page 3
Treasury Report TR-78-87
Nash Road/Varcoe Road Construction - Tender T87-26
Varcoe Road
ITEM H.003 $ 866.80
H.005 11516.90
H.007 9,576.00
$ 11 ,959.70
ITEM I.001 618 m x 14.80 $ 9,146.40
1.003 17,874.00
1.005 27,049.86
1.008 9,324.00
1.011 17,346.00
$ 80,740.26
ITEM K.004 50 % $ 13,156.00
K.006 5,508.00
K.007 7,884.00
$ 26,548.00
$119,247.96
PLUS 10 % Engineering
Funds to provide the Town's share of the Nash Road portion of the road
reconstruction and storm sewer work were budgeted in the 1987 Public
Works Capital Budget as $160,000.00 from Lot Levy Reserve.
As well, $26,600.00 was budgeted as a carry over item for the Town's
share of the restoration of Nash Road from Varcoe Road to Townline
Road and is not specifically part of this project.
The contract prices for Varcoe Road put the cost at approximately
$120,000.00 plus an additional 10 % for Engineering and Contract
Administration.
. . . .4
Page 14
Treasury Report TR-78-87
Nash Road/Varcoe Road Construction - Tender T87-26
In summary, the Town has had extreme difficulty in attracting
competitive bids on this project and the prices submitted are
extremely high. Deficiencies and repairs of the underground services
on Varcoes Road do not provide a good basis for completing the Town
works this fall.
It also should be noted that by not proceeding with the project at
this time, our subsidy allocation from the M.T.C. is not affected. A
substantial portion of the road work is eligible for subsidy but was
not included in that portion of the funding at budget time.
Staff are proceeding to make the necessary arrangements to complete
the boulevard grading on Varcoe Road and to complete the granular
base for the required widening. Curb and final asphalt would be
completed in late spring (1988) when assurances are received from the
Region that all underground repairs have been completed and the
services have been accepted.
Letters are to be forwarded to the residents advising them of the
situation.
D.T. Gray.
DTG:jco
cc: L.E. Kotseff, C.A.O.
J.R. Blanchard, Treasurer
A.S. Cannella, Engineering Supervisor
TOWN OF NEWCASTLE
NEMRAfM f�l
TO: LOU ANN BIRKETT, PURCHASING AND SUPPLY AGENT
FROM; DAVID T. GRAY, C.E.T., DEPUTY DIRECTOR OF PUBLIC WORKS
DATE: 1987 10 05
SUBJECT: ENDER T87-26
HASH ROAD RECONSTRUCTION
Please be advised that I have reviewed the tender prices for
T87-26, as submitted by Bennett Paving and Materials Ltd.,
and find the prices bid on most items significantly high,
almost double the Engineer's estimate. In view of these
inflated prices, the fact that only one bid was received,
and that the Tender costs are significantly over budget I am
recommending that the Tender 87-26, for reconstruction of
Nash Road from Varcoes Road easterly, not be awarded at this
time.
I have discussed this tender with the Region of Durham staff
as the Region' s services form a substantial part of the
contract and they concur with our recommendations. As well ,
included in this tender was the widening and installation of
concrete curbing on the west -side of Varcoes Road, north of
Nash Road, as requested by the neighbourhood residents. It
is not practical to complete this work at this time as the
Region are experiencing deficiences on their services and
have been excavating to make the required repairs. Clean-up
of the boulevard will be completed by Town staff this fall .
Staff will be re iewing alternatives to complete this work
in a s abl economical manner by late spring of 1988.
D.T. Gra
DTG:kd
cc: A.S. Cannella, Engineering Supervisor
J. Blanchard, Treasurer
L. Kotseff, C.A.O.
" 19.
:ORPORATION OF THE TOWN OF NEWCASTLE
DEPARTMENT: PUBLIC WORKS
987 CAPITAL BUDGET ACCOUNT NUMBER: 7205
ACCOUNT DESCRIPTION: ROAD CONSTRUCTION
>ROJECT DETAIL SHEET
4. Capital Costs
�. Pro ect Number
Project Location -61: Description
Land, Building & Major Improvanent $
Nash Road storm sewer and upgrading
Furniture & Equipment
Townline Rd. to Varcoe Rd.
Construction Services: 26,600
Contractor
Regional --
Engineering -
3. Key Plan Temporary Financing
TOTAL COSTS $ 26,600'
5. Related Pro ect
LL The Nash Road storm sewer and restoration project
which began in the fall of 1986.
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CORPORATION OF THE TOWN OF NEWCASTLE DEPARTMENT: PUBLIC WORKS
1987 CAPITAL BUDGET ACCOUNT NUMBER: 7205
PROJECT DETAIL SHEET ACCOUNT DESCRIPTION: ROAD CONSTRUCTION
6. Need/Explanation of Project 7. Financing
In order to provide adequate storm sewer capacity for Tax Levy $ NIL
the development north of Nash Rd. & east of Varcoe Rd.
the developer was required to install a storm sewer on Revenue from Users
Nash Rd. to Townline Rd.
Subsidy & Contribution:
The Town agreed to contribute to the project to provide D/C Lot Levies $ 14,800
for the oversizing of the storm and restoration of Nash Rd. MTC $ 11,800
to a reasonable level as opposed to restoring in kind as
is the normal requirement. Total Subsidy & Contribution
Debentures 26,600
Funds are required to cover the Town's share of the
restoration works which were originally scheduled for late Tax Supported $ -
fall of 1986 but were not completed due to persistent Non Tax. Supp.$
inclement weather.
Total Debentures
If the PRIDE application is approved a portion of these
funds may be required to provide a temporary surface until TOTAL FINANCING $ 26,600
the design and tendering of the servicing and road
constructio, can be completed. Approximately $12,000 must
be allocated to complete works which were partially com--
pleted in 1986. It is recommended that $50,000 be allo-
cated for this project in 1987.
8. Prop. Start Date 9. Prop. Comp. Date 10. O.M.B. Quota
May, 1987 May, 1987
CORPORATION OF THE TOWN OF NEWCASTLE
DEPARTMENT: PUBLIC WORKS
ACCOUNT NUMBER: 7205
1987 CAPITAL BUDGET
ACCOUNT DESCRIPTION: ROAD CONSTRUCTION
PROJECT DETAIL SHEET
i 4. Ca ital Costs
1. Pzo'ect Number or improvement $
2. Project Location & Descriptions Building & Maj P —"
Nash Rd. Reconstruction Furniture & Equipment
Varcoe Rd. east to the existing curb and gutter section
Construction Services: 150,000
west of Cherry Blossom Dr. Contractor
Regional —""—�
Engineering
Temporary Financing
- TOTAL COSTS $ 160,000
5. Related Pro•ect
°-' In 1986 Nash Rd. was reconstructed to urban west
+'+ 9 standards from Centerfield Drive to a point
of Cherry Blossom Drive. In 1987 Nash Rd. from
s Townline Rd. to Varcoe Rd. and Varcoe Rd. from
�} Hwy. 2 to Nash Rd. and from Nash Rd. north to
n" Centzefield Drive will be upgraded and asphalted.
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T CORPORATION OF THE TOWN OF NEWCASTLE DEPARTMENT: PUBLIC WORKS
1987 CAPITAL BUDGET ACCOUNT NUMBER: 7205
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PROJECT DETAIL SHEET ACCOUNT DESCRIPTION: ROAD CONSTRUCTION
6. Need/Explanation of Project 7. Financing
The new pavement on all four sides of this section of Tax Levy $_
Nash Rd. make it a logical section to reconstruct. The
Region of Durham has proposed funding for their work on Revenue from Users
this section of Nash Rd. in their 1987 capital budget.
® Subsidy & Contribution:
The reconstruction in 1987 will result in the new road and Reserve $ 160,000 (Lot Levies)
sidewalks being in place in time for the opening of the Grants
addition to the Courtice West (Sid Warden) Public School
be on stream. Total Subsidy & Contribution
Debentures 160,000
® Tax Supported $
Non Tax. Supp.$
Total Debentures
TOTAL FINANCING $ 160,000
8. Prop. Start Date 9. Prop. Comp. Date 10. O.M.B. Quota
June, 1987 August, 1987
MEN
9 �. w• „k TOWN OF NEWCASTLE
REPORT File #
Res. #
By-Law #
MEETING: THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
DATE: June 1, 1987
REPORT #: WD-40-87 FILE #:
SL&ECT: VARCOE ROAD CONSTRUCTION
RECOMMENDATIONS:
It is respectfully recommended:
1. That Report WD-40-87 ..be received; -and,
. .. . .. ;-w-„:a!•;v,03,.;2:--'r;. .:f` (t{.. a,:° ..a'� :-:,. ,;,; `f” ., ,. `—.
2. That the urbanization:.of the west -side=.of- Varcoe:Road be. completed in
conjunction with the Town's 1987 .Nash.. Road...reconstructidK project.
3. That the cost of,the urbanization. be'funded ;from .Public Works Lot
Levies.
G.P.A. Minutes - 12 - June 1 , 1987
PUBLIC WORKS
Resolution #GPA-519-87
Varcoe Road Moved by Councillor Stapleton, seconded by Councillor McKnight
Construction
18.2.110. 1. That Report WD-40-87 be received; and
2. Thht the urbanization of the west side of Varcoe Road
be completed in conjunction;iwith the Town's 1987 Nash
Road reconstruction project;
3. Thbt the cost of the urbanization be funded from Public
Works Lot Levies.
"CARRIED"
3 p/
r
Page 2
Report No. WD-40-87
REPORT:
As part of the Schleiss and Holland development, Varcoe Road north of Nash
storm sewers and with curb and gutter,
has been reconstructed complete with
sidewalk and streetlighting on the east side of the road all at the expense
of the developer.
To complete the urbanization of the west side of Varcoe Road, curb and
gutter and boulevard restoration is required. The estimated cost of the
works required is $70,000.00.
The option is 'to restore the. boulevard and leave the west .side of Varcoe
Road with a rural cross section similiar to the situation that used to be on
Martin Road north of Baseline Road and on West Townline Road north of Bloor
Street.
It is hereby. recommended that the urbanization of the ,west side of Varcoe
Road be completed in conjunction with.the Town's 1987 Nash Road
reconstruction project (ie:Nash Road east of Varcoe Road to the Sid ar n
Public School ) which,' is/scheduled to take place in July 1987, and that lot
-levies be used to .cover the cost of said works.
Respectfully submitted, Recommended for presentation
to the Committee,
Gordon J. Ough, P. Eng. ,' Lawrence E. Kotseff,
Director of Public Works Chief Administrative Officer.
GJO:lly