MUNICIPALITY OF CHATHAM-KENT INFRASTRUCTURE AND ENGINEERING SERVICES ENGINEERING AND TRANSPORTATION DIVISION TO: FROM: Mayor and Members of Council Nelson Cavacas, C.E.T. Manager, Infrastructure and Development Engineering DATE: June 6, 2014 SUBJECT: Tender Award: Contract #T14-105U, Urban Resurfacing RECOMMENDATIONS It is recommended that: 1. The 2014 Urban Resurfacing Program be approved. 2. The tender in the amount of $3,091,178.28 including HST for Urban Resurfacing be awarded to Coco Paving (1990) Incorporated. 3. Of the $3,091,178.28 amount noted in item 2 above, $88,124.16 for provisional spot utility repairs be funded from the approved Operational Budgets for the utility pavement repair costs associated with sewer and water repairs. BACKGROUND The 2014 roadway maintenance and construction needs were compiled by the Road Analytics Software Program and reviewed by Infrastructure and Engineering Services (IES). The IES Public Works Managers (North and South) along with the staff of Engineering and Transportation Division reviewed these sections of roadway identified for improvement. This review has confirmed the ratings, pavement type and features that affect their choice as proposed maintenance projects. Any conflicts with future bridge, water main and storm sewer improvements required to be completed prior to resurfacing were identified and the list adjusted accordingly. Road sections were inspected to confirm the ratings, geometrics and suitability of the improvements suggested. The attached 2014 Urban Resurfacing List (Appendix A) indicates the pavement sections. The expenditure of the works listed is within the budget amount set out in the Lifecycle Budget for the urban resurfacing.
Tender Award: Contract T14-105U, Urban Resurfacing 2 The contract in general provides for the supply, haul and placement of asphalt to be applied on various urban streets throughout Chatham-Kent. Tenders were called and received by the Purchasing Officer on Thursday, June 5, 2014. The results are as follows: TENDER: CONTRACT T14-105U URBAN RESURFACING Rank Tenderer Amount (incl. HST) Amount (excl. HST) 1 Coco Paving (1990) Inc. Windsor, ON $3,091,178.28 $2,735,556.00 2 Huron Construction Co. Ltd. Chatham, ON $3,193,683.12 $2,826,268.25 The Engineering and Transportation Division has reviewed the tenders and found them to be complete in all respects. COMMENTS Potential alternatives for Lifecycle Budget savings were assessed in efforts to balance budget within current funding. The updated current 2014 Lifecycle Budgets including this year s 1.3% allocation increase for lifecycle roads along with the available 2013 carry-over lifecycle funding is shown in the table below. Road Program Type Annual Required Budget Annual 2014 L/C Budget Annual Budget Deficit 2013 L/C Carry-Over Funding 2014 L/C Total Funding Asphalt Roads $12,000,000 $9,147,000 $2,853,000 $ 455,000 $ 9,602,000 Surface Treatment $1,000,000 $ 800,000 $200,000 $ 300,000 $ 1,100,000 Total Programs $13,000,000 $9,947,000 $3,053,000 $ 755,000 $10,702,000 Administration has also explored new technologies and cost savings measures to mitigate the current budget deficits. However, even with the adoption of these new initiatives, the Surface Distress Index (SDI) will drop from the current 7.85 to 6.85 over the next 10 years unless the budget deficit is eliminated. The result will be a general decline in overall quality of roads in Chatham-Kent. Similar to 2013 the following new technologies will continue to be employed by the Municipality considering a positive performance over this past winter season: 1) Increase the amount of Recycled Asphalt Pavement (RAP) material in design specification of new hot Mix Asphalt from 10% to 15%. 2) Increase/enhance road gravel shouldering activities by Public Works to improve roadside drainage and road structural integrity. 3) Incorporate pavement preservation technologies on 25% of the paved road resurfacing programs to extend the life of existing pavement.
Tender Award: Contract T14-105U, Urban Resurfacing 3 The adoption of some of the above strategies will result in a surface which is more textured (less smooth) compared to asphalt. However, it is felt the cost/benefit ratio will be favorable to the community. The budget estimate for the 2014 Urban program was set at $2,750,000 and funds were included in the 2014 Lifecycle Budget. Subsequent to finalizing the Urban program, suppliers were consulted by the Engineering and Transportation Division to identify possible cost increases prior to tendering. Two General Contractors submitted tenders for the job and bidding was an open competitive process. To optimize the Tender Call, resurfacing work has been divided into two contracts. One for Urban Works as noted on Appendix A (2014 Urban Resurfacing List), and the other for Rural Works. The tender documentation included a stipulation that the locations included in the tender were subject to Council approval. A list of road sections that have been put on the provisional list due to budget limitations is also attached as Provisional Urban Roads List (Appendix B). The first top three road sections that were included in the tender as provisional roads will be completed considering favorable pricing received allowing completion of these sections within budget allocations. Staff will monitor the project costs to determine if additional road sections can be completed from the provisional list. Maps and tables of the 2014 Urban Resurfacing Sites (Appendix C) are attached to assist Council in identifying these locations. The contract documentation contains the same provision for the oil price escalation clause that was included in last year s rural and urban resurfacing contracts to address the Asphalt Cement (AC) industry s issue with the price volatility on the AC product supplied to paving contractors. The contractor has the option to opt in or out of the agreement at the time of submitting their tender bid and cannot change once bids are received. The price escalation clause also remains unchanged with the stipulation that price adjustment is only applied if the AC price differs more than $20 per tonne either up or down from the price index for the month in which the tender closed. When the price index differential is less than $20 per tonne, there will be no payment adjustment for that month. The price index is published monthly in the MTO Contract Bulletin and for this tender the AC price index was published at $769.60 per tonne establishing this rate from which all AC adjustments will be calculated. However, for this year s contract the low bidder has submitted their bid opting out of the AC index, resulting in the unit prices being fixed at the prices submitted with the tendered bid; therefore, the provision for the deletion of road resurfacing work to remain within budget allocations will not be required. The project breakdown is set out in the Financial Implications section of this report. A summary of the 2014 Roads Lifecycle Budget is provided in item (D) of the table in the Financial Implications section of this report. The $10,702,000 amount shown for the total roads Lifecycle Budget consists of the total budget for asphalt roads and the surface treatment maintenance resurfacing programs
Tender Award: Contract T14-105U, Urban Resurfacing 4 including all associated Gas Tax funding and carry-forward funding balance from the prior year. COUNCIL DIRECTIONS The recommendations in this report support the following Council Directions: JOBS: Everyone in Chatham-Kent who wants to work is able to work in meaningful employment PEOPLE: Chatham-Kent is a welcoming community where people choose to live, learn, work, and play HEALTH: Chatham-Kent is a healthy, active, safe, accessible community within a healthy natural and built environment FINANCIAL SUSTAINABILITY: The Corporation of the Municipality of Chatham-Kent is financially sustainable CONSULTATION Has the potential to support all Council Directions Neutral issues (does not support negatively or positively) The Tenders were opened by the Purchasing Officer and reviewed by the Tendering Committee which includes the Purchasing Officer, Corporate Services, the Acting Director, Financial Services/Treasurer, Corporate Services and the Manager, Infrastructure and Development Engineering, Infrastructure and Engineering Services. The Managers of Public Works (North and South) were also consulted on the road listing. FINANCIAL IMPLICATIONS The project is being funded from the 2014 Roads Lifecycle Budget, which includes funds under the Association of Municipalities of Ontario (AMO)/Federal Transfers of Federal Gas Tax Funding Agreement.
Tender Award: Contract T14-105U, Urban Resurfacing 5 The project is summarized in the following table: (A) Budget Estimate (B) Project Costs (C) Project Funding (D) Lifecycle and Provincial Grant Update Summary CONTRACT T14-105U, URBAN RESURFACING DESCRIPTION TOTAL Lifecycle for Urban Resurfacing $ 2,750,000.00 Operational Budget (Utility Cuts) $ 100,000.00 Total $ 2,850,000.00 DESCRIPTION TOTAL Low Tender $ 3,091,178.28 Engineering & Material Testing $ 50,000.00 Less HST Rebate 11.24% -$ 307,476.49 Total $ 2,833,701.79 Lifecycle for Urban Resurfacing $ 2,745,577.63 Operational Budget (Utility Cuts) $ 88,124.16 Funding Totals $ 2,833,701.79 Roads Lifecycle Budget $ 10,702,000.00 Previously Approved -$ 5,458,948.62 Current Project -$ 2,745,577.63 Balance Remaining $ 2,497,473.75 The remaining roads Lifecycle Budget in the amount of $2,497,473.75 is committed to other road program projects that have not been tendered to date. Some of these other committed projects include the following: Surface Treatment, Road Sub-drainage, Concrete Curb Repairs, Crack Sealing, Mechanized Spray Patching, Alternative Pavement Preservation Technologies and Railway Asphalt Road Approach Repairs. Prepared by: Reviewed by: Nelson Cavacas, C.E.T. Manager, Infrastructure and Development Engineering Thomas Kelly, P. Eng., MBA General Manager, Infrastructure and Engineering
Tender Award: Contract T14-105U, Urban Resurfacing 6 c. Purchasing Officer, Financial and Performance Services Acting Director, Financial Services/Treasurer, Corporate Services Manager, Public Works North Manager, Public Works South Attachments: Appendix A - Chatham-Kent 2014 Urban Resurfacing List Appendix B - Provisional Urban Roads List Appendix C - Urban Resurfacing paving sites-rural, map. 2 pages (RTC:\Infrastructure & Engineering\I&ES\2014\ 3663 Tender Award: T14-105U, Urban Resurfacing
Appendix A Chatham-Kent 2014 Urban Resurfacing Program List Community Location Description Street Name Segment Start Segment End 1 BLENHEIM Cathcart Street Story Street 90 degree bend 2 BLENHEIM Talbot Street Pook Road Forsyth Drive 3 BLENHEIM Talbot Street Chatham Street Hall Street 4 BLENHEIM Talbot Street Mountford Street Marlborough Street 5 BOTHWELL Main Street Chestnut Street Cherry Street 6 BOTHWELL Elm Street Catherine Street Main Alley 7 CHATHAM Jasper Avenue Dunvegan Drive 50m east of Lincoln 8 CHATHAM Mercer Street John Street Park Lane 9 CHATHAM Spencer Avenue Lacroix Street Raleight Street 10 CHATHAM Lacroix Street King Street CPR crossing 11 CHATHAM Jeffrey Street Cross Street Richmond Street 12 CHATHAM McNaughton Avenue East Victoria Avenue Given Road 13 CHATHAM Grand Avenue East Joseph Street Taylor Avenue 14 CHATHAM Suger Maple Run Norway Maple Drive St. Clair Street 15 CHATHAM Burton Avenue Tweedsmuir Avenue Tweedsmuir Avenue 16 CHATHAM Gregory Drive West St. Clair Street Red Maple Mile 17 CHATHAM Gregory Drive East St. Clair Street 125m East of Victoria 18 CHATHAM Campus Parkway Collegate Drive South Grand Avenue West 19 CHATHAM Campus Parkway University Drive North University Drive South 20 CHATHAM Couture Drive Semenyn Avenue Woods Street 21 CHATHAM Ardleigh Drive Victoria Avenue North Limit 22 CHATHAM Orangewood Boulevard Oxley Drive Paxton Road 23 CHATHAM Balmoral Road Baldoon Road Garden Path East 24 CHATHAM Montgomery Drive Woods Street Sandys Street 25 CHATHAM Monarch Drive Blossom Place Viscount Road 26 CHATHAM Jupiter Avenue John Street Dunvegan Drive 27 DRESDEN Lindsley Street St. George Street Metcalfe Avenue E 28 DRESDEN North Street 150m N Community Road CSX Crossing 29 ERIEAU Ross Lane Erieau West Limits 2 nd Street 30 RIDGETOWN Cecil Steet Main Street Jane Street 31 RIDGETOWN Marsh Street Main Street David Street 32 THAMESVILLE London Road Anna Street Wallace Street 33 THAMESVILLE London Road Priscilla Street Alice Street 34 TILBURY Tilbury Street Canal Street Mill Street West 35 TILBURY Bonniface Street Canal Street Crawford Avenue 36 TILBURY Canal Street Ella Street Tilbury Street 37 TILBURY Ella Street Canal Street Henderson Street 38 WALLACEBURG McNaughton Avenue Lord Selkirk Bridge CSX Railway Crossing 39 WALLACEBURG Bridlepath Road Murray Street Reaume Avenue Appendix A, Chatham-Kent 2014 Rural Resurfacing List - Report No.3663
Appendix B Provisional Urban Resurfacing Program List Community Location Description Provisional Roads Included In Contract 40 WHEATLEY Bruce Crescent Hillcrest Drive George Avenue 41 WHEATLEY Elm Street West Erie Street Hillcrest Street 42 WHEATLEY Hillcrest Drive Elm Drive North End Provisional Roads NOT Included In Contract 1 CHATHAM Pavey Street Tissman Avenue Freeland Avenue 2 TILBURY Lyon Street Superior Street Canal Street 3 CHATHAM Victoria Avenue Amelia Street Forest Street Appendix B, 2014 Provisional Urban Resurfacing List - Report No.3663
2014 Urban Resurfacing Sites CHATHAM 7. JASPER STREET DUNVEGAN DR. to 50m east of LINCOLN RD. 18. CAMPUS PARKWAY COLLEGIATE DR. S. to GRAND AVE. W. 8. MERCER STREET JOHN ST. to PARK LANE 19. CAMPUS PARKWAY UNIVERSITY DR. N. to UNIVERSITY DR. S. 9. SPENCER AVENUE LACROIX ST. to RALEIGH ST. 20. COUTURE DRIVE SEMENYN AVE. to WOODS ST. 10. LACROIX STREET KING ST. to CPR RWY. 21. ARDLEIGH DRIVE VICTORIA AVE. to north limit 11. 12. 13. 14. 15. JEFFREY STREET CROSS ST. to RICHMOND ST. RICHMOND ST. to south limit McNAUGHTON AVE.E. VICTORIA AVE. to GIVEN RD. GRAND AVENUE E. SUGAR MAPLE RUN BURTON AVENUE JOSEPH ST. to TAYLOR AVE. NORWAY MAPLE DR. to ST. CLAIR ST. TWEEDSMUIR AVE. to TWEEDSMUIR AVE. 22. ORANGEWOOD BLVD. OXLEY DR. to PAXTON DR. 23. BALMORAL ROAD BALDOON RD. to GARDEN PATH E. 24. MONTGOMERY DR. WOODS ST. to SANDYS ST. 25. MONARCH DRIVE BLOSSOM PLACE to VISCOUNT RD. 26. JUPITER DRIVE JOHN ST. to DUNVEGAN DR. 16. 17. GREGORY DRIVE W. GREGORY DRIVE E. ST.CLAIR ST.to RED MAPLE MILE ST.CLAIR ST.to 125m east of VICTORIA AVE. Municipality of Chatham-Kent Infrastructure and Engineering Services Engineering and Transportation Division 1. No. JUNE 2014 DATE ISSUED FOR TENDER ISSUANCE 2014 URBAN RESURFACING HOT MIX PAVING SITES URBAN MUNICIPALITY OF CHATHAM KENT REPORT NUMBER 3663 APPENDIX C T14.105U Sheet No. 1 of 2
1. 2. 3. 4. 2014 Urban Resurfacing Sites BLENHEIM CATHCART ST. STORY ST. to 90 degree bend TALBOT ST. POOK RD. to FORSYTH ST. TALBOT ST. CHATHAM ST.to HALL ST. TALBOT ST. MOUNTFORD ST.to MARLBOROUGH ST. 5. 6. BOTHWELL MAIN ST. ELM ST. CHESTNUT ST. to CHERRY ST. CATHERINE ST. to MAIN ALLEY 27. 28. 29. 30. 31. 32. 33. DRESDEN LINDSLEY ST. NORTH ST. ERIEAU ROSS LANE RIDGETOWN CECILE ST. MARSH ST. THAMESVILLE LONDON RD. LONDON RD. ST. GEORGE ST.to METCALFE AVE. E. 150m north of COMMUNITY RD. TO CSX RAILWAY west limits ERIEAU to 2ND ST. MAIN ST. to JANE ST. MAIN ST. to DAVID ST. ANNA ST. to WALLACE ST. PRISCILLA ST. to ALICE ST. TILBURY 34. TILBURY ST. CANAL ST. to MILL ST. WEST 35. BONNIFACE ST. CANAL ST. to CRAWFORD AVE. 36. CANAL ST. ELLA ST. to TILBURY ST. 37. ELLA ST. CANAL ST. to HENDERSON ST. WALLACEBURG 38. McNAUGHTON AVE. LORD SELKIRK BRIDGE to CSX RWY. 39. BRIDLE PATH RD. MURRAY ST. to REAUME AVE. WHEATLEY (PROVISIONAL) 40. BRUCE CRES. HILLCREST DR. to GEORGE AVE. 41. ELM ST. WEST ERIE ST. to HILLCREST DR. 42. HILLCREST DR. ELM ST. to north end Municipality of Chatham-Kent Infrastructure and Engineering Services Engineering and Transportation Division 1. No. JUNE 2014 DATE ISSUED FOR TENDER ISSUANCE 2014 URBAN RESURFACING HOT MIX PAVING SITES URBAN MUNICIPALITY OF CHATHAM KENT REPORT NUMBER 3663 APPENDIX C T14.105U Sheet No. 2 of 2