Addendum OED-2013-0039 - Town of Georgina

THE CORPORATION OF THE TOWN OF GEORGINAREPORT NO. OED-2013-0039FOR THE CONSIDERATION OFCOUNCILJULY 15,2013SUBJECT:AWARD OF TENDERSURFACE TREATMENT OF VARIOUS ROADS WITHIN THE TOWN OFGEORGINARECOMMENDATION:REPORT:1. THAT REPORT NO. OED-2013-0039 DATED JULY 15, 2013 WITHRESPECT TO THE SURFACE TREATMENT OF VARIOUS ROADSWITHIN THE TOWN OF GEORGINA BE RECEIVED.2. THAT COUNCIL AWARD TENDER NO. OED2013-047 FOR SURFACETREATMENT OF VARIOUS ROADS IN THE AMOUNT OF $291,047.81(NET HST) TO MILLER PAVING LIMITED.3. THAT THE CAO BE AUTHORIZED TO APPROVE ANYCONTINGENCIES THAT ARISE UP TO TEN PERCENT (10%) OF THEAPPROVED PROJECT COST.4. THAT A BY-LAW BE PASSED AUTHORIZING THE MAYOR ANDCLERK TO ENTER INTO A UNIT PRICE CONTRACT BETWEENMILLER PAVING LIMITED AND THE TOWN OF GEORGINA.Tender OED2013-047 was called for the application of single layer of surface treatmenton various roads within the Town of Georgina. This routine maintenance work has beenperformed on our surface treated roads for many years. The Catering Road works wereidentified during the 2013 Budget deliberations and the remaining streets were selectedbased on the surface condition after the spring break up, as communicated in the 2013budget presentation. Please see attachment presented at budget time.Two bids were received as follows:• Duncor Enterprises Inc.- $607,089.70• Miller Paving Limited - $505,938.75

2To meet our current approved 2013 budget we have reduced the quantities as was setout in the Form of Tender. We have discussed these reductions with Miller PavingLimited and they are agreeable to the reduced quantities.The table below summarizes the streets selected to be surface treated, the approved2013 budget, the estimated net cost to complete this work and the revenue source. Tomeet our approved budget amounts we have removed Boyers Road, Smith Boulevardand Duclos Point Road from the scope of work and will add these roads in 2014.We receive approximately $1.3 million annually from the Federal Government in GasTax funding. Our current balance in the Gas Tax Reserve is $2.8 million.The annual surface treatment projects are funded through the Tax Levy. In 2013, theworks on Catering Road were approved to be funded through Gas Tax. As per theAgreement with the Federal Government additional projects can be funded using GasTax reserves.LOCATION APPROVED LOW BID (NET HST REVENUEBUDGET -1.76% NON SOURCEALLOCATION REFUNDABLEIN 2013Catering Road and Dalton $110,000 $96,004.61 Gas TaxRoad (from Baseline Rd to#228 Catering Rd)Queensway N (Boyers Rdto Deer Park Rd)Glenwoods Avenue(Warden Ave to Kennedy $200,000 $195,043.20 Tax LevyRd)Baldwin Road (CateringRd to McCowan Rd)Catering Road (BaldwinRd to Country_ Mile Ln)

3Purchasing By-law 2004-0120 (CON-01) requires Council approval under section 6.01.8"where the awarding of a contract is over $1 00,000". Miller Paving Limited hascompleted our surface treatment works for many years and Town staff are satisfied withthe service they provide.Submitted by:RdLk~Operations ManagerRecommended by:Dan Pisani, P. Eng.Director of Operations and EngineeringApproved by:Winanne Grant, B.A., AMCT, CEMCChief Administrative OfficerRF/hayAtt.

TOWN OF GEORGINA - 2013CAPITAL BUDGETDEPARTMENT: !OPERATIONS & ENGINEERING -I PROJECT NAME Catering RdiDalton Rd Surface TreatmentProject Priority IPR2- Regulatory/Standards CompliancePROJECT#PWK-10Project Completion DateOctober-2013Project Description:Benefits of the Project:WE ARE PROPOSING TO REPAIR COUNTRY MILE LANE ANDCATERING ROAD (SOUTH OF SHOULDICE DRIVEWAY) WITH ANEXPANDED ASPHALT STRUCTURE, A SOmm OVERLAY ANDASPHALT GUITERS.THE LANDS TO THE NORTH OF THE DRIVEWAY ALSO REQUIREREPAIRS. SINCE THIS STRETCH OF ROAD MAY RECEIVE WATERAND SEWERS WITHIN 2 YEARS, WE ARE PROPOSING A LOWCOST SURFACE TREATMENT AND SPOT REPAIRS TO THE BADLYERODED SHOULDERS AND FAILING TRAVELLED ROADWAY. THEDEVELOPER WILL BE REQUIRED TO RECONSTRUCT THISSECTION AS PART OF THE DEVELOPMENT.MAINTAIN SAFE ROADS, LOW COST MAINTENANCEINCREASE SKID RESISTANCEELIMINATE SLIP AND FALL HAZARD BY HIGH SCHOOLIN 2012, WE WERE APPROACHED BY THE SCHOOL BOARD TOPAVE THE PARKING AREAS IN FRONT OF SUITON HIGH SCHOOL.WE WILL AGAIN PURSUE A JOINT FUNDING AGREEMENT WITHTHE SCHOOL BOARD.Expected Life Of Asset(# of years)! L ----'Financial Summary:FUNDINGEXPENDITURESName of ReserveSource Fund, if applicable Total $ Exp. Type 1st Quarter 2nd Quarter 3rd Quarter 4th QuarterTax Levy Contracted Services 110,000Total $110,000Reserve FundsConsultants0Federal Gas Tax 110,000 Purchases of Assets0Federal GrantsProvincial GrantsMaterials & SuppliesOther I Miscellaneous00Joint FederaVProvincial Grants TOTAL COST $0 $0 $110,000 $0$110,000Reserve Funds -Dev. ChargesDeveloper ContributionsFundraisina I DonationsOther Funding SourcePrior Year(s) FundingTOTAL FUNDING $110,000APR 92013 Capital Projects 2013 Budget - DP REVISIONS PUBLIC WORKS1210712013 11:35AM

PROPOSED SOLUTION FOR CATERING ROAD AND COUNTRYMILE LANE(SELECTION OF REPAIR BASED ON TIMING OF DEVELOPMENT)\\I\I. \II '\ .I\II\I\II\\'III.\ .I\ .. \\ \I \ \ I\ I\II'\I \I\ \-\ \\ \' \ \ \I -- ,..- \ \ I1...----- I',\.::_)\...--~, ocout1

TOWN OF GEORGINA - 2013CAPITAL BUDGETDEPARTMENT: !OPERATIONS & ENGINEERING - j pROJECT NAME Surface TreatmentProject Priority IPR3- Service/quality CompliancePROJECT#PWK-12Project Completion DateOctober-2013Project Description:Benefits of the Project:SURFACE TREATED ROADS LOSE THEIR AGGREGATE/TRACTIONPROPERTIES OVER TIME. THESE TYPES OF ROADS HAVE TO BESURFACE TREATED WITH A NEW LAYER OF STONE AND BINDEREVERY 5 OR 6 YEARS.MAINTAIN SAFE ROADS.DUE TO THE HIGH COST OF ASPHALT (+/- $100/t F.O.B.), STAFFARE PROPOSING TO INCLUDE THE COST OF ASPHALT TO MAKEREPAIRS PRIOR TO SURFACE TREATMENT WORKS WITHIN OURCAPITAL BUDGET. THIS IS A CHANGE TO THE PREVIOUSPRACTICE OF USING THE OPERATING ACCOUNT G-312-0431-2262TO FUND THE ASPHALT. THIS CHANGE WILL RESULT IN DOINGLESS km OF SURFACE TREATING ANNUALLY BUT WILL BETTERACCOUNT FOR THE NECESSARY WORKS AND WILL BE MOREFINANCIALLY SUSTAINABLE.Expected Life Of Asset(# of years)LI ----~Financial Summary:FUNDINGEXPENDITURESName of ReserveSource Fund, if applicable Total $ Exp. Type 1s t Quarter 2nd Quarter 3rd Quarter 4th QuarterTax Levy 200,000 Contracted Services 200,000Total $200,000Reserve FundsFederal Gas TaxFederal GrantsProvincial GrantsConsultantsPurchases of AssetsMaterials & SuppliesOther I Miscellaneous0000Joint Federal/Provincial Grants TOTAL COST $0 $0 $200,000 $0$200,000Reserve Funds -Dev. CharQesDeveloper ContributionsFundraising I DonationsOther FundinQ SourcePrior Year(s) FundinCJTOTAL FUNDING $200,000APR 92013 Capital Projects 2013 Budget- DP REVISIONS PUBLIC WORKS1210712013 10:51 AM