2025-08-27_Agenda Packet--Dossier de l'ordre du jour
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M&C No.2025-212
Report DateAugust 26, 2025
Meeting DateAugust 27, 2025
Service AreaUtilities and
Infrastructure Services
HerWorship Mayor Donna Noade Reardon andMembers of Council
SUBJECT: Contract No. 2025-23Asphalt Resurfacing 2025PhaseIII
AUTHORIZATION
Primary AuthorCommissioner/Dept. HeadChief Administrator
Officer
Katy HarrisIan Fogan/MichaelJ. BrentMcGovern
Hugenholtz/Michael
Baker
RECOMMENDATION
It is recommended that Contract No. 2025-23: Asphalt Resurfacing 2025Phase III
be awarded to the low Tenderer, Galbraith Construction Ltd.,at theirtendered
price of $926,026.00(including HST) as calculated based upon estimated
quantities, and further that the Mayor and CityClerk be authorized to execute the
necessary contract documents.
EXECUTIVE SUMMARY
The purpose of this report is to recommend that Council award Contract 2025-23:
Asphalt Resurfacing 2025Phase IIIto the low tenderer.
PREVIOUS RESOLUTIONS
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October 28, 2024:M&C 2024-2872025 General and Utility Fund Capital
Programs, approved.
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July 28, 2025: M&C 2025-195Update on2025 PMHP Allocation, approved.
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REPORT
BACKGROUND
The Department of Transportation and Infrastructure (DTI) has made funding
available under their 2025 Provincial-Municipal Highway Partnership (PMHP)
Program. Due to a surplus in the budget, the City has proposed including Station
Street and City Road to the existing list of PMHP funded streets (80%) for asphalt
resurfacing.
This program will provide partial funding for the asphalt resurfacing of Station
Street, from the intersection of Smythe Street to Garden Street (not including the
Garden Street intersection), and City Road, from Garden Street (not including the
Garden Street intersection) to Haymarket Square. Once these PMHP streets are
resurfaced and final costs are determined City Staff will prepare claims to submit
to DTI so they can reimburse the City for their agreed upon share of the eligible
costs.
It was determined during the change of scope request with DTI that a 130-meter
section of roadway on Station Street, located in the area of the on/off ramp for
Main Street, is considered ineligible for PMHP funding. As a result the City will be
responsible for 100% of the costs for this portion of the project.
This contract includes all work associated with the resurfacing of Station Street
and City Road. This work consists generally of the supply of all necessary labour,
materials and equipment for the placement of approximately 3,360 tonnes of
Superpave hot-mix asphalt.
TENDER RESULTS
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Tenders closed on August 26, 2025, with the following results, including HST:
1 Galbraith Construction Ltd., Saint John, NB $ 926,026.00
2 Debly Enterprises Ltd., Saint John, NB $1,069,275.75
3 NRB Construction Company Ltd, Saint John, NB $1,315,352.75
943,753.25 including HST.
ANALYSIS
The tenders were reviewed by staff and were found to be formal in all respects.
Staff are of the opinion that the low tenderer has the necessary resources and
ability to perform the work and recommend acceptance of their tender. The
asphalt production and placement processes will be closely monitored to ensure
conformance with the General and Project specifications. Work on the
overall project is currently anticipated to begin as soon as possible and continue
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until October 15, 2025. Once the contract is awarded and contracts are signed
the Contractor will supply the City with their construction schedule for the work.
It should be noted that due the lateness of this tender the contract does not
impose liquidated damages of $2,000 per day if the specified timelines per milled
street are not met. However, the contract does include the standard liquidated
damages within the General Specifications if the substantial completion end date
is not achieved.
FINANCIAL IMPLICATIONS
The Contract includes work that was not originally considered within the 2025
General Fund Capital Program however it does include funding t
PMHP funding program ($645,000 80% of eligible costs). The surplus PMHP
funding available is due to a combination of lower construction cost for the
roundabout at Foster Thurston/Sandy Point Road and lower eligible amounts than
originally anticipated. In an effort to capitalize on this available PMHP funding
estimates were prepared to determine expected reimbursement from DTI for this
project. It should be highlighted that actual reimbursement numbers will not be
known until claims are submitted, reviewed by DTI and reimbursement payments
are made. A previous Council report indicated for
this project would come from either an offset within the 2025 General Fund
Capital Program or Capital reserves. At the moment there is not an available offset
within the 2025 General Fund Capital program
of the costs therefore capital reserves will need to be used for the required City
share ($277,000). Staff will attempt to get reimbursed as much as possible in order
to limit the required Capital reserve withdrawal for this project.
Assuming award of the Contract to the low tenderer, an analysis has been
completed which includes the estimated amount of work that will be performed
by the Contractor and Others (i.e. materials testing and inspection). An estimate
of $90,000 was used for engineering services (i.e. material testing and inspection)
on this project. The budget amount below assumes the approval of the required
Capital reserve funding as well as estimated PMHP funding for this project. City
share is higher than originally estimated because of the removal of a section of
Station Street from the PMHP program eligibility.
The analysis is as follows:
Budget $921,368 ($645,000 PMHP, $276,368 City Share)
Project net cost $ 921,368
Variance $ 0.00
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STRATEGIC ALIGNMENT
This report aligns with City Priorities of Dwh by investing in key infrastructure
upgrades and t9wChwa by adhering to plans, policies, procedures, and best
practices with respect to managing the Citys roadway assets.
SERVICE AND FINANCIAL OUTCOMES
Asphalt pavement is essential infrastructure which directly impacts the quality of
life in our community. Roadway infrastructure is important to the economic health
of the community and citizens expect these assets to be maintained to an
acceptable standard. Proper and timely maintenance of all roadway assets will
ensure public safety, extend service life of the asset, and achieve best value for
the investment.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
Name of Service Area/Stakeholder Name of Staff Person
Supply Chain Management Chris Roberts
Financial Services Craig Lavigne
Public Works and Transportation Michael Hugenholtz
Services
The tendering process for this project was completed in accordance with the City's
Strategic Procurement policy and Supply Chain Management supports the
recommendation being put forth.
ATTACHMENT
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