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Home My WebLink AboutCS 23-11 Report To Executive Committee PICKERING Report Number: CS 23-11 Date: July 4, 2011 6% From: Everett Buntsma Director, Community Services Subject: Tender No. T-5-2011 East Shore Community Centre - Parking Area Expansion - File: A-1440 Recommendation: 1. That Report CS 23-11 of the Director, Community Services regarding Tender No. T-5-2011 for the East Shore Community Centre, Parking Area Expansion be received; 2. That Tender No. T-5-2011 submitted by Melfer Construction Inc. in the total tendered amount of $580,651.63 (HST included) and a net cost of $522,894.78 be accepted; 3. That the total gross project cost of $669,356 (HST included) and a net project cost of $602,776 (net of HST rebate) including the total tendered amount and other associated costs be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of $200,000 as provided for in the 2011 Capital Budget be increased to $325,000, and be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed five (5) years, at a rate to be determined; b) the sum of $16,928 as provided for in the 2011 Capital Budget be increased to $19,704, and be funded from property taxes; c) the sum of $18,072 as provided for in the 2011 Capital Budget be funded from the Rate Stabilization Reserve; d) the sum of $240,000 as provided for in the 2011 Capital Budget be funded from the Easement Settlement Reserve; Report CS 23-11 July 4, 2011 Subject: East Shore Community Centre Parking Area Expansion, Tender No. T-5-2011 Page 2 e) that the annual repayment charges in the amount of approximately $74,000 be included in the annual Current Budget for the City of Pickering commencing in 2012, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; 5. That the draft by-law attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. Executive Summary: As part of the 2011 Senior Centre Capital Budget, the expansion of the parking area at the East Shore Community Centre was approved as a construction project at an estimated cost of $475,000. Tender No. T-5-2011 was issued on Monday, May 16, 2011 and closed on Wednesday, June 1, 2011 with seven (7) bidders responding. The low bid of $580,651.63 (HST included) submitted by Melfer Construction Inc., which includes a chain link fence and parking lot lighting system not included in the original estimate, is recommended for approval. Due to the possible nature of the fill material that was placed on this site years ago, a contingency of $50,000 has also been added to the project cost. These additional requirements have resulted in an increase cost of approximately $125,000. The total gross project cost is estimated at $669,356 and the total net project cost is estimated at $602,776 (net of HST rebate). Financial Implications: 1.Tender Amount T-5-2011 (base bid) $450,771.00 Parking Lot Lighting System (Separate Price - Item 2 - Form of Tender) 57,000.00 Chain Link Fence (Separate Price - Item 3 - Form of Tender) 6,080.00 Sub-Total $513,851.00 HST (13%) 66,800.63 Sub-Total $580,651.63 HST Rebate (11.24%) (57,756.85) Total $522,894.78 CORP0227-07/01 revised Report CS 23-11 July 4, 2011 Subject: East Shore Community Centre 6 Q Parking Area Expansion, Tender No. T-5-2011 Page 3 2. Approved Source of Funds 2011 Senior Centre Capital Budget Location Project Source of Funds Budget Required Code East Shore Community 5701.1103 Debt - 5 year $200,000 $200,000 Centre Parking Lot Reconstruction Property Taxes $16,928 $16,928 Rate Stabilization $18,072 $18,072 Reserve R-Easement $240,000 $240,000 Settlement Budgeted Funds Available $475,000 $475,000 Additional Funds Required 5701.1103 Debt - 5 year $ 0 $125,000 Property Taxes 0 2,776 Total Funds Required 47 _ $ 77 3. Estimated Project Costing Summa T-5-2011 - Tender for East Shore Community Centre Parking Area Expansion $513,851 Miscellaneous & Tender Costs 1,500 Surveyor and legal costs (for easement) 2,000 Consultant's Design and Administration Fees 25,000 Contingency 50,000 Total $592,351 HST (13%) 77,005 Total Gross Project Cost $669,356 HST Rebate (11.24%) (66,580) Total Net Project Cost 102.M Net Project Cost over Under Approved Funds $(127,776) As part of the negotiations with Peace Lutheran Church to permit an easement on their property as part of this project, a section of chain link fence is required on the bordering property line. The original budget estimate did not include the installation of a new lighting system. Staff felt that in the interest of night time public safety, a new lighting system for the parking area should be included as part of this project. Due to the nature CORP0227-07/01 revised Report CS 23-11 July 4, 2011 Subject: East Shore Community Centre Parking Area Expansion, Tender No. T-5-2011 Page 4 of the site and understanding of the type of fill material that may have been placed, it was felt that a contingency of $50,000 should also be carried as part of this project. The above additional components have resulted in an increase cost of approximately $125,000. This increase in cost will be funded by an increase in the debt component. The Director, Corporate Services & Treasurer has updated the City's Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for the debt and financial obligations, as established by the Province for municipalities in Ontario, and would not cause the City to exceed the updated Limit, and therefore, Ontario Municipal Board approval is not required prior to City Council's authorization. The Director, Corporate Services & Treasurer has reviewed the budgetary implications and financing of the expenditures contained in this report and concurs. Sustainability Implications: Completion of this project will result in providing the necessary additional parking spaces needed to promote the programs for our residents at the East Shore Community Centre. Bioswale features have been included in the design, to mitigate the stormwater runoff from the proposed parking area. Background: Cosburn Giberson Consultants Inc. was retained by the City of Pickering to prepare drawings and specifications for the Parking Area Expansion at the East Shore Community Centre. The original design included for both the reconstruction of the existing parking area and expansion of parking onto the lot between the Community Centre and Peace Lutheran Church. During the 2011 budget deliberations, it was decided that the existing parking area reconstruction would be deferred and that only the expansion of a gravel parking area would be completed in 2011. Tender No. T-5-2011 was issued on Monday, May 16, 2011. An advertisement was placed in the Daily Commercial News and on the City's Website. A mandatory site visit meeting was held on Thursday, March 3, 2011 and twenty (20) bidders attended. The tender closed on Wednesday, June 1, 2011 with seven (7) bidders responding. The low bid of $580,651.63 (HST included) submitted by Melfer Construction Inc. is recommended for approval. A reference check for Melfer Construction Inc. has been completed and is deemed acceptable by the Division Head, Culture & Recreation. The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and Clearance Certificate issued by Workplace Safety & Insurance Board as submitted by Melfer Construction Inc., have been reviewed and deemed acceptable by the Coordinator, Health & Safety. The Certificate of Insurance has been reviewed by the Manager, Finance & Taxation and is deemed acceptable. In conjunction with staff's review of the contractor's previous work experience, check of references submitted and the bonding available on this project, the tender is deemed acceptable. CORP0227-07/01 revised Report CS 23-11 July 4, 2011 !I Subject: East Shore Community Centre Parking Area Expansion, Tender No. T-5-2011 Page 5 Upon careful examination of all tenders and relevant documents received, the Community Services Department, Culture & Recreation Division recommends the acceptance of the low bid submitted by Melfer Construction Inc. for Tender No. T-5- 2011 in the amount of $580,651 (HST included) and that the total net project cost of $602,776 be approved. The City's Purchasing Policy requires staff to report to Council on the results of a public tender. In accordance with Purchasing Policy Item 04.07 (revised 2007), a tender is subject to Council approval. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Location Map 2. Summary Memorandum from Supply & Services dated June 2, 2011 3. By-law to authorize East Shore Community Centre Parking Area Expansion in the City of Pickering and the issuance of debentures therefor in the amount of $325,000. Prepared By: Approved/Endorsed y: Arnold Mostert, OALA Ever unt Coordinator, Landscape & Parks Director, Community Services Development Vera A. Felgemacher -Stepheeyno CSCMP, CPPO, CPPB, C.P.M., CMM III Division Head, Culture & Recreation Manager, Supply & Services CORP0227-07/01 revised Report CS 23-11 July 4, 2011 Subject: East Shore Community Centre 2 Parking Area Expansion, Tender No. T-5-2011 Page 6 i Caryn Kong, CGA Gillis A. Paterson, CMA Senior Financial Analyst Director, Corporate Services & Treasurer Capital & Debt Management AM:ds Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council 2-2, -u) 1/ Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised Ci 00 :0 REPORT# CS a3-11 3 East Shore Community Centre Parking Area Expansion CLOUDBE RY CRT. W - w C POPRAD AVENUE W SUBJE T o ~ - ~P~ SANGF20 NZ~R z t Q ? ARE \ TA RA LANE n w EAS? S ORE - CoMMUN/Ty cENrRE Ir D 1-- v C w SENIORA ' c0 PL ex FORDO N w ~ w a FUSCHill~ o \ STREET w W W Q ' LN. J o m Q PAS RE O (L Q- ~ W LAN - O ~ w J~ T > U Q LY O I -j C) 1117 0 's LL Location Map - East Shore Community Centre }REPO. cs a3-i i R E C E 1V m.~.n. PICKER-ING JUN 3 - 2C11 Memo CITY OF F'tCKEf~tINO 1811 BICENTENNIAL 2011 ENGINEERING SERVICES To: Everett Buntsma June 2, 2011 Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Coordinator, Landscape & Park Development Subject: Tender No. T-5-2011 Tender for East Shore Community Centre Parking Area Expansion - File: F-5400=001 Tenders have been received for the above project. An advertisement was placed in the Daily Commercial News and on the City's website inviting companies to download the tendering documents and drawings for the above mentioned tender. A mandatory site visit was held on Thursday, March 3, 2011 and twenty (20) bidders attended of which seven (7) bidders responded and.submitted a tender for this project. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been done. All deposits other than the low three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). However, all bids have been retained for review at this time. Copies of the tenders are attached for your review along with the summary of costs. SUMMARY Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Melfer Construction $509,371.23 $509,371.23 Ipac Paving $655,800.40 $655,800.36 Royalcrest Paving & $686,540.54 $686,540.54 Contracting Ltd. Pacific Paving Ltd. $737,672.94 $809,515.52 Elirpa Construction and $821,351.01 $821,351.01 Materials Ltd. Automatic rejection - Unit prices not provided for Item 1.8 on Form of Tender, Item 4 Separate Price Schedule. Maram Building Corp. Reference: Purchasing By-law No. 5900-01, Procedure No. PUR 010-001,10.04, Item 7 - (15), Information to Bidders - Item 7 (b), 9, 10, 20, 21, 22.Tendering Specifications - Item 9, Form of Tender, Separate Price Schedule. Automatic rejection - Unit prices not provided for Item 1.8 on Form of Tender. Reference: Purchasing By-law No. 5900- Mopal Construction Ltd. 01, Procedure No. PUR 010-001, 10.04, Item 7 - (15), Information to Bidders - Item 7 (b), 9, 10, 20, 21, 22.Tendering Specifications - Item 9, Form of Tender. The following clauses are available while reviewing bids: Separate Price Schedule - Form of Tender, Item 2: The City reserves the right to consider, accept or not accept any proposed separate price to add to the base bid prior to award. Tendering Specifications - Additional Price Schedules, Item 10 (b): Separate Price" (as stated on the Separate Price Schedule) means a price for labour and/or materials not included in the base bid (total tendered amount) but which, at the City's option, may be added to the stipulated price before award, and is quoted as unit and lump sum price exclusive of HST. All items must be bid in this Schedule. SEPARATE PRICE SUMMARY Harmonized Sales Tax Excluded Royalcrest Melfer Paving & Pacific Elirpa Construction Ipac Paving Contracting Paving Ltd. Construction and Ltd. Materials Ltd. Item Total Price Total Price Total Price Total Price Total Price No. 1 $27,000.00 $22,000.00 $28,625.00 $68,000.00 $23,441.68 2 $57,000.00 $57,000.00 $51,150.00 $75,000.00 $60,500.00 3 $6,080.00 $3,268.00 - $6,270.00 $6,916.00 $5,852.00 4 $30,750.00 $19,270.00 $23,575.00 $49,200.00 $24,805.00 5 $22,550.00 $151990.00 $18,962.50 $56,375.00 $20,295.00 6.. $1,980.00 $1,320.00 $1,980.00 $1,320.00 $726.00 7 $200.00 $160.00 J $400.00 $1,000.00 $110.00 March June 2, 2011 Tender No. T-5-2011 Page 2 Tender for East Shore Community Centre Parking Area Expansion Pursu7 6 ant to Information to Bidders Item 2; `a;d`aub3to reviewing the bids equally as noted above, the following will be requested of the recommended low bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. (a) A copy of the Health and Safety Policy to be used on this project; (b) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (d) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used on this project; (e) A list of employees trained in the confined space entry procedure who will be working on this project; (f) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (g) list of sub-contractors in accordance with GC Item 32; and (h) such further information, as the City may request in writing. Please include the following items in your Report to Council: (a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (f) - Insurance - is acceptable to the Manager, Taxation; (c) any past work experience with the low bidder including work location; (d) without past work experience, if reference information is acceptable; (e) the appropriate account number(s) to which this work is to be charged; (f) the budget amount(s) assigned thereto; (g) Treasurer's confirmation of funding; (h) related departmental approvals; and (i) related comments specific to the project. Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the public tender opening. Bidders will be advised of the outcome in due course. If yqu require further information, please feel free to contact me or a member of Supply & Sell-ices. VAF/jg Attachments March June 2, 2011 Tender No. T-5-2011 Page 3 Tender for East Shore Community Centre Parking Area Expansion, The Corporation of the City Of Pickering 77 By-law No. Being a by-law to authorize the East Shore Community Centre Parking Area Expansion project in the City of Pickering and the issuance of debentures therefor in the amount of $325,000 Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City wishes construction to proceed in respect of the East Shore Community Centre Parking Area Expansion project; and, Whereas before authorizing the construction to proceed in respect of the East Shore Community Centre Parking Area Expansion project on the date hereof the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated Limit and therefore, Ontario Municipal Board approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved report CS 23-11 on the date hereof and awarded Tender T-5-2011 for the East Shore Community Centre Parking Area Expansion project. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: s,`4 a~ qt b.a By-law No. : Z. Page 2 rj O 1. That the City proceed with the project referred to as "East Shore Community Centre Parking Area Expansion"; 2. That the estimated costs of the project in the amount of $602,776 be financed as follows: a) That the sum of $325,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five (5) years at a rate to be determined; b) That the sum of $19,704 be funded from property taxes; c) That the sum of $18,072 be funded from the Rate Stabilization Reserve: d) That the sum of $240,000 be funded from the Easement Settlement Reserve; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2012 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed this 11th day of July, 2011. David Ryan, Mayor Debbie Shields, City Clerk