HomeMy WebLinkAboutENG 09-14 (-Jig of Report to
=-1-77-=-- Executive Committee•
I Report Number: ENG 09-14
Date: April 14, 2014
From: Richard Holborn
Director, Engineering & Public Works
Subject: Artificial Turf Field and Site Improvements
- Beverley Morgan Park
- Tender No. T-5-2014
- File: A-1440
Recommendation:
1. That Report ENG 09-14 of the Director, Engineering & Public Works regarding
Tender No. T-5-2014 for Artificial Turf Field and Site Improvements in Beverley
Morgan Park be received;
2. That Tender No. T-5-1014 as submitted by Latitude 67 Ltd. in the total tendered
amount of$1,321,423.70 (HST included) be accepted;
3. That the total gross project cost of$1,593,031.00 (HST included), including the
tendered amount and other associated costs and the total net project cost of
$1,434,574.00 (net of HST rebate) be approved;
4. That Council authorizes the Division Head, Finance & Treasurer to finance the
project in the amount of$1,434,574.00, to be funded from other revenue York
Region (Southeast Collector Enhancements); and
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: The Funding Agreement for Community Enhancements in the
City of Pickering between the City and the Region of York, related to the Southeast
Collector Sewer Project includes the upgrading of the soccer/football field in Beverley
Morgan Park to an artificial turf field. The total cost of$1,435,000 for this enhancement
project, was approved by Council in the 2013 and 2014 Parks Capital Budgets.
Approximately $50,000 of the budgeted amount has been committed for design
consulting services and tendering to date. -
Tender No. T-5-2014 was issued on Tuesday, February 25, 2014 and closed on
Wednesday, March 19, 2014 with nine bidders responding. The low bid submitted by
- Latitude 67 Ltd. in the amount of$1,321,423.70 (HST included) is recommended for
approval. The total net project cost is estimated at $1,434,574.00 (net of the HST
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Report ENG 09-14 April 14, 2014
Subject: Artificial Turf Field and Site Improvements •
Beverley Morgan Park
Tender No. T-5-2014 Page 2
rebate). The project is fully funded by York Region through the Community
Enhancement Agreement.
•
Financial Implications:
1. Tender Amount
Tender No. T-5-2014 $1,169,401.50
HST (13%) 152,022.20
Total Gross Tender Cost $1,321,423.70
2. Estimated Project Costing Summary
Tender No. T-5-2014 for Artificial Turf Field and Site
Improvements in Beverley Morgan Park $1,169,402.00
Associated Costs
Geotechnical Investigations 3,900.00
Topographic Survey & Locates 3,100.00
Consulting Fees 41,450.00
Miscellaneous & Tender Costs 1,500.00
Materials Testing 15,000.00
Contingency (15%) 175,410.00
Total 1,409,762.00
HST (13%) 183,269.00
Total Gross Project Cost 1,593,031.00
HST Rebate (11.24%) 0 (158,457.00)
Total Net Project Cost $1,434,574.00
3. Approved Source of Funds
2013 and 2014 Parks Capital Budget
Account Source of Funds Available Budget Required
5780.1326 Region of York $100,000.00 $100,000.00
5780.1416 Region of York 1,335,000.00 1,334,574.00
Total Funds $1,435,000.00 $1,434,574.00
Net Project Cost under (over) Approved Funds $426.00
CORP0227-07/01 revised
210
Report ENG 09-14 April 14, 2014
Subject: Artificial Turf Field and Site Improvements
Beverley Morgan Park
Tender No. T-5-2014 Page 3
Discussion: As part of the Southeast Collector Trunk Sewer Funding
Agreement for Community Enhancements in the City of Pickering between the City and
the Region of York, one of the approved projects was the upgrading of the
soccer/football field in Beverley Morgan Park to an artificial turf field. The total cost for
this enhancement as identified in the agreement is $1,435,000. As part of the 2013
Parks Capital Budget, $100,000 of these funds were approved by Council for the
completion of design drawings and tender documents of which approximately $50,000
has been committed. As part of the 2014 Parks Capital Budget, the balance of the
enhancement value of$1,335,000 was approved for this project.
The project includes the removal of all the natural turf and replacement with artificial turf
surfacing for the football field located inside the running track and includes a subsurface
drainage system, new goal posts for football/rugby and soccer, an electronic
scoreboard, a new 1.5m high chain link fencing and reconstruction of the long jump
facilities. Work also includes the installation of a construction access road through the
hydro corridor from Liverpool Road. Upon completion of construction of the artificial turf
field, the access road will be converted into an asphalt multipurpose trail and connect
with the section of trail being constructed by the Toronto and Region Conservation
Authority to Valley Farm Road which is also a community enhancement project funded
by the Region of York. The new field will be lined for football, rugby and soccer and the
electronic scoreboard will be multi-use in order to accommodate all three sports.
Construction is scheduled to begin in May with completion before the end of August so
that the new field is available for the fall season, when the Pine Ridge Secondary
School returns from summer break. As such, most of the construction will occur during
the summer months to avoid conflict with student activities.
Tender No. T-5-2014 was issued on Tuesday, February 25, 2014 and closed on
Wednesday, March 19, 2014 with nine bidders responding. The low bid submitted by
Latitude 67 Ltd. is recommended for approval. References for Latitude 67 Ltd. have
been reviewed and deemed acceptable by the Senior Coordinator, Landscape & Parks
Development. Latitude 67 Ltd. has successfully completed four other municipal or
institutional artificial turf fields.
The Health & Safety Policy, current WSIB Injury Summary Report. The Certificate of
Clearance issued by the Workplace Safety & Insurance Board, and proof of Compliance
with Confined Space Entry Regulation, as submitted by Latitude 67 Ltd. have been
reviewed by the Coordinator, Health & Safety and are deemed acceptable. The
Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit
and is deemed acceptable. In conjunction with staffs review of the contractor's
references available on this project, the tender is deemed acceptable.
CORP0227-07/01 revised
211
Report ENG 09-14 April 14, 2014
Subject: Artificial Turf Field and Site Improvements
Beverley Morgan Park
Tender No. T-5-2014 Page 4
Upon careful examination of all the tenders and relevant documents received, the
Engineering & Public Works Department recommends the acceptance of the low bid
submitted by Latitude 67 Ltd. for Tender No. T-5-2014 in the amount of$1,321,423.70
(HST included) and that the total net project cost of$1,434,574.00 (net of HST rebate)
be approved.
Attachments:
1. Supply & Services Memorandum dated March 20, 2014
2. Location map
Prepared By: Approved/Endorsed By:
Arnold Mostert, OALA Rich rd Holboin, P. Eng.
Senior Coordinator Dir ctor, Engineering & Public Works
Landscape & Parks Development
�
`
am.. A /, � �_
Darre Selsky, CET, 'MM III Stan Karwowski, MBA CMA
Manage Capital Projects & structure Division Head, Finance & Treasurer
Vera A. Fe = acher
CSCMP, CPPO, CPPB, CPM, CMM III
Manager, Supply & Services
Caryn Kong, CGA
Senior Financial Analyst
Capital & Debt Management
AM:am
CORP0227-07/01 revised
212
Report ENG 09-14 April 14, 2014
Subject: Artificial Turf Field and Site Improvements
Beverley Morgan Park
Tender No. T-5-2014 Page 5
Recommended for the consideration
of Pickering Cit Council
id i a(- 2 ,2O14
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
213
Cali
ATTACH MENT# T O 0 9- r�
fY of Pickering
i
Engneering&Public
Works
PICKERING MAR 2 1 2014 M e m o
To: Richard Holborn Received
March 20, 2014
• Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Capital Works & Infrastructure
Subject: Tender No. T-5-2014
Tender for Beverley Morgan Park Artificial Turf Field and Site Improvements
- 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. One addendum was issued. A
mandatory site visit was held on Tuesday, March 4, 2014. Seventeen companies attended the
site visit of which nine bidders submitted a tender.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 13.03 (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
p Y pp
provided for by Purchasing Procedure No. PUR 010-001, Item 13.03(w). Three (3) 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
Latitude 67 Ltd. $1,321,423.70 $1,321,423.70
Gateman Milloy Inc. $1,410,665.29 $1,410,665.29
Hawkins Contracting Services Ltd. $1,468,205.23 $1,468,148.73
WorldWide Turf Inc. $1,503,816.16 $1,517,244.22
Dol Turf Restoration Ltd. $1,597,057.00 $1,597,057.00
Rutherford Contracting Ltd. $1,606,787.23 $1,606,787.23
Hermanns Contracting Ltd. $1,624,724.83 $1,624,724.90
214
SMC Project Realization $1,774,290.40 $1,774,281.37
Automatic rejection — Bid deposit not provided. •
Reference: Purchasing Policy No. PUR 010,
Davan Group Inc. Procedure 23.02, Item 10 (c) and 14; Information to
Bidders— Item 9, 12, 15, 27, 28 and 55, Tendering
Specifications— Item 1, 2, 3.
Pursuant to Information to Bidders Item 30, the following will be requested of the 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 currently dated and signed 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) A listing of the key members of the Company's team including Project
Manager, project construction superintendent, quality control representative
and any other project participants, clearly indicating their respective
experience constructing Artificial turf sports fields. The playing field •
superintendent shall have installed a minimum of three (3) Artificial turf sports •
fields in the last five (5) years;
(h) Evidence that the Artificial Turf Manufacturer has had a minimum of fifteen (15)
FIFA One (1) Star Artificial Turf product installations (worldwide) in the past
five (5) years;
(i) A listing of the key members of the Turf Installer's team including Project
Manager, project construction superintendent, quality control representative
and any other project participants, clearly indicating their respective
experience constructing Artificial turf sports fields. The turf installation
superintendent shall have installed a minimum of fifteen (15)Artificial turf
sports fields in the last five (5) years;
(j) Submit five (5) copies of the artificial turf product data (specifications and
technical data) for all of the materials comprising the proposed Artificial turf
system. Provide certification indicating that the Artificial turf(matting and in-fill
system) meets or exceeds all requirements of a Federation Internationale de
Football Association FIFA One (1) Star;
(k) The City's Accessibility Regulations for Contracted Services form currently
dated and signed;
• (I) list of Sub-Contractors in accordance with General Conditions Item 35; and
March 20, 2014
Tender No. T-5-2014 Page 2
Tender for Beverley Morgan Park Artificial Turf
215
Field and Site Improvements
(m) Waste Management Plan to be used on this project in accordance with
Tendering Specifications Item 18.
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, Budgets & Internal Audit;
(c) if item (g) through (i) noted above are acceptable;
(d) if Item (m)Waste Management Plan is acceptable;
(e) any past work experience with the low bidder Latitude 67 Ltd. including work location;
(f) without past work experience, if reference information is acceptable;
(g) the appropriate account number(s) to which this work is to be charged;
(h) the budget amount(s) assigned thereto;
(i) Treasurer's confirmation of funding;
(j) related departmental approvals; and
(k) 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 y•u require further information, please feel free to contact me or a member of Supply &
Se ices.
VAF/jg"
Attach ►ents
•
March 20, 2014
Tender No. T-5-2014 Page 3
21 Tender for Beverley Morgan Park Artificial Turf
ield and Site Improvements
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Location Map
. Proposed Construction Includes:
Installation of an artificial turf field, replacement of fencing around field, reconstruction of
long jump facility, installation of an electronic scoreboard, and construction of the
multipurpose trail from Liverpool Road to field.
218 •