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Home My WebLink AboutPW 01-14 City o� Report to Executive Committee PI �� Report Number: PW 01-14 Date: July 7, 2014 • From: Richard Holborn Director, Engineering &Public Works Subject: Replacement of Playground Safety Surfacing —Various Parks - Tender No. T-10-2014 - File: A-1440 • Recommendation: 1. That Report PW 01-14 of the Director, Engineering & Public Works regarding Tender No. T-10-2014 for Replacement of Playground Safety Surfacing —Various Parks be received; 2. That Tender No. T-10-2014 submitted by Lakeridge Contracting Ltd. for Replacement of Playground Safety Surfacing —Various Parks in the amount of $165,546.81 (HST included) be accepted; 3. That the total gross project cost of$189,388.00 (HST included) including the tender amount and other associated costs and the total net project cost of $170,550.00 (net of HST rebate) be approved. 4. That Council authorize the Division Head, Finance & Treasurer to finance the project as follows: a) the sum of$48,952.00 as provided for in the 2012 Parks Capital Budget to be funded from the Rate Stabilization Reserve; b) the_sum of$14,787.00 as provided for in the 2013 Parks Capital Budget to be funded from the Parkland Reserve Fund; c) the sum of$50,000.00 as provided for in the 2014 Current Budget to be funded from property taxes; d) the additional sum of$56,811.00 to be funded from property taxes by transferring funds from the 2013 Property Maintenance Capital Budget- Property Line Fencing project; and 5. That the appropriate City of Pickering officials be authorized to take necessary action in order to give effect thereto; 292 Report PW 01-14 July 7, 2014 Subject: Replacement of Playground Safety Surfacing —Various Parks Tender No. T-10-2014 Page 2 • Executive Summary: As part of the 2014 Parks Current Budget, the replacement of playground safety surfacing at various parks involving the removal of existing pea-stone surfacing and replacement with manufactured wood product safety surfacing and the addition of drainage pipe where required was approved. Funds from this 2014 project are being combined with prior years' unspent funds for the Replacement of Playground Safety Surfacing for various parks under Tender No. T-10-2014. Tender No. T-10-2014 was issued as on April 29, 2014 and closed on Wednesday, May 21, 2014 with five companies submitting bids. The low bid submitted by Lakeridge Contracting Ltd. is recommended for approval. The total gross project cost is estimated to be $189,388.00 (HST included) and the total net project cost is estimated to be $170,550.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-10-2014 $146,501.60 HST (13%) 19,045.21 Total $165,546.81 2. Estimated Project Costing Summary Tender No. T-10-2014—Tender for Replacement of $146,502.00 Playground Safety Surfacing —Various Parks Associated Costs Miscellaneous Costs (Advertising) 1,098.00 Project Contingency 20.000.00 Total 167,600.00 HST (13%) - 21,788.00 Total Gross Project Cost 189,388.00 HST Rebate (11.24%) (18,838.00 Total Net Project Cost $170,550.00 CORP0227-07/01 revised 293 Report PW 01-14 July-7, 2014 Subject: Replacement of Playground Safety Surfacing —Various Parks Tender No. T-10-2014 Page 3 3. Approved Source of Funds — Parks Capital and Current Budgets Account Source of Budget Required Funds Available 5780.1216.6181 - Rate $48;952.00 $48,952.00 Stabilization Reserve 5780.1314.6181 Parkland 14,787.00 14,787.00 Reserve 2718.2482.0000 Property 50,000.00 50,000.00 Taxes Sub Total $113,739.00 $113,739.00 Additional Funds Required from other Project 5311.1304.6181 Property 0 56,811.00 Property Fence Line Taxes Total $113,739.00 $170,550.00 Net Project Costs (over) under Approved Funds ($56,811.00) Discussion: The contamination and compaction of the current playground pea-stone safety surfacing has been deemed a hazard and requires the removal and replacement with a manufactured wood product surfacing which is also considered an accessible product. In the 2012 Parks Capital Budget the Playground Surfacing Program was approved for the removal of existing pea-stone surfacing, replacement with manufactured wood product surfacing and adding of drainage pipe where required at various locations. Quotation Q 61-2012 was issued and only one submission was received. The submission exceeded the approved budget so the quotation..w.as�not awarded and the funds were carried over to 2013. In the 2013 Parks Capital budget the Playground Surfacing Program was approved in the amount of$50,000 and Tender No. T-20-2013 was issued for the reconstruction of Bayshore Tot Lpt playground. This work included the removal of the existing pea-stone surfacing, building up of the playground base, adding drainage piping, curbing and the installation of manufactured wood product CORP0227-07/01 revised 294 Report PW 01-14 July 7, 2014 Subject: Replacement of Playground Safety Surfacing —Various Parks Tender No. T-10-2014 . Page 4 safety surfacing. This project was completed under budget and the remaining funds in the amount of$14,787.00 were carried over to 2014. In the 2014 Parks Current budget the Playground Surfacing Program was approved in the amount of$50,000.00. With the consideration of previous year's funds being available, Tender No. T-10-2014 was issued, and with this tender the City is able to replace all remaining pea-stone surfacing playgrounds with manufactured wood product, which will bring the City parks to a higher safety and accessibility standard. In order to complete the project, an additional amount of$56,811.00 is required. It is recommended that funds available under the 2013 Property Maintenance Capital Budget - Property Fence Line project be used for the shortfall. The Property Fence Line work can be scaled back in 2014, as staff will be proposing a policy for Council's review and approval in regard to the scope of fence replacement level of service. The Health and Safety Policy, a current Workplace Safety and Insurance Board (WSIB) Workplace Injury Summary Report and a Clearance Certificate issued by WSIB, copies of Ontario Ministry of Labour, Health Awareness Training certificates for every worker and supervisor who will be working on this project, as submitted by Lakeridge Contracting Ltd. has been reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance is deemed acceptable to Manager, Budgets & Internal Audit. In conjunction with staffs review of the contractor's previous work experience on other projects of this nature and bonding available on this project, the tender is deemed acceptable. Upon careful examination of the tender and relevant documents received, the Engineering & Public Works Department recommends.acceptance of the bid submitted by Lakeridge Contracting Ltd. for Tender No. T-10-2014 in the total tendered amount of $165,546.81 (HST included) and that the total net project cost of$170,550.00 be approved. Attachments: 1. Memo from Supply & Services dated May 22, 2014 CORP0227-07/01 revised • 295 Report PW 01-14 July 7, 2014 Subject: Replacement of Playground Safety Surfacing —Various Parks Tender No. T-10-2014 Page 5 Prepared By: Approved/Endorsed By: A / /� IU /I. Rob agen Richar• Holbor,! P. Eng. Supe. isor, Parks Operations Direc •r, Engineering & Public Works Vera A. Felgemacher Stan Karwowski, MBA CPA, CMA CSCMP, CPPO, CPPB, CPM, CMM Ill Division Head, Finance & Treasurer Manager, Supply & Services RG:nw Recommended for the consideration of Pickering ity Council / ,, / Z31Z04 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07!01 revised 296 City 4 := 074D-1W-1\ #.. f. _ R ;D EPORT# PLO D+ -1g ot -2J PICKERING PickeringM e m O City of Ma 22 2014 To: Richard Holborn Enginee�ing&Pu y , Director, Engineering & Public Works From: Vera A. Felgemacher MAY 2 2 2014 Manager, Supply & Services Received Copy: Supervisor, Parks Operations Subject: Tender No. T-10-2014 - Tender for Replacement of Playground Safety Surfacing —Various Parks - 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 for the above mentioned tender. Two addenda were issued. Five bidders submitted a tender for this project. 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 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 Lakeridge Contracting Ltd. $165,546.81 $165,546.81 Hawkins Contracting Services Ltd. $172,468.71 $172,468.71 Grower's Choice Landscape Products Inc. $201,394.82 $201,394.82 Automatic rejection —A tendering deposit and an agreement to bond not provided with tender Ferriss Contracting submission. Reference: Purchasing Policy No. PUR 010, Procedure 23.02, Item 10 (c); Information to Bidders— Item 9, 11, 12, 25, 26, and 27 and 48, Tendering Specifications — Item 1 and 7. 297 ATTACI MENT#_../_ TOREPORT# Po oi-ILi _.__.Z.of d Automatic rejection —Addendum No. 1 not Royalcrest Paving acknowledged. Reference: Purchasing Policy No. PUR 010, Item 23.02 (11), IB Item 9, 13, 23, 25, 26, 27, 40, 41, 42 and 48; and Addendum No. 1. Pursuant to Information to Bidders Item 28, 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 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) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training certificates.for every worker and supervisor who will be working on this project; (e) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (f) The City's Accessibility Regulations for Contracted Services form currently dated and signed; (g) list of Sub-Contractors in accordance with General Conditions Item 31; and (h) 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 (d) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (e) — Insurance— is acceptable to the Manager, Budgets & Internal Audit; (c) if item (g) — list of Sub-Contractors is acceptable; (d) if Item (h) Waste Management Plan is acceptable; (e) any past work experience with the low bidder Lakeridge Contracting 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; (i) 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 ou require further information, please feel free to contact me or a member of Supply & ices. VA r Attachments May 22, 2014 Tender No. T-10-2014 Page 2 29Riender for Replacement of Playground Safety urfacing —Various Parks C/) Z 0 r- m 5 rG) ' msv �° ox rn : o 1 7. x. co -sm 0a) 0_0 H C) ccnn0) nQ w nm O. p —∎ --I (D _+ cQ o cn S2. �' r n � � CCDD C�) -i• 3 eis =, = CD N << Q O -0 cQ �D Q. Q.• < Q On - QCD = 'a CD Z 0 up = M 1 ,` ..N X Q 3 'a .-.• D > "< ' O • a p Q X al c p M 'a 41, -- aC CD Q. C1 tD N � _ O OZ O p' ' z O Q. . a �. Er x m r,. VD -O+,• Co —1 0 \ Er °< CO 11.< O � H Q. = N .-4.1 • O O c "la C) ' z -69 b3 • • . -41 (D o O N ® o CD •-f, CD \s, ..\1 -41 '� 1p N O Q. N co CO 13_ CD co 0 �, 'Z aZ SD Nib. a . 5 • CD , Z I N z- 299