HomeMy WebLinkAboutCR 13-14 Cali :1Report to
Council
PICKERING
Report Number: CR 13-14
Date: December 15, 2014
From: Marisa Carpino
Director, Culture & Recreation
Subject: Supply & Installation of Indoor Tennis Lighting, Pickering Recreation
Complex
- Tender No. T-25-2014
- File: A-1400
Recommendation:
1. That Report CR 13-14 of the Director, Culture & Recreation regarding.the Supply
& Installation of Indoor Tennis Lighting at the Pickering Recreation Complex be
received;
2. That Tender No. T-25-2014 submitted by MJK Construction Inc. in the amount of
$104,615.40 (HST included) be accepted;
3. That the total gross project cost of$149,815.00 (HST included), including other
associated costs, and a net project cost of$134,913.00 (net of HST rebate) be
approved;
4. That Council authorize the Division Head, Finance & Treasurer to finance the
project as approved in the 2012 Recreation Centre— Core Capital Budget in the
amount of$100,000.00, to be increased to $134,913.00 from the Federal.Gas Tax
Reserve Fund; and
5. Further, that the appropriate City of Pickering officials be authorized to take
necessary action to give effect hereto.
Executive Summary: The indoor tennis courts at the Pickering Recreation
Complex were constructed in 1982. The existing light fixtures are aging, inefficient and
produce significant ambient noise. Tender No. T-25-2014 will replace the existing
fixtures with upturned LED lighting thereby improving light quality, energy efficiency and
reducing the ambient noise level in the tennis court area. The existing mounting track
will be re-used, but new wiring and mounting brackets will be installed as part of the
project. This project will generate approximately $28,500.00 in cost savings per year
and is eligible for incentive rebates worth approximately $16,000.00.
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Report CR 13-14 December 15, 2014
Subject: Supply & Installation of Indoor Tennis Lighting
Pickering Recreation Complex Page 2
Bids have been received and acceptance of the low bid submitted by MJK Construction
Inc. in the amount of$104,615.40 (HST included), and a total net project cost of
$134,913.00 (net of HST rebate) is recommended.
Financial Implications:
1. Tender No. T-25-2014
Supply & Installation of Indoor Tennis Lighting $92,580.00
Pickering Recreation Complex
HST (13%) $12,035.40
Total Gross RFP Cost $104,615.40
2. Estimated Project Costing Summary
Tender No. T-25-2014 Supply & Installation of Indoor Tennis $92,580.00
Lighting Pickering Recreation Complex
Miscellaneous Costs $10,000.00
Consulting Cost $20,000.00
Project Contingency • $10,000.00
Total Cost $132,580.00
HST (13%) $17,235.00
Total Gross Project Costs $149,815.00
HST Rebate (11.24%) (14;902.00)
Total Net Project Costs $134,913.00
CORP0227-07/01 revised
166
Report CR 13-14 December 15, 201.4
Subject: Supply & Installation of Indoor Tennis Lighting
Pickering Recreation Complex Page 3
3. Approved Source of Funds
Pickering Recreation Complex
Approved Code Source of Funds Budget Required
5731.1205.6181 Federal Gas Tax $100,000.00 $100,000.00
Reserve Fund
Additional Funding Federal Gas Tax $34,913.00
Required Reserve Fund
Total Funds $100,000.00 $134,913.00
Project Cost under (over) approved funds by ($34,913.00)
Project expenditures exceed the original budget as the need to replace the existing
wiring was unforeseen and required additional electrical investigative work.
In accordance with Section 11 of the City's Financial Control Policy, the Chief
Administrative Officer, Department Head and Treasurer may jointly approve changes to
authorized expenditure amounts provided that the total amount of the over expenditure
does not exceed the lesser of 10% of the approved capital expenditure or$100,000.00.
Council approval is required for the supply and installation of Indoor Tennis Lighting,
Pickering Recreation Complex as the over expenditure exceeds 10%.
The over-expenditures from the supply and installation of indoor tennis lighting at the
Pickering Recreation Complex will be funded from the same source which is the Federal
Gas Tax Reserve Fund. The Treasurer has the authority to transfer from reserves and
reserve funds under expenditures from previous projects that were under budget to
offset over-expenditures.
Discussion: The indoor tennis courts at the Pickering Recreation Complex were
constructed in 1982 as part of the initial construction phase of the facility. The existing
light fixtures are aging, inefficient, produce significant ambient noise, and have been
identified by user groups as a deterrent to their use and enjoyment of the space.
As such, the supply and installation of Indoor Tennis Lighting at the Pickering
Recreation Complex was approved in the 2012 Capital Budget in the amount of
$100,000.00. Preliminary energy studies and fixture testing were performed in 2012
and 2013. Several models of light fixtures supplied by different manufacturers and the
light quality, performance and construction feasibility were evaluated. Two preferred
fixtures were deemed acceptable and as such were included in Tender No. T-25-2014.
CORP0227-07/01 revised
167
Report CR 13-14 December 15, 2014
Subject: Supply & Installation of Indoor Tennis Lighting
Pickering Recreation Complex Page 4
The preliminary tests also identified that the existing wiring has reached the end of its
usable life and must be replaced within this project scope of work.
•
At the completion of this project, the new lighting system in the tennis courts will be
upturned to provide even light distribution and mounted to a suspended rail system that
runs along the periphery of each of the four tennis courts. Energy efficiency incentives
and rebates are available for this project and anticipated to be in the order of
$16,000.00 but cannot be applied for until the project is complete. Estimated payback
for this project is approximately 4.6 years based and represents roughly $28,500.00 in
annual energy savings.
The City of Pickering retained the services of MJS Consultants to evaluate a variety of
lighting fixtures from different manufacturers. Then, based on testing results, to prepare
drawings and specifications which formed the technical basis for the scope of work
included in Tender No. T-25-2014. The tendering document was posted on the City's
website. An advertisement was placed in the Daily Commercial News and on the City's
website. A mandatory site visit was held on Wednesday, November 12, 2014 and 14
bidders attended of which three bidders responded by the closing date and time of
November 19, 2014. The low bid was submitted by MJK Construction Inc.
The Health and Safety Policy, Clearance Certificate issued by Workplace Safety and
Insurance Board (WSIB), a current WSIB Workplace Injury Summary Report, copies of
Ontario Ministry of Labour,_Health & Safety Awareness Training certificates for every
worker and supervisor who will be working on this project and the Master Electrician
certificate as submitted by MJK Construction Inc. have been reviewed by the
Coordinator, Health &Safety and are deemed acceptable. The certificate of insurance
has been reviewed by the Manager, Budget & Internal Audit and is deemed acceptable.
Although MJK Construction has not previously worked for the City, references as
submitted have been checked and are satisfactory. In conjunction with staffs review of
the contractor's previous work experience, check of references and bonding available
on this project the tender is deemed acceptable.
After careful examination of all tenders and relevant documents received, the Culture &
Recreation Department recommends the acceptance of the low bid submitted by MJK
Construction Inc. for Tender No. T-25-2014 in the amount of$104,615.40 (HST
included) and that the total net project cost of$134,913.00 (net of HST rebate) be
approved.
Attachments:
1. Supply & Services Memorandum dated November 24, 2014.
CORP0227-07/01 revised
168
Report CR 13-14 December 15, 2014
Subject: Supply & Installation of Indoor Tennis Lighting
Pickering Recreation Complex Page 5
Prepared By: Approved/Endorsed By:
goo
Brian Duffield Marisa Carpino
Manager, Facilities Operations Director, Culture & Recreation
Vera A. Felgemacher Stan Karwowski, MBA, CPA, CMA .
C.P.P., CPPO, CPPB, C.P.M., CMM Ill Division Head, Finance &Treasurer
• Manager, Supply & Services
Caryn Kong, CPA, CGA Paul Bigi•. i
Senior Financial Analyst— Capital Director, •orpor.te Services & City
& Debt Management Solicitor
MC:Ig
Recommended for the consideration
of Pickering City Council
aZez, r4 zol4
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
169
ATTACHMENT# .� TO REPORT# L'j_ I L{
•
PICKERIl V G CULTURE&RECREATION I.VI+ION emo
31 - u[L —
maim
ABEY TO • .vember 24, 2014
To: Marisa Carpino ❑FWD o COPY o CIRCULATE
Director, Culture & Recreation . COUNCIL
CAO CLERK
CORP SERVICES
From: Vera A. Felgemacher MPE HUMAN RESOURCES
• • Manager, Supply&Services MPE OPS CENTRE LEGAL
FAC OPERATIONS OFFICE SUSTAIN •
• C&R SUPERVISORS PLAN&DEV
Copy: Manager, Facilities Operations
Subject: Tender No. T-25-2014
. Tender for Supply and Installation of Indoor Tennis Lighting —'Pickering Recreation
Complex
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. One addendum was issued. A mandatory site
visit was held on Wednesday, November 12, 2014 and fourteen bidders attended of which
three bidders responded and 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.
Copies of the tenders are attached for your review along with the summary of costs.
• Summary
Harmonized Sales Tax Included
Bidder Total Tendered • After Calculation
• • Amount _ Check
• • MJK Construction Inc. $104,615.00 $104,615.40
• CEC Services.Ltd. (Aurora) $115,147.00 • $115,147.00 -
Eyecon Contracting Ltd. $127,972.50 $127,972:50
Pursuant to Information to Bidders Item 27, 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 signed and dated 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);
170
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(c) a copy of the current Certificate of Clearance issued by Workplace Safety &
Insurance Board;
(d) The City's certificate of insurance or approved alternative form shall be completed .
by the bidder's agent, broker or insurer;
(e) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training
certificates for every worker and supervisor who will be working on this project;
(f) a copy of a valid Ontario Electrical Contractor Licence issued by the Electrical
Contractors Registration Agency of the Electrical Safety Association( ECRA/ESA) and
copies of valid Licenses for all Master Electricians who will be assigned to this project;
(g) copies of valid certificates of qualifications issued by the Ontario Ministry of •
• 'Training, Colleges and Universities for all of the Company's Journeyman _
Electricians who will be assigned to this project;
(h) list of Sub-Contractors in accordance with General Conditions Item 28; and
(i) Waste Management Plan to be used on this project in accordance with Tendering
• Specifications Item 17.
•
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST.
In accordance with Purchasing Policy Item 06.12 Where the compliant quotation or tender
meeting specifications and offering best value to the City is acceptable and the estimated total
• purchase price is over$75,000 and up to $125,000, the Manager may approve the award,
subject to approval of the Director, Treasurer and CAO.
Please include the following items in your memorandum:
1. if Items (a) through (g) noted above are acceptable to the Co-ordinator, Health &Safety;
2. if the Certificate of Insurance is acceptable to the Manager, Budgets & Internal Audit;
3. if the list of subcontractors is acceptable;
4. • if the Waste Management Plan is acceptable;
5. any past work experience with the low bidder MJK.Construction Inc. including work
location;
6. without past work experience, if reference information is acceptable; •
7. the appropriate account number(s) to which this work is to be charged;
8. the budget amount(s) assigned thereto;
9. Treasurer's confirmation of funding; .
10. related departmental approvals; and
11. related comments specific to the project.
• An approved "on-line" requisition will be required to proceed.
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.
Ift ou require further information, please feel free to contact me or a member of Supply & .
ices.
VAFIjg
Attachments
•
. November 24, 2014
17Tender No. T-25-2014 • Page 2
Supply and Installation of Indoor Tennis Lighting — Pickering Recreation Complex
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