HomeMy WebLinkAboutENG 05-15 City °0 == Report to
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PI KERIN
Report Number: ENG 05-15
Date: April 20, 2015
From: Richard Holborn
Director, Engineering & Public Works
•
Subject: Reconstruction of Tennis Courts at Amberlea Tennis Club,
Shadybrook Park
- Tender No. T-5-2015
- File: A-1440
Recommendation:
1. That Report ENG 05-15 of the Director, Engineering & Public Works regarding
Tender No. T-5-2015 for the reconstruction of the Tennis Courts at Amberlea
Tennis Club in Shadybrook Park be received;
2. That Tender No. T-5-2015 as submitted by Court Contractors Ltd. in the total
tendered amount of$138,861.35 (HST included) be accepted;
3. That the total gross project cost of$163,645.00 (HST included), including the
tendered amount and other associated costs and the total net project cost of
$147,367.00 (net of HST rebate) be approved;
4. That Council authorizes the Division Head, Finance & Treasurer to finance the net
project cost of$147,367.00 as follows:
a) The sum of$147,000.00 to be funded through a five year Internal Loan;
b) The sum of$367.00 to be funded from Property Taxes; and
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
•
Executive Summary: As part of the 2015 Parks Capital Budget, funds were
approved for the reconstruction of the Tennis Courts at Amberlea Tennis Club in
Shadybrook Park. The project includes the removal and replacement of the chain link
fence, upgrading the granular base, asphalt surfacing, acrylic latex colour surface and
net posts. The existing court has reached the end of its life cycle and is in poor
condition.
Tender No. T-5-2015 was issued on March 5, 2015 and closed on March 26, 2015 with
3 bidders responding, with one bid being rejected as the addenda were not
acknowledged. The low bid submitted by Court Contractors Ltd. in the amount of
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ENG-05-15 April 20, 2015
Subject: Reconstruction of Tennis Courts at Amberlea Tennis Club Page 2
Shadybrook Park, Tender No. T-5-2015
$138,861.35 (HST included) is recommended for approval. The total gross project cost
is estimated at $163,645.00 (HST included) and the total net project cost is estimated at
$147,367.00 (net of HST rebate).
Financial Implications:
1. Tender Amount
Tender No. T-5-2015 $ 122,886.15
HST (13%) 0 15,975.20
Total $138,861.35
2. Estimated Project.Costing Summary
Tender No. T-5-2015 —Tender for Reconstruction of the Tennis
Courts at Amberlea Tennis Club in Shadybrook Park $122,886.00
Associated Costs
Materials Testing $2,000.00
Miscellaneous Costs $1,500.00
Construction Contingency (15% ) $18,433.00
Sub Total — Costs $144,819.00
HST (13%) 18,826.00
Total Gross Project Costs $163,645.00
HST Rebate (11.24%) (16,278.00)
Total Net Project Costs $147,367.00
3. Approved Source of Funds
2015 Parks Capital Budget
Account Source of Funds Budget Required
5780.1506.1711 Internal Loan — 5 year $165,000.00 $147,000.00
Property Taxes 0.00 367.00
Total: $165,000.00 $147,367.00
Net project costs (over) under a pp roved funds $17,633.00
Discussion: As part of the 2015 Parks Capital Budget, funds were
approved for the reconstruction of the Tennis Courts at Amberlea Tennis Club in
Shadybrook Park. The project includes the removal and replacement of the chain link
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ENG-05-15 April 20, 2015
Subject: Reconstruction of Tennis Courts at Amberlea Tennis Club Page 3
Shadybrook Park, Tender No. T-5-2015
fence around the main court area and practice court, upgrading the granular base,
asphalt surfacing and acrylic latex colour surface for the entire area and new net posts.
The existing plywood wall in the practice court will be removed and reinstalled on the
new fence structure.
Construction is scheduled to start in early May and be completed by mid June, in time
for summer use.
Tender No. T-5-2015 was issued on March 5, 2015 and closed on March 26, 2015 with
3 bidders responding, with one bid being rejected as the addenda were not
acknowledged. The low bid submitted by Court Contractors Ltd. is being recommended
for approval. References for Court Contractors Ltd. have been reviewed and deemed
acceptable by the Senior Coordinator, Landscape & Parks Development. Court
Contractors Ltd. has successfully completed similar types of projects for the City, the
most recent being T-6-2013, the reconstruction of two courts in Claremont Park. They
have also reconstructed four courts in David Farr Park, four Courts in Bay Ridges
Kinsmen Park and four courts in Dunmoore Park.
The Health & Safety Policy, current WSIB Injury Summary Report and Certificate of
Clearance issued by the Workplace Safety & Insurance Board, and Ministry of Labour,
Health & Safety Awareness Training for Supervisors and Workers, as submitted by
Court Contractors 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 staff's review of •
the contractor's references available on this project, and previous work experience with
the City, the tender is deemed acceptable.
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 Court Contractors Ltd. for Tender No. T-5-2015 in the amount of
$138,861.35 (HST included) and that the total net project cost of$147,367.00 (net of
HST rebate) be approved.
•
Attachments:
1. Supply & Services Memorandum dated March 30, 2015
2. Record of Tenders Opened and Checked —T-5-2015
3. Location Map
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ENG-05-15 April 20, 2015
Subject: Reconstruction of Tennis Courts at Amberlea Tennis Club Page 4
Shadybrook Park, Tender No. T-5-2015
Prepared By: Approved/Endorsed By:
e::::7, ------- ' tdix2;54d
Arnold Mostert, OALA Rich rd Holb rn, P. Eng.
Senior Coordinator Dife/ctor, Engineering & Public Works
Landscape & Parks Development
arr II S'
elsky, CET CMM II Stan Karwowski, CPA, CMA, MBA.
Man ! er, Capital Projects & Infrastructure Division Head, Finance & Treasurer
I
0
Vera A. elgemacher
CSCMP, CPPO, CPPB, CPM, CMM Ill
Manager, Supply & Services
AM:am
Recommended for the consideration
of Pickering City Council
Tony evedel, P.Eng. April I3, 2o15
Chief Administrative Officer
•
CORP0227-07/01 revised
35
ATTACHMENT# _ TOREPORT#__EN g1 05- )S
C-iti == I of .2 .
4,I:
PICKERING Memo
To: Richard Holborn March 30, 2015
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: ✓ Manager, Capital Projects & Infrastructure
Subject: Tender No. T-5-2015 •
Reconstruction of Tennis Courts at
Amberlea Tennis Club, Shadybrook Park
File: F-5400-001
Tenders have been received for the above project. An advertisement was placed on the City's
website inviting companies to download the tendering documents for the above mentioned tender.-
Two addenda were issued and 3 bids were received.
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 deposits of at least 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). Two
(2) bids have been retained for review at this time.
Copies of tenders are attached for your review and copy of the Record of Tenders Opened and
Checked is attached. .
Summary
HST Included
Bidder Total Tendered After Calculation
Am
I -
ount `:Check _. . .
Court Contractors Ltd. $138,861.35 $138,861.35
G.M.P. Contracting $190,181.82 $190,181.82
Bidder Comments
rejection —addenda not
acknowledged. Reference: Purchasing
Latitude 67 Ltd. Policy No. PUR 010, Item 23.02 (11),_
Information to Bidders Items 9, 13, 22, 24, 25,
26,37, 38, 39,Addendum No. 1 and No. 2
36
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 Health & 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 Certificate of Clearance 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 assigned to this project;
(e) the City's.certificate of insurance shall be completed by the Bidder's agent, broker or insurer;
(f) If the Bidder is not a limited Company, pursuant to the relevant Provincial or Federal legislation,
a copy of the most recent business or partnership registration form filed with the Ministry of
Governance and Consumer Service; and
(g) Such further information, as the City may request in writing.
In accordance with the Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST, however, a Report to Council is requested.
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$125,000, the Manager may approve the award, subject to approval of
the Director, Treasurer, CAO and Council.
Please include the following items in your Report to Council
1. if Items (a) through (e) 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 Court Contractors Ltd. 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.
After approval, an approved "on-line" requisition will be required to proceed.
Enquiries can be directed 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 require further information, please feel free to contact me or a.member of Supply &
Se ices.
VAF/km-
Attachments •
March 30, 2015
37 Tender No. T-5-2015 Page 2
Reconstruction of Tennis Courts at Amberlea Tennis Club, Shadybrook Park
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Location Map
Proposed Construction Includes:
Tennis Courts at Amberlea Tennis Club, Shadybrook Park. The proposed works
include the reconstruction of 2 tennis courts and the practice court. The project involves
upgrading the granular base, asphalt surfacing, acrylic latex colour surface, and
replacement of fencing, nets and posts.
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