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HomeMy WebLinkAboutCR 06-16 City 00 == Report to Executive Committee PICKERING Report Number: CR 06-16 Date: April 11, 2016 From: Marisa Carpino Director, Culture & Recreation Subject: Tender for Don Beer Arena Roof Replacement - Tender No. T-8-2016 - File: A-1440 Recommendation: 1. That Tender No. T-8-2016 submitted by Foran's Roofing & Sheetmetal Limited in the amount of$402,280.00 (HST included) be accepted; 2. That the total gross project cost of$511,890.00 (HST included), including the amount of the tender and other associated costs, and the total net project cost of $460,973.00 (net of HST rebate), be approved; 3. That Council authorize the Division Head, Finance & Treasurer to finance the net project cost in the amount of$460,973.00 as follows: a) the sum of$460,000.00, as provided for in the 2016 Don Beer Arena Capital Budget be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed 10 years; b) the balance amount of$973.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $55,300.00 be included in the annual Current Budget for the City of Pickering commencing 2016, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; d) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; 4. That the draft by-law attached to this report be enacted; and 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Report CR 06-16 April 11, 2016 Subject: Tender for Don Beer Arena Roof Replacement Executive Summary: The flat roof over rink 2 at the Don Beer Arena is 26 years old and at the end of its economic life cycle. In recent years, numerous flashing repairs and roof membrane patches were installed which created multiple weakness points in the continuity of the overall roofing system. To that end, Tender No. T-8-2016 was prepared and advertised on the City's website. The low bid submitted by Foran's Roofing & Sheetmetal Limited in the amount of $402,280.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $511,890.00 and the total net project cost is estimated at $460,973.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-8-2016 $356,000.00 HST (13%) 46,280.00 Total Gross Tender Cost $402,280.00 2. Estimated Project Costing Summary Tender No. T-8-2016 $356,000.00 Upgrade white gravel (energy enhancement) 30,000.00 Deck replacement allowance 16,000.00 Miscellaneous metal & sealants 15,000.00 Contingency 36,000.00 Total Cost $453,000.00 HST (13%) 58,890.00 Total Gross Project.Costs $511,890.00 HST Rebate (11.24%) (50,917.00) Total Net Project Costs $460,973.00 • • _ Report CR 06-16 April 11, 2016 Subject: Tender for Don Beer Arena Roof Replacement 3. Approved Source of Funds Don Beer Arena Approved Code Source of Funds Budget Required 5715.1606.6181 Debt— 10 Year $480,000.00 $460,000.00 Property Taxes 973.00 Total Funds $480,000.00 $460,973.00 Project Cost under (over) approved funds by $19,027.00 Discussion: Project specifications were developed based on the findings and recommendations of periodic roofing inspections and condition audits performed by Garland Canada Inc. Garland were instrumental in the replacement of the roof over rink 1 at the Don Beer Arena in 2012. The existing 4-ply built up felt roof and insulation over rink 2 will be replaced with new insulation and a 2-ply hot-applied modified bitumen system with a flood coat of pea gravel. Based on experience from rink 1, it is expected that some portions of the existing steel roof deck will have deteriorated and require replacement. The low bid is sufficiently below budget to allow for upgrading of the standard `grey' pea gravel to white dolemite. White stone is more reflective, reducing the amount of passive heat gain on the roof, which also reduces the heat load on the ice surface below. Less heat radiating onto the ice surface means less energy use and wear on the refrigeration system. The roof of rink 1 at Don Beer Arena was replaced using a similar system, including white dolemite pea gravel. Bids have been received to the tendering call, which closed on Wednesday, March 16, 2016 for the Don Beer Arena Roof Replacement. A mandatory site visit was held on Thursday, March 3, 2016 and seven bidders attended, of which four bidders submitted a tender for this project. The low bidder, Foran's Roofing & Sheetmetal Limited, has submitted a copy of the Health & Safety Policy, the current WSIB Workplace Injury Summary Report and Clearance Certificate, confirmation of Ministry of Labour Health and Safety Awareness Training for every worker and supervisor on this project, and all are acceptable to the Coordinator, Human Resources. Certificate of Insurance is deemed acceptable to Manager, Budgets & Internal Audit. In conjunction with the foregoing approvals, staff have reviewed the previous work experience of Foran's Roofing & Sheetmetal Limited, the references provided and the bonding available on this project and the bid is deemed acceptable. Report CR 06-16 April 11, 2016 Subject: Tender for Don Beer Arena Roof Replacement Upon careful examination of all tenders and relevant documents received, the Culture & Recreation Department recommends the acceptance of the low bid submitted by Foran's Roofing & Sheetmetal Limited for Tender No. T-8-2016 in the amount of $402,280.00 (HST included) and that the total net project cost of$460,973.00 be approved. Attachments: 1. Supply & Services Memorandum dated March 17, 2016. 2. Being a by-law to authorize the Don Beer Arena Roof Renovation project and the issuance of debentures in the amount of$460,000.00. Prepared By: Approved/Endorsed By: O Vince Plouffe Marisa Carpino Supervisor, Facilities Operations Director, Culture & Recreation Brian J. Duffield Stan Karwowski, CPA, CMA, MBA Manager, Facilities Operations Division Head, Finance & Treasurer Vera A. Felgemacher C.P.P., CPPO, CPPB, C.P.M., CMM Ill Manager, Supply & Services BD:mc Recommended for the consideration of Pickering Cit ouncil //oz.( . z4 Z�ot6 Tony Prevedel, P.Eng. Chief Administrative Officer ATTACHMENT# L TO REPORT#CR ©(0-- i �o city co PICKERING Memo To: Marisa Carpino March 17, 2016 Director, Culture & Recreation From: Vera A. Felgemacher Manager, Supply & Services • Copy: Manager, Facilities Operations Supervisor, Facilities Operations Supervisor, Supply & Services Subject: Tender No. T-8-2016 Tender for Don Beer Arena Roof Replacement Closing: Wednesday, March 16, 2016—2:00 pm File: F-5400-001 Tenders have been received for the above project. Four companies were notified of the bid opportunity. An advertisement was placed on the City's website on February 26, 2016 inviting companies to download the tendering documents. A mandatory site visit was held on March 8, 2016 at 10:00am. Fourteen companies attended of which 11 submitted a bid 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 completed below. 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). Therefore, deposits of the three low bidders will be retained at this time. Summary Harmonized Sales Tax Included Bidder Total UTendered Amount After Calculation Check Foran's Roofing & Sheet Metal Ltd. $402,280.00 $402,280.00 Hamilton & Son Roofing Inc. $423,688.98 $423,688.98 Proteck Roofing & Sheet Metal Inc. $438,666.00 $438,666.00 AMA Roofing& Sheet Metal • $491,527.40 $491,527.40 Triumph Roofing & Sheet Metal Inc. $558,694.60 $558,694.60 • Bidder Total Tendered Amount After Calculation Check • Automatic rejection -Addendum #3 not acknowledged. Reference: Purchasing Policy No. PUR 010, Item . Nortex Roofing Ltd. 23.02 - 11, Information to Bidders- Item 9, 13, 22, 24, 25, 26, 40, 41, 42, Addendum #3. Automatic rejection -Addendum#3 not acknowledged. Reference: Purchasing Policy No. PUR 010, Item - ICI Roofing Ltd.' 23.02 - 11, Information to Bidders- Item 9, 13, 22, 24, 25, 26, 40, 41, 42, Addendum #3. Automatic rejection -Addendum #3 not acknowledged. Crawford Roofing Corp. Reference: Purchasing Policy No. PUR 010, Item 23.02 -.11, Information to Bidders- Item 9, 13, 22, 24, 25, 26, 40, 41, 42, Addendum #3. Automatic rejection -Addendum #3 not acknowledged. ASEAL Roofing & Sheet Metal Reference: Purchasing Policy No. PUR 010, Item 23.02- 11, Information to Bidders- Item 9, 13, 22, 24, 25, 26, 40, 41, 42, Addendum #3. Automatic rejection - Late bid. Can-Sky Roofing & Sheet Metal Inc. Reference: Purchasing Policy No. PUR 010", Item 23.02 - 1, Information to Bidders- Item 1, 2, 3, 5, 20 and 25 Automatic rejection - Late bid. Reference: Purchasing Policy No. PUR 010, Item Bidder's Name Not Shown on Bid 23.02- 1, Information to Bidders- Item 1, 2, 3, 5, 20 Envelope. and 25. Bid envelope time stamped in Corporate Services and handed back to the bidder. Pursuant to Information to Bidders Item 27, Tendering Specifications Item 20 and General Conditions Item 12, the following documentation will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise if we are to proceed with collecting the following: (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; . March 17, 2016 Tender No. T-8-2016 Page 2 Don Beer Arena Roof Replacement (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 assigned to this project; (f) Waste Management Plan; (g) Reference Summary; and (h) List of sub-contractors. A budget of$480,000.00 was provided to Supply & Services for this procurement. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, 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 or where the highest scoring proposal is recommended and the estimated total purchase price is over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please include the following items in your memorandum/report: 1. if Items (a) through (c), and (e) noted above are acceptable to the Co-ordinator, Health & • Safety or designate; 2. if Item (d) is acceptable to the Manager, Budgets & Internal Audit; 3. if Items (f) through (h) are acceptable to Engineering & Public Works; 4. any past work experience with the low bidder Foran's Roofing & Sheet Metal Ltd. including work location; 5. without past work experience, if reference information is acceptable; 6. the appropriate account number(s) to which this work is to be charged; 7. the budget amount(s) assigned thereto; 8. Treasurer's confirmation of funding; 9. related departmental approvals; and 10. related comments specific to the project. After receiving Council's 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, or to Supply & Services. Bidders will be advised of the outcome in due co tse. If y, u require further information, please feel free to,contact me or a member of Supply & Se ices. • VAF/sb ' Attachments • March 17, 2016 Tender No. T-8-2016 Page 3 Don Beer Arena Roof Replacement • • `tl ` kji c 3 '! i E \'-.) V-7 t,) N- o ji c 1 in e"--- I')\ a Ea f. 3 ssz E o O 0 o is - 1.N... , o ` v U) 1 • '' - o 'd v E n d U N O .' ca cn N \ O it . d cG A < e• C.) I a 0 p CO 0 0 0 '4111111b. ce P. CD IZI • a ''-'' 2 ti V Q v CI 8 d c o d 0 �aM , G) ❑ H c o d Q Y c`t c•� �. o U r -AN it N 'C �'.� 'd IX 0 C Q; 0 o N N N N en co N N �� a c o O• 00: 1 C .J C C • E ai a) Ty" ° m �' cu E 2 +. � 2 oS n z _ N t. 0 1 N .c L Cl) N o .c o 'C C 'C Cn (0 CO a) U a.. -. O ors °� o.5 c G vs. o c 1 N p ° o w IY. �O o rn �- m 0 Z .c °o -2 ix �� �. �. -y a J O X U o co .a 'a 0 E § N _ �. tIf m o .. FO- :h• ) u_ ►L Q Q U z a. U I-= 0 -• ,- FL- ATTACHMENT#_Z TO REPORT# C? O"— 16 The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Don Beer Arena Roof Replacement project in the City of Pickering and the issuance of debentures in the amount of$460,000.00. 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 to proceed with debenture financing for the Don Beer Arena Roof Replacement project; and Whereas before authorizing the construction in respect of the Don Beer Arena Roof Replacement project, 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 CR 06-16 on the date hereof and awarded Tender No. T-8-2016 for the Don Beer Arena Roof Replacement project; • IIrI _ _ .— .. . BY-LAW NO Page 2 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Don Beer Arena Roof Replacement"; 2. That the estimated costs of the project in the amount of$460,973.00 be financed as follows: a) That the sum of$460,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten years; b) That the sum of$973.00 be funded from property taxes; 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 2016 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 18th day of April, 2016 David Ryan, Mayor ii Debbie Shields, City Clerk