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Report to
Council
Report Number: CS 11-18
Date: June 25, 2018
From: Marisa Carpino
Director, Community Services
Subject: Tender for Pickering Civic Chiller Replacement
- Tender No. T-15-2018
File: A-1440
Recommendation:
1. That Tender No. T-15-2018 submitted by Mapleridge Mechanical Contracting Inc. in the
amount of $403,274A0 (HST included) be accepted;
2. That the total gross project cost of $504,974.00 (HST included), including the amount of the
tender, contingency and other associated costs, and the total net project cost of
$454,745.00 (net of HST rebate), be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$454,745.00 as provided for in the 2018 Civic Complex Capital Budget by a transfer from
Federal Gas Tax Reserve Fund; and,
4. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: The existing Civic Complex chiller provides cooling to both City Hall
and the main branch library. It is original to the building, installed in 1990, and is now 28 years
old. The system is at end of life and requires frequent maintenance. It must be replaced to avoid
the risk of a critical failure or breakdown. New piping connections will be roughed in early in the
work to allow the new chiller to be installed while the existing equipment remains operational.
This will minimize transition to the new system, which can occur after hours to avoid impact to
ongoing use of the building.
Tender No. T-15-2018 was released and made available for information to the public on the City's
website on May 18, 2018. A mandatory site visit was held on May 29, 2018. The tender closed
on June 13, 2018. Five companies submitted bids for this project.
The low bid submitted by Mapleridge Mechanical Contracting Inc. in the amount of $403,274.40
(HST included) is recommended for approval. The total gross project cost is estimated to be
$504,974.00 (HST included) and the total net project cost is estimated at $454,745.00 (net of the
HST rebate).
Report CS 11-18
Subject: Tender for Pickering Civic Complex Chiller Replacement
June 25, 2018
Financial Implications:
1. Tender Amount
Tender No. T-15-2018
HST (13%)
Total Gross Project Cost
$356,880.00
46,394.40
$403,274A0
2. Estimated Project Costing Summary
Tender No. T-15-2018
Building Automated System Controls Integration
Contingency
Total Cost
HST (13%)
Total Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$356,880.00
50,000.00
40,000.00
$446,880.00
58,094.00
$504,974.00
(50,229.00)
$454.745.00
3. Approved Source of Funds
2018 Capital Budget — Civic Complex
Account Code
5700.1802.6500
Source of Funds
Federal Gas Tax $500,000.00
Total Funds $500,000.00
Budget
Required
$454,745.00
$454,745.00
Project Cost under (over) approved funds by
$45,255.00
Contingency funds of approximately 10% of the construction cost have been included to address
unforeseen/concealed conditions or related deficiencies which may be encountered while
completing the work. If the contingency is not required, the funds will be returned to source.
Discussion: The existing chiller at the Civic Complex was installed as part of the original
construction of the building in 1990. It is now 28 years old and requires frequent mechanical
repairs. It will cost approximately $10,000 to complete repairs necessary to ensure that the system
would function for the 2018 cooling season, and requires frequent staff monitoring to ensure that
cooling remains available through the building. The existing chiller provides cooling capacity for
the entire Civic Complex and must remain operational until its replacement is installed and
commissioned for service.
Report CS 11-18 June 25, 2018
Subject: Tender for Pickering Civic Complex Chiller Replacement
Access to the mechanical spaces in the upper levels of the central tower is limited. The project
includes selection of new equipment that can be delivered up the tower stairwell in pieces and
assembled on site. This approach will also add better redundancy to the system. The new chiller
will be comprised of a number of smaller cooling units installed in series. If one were to fail, the
rest would continue to operate. When installation of the new chiller is complete, the old equipment
will be cut into pieces and removed through the stairwell. No openings will need to be cut through
the building envelope.
Tender No. T-15-2018 was released and made available for information to the public on the City's
website on May 18, 2018. A mandatory site visit was held on May 29, 2018. The tender closed
on June 13, 2018. Five companies submitted bids for this project.
The low bid submitted by Mapleridge Mechanical Contracting Inc.in the amount of $403,274.40
(HST included) is recommended for approval. The total gross project cost is estimated to be
$504,974.00 (HST included) and the total net project cost is estimated at $454,745.00 (net of HST
rebate).
Award to the low bidder, Mapleridge Mechanical Contracting Inc., will be conditional upon
receiving the City's Health & Safety form, Certificate of Insurance and Waste Management Plan
and requisite approvals. Previous work experience of Mapleridge Mechanical Contracting Inc. is
deemed it to be acceptable.
Upon careful examination of all bids and relevant documents received, the Community Services
Department recommends the acceptance of Tender No. T-15-2018 submitted by Mapleridge
Mechanical Contracting Inc. in the amount of $403,274.40 (HST included) and that the total net
project cost of $454,745.00 (net of the HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated June 14, 2018
Report CS 11-18
Subject: Tender for Pickering Civic Complex Chiller Replacement
June 25, 2018
Prepa - d By: Approved/Endorsed By:
Vince Plouffe, OAA, RAIC
Marisa Carpino, MA
Manager, Facilities Capital Projects Director, Community Services
Brian Duffield
Division Head, Operations
MC:vp
Stan Karwowski, CPA, CMA, MBA
Director, Finance & Treasurer
R.y
Man
odrigues
er, Supply & Services
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
#viLe 0 i2oIe)
cd - rd
DICKERING
ATTACHMENT # J .., TO REPORT #.,C5 j } -
Memo
To: Marisa Carpino June 14, 2018
Director, Community Services
From: Jacqueline Charles
Senior Purchasing Analyst
Copy: Administrative Assistant, Community Services
Ray Rodrigues, Manager, Supply & Services
Subject: Tender No. T-15-2018
Tender for Pickering Civic Complex Chiller Replacement
Closed: Wednesday, June 13, 2018 — 2:OOpm
File: F-5400-001
Tender No. T-15-2018 was advertised on the City's website on May 18, 2018. A mandatory
site visit was held on May 29, 2018 at 2:00 pm. Five companies have 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.
The unsuccessful Bidder's tendering deposit, other than a bid bond, shall 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 and are attached.
Summary
Harmonized Sales Tax Included
Bidder
Total Tendered
Amount
After Calculation Check
Mapleridge Mechanical Contracting Inc.
$ 403,264.00
$ 403,274.40
B & B Mechanical Service Inc.
$ 495,858.66
$ 495,858.66
CIMCO Refrigeration
$ 515,907.00
$ 515,907.00
Canadian Tech Air Systems Inc. (CTAS)
$ 562,740.00
$ 562,740.00
Vanguard Mechanical Inc
$ 628,280.00
$ 628,280.00
Pursuant to Information to Bidders Item 31 and Tendering Specifications Item 20, the following
documentation will be requested of Mapleridge Mechanical Contracting Inc. for your review
during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed
with collecting the following documentation:
(a) A copy of the City's Health and Safety Policy form currently dated and signed;
(b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(c) The City's certificate of insurance or approved alternative form completed by the Bidder's
agent, broker or insurer; and
(d) Waste Management Plan.
A budget of $450,000 was provided to Supply & Services for this procurement.
If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy
Item 11 for additional instructions.
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 06.11, 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:
(c) 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 report:
1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or
designate, if required;
2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit;
3. if the list of subcontractors is acceptable to Community Services;
4. if Item (d) is acceptable to Community Services;
5. any past work experience with low bidder Mapleridge Mechanical Contracting Inc.
including work location;
6. without past work experience, if reference information is acceptable to Community
Services;
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 receiving CAO's approval, an approved "on-line" requisition will be required to proceed.
June 13, 2018
Tender No. T-15-2018
Pickering Civic Complex Chiller Replacement
Page 2
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
course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
JC
Attachments (4)
June 13, 2018
Tender No. T-15-2018
Pickering Civic Complex Chiller Replacement
Page 3