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HomeMy WebLinkAboutCS 11-18PJCKE RiNG Cdy 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