HomeMy WebLinkAboutCS 26-18c4 „f
DICKERING
Report to
Council
Report Number: CS 26-18
Date: June 25, 2018
From: Marisa Carpino
Director, Community Services
Subject: Tender T-6-2018
- Tender for Renovations to the Kinsmen Lighting
- File: A-1440
Recommendation:
1. That Tender No. T-6-2018 as submitted by Sentry Electric Inc. in the tender
amount of $348,040.00 (HST included) be accepted;
2. That the total gross project cost of $387,590.00 (HST included), including the
amount of the tender and contingency and the total net project cost of $349,037.00
(net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net
project cost of $349,037.00 as provided for in the 2018 Parks Capital Budget by a
transfer from the 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: As part of the 2018 Parks Capital Budget, the replacement of
the sports field lighting at Diamond No. 2 in Bay Ridges Kinsmen Park was approved.
Kirkland Engineering Ltd. was retained to provide consulting services and to prepare
drawings and specifications in advance for this project.
Tender No. T-6-2018 was issued on May 15, 2018 and with an optional site visit held on
Tuesday, May 22, 2018 with 2 companies responding by the closing date of
Wednesday, June 6, 2018. The low bid submitted by Sentry Electric Inc. in the amount
of $348,040.00 (HST included) is recommended for approval. The total net project cost
is estimated at $349,037.00 (net of the HST rebate).
CS 26-18
Subject: Tender T-6-2018
June 25, 2018
Page 2
Financial Implications:
1. Tender Amount
Tender No. T-6-2018
HST (13%)
Total Gross Tender Cost
$308,000.00
40,040.00
$348,040.00
2. Estimated Project Costing Summary
Tender No. T-6-2018
Contingency
Total Project Cost
HST (13%)
Total Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$308,000.00
35,000.00
$343,000.00
44,590.00
$387,590.00
(38,553.00)
$349,037.00
3. Approved Source of Funds
2018 Parks Capital Budget
Description
Kinsmen Park
Baseball Lighting
Replacement
Account Code Source of Funds Available Required
Budget
5780.1815.6129 Federal Gas Tax $395,000.00 $349,037.00
Total Funds $395,000.00 $349,037.00
Net Project Cost under (over) Approved Funds
$45,963.00
Discussion: As part of the 2018 Parks Capital Budget, Council approved
$395,000 for the replacement of the sports field lighting at Diamond No. 2 in Bay Ridges
Kinsmen Park with new LED lights. Due to the age of the existing lighting system
components, reduction in light levels and energy inefficiencies, full replacement of the
lighting system was recommended. Kirkland Engineering Ltd. was retained to prepare
drawings and specifications in advance for this project.
Musco LED System, which will provide the greatest cost savings in energy use and
reduced maintenance, was recommended by staff as the preferred option. More
specifically, this system will result in an estimated 50-60% reduction of energy use and
is covered by a 25 year warranty program which will reduce maintenance. The system
is also compatible with the Musco Control Link system currently in place for all of
,Kinsmen Park sports field lighting. This system allows the lights to be scheduled based
CS 26-18 June 25, 2018
Subject: Tender T-6-2018 Page 3
on the permits issued for each of the fields, which will eliminate the lights being turned
on by unauthorized users.
The Health & Safety Policy and the Certificate of Clearance issued by the Workplace
Safety & Insurance Board as submitted by Sentry Electric Inc. have been received. The
Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit
and is deemed acceptable.
Sentry Electrical Inc. was contracted by the City in 2014 to remove and replace the
sport field lighting at Bay Ridges Kinsmen Park Baseball Diamond No. 1 in 2014 with a
new Musco Light -Structure Green System to the satisfaction of the City. In conjunction
with staff's review of the Waste management Plan and the contractor's previous work
experience, the tender is deemed acceptable.
After careful review of all submissions received, the Community Services Department
recommends acceptance of Tender No. T-6-2018 submitted by Sentry Electric Inc. for
the replacement of sports field lighting at Diamond No. 2 in Bay Ridges Kinsmen Park
in the amount of $348,040.00 (HST included) and that the total net project cost of
$349,037.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated June 7, 2018.
2. Location map
CS 26-18
June 25, 2018
Subject: Tender T-6-2018 Page 4
Prepare• By: Approved/Endorsed By:
Rob Gagen
Supervisor, Parks Operations
RG:nw
Marisa Carpino, MA
Director, Community Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Ray Rodhjgues, CPPB
Manager, Supply & Services
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P. Eng.
Chief Administrative Officer
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DICKERING
ATTACHMENT #___ LTO TO REPORT #� '
Memo
To: Marisa Carpino
Director, Community Services
From: Justin MacDonald
Buyer, Supply & Services
Copy: Administrative Assistant, Community Services
Ray Rodrigues, Manager, Supply & Services
Subject: Tender No. T-6-2018
Tender for Renovations to the Kinsmen Lighting
Closed: Wednesday, June 6, 2018 — 2:00pm
File: F-5400-001
June 7,2018
Tender No. T-6-2018 was advertised on the City's website on May 15, 2018. An optional site
visit was held on Tuesday, May 22, 2018 at 10:00 a.m. Two 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). Two
bids have been retained for review at this time and are attached.
Summary
Harmonized Sales Tax Included
Bidder
Total Tendered Amount
After Calculation Check
Sentry Electric Inc.
$348,
040.00
$348,
040.00
Black & McDonald Limited
$433,
386.18
$433,
.386.18
Pursuant to Information to Bidders Item 30 and Tendering Specifications Item 20, the following
documentation will be requested of Sentry Electric 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 currently dated and signed Health and Safety Policy to be used on this
project;
(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 shall be completed by
the Bidder's agent, broker or insurer;
(d) A Waste Management Plan.
A budget of $395,000 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 06.11, 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 Sentry Electric 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 Council's approval, an approved "on-line" requisition will be required to proceed.
June 7,2018
Tender No. T-6-2018
Renovations to the Kinsmen Lighting
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.
JM
Attachments (3)
June 7, 2018
Tender No. T-6-2018
Renovations to the Kinsmen Lighting
Page 3
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