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Home My WebLink AboutCS 04-19cl--� 4 BICKERING From: Marisa Carpino Director, Community Services Report to Council Report Number: CS 04 -19 Date: February 25, 2019 Subject: Tender for Brock Ridge Community Parks and S.M. Woodsmere Park - Baseball Diamond Improvements Project - Tender No. T-9-2019 - File: A-1440-001 Recommendation: That the Brock Ridge Community Park - Baseball Diamond Improvements and S.M. Woodsmere Park - Baseball Diamond Improvements projects be combined as the "Brock Ridge Community Park and S.M. Woodsmere Park - Baseball Diamond Improvements" project for debenture financing for an estimated total net project cost of $1,005,418.00; 2. That Tender No. T-9-2019 submitted by Anthony Furlano Construction Inc. in the amount of $969,571.07 (HST included) be accepted; 3. That the total gross project cost of $1,116,472.00 (HST included), including the amount of tender, contingency and other associated costs, and the total net project cost of $1,005,418.00 (net of HST rebate) be approved; 4. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $1,005,418.00 as follows: a) the sum of $815,000.00 as provided for in the 2019 Parks Capital Budget be increased to $919,000.00 to be financed by the issuance of debentures by The Regional Municipality of Durham over a period not to exceed ten years; b) the sum of $85,000.00 to be funded by a transfer from the Self -Insurance Reserve; c) the sum of $1,418.00 to be funded from property taxes; d) the annual repayment charges in the approximate amount of $110,500.00 be included in the Current Budget for the City of Pickering commencing in 2019, 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 Current Budget; e) 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; CS O4-19 February 25, 2019 Subject: Brock Ridge Community Park and S.M. Woodsmere Park Page 2 - Baseball Diamond Improvements Project 5. That the draft By-law attached to this report be enacted; and, 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: Baseball diamond improvements to Brock Ridge Community Park and S.M. Woodsmere Park were approved in the 2019 Parks Capital Budget. GHD Ltd. was retained for engineering consulting services, including the provision of geotechnical reports and preparation of drawings and specifications, in advance of tendering the project in 2019. Tender No. T-9-2019 was issued on January 15, 2019, with an optional site visit held on January 23, 2019 with four companies responding by the closing date of Thursday, February 7, 2019. The low bid submitted by Anthony Furlano Construction Inc. in the amount of $969,571.07 (HST included) is recommended for approval. The total gross project cost is estimated to be $1,116,472.00 (HST included) and the total net project cost is estimated at $1,005,418.00 (net of the HST rebate). Financial Implications: 1. Tender Amount Tender No. T-9--2019 $858,027.50 HST (13%) 111,543.57 Total Gross Project Cost969.571.07 2. Estimated Project Costing Summary 5780.1920.6129 Brock Ridge Community Park Tender No. T-9-2019 $455,750.00 Contingency 53,116.00 Consulting — GHD Material 15,935.00 Testing, Quality Assurance Total Costs 524,801.00 HST (13%) 68,224.00 Total Gross Project Costs $593,025.00 HST Rebate (11.24%) (58,988.00) Total Net Project Costs $534,037.00 5780.1921.6129 S.M. Woodsmere Total Park $402,278.00 $858,028.00 46,884.00 100,000.00 14,065.00 _ 30,000.00 463,227.00 $988,028.00 60,220.00 �128,444.00 $523,447.00 $1,116,472.00 (52,066.00) (111,054.0 $471,381.00 $1.005,418.00 CS O4-19 February 25, 2019 Subject: Brock Ridge Community Park and S.M. Woodsmere Park Page 3 - Baseball Diamond Improvements Project 3. Approved Source of Funds 2019 Parks Capital Budget Description Brock Ridge Community Park - Baseball Diamond Improvements S.M. Woodsmere Park- Baseball Diamond Improvements Property Taxes Total Funds Account Code Source of Funds Budget Required 5780.1920.6129 Debt — 10 years $365,000.00 $449,000.00 Self Insurance 85,000.00 85,000.00 Reserve 5780.1921.6129 Debt - 10 years $450,000.00 470,000.00 4. Source of Funds by Park Source of Funds Debt — 10 years Self Insurance Reserve Property Taxes Total Funds 5780.1920.6129 Brock Ridge Community Park $449,000.00 85,000.00 .17 nn $534,037.00 0.00 1,418.00 $900,000.00 $1.005.418.00 5780.1921.6129 S.M. Woodsmere Park $470,000.00 0.00 1,381.00 $471,381.00 Total $919,000.00 85,000.00 1,418.00 $1,005,418.00 Net Project Cost under (over) Approved Funds ($105,418.00) Additional funds are required as a contingency. A contingency has been provided to cover possible additional construction costs in the event that poor soil conditions are encountered. If no issues are encountered, these funds will not be spent. For the purpose of debenture financing, the Brock Ridge Community Park - Baseball Diamond Improvements and the S.M. Woodsmere Park - Baseball Diamond Improvements will be combined into one project and named "Brock Ridge Community Park and S.M. Woodsmere Park - Baseball Diamond Improvements" project. Discussion: The 2019 Capital Budget includes $450,000 for baseball diamond improvements in Brock Ridge Community Park and $450,000 for baseball diamond improvements in S.M. Woodsmere Park. The baseball backstops of these parks experienced catastrophic collapse as a result of a 20mm ice storm event on April 14 and 15, 2018. Due to the condition of the existing baseball backstops, full replacement was recommended by staff and was submitted as capital projects in the 2019 Capital Budget. Included in the scope of work is the replacement of CS O4-19 February 25, 2019 Subject: Brock Ridge Community Park and S.M. Woodsmere Park Page 4 - Baseball Diamond Improvements Project player benches, new bleachers with concrete pads, replacement of the chain link on the wing and outfield fences, and replacement of the asphalt paving around the backstop. GHD Ltd. was retained in 2018 to prepare drawings and specifications in advance for this project. They will also be retained as a consultant for material and structural quality testing and assurance during construction. Kirkey Field at Brock Ridge Community Park is the home field of Pickering Baseball Association and is mostly used by their competitive Rep League in the Eastern Ontario Baseball Association. The baseball diamond and backstop was originally installed in 1986 and years later, had the backstop poles extended and additional netting installed above the backstop fencing to contain foul balls. The extra loading on the fencing poles contributed to the eventual failure of the posts and collapse of the backstop. The new backstop is taller and structurally engineered to withstand present wind and ice loading conditions. The baseball diamond at S.M. Woodsmere Park was installed in 1997 and again had the backstop poles extended and additional netting installed above the backstop fencing leading to similar results as Kirkey Field. The same engineered design will also be applied to this backstop. References for Anthony Furlano Construction Inc., their Waste Management Plan and list of sub -contractors have been reviewed and are deemed acceptable by the Manager, Capital Projects & Infrastructure. The City's Health and Safety Policy form, and a current Clearance Certificate issued by the Workplace Safety & Insurance Board submitted by Anthony Furlano Construction Inc. have been reviewed and are deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & External Audit and is deemed acceptable. In conjunction with staff's review of 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 T-9-2019 submitted by Anthony Furlano Construction Inc. for the Brock Ridge Community Park and S.M. Woodsmere Park - Baseball Diamond Improvements project in the amount of $969,571.07 (HST included) and that the total net project cost of $1,005,418.00 be approved. Attachments: 1. Supply & Services Memorandum dated February 7, 2019 2. Location Map for Brock Ridge Community Park 3. Location Map for S.M. Woodsmere Park 4. Being a By-law to authorize the Brock Ridge Community Park and S.M. Woodsmere Park - Baseball Diamond Improvements project in the City of Pickering and the issuance of debentures in the amount of $919,000.00 CS O4-19 Subject: Brock Ridge Community Park & S.M. Woodsmere Park - Baseball Diamond Improvements Prepared By: Rob G en Supervisor, Parks Operations Rab Bur i , P. Eng Manager, Public Works 10 February 25, 2019 Approved/Endorsed By: Marisa Carpino, MA Director, Community Services Page 5 Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer f � Ra Rodriigues, CPPB Manager, Supply & Services Recommended for the consideration of Pickering City Council A"'6 ' "e! z-'' I Tony Prevedel, P. Eng. Chief Administrative Officer ATTACHMENT# I TO REPORT #SOH -T1 C� �f DICKERING To From Copy Marisa Carpino Director, Community Services Jacqueline Charles Senior Purchasing Analyst, Supply & Services Administrative Assistant, Community Services Manager, Supply & Services Memo February 7, 2019 Subject: Tender No. T-9-2019 Tender for Brock Ridge Community Park and S. M. Woodsmere Park — Baseball Diamond Improvements Closed: Thursday, February 7, 2019 — 2:00pm File: F-5400-001 Tender No. T-9-2019 was advertised on the City's website on January 15, 2019. An optional site visit was held on January 23, 2019 at 10:00 a.m. Four 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 Anthony Furlano Construction Inc. $ 969,571.07 $ 969,571.07 Pine Valley Corporation $ 1,290,618.78 $ 1,290,607.63 Lancoa Contracting Inc. $ 1,359,118.80 $ 1,359,683.80 Hawkins Contracting Services Limited $ 1,623,346.44 $ 1,623,346.44 Pursuant to Information to Bidders, Item 29 Pre -Condition of Award, the following documentation will be requested of Anthony Furlano Construction 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 $ 900,000 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 Anthony Furlano Construction 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. Tender No. T-9-2019 Tender for Brock Ridge Community Park and S. M. Woodsmere Park — Baseball Page 2 Diamond Improvements 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 (4) Attachments Tender No. T-9-2019 Tender for Brock Ridge Community Park and S. M. Woodsmere Park — Baseball Page 3 Diamond Improvements LLL 'l ' I 1 Q R. -Uy RFA LL `f OOT j BRIDG BLEACHER • LF O lP{1A) t BAGEBALL q� DMAIONO , LP(1T) (Jft.) I B4TTWG p Cd CAGE SPBRT �� • LA -'9j •' PlnS S1CHT� ICY . PmKWGLOT ASP", O ca PARKING LOT GHQ j 0 w CB '/ "�^ �L^°IIS) 1 ��• p CH 1_4-� I'IU% O •LM141 BRA irfl�: v V'I i o GFRB. LA(rl, SPORT,7 age=% ,/Lic � GHEOS PUY 4B{µ BENCH B/u^EBALL DUNoim p'" .5) � •D�. �� LP(Im soccer PrrGH v 50CCE4 PITC" (JR.) p BLOHER i ® I9Tl.CH BENCH OEHCN BENCH ASPLIALT PATH (WT Wn TRNL) PARK INFO, BROCK RIDGE COMMUNITY PARK FINCH AVENUE P-026 SHEET 1 OF 1 lT1 i 3 m z 1�3 m a 0 w / WOODSMERE CRESCENT / GARB. JR. & I . CAR GARB. PLAY REA • ,TH RS'O.ya GARB. CAN ING (T 00 A4lH GARB. CAN —_ BENCHES 0 BENCHES V ❑ CB / / CHERS Q O CHERS v� '. r � 4 i Q m LL I C) / O M � CCB ASPHALT PATH 0 DICB PARK INFO. S.M. WOODSMERE PARK P-072 SHEET 1 OF 1 w ATTACHMENT # TO REPORT # 05 01-i -1 I The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Brock Ridge Community Park and S.M. Woodsmere Park - Baseball Diamond Improvements project in the City of Pickering and the issuance of debentures in the amount of $919,000.00. 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 Brock Ridge Community Park and S.M. Woodsmere Park - Baseball Diamond Improvements project; and, Whereas before authorizing the construction in respect of the Brock Ridge Community Park and S.M. Woodsmere Park - Baseball Diamond Improvements 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 CS O4-19 on the date hereof and awarded Tender No. T-9-2019 for the Brock Ridge Community Park and S.M. Woodsmere Park - Baseball Diamond Improvements project; 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 "Brock Ridge Community Park and S.M. Woodsmere Park -- Baseball Diamond Improvements"; 2. That the estimated costs of the project in the amount of $1,005,418.00 be financed as follows: a) the sum of $919,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten years, b) the sum of $85,000.00 be funded from by a transfer from the Self -Insurance Reserve; c) the sum of $1,418.00 from property taxes; and 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 2019 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 25th day of February, 2019 David Ryan, Mayor Susan Cassel, City Clerk