HomeMy WebLinkAboutOES 08-03
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REPORT TO
COMMITTEE OF THE WHOLE
Report Number: OES 08-03
Date: March 1'1, 2003
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From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Tender for Sports Field Lighting, Kinsmen Park
Tender No. T-5-2003
File OES 08-03
Recommendation:
1.
That Report OES 08-03 of the Director, Corporate Services & Treasurer and
Director, Operations & Emergency Services be received and that;
2.
the expenditures and financing for Project 03-2718-001-00 in the amount of
$400,000 for lighting and improvements at the Kinsmen Park and Project 03-
2718-001-17 in the amount of $20,000 to upgrade the electrical service at
Kinsmen Park, as included in the 2003 Capital Budget, be approved;
3.
Tender No. T-5-2003 submitted by Loc-Pave Construction Limited in the
amount of $183,398 (taxes included) for the configuration of an electrical
distribution service upgrade, supply and installation of sports field lighting
within Kinsmen Park be accepted;
4.
the optional price in Tender No. T-5-2003 submitted by Loc-Pave Construction
Limited in the amount of $90,843 (taxes included) for the electrical work for the
football field known as the Ajax-Pickering Dolphins Minor Football Club Field
within Kinsmen Park be accepted;
5.
contracted services in the amount of $28,913 be authorized for Veridian
Connections, in order to undertake the necessary utility upgrade to facilitate
sports field lighting projects;
Report OES 08-03
Subject: T-5-2003
--('"" 6L .
Date: March 11. 2003
Page 2
10.
6.
Council approve the Financing Plan submitted February 17, 2003, by Mr. Jeff
Priestman, President of the Ajax-Pickering Dolphins Minor Football Club for
their contribution towards their portion of the shared costs of the partnership
venture in the amount of $53,623 plus interest;
7.
Council approve the Financing Plan submitted on March 14, 2003 by the
Pickering Soccer Club for their contribution towards their portion of the shared
costs of the partnership venture in the amount of $102,789 plus interest;
8.
the balance of the work for the project, currently estimated at approximately
$60,000, consisting of primarily irrigation requirements and field improvements
and included in the projects approved under Recommendation 2 above, be
approved;
9.
Council approve the City portion of the funding as follows:
a) the Director, Corporate Services & Treasurer be authorized to finance the
City's portion of the costs in the estimated amount of $230,000 (T-5-2003)
project through the issuance of debt through the Region of Durham for a
period not exceeding 5 years, at a rate to be determined, be approved and
the balance of approximately $2,850 plus financing costs be financed from
current funds;
b) annual repayment charges in the amount of approximately $55,000 be
included in the annual Current Budget for the City of Pickering
commencing in 2004 and continuing thereafter until the loan is repaid;
c) the Director, Corporate Services & Treasurer has certified that this loan
and the repayment falls within the City's Debt and Financial Obligations
approved Annual Repayment limit for debt and other financial obligations
for 2002 as established by the Province for municipalities in Ontario;
d) a temporary loan in the amount of approximately $102,789 less the initial
deposit of $10,000 be extended to the Pickering Soccer Club; and,
approximately $53,623 to the Ajax-Pickering Dolphins Football Club on
terms and conditions satisfactory to the Treasurer;
e) the Director, Corporate Services & Treasurer be authorized to take any
actions necessary in order to effect the foregoing; and,
the appropriate officials of the City of Pickering be authorized to take the
necessary action to give effect hereto.
Report DES 08-03
Subject: T -5-2003
..f. ex. .
Date: March 1t: 2003
Page 3
Executive Summary: The City of Pickering's Recreation, Parks & Culture
Master Plan process engaged community groups across the City to enable staff to
better respond to community leisure needs and trends. During the process, gaps in
the City's recreation infrastructure were recognized, particularly related to soccer and
football. These sports have experienced unprecedented growth in participation. In
light of the financial realities and a realization that parkland is a finite commodity, staff
and groups are working together to seek partnerships that will produce real results
and address the needs of the community. The focus of the partnerships such as the
ones with the Pickering Soccer Club (PSC) and the Ajax-Pickering Dolphins Football
Club (DFC) is to provide facility time that meets their current needs while long-term
solutions are developed. The key to the success of the partnership hinges on the
partners ability to make financial commitments to projects. This report proposes one
of those success stories.
By entering joint ventures with the PSC and the DFC, short term needs will be met
this season. Staff have worked diligently with the groups to ensure that the needs of
the clubs are considered and addressed in the process.
Presented in this report are recommendations that will see the implementation of
sport field lighting on three fields and Kinsmen Park this season that include cost-
sharing arrangements few municipalities enjoy. It sets the stage for future successes
in Pickering and will allow more of our residents to participate in recreational
activities.
Financial Implications: This project was first approved "in principal" by Council in
late 2002. It is included in the 2003 Capital Budget approved by the Budget
Committee at its meeting of February 27, 2003 for consideration by Council at its
meeting on March 24, 2003. The budgeted project cost is $400,000 to be shared
equally between the City and the combination of the two clubs. The project was put
out to Tender in February 2003 but nothing has been awarded pending Council's
consideration of this project. The Tender call resulted in lower than anticipated costs
resulting in a savings to all parties. Included as part of the total project undertaking,
which is also included in the 2003 Capital Budget as part of the estimated $400,000
cost is $60,000 for irrigation and renovations at the parks which will also be subject to
a cost sharing arrangement when the work is undertaken. Also included in this
project and the 2003 Capital Budget for Parks is $20,000 to upgrade the hydro
service at Kinsmen Park which is to be paid for from the 2003 Current Budget as part
of the "Capital from Current" provision. The total estimated expenditures included in
the 2003 Capital Budget for the two projects is $420,000. As a result of the tender
call and work by staff it appears at this time that the total project expenditure will be
approximately $389,262 resulting in an underexpenditure or savings of approximately
$31,000.
Report OES 08-03
Subject: T -5-2003
J.t ~Q .
Date: March tf, 2003
Page 4
EXPENDITURES
Tender No. T -05-2003
Kinsmen Lighting and Service Upgrade Item 1 electrical service
upgrade Item electrical work for two (2) soccer fields
Item 3, Optional Item electrical work for football field
Veridian Connection Charges
Irrigation and Renovations
Consulting Fees
Total Expenditures
$183,398
90,843
28,913
60,000
26,108
~
FINANCING
2003 Capital Budget
City Share 10 year debt
Contributions from Pickering Soccer Club
- Ajax-Pickering Dolphins Minor Football Club
Total A roved Bud et Sources of Funds
The City's share of the cost of $170,000 will be financed through the issuance of 5
year debt with the balance of $2,850 and financing costs of approximately $1,000 will
be paid from 2004 current funds.
The remainder of the cost of approximately $156,000 will be financed by the City
through internal loans to the Pickering Soccer Club in the amount of $102,789 and
the Ajax-Pickering Dolphins Minor Football Club in the amount of $53,623. The loans
will be immediately reduced by any "up-front" funding available to the Clubs and
thereafter through repayment agreements to be negotiated at terms and conditions
acceptable to the Treasurer and the Director, Operations & Emergency Services. On
March 14,2003 the Pickering Soccer Club provided an initial deposit of $10,000.
Item Total Value City PSC DFC
$ $ $ $
Soccer Lights 183,398 91,699 91,699
Football Lights 90,843 45,422 45,422
Veridian Charges 28,913 20,000 4,457 4,457
Consulting
. Soccer 13,268 6,634 6,634
. Football 7,490 3,745 3,745
. Services 5,350 5,350
Sub Totals 329,262 172,850 102,790 53,624
Future Irrigation 60,000 60,000 To Be Determined
& Renovation
Total 389,262 232,850
Report OES 08-03
Subject: T -5-2003
If. fÙ-.'
Date: March 1 ,2003
Page 5
Background: In October of 2002, City staff met with the Pickering Soccer Club
in regards to a proposed joint venture. This partnership was struck as a result of the
City's Recreation, Parks & Culture Services Master Plan process that identified a
need to provide more soccer facilities for a growing number of participants. The
original proposal sought action to acquire, develop and construct additional fields in
the lands adjacent to Don Beer Arena north of Kinsmen Park. The venture was
predicated on a funding arrangement of 50/50 between the City and the Pickering
Soccer Club as well as the City's ability to acquire (purchase and/or lease) the
required parkland and funding approval from City Council.
In December of 2002, staff once again met with the Association with a plan that could
meet their needs and remove the barrier of land acquisition. This again was
predicated on their ability to make a financial commitment to the project. The
proposal was formalized, in writing by Mr. Everett Buntsma in January 2003.
Similarly, the Ajax-Pickering Dolphins Minor Football Club also met with City staff
during the development of the Recreation, Parks & Culture Master Plan exercise and
expressed a need to upgrade a facility to accommodate growth in their organization.
Meetings ensued and on February 17, 2003. They too formalized a commitment to
cost share on a project with the City.
In order to ensure that the organizations will be able to meet the expected demand
for facilities this summer, the work (lights) must be installed and operational by June
6, 2003. In anticipation of this aggressive work plan, City Staff, in collaboration with
the external partners have organized the development of specification that meet the
needs of the organization as well as the City which includes - the completion date for
the electrical service upgrade and the lighting of the two soccer fields is scheduled for
May 20, 2003; the completion date for the football field lighting is scheduled for June
6,2003, weather conditions permitting.
Tender No. T-5-2003 was released February 13, 2003 and closed March 5, 2003. A
copy of the Records of Tender Opened and Checked used at the public tender
opening is attached, as well a copy of the summary memorandum from Supply &
Services.
The Supply and Services Section of the Corporate Services Department were very
involved in the procurement process in order to ensure the City of Pickering retained
the best company for the best price. Over 11 firms took part in the mandatory
meeting and of those firms 5 submitted bids while two others were unable to
participate.
During the procurement process the City, along with MJS Consultants Inc.,
approached Veridian in order to secure the necessary upgrades required to light the
sport fields at Kinsmen Park. Since the equipment on site is regulated by Veridian
Connections, they are well suited to undertake the dismantling of the old and
installation of the new services. It will also require "live" work to be undertaken, as
Report OES 08-03
Subject: T -5-2003
t:¡' ~6' öL.
Date: March 1" 2 03
Page 6
the City does not wish to interrupt electrical supply to Ontario Power Generating
(OPG) equipment.
The Health & Safety Policy, the Cost & Frequency Report and Certificate of
Clearance issued by the Workplace Safety & Insurance Board as submitted by Loc-
Pave Construction Limited. have been reviewed by the Safety & Training Coordinator
and are deemed acceptable.
Credit information as provided by Equifax for Loc-Pave Construction Limited has
been reviewed by the Senior Financial Analyst and is deemed acceptable.
References as provided by Loc- Pave Construction Limited have been checked by
MJS Consultants and are deemed acceptable.
This report has been prepared in conjunction with the Manager, Supply & Services
who concurs with the recommendation.
Upon careful examination of all tenders submitted and relevant documents (Health &
Safety Policy, Cost & Frequency Report, Certificate of Clearance, Certificate of
Insurance) the Director, Operations & Emergency Services and the Division Head,
Municipal Property & Engineering, recommend the acceptance of the low bid
submitted by Loc-Pave Construction Limited in the total tendered amount of
$183,398 for the electrical service upgrade and sports field lighting for two (2) soccer
fields be accepted, and the total amount of $90,843 for the electrical work for the
football field be accepted.
It should be noted that the tender award represents only a portion of the work
anticipated for Kinsmen Park. City staff will be installing irrigation as well as
renovating the soccer fields themselves. This work is scheduled for the Fall as to not
jeopardize the upcoming soccer season. The cost of this work is estimated to be
$60,000 and will also be considered a cost-sharing venture.
Attachments:
1.
2.
3.
4.
5.
6.
Supply & Services Memorandum dated March 5, 2003
Record of Tenders Opened & Checked
Letter to Pickering Soccer Club, dated January 20, 2003
Letter from Pickering Soccer Club dated March 13, 2003
Letter from Ajax-Pickering Dolphin's Football Club, dated February 17, 2003
Location Map of work to be undertaken
Report OES 08-03
Subject: T -5-2003
..f- G- '
Date: March r¥, 2003
Page 7
Prepared/Approved/Endorsed By:
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Gillis A. Paterson
Director, Corporate Services & Treasurer
Attachments
Copy:
Chief Administrative Officer
Division Head, Municipal Property & Engineering
Senior Financial Analyst
Recommended for the consideration of
Pickering City Council
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
ATTACHMENT#-L.. TO REPORT#~c;f'03
March 5, 2003
To:
Richard Holborn
Division Head
Municipal Property & Engineering
Jamie Lowery
Superintendent, Municipal Operations
From:
Vera Felgemacher
Manager; Supply & Services
Subject:
Tender for Sports Field Lighting - Kinsmen Park
Tender No. T - 5 - 2003 .
Tenders have been received for the above project ten (10) companies were invited to
participate. An advertisement was placed in the Daily Commercial News, News Advertiser
Community Page and on the City's Website all of which yielded interest from additional
bidders. Nine (9) bidders picked up tendering documents for a non-refundable fee of$50.00
per set of which eleven (11) bidders attended the mandatory site visit. A copy of the Record
of Tenders Opened and Checked used at the public tender opening is attached.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit
prices and extensions; unit prices shall govern and extension will be corrected accordingly.
All deposits other than the low three bidders have been returned to the applicable bidders as
provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w).
Summary
. (PST included, GST included)
Company T òtal Tendered After. Optional U~rn.. . After
Amount$ CaJcUlåtion 'Price$' . CalcUlation
Check $ Check $
Loc Pave Limited $183,398.00 $183,398.00 $ 90,843.00 $ 90,843.00
Wayne Electric Co. $206,296.00 $206,296.00 $100,152.00 $100,152.00
Ltd.
Nadalin Electric $253,055.00 $253,055.00 $124,655.00 $124,655.00
Company Limited
Ron Robinson Ltd $319,033.96 $319,033.96 $134,504.93 $134,504.93
Langley Utilities Automatic Surety's corporate seal missing from bid bond and
Rejection agreement to bond. Reference: Purchasing
Procedure No. PUR 010-001, Item 9(a)
MDK Electric Unable to Bid
Brooklin Electric Unable to Bid
Tender for Sports Field Lighting-Kinsmen Park, T-5-2003
March 5, 2003
Page 2
Pursuant to Information to Bidders Item 21, the following are being requested of the low
bidder for your review during the evaluation stage of this tender call:
(a) a copy of the Health & Safety Policy to be used on this project; .
(b) a copy of the current Cost and Frequency Report issued by Workplace Safety &
Insurance Board (in lieu of the Cost and Frequency document, a copy of the current CAD
7, NEER, or MAP reports may be submitted);
(c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance
Board;
The consultant should also review carefully all submittal information based on tendering
instructions, If the consultant notices any infractions or information missing during the
evaluation, please contact me as soon as possible.
Please review the copies of the low three bids. Include the following items in your Report
to Council:
(a) if items (a) through (c) noted above, are acceptable to the Safety & Training
Co-ordinator;
(b) any past work experience Loc-Pave Construction Limited including work location;
(c) without past work experience, if reference information is acceptable;
(d) a work location map;
(e) the appropriate account number(s) to which this work is to be charged;
(f) the budget amount(s) assigned thereto;
(g) Treasurer's ponfirmation of funding;
(h) related departmental approvals;
(i) any reason(s) why the low bid of Loc-Pave Construction Limited. is not
acceptable; and
U) related comments specific to the project.
If you require further information, please feel free to contact m .
Vera A. Felg macher
Manager, S pply & Services
Ibt
Attachments
CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
Tender Description:
Sports Field Lighting-Kinsmen Park
Tender No.: T-5-2003
Date: Wednesday, March 5, 2003
Time: Approx.2:15pm
1 Addenda (s)
Acknowledged
LocPave Construction Limited
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YES
YES l V'
YES ¿~ £/'
YES
Wayne Electric Co. Ltd.
MDK Electric
Brooklin Electric Company Ltd.
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Pickering Civic Complex
One The Esplanade
Pickering, Ontario'
Canada
Ll V 61<7
Direct Access (905) 420-4660
cityofpickering.com
ATTACHMENT #~TO REPORT # ~JGs Dr;' -03
OPERATIONS & EMERGENCY SERVICES DEPARTMENT
Department (905) 420-4624 '
Facsimile (905) 420-4650
op er&ernerg@city.pickering.on.ca
Mr. Edward G. Aziz
Executive Vice President of Facilities
Pickering Soccer Club
1735 Bayly Street
Unit 8B
Pickering, ON L 1W 3G7
Subject:
January 20,2003
Proposed Joint Venture to Light and Irrigate Two Additional 'Fields at
Kinsmen Park
- File: 'MPE7000
Further to our recent meeting and telephofle conversations, please accept this letter as
confirmation of the City of Pickering's commitment to the Pickering Soccer Club. Inan
effort to ensure that this important project/partnership move forward, we have outlined
the proposed schedule for your consideration and approval. , The Schedule is as
follows: .
0 Base plan finalized
0 Draftdrawings/specifications (tender ready)
0 Review of Procurement package (PSC)
0 Tender Call by City of Pickering
0 Mandatory bidders site meeting
0 Tender close
0 Report ~o Committee
0 Council Approval
0 Letter of Intent to successful contractor.
0 Approval of Shop Drawings (MJS Consultants)
0 *Pole /Floodlight Delivery to Site
0 *Contractor to complete work
0 Ribbon Cutting/Dedication
January 21, 03
February 3, 03
February 6, 03
February 10, 03
February 17, 03
February 24, 03
March 10, 03
March 17, 03
March 19, 03
March 21,03
May 08, 03
May 22,03
May 31,03
(* The delivery and construction is contingent upon environmental influences as the
ground must be firm enough to support a 35 ton crane)
Proposed Joint Venture to Light and Irrigate Two Additional Fields at Kinsmen Park
January 20, 2003
. Page 2
It should be noted that the proposed work is conditional upon:
D The clubs participation in 50% cost sharing ($200,000)
D The City of Pickering obtaining the required funding approvals through the 2003
budget deliberation process
The City of Pickering looks forward to a successful partnership with the Pickering
Soccer Club and should you have any questions, please contact Jamie Lowery at
905.420.4660 extension 5247.
EB:mld
Copy:
Mayor Arthurs
Members of Council
Chief Administrative Officer
Division Head, Culture & Recreation
Division Head, Municipal Property & Engineering
Superintendent, Municipal Operations
Mpe\kinsmen soccer fields\mpe7000
Pickering
Soccer Club Inc.
1735 Bayly Street, Unit 8B
Pickering, Ontario L1 W 3G7
(905) 831-9803 Fax (905) 831-8968
tP ~
°l'CER ~\,-:s
ATTACHMENT#.!Í- TO REPORT#ùlES-o8'~o3
March 13,2003
Mr. Jamie Lowrey
City of Pickering
Superintendent Municipal Operations
Operations and Emergency Services Department
RE: Lighting Kinsmen Fields 2/3
Dear: Jamie:
Further to our conversation on March 10,2003, this letter is to confinn that the Pickering
Soccer Club is in agreement to share the cost of installing field lights on Kinsmen fields
2/3. As discussed, our share of the initial cost will be approximately $91,000.00.
We would like to have a copy of the tender showing specifications. Our Executive and
Board of Directors would like to examine this document at our next board meeting,
scheduled for March 19th, 2003.
Enclosed is a cheque for $10,000.00, initial deposit towards our share of the cost.
We look forward to a continued and lasting partnership with the City of Pickering.
Yours In Soccer,
,
,..,
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-(~cv, l-t>~
Terry Gariba
President
PSC
TG/sv
February 17, 2003
Mr. Everett Buntsma,
Director, Operations & Emergency Services
City of Pickering
Re: Meeting February 13, 2003
City of Pickering/Ajax-Pickering Minor Football Club
Joint Venture for lighting of Kinsmen Park football field
Everett, I'd like to confirm the Ajax-Pickering Dolphins Football Club's intention to enter into a joint venture with the
City of Pickering to add lights to the Kinsmen Park football field.
If I may, I'd like to give you the chronological background on this effort.
1.
There was an attempt to light Kinsmen football field in early 1998. That effort did not come to realization for
several reasons. The most predominant one was budget constraints on behalf of the City. I also believe
that the due diligence behind this kind of project was never followed through with by the Dolphins' Football
Club.
2.
With the growth and expansion of our organization in the years 1999, 2000, we decided to profile the
Dolphin's Football Club at a Pickering Council meeting. The intent was to show our organization's size and
scope and to make sure council was aware of an ever-growing minor sports organization within Pickering.
3.
As a result of meetings between Steve Reynolds, various council staff and myself, we had our short and
long-term requirements included in the latest City Planning document.
4.
Our most critical requirement is to have the ability to maximize the use of Kinsmen Park football field by
adding lights for night games.
5.
A meeting with Jamie Lowery, Pickering Soccer and us in the early January 2003 time frame brought the
current concept of a joint venture to our attention.
As a result of our meeting last week, Thursday, February 13, 2003, the following proposal is how the Dolphin's
would like to proceed.
The initial cost estimate for the football field lighting is $127,000. This suggests that on a SO/50 project cost design,
the Ajax-Pickering Dolphin's Football Club can expect to be paying approximately $65,000. There is a strong
possibility that the cost could be as much as 20% to 30% lower based on the size of the combined soccer/football
project. However, for the purposes of a financial commitment from the Dolphin's we will use the cost of $65,000.
As with any capital cost project we would like to align a repayment stream to cover the funding over a term of no
greater than 5 years (60 months) maximum.
~------."
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www.dolphinsfootball.ca
"Continue the Tradition"
Est. 1973
The Ajax-Pickering Dolphin's are willing to commit to the following:
A down payment of $10,000. To be received 60 days prior to the commencement of the project. The remaining
balance to be paid in equal monthly installments which would include any additional financing or carrying costs.
The Dolphin's would also like the ability to make lump sum payments should the finances become available.
Please be aware that this proposal for repayment is based on a worst case scenario and does not include any
sponsorship or fundraising.
I trust these terms are acceptable.
The Dolphin's Board of Directors has reviewed the proposed venture and has voted in favour of moving forward this
fiscal year. The benefits of lighting two soccer fields and a football field together allows our Club to take advantage
of possibly lower project costs and the realization of a premier football venue that we had only dreamt about.
,/--)
//
cc-Steve Reynolds, City of Pickering
cc-Jamie Lowery, City of Pickering
ATTACHMENT # L TO REPORT # DES- ,:ß, ù'3
HWY. 401
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KEY MAP
LOCATION MAP
MONTGOMERY PARK RD.
LAKE ONTARIO
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