Loading...
HomeMy WebLinkAboutOES 08-03 CitJ¡ (}~ REPORT TO COMMITTEE OF THE WHOLE Report Number: OES 08-03 Date: March 1'1, 2003 '¡:6l. 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: ~ d~~- 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 ~ YES ~~~ YES YES l V' YES ¿~ £/' YES Wayne Electric Co. Ltd. MDK Electric Brooklin Electric Company Ltd. ~ ~ :x: 3 m ~ ~ d ~ ~ § ~ @ CitJ¡ 0# 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, , ,.., .' ..", -(~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. ~------." ~ '\ ~" \ ~. . . "". -..r.' .C~ \ #~ " ~.1\ \ OY:~) r~:"--- ~0 ~:;;;:;;-~Ii.---.-J ~~11..'lj .~ 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 SA YL Y ST. J ~):. ;= KEY MAP LOCATION MAP MONTGOMERY PARK RD. LAKE ONTARIO . 0 0::::. Y: 0 .0 0:::: co