HomeMy WebLinkAboutOES 16-03
Citlf o~
REPORT TO
FINANCE & OPERATIONS COMMITTEE
Report Number: DES 16 03
Date: April 16, 2003
From:
Richard Holborn, P.Eng.
Division Head
Municipal Property & Engineering
Subject:
Tender No. T - 3 - 2003 - Tender for Playground Construction
Request for Proposal - RFP - 2 - 2003, Playground Equipment
Recommendation:
1. That Report OES 16 03 regarding playground construction and playground equipment
replacement be received;
2. That Tender No T - 3 - 2003 submitted by Dig-Con International, for park and
playground construction, in the amount of $150,785.70 (7% GST extra), be accepted;
3. That Request for Proposal RFP - 2 - 2003, submitted by Belair Recreational Products
Inc. for the supply and installation of playground equipment in various parks in the
amount of $145,185.73 (7% G.S.T. extra), be accepted.
4. That the total project cost of $433,924.59 including the above tender amounts, the
RFP amount, and other project costs identified in this report be approved; and,
5. That staff at the City of Pickering be given the authority to give effect thereto.
Executive Summary: The construction of new playground facilities in a number of
City Parks, as well as required upgrades to miscellaneous facilities was approved by
Council in the 2003 Capital Budget. As part of the implementation of our Playground
Equipment Replacement Program six (6) parks have been identified for this year's
installation:
1. P-022 STEEPLE HILL PARK, Steeple Hill and Edmund Drive
2. P-013 J. MACPHERSON PARK, Parkside Drive, north of Millbank Road
3. P-O23 WOODVIEW TOT LOT, Woodview Avenue, south of Hogarth Street
4. P-028 ST. MARY PARK (west), Amberlea Road and Ermosa Crescent
5. P-011 DAVID FARR PARK, Glennanna Road and Bowler Drive
6. P-007 RICK HULL PARK, Rosebank Road, next to Rosebank Public School
The Parks will be upgraded to remove outdated play equipment and to provide new play
equipment designed to comply with the National Standard of Canada: CSA Standard
CAN/CSA-Z614-98, Childrens Playspaces and Equipment.
RFP - 2 - 2003 involves the supply and installation of play structures and swing sets in
various City of Pickering parks. An evaluation'Committee comprised of City employees
Report DES 16 03
Date: Apri/16, 2003
Subject: T - 3 - 2003, RFP -2 - 2003
Page 2
was assembled to review, analyze, rank and subsequently recommend a chosen
manufacturer. The highest scoring proposal was submitted by Belair Recreational
Products Ltd. The installation of this equipment is required to replace existing playground
equipment that is in poor condition and/or has little play value. The terms of the Contract
also allow the City of Pickering to purchase additional identical structures at the
established unit price if required. .
T-3-2003 involves the construction of playground areas and pathways in various City of
Pickering parks. Park construction items typically include the development of concrete
curbed play areas, concrete bench and waste receptacle pads, the installation of asphalt
pathways and related park items that may be required such as drainage systems, trees,
topsoil, and sod. The terms of the Contract allow the City of Pickering to draw on the
contract unit prices to complete additional park construction works as required.
Other Project Costs that have been identified include the supply and installation of
playground safety surfacing and the supply and installation of standard park benches and
waste receptacles. It is recommended that work required for these items be obtained in
accordance with the Council approved Purchasing procedures and policy.
Financial Implications:
Individual Park Costs
(estimates are based on design unit quantities, subject to variation)
David Farr
Construction Equipment Safety Surfacing TOTAL
31,699.23 26,081.92 9,095.00 $66,876.15
Steeple Hill
Construction Equipment Safety Surfacing TOTAL
58,712.18 26,081.92 9,095.00 $93,889.10
* adjusted $86,138.29
J. MacPherson
Construction Equipment Safety Surfacing TOTAL
14,470.36 26,081.92 9,095.00 $49,647.28
Woodview Totlot
Construction Equipment Safety Surfacing TOTAL
9,191.30 26,081.92 10,989.60 $46,262.82
St Mary's
Construction Equipment Safety Surfacing TOTAL
8,960.39 26,081.92 7,316.84 $42,359.15
Rick Hull
Construction Equipment Safety Surfacing TOTAL
Report OES 16 03
Date: April 16, 2003
Subject: T - 3 - 2003, RFP -2 - 2003
Page 3
13,046.19
26,081.92
9,095.00
TOTAL
$48,223.11
$339,506.80
All prices include 7% G.S. T.
* Steeple Hill - adjusted to remove asphalt pathway connection to Kingston Road along
eastern limits of properly.
Other Project Costs:
1.
2.
3.
4.
Benches & Trash Receptacles (at new playgrounds)
William Dunbarr - Forestbrook (swings)
Mitchell Park - Bayview Heights (safety surfacing)
Required Replacement of Facilities
(play equipment & safety surfacing)
Maintenance and Retrofits to Existing Play Units
Tree Planting
$ 18,000.00
$ 4,000.00
$ 7,500.00
$ 31,000.00
$ 16,000.00
$ 13,400.00
5.
6.
TOTAL
$89,900.00
$429,406.80
GRAND TOTAL
Summary Available Funds:
2003 BUDGETED WORKS
2001 CARRY-OVER
2002 CARRY-OVER
Account Project Code Amount
2718-6129 03-2718-001-15 $ 350,000.00
3263-0002 (carry over acc't) $ 33,924.59
2718-6181 02-2718-006-00 $ 50,000.00
FUNDS AVAILABLE $ 433,924.59
SURPLUS $ 4,517.79
The 2003 Capital Budget included funding in the amount of $350,000 to be transferred
from the Parkland Reserve Fund for this equipment. The prior year's carryover amounts
will be financed from the Parkland Reserve Fund.
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs.
Background: Proposals for RFP - 2 - 2003 were received on March 14,2003, Seven
(7) companies submitted Proposals for our review. An evaluation Committee comprised of
City employees was assembled to recommend the chosen manufacturer. The highest
scoring Proposal was submitted by Belair Recreational Products Ltd. and this Proposal is
recommended by the Committee for acceptance for 2003 installations. The Health and
Safety Policy, and the CAD 7 form issued by Workplace Safety and Insurance Board, from
Belair Recreational Products Ltd. has not been reviewed by the Safety & Training
Report OES 1603
Date: April 16, 2003
Subject: T - 3 - 2003, RFP -2 - 2003
Page 4
Coordinator at the time of this report but will be completed prior to this report being
considered by the Committee and Council.
Bids for Tender No T - 3 - 2003 were received on Wednesday April 9, 2003. Eleven (11)
companies submitted bids at the time of closing. The low bidder, Dig-Con International
Ltd. have not completed similar projects for the City in the past, but a check of their
references for projects of this caliber has been deemed acceptable by the Supervisor,
Municipal Works. The Health and Safety Policy, a list of personnel trained, and the CAD 7
form issued by Workplace Safety and Insurance Board, as submitted by Dig-Con
International have reviewed by the Safety & Training Coordinator and deemed acceptable.
Credit information as provided by Equifax for Dig-Con Construction Limited has been
reviewed by the Senior Financial Analyst and in conjunction with staff's review of reference
information and the bonding available on this project, is deemed acceptable.
Upon careful examination of all tenders, and relevant documents received and pending,
the Operations & Emergency Services Department, Municipal Property & Engineering
Division recommends the acceptance of the low bid Tender No. T - 3 - 2003, submitted
by Dig-Con International in the amount of $150,785.70 (GST extra), and the proposal No.
RFP - 2 - 2003, submitted by Belair Recreational Products Inc. in the amount of
$145,185.73 (G.S.T. extra) and that the total project cost of 433,924.59 be approved.
This report has been prepared in conjunction with the Manager Supply & Services who
concurs with the foregoing.
Attachments:
1. Location Map(s) .
2. Records of Tenders Opened and Checked
3. Supply & Services Memorandum - Play Equipment
4. Supply & Services Memorandum - Playground Construction
'"
Everett B sma
Director, Operations & Emergency Services
Vera A. Felgemache
Manager, Supply & Services
1
Report OES 16 03
Date: April 16, 2003
Subject: T - 3 - 2003, RFP -2 - 2003
Page 5
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Attachments
Copy: Chief Administrative Officer
. Recommended for the cÐRsideFation of
Pickering City Co
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Thomas J. Quinn, Chief Administrative
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ArTACHMENT#L. TOREPORT# ú,; S Il.ø 03
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MUNICIPAL PROPERTY & ENGINEERING
Attachment For Report: OES-16-03
PLAYGROUND CONSTRUCTION
S TEEPLE HILL PARK
SUBJECT
W. AREA
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface
J\sbaaker1Attachments far Tenders\2003\T-O3-2003 - Playground Canstructiandoc
[~CHMENT#_Þ rOREPORT# oGS 1£9 ö3
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MUNICIP AL PROPERTY & ENGINEERING
Attachment For Report: OES-16-03
PLAYGROUND CONSTRUCTION
ST.MARYS PARK
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface
JlsbookerlAllachmenls for Tenders\2003\T-O3-2003 - Playground Construction. doc
r:H¡"1E~,n;t; 3 TOREPORT# óES Ilo-o3
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MUNICIP AL PROPERTY & ENGINEERING
Attachment For Report: OES-16-03
PLAYGROUND CONSTRUCTION
DA VID F ARR PARK
LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface
JlsbookerlAltachments for Tenders\2003\T-O3-2003 - Playground Construction. doc
¡'1tNl#_..~_... TOREPORT#~ES 1{¡,-o3
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MUNICIP AL PROPERTY & ENGINEERING
Attachment For Report: OES-16-03
PLA YGROUND CONSTRUCTION
J.MACPHERSON PARK
LOCA nON MAP
PROPOSED CONSTRUCTION INCLUDES:
Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface
J:lsbaakeMttachments for Tenders\2003\T-O3-2003 - Playground Construction. doc
ATTACHMENT# 5 TOREPORT# DES lto 03
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MUNICIP AL PROPERTY & ENGINEERING
Attachment For Report: OES-16-03
PLA YGROUND CONSTRUCTION
RICK HULL MEMORIAL PARK
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AREA -l.
LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface
Jlsbooker1Attachments for Tenders\2003\T-O3-2003 - Playground Construction doc
~.rrACHMENT#~ TO REPORT# O{:S lle 03
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MUNICIP AL PROPERTY & ENGINEERING
Attachment For Report: OES-16-03
PLAYGROUND CONSTRUCTION
WOODVIEW TOT LOT
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface
JlsbookerlAttachments for Tenders\2003\T-O3-2003 - Playground Construction.doc
CITY OF PICKERING
. RECORD OF TENDERS OPENED AND CHECKED
Tender Description:
Playground Construction Tender No.: T-3-2003
Date: Wednesday, April 9, 2003 Time: Approx.2:15pm
Dig-Con International Ltd.
Four Seasons Site Development
Griffith Property Services Ltd.
Harnden & King
Mapal Construction Ltd.
Pencon Construction of Canada
Corp.
Royal Crest Paving &
Contracting
Sanan Construction
Serve Construg:tion Ltd
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AJTACHMENT# ~ TOREPORT#
---L. of 2. -I
CORPORATE SERVICES DEPARTMENT
SUPPLY & SERVICES
MEMORANDUM
Date:
March 17, 2003
To:
Richard Holborn,
Division Head, Municipal Property & Engineering
From:
Jill Hone
Buyer II, Supply & Services
Subject: Request for Proposal RFP-2-2003, Playground Equipment
Terms of reference for the above request for proposals were provided to nine
companies of which eight responded. Seven proposals have been accepted.
The proposal from ABC Recreation was rejected in accordance with Purchasing
Policy & Procedure PUR 010-001, item 10.04: "Late bids will not be accepted
and will be returned unopened.".
Bidders were required to acknowledge receipt of Addendum No.1 within the
proposal.
A summary and a preliminary compliance checklist is as follows:
A.
B.
C.
D.
E.
F.
G.
H.
I.
Company identification and principal contact information
Identification of similar work with references
Installer identification and experience profile
Lump sum fee per playground
Play area layout plan
List of play components
3-D diagrams and or photos
Product maintenance and installation details and warranty information
Confirmation of Addendum #1
Active Playground Equipment . . . . . . . . .
Belair Recreational Products Inc. . . . . . . . . .
Crozier Agencies (Game Time) . . . . . . . . .
Henderson Recreation Equipment . . . . . . . . .
Little Tykes Commercial Play Systems . . . . . . . . .
Recreation Depot . . . . . . . .
Recreation Playsystems . . . . . . . . .
*No references have been provided.
.12,{iACHMENT#J-- TOREPORT# DES 11.2 0:>
'2 of 1...,.,
RFP-2-2003, Playground Equipment
March 17,2003
Page 2
A copy of each proposal is enclosed for your review. One copy of each
proposal is also being provided directly to each member of the evaluation
committee with a copy of this memorandum and a sample evaluation form.
Please be advised that in accordance with Purchasing Policy & Procedure this
work is subject to council approval. Therefore, a report to council is required.
If you require further information or assistance, please feel free to contact me.
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Jill Hone
BuyEir II, Supply & Services
Copy for:
Supervisor, Municipal Works
Superintendent, Municipal Operations
Inspector, Landscape & Parks Development
I nspector, Parks
", ! ACHMENT#--Î- TO REPORT # () ¡;S \(003
CORPORATESEn~at~ARTMENT
MEMORANDUM
April 11, 2003
To:
Richard Holborn
Division Head
Municipal Property & Engineering
Darrell Selsky
Supervisor, Municipal Works
John McMullen ./
Inspector, Landscape & Parks Development
From:
Vera A. Felgemacher
Manager, Supply & Services
Subject:
Tender for Playground Construction
Tender No. T - 3 - 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. Seventeen (17) bidders picked
up tendering documents for a non-refundable fee of $50.00 per set of which
ten (10) responded. 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 extensions
will be corrected accordingly, which has been done.
All deposits other than the low three bidders may be returned to the applicable
bidders as provided for by Purchasing Procedure No. PUR 010-001, Item
10.03(w). Therefore, the tenders of the low three (3) bidders are attached for
review.
,(:;TACHMENT:#-9... TOREPORT# (')ES ~ 03
'2 of 3
Tender for Playground Construction
Tender No. T-3-2003, April 9, 2003
Page 2
Summary
(PST included, GST included)
OJ -Con International
Mo al Construction Limited
Harnden & Kin Construction Inc.
Serve Construction Limited
Four Seasons Site Develo ment Ltd.
Ro alcrest Pavin & Contractin Ltd.
San an Construction
Pencon Construction of Canada Corp.
Baseline Construction & Pro'ect M mt. Inc.
Griffith Pro e Services Ltd.
161,340.70
163,924,00
172,793.49
174,932.16
175,314.31
187,759.86
208,789.10
237,904.65
264,741.11
283,656.69
161,340.70
163,924.00
172,793.49
174,932.16
175,314.31
187,759.86
208,789.10
237,904.65
264,741.11
283,397.96
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 and 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;
(d) the City's certificate of insurance shall be completed by the bidder's agent,
broker or insurer. .
ACHMEl\rl tJ~,.~ Tn REPORT#.- 06
---3.- of _.J -
Tender for Playground Construction
Tender No. T-3-2003, April 9, 2003
i~ 0)
Page 3
Please review the copies of the 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 Dig-Con International including work location;
(c) without past work experience, if reference information is acceptable;
(d) the appropriate account number(s) to which this work is to be charged;
(e) the budget amount(s) assigned thereto; .
(f) Treasurer's confirmation of funding;
(g) related departmental approvals;
(h) any reason(s) why the low bid of Dig-Con International is not acceptable;
and
(i) related comments specific to the project.
If you require further information, please feel free to contact me.
Vera A. Felgemacher
Manager, Supply & Services
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Attachments
Copy for: Director, Operations & Emergency Services