The URL can be used to link to this page

Home My WebLink AboutOES 25-04PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: OES 25-04 Date: September 3, 2004 From: Stephen Reynolds Division Head, Culture & Recreation Subject: Tender No. T-3-2004 Tender for Pickering Recreation Complex Pickering Civic Complex Chiller Conversion File: CO3000 Chiller Replacement and Recommendation: That Report OES 25-04 regarding the Pickering Recreation Complex Chiller Replacement and Pickering Civic Complex Chiller Conversion be received and that: Tender No. T-3-2004 submitted by Harold R. Stark, Division of William Stark Group Inc. for the replacement of the Pickering Recreation Complex Chiller and the Pickering Civic Complex Chiller Conversion in the amount of $599,169.00 (G.S.T. extra) be accepted; The total gross project cost of $676,795.33 and a net project cost of $632,519.00 including tender amount and other project costs identified in this report be approved; That Council authorize the Director, Corporate Services & Treasurer to finance the project as included in the approved 2004 Capital Budget as follows: a) Issuance of debt not exceeding the amount of $425,000 for a period not exceeding 10 years, at a rate to be determined; b) Issuance of debt not exceeding the amount of $130,000 for a period not exceeding 5 years, at a rate to be determined; c) The balance of funding for the above project in the estimated amount of $77,500 plus financing costs, be financed from 2004 current funds; d) Financing and repayment charges in the amount of approximately $82,600 be included in the annual Current Budget for the City of Pickering commencing in 2005 and continuing thereafter until the loans are repaid; e) The Director, Corporate Services & Treasurer has certified that these loans and the repayment thereof falls within the City's Debt and Financial Obligations approved Annual Repayment Limit for debt and other financial Report OES 25-04 Subject: Chiller Replacement and Conversion Tender T-3-24 Date: September 3, 2004 Page 2 obligations for 2004 as established by the Province for municipalities in Ontario; f) The Treasurer be authorized to take any actions necessary in order to effect the foregoing; and, Staff at the City of Pickering be given the authority to give effect thereto. Executive Summary: The Pickering Recreation Complex Chiller Replacement and Pickering Civic Complex Chiller Conversion were approved by Council in the 2004 Capital Budget. Tenders have been received and the total net project cost is estimated to be $632,519.00 (net of G.S.T. rebate). Supply & Services and Totten Sims Hubicki Associates have confirmed that Iow bidder Harold R. Stark, Division of William Stark Group Inc. have satisfied their tender requirements and is qualified to undertake this project. Financial Implications: APPROVED SOURCE OF FUNDS: 1. 2004 Capital Budget- 5 Year Debt 2004 Capital Budget - 10 Year Debt 2004 Capital Budget- Current Levy Account 2124-6181 2731-6181 2735-6181 Project Code 04-2124-005-05 04-2731-005-07 04-2735-005-02 Amount $130,000 $425,000 $ 85,000 Total Approved Funds $640.000 Report OES 25-04 Subject: Chiller Replacement and Conversion Tender T-3-24 Date: September 3, 2004 Page 3 Estimated Project Costing Summary T-3-2004 Tender for Pickering Recreation Complex Chiller Replacement and Pickering Civic Complex Conversion Consulting Fees Subtotal GST Total Gross Project Cost GST Rebate Total Net Project Cost $599,169.00 $ 33,350.00 $632,519.00 $ 44,276.33 $676,795.33 (44,276.33) $632,519.00 Project Cost under (over) Approved Funds $7,481.00I The Director, Corporate Services and Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Background: The Pickering Recreation Complex Chiller Replacement and Pickering Civic Complex Chiller Conversion were approved by Council in the 2004 Capital Budget. Tenders have been received and the total net project cost is estimated to be $632,519.00 (net of G.S.T. rebate). The tOtal budget allocation available for this project is $640,000.00. Totten Sims Hubicki Associates developed the specifications for the Pickering Recreation Complex Chiller Replacement and Civic Complex Conversion. Council is also advised that the $85,000 listed under "Approved Source of Funds" (Project Code 04-2735-005-02) was originally intended for the replacement of the chiller in the Delaney Rink with a high energy efficient Plate Chiller. This project will be re-budgeted in 2005 proposed budget submissions. This will allow the work for T-3-2004 to proceed this year to meet legislated requirements. A mandatory site visit was held on Wednesday, August 24, 2004, at which seventeen companies (17) were in attendance. The City received seven (7) bids at the time of closing. The seven (7) bids for T-3-2004 were opened on Wednesday, August 11, 2004. A copy of the Records of Tenders Opened and Checked used at the public tender opening and the memorandum from Supply and Services is attached. Report OES 25-04 Subject: Chiller Replacement and Conversion Tender T-3-24 Date: September 3, 2004 Page 4 The Iow bidder, Harold R. Stark, Division of William Stark Group Inc. have not performed previous work for the City of Pickering. References have been checked by Totten Sims Hubicki Associates and are deemed acceptable. The Health & Safety Policy, the WSIB Clearance Certificate, the CAD 7 Form issued by the Workplace Safety and Insurance Board as submitted by Harold R. Stark, Division of William Stark Group Inc. have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. A comprehensive business report as provided by Dun & Bradstreet for William Stark Group Inc. has been reviewed by the Senior Financial Analyst and in conjunction with staff's review of reference information and the bonding requirement on this project, is deemed acceptable. Upon careful examination of all tenders and relevant documents received, Totten Sims Hubicki Associates and the Culture & Recreation Division recommend the acceptance of the Iow bid submitted by Harold R. Stark, Division of William Stark Group Inc. in the amount of $599,519.00 (G.S.T. extra) and that the total net project cost of $632,519.00 be approved. This report has been prepared in conjunction with Supply & Services who concurs with the foregoing. Attachments: 2. 3. 4. Supply & Services memorandum dated August 11,2004 Record of Tenders Opened and Checked Recommendation from Totten Sims Hubicki Associates dated August 19, 2004 Location Maps Prepared By: ...... Supervisor, Facilities Operations B/ob KU~zr~] ~ '- Purchasing Anfllyst Direct6r, Operations & Emergency Services Division Fieed~, Culture & Recreation Report OES 25-04 Subject: Chiller Replacement and Conversion Tender T-3-24 Date: September 3, 2004 Page 5 Funding Approved: '('(~il'~ A. Paterson Director, Corporate Services & Treasurer SR:Ig Attachments Copy: Chief Administrative Officer Director, Corporate Services & Treasurer Recommended for the consideration of Pickering C, ity Counc~,~..-, f.Thomas J. Quinn, Chief Administrative Officer CORPORATE SERVICES DEPARTMENT MEMORANDUM August 11, 2004 To: From: Subject: c/Steve Reynolds Division Head Culture & Recreation Len Hunter Facility Superintendent Vera A. Felgemacher Manager, Supply & Services Tender for PRC Chiller Replacement, PCC Chiller Conversion Tender No. T - 3 - 2004 Closing: Wednesday, August 11, 2004 2:00 pm Tenders have been received for the above project. Four 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 bidders picked up tendering documents for a non-refundable fee of $50.00 per set of which seven have responded by the closing date and time. Seventeen companies signed in at the Mandatory Site visit held Wednesday, August 4, 2004. 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 checkin9 tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. Tender No. %3-2004 Steve ReYnolds August 1 1,2004 Page 2 SUMMARY PST included* / GST extra The amounts do not include any amount for the Goods & Services Tax (GST). Other taxes and duties either included or excluded are in accordance with the contract documents. * confirmed with Totten Sims Hubioki Harold R. Stark, Div of William Stark Group 599,169.00 599,169.00 Ganadian Tech Air Systems 617,924.00 617,924.00 849060 Ontario Inc. - Air Con Systems 658,104.00 658,104.00 York International 679,413.00 679,413.00 Nekison Engineering & Contractors Ltd. 893,000.00 .893,000.00 LCD Mechanical Rejected: Bid bond insufficient. Reference: lB 17, 18, 19, TS 3, Addendum #1- Item 1.1, PUR 010- 001,10.04 Item 9(d) RTIC Technology Unable to Bid Pursuant to Information to Bidders Item 21, the following are being requested of the Iow 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; and d) The City's certificate of insurance completed by the bidder's agent, broker or insurer. (Received w/th tenden;ng document for review purposes) Dun & Bradstreet mpod for Haroid R, Stark, a division of \/Villiarn Stark Group, Tender No. T-3-2004 .Steve Reynolds August 1 1,2004 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 Harold R. Stark, a division of William Stark Group, 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 - including reference to Debt Financing if applicable; (g) related departmental approvals; (g) any reason(s) why the Iow bid of Harold R. Stark, a division of William Stark Group is not acceptable; (i) and related comments specific to the project. Totten Sims Hubicki & Associates as the oonsultants on this project will be reviewing submissions and making recommendations to you. 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 or a member of Supply & Services as soon as possible. If you require further information, please feel free to contact me. · Ve cher Manager, Supply & Services /V Attachments Copy for: Director, Operations & Emergency Services C Ld Z engineers architects planners oq Totten Sims Hubicki Associates 300 Water Street WMtby, Ontario, Canada L1N SJ2 (90E) 668-~383 Fax: (905) 668-0221 E-maih tsh~tsh.ca www.tsh,ca August 19, 2004 Leu Hunter Supervisor, Facilities Operations Cullure and Recreation Division City of ?~ekering One the Esplanade Picketing, ON LIV 6K7 Dear Mr, Hunter: Re: Reference review of Low Tender for T-3-2004 Picketing Recreation CompLex Chiller Replacement and Civic Centre Chiller Convrsion TSI-I Prolect No.22-14274 TSH has been requested to perform a review of the three references, which were listed in the Tendc'r submitted by H.R. Stark Mechanical Ltd. for the above -acted project. We }tare contacted 'the establishments of the Corporation of the Town of Cobo'urg, Sir Sanford Fleming College and Dacon Construction in an attempt to discuss matters with the listed contact person. It appears that vacations have interfered in our attempts to gain direct discussions with the listed contact personnel however we have end=avoured to contact additional persons involved with each of the referenced projects with results as follows: Town of Cobourg Both, the contract aAministmtor, Mr. Steve Robinson, and the building maintenance foreman Mrs. Sally Lablanc have indicated ~hat from an administrative perspeotive II.P... Stark Mechanical has performed well, on time and without incident. Their technical workmanship was good and met .~atisfactory completion dates for the buildings staff. Co-ordination was conducted effectively and co-operation was excellent. H.R. Storks' work ibrces organized the completion of their project and met the cooling needs of the Town Hall, which is also a Heritage Building. Name, Muni¢ipalil'y August 19, 2004 Sir Sandford Fleming College Mr. MacPherson reports that the college was vea-y pleased w~th the workmanship and the timely completion of their new Natural Resources Wing, Few problems arose during construction and any equipment warr~ issues were dealt with immediately. They can not give any negative accounts or issues, which they recollect, concerning H.R.Star~' performance. Mr. Msc?herson would recommend H.R.Stark Mechanical for any furore mechanical work they may require. H.R. Stark has s~,tisfactorily completed projects with TSI-I in the past and it is expedited that this record will continue. The listed sub contractors for this project have also been utilized on the previous projects completed for TSH, We therefore recommend that the City of Picketing award the tender for T-3-2003 to H.K. Stark in the tot~l m-noun.t of $599,169.00 (GST included). 'We trust this information is satisfactory for your purposes. Yours very truly, Mark A. Be-nedet, P.Eng. Mechanical Manager ,qT'l ACHMI':N i q SUBJECT BUILDING OPERATIONS & EMERGENCY SERVICES DEP,A_P,.TMENT. MUNICIPAL PROPERTY K SCALE: ENGINEERING DIVISION 1:3000 August 27/2004 REPORT TO COUNCIL CHILLER SYSTEM CONVERSION PtCKERING CIVIC COMPLEX ,/ SUBJECT OPERATIONS & EMERGENCY · SERVICES DEPARTMENT MUNICIPAl PROPER'FY' & ENGINEERING DIVISION 1:3000 j August 27~2004 ~N B,&KER C,,OU FR~~~__ REPORT TO COUNCIL CHILLER SYSTEM REPLACEMENT PICKERING RECREATION COMPLEX