HomeMy WebLinkAboutOES 01-05PICKERING
REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 01-05
Date: January 4, 2005
From:
Stephen Reynolds
Division Head, Culture & Recreation
Subject:
Tender for Pickering Museum Village Program Centre
- Tender No. T-6-2004
- File: CO3000
Recommendation:
That Report OES 01-05 regarding the Pickering Museum Village Program Centre
be received, and
Tender No. T-6-2004 submitted by D.J. McRae Contracting Ltd. for the
construction of a new Program Centre at the Picketing Museum Village in the
amount of $751,236 (GST extra) be accepted,
The total gross project cost of $1,002,949.52 and a net project cost of $937,336
including tender amount and other project costs identified in this report be
approved,
o
That Council authorize entering into an agreement between the City and the
Pickering Museum Village Foundation for the shared cost and financing of the
Program Centre Project and the Hotel Restoration Project,
That pre-budget approval be given in the amount of $547,336 for Program
Centre project including moving of hotel and financing to be included in the 2005
current and capital budgets and Council consider including $250,000 in the 2006
Capital Budget for its share of the Hotel Restoration project.
That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a) Debt financing through the Region of Durham in the amount of $451,000 for a
period not exceeding 10 years, at a rate to be determined; and
b) Contributions from the Pickering Museum Village Foundation in the amounts
of $60,000 for Program Centre project and $36,000 for moving the hotel; and
· Report OES 01-05 Date: January 4, 2005
Subject: Tender for Pickering Museum Village Program Centre
- Tender T-6-2004 Page 2
c) The balance of funding in the estimated amount of $336 be included in the
2005 Current Budget; and
d)
Financing and repayment charges in the amount of approximately $57,700 be
included in the annual Current Budget for the City of Pickering commencing in
2006 and continuing thereafter until the loan is repaid; and
e)
The Director, Corporate Services & Treasurer has certified that this loan and
the repayment thereof falls within the City's Debt and Financial Obligations
approved Annual Repayment Limit for debt and other financial obligations for
2004 as established by the Province for municipalities in Ontario; and
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 Museum Program Centre - Phase 1, was approved by Council in the 2004 Capital
Budget. Council approved $190,000 as the City share of funds to match the $190,000
raised by the Pickering Museum Village Foundation. Council passed Resolution #99/02
Item 1, at the Council Meeting of June 24, 2002 supporting the Brougham Central Hotel
relocation and restoration to a Temperance Hotel as the next joint undertaking by the
City and the Pickering Museum Village Foundation. This included the creation of a new
Program Centre that will provide kitchen, meeting, storage space and public washrooms
in support of the day to day teaching and maintenance activities at the Village.
Tenders have been received and the total net project cost for the Museum Program
Centre (Phase 1) is estimated to be $937,336. Supply & Services and Paul Jurecka,
Architect have confirmed that the Iow bidder D.J. McRae Contracting Ltd. has satisfied
the tendering requirements, subject to Council approval, and is qualified to undertake
this project.
CORP0227-07/01
Report OES 01-05 Date:
Subject: Tender for Pickering Museum Village Program Centre
- Tender: T-6-2004
January 4,2005
Page
Financial Implications:
APPROVED SOURCE OF FUNDS:
1.
Account
Project Account
2004 Capital Budget
(Comm. Facilities Reserve Fund)
2744-6149
04-2744-001-00
2003 CapitalBudget
(Carry Forward)
3263-0999
03-2744-001-00
2004 Contributions from Pickering Museum Village Foundation
(Museum Program Centre)
Total Approved Funds
Amount
SI90,000.00
$ 10,000.00
$190,000.00
$390,000.00
Estimated Project Costing Summary
T-6-2004 - Tender for Pickering Museum Village Program Centre
Consulting Fees
Furniture & Equipment
Project Contingency
Sub Total
G.S.T.
Total Gross Project Cost
G.S.T. Rebate
Total Net Project Cost
$ 751,236.00
89,000.00
22,000.00
75,100.00
$ 937,336.00
65,613.5~
$1,002,949.52
(65,613.52)
$ 937,336.O0
Project Cost under (over) Approved Funds ($547,336.00)1
The results of the Tender and other costs indicate a total project cost in the amount of
$937,336. The Director, Corporate Services & Treasurer confirms the 2005 Capital
Budget includes this project with certain funding assumptions. The Pickering Museum
Village Foundation will fund $250,000 for the new Program Centre as $190,000 (a 2004
contribution) and a $60,000 (a 2005 contribution) and $36,000 (a 2005 contribution) for
moving the Hotel. Please see attached Museum Project Summary of proposed funding.
CORP0227-07/01
Report OES 01-05 Date: January 4, 2005
Subject: Tender for Pickering Museum Village Program Centre
- Tender T-6-2004 Page 4
The Pickering Museum Village Foundation has requested to formalize an agreement
with the City for the shared cost of the Program Centre Project and the Hotel
Restoration Project. This agreement would reflect that:.
The Pickering Museum Village Foundation .will fund a maximum of $250,000 of
Program Operation Centre project costs. The City of Pickering will fund all
remaining Program Operation Centre project costs.
The City of Pickering will fund a maximum of $250,000 of the Hotel Restoration
project costs. The Pickering Museum Village Foundation will fund all remaining
Hotel Restoration project costs. The City of Pickering has included $250,000 for
the Hotel Restoration Project in its 2006 Capital Budget forecasts.
The City has made a formal request for a financial contribution from the Ministry of
Transportation to defray the cost of relocating the heritage dwelling from 3810 Balsam
Road, which is estimated to be $50,000. This request is under consideration by the
Ministry of Transportation.
Background:
The restoration of the Brougham Central Hotel at the Pickering Museum Village has
been identified as the next major joint project for the City of Pickering (Resolution
#99/02, Item 1), Pickering Museum Advisory Committee and the Pickering Museum
Village Foundation.
The Brougham Central Hotel Restoration Project consists of two primary restoration and
construction projects:
- Relocate the Brougham Central Hotel to a new location on site and restore as
an 1850s Temperance Hotel
Relocate an existing heritage dwelling at 3810 Balsam Road to the Museum
Village site, approximately where the hotel currently stands, restore the home
and build an addition to create a'new program operations centre.
The first phase of the Brougham Central Hotel Restoration Project supported by the City
of Pickering (Resolution #99/02, Item 1 and Resolution #177/03 attached), Pickering
Museum Advisory Committee and Pickering Museum Village Foundation includes the
following:
Relocating the existing hotel structure to a nearby site within the Pickering
Museum Village to make room for the new Program Centre;
CORP0227-07/01
Report OES 01-05 Date: January 4, 2005
Subject: Tender for Pickering Museum Village Program Centre
- Tender T-6-2004 Page 5
Relocating an existing heritage dwelling now located at 3810 Balsam Road,
Part Lot 5, Concession 6, acquired from the Ontario Ministry of Transportation
(Resolution #91/04 attached), to the Museum Village;
Restoring and constructing an addition to the building in order for it to function
as a Program Centre where the kitchen and washrooms will be housed,
along with meeting and storage space needed for day-to-day teaching and
maintenance activities.
Tenderinq Process
The tender for the Museum Program Centre (Phase I) was issued in November 2004 to
achieve a more accurate cost for 2005 Budgets and to allow for construction to proceed
early enough in 2005 that Museum Operations will be affected for as short a time as
possible.
Bids for Tender No. T-6-2004 were received on Wednesday, December 15, 2004 from
the six (6) prequalified bidders. A copy of the Record of Tenders Opened and Checked
used at the public tender opening is attached.
After the City's calculation checking procedures, two bids appeared to have a mistake in
calculations. The two bidders D.J. McRae (IOw bidder) & Garritano Brothers (high
bidder) appear to have misunderstood the instructions and completed the tendering
form in error. As per the tendering instructions - Item 1 was to include the costs
associated with Items 2, 3, & 4. These two bidders excluded the costs associated with
Items 2, 3, & 4 from Item 1 when completing the tendering form. Therefore, their Item 1
figure was understated. Upon contact with both bidders, they each stated their total
tendered amount submitted reflects their bid price.
City's Purchasing Procedures 010-001, section 10.04, "Handling Tendering
Irregularities" contains a provision to respond to this specific type of irregularity.
According to the procedure, a decision on handling this specific type of irregularity will
be on a case-by-case basis in consultation with the Treasurer. In consultation with the
Director, Corporate Services & Treasurer and Solicitor for the City, the two bids were
not disqualified and allowed to stand for evaluation.
Council should be aware that they retain the right on behalf of the City to accept the
corrected total tendered amount for D.J. McRae Ltd, after City's calculation check,
which was not agreed to by the bidder or accept the stated total tendered amount, Iow
bid, submitted by D.J. McRae Ltd. in the amount of $803,822 including GST, which was
deemed, acceptable by the (Acting) Chief Administrative Officer, the Director, Corporate
Services & Treasurer and the Solicitor for the City in accordance with the City's
Purchasing Procedures.
CORP0227-07/01
Report OES 01-05 Date: January 4, 2005
Subject: Tender for Pickering Museum Village Program Centre
- Tender T-6-2004 Page 6
The Iow bidder, D.J. McRae Contracting Ltd. has not completed similar projects for the
City in the past, but a check of their references has been deemed acceptable.
The Health & Safety Policy, the WSIB Clearance Certificate and the WSIB Cost &
Accident Frequency Record submitted by D.J. McRae Contracting Ltd. have been
reviewed by the Coordinator, Health & Safety and are deemed acceptable. A
comprehensive business report as provided by Dun & Bradstreet for D.J. McRae
Contracting Ltd. has been reviewed by the Purchasing Analyst and in conjunction with
staff's review of reference and bonding on this project, is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, Paul Jurecka,
Architect and the Culture & Recreation Division recommend the acceptance of the Iow
bid submitted by D.J. McRae Contracting Ltd. in the amount of $751,236 (G.S.T. extra)
and that the total net project cost of $937,336 be approved.
This report has been prepared in conjunction with Supply & Services who concurs with
the foregoing.
Attachments:
5.
6.
7.
8.
9.
10.
Location Map
Museum Project Summary of proposed funding
Letter from Pat Dunnill, Chair, Pickering Museum Village Foundation dated
December 31,2004
Recommendation from Paul Jurecka, Architect, Jurecka & Associates
Resolution #99/02, Item #1
Resolution #177/03
Resolution #91/04
Supply & Services memorandum dated December 15, 2004
Attendance Record - Mandatory Site Meeting December 8, 2004
Record of Tenders Opened and Checked
CORP0227-07/01
· Report OES 01-05 Date:
Subject: Tender for Pickering Museum Village Program Centre
- Tender T-6-2004
Januaw 4,2005
Page 7
Prepared By:
Step,~e, n R~)Yno~s
Divisi~h-Ffead, Culture & Recreation
Manager, Supply 8, Services
Eve rC__.t.B'U r~-t~ ma~ ·
(Acting) Chief Administrative Officer
Funding Approved:
/(~illis A. Paterson
Director, Corporate Services & Treasurer
SR:Ig
Attachments
Copy: Chief Administrative Officer
(Acting) Chief Administrative Officer
Director, Corporate Services & Treasurer
Solicitor for the City
Chief Building Official
Manager, Supply & Services
Recommended for the consideration of
Pickering ~
CORP0227-07/01
AT'I'ACHMi~Ni' ~ I I. I ~0 R, EPORT #_~-~ 42:)~ '- CD'~ .
OES 01-05
ESSION ROA(
EXISTING
STRUCTURE
3810
PROPOSED IGHWAY_ . .07
SIXTH CONCESSION ROAD
GREENWOOD
//
//
//
//
//
/
OPERATIONS & EMERGENCY
SERVICES DEPARTMENT
MUNICIPAL PROPERTY &
ENGINEERING DIVISION
NTS JAN 4/2005
ATTACHMENT FOR TENDER
PICKERING MUSEUM VILLAGE PROGRAM CENTRE
T-6-2004
Museum Proiect Summar~
Museum Project consists of two parts: A.
B.
Program Centre
Hotel Restoration
Summary of Proposed Funding Based on Estimated Costs
Program Centre $ 651,000
Hotel Restoration 250,000
$ 901,000
Total
Museum
Foundation
$ 25O,OO0
651,000
901,000
$ _
Total
$ 901,000
901,000
$1,802,002
Pro ram Centre Pro'ect - Total Costs 901 000
20O3
2OO4
2005
2O04
2005
City - Property Taxes
City - (Comm Facilities Res.)
City (10 year Debt)
10,000
190,000
451,000
Museum Foundation (Fixed)
Museum Foundation (Fixed)
190,000
60,000
Total
$ 651,000
250,000
$ 901,000
~on Pro'ect - Esth.nated_Cost $901~000_
· 2003 Museum Foundation $ 8,890
2005 Museum Foundation 36,000
2006/07 Museum Foundation 606,110
$ 651,000
250,000
Add:
Prj Centre
Prj. Centre
Hotel Rest.
City 10 year Debt
Museum Foundation
Museum Foundation
Sub -Total
Actual Tender requires $336.00 to be funded
from Current Budget
TOTAL - PRE BUDGET APPROVAL
$ 451,000
60,000
36,000
$ 547,000
336
$ 547,33~
2006 City (Fixed) $ 901,000
Total
PICICERING
llage
Pickering Museum Village Foundation
Patrick Dunnill - Chairman 905-859-467S
E-I~L:,.IL: patdunnillQ)idirect.com
Bill Weston - Treasurer 905.839.7353
Mary Cook - Secretary 905.889.1734,
5LklLIXG AI)I)RE~S
736 Yercmi Street
Pickering, OX
L1W 2W9
Mr. Stephen Reynolds
Division Head, Culture and Recreation
City of Pickering,
One the Esplanade
Pickering, On.
December 31, 2004
PROPOSED AGREEMENT
Between the Pickering Museum Village Foundation and the City of Pickerin~
Re the Brougham Central Hotel Proiec~
Dear Stephen:
The purpose of this letter is to seek confirmation of the current understanding between
the Picketing Museum Village Foundation (PMVF) and the City of Picketing (City) as to
purpose, goals and objectives of the Brougham Central Hotel partnership (generally
referred to as the Hotel Project) and the roles and responsibilities of each party.
The Hotel Project consists of two primary restoration and construction projects:
Move the Brougham Central Hotel to a new location on site and restore as an
1850s temperance hotel
Move an historic home from Balsam Rd. to the Museum Village site,
approximately where the hotel currently stands, restore the home and build an
addition to create a new program centre.
It is jointly understood that the need for improvements to program centre facilities is
critical due to the deteriorated state of the hotel and that the project was initiated by the
PMVF and the Picketing Museum Advisory Committee for the purpose of restoring the
Brougham Central Hotel. It is for this purpose that the PMVF agreed to parmer in this
project.
As a matter of operational logistics it was agreed among all parties that it was necessary
to carry out the project in the following general sequence over a period of at least three
years:
1. Move the hotel from its present site
2. Move the house to its new site at the Museum Village
3. Create the program centre
4. Restore the hotel
... pre,~cn~ing Pickering's heritage/'or tomorrow.
This sequencing is deemed essential in order to minimize the duration of the period in
which the Museum Village will be required to operate without a proper operations
facility.
At a meeting of the Finance and Operations Committee on June 24, 2002 a joint
presentation by the Chair of the Advisory Committee and the Chair of the PMVF outlined
the proposed hotel project and the Finance and Operations Committee recommended
Council support the project in principle on the basis that the PMVF would accept all costs
associated with the hotel portion of the project and that the City would pay the costs of
the program centre (Resolution #99/02). It was subsequently agreed between staff and
the PMVF that a more convenient and effective sharing might be that the costs of the
total project be shared 50/50 on the assumption that the two parts might be of relatively
equal cost, $500,000 each. With this arrangement some studies were able to be carded
out sooner using Foundation funding. Furfher development of project planning has made
it clear that completing the new program operations centre in the manner required to meet
operational needs and to satisfy regulatory, requirements will cost considerably in excess
of original estimates and that the cost of the Brougham Central Hotel restoration is still
undetenmned.
Therefore both parties now agree to the following procedure for the sharing of cost:
for the program operations centre costs will be shared on a 50/50 basis up to a
maximmu of $500,000 ($250,000 each party) and that the City will meet all costs
in excess of $500,000.
for the Brougham Central Hotel restoration costs will be shared on a 50/50 basis
up to a maximum of $500,000 ($250,000 each party) and that the PMVF is
willing to meet all costs in excess of $500,000
Also it is agreed that upon completion of the program centre the project will continue and
the hotel restoration will proceed without any significant delay.
Attached to this letter is an analysis of contributions and commitments by each party to
December 31, 2004.
Patrick A. Dunnill
Chair
Pickering Museum Village Foundation
Analysis of Funding
Brougham Central Hotel Project
To December 31~ 2004
Payments to Date:
Studies of Hotel History and Structure Fully Funded bv PMVF
Study by Tom Murison
Study by Andr6 Sheinman
Total
$ 5,805.05
20,837.76
$26,642.81
Sharable Costs Paid to Date
Program Centre:
Paid by' Paid by
PMVF City
Plant Architect design study*
Jurecka &Assoc. Architectural
Design and Management*
Cosburn/Giberson Project
Management*
$11,034.48 $ 0
41,146.22 0
8,444.26 0
$ 60,624.96 $ 0
*PMVF has agreed to make the expenditure for each of these contracts in total on the
basis the City will compensate in the construction contract. The Jurecka Associates
contract is for approximately $52,900 + GST and the Cosburn/Giberson contract is
approximately $25,000.
Brougham Central Hotel Restoration:
Paid by
PMVF
Moving of Drive Shed $ 8,890
Paid by
City
$0
December 30, 2004
Jurecka + Associates / architects inc.
~3 Harb0rd Street
Toronto, MSS
TI 416 / 972-938,5
Fz 416 / 972-6304
paul@jurecka.c0m
Steve Reynolds, Director
Culture & Recreation Division
City of Pickering
Civic Complex, 1 The Esplinade
Pickering, Ontario
L1V 3Y7
Re:
Selection of General Contractor;
Picketing Museum Program Centre and Related Infrastructure
Dear Mr. Reynolds:
On Wednesday December 15, 2004 the tenders closed on the Fickering Museum
Program Centre Further to your request I have reviewed copies of the tenders
submitted and a summary memorandum from Supply & Services comparing the bids.
The Iow bidder for this tender is D.J. McRae Contracting Ltd.. When the variation in
moving cost is taken into account, the closing bids are sufficiently close to where we
have reasonable confidence that the contractor understood the scope of the project.
As part of the pre-qualification process, the committee which included the. Project
Manager, three City staff, and myself reviewed the company background and references
provided by the contractor. Reference letters provided as part of that process attested to
their qualifications, and based on these letters of reference we feel the D.J. McRae
should be qualified to undertake this project as the General Contractor.
We recommend that you award the contract to D.J. McRae Contracting Ltd, and we
await council approval and your instructions before contacting him and executing a
formal contract.
Sincerely,
JI Jurec.ka ~k \
P' ecka+ Asso'si. ates A hi tects Inc.
DY FAX' 1 page
Resolution #99/02, Item #1. Passed on June 24, 2002
That Report t° Council OES 030-02 regarding the proposed Brougham
Central Hotel Restoration Project at the Pickering Museum Village be
received; and
That the presentation by Laura Drake, Chair, Picketing Museum
Advisory Committee, Pat Dunnill, Chair, Pickering Museum Village
Foundation and City Staff on the Brougham Central Hotel Restoration
Project be received; and
2. That Council support the proposed Brougham Central Hotel
Restoration Project in principle; and
That Council accept the Pickering Museum Village Foundation
proposal to provide the total funding for the 'restoration of the
Brougham Central Hotel, including all costs in moving the Drive Shed
to a new location at the rear of the proposed Hotel site; and
That. CoUncil acknowledge' to the Pickering Museum Village
Foundation that the Brougham Central Hotel at the Pickering Museum
Village will be permitted to remain at that location for a period of ten
years, such acknowledgement to be provided by .way of resolution; and
5. That in the event a lease agreement is required by the Pickering
Museum Village Foundation, Council approve a lease agreement
between the City of Pickering, and the Pickering Museum Village
Foundation, such lease agreement to be to the satisfaction of staff and
the City Solicitor; and
6. That Council authorize staff tO negotiate with the federal government
on acquiring and relocating a suitable heritage house to the Pickering
Museum Village site to establish as a new Program Operations Centre;
and
7. That the appropriate Ci~ ofrqcia!s be authorized to ~-~k= the necessary
action to eve effect thereto.
Decemb~rl 6, 2003
TO:
FROI~,:
SUBJSCT:
Evere~ Buntsma, Director, Operations & Emergency Services
Git Paterson, Director, Corporate Services & Treasurer
Bruce Taylor, City Clerk
Referrals from the Council Meeting of December 1'5, 2003
Please be advised that the Council of the City of Picketing passed P. esolution ¢177183, at the
Council Meeting of D..c..mb~., 15, 2003, ss follows:
' inN_ ~aD.= ms~orica~ and
' reco n~ed sRd "="' ';~"
WH_R~.~S the Picketing Museum Viiiage.~s a g -
, , -':+v sad deiivers k=~i~=~ ~sarning 9roarams .to over
educational ~=~,r~= ~o the commu,
I5,000 s~uaen~ annually; =.,,~
WHEREAS the public p~os~sms .... =~¢*'-= at ~he museum ~,= maoe ~ossibie mFough
...... =. ,,-,. .... : ' g~oup of vo!unte.5~s, local community
,*'~=~ the Brouaham CeRtral Hotel at the Picketing Museum Village curreRtiy
9~5~ i=~ll!u.$ ~¢~* ~ to the oaeration of programs; and
houses public and ~" '~'"'==
WHEREAS the BrouahSm Central
, - =, . .... -. ' Ci~ and the Picketing Museum
l emper~nce Hotel as tn=.n~x!.jom~
Village Foundation, a project which was supposed by Council under Resolution ¢99/02;
and
zn= Ho,e~ restoration, it will be necessaw to orovide
~,w=~,- in coniunc~ion with
k~tcnen, =='~ 9 oubiic washrooms and ~o~=~e soace in su .
2_.
-WHEREAS Council authorized staff to negotiate the acquisition of a suitable m-r,~k
heritage buiiding on Federal iands in. order to establish a new operations centre in the
Picketing Museum Village; and
WHEREAS the assessment of buildings located on Federal lands unde~aken by
heritage preservation consultants retained by the Pickering Museum Village Foundation
recommended that the Winger House,-currentiy unused, be relocated to the Village,
preserved and adapted for use as an operations centre; and
WHEREAS Federal Government poticies require that its buildings be disposed of in a
manner that protects their heritage character, and in the event this building is not
relocated .it will be demolished; and
WH~R~S the Honourabte Dan McTeaoue, .MP, has been vew suppo~ive of the
Picketing Museum Village and the acquisition'of the Winger House;
NOW THEREFORE the Council of the Corporation of the City of ~'~' =' formally
requests that the ;=4¢,=1 Government enabte and contribute to the p~ese~'ation of an
.' h~,,~-9-, +h~ouoh the donation and relocation of the Winger
example of 'me community's
House to the ~;~=-~r,n Museum Vil~aae; and
-~ .... Government SeFv~ces
,, F=d=ral '~' ;- ~ Public vvo~xs
~,'Tayior
.~:'./
BT:dk
Copy:
T.J. Quinn, Chief Administrative ODcer
ADMIN,S i i iON DEPARTMENT
CLEP. K'S
TO:
FROM:
SUBJECT:
EvereA Buntsma, Director, Operations & Emergency Services
Gii Paterson, Director, Corporate Services & Treasurer
Steve Reynolds, Division Head, Culture & Recreation
Bruce Taylor, City Clerk
Referrals from the Council Meeting of June 21, 2004
Item
Please be advised that the C,~unc,I of the City of Picketing passed ResoJution #911{)4,
#2, at the Council Meeting of April 19, 2004, as follows:
!. That Report OES 18-04 regarding the Museum Program Centre, be received; and
2. That Council formally requests that the Ministry of Transportation make
arrangements for the donation of the farmhouse at No. 3810 Balsam Road, Part Lot
5, Concession 6 to the Picketing Museum Village; and
3. That Council request that the Ministry consider a financial contribution in support of
the City of Picketing undertaking the relocation and preservation of this hedtage
structure; and
4. That staff be authorized to enter into an appropriate acquisition agreement
respecting the building; and
5. That the appropriate officials of the City of Pickering be given the authority to give
effect thereto.
B~¢Taylor
BT:dk
Copy: T.J. Quinn, Chief Administrative Officer
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
December 15, 2004
To:
Stephen Reynolds
Division Head
Culture & Recreation
Tim Moore
Chief Building Official
From:
Vera A. Felgemacher
Manager, Supply'& Services
Subject:
Tender for Picketing Museum Village Programs Centre
Tender No. T-6-2004
Closing: Wednesday, December 15, 2004
Tenders have been received for the above project from the six (6) prequalified bidders.
An advertisement was placed in the Daily Commercial News, News Advertiser
Community Page and on the City's Website. The six bidders picked up tendering
documents for a non-refundable fee of $100.00 per set and each bidder attended and
signed in at the mandatory site visit on December 8, 2004 at the Picketing Museum
Village. Five bidders submitted bids by the closing time, and one bidder has responded
as unable to bid. 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 10.03 (r) progides for checking tendered
unit prices and extensions; unit prices shall govern and extensions will be corrected
accordingly, which has been done.
Total tendered amounts in two of the bids appear to have other mathematical errors
which are not consistent with unit prices. Purchasing Procedure No. PUR 010-001,
Irregularity, Item 20 makes provision to respond to this irregularity as follows:
Stephen Reynolds
T - 6 - 2004
December 15, 2004
Page 2
two working days to initial corrections as made by the City;
City reserves the right to waive initialling and accept tender as corrected.
Given the resultant change in the total tendered amount for. these two bids, allowing for
the corrections to be initialled by the two bidders is suggested. Please advise as soon
as possible if this project is to continue, so we can request the initialling of corrections
by the two bidders right away.
All deposits other than the Iow three bidders may be returned to the applicable bidders
as provided for by Purchasing Procedure No. PUR 010-001 Item 10.03(w). Please
advise if you wish to retain any more than the Iow three bidders in this case.
Summary
(PST included, GST included)
Company Total Tendered After Calculation
AmOunt $ Check $
DJ McCrae Contracting Ltd. 803,822.00 666,220.52
Ventu re Construction Services 864,760.09 864,760.09
Rutherford Construction 910,570.00 910,570.00
Garritano Bros. Ltd. 1,059,300.00 913,191.50
JD Strachan Rejected: erasures, overwritings and strikeouts not
initialled which are not minor on form of tender.
Reference: Information to Bidders Item 9; Purchasin~
Policy - Procedures No. PUR 010-001, Item 10.04,
#18.
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 and Safety Policy to be used on this project; (received with
prequalification pkg)
(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.
Stephen Reynolds
T - 6 - 2004
December 15, 2004
Page 3
Please review 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 DJ McCrae Contracting Ltd. 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 Iow bid of DJ McCrae Contracting Ltd. is not acceptable;
and
(i) related comments specific to the project.
Jurecka & Associations as the consultants 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.
As stated in Information to Bidders Item 5, tenders shall be irrevocable for 60 days
after the official closing time.
If you require further information, please feelfreeto~ontact me or a member of
Supply & Services.
v%"~a-A. Felg6macher '
/bt
Attachments
Copy for: Director, Operations & Emergency Services
CITY OF PICKERING
Tender for
Pickering Museum Village Program Centre
Tender No. T-6-2004
ATTENDANCE RECORD - Wednesday, December 8, 2004, 11:00am
Pickering Museum Village, Hwy #7, Pickering.
Company
D d McRae Contracting Ltd.
Garritano Bros. Ltd.
Rutherford Construction
J.D. Strachan Construction Ltd.
Struct-Con Construction Ltd.
Venture Construction Services
SUBCONTRACTORS:
Telephone
416.532.3O78
PRINT Your Name
905.888.9446
905.833.0681
905.791.5445
905.828.5585
~..h~z~nature
Laurie McCulloch Building
Moving & Mechanical
905.728.0884
J:tendpay/Site visit attendance sheet