HomeMy WebLinkAboutOES 34-07
Citlf o~
REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 34-07
Date: September 10, 2007
From:
Everett Buntsma
Director, Operations & Emergency Services
01
Subject:
Quotation No. Q-47-2007
- Quotation for Parking Lot Improvements
- West Shore Community Centre
- File: A-2130-00 1-07
Recommendation:
1. That Report OES 34-07 regarding the Parking Lot Improvements at the West
Shore Community Centre be received;
2. That Quotation No. Q-47-2007 submitted by D. Crupi & Sons Limited for the
Parking Lot Improvements at the West Shore Community Center in the amount
of $115,850 (GST extra) be accepted;
3. That the total gross project cost of $148,114 and a net project cost of $139,730
including the quotation amount and other project costs as outlined in Report
OES 34-07 of the Director, Operations & Emergency Services be approved;
4. That the Director, Corporate Services & Treasurer be authorized to finance the
net project cost of $139,730 through an internal loan for a period not to exceed
10 years; and
5. Further, that the appropriate officials of the City of Pickering be authorized to
take the necessary action to give effect thereto.
Executive Summary:
The repaving of the parking lot at West Shore Community Centre ($110,000) was
approved by Council in the 2007 Capital Budget. Quotation No. Q-47-2007 closed on
Wednesday, July 18, 2007 with four bidders responding. The total gross project cost is
estimated to be $148,114 for an estimated net cost to the City of $139,730 (net of GST
rebate). In order to proceed with this project, it will be necessary for the City to approve
additional funding in the amount of $29,730, over the amount approved in the 2007
Capital Budget. Supply & Services and Sabourin Kimble & Associates have confirmed
that bidder D. Crupi & Sons Limited have satisfied their quotation requirements and is
qualified to undertake this work.
Repo
Subje
0
-
Finan
1.
QUO
Q-47-
GST
Sub-
GST
Total
2.
APPR
L
West
Com
Cente
3.
ESTI
Q-47-
Parki
Asso
Cons
Materi
TRCA
Miscel
Conti
Total
GST
Total
GST
Total
4.
Projec
CORP02
rt OES 34-07
ct: Quotation No. Q-47-2007
2 - Quotation for Parking Lot Improvements - West Shore
Community Centre
ciallmplications:
TATION AMOUNT
2007
$115,850
6.951
122,801
(6.951 )
$115,850
Total
Rebate
OVED SOURCE OF FUNDS
ocation Proiect Code
Shore 5719.0702.6181
munity
r
Source of Funds
Internal Loan
FUNDS AVAILABLE
MATED PROJECT COSTING SUMMARY
2007 - Quotation for West Shore Community Centre -
ng Lot Improvements
ciated Costs
ultant Fees
als Testing
Permit Application
laneous Costs
ngency
Gross Project Cost
Rebate
Net Pro'ect Cost
t Cost (over) Approved Funds
27-07/01 revised
September 10, 2007
Page 2
BudQet Required
$110,000 $139,730
$110,000
$115,850
7,775
4,130
865
5,310
5.800
139,730
8,384
$148,114
(8.384)
$139,730
($29,730)
Report OES 34-07
September 10, 2007
Subject: Quotation No. Q-47-2007
- Quotation for Parking Lot Improvements - West Shore
Community Centre
Page 3
03
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs. The over
expenditure of $29,730 will be financed from the issuance of an internal loan for a term
not exceeding 10 years. Annual debt charges of approximately $19,000 will be
included in the 2008 Current Budget and each year thereafter until the loan is repaid.
Sustainability Implications:
As part of the City's Sustainability initiative this project includes the grinding of existing
asphalt pavement to be recycled into the granular base course materials.
,
With the use of recycled materials on this project it reduces on green house gas
emissions, which would occur as a result of the additional trucking involved in hauling
new granular base course materials.
Background:
The repaving of the parking lot at West Shore Community Centre ($110,000) was
approved by Council in the 2007 Capital Budget (GL Account 5719.0702.6181).
The consulting firm of Sabourin Kimble & Associates was retained by the City to provide
specifications and technical support. Quotation No. Q-47-2007 closed on Wednesday,
July 18, 2007 with four (4) bidders responding. The total gross project cost is estimated
to be $148,114 for an estimated net cost to the City of $139,730 (net of GST rebate).
In order to proceed with this project it will be necessary for the City to approve
additional funding in the amount of $29,730.
The low bidder, Wyndale Paving Co. Ltd. has advised that due to other work
commitments and the project was delayed to obtain approval for additional funding,
they are not able to complete this project in 2007. The second low bid was submitted
by D. Crupi & Sons Limited. D. Crupi & Sons Limited have confirmed they are able to
complete this project in 2007. D. Crupi & Sons Limited references have been checked
and are deemed acceptable by the consultant and the Supervisor, Facilities Operations.
The Health & Safety Policy, current WSIB Board and Certificate of Clearance issued by
Workplace Safety & Insurance Board and Certificate of Insurance as submitted by D.
Crupi & Sons Limited have been reviewed by the Coordinator, Health & Safety and are
deemed acceptable. In conjunction with staff's review of the contractor's previous work
experience and the bonding available on this project, the quotation is deemed
acceptable.
Upon careful examination of all Quotations and relevant documents received, the
Operations & Emergency Services Department, Culture & Recreation Division
CORP0227-07/01 revised
Report OES 34-07
September 10, 2007
Subject: Quotation No. Q-47-2007
- Quotation for Parking Lot Improvements - West Shore
o 4 Community Centre
Page 4
recommends the acceptance of the bid submitted by D. Crupi & Sons Limited for
Quotation No. Q-4 7 -2007 in the amount of $115,850 (GST extra) and that the total net
project cost of $139,730 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1 . Location Map
2. Supply & Services Memorandum dated July 19, 2007
3. Sabourin Kimble & Associates Ltd. Letter of Recommendation
prep~.
Len Hu
Superviso cilities Operations
{7~
Everett ma
Director, Operati & Emergency Services
. --~~.-< -~
Gillis A. Paterson
Director, Corporate Services & Treasurer
Step no s
Division Head, Culture & Recreation
~ 9~ <-.;. > -----.
L Vera A. Felgemacher
r - C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
SRlg
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
I;
CORP0227-07/01 revised
ATTACHMENT # -L._ TO REPORT #. C2:ES ~L+ -c-;-,
FRENCHMAN'S
BAY
OPERA nONS & EMERGENCY
SERVICES DEPARTMENT
REPORT TO COUNCIL
ATTACHMENT FOR TENDER Q-47-2007
WEST SHORE COMMUNITY CENTRE PARKING LOT
CULTURE & RECREATION DIVISION
SCALE"
PLOT DATE:
AUG_ 20/2007
N.T.S
L:\AlPondC\Tllemotic "'opping\"'_\OItCS - Culture It Recreation\Attochment for Report\2007 CItR-Report-OI T-47-2007.dwg
d
T
ATTACHMENT# 2- TO REPORT # Cj~s 3Lt-U7
fb-3e \ of' 2
CORPORATE SERVICES DEPARTMENT
06
SUPPLY & SERVICES
MEMORANDUM
July 19, 2007
To: Stephen Reynolds
Division Head
Culture & Recreation
Len Hunter ,/
Supervisor, Facilities Operation
From: Barbara Tran
Buyer
RE: Quotation No. Q-47-2007
West Shore Community Centre Parking Lot Improvements
MANDATORY SITE VISIT: Wednesday, July 11, 2007 - 10:00 AM
CLOSING: Wednesday, July 18,2007 before 12:00 Noon (local time)
Quotations have been received for the above project. Ten (10) companies were
invited to participate. A mandatory site visit was held on Wednesday, July 11, 2007
at 10:00 AM, four (4) bidders attended and responded and submitted a Quotation for
this project.
Quotations shall be irrevocable for 60 days after the official closing date and time.
SUMMARY
PST Included I GST Included
A copy of the quotations are attached for your review along with the following
summary of costs:
Bidder Total Attended Addendum Agreement
Amount $ Mandatory #1 &2 to Bond
Site Visit acknowledaed
Wyndale Paving Co. Ltd. 122,353.15 YES YES YES
D. Crupi & Sons Limited 122,801.00 YES YES YES
Royalcrest Paving & 142,538.20 YES YES YES
Contracting Ltd.
Serve Construction Ltd. 161,051.63 YES YES . YES
.\nACHMEN'l #_ 2_TOREPORT# DES 3L\ -t57
po..JE 2 ~2.
West Shore Community Centre Parking Lot Improvements July 19, 2007
Q-4 7-2007
07
Page 2
Pursuant to Supplementary Standard Conditions Item 10, the following documents will
be requested of the low bidder for your review during the evaluation stage of this
quotation call. Please advise as soon as possible if we are to proceed in this direction.
(a) a copy of the Health & Safety Policy to be used on this project;
(b) a copy of the current Workplace Injury Summary Report issued by Workplace
Safety & Insurance Board (in lieu of the Workplace Injury Summary Report
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;
(e) Waste Management Plan.
Please review the copies of the bids. Include the following items in your response:
(a) if items (a) through (d) noted above, are acceptable to the Safety & Training Co-
ordinator;
(b) any past work experience Wyndale Paving Co. Ltd. including work location;
(c) without past work experience, if reference information is acceptable;
(d) related departmental approvals;
(e) any reason(s) why the low bid of Wyndale Paving Co. Ltd. is not acceptable; and
(f) related comments specific to the project.
In accordance with Purchasing Policy Item 04.05, an award exceeding $81,000 is
subject to Council approval.
Bill LeMaistre, Sabourin Kimble & Associates as the consultant on this project should
be reviewing submissions and .making recommendations to you. The consultant
should also review carefully all submittal information based on quotation instructions.
If the consultant notices any infractions or information missing during the evaluation,
please contact a member of Supply & Services as soon as possible. Duplicate copies
of the bids are attached for the consultant's use.
Please do not disclose any information to enquiries. Bidders will be advised of the
outcome in due course. If you require further information, please feel free to contact
me.
, ~' 1)1'
, ,
I. r.., "', (I "
'/',{h1dilll(IJ~.t, /
Barbara Tran
Ibt
Attachment
08
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ATTACHMEiWlr .~+" rpl.f{i:g;q~~ II fnJ...9E S
. d U)i ,t. ~cC~~ L::V of L-
elTY OF PICI\.E.RIN(:::
CtJLTURE 11 RECREt\T;C')j\j
> .. IJ~V!Slr)\i
34 - 07
July 27,2007
FILE: 07:145:0#0284
_SABOURIN KIMBLE
. II & ASSOCIATES LTD.
. CONSULTING ENGINEERS
110 Old Kingston Road, Pickering Vi!lag~
Ajax, Ontario LIT 2Z9
Tel: (905) 426.9451 Fax: (905) 426-945.~
EmaiI: adrnin@skaengineering.com
City of Pickering
One The Esplanade
Pickering, Ontario
L 1V 6K7
Attention: Mr. Len Hunter
Dear Mr. Hunter:
SUBJECT: TENDER RESULTS AND ANALYSIS
WESTSHORE COMMUNITY CENTRE
CITY OF PICKERING
As you are aware, tenders for the above referenced project closed at 12:00p.m. July 18, 2007.
Tender analysis was done with keeping in mind the budget previously discussed with the City of
Pickering. Below are the tendered amounts (GST included) as opened and as mathematically
checked for the Westshore Community Centre project.
Contractor
Tender Amount
As Opened
Mathematically
Checked
Tender Amount
$122,353.15
$122,801.00
$142,538.20
$161,051.63
Rank
Wynd ale Paving Co. Ltd.
O. Crupi & Sons Limited
Royalcrest Paving & Contracting Ltd.
Serve Construction Ltd.
$122,353.15
$122,801.00
$142,538.20
$161,051.63
1
2
3
4
Each tender was checked for price imbalancing, and items that were not bid. The following is a
summary of these findings:
Wyndale Paving Co. Ltd.:
All items were bid.
As listed above, there were no mathematical errors.
No specific qualifications were made.
D. Crupi & Sons Limited:
All items were bid.
- As listed above, there were no mathematical errors.
No specific qualifications were made.
Serve Construction Ltd.:
All items were bid.
As listed above, there were no mathematical errors.
No specific qualifications were made.
ATTACHMENT #~ TO REPORT #.,QJ;:::S 34 - 01
ra-3e 2 at: 2
Royalcrest Paving & Contracting Ltd.:
- All items were bid.
- As listed above, there were no mathematical errors.
- No specific qualifications were made.
09
We presume that the City's budget of $100,000.00 is exclusive of GST since the City will be
reimbursed these monies as an Input Tax Credit (ITC).
As such, the following table represents the quotation results net of GST.
Contractor
Tender Amount
As Opened
Mathematically
Checked
Tender Amount
$115,427.50
$115,850.00
$134,470.00
$151,935.50
Rank
Wyndale Paving Co. Ltd.
D. Crupi & Sons Limited
Royalcrest Paving & Contracting Ltd.
Serve Construction Ltd.
$115,427.50
$115,850.00
$134,470.00
$151,935.50
1
2
3
4
REFERENCES:
All references for both Wyndale Paving Co. Ltd. and D. Crupi & Sons Limited were contacted.
All three references for Wyndale gave a positive reference for past work completed. One
reference for Crupi gave a positive reference for past work completed, one was on holidays and
the third, the wrong number was listed.
SUMMARY AND RECOMMENDATION:
The low quotation, net of GST, is Wyndale Paving Co. Ltd. at a price of $115,427.50. Based on
the City's budget of $100,000.00 we presume that this minor additional amount will not pose a
problem with respect to award of this project.
Based on the quotation results and reference checks, we recommend that the City award this
project to the low bidder, Wyndale Paving Co. Ltd.
Should you have any further questions, comments or requests pertaining to this matter please
contact the undersigned.
Yours truly,
SABOURIN KIMBLE & ASSOCIATES LTD.
~ .~JuV"
per Richard Sabourin, P.Eng.
RTSlrms
cc City of Pickering, Attn: Ms. Barbara Tran
City of Pickering, Attn: Mr. Stephen Reynolds