HomeMy WebLinkAboutOES 24-08
Cit.ll (J~
REPORT TO
COUNCIL
Report Number: OES 24-08
Date: July 14, 2008
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From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Tender T-2-2008
Pickering Recreation Complex
Doubles Squash Courts and Aerobics Studios
File: A-1440
Recommendation:
1. That Report OES 24-08 regarding the Pickering Recreation Complex Doubles
Squash Courts and Aerobics Studios be received;
2. That Tender T-2-2008 submitted by BWK Construction Company Limited for the
Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios in the
amount of $3,321,150 (GST included) be accepted;
3. That the total gross project cost of $4,200,998 and a net project cost of $4,000,950,
including the tender amount, consulting fees and other associated costs be
approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance the
project as follows:
(a) The sum of up to $2,000,000 to be financed by the issue of debentures
through the Regional Municipality of Durham, over a period not exceeding 15
years, at a rate to be determined;
(b) The sum of $1,000,000 to be funded by the Municipal Infrastructure
Investment Initiative Grant;
(c) The sum of up to $800,000 to be funded by the Federal Gas Tax;
(d) That the sum of $200,000 be funded by a transfer from the Squash Courts
Reserve Fund and contributions from the Pickering Squash Club;
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Report OES 24-08
July 14, 2008
Subject: Tender T-2-2008
Pickering Recreation Complex
~) h '7 Doubles Squash Courts and Aerobics Studios
Page 2
(e) The balance amount of $950 to be funded from the 2008 Current Budget;
(f) The annual repayment charges in the amount of approximately $199,250 be
included in the annual Current Budget for the City of Pickering commencing
in 2009, continuing thereafter until the loan is repaid, and any financing cost
to be paid out of the Current Budget;
(g) The Director, Corporate Services & Treasurer has updated the City's 2008
Annual Repayment Limit and certified that this loan and the repayment
thereof falls within the City's Annual Repayment Limit for debt and financial
obligations, as established by the Province for municipalities in Ontario, and
would not cause the City to exceed the updated Limit, and therefore, Ontario
Municipal Board approval is not required prior to City Council's authorization;
(h) The Treasurer is authorized to take any actions necessary in order to effect
the foregoing; and
5. That the appropriate officials at the City of Pickering be given authority to give
effect thereto.
Executive Summary:
The Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios was
approved by Council in the 2008 Capital Budget. Work of this contract includes two
new doubles squash courts for recreation and competitive play with spectators seating,
two aerobics classrooms, and a large aerobics/dance studio. The project will include an
upgrade of the mechanical plant for a portion of the existing building.
Tenders have been received and the total net project cost to complete the Doubles
Squash Courts and Aerobics Studios is estimated to be $4,000,950.
Supply & Services and Jurecka + Associates Architects Inc. have confirmed that low
bidder BWK Construction Company Limited have satisfied their tender requirements
and is qualified to undertake this project.
CORP0227 -07/01 revised
Report OES 24-08
Subject: Tender T-2-2008
- Pickering Recreation Complex
Doubles Squash Courts and Aerobics Studios
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July 14, 2008
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Page 3
Financial Implications:
1.
TENDER AMOUNT
T-2-2008
GST
Sub-Total
GST Rebate
Total
$3,163,000
158,150
3,321,150
( 158,150)
$ 3,163,000
2.
APPROVED SOURCE OF FUNDS
Parks Ca ital Bud et
Location Project Code
Pickering Rec. 5731.0808.1703
Complex 5731.0808.1623
5731.0808.7505
5731.0808.1592
Source of Funds
Debt (15 years)
Provincial Grants
Federal Gas Tax
Squash Funds
R.F./Donations
FUNDS AVAILABLE
3.
ESTIMATED PROJECT COSTING SUMMARY
T-2-2008 - Tender for Pickering Recreation Complex
Doubles Squash and Aerobics Studios
Associated Costs
Consultant & Testing Fees
Fitness Equipment & Furnishings
Contingency
Total
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
Budqet Required
$2,500,000 $2,000,950
$1,000,000 $1,000,000
$ 800,000 $800,000
$ 200,000 $200,000
$4,500,000 $4,000,950
$3,163,000
163,500
200,000
474,450
4,000,950
200,048
4,200,998
(200,048)
$4,000,950
CORP0227-07101 revised
Report OES 24-08
July 14, 2008
Subject: Tender T-2-2008
:; h q Pickering Recreation Complex
Doubles Squash Courts and Aerobics Studios
Page 4
4.
Project Costs under (over) Approved Funds
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The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs,
Sustainability Implications:
The construction of aerobics studios and doubles squash courts will enhance the
existing Pickering Recreation Complex and continue to encourage the development of
active, healthy lifestyles through the provision of high quality programs as well as
expand the numbers, capacity and quality of fitness, wellness and squash programs.
The current mechanical plant is reaching its replacement age. The City has decided to
take the opportunity along with the addition to improve the overall efficiency of the
centre through updating the equipment rather than treating the addition as stand-alone.
The design will improve the overall energy efficiency with the conversion of the HVAC
System to a high energy efficient unit replacing the 25 year old equipment.
A "Green Roof' will be employed over the new roof area and will serve to improve our
carbon balance, add insulation, and act as a prototype for future City projects.
Background:
The Pickering Recreation Complex Doubles Squash Courts. and Aerobics Studios was
approved by Council in the 2008 Capital Budget.
The Pickering Recreation Complex opened its doors to residents in 1983 with the
slogan "A People's Place". Over the past 25 years the Recreation Complex has been a
major focus of ,activity for our community. The Recreation Complex offers the following
major activities: swimming, skating, hockey, tennis, squash, racquetball, fitness
programs, fitness equipment and banquet hall facilities. The Pickering Recreation
Complex provides our residents a diverse range of physical and social activities to meet
their recreation needs and encourage healthy active living.
The aerobics studios addition will include state of the art rooms that will offer a number
of fitness classes for all ages, levels and abilities. The expansion includes the
construction of two doubles squash courts and a viewing area. The Pickering Squash
CORP0227-07/01 revised
Report OES 24-08
July 14, 2008
37D
Subject: Tender T-2-2008
Pickering Recreation Complex
Doubles Squash Courts and Aerobics Studios
Page 5
Club is an active user of the facility and they have pledged to contribute $250,000
towards the construction cost of the project.
The consulting firm of Jurecka + Associates Architects Inc. was retained to provide
tender specifications and technical support. A summary of the bids received is included
in the attached memorandum from Supply & Services.
The low bid was submitted by BWK Construction Company Limited. BWK Construction
Company Limited references have been checked and are deemed acceptable by the
consultant (Paul Jurecka) and the Supervisor, Facility Programs.
Upon careful examination of all tenders and relevant documents received, the
Operations & Emergency Services Department, Culture & Recreation Division
recommends the acceptance of the low bid submitted by BWK Construction Company
Limited for Tender T-2-2008 in the amount of $3,321,150 (GST included) and that the
total net project cost of $4,000,950 be approved.
The awarding of this tender is subject to the Health & Safety Policy, Confined Space
Entry Procedure, list of employees trained in confined space working on this project,
WSIB Clearance Certificate and Certificate of Insurance submitted by BWK
Construction Company Limited being deemed acceptable by the Coordinator, Health &
Safety. In conjunction with staff's review of the contractor's previous work experience
and the bonding available on this project, the tender is deemed acceptable.
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 7, 2008
3. Jurecka + Associates Architects Inc. - Letter of Recommendation
4. By-Law to authorize the Pickering Recreation Complex Doubles Squash Courts
and Aerobics Studios and the issuance of debentures in the amount of
$2,000,000.
CORP0227-07/01 revised
Report OES 24-08
July 14, 2008
Subject:
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Tender T-2-2008
Pickering Recreation Complex
Doubles Squash Courts and Aerobics Studios
Page 6
Prepared By:
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s~ePhen Rayn~;i/ ,,>
Division Head, Culture & Recreation
Approved/Endorsed By:
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Everett !~ntsmL/
Director, Operations & Emergency Services
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Tony Prevedel
Division Head, Facilities Operations
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/:;tt. ~lIis Paterson .
C Director, Corporate Services & Treasurer
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r':'S aron Milton
Supervisor, aGility Programs
Vera A. Feige her
C.P.P., CPPO, CPPS, C.P.M., CMM III
Manager, Supply & Services
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Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City Council
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CORP0227-07/01 revised
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I OPERA nONS & EMERGENCY
i SERVICES DEPARTMENT
, MUNICIPAL PROPERTY &
ENGINEERING DIVISION
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OA.TE:
JULY 9 /2008
ATTACHMENT FOR OPERATIONS
& EMERGENCY SERVICES REPORT OES 23-08
T-2-2008 PICKERING RECREATION COMPLEX
DOUBLES SQUASH COURTS AND AEROBICS STUDIOS
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MEMO
To:
Stephen Reynolds
Division Head, Culture & Recreation
July 9, 2008
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Division Head, Facilities Operations
Subject: Tender No. T-2-2008
Pickering Recreation Complex
Double Squash Courts and
Aerobics Studio
Tenders have been received for the above project by the closing date of July 9, 2008. Eight (8)
companies were prequalified to bid on this project through the RFP process (RFP-3-2008) of the
23 proposals reviewed by the Evaluation Committee in April, 2008.
An advertisement for Tender No. T-3-2008 was placed in the Daily Commercial News and on the
City's website which included the names of the prequalified general contractors allowed to bid on
this project. A mandatory site visit was held on Wednesday, May 28 and 7 of the 8 invited
bidders attended.
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) 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). However, the 3 bids
have been retained for review at this time and copies are attached.
BIDDER TOTAL TENDERED AFTER CALCULATION
AMOUNT CHECK
BWK Construction Company Limited $3,321,150.00 $3,321,150.00
Steelcase Construction Inc. $3,460,800.00 $3,460.800.00
Jasper Construction Corp. $3,930,150.00 $3,930,150.00
Gerr Construction Unable to bid
Gay Company Limited Unable to bid
Struct Con Construction Unable to bid
J.J. McGuire General Contractors Inc. Automatic rejection - Addenda not acknowledged:
Purchasing By-law No. 5900-01, Procedure No. PUR 010-
001, 10.04, Item 12, IB Item 4 (b), 6, 8, 18, 19, 20; Letters
and addenda dated June 17, June 24, June 26 and July 7,
2008; Form of Tender Page FT-1.
SUMMARY
PST included, GST included
2 O~S 2Y-08
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Pursuant to Tendering Specifications Item No. 21, the following has been requested of the low
bidder for your review during the evaluation stage of this tender call.
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(a) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006).
Copies of certified Training and Procedures to be used on this project;
(b) a list of employees trained in the confined space entry procedure who will be working on this
project;
(c) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board;
(d) the City's certificate of insurance completed by the bidder's agent or broker; and
(e) list of sub-contractors in accordance with GC Item 33, Form SCL-1.
As a prequalified bidder, other health and safety documentation has been approved by the
Coordinator, Health & Safety.
Include the following items in your Report to Council:
(a) if items (a) and (e) noted above, are acceptable to the Co-ordinator, Health & Safety
(b) any past work experience BWK Construction Company Limited 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 BWK Construction Company Limited is not
acceptable; and
(i) related comments specific to the project.
Paul Jurecka as the consultant 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 a member of Supply & Services as soon as possible. .
Please do not disclose information to enquiries. You can direct them to the City's website for the
unofficial bid results as read out at the Public tender opening. Bidders will be advised of the outcome
in due course.
If you require further information, please feel free to contact me or a member of Supply & Services.
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July 9,2008 Page 2
T-2-2008 Pickering Recreation Complex Double Squash Courts and Aerobics Studio
Tender Description:
Tender No. T-2-2008
Bidder Name
JASPER CONSTRUCTION
STEELCASE CONSTRUCTION
J.J. MCGUIRE CONTRACTORS
BWK CONSTRUCTION
GERR CONSTRUCTION
CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
PICKERING RECREATION COMPLEX - DOUBLE SQUASH COURTS AND AEROBICS STUDIOS
Date: Wednesday JULY 9, 2008
Time: Approx. 2: 15pm
Attended
Mandatory
Site Visit
Addenda I Bid Deposit \ Agreement
Acknowledged to Bond
#1,#2, #3, #4
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YES
YES
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GAY COMPANY LIMITED I YES
YES
STRUCT CON CONSTRUCTION I YES
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Total Amount
T endereo $
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3,4&:>0) ","00,00
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UNABLE TO BID
UNABLE TO BID
UNABLE TO BID
OTHER
Location: MAIN COMMITTEE ROOM
BIDDER'S SIGN IN
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I'd I ACH f"l eN I ff.!l_ TO REPORl # QE~':) Z L-{ - C)b
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THE CORPORATION OF THE CITY OF PICKERING :; '7 6
BY-LAW NO.
Being a by-law to authorize the Pickering
Recreation Complex Doubles Squash Courts
and Aerobics Studios in the City of Pickering
and the issuance of debentures therefor in
the amount of $2,000,000.
WHEREAS Section 11 of the Municipal Act, 2001, as amended, provides that a lower-
tier municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and,
WHEREAS Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and,
WHEREAS Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and,
WHEREAS The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
WHEREAS the Council of the City wishes construction to proceed in respect of the
Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios project;
and,
WHEREAS before authorizing the construction to proceed in respect of the Pickering
Recreation Complex Doubles Squash Courts and Aerobics Studios project on the date
hereof the Council of the City had the Treasurer update the City's Annual Repayment
Limit, the Treasurer calculated the estimated annual amount payable in respect of such
project and determined that such annual amount would not cause the City to exceed the
updated Limit and, therefore, Ontario Municipal Board approval is not required as per
Section 401 of the Municipal Act, 2001, as amended, and the regulations made
thereunder;
AND WHEREAS after determining that Ontario Municipal Board approval is not
required, the Council of the City approved Report OES 24-08 on the date hereof and
awarded Tender T-2-2008 for the Pickering Recreation Complex Doubles Squash
Courts and Aerobics Studios project.
BY~14Vf NO
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NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE CITY OF
PICKERING HEREBY ENACTS AS FOLLOWS:
1. That the City proceed with the construction of the project referred to as "Pickering
Recreation Complex Doubles Squash Courts and Aerobics Studios";
2. That the estimated costs of the construction in the amount of $4,000,950 be
financed as follows:
a) That the sum of $2,000,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed fifteen (15) years;
b) That the sum of $1,000,000 be funded by the Municipal Infrastructure Investment
Initiative Grant;
c) That the sum of $800,000 be funded by the Federal Gas Tax;
d) That the sum of $200,000 be funded by a transfer from the Squash Courts
Reserve Fund and contributions from the Pickering Squash Club;
e) That the balance amount of $950 be funded from the 2008 Current Budget;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2009 and continuing
thereafter until the loan is repaid.
BY-LAW read a first, second and third time and finally passed this 14th day of July,
2008.
David Ryan, Mayor
Debi A. Wilcox, City Clerk