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HomeMy WebLinkAboutCS 44-08 Citlj 0# REPORT TO EXECUTIVE COMMITTEE Report Number: CS 44-08 Date: October 14, 2008 '7 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Tender / Contract Approval - Councils' Summer Recess Recommendation: 1. That Report CS 44-08 regarding tendering and contract approvals during Councils' Summer Recess be received; and, 2. Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer contained in this Report during Council's summer recess being Tender No. T-7-2008 Surface Treatment, Tender No. T-8-2008 Pickering Lawn Bowling Greens Phase II, Tender No. T-9-2008 Path Extension to Bus Loop at Sunbird Trail Park and Tender T-11-2008 Supply & Installation of Humidification System Pickering Civic Complex. Executive Summary: Council is required to approve contract awarded by the Chief Administrative Officer during recesses of Council. The following contracts were awarded over the summer months when Council was not meeting. Financial Implications: There are no financial implications pertaining to this report. Sustainability Implications: In accordance with sustainability initiatives and with the G.I.P.P.E.R.'s (Governments Incorporating Procurement Policies to Eliminate Refuse) Guide 3rd Edition, October, 2002, a waste management plan was requested by the City and received from the contractor undertaking the work for the Path Extension to Bus Loop at Sunbird Trail Park, Tender No. T-9-2008. Background: On May 21, 2002 Council passed Resolution #80/02 Item 4 authorizing the Chief Administrative Officer act in Council's approving capacity on behalf of Council during any recess, break or absence of City Council, which states in part: "2. That, subject to the Council approved Purchasing Policy & Procedures, the Chief Administrative Officer be authorized to act in Council's approval capacity on Report CS 44-08 Date: October 14, 2008 Subject: Tender / Contract Approval - Councils' Summer Recess )g Page 2 behalf of Council during any recess, break or absence of City Council on the condition that: (a) such actions are in compliance with the Purchasing Policy & Procedure as approved under Resolution 136/02; and (b) the costs thereof are within the budget previously approved by Council; and (c) a report respecting those approvals is subsequently submitted to Council." Circumstances were such that four Tenders required approval by the Chief Administrative Officer during Council's summer 2008 recess. It is recommended that Council receive this Report for information and ratify the approval of Tender No. T-7-2008 Surface Treatment, Tender No. T-8-2008 Pickering Lawn Bowling Greens Phase II, Tender No. T-9-2008 Path Extension to Bus Loop at Sunbird Trail Park and Tender No. T-11-2008 Supply & Installation of Humidification System Pickering Civic Complex Therefore, under authority of the foregoing, the following was approved by the Chief Administrative Officer during the "summer recess" of Council: Tender No. T - 7 - 2008, Surface Treatment The low bid Tender No. T -7-2008 submitted by Miller Paving Limited be approved. 1. TENDER AMOUNT T-7-2008 GST Sub-Total GST Rebate Total $697,448.50 34,872.43 732,320.93 (34,872.43) 697,448.50 A OVED SOURCE OF FUNDS R d C . I B d 2. PPR , oa s aPlta u 1get Description Account Code Source of Funds Budqet Required Sideline 16/north of RR 5320.0809.6250 Provincial Grant 185,000 237,673 #5 Sideline 16 from 5320.0810.6250 Provincial Grant 300,000 319,733 Du~hmas~rNuffie~to yth Cone. Road Paddock Road from Hwy 5320.0811.6250 Provincial Grant 400,000 218,042 7 to yth Cone. Road FUNDS 885,000 775,448 AVAILABLE Report CS 44-08 Date: October 14, 2008 Subject: Tender / Contract Approval - Councils' Summer Recess Page 3 \9 3. ESTIMATED PROJECT COSTING SUMMARY T-7-2008 - Tender for Surface Treatment Project Associated Costs Materials Testing Miscellaneous Costs Construction Contingency Total GST Total Gross Project Cost GST Rebate Total Net Project Cost $697,448 5,000 3,000 70,000 $775,448 38,772 814,220 38,772 775,448 4. Project Costs under/(over) Approved Funds $109,552 Tender No. T - 8 - 2008, Tender for Lawn Bowling Greens - Phase II The low bid Tender No. T - 8 - 2008 submitted by Melfer Construction Ltd. be approved. 1. TENDER AMOUNT T -8-2008 GST Sub-Total GST Rebate Total $359,532 17,976 377,508 (17,976) $359,532 2. APPROVED SOURCE OF FUNDS Seniors Centre Ca Budqet Project Code Source of Funds Seniors Centre 5701.0802.6181 Property Taxes Donation Funds Available Required $199,532 200,000 $399,532 3. ESTIMATED PROJECT COSTING SUMMARY T-8-2008 Tender for Pickering Lawn Bowling Greens Phase II Associated Costs Consultants Fee Contingency Total GST Total Gross Project Cost GST Rebate Total Net Project Cost $359,532 25,000 15,000 $399,532 19,977 419,509 (19,977) $399,532 4. Project Cost under/(over) Approved Funds $468 Report CS 44-08 Date: October 14, 2008 Subject: Tender / Contract Approval I :; I. ,);J - Councils' Summer Recess Page 4 Tender T-9-2008 Tender for Path Extension to Bus Loop at Sunbird Trail Park The low bid tender of Dig Con International Limited be approved. 1. TENDER AMOUNT T -9-2008 GST Sub-Total GST Rebate Total $89,903.00 $4,495.15 $94,398.15 ($4,495.15) $89,903.00 2. APPROVED SOURCE OF FUNDS Parks Ca ital Bud et Location Project Code Source of Funds Sunbird Trail 5780.0706.6129 RF DC - Parkland Park Development & Trails R DC - City's Share Funds Available Budqet $104,398 $18,423 $122,821 Required $91,378 $16,125 $107,503 3. ESTIMATED PROJECT COSTING SUMMARY T-9-2008 - Tender for Path Extension To Bus Loop At Sunbird Trail Park $89,903.00 Associated Costs Materials Testing Consultant Fees Miscellaneous Costs Construction Contingency Total 2,500.00 2,600.00 2,500.00 10,000.00 107,503.00 GST 5,375.15 Total Net Project Cost $112,878.15 (5,375.15) $107,503.00 Total Gross Project Cost GST Rebate 4. Project Cost under/(over) Approved Funds $15,318.00 Report CS 44-08 Date: October 14, 2008 Subject: Tender / Contract Approval - Councils' Summer Recess Page 5 1 Tender No. T-11-2008 Tender for Supply & Installation of Humidification System, PickerinQ Civic Complex The low bid tender of Gimco Limited be approved. 1. TENDER AMOUNT T-11-2008 GST Sub-Total GST Rebate Total $226,569.45 11,328.00 237,879.45 (11,328.00) $226,569.45 2. APPROVED SOURCE OF FUNDS Culture & Recreation Ca Project Code Source of Funds 5700.0705.6181 Federal Gas Tax 5700.0810.6181 Federal Gas Tax 5800.0829.6181 Federal Gas Tax MECF Grant Funds Available $201,000.00 Required $80,000.00 36,000.00 85,000.00 46,500.00 $247,500.00 3. ESTIMATED PROJECT COSTING SUMMARY T-11-2008 Associated Costs T-11-2008 Consultant Fees Tender & Misc. Costs Contingency Total Costs GST Total Gross Project Cost GST Rebate Total Net Project Cost $226,569.45 20,000.00 6,000.00 2,000.00 254,569.45 12,728.47 267,297.92 (12,728.47) $254.569.45 4. Project Cost under/(over) Approved Funds ($7,069.45) It was important this project proceed prior to the commencement of heating requirements. The Director, Corporate Services & Treasurer has agreed to finance the over-expenditure of $7,069.45 from under-expenditures in the 2008 Current Budget or the Federal Gas Tax. Report CS 44-08 Date: October 14, 2008 Subject: Tender / Contract Approval i, - Councils' Summer Recess nl.. Page 6 Attachments: 1. Tender T-7-2008 re Surface Treatment - June 26, 2008 memorandum 2. Tender T-8-2008 re Pickering Lawn Bowling Greens - June 24, 2008 memorandum 3. Tender T-9-2008 re Path Extension to Bus Loop - July 15, 2008 memorandum 4. Tender T-11-2008 re Humidification System - August 14, 2008 memorandum 5. Resolution #80/02 6. Resolution #85/00 Prepared By: \ , \ Approved I Endorsed By: c:/1 '~ ...7 Vera A. Felgemacher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services .. ... ~~.'-h~?':~7 .-..-- c~':"__ -, '-~':':'''''''''~_'_7 ~" ''7 .,~~:= Gillis A. Paterson Director, Corporate Services & Treasurer GAP:vf Copy: Chief Administrative Officer Recommended for the consideration of Pickering City oun ", CiUf ,,# , )"-j'" eH' VH::~, :~;' '"' I /".: . r. ;11...1"" I 0"1'-1...--.. . ',' -i:J:. /'f~' LJ ,/ ,) r " l. _1,.,;,. -r' ,EMO Thomas J. Quinn Chief Administrative Officer j"i/WOR ~ILPKG .,l_?:!~~.CTO R S : C;:}f;P SERV : <'LA1\i & DEV ~~~~....~IV1E!.~ ,U:..'{; REC ;) " To: CAO~D, 2008 From: Everett Buntsma Director, Operations & Emergency Services OFFICE SUSTAIN CLERK HUMAN RES 'j .~~~'!~:..-_._.,-] CUST eM-:!:: 1 -MG :~i ~1~~.::.'.;-~::1::~0~~~.::D'~il ., Copy: Division Head, Municipal Property & Engineering Supervisor, Engineering & Capital Works '. Senior Financial Analyst Subject: Tender -7-2008 Surface Treatment File A-2130 A tender has been received which closed on Wednesday, June 18, 2008 for the placement of surface treatment on Sideline 16 from Regional Road #5 to north limit, Sideline 16 from Dutchmaster Nursery to Seventh Concession Road & Paddock Road from Highway 7 to Seventh Concession Road. Six companies were invited to participate, of which one bid was received. The following is a summary of the bid received. SUMMARY PST included, GST included Bidder Total Tendered Amount $ After Calculation Check $ Miller Pavinq Limited 732,320.93 732,320.93 Recommendations: 1. That Tender T-7-2008 submitted by Miller Paving Limited for surface treatment at a cost of $732,320.93 including GST to be approved; 2. That the total gross project cost of $814,220 (GST included) including the tender amount and other associated costs, and the total net project cost of $775,448 be approved; Financial Implications: 1. TENDER AMOUNT fT-7-2008 GST Sub-Total GST Rebate Total $697,448.50 34,872.43 732,320.93 (34,872.4~J 697,448.50 : Ii , 4 2. . APPROVED SOURCE OF FUNDS R d C . ~ oa s apital Budget - 2.00 Description Account Code Source of Funds Budqet Required I I Sideline 16/north of RR #5 I 5320.0809.6250 .- Provincia/ Grant 185,000 237,673 Sideline 16 from Dutchmaster 5320.0810.6250 Provincial Grant 300,000 319,733 Nursery to 7th Cone. Road Paddock Road from Hwy 7 to 5320.0811.6250 Provincial Grant 400,000 218,042 ih Cone. Road . FUNDS 885,000 775,448 AVAILABLE 3. ESTIMATED PROJECT COSTING SUMMARY T-7-2008 - Tender for Surface Treatment Project $697,448 Associated Costs Materials Testinq 5,000 Miscellaneous Costs 3,000 Construction Contingency 70,000 Total $775,448 GST ___~82Z~ --~------- ~<2!~1 Gro~s Project Cost. - 814,220 GST Rebate 38,772 Total Net Project Cost 775,448 The Director, Corporate Services & Treasurer has received the budgetary implications and the financing of expenditures contained in this memo and concurs. Sustainability Implications: The new hard toP. surface for the road will improve the traffic flow in these areas, thereby enhancing the quality of life for the residents and commuters travelling over these roads. With the new hard top surface maintenance costs for grading and dust control will be reduced for the next several years, thereby satisfying the social and environmental lens of sustainability. Background: As part of the 2008 Road Capital Budget, the placement of surface treatment on Sideline 16 from Regional Road #5 to the north limit, Sideline 16 from Dutchmaster Nursery to Seventh Concession Road and Paddock Road from Highway #7 to Seventh Concession Road were identified as construction projects. Tender T-7-2008 was issued on Monday, May 26, 2008 and closed on June 26, 2008 Tender T-7-2008 - Surface Treatment Page 2 Wednesday, June 18, 2008 with only one bidder responding. The total gross project cost is estimated to be $814,220 for an estimated net cost to the City of $775,448 (net of GST rebate). Miller Paving Limited has performed similar work for the City on Tender T-7-2005 surface treatment on Seventh Concession Road, Hoxton Street and VVestney Road and are deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, current WSIB, Council Amendment to Draft 7 (CAD-7), Certificate of Insurance as submitted by Miller Paving Limited has 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 tender is deemed acceptable. ,I'.. r- 1,:/ J Upon careful examination of all tenders and relevant documents received, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of the low bid submitted by Miller Paving Ltd. for Tender T -7 -2008 in the amount of $732,320.93 (GST included) and that the total net project cost of the $775,448 be approved. Attachments: . 1. Location Map 2. Supply & Services Memorandum, June 20, 2007 Approved/E r~red by: . i.. \ D'arrell Selsky Supervisor Engineering & Capital Works E e t B Director Operations & Emergency Services .~#ft=~ -- Gillis Paterson Director Corporate Services & Treasurer DS:nw Attachments June 26, 2008 Tender T-7-2008 - Surface Treatment Page 3 . " ,0 MUNICIPAL PROPERTY & ENGiNEERING Attachment For Tender: T-7-2008 SIDELINE 16 (2 LOCATIONS) and PADDOCK ROAD '~ ~ .I ~ f- Z 0 :2 SUBJECT lJ It AREA <( ..J U w z 3 0 ~ w z J w, o ~ REGIONAL L~ -' CLAREMON ~ (i II ~ ' ~\ 1m' : I 1 .. ...~ --", .~ lJIiic~ .'rcc1:~,",-- ~ ..~ .~ l "c.,,~.ln LOCATION MAP - Sideline 16 (From Concession 7 south to Dutchmaster) SUBJECT AREA z r"~~~~')= " o a T 10.,0 00 '" "'", y u o a <ll ~ LlMPandEIDesign SupportlCapital Projects & SchedulinglAttachments lor TendersI200BIT-07-0B Surface Treatment,doc I ""'''''"' .o.,~1 \ --...,~___-----..........\( J 'I II I'" I I' 11 I I, II / II II ( Ii ~l~J ';1 ~~-~~~ I I ~ \ ., ~ d ' 1'1 crzJ _ ~ GU ""'''" \f~-----'Y) ( \ \ )jj '1 J/ -~I-'>; (~ I c \ ~1 tll ~i LOCATION MAP - Paddock Road PROPOSED CONSTRlJCTION INCLUDES: )7 'I --,,-'<o':'(('i~'o". j t L f \ \ ( ~ \ I-jIGHWAY Drainage Improvement and Road Improvement (spot excavation, granular resurfacing and surface treatment) and Complete Landscape Restoration (grading and sodding where required). UMPandEIDesign SuppartlCapilat Projects & ScheduilnglAtlachmenls far Tenders\2008\T-07-08 Surface Treatment doc r'. .A LlUJ (!'F ...; /". (aat\ l, l\fEMO To: Richard Holborn Division Head, Municipal Property & Engineering June 18, 2008 From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Subject: Tender No. T-7-2008 Tender for Surface Treatment . Closing: June 18, 2008 . Tenders have been received for the above project. Six companies were invited to participate. An advertisement was placed in the Daily' Commercial News; News Advertiser and on the City's . Website. A total of two companies picked up a tendering package for a non-refundable fee of $50.00. One bidder responded and submitted a tender for this project. A copy of the Record of. Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. . . Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done.. A copy of bid received is attached for review. . SUMMARY PST included, GST included Bidder Total Tendered Amount$ After Calculation Miller Paving Limited $732,320.93 $732,320.9 ;heCk $/ Pursuant to Information to Bidders Item 21, the following will be 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 copyof 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 Clearance Certificate issued by Workplace Safety & Insurance Board; (d) the City's Certificate of Insurance shall be completed by the bidder's agent, broker or , insurer; FORM OF TENDER T-7.2008 l/we the undersigned bidder(s), have carefully examined all specifications, standard tender and contract terms and conditions. and drawings, do hereby offer and agree to supply aI/labour, materials. products, equipment, tools. machinery, freight to perform the services herein described for the following prire~. 9 r1tem No; I Description . i Unit i Est. Qty., ~nit Price I ~xtension 11.02.01 j Excavation -Including 0.300 m Granular. "A" i j ! I . f................._................-.+..~ia~~~~Jfi1'.if'(..D.utc.h.ma.s.te.r..to..co.r;cess.io.;;:.iii)......................f......m......3......f..............s.o..............J.....I.......:....0........;.o...........f.........;r..:::;.;..;.::::..a.l). ........................................;............................................................................ ...................... .................................................................'.............3......,.......... ........ .....c.............i........tl.........!.... ................,........{j?..'::::.~.:!..,.......... .! Paddock Road (Hwy #7 to Concession #7) 1 m i 50 I /".., 0 . 10 ! 6 OoS-: c" ............................................................................................................................................................................................................'.............3......'....................................".......0.:..................."......".......................................,..... ....................,..................1...~.~.~~~.~.~.~...~.1..?.J~.:.~.:...~.~..!?...~.~E!~...~.!~.!.~.L..............................................L.....f.n.........L...........~.~.9..............L......B:.:z..F...?~......i1.::$...?....f.~.~:..~.. I Excavation - Driveways . . II! 1 .........................................1..........................................................................,.........................................................................................:.............3......1................-...................,..............................7...'.........................................J....... . i Sideline # 16 (Dutchmaster to Concession #7) 1 m I 10 I / :;;J I, ';I (;' ! 1"31 '5: ~. r-:=~=~:=B~~~\~~%~~ilP~~~~~~:=#~i~:~=~~i-~~~-=r==:~~=-l::;~ff;:F2W~;~: ........................................i........;................................._..............................................'.........................................................................;......................;.....................................i....................................................1...::.............:\.............. 1.06.20 ! Granular "AU Roadway & Shouldering (150mm) j j . j ! . ...........................................................................................................................................................................................................;.............:z......;.....................................;.........................,...............t........................................,.... I Sideline #16 (Dutch master to Concession #7) j m i 14,200 1. t(/j i//'?30.tJ'<' ........................................,...................................................................................................................................................................,.............:z......,....................................,.........................:;?'..........,...........-............................... . 1 Paddock Road (Hwy. #7 to Concession #7) 1 m i 19,800 1. "',/:1 ! /(: I :?lo.~ ........,...............................,...................................................................................................................................................................:.............~......t.............................._....I...........n...........?...........",............................................ . 1 Sideline #16 (RR.#5 to North Limit) 1 m 1 9,500 i 0: /;'> i 77~.;'~....."~ ............ .......................~..............................................................................................................,....................................................:......................:....................................oJ...........Q..,........................~............................................. "1.06.30 i Granular "AU - Driveway i . !. . !. . i .......................................i..................................................................................................................................................................;......................~..................................i.............................,....,.-..'t.......................................... i Sideline #16 (Dutchmaster to Concession #7) . 1 t 1 195 I ;}/?'J ~ i 9;2 3:3. 'J . .::::::::.::::::::::::::::~::~::::::T::~:~~.~?~:~::~~:~:~::I8:~Y.::#.!::~~~:~:~:6.~~:~~:!?6:::#..!I:::::::::.:::::::::::::::::I::::::::L:::::I:::::::::::~:~:~:::::::::::T:::::::~i:~::::~:;:':I:::I.;:I.:?:~:::::~~'" ! Sideline #16 (RR #5 to North Limit) 1 t.1 195 i .L/;l..:J~ i 'i233.:L .......................~.............:...................................................................................................................................................................1......................:......_.............................:........=t.:..............................:.........~................................. "1.08.29 . 1 Hot Mix HL- 3 - Driveways (50mm) . !. I I I.. ............................................................................................................................................................................................................,.............2......"....................................,..........................................,......................,...................... I Sideline #16 (Dutchmasterto Concession #7) i m i 180 i .3/.~JJ ! S-&~&.c'''' ............................................................................................................................................................................................................1.............2.......,.....................................j..................../l................................................................... I Paddock Road (Hwy #7 to Concession #7) ! m ~ 330 ! ,3/." t.J ! /0 yJ 8 c.,. :::.::::...:::::::.::::....:.::::::::..L~:!.~?:!\~:~:::#.5~::{~;~:::.#..~.:~?::H9..i:~ti::~:!.~i.i.~.i:::::.:::.....:::..:.::...:.:.::....::::::.:::J:::.:.6:i::::~:L:.:::.::::.~:9.:.:::::~:.::I::.:..::j:.L::~.~::.:.::I:....;;L~:...fi....~.~.: .1.08.71 i Supply double application of H.F. Ii. i . I ......................................j....~.?.9....~...~..~.!~.~.~...~.9.9.~~.9.~.!~..............................................................................L...........2......1....................................1....................:....................1..................................:rc:r . 1 Sideline #16 (Dutchmaster to Concession #7) I m I 11,150 I ?/.. (P:3 ! ~/~;2 y. :::::::::::..:::::::::::::::::::::::::I:~:~:~.~?~:~::~9.~:~.~I8:~y.:;::#.!::!:~:::~?~~~:~~:!?~:::#.?L.~,:::::::::::::::::::::I::::Di~::::T::::::.~:~:;:~:9.~::::.T::::::::1!.:':::~::~::::::::I:::7.;::7.~:i:::~~: ........:..............................!...~.!9~~.~~.~...~.~..?.. (~J3.:...~.~..!?..~.?..:.~~...~.~~!n.................................................L....f.n....... .L.......~.!.~.~g..........1.........~~....~.~~...........L.2..z....q..tq~...=.~.. ...~..~.Q.~.~.!.~...........-I-..~.~~f~.~.if6~.~t~~~~~~t~r-t~.t~nc.f~.ss.io.n.'#'i'f...................I.......nl.....f.......1'1";1.50.......f-.......7.....~.3............f....~;;...o.;I.~~Q.. ,........................................................................................................................................................................................................................2.....................................................................................................................i........':>.. . . I Paddock Road (Hwy. #7 to Concession #7) I m I 15,500 I /.96 I .'30 690. c" ........................................).....................................'.............................-..............................................................._.............................J.............2.....+....................................).................................................:\...................................... i Sideline #16 (R.R#5 to North Limit) . i m i 8,000 i /.. 9 g i /5-:if Yo. .,"' ........................................1............................................................ ......................................................................................................1................"...........................................1...........................................;................................,............. ...:?~.~..~.!.~.!............................................................................................................................:...............................................................................................................................:..............i...~...l.1...?...y'lt.~.... Goods & Services Tax (5%) ! $ 31 ~11. ,'/3 ...f6TAC..T.E.r::if5fj~E.b..AMO'U.NT.......................:........................:............................................................................................'.........................................................t...$...73.i.3.z';;:''7' ".. - TOTAL TENDERED AMOUNT REPEATED HERE IN WORDS ~,<L-k/~-tiJ, t4..J ~ kdb( ~-it ~ .J-/ <f and . ~./Z/uU . . DOLLARS CENTS FT-1 FORM OF TENDER T~7.2008 (j u I/We, the undersigned, declare we have carefully examined the Addendum(s) numbered .-=- - TENDER SUBMITTED BY: Company Name: M \ l ( r e. (rl-\\J i I.,J L -L ~M ~ I \t:.O Address: .}f57ZJ11,-,\(O(2..t?Si 'f:.D- G6et\'.'~postal Code: kO\~ (~O Date: 'Jo. N ~ \ ~ . J-oo~' Te/ephone: 90) 7,) b 95/ K Fax: '1 () -s; );2~ '*.1 () . . '. ~ Aut~orized .official VtuL Ciff~f'1I{.:;;/1t( tl;: /j.Y~'}I.1~'7/j?C;Ji{C13' .'. -~dCAft~. Print Title. SIgned CORPORA TE SEAL FT-2 REFERENCE SUMMARY Tender No. T-7-2008 >' I Name three government agencies or private companies for which you have performed the work of this quotation. II Work performed previously. for the City of Pickering should be detailed also. DO NOT submit partial information and presume that the City is familiar with the project. , . List and provide DETAILS of the last three (3) Municipal projects your company has completed. If any of the last three (3) principal projects are also any of the last three municipal projects, please include on both schedules Project Details:.~ l..( Value: ~ '" """\ D~V' 000 ~ Contact Person: '? po"-'.(,.. 't~ Ptl. I (. Sf LA e te-/k.L '7 If' t11'.r/1''?L''n/T'' d jYu ,,~W.: . JI"71---(. . Owner' . . . C(;.~\, ~...f\ l. 0 (L Itv-1-L I \3u eTDJ0 . Telephone No. . .?~S- c()~~tb. /7? L ,Project Det~~ . r){~ ..\- 9LiA(.~ G e~ "A'l Value: 4,. ~ . ..., b (JO, DO 0 , --------------- Contact Person: . ",L 11/!-~1. Pc::' .J'77L . , i./-w D D6vhi e .,5/ ~ ~ Mt1( r;' 'Tkc?t"T'h~~ Owner:. .. '.".. ')' __ ;tftt/lf;CI)?~f qt e---;(~t;&1t({rY~J...-o-:v Telephone No, '. COJ--- &,,;;,;] .2.2 q I. Project Details: I ' ., ~5~PP/v tJOuilrt 1/I1;{'P~ Value: 1:1f ( c.c - c:J ~o D06 . Contact Person: . ;]I,v'! fq /?/l/i72 ---- .;/ ,(!!Jlf711t:7V I Owner:// /)'/ . / v<-- . (,{rof" cflutJolfrC lJ'-<)l Telephone NO~ '" . 'l/,y:1 ~?9 2 - ;J &-. ~ State number of years your company has been in business 5'0 ~'lilformation received on this form and obtained from reference checks will be considered during . evaluations and will be used to serve the best of interests of the City and no liability shall accrue to the City from such an undertaking and all decisions derived therefrom.* RS-1 CITY OF PICKERING RECORD OF TENDERS OPENED ANC Tender Description: Surface' Tender No. T-7-2008 Date: Wednesday June 18,20 Bidder Name Bid Deposit Total Amount Tendered Duncor Enterprises Inc. Miller Paving Ltd. fA) / 7:;J.. 31.0.93 \j Cj " '.,., ,,~, ' qTY STAFF PRESENT \ . l!~ "' ~tl1"~ .wt' cY~8~" , -.......e 0~ CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED Tender Description: Surface Treatment Tender No. T-7-2008 Date: Wednesday June 18, 2008 . Time: Approx.2:15pm Bidder Name Bid Deposit I Agreement to Bond Total Amount Tendered BIDDER'S SIGN IN COMMENTS Duncor Enterprises Inc. Miller Paving Ltd. f>8 / v 7:;J..3J..O, 93 /"f' "/ ...../...zC. , '';',.. "< /) '-"1ft) I, ,:'<-r.'. /'.'_- '-___.., "I ;~~" OTHER -... ~ ::...N Citq 0;1 ~~ G4--/ '~'1 ~ ~ #~. .....~I.;C;fl!:'?t"\,t).T#. i.S -...._. ','~""r .'~...j ',.);~. JUN.2'S"1OO3"" ,-' ~~~<i'! MEMO r..'._.....'...""":...., '_"'" ...._~......._._""..___._""__.~....... .; ",.J ',' ,-~ _" 1,- ~.' ..;,.,...;/~:.~J>~,;.;]~c('~~;; ,.,-:..-.... -,.~.,'-.._-"'-__..._.___ _."o."..! ~/.:.'...__.~H.d,...:..~..:.:'j.~{..~.~l?+-~.~~:.!.'~i.! v;.G~E;.L{f.;;:;:;;.;~.~ 1. ! ".'.~"'.',~:'\J June 24,2008 II {--: To: Thomas J. Quinn Chief Administrative Officer From: :cu, ,\ iH,C Everett Buntsma .:TF';'f;'~-' " ,.1.,..,-......-. Director, Operations & Emergency Servlc~.~':..... C.:.: ",. .~-_ ,.:~.'~~: i5. ~.~ :\fi~~,~;'~ ~.':j',~;' ::'.~:\:\ii Gillis Paterson Director, Corporate Services & Treasurer Copy: Division Head, Culture & Recreation Manager, Supply & Services. Supervisor.. Engineering & Capital Works Coordinator,l~n9s~ape & Parks Development '~~niorFinanCial Analyst . i.. Subject: Tender No. T-8-2008 Tender for Pickering lawn Bowling Greens - Phase II . File: F-5400 Tenders have been received and reviewed for the construction of Pickering lawn Bowling Greens - Phase" and expansion of parking area and associated works. at East Shore Community Centre. All bids received were above the approved budget ($400,000) for this ptoject. Items of work were deducted in consultation with the Pickering lawn Bowling Club from each of the bids to arrive at the needed savings for this project. These works include the proposed shade structures, a percentage of the pati~ slab paving and site furniture. The attached letter dated June 17,2008 from Bruce Johnson, Cosburn Giberson Consultants Inc. provides a detailed breakdown of the deductions for each bid. Me/fer Construction Inc., the initial low bidder, has remained as the low bidder after these saving are applied The Operations & Emergency Services Department and Cosburn Giberson Consultants Inc. recommend the acceptance of the tender submitted by low bidder Melfer Construction Inc. in the . amount of $359,532 plus GST which includes the following deductions. 3.2 Paving New Green Sides- 60% 3.3 Paving under Shade 3.4 Paving South Green - 60% 4.1 Benches - 50% 4.2 Shade Structures 4.3 Waste Receptacles 7.0 Miscellaneous Works $ 6,888.00 $ 9,240.00 $ 8,400.00 $10,400,00 $48,000.00 $ 4,400.00 $ 9,000.00 Total Deductions $96,328.00 Without removing the above item the total tender would have approximately $495,000.00 (net of GST rebate), while the budget was $400,000.00. By removing these items now, th~ project can proceed within budget now. It is anticipated that a Report to Council will be prepared explaining the increased cost, the need to remove certain items, the probability that the Pickering Lawn Bowling Club will purchase these items directly for their use and the need for revised financing. ," , I, ! ,J Recommendation: 1. That Tender No. T-8-2008 submitted by Melfer Construction Inc for the construction of Pickering Lawn Bowling Greens Phase /I and expansion of parking area and associated works at. East Shore Community Centre in the amount of $377,508.00 (GST included) be accepted; 2. That the total gross project cost of $419,509.00 and a net project cost of $399,532.00, including the tender amount, cons~Iting fees and other associated costs be approved. . Financial Implications: 1. TENDER AMOUNT T-8-2008 GST Sub~Total GST Rebate Total $359,532 17.976 377,508 ...(17.976) . $359,532 2. APPROVED SOURCE OF FUNnS S . C t C 't I B d t emors en re a )1 a UJqe . Budaet Proiect Code Source of Funds Budaet Reauired Seniors Centre 5701.0802.6181 Property Taxes $200,000 Donation 200,000 FUNDS A V AILABLE $400,000 $399,532 3. ESTIMATED PROJECT COSTING SUMMARY I _T-8-2008 Tender for Pickering Lawn Bowling Greens Phase II $359,532 Associated Costs Consultants Fee 25,000 _Contingency - 15.000 Total $399,532 - GST 19,977 . Total Gross Project Cost -- 419,509 -- -- GST Rebate --- ~n c--. =="- Total Net Project Cost . $399,532 ------ r~ 4. [lroject Costs (under) Approved Funds ~ ($468) I June 24, 2008 Tender No. T-8-2008 Tender for Pickering Lawn Bowling Greens - Phase /I Page 2 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. ; Ii I. 6 , Sustainability Implications: The construction of a second lawn bowling green will enhance the existing Pickering Lawn Bowling Green and continue to encourage the development of active, healthy lifestyles through the provision CJ high quality programs as well as expand the numbers, capacity and quality of lawn bowling programs. Background: The second Lawn Bowling Green and parking expansion was approved by Council in the 2008 Capital Budget. The Pickering Lawn Bowling Club has committed to contribute $200,000 for this project. The consulting firm of Cosburn Giberson Consultants Inc was retained by the Pickering Lawn Bowling Club 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 Melfer Construction Inc. Melfer Construction Inc. references have been checked and are deemed acceptable by the consultant (Bruce Johnson) and the . Coordinator, Landscape & Parks Development. The Health & Safety Policy, Workplace Injury Summary Report, WSIB Clearance Certificate and Certificate of Insurance as submitted by Melfer Construction Inc. 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 tender is deemed acceptable. Upon careful exarnination of all tenders and relevant documents received, the Operations & Emergency Services Department, recommends the acceptance of the low bid submitted by Melfer Construction Inc. for Tender T-8-2008 in the amount of $377,508 (GST included) and that the total net project cost of $400,000 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. . The Seniors Activity Centre is closed for annual maintenance the first two weeks of July. Approval at this time would allow construction to commence while the Seniors Activity Centre is closed. It will also allow for the timely seeding of the new lawn bowling green. Upon your approval for this tender and associated costs we will proceed with an online requisition to issue a Purchase Order. June 24, 2008 Tender No. T-8-2008 Tender for Pickering Lawn Bowling Greens - Phase II Page 3 Attachments: 7 1. location Map 2. Supply & Services Memorandum dated June 17, 2008 3. Cosburn Giberson Consultants -letter of Recommendation sP~~ Gillis Paterson Director, Corporate Services & Treasurer Apprqved/Endorsed by ~. T s J. Quinn Chief Administrative Officer ~ SR:/g .lune 24,2008 Tender No. T-8-2008 Tender for Pickering Lawn Bowling Greens -Phase II Page 4 CULTURE & RECREATION DIVISION Attachment For T'ender: T-8-2008 PICKERING LAWN BOWLING GREENS - PHASE II i I! I, o cc w x o POPRAD AVENU E SANGRO LANE DRIVE FORDON 0 0 cr <{ f- <{ > w 1 0 w w cc -I cc LN. ::> f- a (/] [J 0 > PAT RE 0 -.l ill Z LAN _ 0 -.l f- a I z U <{ a 0 a.. cc cc <( w Z > :J LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Lawn Bowling Greens Portion . Installation of 1 new lawn bowling green and all supporting infrastructure (drainage, irrigation, fencing, sod etc.) . Installation of a new lighting Parking Lots Work . Installation of additional parking spaces and connecting road to the north side of the East Shore Community Centre LIMPandEIDesign Support\Capital Projects & SchedulingVltlachmenls for Tenders\2008\T-080B Liverpool Fast Shore.doc CiiLJ 0# 9 To: MEMO Stephen Reynolds Division Head, Culture & Recreation From: Vera A. Felgemacher Manager, SUpply & SeNices June 12, 2008 Copy: Co-ordinator, Landscape & Parks Development Subject: Tender No. T-8-2008 Tender for Pickering Lawn Bowlin Greens - Phase 1/ Tenders have been received for the above project by the closing date of June 11,2008. Seven cOmpanies were invited to participate. An advertisement was placed in the Daily Commercial News and on the City's Website yielding interest from additional bidders and a total of 13 companies picked up a tendering package for a non-refundable fee of $75.00. A mandatory site visit was held on Friday, May 30, 2008, 12 bidders attended of which seven (6) bidders responded and submitted a tender for this project and 1 bidder 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, ttem 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, all bids have been retained for review at this time. . Bidders --.-..--- SUMMARY PST included, GST included Total Tendered Amount $ After Calculation Check $ 465,423.00 522,885.35 478, 653.00 522,885.35 - 550,747.44 629,046.81 653,638.44 UNABLE TO BID Automatic rejection - Addendum not acknowledged. Purchasing By- law No. 5900-01, Procedure No. PUR 010-001,10.04, Item 12,/B Item 3 (b), 17, 18 19; letter dated June 6/08; Addendum No.1. -- ----- ------ Pursuant to Information to Bidders Item 21, the following ~Ni" be requeste.J of the low bidder for. your review_during the evaluation stage of this tender call. I ! J I I! j /) \_ (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 Health and Safety Po/icy to be used on this project; (d) 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 c~rrent CAD 7, NEER, or MAP reports may be submitted); (e) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (f) the City's certificate' of insurance shall be completed by the bidder's agent, broker or insurer; (g) list of sub-contractors in accordance with GC Item 33, Form SCL-1 (h) Waste Management Plan (Item 23, Information to Bidders) Include the followi~g items in your Report to Council: (a) if items (a) through (h) noted above, are acceptable to the Co-ordinator, Health & Safety (b) any past work experience Melfer Construction 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 becharged; (e) the budget amount(s) assigned thereto; (f) Treasurer's confirmation of funding; (9) related departmental approvals; (h) any reason(s) why the low bid of Molfer Construction is not accoptable; dnd (i) related comments specific to the project. . Cosburn Giberson 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 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 except you can direct them to the City's website fO. r t~. e unofficial bid results as read out at the Public .tender opening. Bidders will be advised of the outc me in due course. . If yo require further information, please feel free to contact me or a member of Supply & Services. G~~~~\~emaCher vf Attachments June 12, 2008 T-8-2008 Pickering Lawn Bowling Greens - Phase II Page 2 COSBURN LANDSCAPE GIBERSON ARCHITECTS .., 1 . I June 17,2008 , "';',<0,",' CITY OF PICKERING Pickering Civic Complex 1 The Esplanade Pickering. Ontario L 1 V 6K7 Attention: Mr. Steve Reynolds Re: Pickering Lawn Bowling Phase" Green Construction - Tender Results and Analysis Our File No.: 1997 Further to the tender results for the above-noted project (closed on June 11. 2008) and our meeting at your offices yesterday. we write to offer our recommendations for award of this contract. As discussed at our meeting all bids received were above the available budget for the project. We have provided our evaluation of the bids and offer suggestions to bring the project within budgets. As you will note. we have deducted the items of work discussed in our meeting from each of the bids. These works include the proposed shade structures. a percentage of the patio slab paving and site furniture. These items were also acceptable modifications in the opinion of the Bowling Club and allow us collectively to arrive at the needed savings for the project. Melfer Construction Inc. the initial low bidder has remained as the low-bidder after these savings are applied. We recommend that a contract be awarded to Melfer Construction Inc. in the amount of $359.532.00 net of Goods and Services Taxes. We trust that this is satisfactory to your requirementS for the project award. Please do not hesitate to contact our offices. if we may be of further assistance in this matter. Bru Ass BJ: sc cc: Reg Lawrence. Pickering Lawn Bowling Club Arnold Mostert. City of Pickering Cosburn Giberson Consultants Inc. I 7270 Woodbine Avenue I Suite 100 I Markham I Ontario I L3R 489 Telephone 905-475-6988 I Fax 905-475-5930 I cosgib@rogers.com COSBURN LANDSCAPE GIBERSON ARCHITECTS ') L. TENDER EVALUATION Project: Owner: File No: Date: Pickering law Bowling - Phase II - Green Construction City of Pickering 1997 June 17, 2008 MontqOmerv Melfer Cambium Site Rutherford MacEwen Construction Contracting Diq-Con Contractinq ContractinQ Item Description Inc. Inc. International Ltd. limited Part A 1.0 Site Preparation & Demolition $43,314.00 $70,835.00 $45,564.50 $41,924.80 $54,036.71 2.0 Site Servicing $23,800.00 $35,820.50 $87.643.00 $39.758.02 $35.169.35 3.0 Paving and Edges $161,905.00 · $197,527.85 $142,478.25 $224,174.23 $279,677.34 4.0 Structures, Components, $103,070.00 $62,661.70 $158,483.55 $78,145.99 $63,035.18 · Furniture 5.0 Electrical Works $37,400.00 $38,185.00 $50,225.00 $43,128.08 $49,854.20 6.0 Soft Landscaping $11,061.00 $18,072.00 $22,277.50 $20,336.40 $21,013.30 7.0 Miscellaneous Works $9,000.00 $4.715.00 $10,700.00 $4,578.32 $6.405.00 Part A Subtotal $389,550.00 · $427.817.05 $517.371.80 · $452,045.84 $509,191.08 · Part B Nort~.Parkinq Lot Ex~sion Earth Excavation & Grading $13,800.00 $13,572.00 $8,917,50 $1,800,30 $13.927.80 Removals & Relocations $1,650.00 $204.00 $461.25 $608.21 $357.50 Parkinq Lot Construction Granular Road Base $16,245.00 $15,220.00 $11,725.25 $26,339.55 $30,939.55 Hot Mix Asphalt $16,395.00 $24,045.00 $24,732.25 $19,226.90 $21,673.80 Adjustment to Existing Post $100.00 $265.00 $ 1 ~025.00 $608.22 $1.155.00 Precast Concrete Curb $1.260.00 $1,280.30 $14,350.00 $2,830.66 $1,535.10 Sodding/Seeding $1,900.00 $1.544.70 $3,116.00 $3,300.30 $1.776.50 Permanent Traffic Control Signs $1,200.00 $1,005.00 $1,025.00 $2,081.20 $1,700.00 Permanent Pavement Markings $700.00 $650.00 $5,125.00 $691.82 $440.00 Environmental Erosion Controls $3.060.00 $4,743.00 $13.068.75- $4,301,85 $.1,098.87 Part B Subtotal $56.310.00 ' $62.529.00 $83,546.00 · $61,789.01 $77.604.12 Part C Mobilization & Demobilization $5.000.00 $2,640.00 $.15.375.00 ~14.62 $8,635.00 J' ari.Q. Summary Sub-Total Parts A, B, C $450,860.00 · $492,986.05 $616,292.80 · $519,759.47 $595,430.20 * Testing Allowance: $5,000.00 $5,000.00 $5.000.00 $5.000.00 $5,000.00 G.S.T. @ 5% $22,793.00 · $24,899.30 S31.064.64 · $26,237.97 * $30,021.51 * VERIFIED TOTAL 5478.653.00 · ~22.885..3.s 5652 357.44 · $550.997.44 * S630.451.1l * " mathematical errors corrected Cosburn Giberson Consultants Inc. I 7270 Woodbine Avenue I Suite 100 I Markham I Ontario I L3R 4B9 Telephone 905-475-6988 I Fax 905-475-5930 I cosgib@rogers.com :3 Project: Owner: File No: Date: Pickering Law Bowling - Phase" - Green Construction City of Pickering 1997 June 17. 2008 TENDER EVALUATION POSSIBLE DEDUCTIONS 2.1 Water Connection $1.500.00 $610.00 $2.050.00 $2.738.42 $550.00 2.2 19mm Copper Line $1.700.00 $7.080.50 $4.105.50 $7.231.90 $7.700.15 2.3 Drinking Fountain $5,600.00 $9.400.00 $4.612.50 $8,540.10 $8,800.00 3.2 Paving New Green Sides $11.480.00 $14.104.00 $20,500.00 $23,636.50 $27.353.15 3.3 Paving under Shade $9.240.00 $11,220.00 $20.509.50 $21.537.45 $23,251.80 3.4 Paving South Green $14,000.00 $16.460.00 $20.500.00 $23,060.00 $28,042.00 4.1 Benches $20,800.00 $19.920.00 $17.424.00 $21,004.32 $15.400.00 4.2 Shade Structures $48,000.00 $12.480.00 $82,000.00 $22,137.92 $16.720.00 · 4.3 Waste Receptacles $4.400.00 $3,540.00 $3.280.00. $4.379.40 $3,018.40 4.4 Timber Retaining $14.040.00 $9,744.00 $25.830.00 . $8.875.20 $7,920.00 7.0 Miscellaneous Works $9.000.00 $4.715.00 $ 10,700.00 $4,578.32 $6.405.00 Total Deductions $139.760.00 $109,273.50 $211,511.50 $147.719.53 $145,160.50 Revised Sub-total A.B.C $311. 100.00 $383,712.55 $404,781 .30 $372.039.94 $450,269.70 . RECOMMENDED DEDUCT/ONS 3.2 Paving New Green Sides .60% $6,888.00 $8.462.40 $12,300.00 $14,181.90 $ J 6.4 11.89 3.3 Paving under Shade $9.240.00 $11,220.00 $20,509.50 $21.537.45 $23,251.80 , 3.4 Paving South Green -60% $8.400.00 $9,876.00 $12,300.00 $13.836.00 $16,825.20 4.1 Benches .50% $10.400.00 $9,960.00 $8,712.00 $10,502.16 $7.700.00 4.2 Shade Structures $48,000.00 $12,480.00 $82,000.00 $22,137.92 $16,720.00. 4.3 Waste Receptacles $4.400.00 $3,540.00 $3,280.00 $4,379.40 $3,018.40 7.0 Miscellaneous Works $9,000.00 $4,715.00 $10,700.00 $4,578.32 $6.405.00 Total Deductions $96.328.00 $60.253.40 $149,801.50 $91.153.15 $90,332.29 Revised Sub-fotal A.B,C $354,532.00 $432,732.65 $466.491.30 $428,606.32 $505.097.91 Testing Allowance: $5.000.00 $5.000.00 $5,000.00 $5.000.00 $5.000.00 REVISED VERIFIED TOTAL EX GST ~59.532.0Q · S.431..1Jti~ ~n.4~ ~ ~~:t606~ * SSJ 0.097.1l * Citlf o~ ";7ACHt1,Ei', #~ t;L"C5 L/ t,l ' ,) 8'- 'i 'I MEMO To: Thomas J. Quinn Chief Administrative Officer ,,,,. '-""w.,,_,_ July, 15 2008 . .:c:0::J:-1Ut_J " ) d' ',',::2:;,,:~~~r-7r~~ ,-'; /) .,.,', ",'L..,fOPY CIRCUl c -.1 "6" f 'I,.' '/~''''' ' "I". ',1 "","':,Yu,', J I '--ou, elL ! Division Head, Municipal Property & Engineering".,'":,',."""",:,,,,::,,,,, ",. -i--"'-::"'-_, --.,/1 J~:::~,;d(~.~~:~ lCAO MGi'.lTCOi',) Subject: Tender-9-2008L,S:i~~.~E(mS OFFICE SUSTAlr,j"" Tender for Path Extension To Bus Loop at Sunbird Trail p.a,r*'~~'~~Y7 -'lrrEi.ER~ _._...) F'I . A 1440 :":...:..:....-:.'.....:~-=-~.UHUI~]AI'J RES; Ie. - i..-,J0~Ei_~!:.~:.~LJ.i]9!.~i.~=:--"'~ , t:.::ti~C=~j~~~'~!~fl~.~~}2;If:;~~~.-'; , , I II,,' [ 1 ~ Tenders have been received which closed on Wednesday, June 25~2008'f6rth~"constrnction'of the'path extension from the Sunbird Trail Park to the bus loop on Whites Road and associated plantings. Six companies were invited to bid and advertising resulted in additional bidders. Seven I bidders submitted a tender for this project. ' ,.;1 Total Tendered After Calculation ~ ) Company Name , AI1)_ou~1-~_ Check $ ~-',{ C>rI . OJ Con International Limited $94,398.15 $94,398.15 ~ Mont orne MacEwan 96,727.48 96,727.48 Mo al Construction 98,322.00 98,322.00 Elir a Construction 108,991.47 108,991.47 Ro al Crest Pavin & Contractin 115,374,00 115,374.00 Aloia Bros Concrete Contractors 126,479.85 125,431.95 JPK Contractin 99,400.35 205,240.35 From: Everett Buntsma Director, Operations & Emergency Services Copy: Recommendation: 1. That Report Tender T-9~2008 regarding the Path Extension to Bus Loop at Sunbird Trail Park be received; 2. That Tender T-9-2008 submitted by Dig-Con International Limited for Path Extension To Bus Loop At Sunbird Trail Park at a cost of $94,398.15 (GST included) be accepted; 3. That the total gross project cost of $112,878.15 (GST included) including the tender ,amount, and other associated costs and the total net project cost of $107,503.00 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: ____",,_' '...,'",. ,,', ';t~ (a) the sum of $91,915 to be funded from the Development Charges Reserve Fund- Parkland Development & Trails;; I:) (b) the sum of $15,588 to be funded from the City's share - Development Charges (DC) Reserve; (c) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: As part of the 2007 Parks Capital Budget, Sunbird Trail Park Development and Whites Road Bus Loop Plantings was approved as a construction project. The Sunbird Trail park development component, including playground construction and the installation of playground equipment has been completed. The entire project was estimated to cost $200,000 with the path works and plantings estimated to cost $130,000. Upon completion of the park development component, there is approximately $121,000 available. Tender T.9-2008 for the pa ~nd plantings was issued on Friday, June 6, 20tra and. closed on Wednesday,June 25, 2008 wi~ven (7) bidders responding. <The total gross project cost is estimated to be ~. 878.15 forAln estimated net cost to the City of $1 O~.503.00 (net ofGS.Jfebate). ) . . ~._..::-.. . (~t;' <,--I- C -;:r) -r-tr. The City's purchasing policy requires staff to reporYto Coundl of! results of the tender and financing in order to proceed with this project in a timely manner. Due to Council's summer recess approval from the Chief Administrative Officer is being sought in order to proceed. Financiallniplications: 1. TENDER AMOUNT r T -9-2008 GST Sub- Total GST Rebate Total $89,903.00 $4,495.15 $94,398.15 ~495.15} $89,903.00 July 15, 2008 Tender T-9..2008 Tender for Path Extension To Bus Loop at Sunbird Trail Park Page 2 2. 6 APPROVED SOURCE OF FUNDS Parks Ca 'ital Budget Location Proiect Code Sunbird Trail 5780.0706.6129 I Park I Source cf Funds Bucqet Required I RF DC-Parkland 103,455 91,915 I Development & Trails 15,588 I R DC-City's Share 17,545 FUNDS A V AllABlE 121,000 . 107,503 3. ESTIMATED PROJECT COSTING SUMMARY T-9-2008 - Tender for Path Extension To Bus loop' At Sunbird Trail Park $89,903.00 Associated Costs Materials Testing Consultant Fees Miscellaneous Costs Construction Contingency GST 2,500.00 2,600.00 2,500.00 10,000.00 5,375.15 $'112,878.15 Total Gross Project Cost GST Rebate (5,375.15) $107,503.00 Total Net Pro'ect Cost 4. Project Cost under (over) Approved Funds $13,497.00 I The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the . financing of the expenditures contained in this report and concurs. July 15, 2008 Tender T-9-2008 Tender for Patrl Extension To Bus Loop at Sunbird. Trail Park Page 3 Attachments: 1. Location l\.lap 2. Supply & Services Memorandum dated June 26, 2008 3. Health & Safety Memorandum dated July 3, 2008 " 7 .~ l f Prepared By: ~--". arrell 8. Selsky, C.E.T., C Superviso , Engineering & Everett Buntsma Director, Operations & Emergency Services Vera A. Felgemacher C.P.P., CPPO, CPPB,C.P.M., CMM III Manager, Supply & Services ~M~ k Gillis A. Paterson . '0 Director, Corporate Services & Treasurer .I ~' I cN'Richard . Holborn, P. Eng. . Division Head . Municipal Pr~perty & Engineering DS:nw Attachments _Copy: Chief Administrative Officer Recommended for the consideration of Pickering City unci ." N' July 15, 2008 Tender T-9-2008 Tender for Path Extension To Bus Loop at Sunbird Trail Park Page 5 "' .:':, ',._1 . -' '_'::'~;i_j.U-;-...L":L(2':1~~A,1/Dv,"1 Ji./.!.f 15'/~ : _L~.. (,; --L-- g MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender: T-9-2008 PATH EXTENSION TO BUS LOOP SUNBIRD TRAIL PARK o <l o ~ ~ Z <l lD w (fJ o a:: ?- \00 GO~?- '?-o 0-<0 If) W l- I 5: w ~ o Z 0:: w SWAN PL. c;--- ~ AVEN UE LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: The construction of a 2,Om wide asphalt pathway from Sunbird Trail Park to the bus loop on Whites Road, including the installation of box culverts, guardrails, path lighting, planting and associated earthworks, LIMPandEIDesign Support\Capital Projects & SchedulinglAttachmen/s for Tenders\2008IT-09.08 Sunbird Trail walkway. doc . ClbJ g~ :',"' \CHMENT;q: _2-_ Rt?O:~T;F-!"'L~f,-1"A" 4 ;U,Z)(/.-'Vf / .0; -..3-.- ..J:/e... Y i-'h 9 MEMO To: Richard Ho/born Division Head Municipal Property & Engineering June 26,2008 From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, . Engineering & Capital Works Subject: Tender No.T-9-2008 Path Extension to Bus Loop at . Sunbird Trail Park Tenders have been received for the above project.. Six companies were invited to bid. An advertisement was placed in the Daily Commercial Ne'A'S and on the City's website yielding . interest from additional bidders. Thirteen companies received a tendering package for a non- refundable fee of $50.00. Seven {7} bidders submitteda tender for this project. A copy of the Record of Tenders Opened a.nd 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 extc?i13i::.ns will be corrected. accordingly, which has been done. . . All deposits other than the low three bidders may be! (,';; :ned to t;,J applicable bidders as provided for by Purchasing Procedure No. PUR 01 0-00 1, Item 10.C3(w). However, all bids have been retained and copies are attached for evalu2t:cn. "...,:....,.;.',..> >', SUMMARY PST/GST INCLUD~::D T~T:9.~~~~i( r=Dl>."-FTER~~t3E~8~~~~J~~ii! . J '-':....... I "'__ __---.::-.~~~_~_~. .....,.... ,CQMPANYNAME/. Dig Con International Limited Mont orne MacEwan Mo al Construction Elir a Construction Ro alcrest Pavin & Contractin Aloia Bras Concrete Contractors JPK Contractin 96,727. 98,32?CU ----- 108,_99-' .4L_ 115 ~-'/: (I., ,'- I-~.~~~-:..._- 126,4/'~~." . 99,4(}}":: I .. ..... _.___ ...__-1. 9',/::-:/.48 9 ,32:2.00 108,991.47 115,374.00 ..___~~~4~.1.95 2"15,2/".35 0" ' Z ..~2 3 /'/1 E /l7 &.,J/e /9,;U t:J vi ,rt-1 ..:r J .... if / S / t) 8 4 1'1 J '..J Extensj~ms have been checked and Dig Con Internat: ~':;: 'Y:= 3ars to be low bidder, Advise of as soon as possible jf we are to proceed t J (~. ~u~st Health & Safety documentation of the low bidder, pursuant to Information to Bidder.3 :'? ,-,-:~,? 21 and 22, for review during the evaluation phase of this tender call. (a) a copy of the Health & Safety Policy to be used on U~::; project; (b) a copy of the current Workplace Injury Summary S'3pcrt issued by vVorkplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may [;9 :~',,:;::',l;:ted); (c) a copy of the current Certificate of Clearance is?'_~':=; b~/ Workplace Safety & Insurance Board; (d) the City's certificate of ,insurance shall be cOlTiJI= ~(<; by the bidder's ase~t, broker or insurer; (e) Waste Management Plan, (18 - Item 22}. Include the following items in your Report to Council:- (a) if items (a) through (d) noted above, are accc;" ,.' , the Safety & Training Co- ordinator; (b) any past work experience Dig Con Internatione! i:~ ":'.,,;(1g work location; (c) without past work experience, if reference infc, r. ' :: ::; acCe;)la~;G; (d) the appropriate account number(s) to which tll:3 v,icrk i~~ to be charged; (e) the budget amount(s) assigned thereto; (f) Treasurer's confirmation of funding; (g) related departmental approvals; ,(h) a'ny reason(s) why the low bid of Dig Con Intern(l~:Jn:]1 is not acceptable; and (i) related comments specific to the project. ' vf attachment June 26, 2008 '1'-9-2008 Path Extension to Bus Loop - Sunbird Trail Page 2 ';x;, ~ '0 ", ~~- ~ ..~ s ~ ~ ~ ~ l(- ~ ~ '-t.I s,' " ~ N~ CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED ~. . c. ITYSTAPF'..~RESENT. 'p..:. .- - C~~0.i4'U~ - p.'.-~. ->~. . ..r...0.....<A;ffi:;~-P-....- .~ / ......,;. ->-\ (.' (9-(" .... #.. /1 Gl~ ~<::f ~ () cJ;-"~"l,..,,-- Tender Description: Tender No. T -9-2008 Bidder Name Bid Deposit Mapa! Construction Limited /0 ':10 J.PK Contractino Ltd. ~i~ 000 I Aloia Bros. Concrete Contractors 1.;3':i; 000 Dig Con /OD/" -'- /0 e;" Montgomery MacEwen Contractin /0010 [::C.A R../',q.- /0% SUNBIRD RA!LPARK - PATH EXTENSION TO BUS LOOP . D~te: Wednes.ckq, June 25,,2008 Time: Approx. 2:15pm Total Amount Tendered t,/" v. iI 191 qOO. 3S- c6 /.2(0 .lj 7Q, of:: / d>q'l. 39'6-# i<;" Y'" V" a/" rz5//5", 3 7'1.00 V' v' . OTHER COMMENTS 1" I[ " _ ,,~: I .ih,:;':htJl? 4.lJ,J, ..:r d LV I j-'(/- , Oz ~ CUlJ q~ ___.l /.' MEMO Vera Felgemacher Manager Supply and Services R-E-e-E+V-E D JUL 4 2008 To: July 3" 2008 CITY OF PICKERING MUNICIPAL PROPERTY & ENGINEERING From: Michelle Montgomery ~ Coordinator, Health & Safety Subject: T-9-2008 Path Extension to Bus Loop At Sunbird Trail, Pickering biG CoN As requested I have reviewed the following documents submitted by the above prospective contractor: ' .' . Copy: . Health and Safety Regulations -a7MA yoa . ' CAD-7 Calculations Statement as 'of 15SEP07 e WSIB Clearance Certificate 05MA YOS .. Certificate of Insurance -Commercial General Liability F.xpiry OlJUL08 -Automobile Uabilily Insurance Expiry 2SfvlAR09 From a Health & Safety perspective, these documents are acceptable. If you have any questions or concerns, please contact me directly at ext.4645. t J~l ),.JYtjJmtLrU ~~merLJ. Reviewed Documentation Attachments: {}&ktv1h 1/11'MI'IJ... , Cil1J 0# ~"",..."", -- l-lb ./f ..:t C<:,. (/. LJ o' ;) l ,-,::::,,<, 7, ',,) MEMO To: From: Copy: Subject: Thomas J. Quinn Chief Administrative Officer August 14, 2008 Everett Buntsma ...,......C..'\i()), .^ Director, Operations & Emergency Services .::.'...........~.......A.A. U~ :.::5.1IID.Vtf=.....'t/ /} " ....::..:::.(--t?ffi}7i".j~ Director, Corporate Services & Treasurer.. '''66'p,/ {;mcu~~.f\ . Division Head, Culture & Recreation .' ~.:.:.:,;';;~i:'.~=:==I~j~~:'~;1'0~(~;~~~:.'::'j Division Head, Facilities Operations . Iii . .. . . ~::(':u!\\c:n.. P~{C.l f Cr-'C~ ~\!;(Jil,rrCO:.I,i.f :i M a I nte na nce Mechan IC, Fa cllJtfes ";;::t:-:;::-':,;:':,:;:;~,-:-'-"'''i-+-::;:-'.:':-c:-;:.::;:.--:~-i . ,~jk~ii~~~_.:=:t~-.:t~f:~~~~:l.~=:==~~~:; Tender No. T-11-2008,.. ;!.'j~~~tXV l.! HUIV:M.,! Hl.'~-1 . i Tender for Supply & Installation of Humidification Syste~~F.!.:~)~~~;EI:j'C:JTr;~j;.S:'...::::~-~~~:"" P. k . C" C I ; ! CUt tic HEC ; i CL;";.:'c',,';f IC enng IVIC omp ex ("T~',-:"~--'---'-"-i' ...1.;-..;.:.:.:.....::............. File: F-5400 r..t:;f~}t-~:...~:~:.:....:t..+~<~'-:~.:.:.::-:::'.;,:.. .... Tenders have been received which closed on Wednesday, July 23, 2008 for the supply and installation of a humidification system at the Pickering Civic Complex. Seven (7) companies were invited to participate, of which three (3) bidders attended a mandatory site meeting and submitted a tender for this project. SUMMARY GST included Bidders Total Tendered Amount $ After Calculation Check $ Gimco Limited 237,897.00 237,897.45 l Canadian Tech Air Systems Inc. 244,386.00 244,440.00 -- Bird Mechanical Ltd. 252,000.00 252,000.00 Recommendations: 1. That Tender Report T-11-2008 for the supply and installation of a Humidification System at the Pickering Civic Complex be received; ",__,',' ~''''''''n /4 4. The Director, Corporate Services & Treasurer has agreed that the project will be financed as provided for in the 2007 and 2008 Capital Budget: a) the sum of $80,000 to be funded from Federai Gas Tax monies previously allocated in the 2007 Capital Budget; b) the sum of $36,000 to be funded from Federal Gas Tax monies allocated in the 2008 Capital Budget; c) the sum of $85,000 to be funded from Federal Gas Tax monies allocated in the Library's 2008 Capital Budget; d) the combined total of the above 2007 and 2008 approved Budgets is $201,000. ~ 5. Subsequent to the 2008 Budget approval, City staff was successful in applying for a grant from ' the Ministry of Energy and Infrastructure to b sed" specffica!ly for this project in the amount of $46,500, thus minimizing the over-expenditu to $7069.45. lJie sum of $46,500 will be funded from the approved grant from the Ministry of En '. flG-l-nttastructure. 6. The Director, Corporate Services & Treasurer has also agreed to finance the over-expenditure of $7,069.45 from under-expenditures in the 2008 Current Budget 7. At the time of writing, the Ministry of Energy and Infrastructure has indicated their willingness to renegotiate the grant amount due to the current construction costs submitted by the lowest bidder being significantly higher than the original estimate. Any increase in grant amount as a result of this re-negotiation will be used to cover the anticipated over-expenditure and any further excess will be used to reduce the portion funded by the Federal Gas Tax Reserve Fund. 8. Staff were unaware of the grant at the time of budget and it was applied for in July 2008. The Province has approved the grant specifically for this project. As Council has approved the project and the grant can only be applied to it, the Director Corporate Services & Treasurer has agreed to the revised financing which will reduce the draw required from the Federal Gas Tax Reserve Fund. EXECUTIVE SUMMARY: As pari of the 2008 Culture & Recreation Capital Budget, the replacement of the Humidification System for the Pickering Civic Complex, including the Central Library, was approved as a construction project. This project was originally budgeted for in 2007, and then carried forward into 2008 as the scope of the total project was increased. August 14, 2008 Tender No. T-11-2008 Tender for Supply & Installation of Humidification System Pickering Civic Complex Page 2 The entire project was estimated to .-;ost $201,000 and was to be funded entirely from Federal Gas Tax due to the energy savings and environmental components. During the budgeting process, an application for grant funding was submitted to the Ministry of Energy and Infrastructure from the City's Office of Sustainability. ; 5 The total project cost with recent tenders has come in higher than estimated due to market \ conditions. However, the City has been successful in receiving a grant in the amount of $46,500 from the Ministry of Energy and Infrastructure, thus minimizing the required ever-expenditure to approximately $7,OOO.OO.~ . - - -- - Financial Implications: 1. TENDER AMOUNT I T-11-2008 GST Sub-Total GST Rebate Total $226,569.45 11,328.00 237,879.45 (11,328.00) $226,569.45 2. APPROVED SOURCE OF FUNDS Culture & Recreation Ca ital Bud et Proiect Code Source of Funds . BudQet Required 5700.0705.6181 . Federal Gas Tax $80,000.00 $80,000.00 5700.0810.6181 Federal Gas Tax 36,000.00 36,000.00 5800.0829.6181 Federal Gas Tax 85,000.00 85,000.00 MECF Grant _ ~6,500.00 l F u ~ ds A vai!~~ le____.._________~Z_Qj_!~QQ~9.~______.__.___1?!?1.~oq~Q.Q. 3. ESTIMATED PROJECT COSTING SUMMARY. r T-11-2008 ~ssociated Costs T-11-2008 Consultant Fees Tender & Misc. Costs Contingency Total Costs GST Total Gross Project Cost GST Rebate Total Net Project Cost 4. r"iJroject Cost under (over) Approved Funds L. $226,569.45 20,000.00 6,000.00 2,000.00 254,569.45 12,728.47 267,29"1.92 (12,728.4Z2 l254..?69.15 - ($7,069.45) I August 14, 2008 Tender No. T-11-2008 Tender for Supply & Installation of Humidification System Pickering Civic Complex Page 3 Prepared By: ;6 Approved/Endorsed By: ..:,/-\ ' /t:;;;;1-;{ /1 . /"<' I j /#' '---/ /' '. Everett Bl,Jn m Director, Gperations & Emergency Services -- Tony Prevedel Division Head, Facilities Operations ~ - -- .--..'.::/ ~-"~~:- - 5l ~~. ~._-_._.._----- Gillis Paterson Director, Corporate Services & Treasurer TP:mld I all)/ August 14, 2008 Tender No. T-11..2008 Tender for Supply & Installation of Humidification System. Pickering Civic Complex Page 4 i;d lAl.,.i,',-,- .,-.';;,. 1" " ~,,)..... ,. "'< .:LJ:;f-,' :~ ,'\.:1:'(.1 :-.1 ,f ....;;.....'-::{ i l.) .."....- " _.'_ __ ,:.,,_,.,' ,~,..,::,." _ .' .l;,.:. _' ADMINISTRA. lION DEPART~IEl'TT CLERK'S DIVISION 7 RE -E"- _.. " . x,.- ,. , . ;\ .~l ~r ':~.'~':: ill .- t.,J7 "; 0.' ?~ C IT yO;:: ~; ,'-, " .. .-~: oJ . r I,' ..~\ ..... ".f:~;0j MEMOR.Pu~TIUM MA.Y L 0 2002 . . CORPORATF :-cH>\,"( ''':C, . .. ...) _.' } ." I _,Jr.':-\ May 27, 2002 TO: Tom Quinn, Chief Administrative Officer Gil Paterson, Director, Corporate S~rvices & Treasurer FROM: Bruce Taylor, Clerk SUBJECT: Referrals from Council Meeting of May 21,2002 Please be advised that the Council of the City of Pickering passed Resolution #80/02, Item #4, at th, Council Meeting of May 21, 2002, as follows: 1. That Repori to Council CAO 04-02 seeking authorization by the Chief Administrative Officer to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council be received; and 2. That subject to the Council approved Purchasing Policy & Procedure, the Chief Administrative Officer be authorized to act in Council's approval capacity on bebalf of Council during any recess, break or absence of City Council on the condition that: a) such actions are in compliance v,~th the Purchasing Policy & Procedure as approved under Resolution 136/01; and b) tbe costs thereof are within the budget previously approved by Council; and c) a report respecting those approvals is subsequently submitted to Council. 3. That appropriate officials of the City of Pickering be authorized to give effect thereto- ',J , / // -// Y /l/} ,IIL/ (/' Bruce Taylor ./ . / L_---. BT:dk Copy: T.J. Quilln, Chief Administrative Officer ~lIi . 1 TT(\CH.. -'M. i:;. n"11: /:, ~. ;f'\ ~I ;o..j'-;~ j 'Il__~ nCI:'()!)T.u "C Ll4 ~ ,jC:( fHOof q!l'\ r1"__L~_" I v;(...,; g INTER-DEPARTl\tlENT~~L l\tIEMORAc~DUlVl CLERK'S DIVISION DATE: June 6, 2000 RECEIVED CITY OF PICKERING JUN 0 6 2000 TO: G. . Paterson Director, Corporate Services & Treasurer CORPORATE SERVICES FROM: Bruce Taylor City Clerk Please be advised that the Council of the City of Pickering passed Resolution 85/00, Item #1 at the Council Meeting of June 5, 2000, as follows: That Report to Council CS 12-00 regarding authority for the Director, Corporate Services & Treasurer to recommend project financing approval during recesses of Council be received, and 1. The Director, Corporate Scr'viccs & Treasurer be authorized to recommend and approve project financing to the Mayor and Chief Administrative Officer for projects contained in the annual capital budget or current budget, during recesses of City Council; and 2. That appropriate officials of the City of Pickering be authorized to give effect thereto. This resolution is sent to you for your information. ~ L--__________ Bruce Taylor, City Clerk ee. Y.I. Quinn, Chief Administrative Officer