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Home My WebLink AboutOES 35-09 Ctrs ° REPORT TO COUNCIL !1!CC PKER 1 Report Number: OES 35-09 Date: June 15, 2009 106 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender No.T-7-2009 - Tender for Tennis Court Resurfacing Project - Kinsmen & Maple Ridge Park - File: A-1440 Recommendation: 1. That Report OES 35-09 of the Director, Operations & Emergency Services regarding the Tennis Court Resurfacing for Kinsmen Park & Maple Ridge Park be received; 2. That Tender T-7-2009 submitted by Court Contractors Ltd. for the Tennis Court Resurfacing Project in the amount of $199,710 (GST included) be accepted; 3. That the total gross project cost of $210,000 (GST included) including the tender amount and other associated costs and the total net project cost of $200,000, be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of $200,000 to be funded from property taxes; 5. That Council authorize the Director, Corporate Services & Treasurer to take any actions necessary in order to effect the foregoing; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: As part of the 2008 Parks Capital Budget, Tennis Court Resurfacing for Kinsmen and Maple Ridge Park was approved as a construction project. Tender T-7-2009 was issued on Thursday, May 7, 2009 and closed on Wednesday, May 27, 2009 with thirteen (13) bidders picking up tendering packages, eight (8) companies attending the site visit, and one (1) company submitting a bid. The Operations & Emergency Services Department, Municipal Property & Engineering Division recommends acceptance of the bid submitted by Court Contractors Ltd. The total net project cost is estimated to be $200,000 to the City (net of GST rebate). Report OES 35-09 June 15, 2009 Subject: Tender for Tennis Court Resurfacing Project 107 Kinsmen & Maple Ridge Park Page 2 The City's purchasing policy requires staff to Report to Council on results of the tender and financing in order to proceed with this project in a timely manner. Financial Implications: 1. TENDER AMOUNT T-7-2009 $190,200 GST 9,510 Sub-Total 199,710 GST Rebate 9( ,510) Total $190,200 2. APPROVED SOURCE OF FUNDS Parks Capital Budget Location Project Code Source of Funds Budget Required Tennis Court Resurfacing 5780.0813.6129 Project Funded by $200,000 $200,000 Project - Property Taxes Kinsmen & Maple Ridge Park FUNDS AVAILABLE $200,000 $200,000 3. ESTIMATED PROJECT COSTING SUMMARY T-7-2009 - Tender for Tennis Court Resurfacing Project- Kinsmen & Maple Ridge Park 5780.0813.6129 Project Costs Tender Cost Supply of labour, materials and equipment to provide 121,400 resurfacing of (4) Tennis Courts located at Kinsmen Park Tender Cost Supply of labour, materials and equipment to provide 68,800 resurfacing of two (2) Tennis Courts located at Maple Ridge Park Associated & Contingency Costs 9,800 CORP0227-07/01 revised Report OES 35-09 June 15, 2009 Subject: Tender for Tennis Court Resurfacing Project Kinsmen & Maple Ridge Park Page 3 108 Total $200,000 GST 10,000 Total Gross Project Cost 210,000 GST Rebate (10,000) Total Net Project Cost $200,000 Project cost under (over) the approved funds by $0 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 the Tennis Court Resurfacing Project using the penetration asphalt system including grinding of existing surfacing will alleviate any removal of surfacing material to landfill. Less material is required in the process as the original surfacing material is ground to form the base for the new surface. Background: As part of the 2008 Parks Capital Budget, the Tennis Court Resurfacing - Kinsmen & Maple Ridge Park was identified as a construction project. Tender T-7-2009 was issued on Thursday, May 7, 2009 and closed on Wednesday, May 27, 2009 with thirteen (13) bidders picking up tendering packages, eight (8) companies attending the site visit, and one (1) company submitting a bid. The total gross tender cost is estimated to be $199,710 for an estimated net cost to the City of $190,200 (net of GST rebate). The total gross project cost including other associated costs is estimated to be $210,000 for an estimated net cost to the City of $200,000 (net of GST rebate). References for Court Contractors Ltd. have been checked and are deemed acceptable by the Inspector, Parks. The Health & Safety Policy, current WSIB Council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued by Workplace Safety & Insurance Board and Certificate of Insurance as submitted by Court Contractors Ltd. 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, check of references submitted and the bonding available on this project, the tender is deemed acceptable. CORP0227-07/01 revised Report OES 35-09 June 15, 2009 Subject: Tender for Tennis Court Resurfacing Project 109 Kinsmen & Maple Ridge Park Page 4 Upon careful examination of all tenders and relevant documents received, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of the bid submitted by Court Contractors Ltd. for Tender T-7-2009 in the amount of $199,710 (GST included) and that the total net project cost of $200,000 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 May 28, 2009. Prepared By: Approved/Endorsed By: Don Turcott, Inspector Parks T r - Everett sma, Director Operations & Emergency Services John yle, Supe 0 or Ric rd Holbo , Division Head Par Operations nicipal Property & Engineering Vera A. Felgemacher Gillis A. Paterson, irec or C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer Manager, Supply & Services RH:cr Copy: Chief Administrative Officer (Acting) Chief Administrative Officer CORP0227-07/01 revised Report OES 35-09 June 15, 2009 Subject: Tender for Tennis Court Resurfacing Project Kinsmen & Maple Ridge Park Page 5 1 1 Recommended for the consideration of Pickering City uncil T m s J. Quinn, RD , C Chief Administrative Officer CORP0227-07/01 revised RESURFACING OF TENNIS COURTS - KINSMEN & MAPLE RIDGE PARKS TENDER NO. T-7-1000 SPECIFICATIONS - continued 4 t d pEI E :.Y ,j 0PREP0RT# OE 5. 3S-o~j PARK LOCATION MAP C k ! i • _ ! ~ (T~r~ ~--r~ :tip t ~r~' gip' 0 C. r II'!77 I q E CIRCLE 0 L rT SANDY B EA CD , p fTl ~ t 5~ 4 A~ t t z m- R D Rt r R Page 28 of 35 z O 5 3a=dy RECEIVED l 3 MAY 2 8 2009 1 1 2 City n~ CITY OF PICKERING MUNICIPAL PROPERTY & ENGINEERING ICI PI --CKERI MEMO To: Richard Holborn May 28, 2009 Division Head, Municipal Property & Engineering From: Vera A. Felgemacher Manager, Supply & Services Copy: Subject: Tender No. T-7-2009 Tender for Resurface Tennis Courts - Kinsmen Park & Maple Ridge Park Closing Date: May 27, 2009 Tenders have been received for the above project. Eight (8) companies were invited to participate. An advertisement was placed in the Daily Commercial News and on the City's Website. Thirteen (13) bidders picked up tendering packages. A mandatory site visit was held on Thursday, May 7, 2009 and eight (8) bidders attended of which one (1) bidder submitted a tender for this project and one (1) bidder is unable to bid. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) 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). Three (3) bids have been retained for review at this time. SUMMARY PST & GST included Bidder Total Tendered Amount After Calculation Check $ Court Contractors 199,710.00 199,710.00 Burlington Paving Unable to Bid L ,oRT# OeS 35-0 113 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. Please advise when you wish us to proceed with this task. (a) a copy of the Health and Safety Policy to be used on this project, currently dated and signed; (b) a copy of the current Cost and Frequency Report issued by Workplace Safety & Insurance Board (in lieu of the Cost and Frequency document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board (received with tender submission); (d) the City's certificate of insurance completed by the bidder's agent, broker or insurer (received with tender submission); In addition, a request will be made for their Waste Management Plan, pursuant to Information to Bidders Item 22; request to acknowledge by signature the City's Accessibility Regulations for Contracted Services and request to provide their Accessibility Training Policy if available. Include the following items in your Report to Council: (a) if items (a) through (d) noted above, are acceptable to the Co-ordinator, Health & Safety (b) any past work experience Court Contractors Ltd. including work location; (c) without past Work experience, if reference information is acceptable; (d) the appropriate account number(s) to which this work is to be charged; (e) the budget amount(s) assigned thereto; (f) Treasurer's confirmation of funding; (g) related departmental approvals; (h) any reason(s) why the low bid of Court Contractors Ltd. is not acceptable; and (i) related comments specific to the project. Please do not disclose any information to enquiries except 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. VAF/jg Attachments May 28, 2009 Tender No. T-7-2009 Page 2 Tender for Resurface Tennis Courts Kinsmen Park & Maple Ridge Park 00 c n '1 1 4 ° a v n v -n 3 (D a, m m z D fU ~a m Z N <K. N N p m y m > a a CL CD (D Q z O N 44 O fll 0 o tD 0 ..A 27. 0 3 m m Z mn CL CD CD o~ m° W o a c m U) N -0 n O m n CL d w m ;r, X m x CD Z m m = -v 3 o m 22 O 3 Z 70 m z 0 0- cn D ) f v I Z N ° O 7 co 3 _ CD M W z2 N mm m j a b D m CD 0 X CL o N CL] T O m A Cn CO 0 z z 0 m z --i Cl)