HomeMy WebLinkAboutOES 36-09
City REPORT TO
_ A COUNCIL
UIND
Report Number: OES 36-09
Date: June 15, 2009
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Tender No.T-8-2009
- Tender for Walkway Lighting - Amberlea & Rouge Valley Parks
- File: A-1440
Recommendation:
1. That Report OES 36-09 of the Director, Operations & Emergency Services
regarding Walkway Lighting - Amberlea & Rouge Valley Parks be received;
2. That Tender T-8-2009 submitted by Wayne Electric Co Limited for Walkway
Lighting - Amberlea & Rouge Valley Parks in the amount of $145,110 (GST
included) be accepted;
3. That the total gross project cost of $165,900 (GST included) including the tender
amount and other associated costs and the total net project cost of $158,000, be
approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a) the sum of $158,000 to be funded from Provincial TI Grant;
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 Property Maintenance Capital Budget,
the Walkway Lighting Project - Amberlea Park, and the Walkway Lighting Project -
Rouge Valley Park were approved as construction projects. Tender T-8-2009 was
issued on Thursday, May 14, 2009 and closed on Wednesday May 27, 2009 with twelve
(12) bidders picking up tendering packages, sixteen (16) companies attending the site
visit and ten (10) companies submitting a bid. The Operations & Emergency Services
Department, Municipal Property & Engineering Division recommends acceptance of the
low bid received from Wayne Electric Co., Ltd. The total net project cost is estimated to
be $158,000 to the City (net of GST rebate).
Report OES 36-09 June 15, 2009
Subject: Tender for Walkway Lighting - Amberlea & Rouge Valley Parks Page 2 16
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-8-2009 $138,200
GST 6.910
Sub-Total 145,110
GST Rebate (6,910)
Total $138,200
2.
APPROVED SOURCE OF FUNDS
2008 Property Maintenance Capital Budget
Location Project Code Source of Funds Budget Required
Walkway 5311.0810.6181 Project funded from
Lighting - Provincial TI Grant $55,000 $38,400
Rouge Valley
Park
Walkway 5311.0811.6181 Project funded from $115,000 $119,600
Lighting Provincial TI Grant
Amberlea Park
FUNDS AVAILABLE $170,000 $158,000
3.
ESTIMATED PROJECT COSTING SUMMARY
T-8-2009 - Tender for Walkway Lighting
Amberlea Park 5311.0811.6181 and Rouge
Valley Park 5311.0810.6181
Associated Costs
Amberlea Park
Tender Cost (T-8-2009) Removal and Disposal
of Existing Walkway Lighting
Supply and Installation of New Walkway
Lighting $106,000
Associated Costs-Design & Tender Costs 5,000
Contingency 8,000
Total Costs - Amberlea Park $119,600
CORP0227-07/01 revised
Report OES 36-09 June 15, 2009
1S~bject: Tender for Walkway Lighting - Amberlea & Rouge Valley Parks Page 3
Rouge Valley Park
Tender Cost (T-8-2009) Removal and Disposal
of Existing Walkway Lighting.
Supply and Installation of New Walkway $31,600
Lighting
Associated Costs-Design & Tender Costs 4,000
Contingency 2,800
Total Costs-Rouge Valley Park 38,400
Total Costs - Amberlea & Rouge Valley Parks $158,000
GST 7,900
Total Gross Project Cost 165,900
GST Rebate 7~ ,900)
Total Net Project Cost 158,000
Project Cost under (over) approved funds by $12,000
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 light poles used in Walkway Lighting Project will
be direct bury concrete that will double the life span of the pole in comparison with the
standard metal poles. The new lights are more energy efficient, with a longer life span
and reduced energy use and cost.
Background: As part of the 2008 Property Maintenance Capital Budget, the
Walkway Lighting Project - Amberlea Park and the Walkway Lighting Project - Rouge
Valley Park was identified as construction projects. Tender T-8-2009 was issued on
Thursday, May 14, 2009 and closed on Wednesday, May 27, 2009 with twelve (12)
bidders picking up tendering packages, sixteen (16) companies attending the site visit,
and ten (10) companies submitting a bid. The total gross tender cost is estimated to be
$145,110 for an estimated net cost to the City of $138,200 (net of GST rebate). The
total gross cost including other associated costs is estimated to be $165,900 for an
estimated net cost to the City of $158,000 (net of GST rebate). References for Wayne
CORP0227-07/01 revised
Report OES 36-09 June 15, 2009
Subject: Tender for Walkway Lighting Project - Amberlea & Rouge Valley Park Page 4
Electric Co Limited 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 Wayne Electric Co Limited have been
reviewed by the Coordinator, Health & Safety and are deemed acceptable. In
conjunction with staffs review of the contractor's previous work experience check of
references submitted and the bonding available on this project, the tender is deemed
acceptable.
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 Wayne Electric Co
Limited for Tender T-8-2009 in the amount of $145,110 (GST included) and that the
total net project cost of $158,000 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:
i 1
Don Turcott, Inspector Parks~r Everett ma, irector
Operations & Emergency Services
Joh oy e, Superv' or Ri and Holbor ,Division Head
P s Operations -Municipal Property & Engineering
Vera A. Felgemacher Gillis A. Paterson, Director
C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer
CORP0227-07/01 revised
Report OES 36-09 June 15, 2009
Subject: Tender for Walkway Lighting Project - Amberlea & Rouge Valley Park Page 5
11
Manager, Supply & Services
RH:cr
Copy: Chief Administrative Officer
(Acting) Chief Administrative Officer
Recommended for the consideration
of Pickering Ci ou it
o as J. Quin DM MM
Chief Administrative Officer
CORP0227-07/01 revised
REPORT'#~~
C-c'ty 1. e 4 r
Aft 120
MUNICIPAL PROPERTY & ENGINEERING
Attachment for Tender T-08-2009
TENDER FOR WALKWAY LIGHTING PROJECT - AMBERLEA &
ROUGE VALLEY PARKS
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
9 The project includes the removal & replacement of walkway lighting
rl IC l,o i~ I V G U
L0i MAY 2 8 2009
121
CITY OF RTC& E GINN ERIE
City b~ MUNICIPAL
ICI
I I
PICKERING MEMO
To: Richard Holborn May 28, 2009
Division Head, Municipal Property & Engineering
From: Vera A. Felgemacher
Manager, Supply & Services
Copy:
Subject: Tender No. T-8-2009
Tender for Walkway Lighting - Amberlea & Rouge Valley Parks
Closing Date: May 27, 2009
Tenders have been received for the above project. Eleven (11) companies were invited to
participate. An advertisement was placed in the Daily Commercial News and on the City's
Website. Twelve (12) bidders picked up tendering packages. A mandatory site visit was held
on Monday, May 11, 2009 and sixteen (16) bidders attended of which ten (10) bidders
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.
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
Wayne Electric Co. Limited 145,110.00 145,110.00
Nadalin Electric Co (Ont) Ltd 160,650.00 160,650.00
Evans golf Corporation 166,542.60 166,542.60
Ron Robinson Limited 188,054.52 188,054.49
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Carillion Canada Inc. 205,828.19 205,282.19
Dundas Power Line Ltd. 207,821.25 207,821.25
Langley Utilities Contracting Ltd. 226,800.00 226,800.00
LCS Electrical UNABLE TO BID
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);
(e) Valid certificate(s) of qualification (electrician - construction and maintenance) issued
by the Ontario Training Adjustment Board for personnel performing electrical service
for the City.
(f) Copies of current qualification certificates for each such personnel.
(g) a copy of the current lock out procedure to be used.
(h) a copy of Fall Arrest Policy;
(i) a copy of "genie and man lift licence" for each employee using such equipment.
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 Wayne Electric Co. 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 Wayne Electric Co. Limited. is not acceptable; and
(i) related comments specific to the project.
May 28, 2009
Tender No. T-8-2009 Page 2
Tender for Walkway Lighting - Amberlea &
Rouge Valley Parks
ATTACH M ENT 'CC) REPORT
of
MJS Consultants 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 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/j
Attachments
May 28, 2009 Page 3
Tender No. T-8-2009
Tender for Walkway Lighting - Amberlea &
Rouge Valley Parks
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