HomeMy WebLinkAboutOES 11-10
City q Report to Council
Report Number: OES 11-10
PICKERING Date: May 17, 2010
74
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Tender for Roof Replacements - Pickering Fire Hall #2 and East Shore
Senior Centre
- Tender No. T-6-2010
- File: A-1440-001-10
Recommendation:
1. That Report OES 11-10 of the Director, Operations & Emergency Services
regarding Roof Replacements at the Pickering Fire Hall #2 and East Shore
Senior Centre be received;
2. That Tender T-6-2010 submitted by Eileen Roofing Inc. at a cost of $209,685.00
(GST included) be accepted;
3. That the total gross project cost of $232,785 (GST included) and a net project
cost of $221,700 including the tender amount and other associated costs be
approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the projects as follows:
a) the sum of $50,000 as provided for in the 2010 approved Capital Budget
and an additional sum of $2,900, for the Fire Hall to be funded from the
Federal Gas Tax Grant;
b) the sum of $105,000 to be funded from the Federal Gas Tax Grant, as
provided for in the 2010 approved Capital Budget for East Shore Senior
Centre be increased to $146,800;
c) the remaining sum of $22,000 for both the Fire Hall # 2 and East Shore
Senior Centre for the contingency and miscellaneous costs to be funded
from property taxes;
d) the Director, Corporate Services & Treasurer be authorized to take any
actions necessary in order to give effect to the foregoing; and
Report OES 11-10 May 17, 2010
Subject:, Roof Replacement - Pickering Senior Centre and Fire Hall #2
75 Tender No. T-06-2010 Page 2
5. That the appropriate City of Pickering officials be authorized to take necessar y
action to give effect thereto.
Executive Summary: The roof replacement at the East Shore Senior Centre and .
Firehall #2 was approved by Council in the 2010 Capital Budget for the total amount of
$260,000.
The existing roof structures have reached the end of their useful life cycles and currently
are experiencing failure in several key areas. Replacement of the roof structures will
resolve the leakage issues, resulting in the reduction of maintenance costs as well as
improving the insulation factors.
The two (2) roof replacement projects combined are $38,300 less than the approved
budget, in accordance with the low tender. The Firehall project was estimated to be
$50,000 and was received at $52,900 and the East Shore Senior Centre project was
estimated at $210,000 and was received under budget at $146,800. The marginal
additional cost for the Firehall roof will be offset by the savings from the low tender on
the East Shore Senior Centre project.
Financial Implications:
1.
TENDER AMOUNT
T-6-2010 $199,700
GST $9,985
Sub-Total $209,685
GST - 5% ($9,985)
Total $199,700
CORP0227-07/01 revised
Report OES 11-10 May 17, 2010
Subject: Roof Replacement - Pickering Senior Centre and Fire Hall #2 76
Tender No. T-06-2010 Page 3
2.
APPROVED SOURCE OF FUNDS
Senior Centre and Fire Services Capital Budget
Operations & Emergency Services Department Capital Budget
Location Project Code Source of Budget Required
Funds
Roof Replacement 5701.1002.1701 Debt- 5 Year $105,000 $0
- Senior Centre
Roof Replacement 5701.1002.7505 . Federal Gas Tax $105,000 $105,000
- Senior Centre Grant
Roof Replacement 5340.1018.7505 Federal Gas Tax $50,000 $52,900
- Fire Hall #2 Grant
$260,000 $157,900
Total
Change in Financing: -
Roofing Replacement 5701.1002.7505 Federal Gas Tax Grant 41,800
- Senior Centre
Total Required for T-6-2010 $199,700
Misc. & Contingency 5701.1002.2823. Property Taxes 22,000
5430.1018.2823
Total Funds $221,700
3.
ESTIMATED PROJECT COSTING SUMMARY
T-6-2010
$199,700
Tender & Miscellaneous Costs $2,000
Construction Contingency 20,000
Total Project Costs 221,700
GST 11,085
Total Gross Project Cost 232,785
GST Rebate (11,085)
Total Net Project Cost $221,700
Project Cost under (over) approved funds by $38,300
CORP0227-07/01 revised
Repo OES 11-10 May 17, 2010
Subject: Roof Replacement - Pickering Senior Centre and Fire Hall #2
Tender No. T-06-2010 Page 4
Although the budget for the Roof Replacement-East Shore Senior Centre was approved
to be funded 50/50 by Federal Gas Tax Grant and City's share (debt), upon further
analysis, the roof replacement was deemed to be eligible for 100% for Federal Gas Tax
Grant. The source of financing for the City' share has been revised to include both
Federal Gas Tax Grant and property taxes as indicated under Recommendation 4 b)
and c).
With the new Harmonized Sales Tax (HST) coming into effect starting July 1, 2010, the
roof replacement projects will be affected by the HST. Under the HST, municipalities will
be charged 13% on most goods and services and subject to a rebate of 11.24%,
resulting in a net cost of 1.76% to the City. The above table has presented the taxes
based on a 5% GST and the 8% PST embedded in the cost. The impact of the HST will
be shown in the progress billing to the City when the invoices are paid.
Sustainability Implications: The existing roof structures have reached the end of
their useful life cycle, and are currently experiencing failure in several key areas.
Replacement of the four roof structures will resolve the leakage issues, resulting in the
reduction of maintenance costs as well as improving the insulation factors.
Background: Bids have been received to the tendering call, which closed on
Wednesday, April 28th, 2010 for the replacement of the roof structure for the Pickering
East Shore Senior Centre and Firehall #2. An advertisement was placed in the Daily
Commercial News and on the City's website. A mandatory site visit was held on
Tuesday, April 8th, 2010 and seventeen (17) companies attended. Six (6) bidders
submitted bids for this project of which two were rejected.
The low bid was submitted by Eileen Roofing Inc. This company's references have
been checked and are deemed acceptable by the Division Head, Facilities Operations.
The Health and Safety Policy, Clearance Certificate issued by Workplace Safety and
Insurance Board (WSIB), the WSIB Cost and Frequency Record and Certificate of
Insurance as submitted by Eileen Roofing 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 bonding available on this project, the tender
is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the Facilities
Operations Division recommends the acceptance of the low bid submitted by Eileen
Roofing Inc for Tender No. T-6-2010 in the amount of $209,685 (GST included) and that
the total net project cost of $221,700.00 be approved.
CORP0227-07/01 revised
i
Report OES 11-10 May. 17, 2010
78
Subject: Roof Replacement - Pickering Senior Centre and Fire Hall #2
Tender No. T-;;6-2010 Page 5
This report has been prepared in conjunction with the Fire Chief, Senior Financial
Analyst-Capital & Debt Management and the Manager, Supply & Services who concurs
with the foregoing.
Attachments:
1. Supply & Services Memorandum dated April 30, 2010
2. Record of Tenders opened and checked
Prepared By: Approved / Endorsed By:
l
e Dwinnell d2 A4- Everett Buntsma
Supervisor, Facilities Operations Director, Operations & Emergency Services
Caryn Kong Gillis Paterson
Senior Financial Analyst-Capital & Director, L. orate Services & Treasurer
Debt Management
Tony revedel
Division Head, Operations & Facilities
Bill Douglas1
Fire Chief
Vera A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
TP:mld
Copy: Chief Administrative Officer
CORP0227-07/01 revised
Reno OES 11-10 May 17, 2010
Subjecyct: Roof Replacement - Pickering Senior Centre and Fire Hall #2
Tender No. T-06-2010 Page 6
Recommended for the consideration
of Pickering City Council
Thomas J. Quinn, RD R, CM III
Chief Administrative Officer
CORP0227-07/01 revised
Carr 00 ATTACHMENT#_I TOREPORT#
PICKERING MEMO 80
To: Tony Prevedel April 29, 2010
Division Head, Operations & Facilities
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Superintendant, Facilities Operations
Subject: Tender No. T-6-2010
Tender for Roof Replacement - Pickering Fire Hall #2 and East Shore Community
Centre
Closing: Wednesday, April 28., 2010
Tenders have been received for the above project. An advertisement was placed in the Daily
Commercial News and posted on the City's website. Seventeen (17) bidders signed-in at the
mandatory held on Thursday, April 8, 2010 at 11:OOAM.
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.
Copies of the tenders are attached for your review along with the summary of costs.
SUMMARY
PST INCLUDED/GST INCLUDED
Total Tendered After Calculation Total Tendered
Bidder Amount Option 1 Check Amount Option 2
(Base Bid) (Alternate Bid)
I Eileen Roofing Inc. $206,685.00 $209,685.00 No Bid
Nortex Roofing Inc. $220,500:00 $220,500.00 No Bid
Aseal Roofing & Sheet Metal Ltd' $237,510.00 $237,510.00 No Bid
Crawford Roofing Corp. $245,647.50 $245,647.50 No Bid
ATTACFi~ENT# TO REPORT#~~ O
Tenders received from the following bidders were rec ed'.
81
Bidder Reference
T. Hamilton & Son Automatic rejection - Tendering deposit not submitted with the
Roofing Inc. tender Reference: Purchasing By-law No. 5900-01, Procedure
No. PUR 010-001, 10.04, Item 7-9(c), 7-(15); Information to
;Bidders Items 16, 17, 18, Tendering Specifications Items 1, 2, 3.
Pop's Restoration Ltd. Automatic rejection - Late - Bid received after the specified
closing date, and time. Reference: Purchasing By-law No. 5900-
01, Procedure No. PUR 010-001, 10.04, Item 7-(1); Information
to Bidders Items 1,13, 17(b), 18...
Include the following items in your Report to Council:
(a) without past work experience, if reference information is acceptable;
(b) the appropriate account number(s) to which the equipment is to be charged;
(c) the budget amount(s) assigned thereto;
(d) Treasurer's confirmation of funding;
(e) related departmental'approvals;
(f) any reason(s) why the low bids are not acceptable; and
(g) 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.
A
i
VAF
Attachments
April 29, 2010
Tender No. T-6-2010 Page 2
Tender for Roof Replacements Pickering Fire Hall
#2 and East Shore Community Centre
ATTACFiMENT# , MREPORT;; S //-/o
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