HomeMy WebLinkAboutOES 19-10
Report To
Executive Committee
PICKERING Report Number: OES 19-10
131 Date: September 7, 2010
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Tender for Dunmoore Tennis Court Reconstruction
File: A-1440
Recommendation:
1. That Report OES 19-10 of the Director, Operations & Emergency Services
regarding the tender for Dunmoore Tennis Court Reconstruction be received.
2. That Tender T-8-2010 submitted by Court Contractors Ltd. for the Tennis Court
Resurfacing Project in the amount of $139,894.00 (HST included) be accepted;
3. That the total gross project cost of $156,708 (HST included) including the
tender amount and other associated costs and the total net project cost of
$141,120 be approved;
4. That the Director, Corporate Services & Treasurer be authorized to finance the
project as follows:
a) that the sum of $140,000 to be financed by the issue of debentures by the
Regional Municipality of Durham over a period not exceeding five (5) years;
b) the balance sum of $1,120 to be funded from the 2010 Current Budget;
c) that the annual repayment charges in the amount of approximately $31,890
be included in the annual Current Budget for the City of Pickering
commencing in 2011, continuing thereafter until the loan is repaid, and any
financing cost to be paid out of the Current Budget;
d) the Director, Corporate Services & Treasurer has updated the City's 2010
Annual Repayment Limit and certified that this loan and the repayment
thereof falls within the City's Annual Repayment Limit for debt and financial
obligations, as established by the Province for municipalities in Ontario, and
would not cause the City to exceed the updated Limit, and therefore,
Ontario Municipal Board approval is not required prior to City Council's
authorization;
e) the Treasurer is authorized to take any actions necessary in order to effect
the foregoing;
Report OES 19-10 September 7 2010
Subject: Dunmoore Tennis Court Reconstruction Page 2 132
5. That the draft by-law attached to this report be enacted; and
6. That the Director, Corporate Services & Treasurer be authorized to take
necessary action in order to give effect hereto.
Executive Summary: As part of the 2010 Parks Capital Budget, Dunmoore Tennis
Court Reconstruction was approved as a construction project. Tender T-8-2010 was
issued on June 16, 2010 and closed on Wednesday, July 7, 2010 with five (5) bidders
attending the site visit, and two (2) companies submitting a bid. The Operations &
Emergency Services Department, Operations & Facilities Division recommends
acceptance of the bid submitted by Court Contractors Ltd. The total net project cost is
estimated to be $141,120 (net of HST rebate). The City's purchasing policy requires
staff to Report to Council on matters of the tender and financing in order to proceed with
this project in a timely manner.
Financial Implications:
1.
Tender Amount
T-8-2010 $123,800.00
HST (13%) 16,094.00
Subtotal $139,894.00
HST Rebate (11.24%) (13,915.121
Total $125,978.88
2.
Approved Source of Funds
Parks Capital Budget
Location Project Code Source of Funds Budget Required
Dunmoore
Tennis Court 5780.1003.6181 Five (5) ye sir debt $180,000 $140,000
Reconstruction financing
Property Taxes 1,120
Total 1 Q 141120
CORP0227-07/01 revised
Report OES 19-10 September 7, 2010
Subject: Dunmoore Tennis Court Reconstruction Page 3
.133
3.
Estimated Project Costing Summary
T-8-2010 - Tender for Dunmoore Tennis' Court
Reconstruction 5780.1003.6181
Project Costs
Tender Cost
Supply of labour, materials and equipment to provide $123,800
reconstruction of (4) Tennis Courts located at
Dunmoore Park
Contingency Costs 12,380
Advertising & Miscellaneous 2,500
Total Costs $138,680
HST (13%) 18,028
Total Gross Project Costs 156,708
HST (11.24%) 1. ( 5,588)
Total Net Project Cost 1141,120
Project cost under (over) the approved funds by $38,880
Sustainability Implications: The reconstruction of the Dunmoore Tennis Court using
the penetration asphalt system which includes grinding of the 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 and compacted to form the base for
the new surface.
Background: As part of the 2010 Parks Capital Budget, the Dunmoore Tennis
Court Reconstruction was identified as a construction project. Tender T-8-2010 was
issued on June 16, 2010 and closed on Wednesday, July 7, 2010 with five (5)
companies attending the site visit, and two (2) companies submitting bids. The total
gross tender cost is estimated to be $139,894 for an estimated net cost to the City of
$125,978.88 (net of HST 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 Insurances 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 reference: submitted and the bonding available on
this project, the tender is deemed acceptable.
CORP0227-07/01 revised
Report OES 19-10 September 7, 2010
Subject: Dunmoore Tennis Court Reconstruction Page 41 34
Upon careful examination of all tenders and relevant documents received, the
Operations & Emergency Services Department, Operations & Facilities . Division
recommends the acceptance of the bid submitted by Court Contractors Ltd. for Tender
T-8-2010 and associated costs in the amount of $156,708 (HST included) and that the
total net project cost of $141,120 be approved.
This memo has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Supply & Services Memorandum dated July 8, 2010
2. By-law to authorize issuance of debentures in the amount of $140,000 for the
Dunmoore Tennis court construction
Prepared By: Approved/Endorsed By:
oh /Hannah Everett Buntsma, Director
SuKerintendent, Municipal Operations Operations & Emergency Services
C
J~vr Do T colt Gillis A. Paterson, Director
Inspector Parks Corporate Services & Treasurer
Vera A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
I
Caryn Kong
Senior Financial Analyst
Capital and Debt Management
CORP0227-07/01 revised
Report OES 19-10 September 7, 2010
1u?e~Jct: Dunmoore Tennis Court Reconstruction Page 5
JH:cr
Copy: Chief Administrative Officer
Recommended or the consideration
of Pickerin ou i
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
ATTACH MENT#.J_ T9REPORT# 65S ~i-ld
of
N
_ 1 3 6
~
PI KERI Memo
To: Everett Buntsma July 81h, 2010
Director, Operations & Emergency Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: John Hannah
Superintendent, Municipal Operations
Subject: Tender No. T-8-2010
Tender for Dunmoore Tennis Court Reconstruction
Closing: Wednesday July 7th, 2010
File: F-5400-001
Tenders have been received for the above {project. An advertisement was placed in. the Daily
Commercial News and on the City's website inviting companies to download the tendering
documents and drawings for this pFoject. Five (5) bidders signed-in at the mandatory site visit
held on Monday, June 28th, 2010 at 1.0:00AM:of which two (2) submitted_ a 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_
Copies.of the tenders are attached for your review along with the summary of costs.
SUMMARY
Harmonized. Sales Tax included
Iidtler Total' Tenderetl Amount 'After GalcUlation,Check
Di g -Con International $175,150.00 x_$175,150:00
Court Contractors $139,894.00 $139,894,00
i
_ To npo T#
ATTACHMENT#
Uf
137
Pursuant to Information to Bidders Item 19, 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;
(b) 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 current CAD 7, NEER, or MAP reports may be submitted);
(c) Acopy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d) The City's certificate of insurance or approved alternative form shall be completed by
the bidder's agent, broker or insurer;
Include the following items in your Report to Council:
(a) . if items (a) through (e) noted' above, are acceptable to the Co-ordirnator, Health & Safety;
(b) if item (d) = Insurance - is acceptable to the Manager, Taxation;
(c) any past work experience with the low bidder - Court Contractors - including work
location;
(d) without past work experience, if reference information.is acceptable;
(e), the appropriate' account number(s) to which this work is to be charged;
(f) the budget amount(s) assigned thereto; .
(g) Treasurer's confirmation of funding;
(h) related departmental approvals;
(i) any reason(s) why the low bid is not acceptable;. and
(j) 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 y u require further information, please feel free to contact me or a member of Supply &
Se ices.
VAF/ar
Attach ents
July 8 12010
Page 2
Tender No. T-8-2010
Tender for Dunmoore Tennis Court
Reconstruction
1
Ch'l EN ~'OREP0RT# 6C_ .(q-t Z7
The Corporation of the City Of Pickering 138
By-law No.
Being a by-law to authorize the issuance of debentures in
the amount of $140,000 for the Dunmoore Tennis Court
Reconstruction Project in the City of Pickering
Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier
municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and,
Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and,
Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and,
Whereas The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
Whereas the Council of the City wishes construction to proceed in respect of Dunmoore
Tennis Court Reconstruction Project; and,
Whereas before authorizing the construction to proceed in respect of Dunmoore Tennis
Court Reconstruction Project on the date hereof the Council of the City had the
Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the
estimated annual amount payable in respect of such project and determined that such
annual amount would not cause the City to exceed the updated Limit and therefore,
Ontario Municipal Board approval is not required as per Section 401 of the Municipal
Act, 2001, as amended, and the regulations made thereunder;
And whereas after determining that Ontario Municipal Board approval is not required,
the Council of the City approved report, OES 19-10 on the date hereof and awarded
Tender T-8-2010 for the Dunmoore Tennis Court Reconstruction Project.
Now therefore the council of The Corporation of the City of Pickering hereby enacts as
follows:
1
To REpORT#_LC
By-law No. a Page 2
139
.
1. That the City proceed with the project referred to as "Dunmoore Tennis Court
Reconstruction";
2. That'the estimated costs of the project in the amount of $141,120 be financed as
follows:
a) The sum of $140, 000 be financed by the issue of debentures by the
Regional Municipality of Durham over a period not exceeding five (5) years;
b) The balance sum of $1,120 be funded from the 2010 Current Budget;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2011 and continuing
thereafter until the loan is repaid.
By-law read a first, second and third time and finally passed this 13th day of September,
2010.
David Ryan, Mayor
Debbie Shields, City Clerk