HomeMy WebLinkAboutOES 16-10
Cary o~ Report To
Council
11 I KERI Report Number: OES 16-10
164 Date: September 13, 2010
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Tender No. T-20-2010
- Tender for Kinsmen Park Field House Retrofit & Addition
- File: A-1440-001-10
Recommendation:
1. That Report OES 16-10 of the Director, Operations & Emergency Services
regarding the Kinsmen Park Field House Retrofit &Addition be received;
2. That Tender No. T-20-2010 submitted by Nashid Construction Corp for the
Kinsmen Park Field House Retrofit & Addition in the amount of $472,453(HST
included) be accepted;
3. That the total gross project cost of $564,274 and the net project cost of $508,147
including the tender amount and other associated costs be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a) the sum of $99,000 as approved by the Recreation Infrastructure
Canada Program (RInC) -Federal Grant;
b) the sum of $99,000 as approved by the Recreation Infrastructure
Canada Program (RInC)- Provincial Grant;
c) the sum of $50,000 as provided for in the 2009 approved Capital
Budget be funded by the Provincial Grant-Investing in Ontario;
d) the sum of $50,000 as provided for in the 2009 approved Capital
Budget to be funded by the Federal Gas Tax Grant;
e) the additional amount of up to $210,147 to be funded by a draw from
the Parkland Reserve Fund;
f) the Director, Corporate Services & Treasurer be authorized to take any
actions necessary in order to affect the foregoing
Report OES 16-10 September 13, 2010
Subject:. Tender for Kinsmen Field House Addition & Retrofit Page 216 5
5. That the appropriate City of Pickering officials be given authority to give effect
thereto.
Executive Summary: The Kinsmen Park Field House Retrofit & Addition was
approved by Council in the 2009 Capital Budget at a total cost of $300,000. Two thirds
of the funding is being made available through the Recreational Infrastructure Canada
Program in Ontario (RInC/Ontario REC) Grant program.
Tenders have been received for this project which closed on Monday, August 30, 2010.
The recommended contractor is Nashid Construction Corp at a gross cost of $472,453
(HST included).
This is the second time that this project has gone out to tender. Initial bids for this
project came back substantially over budget. In an effort to maintain access to the grant
funding for this project and allow it to move forward for construction staff worked with
the Architectural consultant to reduce the scope of the project. The project still contains
the sustainable infrastructure features for this facility as well as inclusion of accessible
washroom and change room facilities.
The new tenders have been received and the total net project cost to complete Kinsmen
Park Field House Retrofit & Expansion is $508,147
Financial Implications: The proposed revised funding for this project, subject to
Council approval, is presented as follows:
Tender Amount
.T-20-2010
$418,100
HST (13%) $54,353
Sub-Total $472,453
HST - Rebate (11.24%) ($46,994)
Total $425,459
CORP0227-07/01 revised
Report OES 16-10 September 13, 2010
Subject: Tender for Kinsmen Field House Addition & Retrofit Page 3
166
2.
A roved Source of Funds
Parks Capital Budget
Location. Project Code Source of Funds Budget Required/
T-20-2010 Available
Kinsmen Park 5780.0923.6250 RInC Grant-Federal $100,000 $99,000
Field House
RInC Grant-Provincial 100,000 99,000
Provincial Grant- 50,000 50,000
Investing in Ontario
Federal Gas Tax 50,000 50,000
Funds Available $300,000 $298,000
Additional Funds Required Parkland Reserve 0 210,417
Funds
Total $300,000 $508,147
3. Estimated Project Costing Summa
T-20-2010 $418,100
Construction Contingency 41,810
Professional Fees 37,431
Advertising & Permits 2,017
Total Project Costs $499,358
HST(13%) 64,916
Total Gross Project Costs $564,274
HST Rebate (11.24%) (56,127)
Total Net Project Costs
$508,147
Project Cost under (over) approved funds by ($210,147)
Note that the approved RInC Grant has a mandated completion date of no later than
March 31, 2011. Non-compliance will result to us losing the approved federal and
provincial share in the total amount of $198,000. Therefore, consideration should be
given to move forward this project as soon as possible, otherwise the project must be
cancelled and the RInC Grants returned to the federal and provincial governments.
The reduced version of the original project still exceeds the 2009 Budget approved by
$210,147. If Council wants to proceed these funds could be drawn from the Parkland
Reserve Fund. An application for a provincial grant to go towards accessibility
CORP0227-07/01 revised
Report OES 16-10 September 13, 2010
Subject: Tender for Kinsmen Field House Addition & Retrofit Page 4 167
requirements will be made. The maximum grant is $75,000 and if the City is successful
the draw from the Parkland Reserve Fund will be reduced.
Sustainability Implications: The energy efficient winterization of the building's
structure will allow for an extended seasonal use of the facilities in the park, and
particularly the artificial turf field while reducing energy resources required to provide
this expanded service. The proposed energy efficient upgrades to the electrical and
water supply will reinforce the City's commitment to its sustainability goals.
Background: The Kinsmen Park Field House Retrofit and Addition project was
approved in the 2009 Capital Budget for a total value of $300,000. Two thirds of the
funding was to be made available through a Recreational Infrastructure Canada
Program in Ontario (RInC/Ontario REC). The project was presented and accepted for
grant funding as a retrofit and expansion of the existing Bayridges Kinsmen Park Field
House. The building is 30 (thirty) plus years old and in need of a renovation. This is
especially true due to the adjacent artificial turf field that is available for use later into the
fall and earlier in the spring. To accommodate this, the building needs to be winterized.
Under the Provincial "Accessibility for Ontarians with Disabilities Act, 2005" there is a
requirement of the Municipality to make its facilities totally accessible by 2020. The
proposed addition to the field house which will provide accessible washrooms and
change room would satisfy this accessibility requirement.
The architectural firm of Jurecka+ Associates Architects Inc. was retained to provide the
design, prepare tender specifications and technical support during construction for the
aforementioned purposes. The direction given to their firm was to create a sustainable
facility using modern technology. The intent was to create a premier showcase facility
that would demonstrate the City of Pickering's commitment to sustainability.
The allotted funding for this project was based on a very quickly assumed project scope
as the timelines for the RInC /Ontario REC applications was very short from the date of
the program announcement. Staff attempted to foresee the extent of the actual scope of
work; however, there was insufficient time to engage an architect before the application
deadline.
When the first round of tenders were received for this project, they were significantly
higher than the allotted funding available. As a result, the Architect and staff reviewed
the project and redesigned the scope of the project. Also staff are exploring other
sources of funds such as grants and donations.
A project design package has been developed for Council's information. It will provide
specific details and illustration for the project. Tenders have been received which
closed on Monday, August 30, 2010 for this project.
CORP0227-07/01 revised
Report OES 16-10 September 13, 2010
Subject: Tender for Kinsmen Field House Addition & Retrofit Page 5
168
An advertisement was placed in the DCN and on the City's website. Twenty (20)
bidders attended a mandatory site visit held on Thursday, August 12, 2010 of which 5
responded and submitted a bid for this project.
The Record of Tenders Opened and Checked is attached.
The Confined Space Entry Procedure, List of Employees Trained in Confined Space,
Health and Safety Policy, Clearance Certificate issued by Workplace Safety and
Insurance Board (WSIB), the WSIB Cost and Frequency Record as submitted by
Nashid Construction Corp have been reviewed by the Coordinator, Health Safety and
are deemed acceptable. The certificate of insurance as submitted by Nashid
Construction Corp has been reviewed by the Manager, Taxation and is deemed
acceptable. In conjunction with staff's review of the contactor's previous work
experience and the Performance Guarantee in the amount of $30,000 to be held on this
project, the tender is deemed acceptable.
The City's consultant, Jurecka.+ Associates Architects Inc. has undertaken the
necessary reference checks related to the general contractor and the subcontractors
and is recommending acceptance of the low bid submitted by Nashid Construction Corp
in the amount of $472,453 (HST included).
Attachments:
1. Project Design Package
2. Supply & Services Memorandum
Prepared By: Approved/En By:
John Hanna Evere unts
bR(
Superintendent, Municipal Operations Director, Operations & Emergency
Services
CORP0227-07/01 revised
Report OES 16-10 September 13, 2010
Subject: Tender for Kinsmen Field House Addition & Retrofit Page 6
169
Caryn Kong, CGA Gillis Paterson
Senior Financial Analyst- Director, Corporate Services &
Capital & Debt anagement Treasurer
Vera A. Felgemach r
C.P.P., CPPO, CPPB, C.P.M., CMMIII
Manager, Supply & Services
JH:cr
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering C' Council
Tony Prevedel, P.Eng. or 2oto
Chief Administrative Officer
CORP0227-07/01 revised
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ATTACHMENT# °2 TOREPORT#2&U~/6-/0
of 1712
City o~
I,~I
PICK]. RING V
To: Everett Buntsma August 31, 2010
Director, Operations & Emergency Services
From: Vera A. Felgemacher
Manager, Supply & Services
Subject: Tender No. T-20-2010
Tender for Kinsmen Field House Retrofit & Addition
Closing Date: August 30, 2010
File: F-5400-01
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 the above mentioned tender. Four (4) addenda were issued on
this project. A mandatory site visit was held on Thursday, August 12, 2010 and twenty (20) J
bidders attended of which five (5) 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.
Although 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), the five (5)
bids have been retained for review at this time.
SUMMARY
Harmonized Sales Tax included
Total Tendered Amount. Total Tendered Amount
Eidder Base Bid Separate Price `A'
Nashid Construction.Corp $374,708.00 $97,745.00
Design-Spec Building Group . $3827275.83 $130,612.97
Jeffrey G. Wallans Con st. Ltd. $400,351.09 $130,650.60
Snyder Construction $406,009.00 $121,701.00
Maram Building Corp $457,085.00 $282,500.00
ATTACHMENT#.,21_ TO REPORT#OIE5 6-IC'
173 of
Pursuant to Information to Bidders Item 25, the following will be requested of the selected
bidder for your review during the evaluation stage of this tender call Please advise when you
wish us to proceed with this task.
(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 Policy 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 Reportdocument, a copy
of the current 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 32, Form SCL-1
(h). a Waste Management Plan in accordance with. IB Item 22 / Sitework - Selective
Demolition Item 1.6;
(i) Accessibility Regulations for Contracted Services form (attached); and
!j) Document 00411 - Supplementary Bid Form.
Include the following items in your Report to Council
(a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health & Safety; .
;
(b) if item (f) -insurance is acceptable to the Manager, Taxation;
(c) any past work experience with the low bidder - Nashid. Construction - 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
Q) related comments specific to the project.
Jurecka + Associates Architects Inc. 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.
August 31, 2010
Tender No. T-20-2010 Page 2
Tender for Kinsmen Field House Retrofit &
Addition
ATTACHMENT# ~ - TO REPORT# 0~/"p
of 1 74
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/ar
Attachments
August 31, 2010
Tender No. T-20-2010 Page 3
Tender for Kinsmen Field House Retrofit &
Addition
ATTACHMENT# TO REPORT#
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