HomeMy WebLinkAboutCS 22-11
City Report to
' Executive Committee
PICKERING Report Number: CS 22-11
` 147 Date: June 13, 2011
From: Everett Buntsma
Director, Community Services
Subject: Tender for Roof Replacement East Shore Community Centre
- Tender No. T-11-2011
- File: A-1440-001-11
Recommendation:
1. That Report CS 22-11 of the Director, Community Services regarding the Roof
Replacement at the East Shore Community Centre be received;
2. That, Tender T-11-2011 submitted by Crawford Roofing Corp. at a cost of
$291,540.00 (HST included) be accepted;
3. That the total gross project cost of $323,180 (HST included) and a net project
cost of $291,034 (net of HST rebate) including the tender amount and other
associated costs be approved; ,
4. That Council authorizes the Director, Corporate Services & Treasurer to finance
the projects as follows:
a) the sum of $110,000, as provided for in the 2011 approved Capital Budget
- Senior Centre, be funded by a transfer from the Federal Gas Tax Grant
Reserve Fund;
b) the sum of $181,034 from the 2010 approved Capital Budget - Recreation
Arenas' Dehumidification System, be reallocated to this project and be
funded by a transfer from the Federal Gas Tax Grant Reserve Fund;
c) the Director, Corporate Services & Treasurer be authorized to take any
actions necessary in order to give effect to the foregoing; and
I
Report CS 22-11 June 13, 2011
Subject: Roof Replacement - East Shore Community Centre
Tender No. T-11-2011 Page 2
143
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: The roof replacement at the East Shore Community Centre
was approved by Council in the 2011 Capital Budget at an estimated total amount of
$220,000.
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 roof replacement was split into segments and this is phase 3 of a 4 phase roof
replacement project. Phase 1 and 2 was included in the 2010 Capital Budget and funds
will be requested in 2012 for phase 4. The low tender is $70,541 more than the
approved budget. This is a direct result of the increase in the price of oil based
materials, transportation costs and the addition of a white roof application which
increases the energy efficiency of the building. The project has been reviewed and
there are no opportunities to redefine or redesign it in an effort to reduce costs.
Funding for the additional costs will come from a reallocation from the 2010 Capital
Budget, account 5735.1002, Recreation Complex Arenas' Dehumidification System.
This project was also tendered with the results exceeding the budget provision. It will
be resubmitted to Council in the 2012 Capital Budget. The funding from the Federal
Gas Tax Reserve Fund in the amount of $181,034 will be reallocated to the East Shore
Community Centre roof replacement.
Financial Implications:
1.
TENDER AMOUNT
T-11-2011 $258,000
HST 13% 33,540
Sub-Total $291,540.
HST - 11.24% 2( 8,999)
Total $262,541
CORP0227-07/01 revised
Report CS 22-11 June 13, 2011
Subject: Roof Replacement - East Shore Community Centre
1 40/ Tender No. T-11-2011 Page 3
2.
APPROVED SOURCE OF FUNDS
Community Services Department Capital
Senior Citizens Capital Budget
Location Project Code Source of Budget Required
Funds
Roof Replacement 5701.1101.6181 Debt- 10-Year $110,000 $0
- Senior Centre
Roof Replacement 5701.1101.6181 Federal Gas Tax $ 110,000 110,000
- Senior Centre Grant
Desiccant 5735.1002.6178 Federal Gas Tax $200,000* 181,034
Dehumidifier Grant
- Rec Complex
Arena
* Balance of funds carried-over
$185,000
Total Funds $291,034
3.
ESTIMATED PROJECT COSTING SUMMARY
T-11-2011
$258,000
Tender & Miscellaneous Costs 2,000
Construction Contingency 26,000
Total Project Costs $286,000
HST (13%) 37,180
Total Gross Project Cost 323,180
HST Rebate (11.24%) (32,146)
Total Net Project Cost $291,034
Project Cost under (over) approved funds by $(71,034)
CORP0227-07/01 revised
Report CS 22-11 June 13, 2011
Subject: Roof Replacement - East Shore Community Centre . 150
Tender No. T-11-2011 Page 4
The 2011 Budget for the Roof Replacement-East Shore Community Centre was
approved to be funded 50/50 by Federal Gas Tax Grant and City's share (debt). This
funding formula was determined based on replacement of a conventional roof. The
conventional roof has now been substituted with a white roof. A white roof replacement
will resolve leakage issues, improve insulation, and provide increased energy efficiency
resulting in this project now being 100% eligible for the Federal Gas Tax Grant funding.
The City no longer requires the 50% funding from debt.
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: The roof replacement was split into segments and this is phase 3 of a 4
phase roof replacement project. Phase 1 and 2 was included in the 2010 Capital
Budget and funds will be requested in 2012 for phase 4. Bids have been received to
the tendering call, which closed on Wednesday, May 18, 2011 for the replacement of
the roof structure for the East Shore Community Centre. An advertisement was placed
in the Daily Commercial News and on the City's website. A mandatory site visit was
held on Tuesday, May 5, 2011 and six (6) bidders submitted bids for this project.
The low bid was submitted by Crawford Roofing Corp. This company's references have
been checked and are deemed acceptable by the Director, Community Services.
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 Crawford Roofing Corp 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.
I
Upon careful examination of all tenders and relevant documents received, the Facilities
Operations Division recommends the acceptance of the low bid submitted by Crawford
Roofing Corp for Tender No. T-11-2011 in the amount of $291,540 (HST included) and
that the total net project cost of $291,034 be approved.
This report has been, prepared in conjunction with the Senior Financial Analyst-Capital &
Debt Management and the. Manager, Supply & Services who concur with the foregoing.
CORP0227-07/01 revised
Report CS 22-11 June 13, 2011
Subject: Roof Replacement - East Shore Community Centre
5 Tender No. T-11-2011 Page 5
Attachments:
1. Supply & Services Memorandum dated May 18, 2011
2. Record of Tenders opened and checked
.Prepared By: Approved / Endorsed By:
e Dwinnell Everett Buntsma
upervisor, Facilities Operations Director, Operations & Emergency Services
Caryn Kong, CGA Gillis aterson, CMA
Senior Financial Analyst-Capital & Direc r, Corporate Services & Treasurer
Debt Management
Vera A. elgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
EB: mld
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering C' Coun
~p, 2Ol /
Tony Prevedel, 4PEngChief Administrative Officer
CORP0227-07/01 revised
ATTACHMENT# ~ TO REPORT# - ~
1.. -
of C2,
152
PICKERING Memo
1811 BICENTENNIAL 2011
To: Everett Buntsma May 18, 2011
Director, Community Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Facilities Operations
Subject: Tender No.. T-11-2011
Tender for Supply and Installation of a New Roofing System on the East Shore
Community Centre
- 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 for the above mentioned tender. Six (6) bidders submitted a tender for this project.
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.
Copies of the tenders are attached for your review along with the summary of costs.
SUMMARY
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Crawford Roofing.Corp. $291,540.00 $291,540.00
Applewood Roofing & Sheet
Metal $297,190.00 $297,190.00
Trio Roofing Systems Inc. $299,450.00 $299,450.00
Rooftops and Sheet Metal Corp. $311,527.89. $311,527.89
Solar Roofing & Sheet Metal $372,561.00 $372,561.00
Ltd.
Hamlet Roofing Ltd. $511,494.50 $511,494.50
ATTACHMENT# / TO REPORT#_C,<.'_c2o9'//
1 J _of _2
Pu suant to Information to Bidders Item 23, 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) A copy 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;
e) list of Sub-Contractors in accordance with General Conditions Item 31 and
page 89;
Please 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) if item (d) - Insurance - is acceptable to the Manager, Finance & Taxation;
(c) any past work experience with the low bidder 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; 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 yo require further information, please feel free to contact me or a. member of Supply &
Serv ces.
VAF/'
Jg
Attachments
May 18, 2011
Tender No. T-11-2011 Page 2
Tender for Supply and Installation of a New
Roofing System on the East Shore Community
Centre
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ATTACHMENT# ~ TO REPORT# - ~
1.. -
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152
PICKERING Memo
1811 BICENTENNIAL 2011
To: Everett Buntsma May 18, 2011
Director, Community Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Facilities Operations
Subject: Tender No.. T-11-2011
Tender for Supply and Installation of a New Roofing System on the East Shore
Community Centre
- 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 for the above mentioned tender. Six (6) bidders submitted a tender for this project.
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.
Copies of the tenders are attached for your review along with the summary of costs.
SUMMARY
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Crawford Roofing.Corp. $291,540.00 $291,540.00
Applewood Roofing & Sheet
Metal $297,190.00 $297,190.00
Trio Roofing Systems Inc. $299,450.00 $299,450.00
Rooftops and Sheet Metal Corp. $311,527.89. $311,527.89
Solar Roofing & Sheet Metal $372,561.00 $372,561.00
Ltd.
Hamlet Roofing Ltd. $511,494.50 $511,494.50
ATTACHMENT# / TO REPORT#_C,<.'_c2o9'//
1 J _of _2
Pu suant to Information to Bidders Item 23, 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) A copy 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;
e) list of Sub-Contractors in accordance with General Conditions Item 31 and
page 89;
Please 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) if item (d) - Insurance - is acceptable to the Manager, Finance & Taxation;
(c) any past work experience with the low bidder 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; 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 yo require further information, please feel free to contact me or a. member of Supply &
Serv ces.
VAF/'
Jg
Attachments
May 18, 2011
Tender No. T-11-2011 Page 2
Tender for Supply and Installation of a New
Roofing System on the East Shore Community
Centre
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