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HomeMy WebLinkAboutCS 25-11 Cuy Report To Councill p g I W115111111 Adb~~ PICKERING Report Number: CS 25-11 Date: July 11, 2011 From: Everett Buntsma Director, Community Services Subject: Tender No. T-6-2011 Pickering Civic Complex - Walkway Replacement and Parking Garage Deck Waterproofing - File: A-1440 Recommendation: 1. That Report CS 25-11 of the Director, Community Services regarding Tender No. T-6-2011 for the Pickering Civic Complex Walkway Replacement and Parking Garage Deck Waterproofing be received; 2. That Tender No. T-6-2011 submitted by Bennington Construction Ltd. in the total tendered amount of $467,482.83 (HST included) and a net cost of $ 420,982.77 be accepted; 3. That the total gross project cost of $591,218 (HST-included) and a net project cost of $532,410 including the tendered 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 $530,000 as provided for in the 2011 Capital Budget to be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed ten (10) years, at a rate to be determined; b) the sum of $2,410 be funded from property taxes; c) that the annual repayment charges in the approximate amount of $68,700 be included in the annual Current Budget for the City of Pickering commencing 2012, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; 5. That the draft by-law attached to this report be enacted; and Report CS 25-11 July 11, 2011 S~bUjeRit: Pickering Civic Complex Walkway Replacement And Parking Garage Deck Waterproofing Tender No. T-6-2011 Page 2 6. Further, that the appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. Executive Summary: As part of the 2011 Capital Budget, the Pickering Civic Complex Walkway Replacement and Parking Garage Deck Waterproofing was approved as a construction project. Tender No. T-6-2011 was issued on Monday, May 30, 2011 and closed on Tuesday, June 14, 2011 with nine (9) bidders responding. The low bid of $467,482 (HST included) submitted by Bennington Construction Ltd. is recommended for approval. The total gross project cost is estimated at $591,218 and the total net project cost is estimated at $532,410 (net of HST rebate). Financial Implications: 1. Tender Amount T-6-2011 (base bid) $367,015.70 Separate Price Item - Part A - Flagpole Area 6,400.62 Separate Price Item - Part B - Library Walk 5,310 Separate Price Item - Part C - Front Entrance Curbing and Asphalt Paving 34,975.30 Sub-Total $413,701.62 HST (13%) 53,781.21 Sub-Total $467,482.83 HST Rebate (11.24%) (46,500.06) Total 420.982.77 2. Approved Source of Funds 2011 Civic Complex Capital Budget Location Project Source of Funds Budget Required Code Pickering Civic Complex 5700.1103 Debt - 10 year $550,000 $530,000 Walkway Replacement and Parking Garage Property Taxes . 2,410 Deck Waterproofing Total Funds Required 532 410 CORP0227-07/01 revised Report CS 25-11 July 11, 2011 Subject: Pickering Civic Complex Walkway Replacement 110 And Parking Garage Deck Waterproofing Tender No. T-6-2011 Page 3 3. Estimated Project Costing Summa T-6-2011 $413,702 Miscellaneous & Tender Costs 1,500 Materials Testing 10,000 Consultant's Fees 15,000 Contingency 83,000 Total $523,202 HST (13%) 68,016 Total Gross Project Cost $591,218 HST Rebate (11.24%) 5( 8,808) Total Net Project Cost 2 4 Under/(Over) Budget $17,590 The Director, Corporate Services & Treasurer has updated the City's Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for the 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 Councils authorization. The Director, Corporate Services & Treasurer has reviewed the budgetary implications and financing of the expenditures contained in this report and concurs. Sustainability Implications: Completion of this project will result in an improved and safer walking surface for the public visiting the Civic Complex. Permeable pavers are being installed in the centre court area and along the edges of the north-south walkway on the east side of the Civic Complex to eliminate the ponding that is being experienced in these areas currently. Background: Over the last number of years, the unit paver walkways and court yard area surrounding the Civic Complex has been deteriorating and has reached a point where it's replacement is now imperative for public safety. The parking garage deck that extends under the area of construction, will be inspected and resealed while the unit pavers are removed. The Civic Complex is now 22 years old and the existing waterproof system is nearing the end of its life expectancy. With the volume of snow melting salt used around the Complex in the winter months, there is CORP0227-07/01 revised 1 Rrpol CS 25-11 July 11, 2011 Subject: Pickering Civic Complex Walkway Replacement And Parking Garage Deck Waterproofing Tender No. T-6-2011 Page 4 the possibility that the parking garage deck structure may have some damage. As such, a contingency of 20% has been carried to cover.any repairs that may be required to the concrete. City staff prepared drawings for the replacement of the walkways. The design allows for poured concrete pavement with unit paver banding, as was completed in 2010, along Glenanna Road in front of the Civic Complex. A consultant was retained to assist staff with the inspection, design, and construction specifications for the parking garage deck waterproofing. In April 2010, Barry-Bryan Associates (1991) Limited performed a preliminary inspection of the parking garage deck in a few localized areas and provided a report on their findings and recommendations. These will be followed through during the construction process. The, general work to remove the existing waterproofing, inspection and reinstallation of a new waterproofing system has been included as part of this project. Tender No. T-6-2011 was issued on Monday, May 30, 2011. An advertisement was placed in the Daily Commercial News and on the City's Website. The tender closed on Tuesday, June 14, 2011 with nine (9) bidders responding. The low bid of $467,482.83 (HST included) submitted by Bennington Construction Ltd. is recommended for approval. Bennington Construction Ltd. has previously worked for the City on Tender No. T-15-2010 Valley Farm Road Sidewalk & Boulevard Reconstruction and Glenanna Road Streeetscaping (for The Pickering Civic Complex) and is deemed acceptable by the Division Head, Culture & Recreation. Bennington Construction Ltd. reconstructed the sidewalk on Glenanna Road and Valley Farm Road in 2010 and staff had no issue with them. The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and Clearance Certificate issued by Workplace Safety & Insurance Board as submitted by Bennington Construction Ltd., have been reviewed and deemed acceptable by the Coordinator, Health & Safety. The Certificate of Insurance has been reviewed by the Manager, Finance & Taxation and is 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 Community Services Department recommends the acceptance of the low bid submitted by Bennington Construction Ltd. for Tender No. T-6-2011 in the amount of $467,482 (HST included) and that the total net project cost of $532,410 be approved. In accordance with Purchasing Policy Item 04.07 (revised 2007), a tender exceeding $108,000 is subject to Council approval. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. CORP0227-07/01 revised Report CS 25-11 July 11, 2011 Subject: Pickering Civic Complex Walkway Replacement 112 And Parking Garage Deck Waterproofing Tender No. T-6-2011 Page 5 Attachments: 1. Location Map 2. Summary Memorandum from Supply & Services dated June 15, 2011 3. By-law to authorize to authorize the Pickering Civic Complex Walkway Replacement and Parking Garage Deck Waterproofing in the City of Pickering and the issuance of debentures therefor in the amount of $530,000. Prepared By: Approved/End y: P(rnd"id Mostert, OALA Everett Bu a Coordinator, Landscape & Par Director, Community Services Develo ment Vera A. Fel emacher Stephe nold CSCMP, CPPO, CPPB, C.P.M., CMM III Division Head, Culture & Recreation Manager, Supply & Services Caryn Kong, CGA Gillis A. Paterson, CMA. Senior Financial Analyst Director, Corporate Services & Treasurer Capital & Debt Management AM:ds Copy: Chief Administrative Officer Recommended for the consideration of Pickering C' Council 2-11 Z-o l I Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 3 ATTACH M ENT #-J- TO REPORT# CS Z5-11 -of I ~ ENGINEERING SERVICES DIVISION Attachment for Tender T-6-2011 Pickering Civic Complex - Walkway Replacement and Parking Garage Deck Waterproofing P~ ~0 o 0 DE PICKERING LPN P RECRATION COMPLE \~G G~ OR~N DIEFENBAK R ti P EXIVI 0 COURT HE E0P ~N. S SUBJECT AREA Li J J Q P PRK~ PY RANG POKE Location Map - Pickering Civic Complex Proposed Construction Includes: PICKERING CIVIC COMPLEX • Removal of existing pavers, curbing, asphalt pavement and base material; • Placement and compaction of new granular base material; • Form work and pouring of concrete walkways, planters/seat walls and curbing; • Unit pavers for concrete banding and permeable pavement; • Re-waterproofing of existing parking garage deck; • Sub-drainage systems; • Topsoil and sodding; and • Separate works for electrical servicing. Ai TACFit1ENT# Z•__ _ TO REPORT#A!9`I I RECEIVED t" 114 JUN 16 2011 Memo PICKERING ~ITy OF FICKEF(ING ENGINEERING SERVICES 181 1 BICENTENNIAL 2011 June 15, 2011 To: Richard Holborn Division Head, Engineering Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Coordinator, Landscape & Park Development Subject: Tender No. T-6-2011 Tender for Pickering Civic Complex - Walkway Replacement and Parking Garage Deck Waterproofing - 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 the above mentioned tender. One (1) addendum was issued on this project. A mandatory site visit was held on Thursday, June 2, 2011 and seventeen (17) bidders attended of which nine (9) bidders responded and submitted a tender for this project. Purchasing Procedure No. PUR 040-001, 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). However, all 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 Bennington Construction $416,383.19 $414,727.74 Cedar Springs Landscape $451,564:06 $451,564.03 Group Ltd. Lakeridge Contracting Ltd. $471,665.25 $471,665.25 Aplus General Contracting $517,760.35 $517,732.10 Corp. Mopal Construction Ltd. $537,838.76 $537,838.76, ATTACH MENT# Z TOREPORT# C5 ~$-t1 Z of Roma Building Restoration Ltd. $691,639.10 $691,639.10 Joe Pace & Sons Contracting $708,676.11 $708,676.11 Inc. FTD Construction $811,469.95 $811,469.95 Automatic rejection - Tendering deposit not sufficient. Di-Con International Ltd. Reference: Purchasing By-law No. 5900-01, Procedure No. PUR 010-001, 10.04, Item 7-9(d), IB Item 21, 22 and 24; TS Item 3. The following clauses are available while reviewing bids: Separate Price Schedule - Form of Tender, Item 2: The City reserves the right to consider, accept or not accept any proposed separate price to add to the base bid prior to award. Tendering Specifications -Additional Price Schedules, Item 10 (b): "Separate Price" (as stated on the Separate Price Schedule) means a price for labour and/or materials not included in the base bid (total tendered amount) but which, at the City's option, may be added to the stipulated price before award, and is quoted as unit and lump sum price exclusive of HST. All items must be bid in this Schedule. SEPARATE PRICE SUMMARY Note: Harmonized Sales Tax Included Cedar Lakeridge Aplus Mopal Roma Joe Pace & FDT Bennington Springs General Building Sons Construction Construction Landscape Contracting Contracting Ltd. Restoration Contracting Group Ltd. Ltd. Corp. . Ltd. Inc. Total Price Total Price Total Price Total Price Total Price Total Price Total Price Total Price PART $7,232.70 $8,718.40 $11,130.05 $28,724.60 $15,270.82 $18490.19 $12,294.40 $20,979.58 A PART B $6000.30 $6,450.04 $7,817.34 $9,011.75 $14,005.45 $14,560.05 $15,084.37 $13,123.82 PART $39,522.09 $52,386.80 $28,728.56 $62,003.10 $37,345.37 $33,193.75 $50,497.44 $54,556.40 C Pursuant to Information to Bidders Item 27, and subject to reviewing the bids equally as noted above, the following will be requested of the recommended 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); June 15, 2011 Tender No. T-6-2011 Page 2 Tender for Pickering Civic Complex - Walkway Replacement and Parking Garage Deck Waterproofing nClearanc Certificate sued by Workplace Safety & Insurance (c) A copy of the current 116 Board; (d) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used on this project; (e) A list of employees trained in the confined space entry procedure who will be working on this project; (f) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (g) list of sub-contractors in accordance with GC Item 32; and (h) such further information, as the City may request in writing. Please 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 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 you require further information, please feel free to contact me or a member of Supply & Services. i CA VAF/jg Attachments June 15, 2011 Page 3 Tender No. T-6-2011 Tender for Pickering Civic Complex - Walkway Replacement and Parking Garage Deck Waterproofing ATTACHMENT#F-3.__, d©REPORT#S.es-~-S`~ _I of 2- 117 The Corporation of the City Of Pickering By-law No. Being a by-law to authorize the Pickering Civic Complex Walkway Replacement and Parking Garage Deck Waterproofing project in the City of Pickering and the issuance of debentures therefor in the amount of $530,000 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, i 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 the Pickering Civic Complex Walkway Replacement and Parking Garage Deck Waterproofing project; and, Whereas before authorizing the construction to proceed in respect of the Pickering Civic Complex Walkway Replacement and Parking Garage Deck Waterproofing 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 CS 25-11 on the date hereof and awarded Tender T-6-2011 for the Pickering Civic Complex Walkway Replacement and Parking Garage Deck Waterproofing project. ATTACHMENT#___3 TO REPORT By-law No. of 2- Page 2 1 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Pickering Civic Complex Walkway Replacement and Parking Garage Deck Waterproofing"; 2. That the estimated costs of the project in the amount of $532,410 be financed as follows: a) That the sum of $530,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten (10) years at a rate to be determined: b) That the sum of $2,410 be funded from property taxes; 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 2012 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed this 11th day of July, 2011. i David Ryan, Mayor Debbie Shields, City Clerk