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Home My WebLink AboutCS 40-11 Report To Council PICKERING Report Number: CS 40-11 Date: October 17, 2011 69 From: Everett Buntsma Director, Community Services Subject: Tender No. T-15-2011 Tender for Soccer Field Rehabilitation - Dunmoore Park and Diana, Princess of Wales Park File: A-1440 Recommendation: 1. That Report CS 40-11 of the Director, Community Services regarding the tender for Soccer Field Rehabilitation at Dunmoore Park and Diana, Princess of Wales Park be received; 2. That Tender No. T-15-2011, submitted by Colpac Construction Inc. for the Soccer Field Rehabilitation at Dunmoore Park, and Diana, Princess of Wales Park in the amount of $120,357.32 (HST included) be accepted; 3. That the total gross project cost of $145,217 (HST included) including the tender amount and other associated costs and the total net project cost of $130,772 be approved; 4. That the Director, Corporate Services & Treasurer be authorized to finance the project as follows: a) that the sum of $55,830 be funded from Provincial Grant - Investing in Ontario for the Dunmoore Park; and, b) that the sum of $74,942 be funded from the Parkland Reserve Fund for the Diana, Princess of Wales Park. 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: As part of the 2010 and 2011 Parks Capital Budget, Dunmoore Park and Diana, Princess of Wales Soccer Field Rehabilitation were approved as construction projects. ,Tender No. T-15-2011 was issued on Friday, September 9, 2011 with six (6) bidders attending the mandatory site visit of both locations, and all six (6) companies submitting a bid. The Community Services Department, Operations & Facilities Division recommends acceptance of the low bid submitted by Colpac Construction Inc. in the amount of $120,357.32 (HST included). Report CS 40-11 October 17, 2011 Subject: Tender No. T-15-2011 Soccer Field Rehabilitation Page 2 70 at Dunmoore Park and Diana, Princess of Wales Park Financial Implications: 1.Tender Amount T-15-2011 $106,510.90 HST (13%) 13,846.42 Subtotal $120,357.32 HST Rebate(11.24%) (11,971.83) Total $108,385.49 2. Approved Source of Funds Parks Capital Budget Location Project Code Source of Funds Budget Required Dunmoore 5780.1002.6181 Provincial Grant - Invest $ 60,000 $55,830 in Ontario Diana, 5780.1109.6181 RF - Parkland $140,000 $74,942 Princess of Wales Total 200 00 1130,772 3. Estimated Project Costing Summary Dunmoore Park Diana, Princess of Total 5780.1002 Wales Park 5780.1109 Tender No. T-15-2011 45,365 61,146 106,511 Tender & Miscellaneous 1,000 1,000 2,000 Contingency 8,500 117500 20,000 Total Cost 54,865 73,646 128,511 HST 13% 7,132 9,574 16,706 Total Gross Cost 61,997 83,220 145,217 HST Rebate 11.24% 6,167 8,278 (14,445 Total Net Cost to City 55,830 74,942 130,772 CORP0227-07/01 revised Report CS 40-11 October 17, 2011 Subject: Tender No. T-15-2011 Soccer Field Rehabilitation Page 3 at Dunmoore Park,and Diana, Princess of Wales Park 71 4. Project Cost under (over) approved funds by $69,228 Background: As part of the 2010 Parks Capital Budget, the tender for soccer field rehabilitation at Dunmoore Park was identified as a construction project. This project was carried over to 2011 and combined with the soccer field rehabilitation and irrigation installation at Diana, Princess of Wales Park. Tender No. T-15-2011 was issued on September 9, 2011 and closed on Friday, September 23, 2011 with six companies attending the mandatory site visit, and six companies submitting bids. The low bid was submitted by Colpac Construction Inc. The total tendered amount is $120,357.32. References for Colpac Construction Inc. have been checked and are deemed acceptable by the (Acting) Supervisor, Parks Opertations. Past projects by Colpac Construction Inc. include constructed playgrounds at Nature Haven Park, Sunbird Trail Park, Clearside Park, Brockridge Park, Shadybrook Park, and Dunmoore Park over the past 4 years. 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 Colpac Construction 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, 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, Operations & Facilities Division recommends the acceptance of the bid submitted by Colpac Construction Inc. for Tender T-15-2011 and associated costs in the amount of $145,217 (HST included) and that the total net project cost of $130,772 be approved. Attachments: 1. Supply & Services Memorandum dated September 23, 2011 2. Record of Tenders Opened and Checked CORP0227-07/01 revised Report CS 40-11 October 17, 2011 Subject: Tender No. T-15-2011 Soccer Field Rehabilitation Page 4 7 2 at Dunmoore Park and Diana, Princess of Wales Park Prepared By: Approved/Endorsed By: Grant S Kith Everett untsma, ector Manager, Municipal Operations & Community Services Fleet Services Rob Gage Gillis A. Paterson, Director (Acting) S ervisor, Parks Operations Corporate Services & Treasurer Vera X. Felge acher Caryn Kong CSCMP, CPP , CPPB, C.P.M., CMM III Senior Financial Analyst Manager, Supply & Services Capital and Debt Management Copy: Chief Administrative Officer Recommended for the consideration of Pickering Cit Council a /Z, 2-011 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised Attachment # To Report # C's 4o - I of. - 3 PICKERING Memo 181 1 BICENTENNIAL 2011 To: Everett Buntsma September 23, 2011 Director, Community Services q ~ f IS L~ j ~ ~l ~r~ v„ From: Vera A. Felgemac e ILI) Manager, Supply & Services y. i::p Copy: Manager, Municipal Operations & Fleet Services G. (Acting) Supervisor, Parks Operations &''"'E Inspector, Parks Subject: Tender No. T-15-2011 Tender for Soccer Field Rehabilitation at Dunmoore Park and .Diana, Princess of Wales Park - 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 Tuesday, September 13, 2011 and nine (9) bidders attended of.which six (6) bidders responded and 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 maybe 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 Colpac Construction Inc. $120,357.32 $120,357.32. Advanced Landscapes Inc. $132,882.10 $132,882.10 Rutherford Contracting Ltd. $162,022.80 $162,022.80 Latitude 67 Inc. $170,964.93 $170,964.93 Hawkins Contracting Services Ltd. $196,810.57 $196,810.57 Doi Turf Restoration Ltd. $225,200.33 $225,200.32 Attachment # To Report # C 5 0 - ! I • 74 __Of Pursuant to Information to Bidders Item 29, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise if you would like 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 completed by the bidder's agent, broker or insurer. Please include the following items in your Report to Council: (a) if items (a) through (c) 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 Colpac Construction Inc., 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. Note: Tenders shall be irrevocable for a period of sixty (60) days after the official date of closing. Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as readout 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/jg Attachme is September 23, 2011 Tender No. T-15-2011 Page 2 Tender for Soccer Field Rehabilitation at Dunmoore Park and Diana, Princess of Wales Park T# TO REPORT # C.5 c v o o a" z~ ? ` - 75 { y V1 Q (D (p rn a x Q CD o a rn a = V v r T ~ j o c 7 a m Z q o o n to 'o m r. CD U) _ a ° Z CID CD 3 a " CD 1 CID 0 3 d .Q ID y - M - y U) Z Q • ~ O O Q CD M 42 41 O' d joi. Z7 N : C •O. n n CD Q f/7 (n fQA N lQd m C O `o Y r: y b T cD a OT D cl n =a o p ~ o ca m \ ~3 Mo oCL Q o- _ . c," a m o \ \ CID G m~ O O p c' N c DZ C) 4 ca CID w -11 c c Z CL .0 to) -1 a Oc, Cl) o. ~ m m n r ca a O p -1 YD y t 3 o fD d _Q D O O X N CD y N U! N LA 4 CD d ti g yJ ~ 'ate 3 y (N tzq O m A N