HomeMy WebLinkAboutCS 18-12
Report to
Executive Committee 82
PICKERING Report Number: CS 18-12
Date: May 14, 2012
From: Everett Buntsma
Director, Community Services
Subject: Tender No. T-3-2012
- Tender for. Dehumidification Upgrade - Pickering Recreation Complex Arena
- File: A-1440
Recommendation:
1. That Report CS 18-12 of the Director, Community Services regarding the
Dehumidification Upgrade at the Pickering Recreation Complex Arena be
received;
2. That Tender No. T-3-2012 submitted by Climate Control Division of Toromont
Industries Ltd. in the amount of $281,370.00 (HST included) and a net cost of
$253,382.40 be accepted;
3. That the total gross project cost of $315,270 (HST included), including the tender
amount and other associated costs, and the total net project cost of $283,910
(net of HST rebate), be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project by transferring $283,910 from the Federal Gas Tax Reserve Fund;
and
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: The Desiccant Dehumidification System was approved in the
2010 Capital Budget- ($200,000). When this project was tendered last year, the tendered
amount exceeded the budget and these budgeted dollars were then directed towards
the East Shore Community Centre Roof Replacement Project through Report CS 22-11.
The dehumidification project was included in the 2012 Capital Budget..The additional
funds required are funded 100% from Federal Gas Tax and therefore, have no impact
on the property tax levy.
The low bid submitted by Climate Control Division of Toromont Industries in the amount
of $281,370 (HST included) is recommended for approval. The total gross project cost
is estimated at $315,270 and the total net project cost is estimated at $283,910 (net of
HST rebate).
Report CS 18-12 May 14, 2012
Subject: Tender for Dehumidification Upgrade
83 - Pickering Recreation Complex Arena Page 2
Financial Implications:
1. Tender Amount
Tender No. T-3-2012 $249,000.00
HST 13% 32,370.00
Sub-Total $281,370.00
HST - 11.24% ($27,987.60)
Total $253,382.40
2. Approved Source of Funds
Recreation Complex Arena Capital Budget
Location Project Code Source of Budget Required
Funds
2010 Capital Budget
Desiccant 5735.1002.6178 Federal Gas Tax $ 16,319 $ 16,319
Dehumidification
System
2012 Capital Budget
Additional Funds for 5735.1201.6181 Federal Gas Tax $120,000 $120,000
Desiccant
Dehumidifier
System
Roads
Barnwood Square 5320.1216.6250 Federal Gas Tax 145,483 $145,483
Dreyber Court 5320.1222.6250 Federal Gas Tax 2,108 2,108
Total Funds $283,910 $283,910
i
CORP0227-07/01 revised
Q I
eport CS 18-12 May 14, 2012
Subject: Tender for Dehumidification Upgrade 84
- Pickering Recreation Complex Arena Page 3
3. Estimated Project Costing Summa
Tender No. T-3-2012 for Dehumidification Upgrade at
Pickering Recreation Complex $249,000
Miscellaneous Costs $2,000
Consulting Fees $18,000
Construction Contingency $10,000,
Total Project Costs $279,000
HST (13%) 36,270
Total Gross Project Cost $315,270
HST Rebate (11.24%) 3( 1,360)
Total Net Project Cost $283,910
Project Cost under (over) approved funds by $(0)
The 2010 Budget for the Dehumidification Upgrade was approved to be funded by
Federal Gas Tax Reserve Fund. This funding formula was determined based on
replacement of inefficient existing humidifiers. The existing dehumidifiers will be
replaced with a single Desiccant system. The new dehumidification system is 100%
eligible for the Federal Gas Tax (FGT) funding.
The Director, Corporate Services & Treasurer has advised that sufficient funds were not
included in the 2012 Budget due to the use of the 2010 Budget funds. Also that the
recently awarded Tender for asphalt resurfacing on various City streets came in under
budget providing both the expenditure and financing availability for the dehumidification
tender, without adversely affecting the 2012 Capital Budget. The alternative of
cancelling the project and including it in the 2013 Budget to tender next year is not
being recommended as it can be accommodated within the 2012 Budget.
Discussion: The Desiccant Dehumidification System was approved in the
2010 Capital Budget ($200,000). This project was tendered in 2011 with the results
exceeding the budget provision. This project did not proceed in 2011. In June 2011,
funding for this project was reallocated to the East Shore Community Centre Roof
Replacement Project under authority of Council approval of Report CS 22-11. Additional
funds for the Desiccant Dehumidifier System were approved in the 2012 Capital Budget
($120,000).
Recommendation 4 will authorize the Director, Corporate Services & Treasurer to
transfer sufficient funds from the Federal Gas Tax Reserve Fund. Although this project
exceeds its budgeted funding provision, the additional dollars are being funded from
Federal Gas Tax and therefore, there is no impact on the 2012 budget or tax levy. The
CORP0227-07/01 revised
Report CS 18-12 May 14, 2012
Subject: Tender for Dehumidification Upgrade
r - Pickering Recreation Complex Arena Page 4
additional funding request does not change the 2012 budget due to the fact other
projects have been under spent creating "budget" expenditure room.
The existing Humicon dehumidifiers have reached the end of their useful life cycles and
currently are experiencing costly repairs. Humidity results in accelerated deterioration of
the building envelope and increased maintenance costs. Replacement of the inefficient
dehumidifiers with one desiccant dehumidifier will provide for low humidity conditions.
Lower humidity conditions provides for increased refrigeration efficiency, improved
building operation and increase ice temperature.
Desiccant dehumidification leaves a dry, comfortable rink with a superior sheet of ice
(eliminating pebbling and ice build up).
i
Desiccant dehumidification costs less to run than any other dehumidification system and
it saves money since compressors are no longer required to overcome the refrigeration
load caused.by humidity.
Bids have been received to the tendering call, which closed on Wednesday, March 7,
2012 for the Dehumidification Upgrade at Pickering Recreation Complex Arena. A
mandatory site visit was held on Tuesday, February 14, 2012 and 15 bidders attended
of which 9 bidders submitted a tender for this project.
The low bid was submitted by Climate Control Division of Toromont Industries. This
company's references have been checked and are deemed acceptable.
The Health and Safety Policy, a current WSIB Workplace Injury Summary Report,
Clearance Certificate issued by Workplace Safety and Insurance Board (WSIB) as
submitted by Climate Control Division of Toromont Industries have been reviewed by
the Coordinator, Health & Safety and deemed acceptable. In conjunction with staff's
review of the contractor's previous work experience, check-of references and bonding
available on this project, the tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the
Community Services Department, Culture & Recreation Division recommends the
acceptance of the low bid submitted by Climate Control Division of Toromont Industries
Ltd. for Tender No. T-3-2012 in the amount of $281,370 (HST included) and that the
total net project cost of $283,910 be approved.
Attachments:
1. Location Map
2. Supply & Services Memorandum dated March 13, 2012
CORP0227-07/01 revised
Report CS 18-12 May 14, 2012
Subject: Tender for Dehumidification Upgrade 86
- Pickering Recreation Complex Arena Page 5
Prepared By: Approved / Endorsed By:
Marisa Carpino Everett Buntsma
Manager Cultu & Recreation Director, Community Services
I
CA
Vera A. Felgem Cher Gillis ,
C.P.P., CPPOJCPPB, C.P.M., CMM III Director, Corporate Services & Treasurer
Manager, Supply & Services
Caryn Kong, CGA Stephen Reynolds
Senior Financial Analyst-Capital & Division Head, Culture & Recreation
Debt Management
SR:Ig
Recommended for the consideration
of Pickeri City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
A:I TACHMENT _ tiE'® T # CS I ? I Z
87 0 4
Q o
O
0
o
Q S BJECT
ARENAS
O~~ N
N PICKERING
P.~ RECREATION
COMPLEX
Q\EFENBAKER COURT
o~~N
of s
PN P
w p PR~~ P~
J
Q
> ER~NG
PACK
COMMUNITY SERVICES ATTACHMENT FOR COMMUNITY cay 00
DEPARTMENT
ENGINEERINGDNISION SERVICES REPORT CS 18-12 I
TENDER T-3-2012 FOR DEHUMIDIFICATION UPGRADE
SCALE: OATS:
N.T.S APRIL 26 /2012 PICKERING RECREATION COMPLEX
ATTACHMENT # Z CO REPORT # CS Ig- 12
City 00 88
Memo
DICKERING
ornpor. ATM"
RE:. --s-- March 13, 2012
To. Stephen Reynolds L ~ i " Jam' I I L,
. ~ ~
Division Head, Culture & Recreation FILE NO
_
ABEY 10
L-1 FWD ❑ COPY ~ CIRCULATE
From: Vera A. Felgemacher MAYOP TtiL
Manager, Supply & Services CAO
:P SERVICES
C U:& R E C
MPE ! 1;-,MAN RESOURCES
Copy: (Acting) Manager Culture & Recreati
PE CPS CENTRE -e v,aC OPERA' NS FfICE SUSTAIN
+
-
Supervisor, Facilities Operations FA C
&R SUPFRI"
Subject: Tender No. T-3-2012
Tender for Dehumidification Upgrade at Pickering Recreation Complex
- 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.. One (1) addendum was issued on this project. A
mandatory site visit was held on Tuesday, February 14, 2012 and fifteen (15) bidders attended
of which nine (9) bidders responded and submitted a tender for this project.
Purchasing Procedure No. PUR 010-001, Item 13.03 (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 13.03(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
Climate Control Division of $281,370.00 $281,370.00
Toromont Industries Ltd.
Servocraft Ltd. $305,100.00 $305,100.00
Mack Mechanical Solutions Inc. $312,556.87 $312,556.87
Alpeza General Contracting Inc. $357,532.00 $357,532.00
Gimco Ltd. $394,370.00 $394,370.00
REPORT# CS
ATTACHMENT #--2=-TO
aF ~ l S 2
PCkq
199 Automatic rejection -Make and model of dehumidification
ACE Services / Tasis unit not stated on the tender form. Reference: Purchasing
Contractors Inc. Policy No. PUR 010, Procedure 23.02, Item 14;
Information to Bidders - Item 15, 25, 26, 27, and Form of
Tender.
Automatic rejection - Model of dehumidification unit not
Prairie Plumbing Ltd. stated on the tender form. Reference: Purchasing Policy
No. PUR 010, Procedure 23.02, Item 14; Information to
Bidders - Item. 15, 25, 26, 27, and Form of Tender
Automatic rejection - Make and model of dehumidification
unit stated on the tender form not approved by the City.
Canadian Tech Air Systems Inc. Reference: Purchasing Policy No. PUR 010, Procedure
23.02, Item 9 and 14; Information to Bidders - Item 25, 26,
and 27, 36, 37, and 38.
Automatic rejection - Make and model of dehumidification
Nutemp Mechanical Systems stated on the tender form not approved by the City.
Ltd. Reference: Purchasing Policy No. PUR 010, Procedure
23.02, Item.9 and 14; Information to Bidders - Item 25, 26,
and 27, 36, 37, and 38.
Pursuant to Information to Bidders Item 29, the following will be requested of the low bidder,
Climate Control Division of Toromont Industries Ltd. 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 & 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 Certificate of Clearance issued by Workplace Safety &
Insurance Board;
d) A valid certificate(s) of qualification (heating, refrigeration and air
conditioning) issued by the Ontario Training Adjustment Board for personnel
performing the works.
e) A valid certificate(s) of qualification issued by the Fuel Safety Technical
Standards Division (Gas Fitter 1) for personnel performing service to heating
equipment fired by gas for the City. The City's certificate of insurance or
approved alternative form shall be completed by the bidder's agent, broker or
insurer-,
f) the City's certificate of insurance shall be completed by the bidder's agent,
broker or insurer; and
g) list of Sub-Contractors in accordance with General Conditions Item 31 and
page 74.
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, Finance & Taxation-,
March 13, 2012
Tender No'. T-3-2012 Page 2
Tender for Dehumidification Upgrade at Pickering
Recreation Complex
ATTACHMENT # 2 TO REPORT I S -12
-(c) any past work experience with the low bidder Climate Control Division of Toromont
Industries Ltd. including work location; y o
(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 &
Servic s.
VAF/jg
Attachments
March 13, 2012
Tender No. T-3-2012 Page 3
Tender for Dehumidification Upgrade at Pickering
Recreation Complex
ATTACHMENT #-2:7-TO REPORT #-~CS
91 e L4 4
cl)
z
W
O
U ~
0
,o
U
CL a
axi U') o m a
N E rvl _ c
a m
v of (j
r a
o a a
c
o
f4 aj U
L
N LE
0 f
p ~ d w
p e U
U Y L~ r co
W U ~ W
2 m
U a. Q
Z d o = o
r: 0
W Q C14 Q
Zp
m ~O ` p~Q b~ 4 0 c
Y W ~ i p Q
0 O
a ~ a ~ O
.o
LL U O O
O W `F- N 3 'a
Uw a~ -aZ c
LL ~ ~ Q V
O p hi Q
p o ~ ~
d N o n J °c
a -0 -5 U fn fA m fq fn N fn to ~ Q
W C C O N O O O O N N O
1- r =
Q fn cu
C_ O
if "I
.2 CIA
Q a-
` p C
U N
` l
C Z 'O _ cn
F- C
a m O
Q c
i O
O U ~
o
O - Z o
m oU S T ~ ti
to - 2 o U) W
Z p E ca Q U a. u
m oo.2 c N~c c: 0
O oc-~ E v cn~ C Q
m U ~ 5; o c ° c~q
O FL N U (6 J
76 N Co (6 U O m
_ m U N
E° W C C N U
m U O U O m U E
U H c 0- 0 0 0 c U) C~ z Q