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HomeMy WebLinkAboutCS 19-12 Cry Report To ' Executive Committee PICKERIN Report Number: CS 19-12 2 Date: May 14, 2012 From: Everett Buntsma Director, Community Services Subject: Tender No. T-4-2012 - Tender for the Esplanade Park Walkway and Lighting Replacement - File: A-1440 Recommendation: 1. That Report CS 19-12 of the Director, Community Services regarding Tender No. T-4-2012 for the Esplanade Park Walkway and Lighting Replacement be received; 2. That Tender No. T-4-2012 submitted by TBG Landscape Inc., in the total tendered amount of $239,955.90 as the Base Bid for the Esplanade Park Walkway and Lighting Replacement, and $32,594.40 as the Separate Price Schedule for the Valley Farm Road Sidewalk, for a total of $272,550.30 (HST included) and a net cost of $245,439.99 be accepted; 3. That the total gross project cost of $385,176 (HST included) and a net project cost of $346,863 (net of HST rebate) including the total tendered amount and other associated costs be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to fund the project as follows: a) the sum of $300,000 as provided for in the 2012 Capital Budget be increased to $314,967 and to be funded from the Parkland Reserve Fund and ; b) the additional sum of $3.1,896 for the reconstruction of the sidewalk on Valley Farm Road to be funded from Federal Gas Tax Reserve Fund; and 5. Further that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: As part of the 2012 Parks Capital Budget, the Walkway and Lighting Replacement in Esplanade Park was approved as a construction project at an estimated cost of $300,000. Tender No. T-4-2012 was issued on March 21, 2012 and closed on April 18, 2012 with fourteen bidders responding. The low bid of $272,550.30 (HST included) submitted by TBG Landscape Inc., which includes the replacement of i Report CS 19-12 May 14, 2012 Subject: Tender No. T-4-2012 Tender for the Esplanade Park Walkway and Lighting Replacement 9 3 Page 2 the sidewalk and bike path on Valley Farm Road not included in the original budget estimate, is recommended for approval. Primarily due to the nature of the subsoil that was found in the adjacent courtyard during its reconstruction in 2011, a contingency of $25,000 has also been added to the project cost. These additional requirements have resulted in an increased cost of approximately $46,863. The total gross project cost is estimated at $385,176 and the total net project cost is estimated at $346,863 (net of HST rebate). Financial Implications: 1.Tender Amount T-4-2012 (Base Bid) $212,350.35 Valley Farm Road Sidewalk (Separate Price Schedule) 28,844.60 Sub-Total 241,194.95 HST (13%) 31,355.35 Sub-Total 272,550.30 HST Rebate (11.24%) (27,110.31) Total $245,439.99 2. Approved Source of Funds 2012 Parks Capital Budget Location Project Source of Funds Budget Required Code Esplanade Park 5780.1222 Parkland Reserve $300,000 $300,000 Walkway and Lighting Fund Replacement Budgeted Funds Available 300,000 300,000 Additional Funds Required Esplanade Park 5780.1222 Parkland Reserve 0 14,967 Walkway and Lighting Fund Replacement Valley Farm Road 5780.1222 Federal Gas Tax 0 31,896 Sidewalk Reserve Fund Total Funds Required 3 QQ $3 CORP0227-07/01 revised - i Report CS 19-12 May 14, 2012 Subject: Tender No. T-4-2012 94 Tender for the Esplanade Park Walkway and Lighting Replacement Page 3 3. Estimated Project Costing Summa T-4-2012 - Tender for Esplanade Park Walkway and Lighting Replacement $241,194 Miscellaneous & Tender Costs 1,500 Pre-purchase of Light Poles and Fixtures 66,870 Pre-purchase of Entry Bollards 1,500 Electrical Consultant Fees 2,800 Materials Testing Allowance 2,000 Contingency 25,000 Total 340,864 HST (13%) 44,312 Total Gross Project Cost 385,176 HST Rebate (11.24%) (38,313) Total Net Project Cost $ 4. Estimated Cost for Valle Farm Road Sidewalk included above Separate Price $28,844 Contingency 2,500 Subtotal $31,344 HST (1.76% (cost to City)) 552 Total Cost to City Sidewalk $31,896 The replacement of the sidewalk and bike path on Valley Farm Road will qualify for Federal Gas Tax funding based on the category of "Public Transit" and green outcomes of cleaner air and reduced greenhouse gas emissions. The estimated cost related to this component is indicated on Table 4. Net Project Cost over Under Approved Funds $(46,863)1 The addition of the sidewalk and bike path replacement on Valley Farm Road and a contingency primarily for potential soil conditions has increased the project cost by approximately $46,863. This increase in cost will be funded by additional Parkland Reserve Fund and Federal Gas Tax Reserve Fund. CORP0227-07/01 revised I Report CS 19-12 May 14, 2012 Subject: Tender No. T-4-2012 q Tender for the Esplanade Park Walkway and Lighting Replacement Page 4 Discussion: As a continuation of the walkway and courtyard reconstruction that was completed around the Civic Complex in 2011, the walkway and lighting replacement in Esplanade Park was approved as a construction project in the 2012 Parks Capital Budget. The light poles and fixtures for the project were pre-purchased directly from King Luminaire, recognizing a significant savings of cost as well as the delivery time for the units, considering the tight timelines for this project. The two entry bollards which will match those installed at the Civic Complex as part of the 2011 project were also pre- purchased from Maglin. The replacement of the sidewalk and bike path on Valley Farm Road, adjacent to Esplanade Park was included as a separate price schedule in the tender. During the detail design, it was recognized that the existing sidewalk and bike path, which consists of a 1.2m wide concrete and 1.2m wide asphalt strip, was in poor condition. In consideration of the boulevard and sidewalk work that was recently completed on Valley Farm Road north of the site, it was decided during the detailed design review that this work should be included as part of the Esplanade Park works in order to complement the project. Tender No. T-4-2012 was issued on March 21, 2012. An advertisement was placed in the Daily Commercial News and on the City's website. A mandatory site visit meeting was held on April 3, 2012 and 22 potential bidders attended. The tender closed on April 18, 2012 with 14 bidders responding. The low bid of $272,550.30 (HST included) . submitted by TBG Landscape Inc. is recommended for approval. A reference check for TBG Landscape Inc. has been completed and is deemed acceptable by the Coordinator, Landscape & Parks Development. The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and Clearance Certificate issued by Workplace Safety & Insurance Board, and Confined Space Entry staff training as submitted by TBG Landscape Inc., 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, Engineering Services Division recommends the acceptance of the low bid (Base Bid & Separate Price Schedule) submitted by TBG Landscape Inc. for Tender No. T-4-2012 in the amount of $272,550.30 (HST included) and that the total net project cost of $346,863 be approved. CORP0227-07/01 revised L Report CS 19-12 May 14, 2012 Subject: Tender No. T-4-2012 96 Tender for the Esplanade Park Walkway and Lighting Replacement Page 5 Attachments: 1. Location Map 2. Summary Memorandum from Supply & Services dated April 25, 2012 Prepared By: Approved/Endorsed By: Arnold Mostert, OALA Evere Bunts q6, NPD, CMM Coordinator Dir~ or, Community Services Landscape & Parks Development Darrell Selsky, CO., CMM Gillis A. Paterson, CMA Supervisor Director, Corporate Services & Treasurer XN n g & Capital Works Vera A, elgemacher Rich rd W. (born, P. Eng. CSCMP, CPPO, CPPB, C.P.M., CMM III Divi ion Hea , Engineering Services Manager, Supply & Services Caryn Kong, CGA Senior Financial Analyst Capital & Debt Management AM/am Recommended for the consideration of Pickering City Council 30, Zd~2 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT# TOREPORT# ly'1Z Caq n0 of iii Engineering Services Division 97 Attachment for Tender T-4-2012 The Esplanade Park P~ ~0 o 0 O~ PICKERING O ~pNP RECRATION COMPLEX DIEF-ENBAK R O~'Ir COURT ~O 'I'-~ LPN p,0 NE SOP SUBJECT AREA W > P PR~w P~ RANG P~GKE Location Map - The Esplanade Park Proposed Construction Includes: The proposed works are to include the walkway and lighting replacement in Esplanade Park, from the Cenotaph to Valley Farm Road as well as the replacement of the sidewalk on Valley Farm Road, adjacent to Esplanade Park. ATTACHMENT#_ ~ , 0 kFPORT# ~S q l City o¢~ / ct _(o-- 9 8 ON PICKERI Memo To: Richard Holborn April 25, 2012 Division Head, Engineering Services (Revised) From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Subject: Tender No. T-4-2012 Tender for Esplanade Park - Walkway and Lighting Replacement - 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, April 3, 2012 and twenty two (22) bidders attended of which fourteen (14) 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 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 Base Bid - Esplanade Park - Walkway Lighting Replacement HST Included Bidder Total Tendered Amount After Calculation Check TBG Landscape Inc. $239,955.85 $239,955.90 Bennington Construction Ltd. $276,940.97 $276,940.97 Aloia Bros. Concrete $279,061.35 $278,714.16 Midome Construction Services Ltd. $303,009.50 $303,009.50 Signature Contractors $333,730.81 $333,730.81 Mopal Construction Ltd. $336,838.31 $336,838.31 ATTACHMENT## -~L TO REPORT# 99 of Cedar Springs Landscape Group Ltd. $348,627.27 $348,627.13 Hawkins Contracting Services Ltd. $348,750.88 $348,750.88 Rutherford Contracting Ltd. $351,237.18 $351,237.18 R-Chad General Contracting Inc. $365,865.75 $366,995.75 Trisan Construction $375,650.19 $375,650.19 A.V. Curb & Sidewalk Ltd. $378,001.93 $378,001.93 002274084 Ontario Ltd. O/A GMP $395,421.43 $395,421.43 Contracting Aplus General Contractors Corp. $514,545.50 $514,545.50 Separate Price Schedule - Sidewalk on Valley Farm Road The following clauses were included in the tendering documents: 1. "The City may select items from the Separate Price Schedule to add to the base bid to maximize funds available in the budget prior to an award. The total amounts from compliant bids would be reviewed equally subject to available funds in the budget. Bidders acknowledge this may shift their position as read out at the public tendering opening and agree no claim shall be made for damages on grounds of loss or anticipated profit or any other reason". Reference: Information to Bidders, Item 29 2. "The City reserves the right to consider, accept or not accept any separate price to a base bid prior to award." Reference: Separate Price Schedule, Form of Tender, Item 2 SUMMARY Separate Price Schedule - Sidewalk on Valley Farm Road HST Included Bidder Total Tendered Amount After Calculation Check TBG Landscape Inc. $32,594.40 $32,594.40 Bennington Construction Ltd. $21,273.83 $21,273.83 Aloia Bros. Concrete $21,278.20 $21,300.50 Midome Construction Services Ltd. $19,577.25 $19,560.30 Signature Contractors $24,661.12 $24,661.12 Mopal.Construction Ltd. $25,978.70 $25,978.70 Cedar Springs Landscape Group Ltd. $24,313.08 $24,313.08 Hawkins Contracting Services Ltd. $29,065.86 $29,065.86 Rutherford Contracting Ltd. $29,259.02 $29,259.02 R-Chad General Contracting Inc. $40,510.50 $40,510.50 Trisan Construction $26,421.66 $26,421.66 April 25, 2012 Tender No. T-4-20.12 Page 2 Tender for Esplanade Park - Walkway and Lighting Replacement ATTACH MENT# ~ TOREPORT#C_0"« -3- of i no A.V. Curb & Sidewalk Ltd. $27,430.16 $27,430.16 002274084 Ontario Ltd. O/A GMP $33,075.10 $33,075.10 Contracting Aplus General Contractors Corp. $33,335.00 $33,335.00 In selecting from the Separate Price Schedule to add to the Base Bid, the summary is as follows: SUMMARY Base Bid - Esplanade Park -Walkway Lighting Replacement) Separate Price Schedule - Sidewalk on Valley Farm Road HST Included After Calculation After Calculation Total Bidder Check Check Base Bid + Base Bid Separate Price Separate Price Schedule Schedule TBG Landscape Inc. $239,955.90 $32,594.40 $272,550.30 Bennington Construction Ltd. $276,940.97 $21,273.83 $298,214.80 Aloia Bros. Concrete $278,714.16 $21,300.50 $300,014.66 Midome Construction Services Ltd. $303,009.50 $19,560.30 $322,569.80 Signature Contractors $333,730.81 $24,661.12 $358,391.93 Mopal Construction Ltd. $336,838.31 $25,978.70 $362,817.01 Cedar Springs Landscape Group Ltd. $348,627.13 $24,313.08 $372,940.21 Hawkins Contracting Services Ltd. $348,750.88 $29,065.86 $377,816.74 Rutherford Contracting Ltd. $351,237.18 $29,259.02 $380,496.20 R-Chad General Contracting Inc. $366,995.75 $40,510.50 $407,506.25 Trisan Construction $375,650.19 $26,421.66 $402,071.85 A.V. Curb & Sidewalk Ltd. $378,001.93 $27,430.16 $405,432.09 002274084 Ontario Ltd. O/A GMP $395421.43 $33,075.10 $428,496.53 Contracting , Aplus General Contractors Corp. $514,545.50 $33,335.00 $547,880.50 Pursuant to Information to Bidders Item 31, 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 April 25, 2012 Tender No. T-4-2012 Page 3 Tender for Esplanade Park - Walkway and Lighting Replacement ATTACHMENT#_!_TOREPORT# LS 0-12,1 of _ 101 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) 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 completed by the bidder's agent, broker or insurer; (g) list of Sub-Contractors in accordance with General Conditions Item 34; (h) Waste Management Plan to be used on this project in accordance with Tendering Specifications Item 18. 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; (c)any past work experience with the low bidder Four Seasons Site Development Ltd. 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 & Se ces. VAF/jg Attachments April 25, 2012 Tender No. T-4-2012 Page 4 Tender for Esplanade Park - Walkway and Lighting Replacement ATTACHMENT# ~ TOREPORT#~u ~12-1 -5 o _L2 c: f 0 W _ z LU Q i 0 N E ~ CL 47 © ® O rye ~1/ O cW+ 1l \ OA Q Q N E -0 LO Q EF? 61) fA 61). V-T W, flog, 691 E» 6-~ E» toa ~Yr c r- C tU N (n E A (D < IN E IRS CD 010 Lij 4 w c ^rl N cV M N iv l n^, = 4=0 N 69. (i} to ff-} EF} Ei? ull V) f!? Ff) E9 (f} w. U T o p 3 N Z Y c Co Q r z C:) z a E w ~ a U d c6 ~ O a oLLJ ~o~ co 4) Co CL X-) Uw to O o ® Q O o~ ® O F- W ai LL L a O ° p E d p ~ ~ v I Q V C O N Q Q C N N O 1!) V 0 o n N to N V) to to to En fA to to to N VA. N C R lll N N (U a) O N N (D a) a) N a) !1 o z a~ ~ 0 J ~ in ^Y C e 1' I J J m "d Y C C J U O C U Ov . - c d O O'- O U Q't C N O O U N 7 U O U O "O Q`' 7 t6 U O O (9 a C -0 .-O U c U r c y Z ? O o rn(D c m 0) m U o a) d N U .C O to 06 c O O U O C J o 00 a. Q a 0 a o .s] O•~ ~ o o~ UJ m U c v J co U ~ 2 O u _ a) 0 v tea 76 m O ca Y c E = Z o o Q m m m a~ in .o > o o n o a m ~ U o L p0U-1m0 I- Q QJ OOUQU F- ~J U) T- U i ATTACHMENTg,- I TOREPORT# ~q42.) 10 3 --,(e- of N O N. N' Cr (0 O O U U U. O_ h a c m ' c 0 a 0 U ' O N ' U C F O O O U 4- ~ O W p T O L N a c m c CL .N 0 c _ o U) w -`-L U I