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HomeMy WebLinkAboutCS 25-12 Executive Committee APICKAERIft Report to 04 Report Number: CS 25-12 Date: May 14, 2012 From: Everett Buntsma Director, Community Services Subject: Tender No. T-11-2012 Tender for Roof Replacements at Don Beer Arena - Rink 1 and Greenwood Community Centre File: A-1440 Recommendation: 1. That Report CS 25-12 of the Director, Community Services regarding the Roof Replacements at the Don Beer Arena - Rink 1 and Greenwood Community Centre be received; 2. That Tender No. T-11-2012 submitted by T. Hamilton & Son Roofing Inc. in the amount of $507,709.00 (HST included) and a net cost of $457,207.68 be accepted; 3. That the total gross project cost of $559,689 (HST included) and a net project cost of $504,017 (net of HST rebate), including the tender amount and other associated costs, be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the projects as follows: a) the sum of $420,000, as provided for in the 2012 Don Beer Arena Capital Budget to be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed ten years at a rate to be determined; b) the balance amount of $4,950 to be funded from property tax; c) the sum of $79,067, as provided for in the 2012 Community Centres Capital Budget be funded from Federal Gas Tax Reserve Fund; d) the annual repayment charges in the amount of approximately $48,600 be included in the annual Current Budget for the City of Pickering commencing 2013, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; e) the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to give effect to the foregoing; and eport CS 25-12 May 14, 2012 100 Subject: Tender for Roof Replacements at Don Beer Arena - Rink 1 and Greenwood Community Centre Page 2 5. That the draft by-law attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: The roof replacements at the Don Beer Arena - Rink 1 and Greenwood Community Centre were approved by Council in the 2012 Capital Budget. 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 Greenwood Community Centre Roof was identified to have phenolic foam insulation which has been discontinued in the industry due to its corrosive quality. This insulation has deteriorated the steel roof decking at Greenwood Community Centre. The roof and the phenolic foam insulation will be replaced with rigid board foam insulation which will eliminate future deterioration and increase efficiency and insulation for the building. The replacement of the eastern section of the Don Beer Arena (over Rink 1) will eliminate leaking, improve the roof efficiency and add a white coating which is reflective and reduces energy costs in the building. The Greenwood Community Centre roof replacement is scheduled to be completed in June prior to community events scheduled at the Centre in July. The Don Beer Arena roof replacement is scheduled in June during the off peak season. The low bid submitted by T. Hamilton & Son Roofing Inc. is recommended for approval. The total gross project cost is estimated at $559,689 (HST included) and the total net project cost is estimated at $504,017 (net of HST rebate). Financial Implications: 1. Tender Amount, Tender No. T-11-2012 $449,300.00 HST 13% 58,409.00 Sub-Total $507,709.00 HST Rebate - 11.24% (50,501.32) Total $457,207.68 CORP0227-07/01 revised Resort CS 25-12 May 14, 2012 Subject: Tender for Roof Replacements at Don' Beer Arena - Rink 1 10 and Greenwood Community Centre Page 3 2. Approved Source of Funds Don Beer Arena & Community Centres Capital Budget Location Project Code Source of Budget Required Funds Roof Replacement 5715.1202.6181 Debt- 10-Year $515,000 $420,000 - Don Beer Arena - Property Taxes 4,950 Rink 1 Roof Replacement 5719.1202.6181 Federal Gas Tax 90,000 79,067 - Greenwood Community Centre Total Funds $605,000 $504,017 3. Estimated Project Costing Summa Tender No. T-11-2012 $449,300 Miscellaneous Costs 2,000 Construction Contingency 44,000 Total Project Costs $495,300 HST (13%) 64,389 Total Gross Project Cost $559,689 HST Rebate (11.24%) 5( 5,672) Total Net Project Cost $504,017 4. Breakdown b Projects Don Beer Arena Greenwood Total Tendered Amount $379,600 $69,700 $449,300 Miscellaneous Cost 1,000 1,000 2,000 Contingency 37,000 7,000 44,000 Total $417,600 $77,700 $495,300 HST cost to City (1.76%) 7,350 1,367 8,717 Net Project Cost to City $424,950 $79,067 $504,017 Project Cost under over approved funds b $100,983 CORP0227-07/01 revised 7 ort CS 25-12 May 14, 2012 1 1 Subject: Tender for Roof Replacements at Don Beer Arena - Rink 1 and Greenwood Community Centre Page 4 Discussion: The roof replacements at the Don Beer Arena - Rink 1 and Greenwood Community Centre were approved by Council in the 2012 Capital Budget. The existing roof structures have reached the end of their useful life cycles and currently are experiencing failure in several key areas. The Don Beer Arena Roof Lower (Lobby Area) and East Roof (Rink 1) have built up roofs (layers of felts, fabrics and layers of bitumen) covered by a flood of gravel that have deteriorated to the, point where leaks have been addressed over the past few years. Blisters are apparent between the layers which over time expand, crack and allow moisture into the roof. Moisture is evident entering the facility through the perimeter flashing. This moisture then saturates the insulation reducing the efficiency, and allow water to build up inside the roof. The roof replacement will have a flood coat of white stone to qualify the roof as a "white roof' which will improve the efficiency and reduce energy consumption. The Greenwood Community Centre Roof has phenolic foam insulation which at the time had one of the most efficient R ratings for insulation. Unfortunately, when the insulation comes into contact with moisture an acid is formed which deteriorates the steel decking. This roof requires replacing immediately due to the existing corrosion. The roofing replacement for Greenwood Community Centre will eliminate further deterioration and increase energy efficiency and improve insulation. Bids have been received to the tendering call, which closed on Wednesday, April 18, 2012 for the Roof Replacements at Don Beer Arena - Rink 1 and Greenwood Community Centre. A mandatory site visit was held on March 29, 2012 and seventeen (17) bidders attended of which fourteen (14) bidders submitted a tender for this project. The low bid of $507,709.00 (HST included) submitted by T. Hamilton & Son Roofing Inc. is recommended for approval. T. Hamilton & Son Roofing Inc. is on a current service contract with the City of Pickering to provide roof repair service as required and have completed work to the satisfaction of the Culture & Recreation Division. The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and Clearance Certificate issued by Workplace Safety and Insurance Board as submitted by T. Hamilton & Son Roofing Inc., have been reviewed by the Coordinator, Health & Safety and deemed acceptable. In conjunction with staffs review of the contractor's previous work experience and bonding available on this project the tender is deemed acceptable. Upon careful examination of all tenders and relevant documentation received, the Community Services Department, Culture & Recreation Division recommend - acceptance of the low bid submitted by T. Hamilton & Son Roofing Inc. for Tender No. T-11-2012 in the amount of $507,709.00 (HST included) and that the total net project cost of $504,017 be approved. CORP0227-07/01 revised Report CS 25-12 May 14, 2012 Subject: Tender for Roof Replacements at Don Beer Arena - Rink 1 108 and Greenwood Community Centre Page 5 Attachments: 1. Location Maps 2. Supply & Services Memorandum dated April 24, 2012 3. By-law to authorize the issuance of debentures in the amount of $420,000 for the Don Beer Arena - Rink 1 Roof Replacement. Prepared By: Approved / Endorsed By: Maris Carpino JRich Holb rn Mana er, Cult & Recreation ) Dire tor, Community Services Vera A. F Ig macher Gillis Paterson, CMA C.P.P., CP O, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer Manager, Supply & Services Caryn Kong, CGA Stephen R y olds Senior Financial Analyst-Capital & Division Head, Culture & Recreation Debt Management SR:lg Recommended for the consideration of Pickering ity Cou cil l , 20/2, W6~4_4 Tony Prevedel, P.Eng. I \J Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT #-L-TO REPORT # CS 2.5 -12 1 0 9 pa~e I o~ 2 Od oc~ oRPNGE v ~ ~ d3 O SUBJ 1 V~ DING O Qv\G O O S 2 o O COMMUNITY SERVICES ATTACHMENTFOR COMMUNITY a~ DEPARTMENT SERVICES REPORT CS 25-12 ENGINEERING DNISION I I TENDER T-11-2012 FOR ROOF REPLACEMENT scn,E: N.T.S APRIL 26 /2012 DON BEER ARENA ATTACHMENT #--L--FO REPORT #--cS Q z of ~ RG p,0 NG~SS\GN GG ~ S\X~ N v~ w J SR. cO O/ JR PRA d P~w~~NG X SWAN OPSggP~p p\P~`pN SUBJECT BUILDING \44ooo 0 GoMM~N~~ GEN~FL O ~pV 0 0 W Elf o CD COMMUNITY SERVICES ATTACHMENT FOR COMMUNITY DEPARTMENT SERVICES REPORT CS 25-12 cib, ° ENGINEERING DIVISION TENDER T-11-2012 FOR ROOF REPLACEMENT SCALE: N.T.S AIIATE: PRIL 26 /2012 GREENWOOD COMMUNITY CENTRE I-Pik ATTACH NENi # Z . i J rtc'JR f #CS ZS-12 - ,~c ~ j a F 5 Memo PICKERING To Stephen Reynolds April 24, 2012 Division Head, Culture & Recreation (Revised) From- Vera A. Felgemacher Manager, Supply & Services Copy: (Acting) Manager, Culture & Recreation Supervisor, Facilities Operations Subject- Tender No. T-11-2012 Tender for Roof Replacements at Don Beer Arena - Rink 1 and Greenwood 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. Two (2) addenda were issued on this project. A mandatory site visit was held on Tuesday, March 29, 2012 and seventeen (17) 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 Lenders are attached for your review along with the summary of costs. SUMMARY Harmonized Sales Tax Included Bidder Base Bid Total Tendered Amount After Calculation Check T. Hamilton & Son Roofing Inc. $507,709.00 $507,709.00 Aseal Roofing & Sheet Metal $536,072.00 $536,072.00 Ltd. Sproule Specialty Roofing Ltd. $543,812.50 $543,812.50 Trio Roofing Systems Inc. $551,779.00 $551,779.00 Eileen Roofing Inc. $553,700.00 $553,700.00 ATTACHMENT #_2___T0 REPORT # CS ZS- I Z VCk.C Dufferin Roofing Ltd. $617,545.00 $617,545.00 Automatic rejection - Addendum No. 2 not acknowledged. Triumph Roofing and Sheet Reference: Purchasing Policy No. PUR 010, Procedure Metal Inc. 23.02, Item 11; Information to Bidders - Item 9, 13, 25, 27, 28, 45,46, 47, and Addendum No. 2. Automatic rejection - Addendum No. 2 not acknowledged. Solar Roofing and Sheet Metal Reference: Purchasing Policy No. PUR 010, Procedure Ltd. 23.02, Item 11; Information to Bidders- Item 9, 13, 25, 27, 28, 45,46, 47, and Addendum No. 2. Automatic rejection - Addendum No. 1 and Addendum No. 2 not acknowledged. Reference: Purchasing Policy No. Industrial Roofing Services Ltd. PUR 010, Procedure 23.02, Item 11; Information to Bidders - Item 9, 13, 25, 27, 28, 45,46, 47, Addendum No. 1 and Addendum No. 2. Automatic rejection - Addendum No. 2 not acknowledged. Nortex Roofing Ltd. Reference: Purchasing Policy No. PUR 010, Procedure 23.02, Item 11; Information to Bidders - Item 9, 13, 25, 27, 28, 45,46, 47, and Addendum No. 2. Automatic rejection -Addendum No. 2 not acknowledged. Crawford Roofing Corp Reference: Purchasing Policy No. PUR 010,'Procedure 23.02, Item 11; Information to Bidders - Item 9, 13, 25, 27, 28, 45,46, 47, and Addendum No. 2. Automatic rejection -Addendum No. 2 not acknowledged. Proteck Roofing Ltd. Reference: Purchasing Policy No. PUR 010, Procedure 23.02, Item 11; Information to Bidders - Item 9, 13, 25, 27, 28, 45,46, 47, and Addendum No. 2. Automatic rejection - Original corporate seal missing from Bid Bond and Agreement to Bond and are photocopies (not Applewood Roofing and Sheet original). Reference: Purchasing Policy No. PUR 010, Metal Ltd. Procedure 23.02, Item 10 (a) and 14; Information to Bidders - Item 9, 25, 27, and 28, Tendering Specifications - Item 7. Pursuant to Information to Bidders item 29, the following will be requested of the low bidder, T. Hamilton & Son Roofing Inc. 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) the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer; April 19, 2012 Tender No. T-11-2012 Page 2 Roof Replacements at Don Beer Arena - Rink 1 and Greenwood Community Centre ATTACHMENT # Z TO REPORT # CS_ 25' 12 G- e) list of Sub-Contractors in accordance with General Conditions Item 31 and page 104; f) Waste Management Plan to be used on this project in accordance with Tendering Specifications Item 19. 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 low bidder T. Hamilton & Son Roofing 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. 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 y, u require further information, please feel free to contact me or a member of Supply & Se ` ices. j VAF/jg Attachm nts April 19, 2012 Tender No. T-11-2012 Page 3 Roof Replacements at Don Beer Arena- Rink 1 and Greenwood Community Centre L CS ZS ( Z ATTACHMENT #--.L-TO REPORT # Pool S 11~ x2i LLJ C14 ~ aL AC r~ Y 0 0 mYQ ca o Y L ~ i T Q Q ~ Efl eq~ 64 H} Efl 64 ER ff} EH ER fA ER EA ff~ C ~ E N O o c p 0 © Q. O U a ;J p 0 1~ m ~Q o Q ~ZY R Y - E- U) w R U c c Q L N C z Q C zo ~~c o1 1 z co co W W r Q Q Y W Q U0 w Y a w~ co m Y a, o q? 0° mo ® \ w U u LL a ~q p Q vd p o ~ w Q Z u i N Q d r L d O F- •y w cn cn cn cn (n (n (n cn U) F c a> m a~ a~ m m a~ a) a~ a~ m a~ (U a~ o w } } } } } } } } } } } } n. Z agin r (D U ~ L E a a o 06 U) c J O c6 R O O U 'D 0$ Z p CJ a~ J U) o O c' c ol$ o L O O m (n c Y_-cy, 3 o-0 EE 0 a Lo c x Y c 2 E in a) m p caw c (D 0 O VOi L O O U O O ((D Z) O O- m Q F- (n 2' Q Cn (n 1- c U U (A W Q Z F- w (n ATTACHMENT # 2- TO REPCIRT #C 1 J p0. S 6~ Cj N - O . N O C O cp ° U .U O Q h a C N C. O C O U h _ U O U N O C O U ~ O W C 2 .L N a m a3i a 4 i •C 0 E o C LLI (n v ~ w d LL Q ATTACHMENT # 3 TO REPORT # CS ;-)5 `I 2- pocor (o-e Z 116 The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Don Beer Arena - Rink 1 Roof Replacement project in the City of Pickering and the issuance of debentures in the amount of $420,000 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, 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 Don Beer Arena Roof Replacement project; and, Whereas before authorizing the construction to proceed in respect of the Don Beer Arena - Rink 1 Roof Replacement 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 25-12 on the date hereof and awarded Tender T-11-2012 for the Don Beer Arena - Rink 1 Roof Replacement project. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: I A I'TACHMENT # , TO REPORT #CS 2S `I 2- BY-LAW NO ~G~ c~ e 2 o~-Z Page 2 i 1. That the City proceed with the project referred to as "Don Beer Arena - Rink 1 Roof - Replacement"; 2. That the estimated costs of the project in the amount of $424,950 be financed as follows: a) That the.sum of $420,000 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 $4,950 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 2013 and continuing thereafter until the loan is repaid. ' By-law read a first, second and third time and finally passed this 22nd day of May, 2012. David Ryan, Mayor Debbie Shields, City Clerk I