HomeMy WebLinkAboutCS 17-12 7 6c`iq Report to.
Executive Committee
PICKERING Report Number: CS 17-12
Date: June 11, 2012
. From: Everett Buntsma
Director, Community Services
•
Subject: Tender No. T-10-2012
- Tender for East Shore Community Centre Parking Lot Improvements
- File: A-1440
Recommendation:
•
1. That Report CS 17-12 of the Director, Community Services regarding Tender No.
T-10-2012 for the East Shore Community Centre Parking Lot Improvements be
received;
2. That the proposed works under Tender No. T-10-2012 is to include East Shore
Community Centre-west side, parking lot reconstruction and drainage
improvements;
3. That Tender No T-10-2012 submitted by Wyndale Paving Company Limited in the
total tendered amount of$217,700.83 (HST included) and a net cost of
$196,046.34 be accepted;
4. That the total gross project cost of$244,821 (HST included) and a net project cost
of$220,469 (net of HST rebate) including the total tendered amount and other
associated costs be approved;
5. That Council authorize the Director, Corporate Services &Treasurer to finance the
project as follows: '
a) the sum of$200,000 as provided for in the 2012 Capital Budget be increased
to $220,000 and be financed through the issuance of debentures by the
Regional Municipality of Durham for a period not to exceed five years, at a
rate to be determined;
b) the balance sum of$469 be funded from property taxes;
c) that the annual repayment charges in the amount of approximately $47,350
be included in the annual Current Budget for the City of Pickering
commencing in 2013, continuing thereafter until the loan is repaid, and any
financing cost to be paid out of the Current Budget;
Report CS 17-12 June 11, 2012
Subject: Tender No. T-10-2012 7 7
Tender for East Shore Community Centre
Parking Lot Improvements Page 2
6. That the draft by-law attached to this report be enacted; and
7. 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 Senior Centre Capital Budget, the existing
parking lot area on the west side of the East Shore Community Centre was approved for
reconstruction and drainage improvements work. Tender No. T-10-2012 was issued on
Wednesday, April 18, 2012, and closed on Wednesday, May 9, 2012 with thirteen
bidders responding. The low bid of$217,700.83 (HST included) submitted by Wyndale
Paving Company Limited, is recommended for approval. The total gross project cost is
estimated at $244,821 and the total net project cost is estimated at $220,469 (net of
HST rebate).
Financial Implications:
1.Tender Amount
T-10-2012 $192,655.60
HST (13%) 25,045.23
Sub-Total 217,700.83
HST Rebate (11.24%) (21,654.49)
Total $196,046.34
2. Approved Source of Funds
2012 Senior Centre Capital Budget
Location Project Source of Funds Budget Required
Code
East Shore Community 5701.1203 Debt— 5 year $200,000 $220,000
Centre-West Side
Parking Lot
Reconstruction &
Drainage Improvements
Property Taxes 0 469
Total Funds Required $200,000 $220,469
CORP0227-07/01 revised
Report CS 17-12 June 11, 2012
8
Subject: Tender No. T-10-2012
Tender for East Shore Community Centre
Parking Lot Improvements Page 3
3. Estimated Project Costing Summary
T-10-2012 — Tender for East Shore Community Centre
Parking Lot Improvements $192,656
Miscellaneous & Tender Costs 1,500
Materials Testing 2,500
Contingency 20,000
Total 216,656
HST (13%) 28,165
Total Gross Project Cost 244,821
HST Rebate (11.24%) (24,352)
Total Net Project Cost $220.469
Net Project Cost under (over) Approved Funds $(20,469)
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, and therefore,
Ontario Municipal Board approval is not required prior to City Council's authorization.
Discussion: In 2011, Cosburn Giberson Consultants were retained by the
City of Pickering to prepare drawings and specifications for the Parking Area Expansion
at the East Shore Community Centre. The original design included both the
reconstruction of the existing parking area and expansion of the parking onto the lot
between the Community Centre and Peace Lutheran Church. During the 2011 Budget
deliberations, it was decided that the existing parking area reconstruction would be
deferred and that only the expansion of a gravel parking area would be completed in
2011.
The expansion of the parking lot was completed in 2011. Report to Council CS 23-11
identified a total project cost of$602,776, with debenture financing in the amount of
$325,000, and the balance funded from Rate Stabilization Reserve, Easement
Settlement Reserve, and property taxes.
As approved in the 2012 Budget, the City is now proceeding with the reconstruction of
the existing parking area on the west side of the building. This component further
identified debenture financing in the amount of$220,000, a 10% increase from the
approved $200,000 budget, in order to make allowance for contingency cost. The
estimated net project cost for this component is $220,469, with the balance to be funded
from property taxes.
CORP0227-07/01 revised
Report CS 17-12 June 11,2012
Subject: Tender No. T-10-2012
Tender for East Shore Community Centre
Parking Lot Improvements Page 4
Tender No. T-10-2012 was issued on Wednesday, April 18, 2012. An advertisement
was placed in the Daily Commercial News and on the City's website. The tender closed
on Wednesday, May 9, 2012 with fourteen bidders responding. The low bid of
$217,700.83 (HST included) submitted by Wyndale Paving Company Limited is
recommended for approval. Wyndale Paving Company Limited have previously worked
for the City on Tender No. T-3-2007 the Reconstruction of Old Brock Road and a further
reference check has been completed and is deemed acceptable by the Supervisor,
Engineering & Capital Works. The Health & Safety Policy, proof of Confined Space
Entry Procedure and a list of employees trained, a current WSIB Workplace Injury
Summary Report and a Clearance Certificate issued by Workplace Safety & Insurance
Board as submitted by Wyndale Paving Company Limited, 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 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, Engineering Services Division recommends the
acceptance of the low bid submitted by Wyndale Paving Company Limited for Tender
No. T-10-2012 in the amount of$217,700.83 (HST included) and that the total net
project cost of$220,469 be approved. .
Attachments: .
1. Location Map
2. Summary Memorandum from Supply & Services dated May 11, 2012
3. By-law to authorize East Shore Community Centre-West Side, Parking Area
Reconstruction and Drainage Improvements in the City of Pickering and the
issuance of debentures in the amount of$220,000
P epared By: Approved/Endorsed By:
(s7 Lam_ 4 �..E...,
P arrell Selsky, CET., M III Everett nts PD, CMM
Supervisor, Engineering & Capit'Works Directo , Community Services
CORP0227-07/01 revised
Re 8 ort CS 17-12 June 11, 2012
. E f
Subject: Tender No. T-10-2012
Tender for East Shore Community Centre
Parking Lot Improvements Page 5
t
♦: 11
era A. F€,Agemacher i is A. Paterson, CMA
CSCMP, CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer
Manager, Supply & Services
Caryn Kong, CGA Richard W. Hol„orn, P. Eng.
Senior Financial Analyst- Div'-ion Head, ngineering Services
Capital & Debt Management
DS:ds
Recommended for the consideration
of Pickering City Council
I zet Zdi
JI �
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
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ATTACHMENT# C TO REPORT# CS i 1—I2)
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MI Engineering Services Division
Attachment for Tender T-10-2012
East Shore Communit Centre
CLOUDBE •RY
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Location Map — East Shore Community Centre
Proposed Construction Includes:
East Shore Community Centre —The proposed works to include parking lot reconstruction
and drainage improvements of the existing lot on the west side of the building to base
asphalt including pavement markings.
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ATTACHMENT# TO REPORT# C S 17-1.2-
_�of
Citit o� A RECEIVED
-;- = MAY 10 2012
PICKS Il V G CITY OF PICKERING Memo
ENGINEERING SERVICES
To: Richard Holborn May 11, 2012
Division Head, Engineering Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
Subject: Tender No T-10-2012
Tender for East Shore Community Centre Parking Lot Improvements
- 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. 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
HST Included
Bidder Total Tendered Amount After Calculation Check
Wyndale Paving Co. Ltd. $217,700.83 $217,700.83
IPAC Paving Ltd. $218,095.65 $218,095.65
Ashland Paving Ltd. $220,779.40 $220,779.40
Colpac Construction Inc. _ $221,057.95 $221,057.95
Royalcrest Paving $222,347.28 $222,347.28
C. Valley Paving Ltd. $225,929.37 $225,929.38
Mopal Construction Ltd. $237,336.16 $237,336.16
ATTACHMENT#_._22--TOREPOR _
of S
Hard Co. Construction Inc. $258,562.19 $258,570.84 8 3
Blackstone Paving and Construction $259,157.59 $259,157.59
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Ltd.
Pacific Paving Ltd. $272,362.77 $272,362.77
Bond Paving & Construction Inc. $285,454.95 $288,618.95
Trison Contracting Inc. $315,769.18 $315,769.18
Montgomery MacEwen Contracting . $316,248.81 $316,248.81
Ltd.
Automatic rejection — Surety's Corporate Seal is
missing from the Bid Bond and Agreement to Bond
NEI Construction Corp submitted with the tender. Reference: Purchasing
Policy No. PUR 010, Procedure 23.02, Item 10(a);
Information to Bidders - Item 9, 12, 25, 26, 27, and
Tender Specifications, Item 7.
Pursuant to Information to Bidders Item 28, 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
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 shall be
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 Wyndale Paving Co. 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;
May 11, 2012
Tender No. T-10-2012 Page 2
Tender for East Shore Community Centre
Parking Lot Improvements
ATTACH M ENT# TO REPORT# 17—/�
84 of
(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.
VAF/jg
Attachments' -
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•
May 11, 2012
Tender No. T-10-2012 Page 3
Tender for East Shore Community Centre
Parking Lot Improvements
CS 1 7-'2--
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ATTACHMENT#_..L. TOREPORT# —12J
of -?J
87
The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the East Shore
Community Centre-West Side, Parking Lot
Reconstruction and Drainage Improvements
project in the City of Pickering and the
issuance of debentures in the amount of
$220,000
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 East
Shore Community Centre-West Side, Parking Lot Reconstruction and Drainage
Improvements project; and,
Whereas before authorizing the construction to proceed in respect of East Shore
Community Centre-West Side, Parking Lot Reconstruction and Drainage Improvements
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 17-12 on the date hereof and awarded
Tender T-10-2012 for East Shore Community Centre-West Side, Parking Lot
Reconstruction and Drainage Improvements project.
ATTACHMENT# TO REPORT# S 1 1J)2J
BY-LAW NO --�-of �" Page 2
AR
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 "East Shore Community Centre-
West Side, Parking Lot Reconstruction and Improvements";
2. That the estimated costs of the project in the amount of$220,469 be financed as
follows:
a) That the sum of$220,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five years at a
rate to be determined;
b) That the sum of$469 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 18th day of June, 2012.
David Ryan, Mayor
Debbie Shields, City Clerk