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HomeMy WebLinkAboutCS 28-12 city 00 Report to Council w L•uuil���� s 1 +�3iti PICKERING Report Number: CS 28-12 Date: June 18, 2012 rff From: Everett Buntsma Director, Community Services • Subject: Tender No. T-15-2012 - Tender for Renovations and Expanded Washroom Facilities to the Seniors Activity Centre at East Shore Community Centre - File: A-1440 Recommendation: 1. That Report CS 28-12 of the Director, Community Services regarding Tender No. 1-15-2012 for the Renovations and Expanded Washroom Facilities to the Seniors Activity Centre at East Shore Community Centre be received; 2. That Tender No. T-15-2012 submitted by Joe Pace & Sons Contracting Inc. in the amount of$223,740 (HST. included) and a net cost of$201,484.80 be accepted; 3. That the total gross project cost of$271,878.00 (HST included) and a net project cost of$244,835 (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$200,000, as provided for in the 2012 Seniors Citizens Centre Capital Budget be increased to $240,000 and 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) the balance amount of$4,835 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $51,600 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; d) the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to give effect to the foregoing; and 5. That the draft by-law attached to this report be enacted; and Report CS 28-12 June 18, 2012 tIP Subject: Tender No. T-15-2012 - Tender for Renovations and Expanded Washroom Facilities to the Seniors Activity Centre at East Shore Community Centre Page 2 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: The renovations and expanded washroom facilities to the Seniors Activity Centre was approved by Council in the 2012 Capital Budget ($200,000). The existing washroom facilities of the Seniors Activity Centre at East Shore Community Centre are not meeting the needs of the seniors. The men's and women's washrooms do not meet accessibility requirements under the Ontario Disabilities Act or current Building Code. In addition, the number of stalls in the female washrooms are insufficient for the number of users on regular activity days and during special events. Lastly, the fixtures in both the men's and women's washrooms are not energy efficient and the washrooms do not have the mechanical systems required to provide adequate ventilation. The renovation project will increase the number of stalls in the women's washrooms to accommodate women's members, employ energy efficient toilets and lighting systems and improve mechanical systems so that there will be adequate ventilation in both the men's and women's washrooms. The renovations and expanded washroom facilities to the Seniors Activity Centre at East Shore Community Centre is scheduled to be completed in July and August 2012 during the slower seniors activity season. The bid submitted by Joe Pace & Sons Contracting Inc. in the amount of$223,740 (HST included) is recommended for approval. The total gross project cost is estimated at $271,878.00 and the total net project cost is estimated at $244,835 (net of HST rebate). Financial Implications: 1. Tender Amount • Tender No. T-15-2012 $198,000.00 HST (13%) 25,740.00 Sub-Total $223,740.00 HST Rebate (11.24%) (22,255.20) Total $201,484.80 CORP0227-07/01 revised Report CS 28-12 June 18, 2012 ,4 r' 4 Subject: Tender No. T-15-2012 - Tender for Renovations and Expanded Washroom Facilities to the Seniors Activity Centre at East Shore Community Centre Page 3 2. Approved Source of Funds Seniors Centre Capital Budget Location Project Code Source of Budget Required Funds Renovations and 5701.1201.6181 Debt- 5-Year $20Q,000.00 $240,000.00 Expanded Washroom Property $4,835.00 Facilities to the Taxes Seniors Activity Centre Total Funds $200,000.00 $244,835.00 3. Estimated Project Costing Summary Tender No. T-15-2012 $198,000.00 Consulting Fees $20,600.00 Miscellaneous Costs 2,000.00 Construction Contingency 20,000.00 Total Project Costs $240,600.00 HST (13%) 31,278.00 Total Gross Project Cost $271,878.00. HST Rebate (11.24%) (27,043.00) Total Net Project Cost $244,835.00 Project Cost under (over) approved funds by $(44,835.00) The Director, Corporate Services & Treasurer has provided the revised financing and 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: The renovations and expanded washroom facilities to the Seniors Activity Centre at East Shore Community Centre were approved by Council in the 2012 Capital Budget ($200,000). However, based on the results of the tender, after including other associated costs and provision for contingency, the estimated project cost in the amount of $244,835 has exceeded the approved budget. The additional cost CORP0227-07!01 revised Report CS 28-12 June 18, 2012 4 Subject: Tender No. T-15-2012 - Tender for Renovations and Expanded Washroom Facilities to the Seniors Activity Centre at East Shore Community Centre Page 4 will be financed by an increase in the debenture amount from $200,000 to $240,000, with the balance being funded from property taxes. The existing washroom facilities are not accessible, have poor ventilation, inefficient fixtures and lighting and do not accommodate the demand of its female users. This renovation project will provide 5 washroom stalls and 1 fully accessible washroom stall within the women's washroom (from 2 stalls and 1 larger more accessible washroom). The expanded women's washroom will be achieved by combining the existing women's and men's washroom facilities. The number of existing men's stalls and urinals (2 respectively) will be expanded by 1 urinal and will now be located in the former, maintenance storage room located to the south of the existing kitchen. Both washroom facilities will be completely modernized with its fixtures and lighting and will be supplied adequate ventilation systems. The consulting firm of Jurecka + Associates Architects Inc. was retained to provide tendering specifications and technical support. Bids have been received to the tendering call, which closed on Wednesday, May 23, 2012 for the renovations and expanded washroom facilities to the Seniors Activity Centre. A mandatory site visit was held on May 1, 2012 and 12 bidders attended of which 7 bidders submitted a tender for this project. Of the 7 bids received, one was automatically rejected and another was not considered as it did not meet the requirements of the tender. Upon careful examination of all tenders.and relevant documents received, the Community Services Department, Culture & Recreation Division recommends acceptance of the bid submitted by Joe Pace & Sons Contracting Inc. for Tender No. T-15-2012 in the amount of$223,740 (HST included) and that the total net project cost of$244,835 be approved. The bid of$223,740 (HST included) submitted by Joe Pace & Sons Contracting Inc. is recommended for approval. Joe Pace & Sons Contracting Inc. references have been checked and are deemed acceptable by the consultant (Paul Jurecka). Jurecka + Associates recommends Joe Pace & Sons Contracting Inc. as the lowest acceptable qualified bidder. The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and Clearance Certificate issued by Workplace Safety and Insurance Board as submitted by Joe Pace & Sons Contracting Inc., have been reviewed by the Coordinator, Health & Safety and deemed acceptable. In conjunction with staffs review CORP0227-07/01 revised Report CS 28=12 June 18, 2012 ,9 Subject: Tender No. T-15-2012 • Tender for Renovations and Expanded Washroom Facilities to the Seniors Activity Centre at East Shore Community Centre Page 5 • of the contractor's previous work experience, check of references and bonding available on this project, the tender is deemed acceptable. Attachments: 1. Location Map 2. Supply & Services Memorandum dated May 25, 2012. 3. Letter from Paul Jurecka, Jurecka + Associates Architects Inc. dated June 5, 2012. 4. By-law to authorize the issuance of debentures in the amount.of$240,000 for the Renovations and Expanded Washroom Facilities to the Seniors Activity Centre. Prepared By: Approved / Endorsed By: Mari is Carpino �' Everett-Bunt• Man.ger, Culture & 'ecreation Director, Community Services era A Igemacher Gillis Paterson,CMA C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer Manager, Supply & Services Caryn Kong, CGA i ephen -eynolds Senior Financial Analyst-Capital & Division Head, Culture & Recreation Debt Management SR:Ig Recommended for the consideration of Pickering City Council l2, ZoL2, Tony revedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 4 I L. ji,d,.: .i .�•.'"` ( 4*".�1. 4 , 4 0- El o h `_1 TATRA DRIVE ri � ! i .r Ad l' Ll Po_ r 1 ll Lin ri ri Q Li z RADOM STREET - . L I I I ATTACHMENT FOR COMMUNITY COMMUNITY SERVICES SERVICES REPORT CS 28-12 City o0 DEPARTMENT ENGINEERING DIVISION TENDER T-15-2012 RENOVATIONS AND EXPANDED �,.;, �-!- = =, SCALE: DA WASHROOM TO SENIORS AC NO TIVITY N.T.S May23/2012 CENTRE EAST SHORE COMMUNITY CENTRE V City 4 t v PICKERING Memo To: Stephen Reynolds May 25, 2012 Division Head, Culture & Recreation (Revised) From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Culture & Recreation Supervisor, Facilities Operations Subject: Tender No. T-15-2012 Tender for Senior's Activity Centre Renovations and Expanded Washrooms - East Shore 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. Three (3) addenda were issued on this project. A mandatory site visit was held on Tuesday, May 1, 2012 and twelve (12) bidders attended of which seven (7) 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 R-Chad General Contracting Inc. $212,440.00 $212,440.00 Joe Pace & Sons Contracting Inc. $223,740.00 $223,740.00 Tower Construction Inc. $236,961.00 $236,961.00 Snyder Construction Inc. $251,651.00 $251,651.00 Canadian Tech Air Systems Inc. $271,200.00 $271,200.00 John McClellan Contracting Unable to Bid r / 1t 4 Automatic rejection —The bidder's original,ink signature is missing from the signature page. Onit Construction Inc. Reference: Purchasing Policy No. PUR 010, Procedure 23.02, Item 5; Information to Bidders — Item 9, 25, 27, 28, and Revised Form of Tender 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 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; (e) list of Sub-Contractors in accordance with General Conditions Item 31; (f) 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), (b) and (c), noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (d) — Certificate of Insurance — is acceptable to the Manager, Finance & Taxation; (c) if item (e) and (f) noted above are acceptable to you; (d) any past work experience with the low bidder R-Chad General Contracting Inc. including work location; . (e) without past work experience, if reference information is acceptable; (f) the appropriate account number(s) to which this work is to be charged; (g) the budget amount(s) assigned thereto; (h) Treasurer's confirmation of funding; (i) related departmental approvals; and . (j) related comments specific to the project. Jurecka + Associates as the consultants on this project will be reviewing submissions and making • recommendations to you. The consultant should also review carefully all submittal information based on tendering instructions. If the consultant notices any infractions or information missing during the evaluation, please contact me as soon as possible. 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 furthe : information, please feel free to contact me. . VAF/jg (>1 Attachments May 23, 2012 Tender No. T-15-2012 Page 2 Tender for Senior's Activity Centre Renovations and Expanded Washrooms - East Shore Community Centre C. r'. 1 F :' e- 0 N a) I- c co Z a. W 2 2 0 o C 0 m U U U) - m E . E 0 oc O O 1A 4 . C t r- = © el). . O m sQ Q ry m �\ Z A. c Ne N C N y w 69 69 6 E O I- m w C ° Y co r U U) o U W C . E 'a '\ o O • C N m I 0 Q d 0 N a U Z D Ce .E c �+ `� ®1 SU1 O EE Lu Z LU cu.�. O N W p O U E G) E mm \° 9\ li- U Uv__n- O \ q O 0W a)c 'a } 0 0 .0 cu -- Z a . 7 °5 � coo LL O R f B O Y 0 E 0 'a • N ,' a 0 a O 0 w L _ate= a) a) a) O N c 4 Ct 'CS -a R' y N N N N N N ti .CL) Cu a) a) d ,O } } } >- } } co H O w C a+ 1 C R Gv O \ QZ O 41 r J \' a) ,h -o c ►- co ci z w ' C _ I E _ o R C Q o a- , Z o O U O = -- 2 C - LL ��a O ad O) a) O) 0 C C C a) m CO 0 ti Ncpco �j U -pE `m gas >- d. .— •o, a) cu d `- I— a) CO U CO .t O in" T t C U • ) O O 0 F0— O CO V) —) O 1 iurecka + Associates Architects Inc 0 Clrn(I q" A,f?. TE)fwito, M'JR 2T2 June 5, 2012 to 416.972.93x 5 fx E66-475.7256 'r'.7`•rr".il..jurcxsi . ca Division of Culture & Recreation City of Pickering One, The Esplinade Pickering, Ontario L1V 6K7 Attn: Stephen Reynolds, Division Head Re: Review of Tender T-15-2012: Seniors Activity Centre Washroom Expansion East Shore Community Centre Dear Mr. Reynolds: The lowest acceptable tender for the Seniors Activity Centre Washroom Expansion At East Shore Community Centre is Joe Pace & Sons Contracting Inc. At your request we have conducted telephone interview s with the three references listed in their tender form. All three were for similar.projects types of similar scale and reasonably current. The three referees were all happy to discuss their experience and uniformly complimentary in their overall responses. Although we have no direct experience with them, we trust that Joe Pace &Sons Contracting Inc., the lowest acceptable qualified bidder for your tender no. T-15-2012 has satisfied the tender requirem ents and is qualified to undertake this project as the General Contractor. We therefore recommend that you award the contract to Joe Pace & Sons Contracting Inc. on the basis of their bid submitted May 14, 2012. The base bid (including GST) should result in a con tract amount of$223,740.00. We further advise that you carry a contingency of an additional 10% for unforeseen conditions or associated expenses. Sincerely, Paul Jurecka OAA Jurecka + Associates Architects Inc. C 7 F-12_ fig Z. The Corporation of the City of Pickering ci By-law No. Being a by-law to authorize the Renovations and Expanded Washroom Facilities to the Seniors Activity Centre at East Shore Community Centre in the City of Pickering and the issuance of debentures in the amount of$240,000 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 Renovations and Expanded Washroom Facilities to the Seniors Activity Centre project; and, Whereas before authorizing the construction to proceed in respect of the Renovations and Expanded Washroom Facilities to the Seniors Activity Centre 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 28-12 on the date hereof and awarded Tender T-15-2012 for the Renovations and Expanded Washroom Facilities to the Seniors Activity Centre project. BY-LAW NO -� Page 2 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 ""Renovations and Expanded Washroom Facilities to the Seniors Activity Centre at East Shore Community Centre"; 2. That the estimated costs of the project in the amount of$244,835 be financed, as follows: a) That the sum of$240,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed 5 years at a rate to be determined; b) That the sum of$4,835 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