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Home My WebLink AboutENG 09-14 (-Jig of Report to =-1-77-=-- Executive Committee• I Report Number: ENG 09-14 Date: April 14, 2014 From: Richard Holborn Director, Engineering & Public Works Subject: Artificial Turf Field and Site Improvements - Beverley Morgan Park - Tender No. T-5-2014 - File: A-1440 Recommendation: 1. That Report ENG 09-14 of the Director, Engineering & Public Works regarding Tender No. T-5-2014 for Artificial Turf Field and Site Improvements in Beverley Morgan Park be received; 2. That Tender No. T-5-1014 as submitted by Latitude 67 Ltd. in the total tendered amount of$1,321,423.70 (HST included) be accepted; 3. That the total gross project cost of$1,593,031.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $1,434,574.00 (net of HST rebate) be approved; 4. That Council authorizes the Division Head, Finance & Treasurer to finance the project in the amount of$1,434,574.00, to be funded from other revenue York Region (Southeast Collector Enhancements); and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: The Funding Agreement for Community Enhancements in the City of Pickering between the City and the Region of York, related to the Southeast Collector Sewer Project includes the upgrading of the soccer/football field in Beverley Morgan Park to an artificial turf field. The total cost of$1,435,000 for this enhancement project, was approved by Council in the 2013 and 2014 Parks Capital Budgets. Approximately $50,000 of the budgeted amount has been committed for design consulting services and tendering to date. - Tender No. T-5-2014 was issued on Tuesday, February 25, 2014 and closed on Wednesday, March 19, 2014 with nine bidders responding. The low bid submitted by - Latitude 67 Ltd. in the amount of$1,321,423.70 (HST included) is recommended for approval. The total net project cost is estimated at $1,434,574.00 (net of the HST 209 • • Report ENG 09-14 April 14, 2014 Subject: Artificial Turf Field and Site Improvements • Beverley Morgan Park Tender No. T-5-2014 Page 2 rebate). The project is fully funded by York Region through the Community Enhancement Agreement. • Financial Implications: 1. Tender Amount Tender No. T-5-2014 $1,169,401.50 HST (13%) 152,022.20 Total Gross Tender Cost $1,321,423.70 2. Estimated Project Costing Summary Tender No. T-5-2014 for Artificial Turf Field and Site Improvements in Beverley Morgan Park $1,169,402.00 Associated Costs Geotechnical Investigations 3,900.00 Topographic Survey & Locates 3,100.00 Consulting Fees 41,450.00 Miscellaneous & Tender Costs 1,500.00 Materials Testing 15,000.00 Contingency (15%) 175,410.00 Total 1,409,762.00 HST (13%) 183,269.00 Total Gross Project Cost 1,593,031.00 HST Rebate (11.24%) 0 (158,457.00) Total Net Project Cost $1,434,574.00 3. Approved Source of Funds 2013 and 2014 Parks Capital Budget Account Source of Funds Available Budget Required 5780.1326 Region of York $100,000.00 $100,000.00 5780.1416 Region of York 1,335,000.00 1,334,574.00 Total Funds $1,435,000.00 $1,434,574.00 Net Project Cost under (over) Approved Funds $426.00 CORP0227-07/01 revised 210 Report ENG 09-14 April 14, 2014 Subject: Artificial Turf Field and Site Improvements Beverley Morgan Park Tender No. T-5-2014 Page 3 Discussion: As part of the Southeast Collector Trunk Sewer Funding Agreement for Community Enhancements in the City of Pickering between the City and the Region of York, one of the approved projects was the upgrading of the soccer/football field in Beverley Morgan Park to an artificial turf field. The total cost for this enhancement as identified in the agreement is $1,435,000. As part of the 2013 Parks Capital Budget, $100,000 of these funds were approved by Council for the completion of design drawings and tender documents of which approximately $50,000 has been committed. As part of the 2014 Parks Capital Budget, the balance of the enhancement value of$1,335,000 was approved for this project. The project includes the removal of all the natural turf and replacement with artificial turf surfacing for the football field located inside the running track and includes a subsurface drainage system, new goal posts for football/rugby and soccer, an electronic scoreboard, a new 1.5m high chain link fencing and reconstruction of the long jump facilities. Work also includes the installation of a construction access road through the hydro corridor from Liverpool Road. Upon completion of construction of the artificial turf field, the access road will be converted into an asphalt multipurpose trail and connect with the section of trail being constructed by the Toronto and Region Conservation Authority to Valley Farm Road which is also a community enhancement project funded by the Region of York. The new field will be lined for football, rugby and soccer and the electronic scoreboard will be multi-use in order to accommodate all three sports. Construction is scheduled to begin in May with completion before the end of August so that the new field is available for the fall season, when the Pine Ridge Secondary School returns from summer break. As such, most of the construction will occur during the summer months to avoid conflict with student activities. Tender No. T-5-2014 was issued on Tuesday, February 25, 2014 and closed on Wednesday, March 19, 2014 with nine bidders responding. The low bid submitted by Latitude 67 Ltd. is recommended for approval. References for Latitude 67 Ltd. have been reviewed and deemed acceptable by the Senior Coordinator, Landscape & Parks Development. Latitude 67 Ltd. has successfully completed four other municipal or institutional artificial turf fields. The Health & Safety Policy, current WSIB Injury Summary Report. The Certificate of Clearance issued by the Workplace Safety & Insurance Board, and proof of Compliance with Confined Space Entry Regulation, as submitted by Latitude 67 Ltd. have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with staffs review of the contractor's references available on this project, the tender is deemed acceptable. CORP0227-07/01 revised 211 Report ENG 09-14 April 14, 2014 Subject: Artificial Turf Field and Site Improvements Beverley Morgan Park Tender No. T-5-2014 Page 4 Upon careful examination of all the tenders and relevant documents received, the Engineering & Public Works Department recommends the acceptance of the low bid submitted by Latitude 67 Ltd. for Tender No. T-5-2014 in the amount of$1,321,423.70 (HST included) and that the total net project cost of$1,434,574.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated March 20, 2014 2. Location map Prepared By: Approved/Endorsed By: Arnold Mostert, OALA Rich rd Holboin, P. Eng. Senior Coordinator Dir ctor, Engineering & Public Works Landscape & Parks Development � ` am.. A /, � �_ Darre Selsky, CET, 'MM III Stan Karwowski, MBA CMA Manage Capital Projects & structure Division Head, Finance & Treasurer Vera A. Fe = acher CSCMP, CPPO, CPPB, CPM, CMM III Manager, Supply & Services Caryn Kong, CGA Senior Financial Analyst Capital & Debt Management AM:am CORP0227-07/01 revised 212 Report ENG 09-14 April 14, 2014 Subject: Artificial Turf Field and Site Improvements Beverley Morgan Park Tender No. T-5-2014 Page 5 Recommended for the consideration of Pickering Cit Council id i a(- 2 ,2O14 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 213 Cali ATTACH MENT# T O 0 9- r� fY of Pickering i Engneering&Public Works PICKERING MAR 2 1 2014 M e m o To: Richard Holborn Received March 20, 2014 • Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Capital Works & Infrastructure Subject: Tender No. T-5-2014 Tender for Beverley Morgan Park Artificial Turf Field and Site 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 and drawings for the above mentioned tender. One addendum was issued. A mandatory site visit was held on Tuesday, March 4, 2014. Seventeen companies attended the site visit of which nine bidders submitted a tender. 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 p Y pp 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 Latitude 67 Ltd. $1,321,423.70 $1,321,423.70 Gateman Milloy Inc. $1,410,665.29 $1,410,665.29 Hawkins Contracting Services Ltd. $1,468,205.23 $1,468,148.73 WorldWide Turf Inc. $1,503,816.16 $1,517,244.22 Dol Turf Restoration Ltd. $1,597,057.00 $1,597,057.00 Rutherford Contracting Ltd. $1,606,787.23 $1,606,787.23 Hermanns Contracting Ltd. $1,624,724.83 $1,624,724.90 214 SMC Project Realization $1,774,290.40 $1,774,281.37 Automatic rejection — Bid deposit not provided. • Reference: Purchasing Policy No. PUR 010, Davan Group Inc. Procedure 23.02, Item 10 (c) and 14; Information to Bidders— Item 9, 12, 15, 27, 28 and 55, Tendering Specifications— Item 1, 2, 3. Pursuant to Information to Bidders Item 30, 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 currently dated and signed 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) A listing of the key members of the Company's team including Project Manager, project construction superintendent, quality control representative and any other project participants, clearly indicating their respective experience constructing Artificial turf sports fields. The playing field • superintendent shall have installed a minimum of three (3) Artificial turf sports • fields in the last five (5) years; (h) Evidence that the Artificial Turf Manufacturer has had a minimum of fifteen (15) FIFA One (1) Star Artificial Turf product installations (worldwide) in the past five (5) years; (i) A listing of the key members of the Turf Installer's team including Project Manager, project construction superintendent, quality control representative and any other project participants, clearly indicating their respective experience constructing Artificial turf sports fields. The turf installation superintendent shall have installed a minimum of fifteen (15)Artificial turf sports fields in the last five (5) years; (j) Submit five (5) copies of the artificial turf product data (specifications and technical data) for all of the materials comprising the proposed Artificial turf system. Provide certification indicating that the Artificial turf(matting and in-fill system) meets or exceeds all requirements of a Federation Internationale de Football Association FIFA One (1) Star; (k) The City's Accessibility Regulations for Contracted Services form currently dated and signed; • (I) list of Sub-Contractors in accordance with General Conditions Item 35; and March 20, 2014 Tender No. T-5-2014 Page 2 Tender for Beverley Morgan Park Artificial Turf 215 Field and Site Improvements (m) 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, Budgets & Internal Audit; (c) if item (g) through (i) noted above are acceptable; (d) if Item (m)Waste Management Plan is acceptable; (e) any past work experience with the low bidder Latitude 67 Ltd. including work location; (f) without past work experience, if reference information is acceptable; (g) the appropriate account number(s) to which this work is to be charged; (h) the budget amount(s) assigned thereto; (i) Treasurer's confirmation of funding; (j) related departmental approvals; and (k) 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. VAF/jg" Attach ►ents • March 20, 2014 Tender No. T-5-2014 Page 3 21 Tender for Beverley Morgan Park Artificial Turf ield and Site Improvements r °: ;- O Q p �:. = Ph. j P N 7 r a. o "- .P- O -i _ • en v, v, m CO en en en (n ,,,,,,•,0:: • O : n•'`O -1 ($ 21 k 4 y'.:: ....=. .p ID 0 . I1\\ ` t \ C ` 'p: � 7 \ \ .:04:0 O W /� l (D. 5• I\• Nik - . 0 1 m __� Q oo w< ' 0. �' , O - `..,( .00 --, . a < 0 0 w -, . O Z? a i D z• O yA w (!t O 'i\ • 64 69- c9 Ea - . Ai U' C 0 4'10. • �`•:a.'':� 4 .z : :k 3 N-:,.: (D- (1) ‘ ‘N L ;/ . co 'rte 414 i < Eli- o o O w a rz° • kz.z. : :::.:::„..., , . • . . . _ • 217 a NI.trr...r L -.ORErORT# Eli()t. 0`I I 1 City o� I_,a'"_ I ' = . Engineering & Public Works Iltriat Department Attachment for Report to Executive Committee ENG 09-14 Artificial Turf Field and Site Improvements Beverley Morgan Park vir a ��Li 1 o,` , 0 p c�, 20 0 SUBJECT o Esc PARK 'tiT 0\-4'' P.' lit ■ -I: ;E: --/°11 1 0 -P 1 10 0 • ��i RED CDRRIDo pp' 0• FO* 0 %< pM i0 1 STREET 0 II FELDSTON ROvt AP E O � \-0°-FE� D CZ. v O m coU • 0) LE* OoL-NAP 0 O o 0, NR \' APLC S v 000 �o GOR' � cB \NO , o � N0 � CO �N ii.� t F O o S- R " iiii "CZn r■ Location Map . Proposed Construction Includes: Installation of an artificial turf field, replacement of fencing around field, reconstruction of long jump facility, installation of an electronic scoreboard, and construction of the multipurpose trail from Liverpool Road to field. 218 •