HomeMy WebLinkAboutPW 01-14 City o� Report to
Executive Committee
PI �� Report Number: PW 01-14
Date: July 7, 2014
•
From: Richard Holborn
Director, Engineering &Public Works
Subject: Replacement of Playground Safety Surfacing —Various Parks
- Tender No. T-10-2014
- File: A-1440
•
Recommendation:
1. That Report PW 01-14 of the Director, Engineering & Public Works regarding
Tender No. T-10-2014 for Replacement of Playground Safety Surfacing —Various
Parks be received;
2. That Tender No. T-10-2014 submitted by Lakeridge Contracting Ltd. for
Replacement of Playground Safety Surfacing —Various Parks in the amount of
$165,546.81 (HST included) be accepted;
3. That the total gross project cost of$189,388.00 (HST included) including the
tender amount and other associated costs and the total net project cost of
$170,550.00 (net of HST rebate) be approved.
4. That Council authorize the Division Head, Finance & Treasurer to finance the
project as follows:
a) the sum of$48,952.00 as provided for in the 2012 Parks Capital Budget to be
funded from the Rate Stabilization Reserve;
b) the_sum of$14,787.00 as provided for in the 2013 Parks Capital Budget to be
funded from the Parkland Reserve Fund;
c) the sum of$50,000.00 as provided for in the 2014 Current Budget to be funded
from property taxes;
d) the additional sum of$56,811.00 to be funded from property taxes by
transferring funds from the 2013 Property Maintenance Capital Budget-
Property Line Fencing project; and
5. That the appropriate City of Pickering officials be authorized to take necessary
action in order to give effect thereto;
292
Report PW 01-14 July 7, 2014
Subject: Replacement of Playground Safety Surfacing —Various Parks
Tender No. T-10-2014 Page 2
•
Executive Summary:
As part of the 2014 Parks Current Budget, the replacement of playground safety
surfacing at various parks involving the removal of existing pea-stone surfacing and
replacement with manufactured wood product safety surfacing and the addition of
drainage pipe where required was approved. Funds from this 2014 project are being
combined with prior years' unspent funds for the Replacement of Playground Safety
Surfacing for various parks under Tender No. T-10-2014. Tender No. T-10-2014 was
issued as on April 29, 2014 and closed on Wednesday, May 21, 2014 with five
companies submitting bids. The low bid submitted by Lakeridge Contracting Ltd. is
recommended for approval. The total gross project cost is estimated to be
$189,388.00 (HST included) and the total net project cost is estimated to be
$170,550.00 (net of HST rebate).
Financial Implications:
1. Tender Amount
Tender No. T-10-2014 $146,501.60
HST (13%) 19,045.21
Total $165,546.81
2. Estimated Project Costing Summary
Tender No. T-10-2014—Tender for Replacement of $146,502.00
Playground Safety Surfacing —Various Parks
Associated Costs
Miscellaneous Costs (Advertising) 1,098.00
Project Contingency 20.000.00
Total 167,600.00
HST (13%) - 21,788.00
Total Gross Project Cost 189,388.00
HST Rebate (11.24%) (18,838.00
Total Net Project Cost $170,550.00
CORP0227-07/01 revised
293
Report PW 01-14 July-7, 2014
Subject: Replacement of Playground Safety Surfacing —Various Parks
Tender No. T-10-2014 Page 3
3. Approved Source of Funds — Parks Capital and Current Budgets
Account Source of Budget Required
Funds Available
5780.1216.6181 - Rate $48;952.00 $48,952.00
Stabilization
Reserve
5780.1314.6181 Parkland 14,787.00 14,787.00
Reserve
2718.2482.0000 Property 50,000.00 50,000.00
Taxes
Sub Total $113,739.00 $113,739.00
Additional Funds
Required from other
Project
5311.1304.6181 Property 0 56,811.00
Property Fence Line Taxes
Total $113,739.00 $170,550.00
Net Project Costs (over) under Approved Funds ($56,811.00)
Discussion: The contamination and compaction of the current playground pea-stone
safety surfacing has been deemed a hazard and requires the removal and replacement
with a manufactured wood product surfacing which is also considered an accessible
product.
In the 2012 Parks Capital Budget the Playground Surfacing Program was approved for
the removal of existing pea-stone surfacing, replacement with manufactured wood
product surfacing and adding of drainage pipe where required at various locations.
Quotation Q 61-2012 was issued and only one submission was received. The
submission exceeded the approved budget so the quotation..w.as�not awarded and the
funds were carried over to 2013. In the 2013 Parks Capital budget the Playground
Surfacing Program was approved in the amount of$50,000 and Tender No. T-20-2013
was issued for the reconstruction of Bayshore Tot Lpt playground. This work included
the removal of the existing pea-stone surfacing, building up of the playground base,
adding drainage piping, curbing and the installation of manufactured wood product
CORP0227-07/01 revised
294
Report PW 01-14 July 7, 2014
Subject: Replacement of Playground Safety Surfacing —Various Parks
Tender No. T-10-2014 . Page 4
safety surfacing. This project was completed under budget and the remaining funds in
the amount of$14,787.00 were carried over to 2014.
In the 2014 Parks Current budget the Playground Surfacing Program was approved in
the amount of$50,000.00. With the consideration of previous year's funds being
available, Tender No. T-10-2014 was issued, and with this tender the City is able to
replace all remaining pea-stone surfacing playgrounds with manufactured wood
product, which will bring the City parks to a higher safety and accessibility standard. In
order to complete the project, an additional amount of$56,811.00 is required. It is
recommended that funds available under the 2013 Property Maintenance Capital
Budget - Property Fence Line project be used for the shortfall. The Property Fence Line
work can be scaled back in 2014, as staff will be proposing a policy for Council's review
and approval in regard to the scope of fence replacement level of service.
The Health and Safety Policy, a current Workplace Safety and Insurance Board (WSIB)
Workplace Injury Summary Report and a Clearance Certificate issued by WSIB, copies
of Ontario Ministry of Labour, Health Awareness Training certificates for every worker
and supervisor who will be working on this project, as submitted by Lakeridge
Contracting Ltd. has been reviewed by the Coordinator, Health & Safety and deemed
acceptable. The Certificate of Insurance is deemed acceptable to Manager, Budgets &
Internal Audit. In conjunction with staffs review of the contractor's previous work
experience on other projects of this nature and bonding available on this project, the
tender is deemed acceptable.
Upon careful examination of the tender and relevant documents received, the
Engineering & Public Works Department recommends.acceptance of the bid submitted
by Lakeridge Contracting Ltd. for Tender No. T-10-2014 in the total tendered amount of
$165,546.81 (HST included) and that the total net project cost of$170,550.00 be
approved.
Attachments:
1. Memo from Supply & Services dated May 22, 2014
CORP0227-07/01 revised
• 295
Report PW 01-14 July 7, 2014
Subject: Replacement of Playground Safety Surfacing —Various Parks
Tender No. T-10-2014 Page 5
Prepared By: Approved/Endorsed By:
A / /� IU
/I. Rob agen Richar• Holbor,! P. Eng.
Supe. isor, Parks Operations Direc •r, Engineering & Public Works
Vera A. Felgemacher Stan Karwowski, MBA CPA, CMA
CSCMP, CPPO, CPPB, CPM, CMM Ill Division Head, Finance & Treasurer
Manager, Supply & Services
RG:nw
Recommended for the consideration
of Pickering ity Council
/ ,, / Z31Z04
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07!01 revised
296
City 4 := 074D-1W-1\ #.. f. _ R
;D EPORT# PLO D+ -1g
ot -2J
PICKERING
PickeringM e m O
City of Ma 22 2014
To: Richard Holborn Enginee�ing&Pu y ,
Director, Engineering & Public Works
From: Vera A. Felgemacher MAY 2 2 2014
Manager, Supply & Services Received
Copy: Supervisor, Parks Operations
Subject: Tender No. T-10-2014 -
Tender for Replacement of Playground Safety Surfacing —Various Parks
- 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 addenda were issued. Five bidders 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
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Lakeridge Contracting Ltd. $165,546.81 $165,546.81
Hawkins Contracting Services Ltd. $172,468.71 $172,468.71
Grower's Choice Landscape Products
Inc. $201,394.82 $201,394.82
Automatic rejection —A tendering deposit and an
agreement to bond not provided with tender
Ferriss Contracting submission. Reference: Purchasing Policy No. PUR
010, Procedure 23.02, Item 10 (c); Information to
Bidders— Item 9, 11, 12, 25, 26, and 27 and 48,
Tendering Specifications — Item 1 and 7.
297
ATTACI MENT#_../_ TOREPORT# Po oi-ILi
_.__.Z.of d Automatic rejection —Addendum No. 1 not
Royalcrest Paving acknowledged. Reference: Purchasing Policy No.
PUR 010, Item 23.02 (11), IB Item 9, 13, 23, 25, 26,
27, 40, 41, 42 and 48; and Addendum No. 1.
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) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training
certificates.for every worker and supervisor who will be working on this project;
(e) The City's certificate of insurance or approved alternative form shall be
completed by the bidder's agent, broker or insurer;
(f) The City's Accessibility Regulations for Contracted Services form currently
dated and signed;
(g) list of Sub-Contractors in accordance with General Conditions Item 31; and
(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 (d) noted above, are acceptable to the Co-ordinator, Health &
Safety;
(b) if item (e) — Insurance— is acceptable to the Manager, Budgets & Internal Audit;
(c) if item (g) — list of Sub-Contractors is acceptable;
(d) if Item (h) Waste Management Plan is acceptable;
(e) any past work experience with the low bidder Lakeridge Contracting 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;
(i) 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 ou require further information, please feel free to contact me or a member of Supply &
ices.
VA r
Attachments
May 22, 2014
Tender No. T-10-2014 Page 2
29Riender for Replacement of Playground Safety
urfacing —Various Parks
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