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HomeMy WebLinkAboutENG 05-15 City °0 == Report to v . . . mss_ ................ • Council PI KERIN Report Number: ENG 05-15 Date: April 20, 2015 From: Richard Holborn Director, Engineering & Public Works • Subject: Reconstruction of Tennis Courts at Amberlea Tennis Club, Shadybrook Park - Tender No. T-5-2015 - File: A-1440 Recommendation: 1. That Report ENG 05-15 of the Director, Engineering & Public Works regarding Tender No. T-5-2015 for the reconstruction of the Tennis Courts at Amberlea Tennis Club in Shadybrook Park be received; 2. That Tender No. T-5-2015 as submitted by Court Contractors Ltd. in the total tendered amount of$138,861.35 (HST included) be accepted; 3. That the total gross project cost of$163,645.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $147,367.00 (net of HST rebate) be approved; 4. That Council authorizes the Division Head, Finance & Treasurer to finance the net project cost of$147,367.00 as follows: a) The sum of$147,000.00 to be funded through a five year Internal Loan; b) The sum of$367.00 to be funded from Property Taxes; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. • Executive Summary: As part of the 2015 Parks Capital Budget, funds were approved for the reconstruction of the Tennis Courts at Amberlea Tennis Club in Shadybrook Park. The project includes the removal and replacement of the chain link fence, upgrading the granular base, asphalt surfacing, acrylic latex colour surface and net posts. The existing court has reached the end of its life cycle and is in poor condition. Tender No. T-5-2015 was issued on March 5, 2015 and closed on March 26, 2015 with 3 bidders responding, with one bid being rejected as the addenda were not acknowledged. The low bid submitted by Court Contractors Ltd. in the amount of 32 ENG-05-15 April 20, 2015 Subject: Reconstruction of Tennis Courts at Amberlea Tennis Club Page 2 Shadybrook Park, Tender No. T-5-2015 $138,861.35 (HST included) is recommended for approval. The total gross project cost is estimated at $163,645.00 (HST included) and the total net project cost is estimated at $147,367.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-5-2015 $ 122,886.15 HST (13%) 0 15,975.20 Total $138,861.35 2. Estimated Project.Costing Summary Tender No. T-5-2015 —Tender for Reconstruction of the Tennis Courts at Amberlea Tennis Club in Shadybrook Park $122,886.00 Associated Costs Materials Testing $2,000.00 Miscellaneous Costs $1,500.00 Construction Contingency (15% ) $18,433.00 Sub Total — Costs $144,819.00 HST (13%) 18,826.00 Total Gross Project Costs $163,645.00 HST Rebate (11.24%) (16,278.00) Total Net Project Costs $147,367.00 3. Approved Source of Funds 2015 Parks Capital Budget Account Source of Funds Budget Required 5780.1506.1711 Internal Loan — 5 year $165,000.00 $147,000.00 Property Taxes 0.00 367.00 Total: $165,000.00 $147,367.00 Net project costs (over) under a pp roved funds $17,633.00 Discussion: As part of the 2015 Parks Capital Budget, funds were approved for the reconstruction of the Tennis Courts at Amberlea Tennis Club in Shadybrook Park. The project includes the removal and replacement of the chain link CORP0227-07/01 revised 33 ENG-05-15 April 20, 2015 Subject: Reconstruction of Tennis Courts at Amberlea Tennis Club Page 3 Shadybrook Park, Tender No. T-5-2015 fence around the main court area and practice court, upgrading the granular base, asphalt surfacing and acrylic latex colour surface for the entire area and new net posts. The existing plywood wall in the practice court will be removed and reinstalled on the new fence structure. Construction is scheduled to start in early May and be completed by mid June, in time for summer use. Tender No. T-5-2015 was issued on March 5, 2015 and closed on March 26, 2015 with 3 bidders responding, with one bid being rejected as the addenda were not acknowledged. The low bid submitted by Court Contractors Ltd. is being recommended for approval. References for Court Contractors Ltd. have been reviewed and deemed acceptable by the Senior Coordinator, Landscape & Parks Development. Court Contractors Ltd. has successfully completed similar types of projects for the City, the most recent being T-6-2013, the reconstruction of two courts in Claremont Park. They have also reconstructed four courts in David Farr Park, four Courts in Bay Ridges Kinsmen Park and four courts in Dunmoore Park. The Health & Safety Policy, current WSIB Injury Summary Report and Certificate of Clearance issued by the Workplace Safety & Insurance Board, and Ministry of Labour, Health & Safety Awareness Training for Supervisors and Workers, as submitted by Court Contractors 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 staff's review of • the contractor's references available on this project, and previous work experience with the City, the tender is deemed acceptable. 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 Court Contractors Ltd. for Tender No. T-5-2015 in the amount of $138,861.35 (HST included) and that the total net project cost of$147,367.00 (net of HST rebate) be approved. • Attachments: 1. Supply & Services Memorandum dated March 30, 2015 2. Record of Tenders Opened and Checked —T-5-2015 3. Location Map CORP0227-07/01 revised 34 ENG-05-15 April 20, 2015 Subject: Reconstruction of Tennis Courts at Amberlea Tennis Club Page 4 Shadybrook Park, Tender No. T-5-2015 Prepared By: Approved/Endorsed By: e::::7, ------- ' tdix2;54d Arnold Mostert, OALA Rich rd Holb rn, P. Eng. Senior Coordinator Dife/ctor, Engineering & Public Works Landscape & Parks Development arr II S' elsky, CET CMM II Stan Karwowski, CPA, CMA, MBA. Man ! er, Capital Projects & Infrastructure Division Head, Finance & Treasurer I 0 Vera A. elgemacher CSCMP, CPPO, CPPB, CPM, CMM Ill Manager, Supply & Services AM:am Recommended for the consideration of Pickering City Council Tony evedel, P.Eng. April I3, 2o15 Chief Administrative Officer • CORP0227-07/01 revised 35 ATTACHMENT# _ TOREPORT#__EN g1 05- )S C-iti == I of .2 . 4,I: PICKERING Memo To: Richard Holborn March 30, 2015 Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: ✓ Manager, Capital Projects & Infrastructure Subject: Tender No. T-5-2015 • Reconstruction of Tennis Courts at Amberlea Tennis Club, Shadybrook Park File: F-5400-001 Tenders have been received for the above project. An advertisement was placed on the City's website inviting companies to download the tendering documents for the above mentioned tender.- Two addenda were issued and 3 bids were received. 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 deposits of at least 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). Two (2) bids have been retained for review at this time. Copies of tenders are attached for your review and copy of the Record of Tenders Opened and Checked is attached. . Summary HST Included Bidder Total Tendered After Calculation Am I - ount `:Check _. . . Court Contractors Ltd. $138,861.35 $138,861.35 G.M.P. Contracting $190,181.82 $190,181.82 Bidder Comments rejection —addenda not acknowledged. Reference: Purchasing Latitude 67 Ltd. Policy No. PUR 010, Item 23.02 (11),_ Information to Bidders Items 9, 13, 22, 24, 25, 26,37, 38, 39,Addendum No. 1 and No. 2 36 Pursuant to Information to Bidders Item 27, 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) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training certificates for every worker and supervisor who will be assigned to this project; (e) the City's.certificate of insurance shall be completed by the Bidder's agent, broker or insurer; (f) If the Bidder is not a limited Company, pursuant to the relevant Provincial or Federal legislation, a copy of the most recent business or partnership registration form filed with the Ministry of Governance and Consumer Service; and (g) Such further information, as the City may request in writing. In accordance with the Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST, however, a Report to Council is requested. In accordance with Purchasing Policy Item 06.12 where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable and the estimated total purchase price is over$125,000, the Manager may approve the award, subject to approval of the Director, Treasurer, CAO and Council. Please include the following items in your Report to Council 1. if Items (a) through (e) noted above are acceptable to the Co-ordinator, Health & Safety; 2. if the Certificate of Insurance is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable; 4. if the Waste Management Plan is acceptable; 5. any past work experience with the low bidder Court Contractors Ltd. including work location; 6. without past work experience, if reference information is acceptable; 7. the appropriate account number(s) to which this work is to be charged; 8. the budget amount(s) assigned thereto; 9. Treasurer's confirmation of funding; • 10. related departmental approvals; and 11. related comments specific to the project. After approval, an approved "on-line" requisition will be required to proceed. Enquiries can be directed 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 require further information, please feel free to contact me or a.member of Supply & Se ices. VAF/km- Attachments • March 30, 2015 37 Tender No. T-5-2015 Page 2 Reconstruction of Tennis Courts at Amberlea Tennis Club, Shadybrook Park ATTACHMENT# 2. TO REPORT#_7 Os- r� o „IAA, Ow. -* 1 r+ • c 00 Z 0 C N = -s cD Z et N / Q n 3 o• CD 0 m oz XQO �n Q. m co c7 Z a- - - ° 3 3 = c ca o C . rN c) Q. c°) rn o Q o cO 3 C37 cp 0 ea ^.N� v Q. r. �=— c° o al - ° vo m2p, . N, _. . -.. . 0 ---C),v u-) c m x °C H . U o cN 0 n Fri z' CD cn T o c m 0 CO m Q o cp o y� 3 . _\1 -� r L. �e n N tt- n C - 38 "�'.,chmE ��-# _:.__ .�.O i EPO=i- __ �� OS-lc Cat/ of �� Tl. _ o..c. -- c,i _._- _y�.a. 3 _ =- 4 ' 1 .l. Engineering & Public Works id101111 21 Department - Attachment for Tender T-5-2015 Reconstruction of Tennis Courts at Amberlea Tennis Club, Shadybrook Park U\ -s \-' \./ csg\c,_ e ,.._ 0 S o o Z lik�\Y- O0 0_ O ° o 0 Z�� o 0 0 u9S G�.O �� (� O NE n s" R O id,3�4 iaN P LPG cs.00 0,, ...._ r� ° o �;; d o SUB a T \- <i< ) o O # 1.01,....-4,16 —.�'0 AR; • 1 \N�S�N . ��. 3 0 sr ouRE S ''.0 � Y N S SEP C � �� 7 L N \ \ SCR.7z 0 LP � � � 0 ENV _QS ix GOU R- 8 \ NO•�0, P O RD. E o RUG S P RE A � �P �SQuP BELD S \ _00,.- id_ "7 NS- OO� M PHU 1 O S �O � o e Location Map Proposed Construction Includes: Tennis Courts at Amberlea Tennis Club, Shadybrook Park. The proposed works include the reconstruction of 2 tennis courts and the practice court. The project involves upgrading the granular base, asphalt surfacing, acrylic latex colour surface, and replacement of fencing, nets and posts. 39