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HomeMy WebLinkAboutENG 06-15 City 00 == Report to Council PI KERING ENG 06-15 Report Number: E Date: April 20, 2015 From: Richard Holborn Director, Engineering & Public Works Subject: Amberlea Park Hardball Diamond Improvements - Tender No. T-4-2015 - File: A-1440 Recommendation: 1. That Report ENG 06-15 of the Director, Engineering & Public Works regarding Tender No. T-4-2015 for Amberlea Park Hardball Diamond Improvements be received; 2. That Tender No. 1-4-2015 as submitted by Melfer Construction Inc. in the total tendered amount of$274,369.65 (HST included) be accepted; 3. That the total gross project cost of$321,016.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $289,085.00 (net of HST rebate) be approved; 4. That Council authorizes the Division Head, Finance & Treasurer to finance the project in the net project cost of$289,085.00 as follows: a) The sum of$225,000.00 from Parkland Reserve Fund as approved in the 2014 and 2015 Parks Capital Budgets; b) The additional sum of$64,085.00 be funded equally from Property Taxes and Parkland Reserve Fund; 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: As part of the 2014 and 2015 Parks Capital Budget, funds were approved for improvements to the hardball diamond in Amberlea Park. The project includes the removal and replacement of the backstop with a higher structure that extends down the first base line to prevent foul balls from going over into the yards on Foxwood Trail. During the reconstruction process the diamond will also be rotated away from the rear yards to further prevent this from occurring. This will require some minor alterations to the infield area and walking path alignment down the third base line. 40 • ENG 06-2015 April 20, 2015 Subject: Amberlea Park Hardball Diamond Improvements Page 2 Tender No. T-4-2015 Tender No. T-4-2015 was issued on March 5, 2015 and closed on March 25, 2015 with 8 bidders responding. The low bid submitted by Melfer Construction Inc. in the amount of$274,369.65 (HST included) is recommended for approval. The total gross project cost is estimated at $321,016.00 (HST included) and the total net project cost is estimated at $289,085.00 (net of HST rebate). Financial Implications: -1. Tender Amount Tender No. T-4-2015 $ 242,805.00 HST (13%) 31,564.65 Total $274,369.65 2. Estimated Project Costing Summary Tender No. T-4-2015 —Tender for Amberlea Park Hardball Diamond Improvements $242,805.00 Associated Costs Consulting Costs $9,500.00 Geotechnical Investigations $3,000.00 Materials Testing $3,000.00 Miscellaneous Costs $1,500.00 Construction Contingency (10% ) $24,280.00 Sub Total — Costs $284,085.00 HST (13%) 36,931.00 Total Gross Project Costs $321,016.00 HST Rebate (11.24%) (31,931.00) Total Net Project Costs $289,085.00 • 3. Approved Source of Funds 2014 and 2015 Parks Capital Budget Account Source of Funds Budget Required 5780.1401.7502 Parkland Reserve Fund $135,000.00 $135,000.00 5780.1511.7502 Parkland Reserve Fund 90,000.00 90,000.00 Additional Funds Required: Property Taxes 0.00 32,042.00 Parkland Reserve Fund 0.00 32,043.00 Total: $225.000.00 $289.085.00 • CORP0227-07/01 revised 41 ENG 06-2015 . April 20, 2015 Subject: Amberlea Park Hardball Diamond Improvements Page 3 Tender No. T-4-2015 Net project costs(over) under approved funds ($64,085.00) This project has an over-expenditure that exceeds 10% of the approved amount. The over-expenditure is the result of the increase in the price of steel and fencing products due to the current exchange rate of the Canadian dollar. Also, a 10% contingency has been provided to cover possible additional construction costs in the event of unforeseen circumstances. This contingency may not be required. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditure exceeding 10% of the approved capital expenditure shall require the approval of the Treasurer, the Chief Administrative Officer, and the Council. The Division Head, Finance &Treasurer concurs that the additional funds required will be funded from property taxes and the Parkland Reserve Fund. Anticipated savings from the 2015 Current Budget-Engineering Services will be directed to cover part of the additional funds required. Council approval is also being sought at this time for the additional funds required. Discussion: As part of the 2014 Parks Capital Budget, funds were approved for improvements to the hardball diamond in Amberlea Park. This project included the removal and replacement of the backstop with a higher structure that extended down the first base line to prevent foul balls from going over into the yards on Foxwood Trail. During the design process, the consultant recommended rotating the diamond away from the rear yards to further prevent this from occurring. Additional funds were approved in the 2015 Parks Capital Budget, to cover the cost for alterations to the infield and existing walking path to accommodate the rotation of the diamond. The sports field lighting for this diamond was replaced as part of another 2014 budget item. The new lights were reoriented and located to suit the proposed rotation of the field. - The lighting component is nearing completion. Construction work related to Tender No. T-4-2015 is scheduled to start in early May and be completed by mid June, in time for summer use. Tender No. T-4-2015 was issued on March 5, 2015 and closed on March 25, 2015 with 8 bidders responding. The low bid submitted by Melfer Construction Inc. is being recommended for approval. References for Melfer Construction Inc. have been reviewed and deemed acceptable by the Senior Coordinator, Landscape & Parks Development. Melfer Construction Inc. has successfully completed similar types of • projects including Tender No. T-19-2013 for the reconstruction of the Don Beer Memorial Park in Brougham. CORP0227-07/01 revised 42 ENG 06-2015 April 20, 2015 Subject: Amberlea Park Hardball Diamond Improvements Page 4 Tender No. T-4-2015 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 Melfer Construction Inc. 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, 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 Melfer Construction Inc. for Tender No. T-4-2015 in the amount of $274,369.65 (HST included) and that the total net project cost of$289,085.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated March 26, 2015 2. Record of Tenders Opened and Checked - T-4-2015 3. Location Map • CORP0227-07/01 revised 43 ENG 06-2015 April 20, 2015 Subject: Amberlea Park Hardball Diamond Improvements Page 5 Tender No. T-4-2015 Prepared By: Approved/Endorsed By: Arnold Mostert, OALA Rich rd Holborn, P. Eng. Senior Coordinator Director, Engineering & Public Works Landscape & Parks Development / I arrel el y, C M Stan Karwowski, CPA, CMA, MBA Mana er, Capital Projects & Infrastructure Division Head, Finance &Treasurer ■ Vera A. F gemacher CSCMP; CPPO, CPPB, CPM, CMM III Manager, Supply & Services AM:am Recommended for the consideration of Pickering City Council I4 �c• 13/LatS Ton revedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 44 ATTACHMENT# I ,TOREPORT# LN CI Di° IS City' 00 ?= I of 2 RECEIVED PICKERING MAR 2015 Memo CITY OF PICKERING ENGINEPc itve ccat, To: Richard Holborn March 26, 2015 Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services - Copy: Manager, Capital Projects & Infrastructure Subject: Tender No. T-4-2015 Tender for Amberlea Park Hardball Diamond Improvements 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. One addendum was issued and 8 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 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 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 C alculation Amount Check Melfer Construction Inc. $274,369.65 $274,369.65 TDI International AG Inc. $294,803.28 $294,803.28 R-Chad General Contracting Inc. $298,818.33 $298,818.33 Latitude 67 Ltd. $300,726.90 $301,385.69 Cambium Site Contracting Inc. $329,019.22 $329,019.22 2274084 Ontario Ltd. o/a GMP Contracting Ltd. $334,824.65 $334,824.65 Tri Son Contracting Inc. $345,579.99 $345,579.99 Hawkins Contracting Services Ltd. $349,672.58 $349,672.58 45 • i cH i E E ri.._ 1OR i�T �1�. ' N --'� ------- Pursuant to Information to Bidders Item 28 and Tendering Specifications Item 18, 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 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 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) Waste Management Plan; and (g) Such further information, as the City may request in writing. In accordance.with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. 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 (d) 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 Melfer Construction Inc. 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 Council 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 yo krequire further information, please feel free to contact me or a member of Supply & Servi -s. . VAF/sb . Attachments ;1 t March 26, 2015 . 46 Tcnrlar Nn T-4-7(11 R Paae 2 • 1 ,,-„ ,, . r- r el O - Ls— ATTACH MENT# ,_._. i L)KE.POA I•-p_:_.L.--_1\1...._____. 1 2, • ..= • . . • _ ,______ . . • • • U) ..... . c . U) .. . • E . E • . o • 0 • • • • . • • . • - . . . a . . . • . • a ). _ . ° . CD • .Y \ ..c <4 ANI110. . \ c r‘ Q,,, • (r \\-,, --s) ca rd 13 .4.., t. ". ■..S1 N\ .. 4 (3.< •:.- 7.: W • V, 0 M '.. .i rk \,,,\ Q, N. rb, CD 13 C 0 . 0 CI■.:' .. 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L o U O co E L . •8 . c • 4- ° . • \ IA c • • . . ' ,.J . . • C---- • I- Isi . 1 .. . • L y, U .L i+ a) • . \ o a at, °i\\ L U H . `f 48 • City c4 4 ATTACHMENT#3 TO REPORT# L.N t1 O2-'5 I of. I -�,� lN a r Engineering & Public Works Department • Attachment for Tender T-4-2015 Amberlea Park Hardball Diamond Improvements 0 DENCOURT FERNAM Q STREET STROUDS LANE ■ j O DRIVE H- o cc �p sG O B STROUDS 1. LANE p iO X QG _y� QQ W �--� Y _ OO p n J ,/\ W > o W • ! Q O 0 Y 0 � j • ( FLAVELLE � ° C( W a Z m/ Q COURT -J 4 'W r ay\` S T W Q W ROSEBANK U > RESERVOIR ➢ I W H O O , Y > _A cn I— 0 0 _ SUBJEt T FOXWOOD ;