HomeMy WebLinkAboutCR 10-15 cif,, 00 Report to
Executive Committee
PICKERING Report Number: CR 10-15
Date: July 6, 2015
From: Marisa Carpino -
Director, Culture & Recreation
Subject: Tender for Replacement of Air Handling Units and Return,Fans at
Pickering Recreation Complex
- Tender No. T-12-2015
- File: A-1440
Recommendation: -
1. That Report CR 10-15 of the Director, Culture & Recreation regarding the
Replacement of Air Handling Units and Return Fans at Pickering Recreation
Complex be received;
2. That Tender No. T-12-2015 submitted by Mapleridge Mechanical in the amount
of$179,828.20 (HST,included) be accepted;
3. That the total gross project cost of$272,488.00 (HST included), including the
amount of the tender and other associated costs, and the total net project cost of
$245,384.00 (net of HST rebate), be approved;
4. That Council authorize the Division Head, Finance & Treasurer to finance the
project, as provided for in the 2015 and 2014 Pickering Recreation Complex
Capital Budgets, in the amount of$245,384.00 from the Federal Gas Tax
Reserve Fund; and -
5. That the appropriate City of Pickering officials be authorized to take the
necessary action to give effect hereto.
Executive Summary: Air handling units and return air fans are located in
Mechanical Room No. 4, on the second floor above the banquet hall washrooms at the
Pickering Recreation Complex. These units provide supply and return air to heat and
cool the banquet halls, reception area and front lobby. All of these units are original to
the construction of the Pickering Recreation Complex in 1983, have been maintained at
an increasing annual cost and are at the end of their economic life cycle.
The complete removal and replacement of these old and inefficient units will reduce the
potential for maintenance issues and service disruptions, improve energy efficiencies
and reduce annual operating costs. The new equipment will include upgrades to
.existing controls and integration into the building automation system. To that end,
Tender No. T-12-2015 was prepared and advertised on the City's website.
1
Report CR 10-15 July 6, 2015
Subject: Tender for Replacement of Air Handling Units and Page 2
Return Fans at Pickering Recreation Complex
The low bid submitted by Mapleridge Mechanical in the amount of$179,828.20 (HST
included) is recommended for approval. The total gross project cost is estimated to be
$272,488.00 and the total net project cost is estimated at$245,384.00 (net of HST
rebate).
Financial Implications:
1. Tender Amount
Tender No. T-12-2015 V $159,140.00
HST (13%) 20,688.20
Total Gross Tender Cost $179,828.20
2. Estimated Project Costing Summary
Tender No. T-12-2015 V $159,140.00
Consulting Costs 14,000.00
Integration of Controls 45,000.00
Installation of Pipe Insulation 5,000.00
Contingency $18,000.00
Total Cost $241,140.00
HST (13%) 31,348.00
Total Gross Project Costs' $272,488.00
HST Rebate (11.24%) ( 27,104.00)
Total Net Project Costs $245,384.00
3. Approved Source of Funds
Pickering Recreation Complex - Core
Approved Code Source of Funds Budget Required
5731.1403.6181 Federal Gas Tax $120,000.00 $ 80,977.00
5731.1405.6250 Federal Gas Tax 75,000.00 49,077.00
5731.1503.6181 Federal Gas Tax $170,000.00 $115,330.00
Total Funds $365,000.00 $245.384.00
•
Project Cost under (over) approved funds by $119,616.00
2
Report CR 10-15 July 6, 2015
Subject: Tender for Replacement of Air Handling Units and Page 3
Return Fans at Pickering Recreation Complex
•
Discussion: The existing air handling units have reached the end of their useful life
cycle and if not replaced, would result in excessive annual maintenance costs.
Replacement will allow the selection of units with higher efficiency and lower operating
cost in keeping with the Corporate Energy Management Plan.
Francis Sims P. Eng. was retained by the City of.Pickering to complete the design and
specifications for removal and replacement of all three air handling units. The new units
will have variable frequency drives, on demand ventilation and current technology
control package. The units will be fully integrated into the Building Automation System
allowing for remote monitoring and control.
The replacement of three air handling and return air fans (SF-17, SF-18, SF-19, RF-17
and RF-18)were approved in the 2014 & 2015 Capital Budgets as three separate
projects. Staff determined that there would be cost savings and less service disruption if
the projects were combined into one tender.
Bids were received to the tendering call, which closed on June 3, 2015 for the supply
and installation of a Replacement of Air Handling Units and Return Fans at Pickering
Recreation Complex. A mandatory site visit was held on Thursday, May 21, 2015 and
six bidders attended, of which five bidders submitted a tender for this project.
The low bidder, Mapleridge Mechanical, has submitted a copy of the Health & Safety
Policy, the current WSIB Workplace Injury Summary Report and Clearance Certificate,
confirmation of Ministry of Labour Health and Safety Awareness Training for every
worker and supervisor on this project, proof of compliance with amended Confined
Space Entry Regulations (September 30, 2006), along with copies of certification and all
are acceptable to the (Acting) Coordinator, Health & Safety. Certificate of Insurance is
deemed acceptable to Manager, Budgets & Internal Audit. The project engineers,
Francis Sims P. Eng. have reviewed the tender submitted by Mapleridge Mechanical
and has deemed it acceptable. In conjunction with the foregoing approvals, staff have
reviewed the previous work experience of Mapleridge Mechanical, the references
provided and the bonding available on this project and the bid is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the Culture &
Recreation Department recommends the acceptance of the low bid submitted by
Mapleridge Mechanical for Tender No. T-12-2015 in the amount of$179,828.20 (HST
included) and that the total net project cost of$245,384.00 be approved.
Attachments:
1. Supply & Services Memorandum dated June 5, 2015.
3
Report CR 10-15 July 6, 2015
Subject: Tender for Replacement of Air Handling Units and Page 4
Return Fans at Pickering Recreation Complex
Prepared By: Approved/Endorsed By:
F` / )
Marc. Moreira Marisa Carpino
Supervisor, Facilities Operations Director, Culture & Recreation
Brian J.
. 11
-field Stan Karwowski, CPA, CMA, MBA
Manager, Facilities Operations Division Head, Finance & Treasurer..
Vera A. r elgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM Ill
Manager, Supply & Services
Caryn Kong, CPA, CGA .
Senior Financial Analyst-Capital &
Debt Management
MM:mc
Recommended for the consideration
of Pickerin ity Council
j ZZ N 2v/
5
Tony P evedel, P.Eng.
Chief Administrative Officer
•
4
ATTACHMENT# TO REPORT#C 4o-1-S
City 4
( ctfc2,__
PICKERING Memo
To: Marisa Carpino June 5, 2015
Director, Culture & Recreation
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Facilities Operations
Supervisor, Facilities Operations
Subject: Tender No.. T-12-2015
Tender for Replacement of Air Handling Units and Return Fans at Pickering Recreation
Complex
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. One addendum was issued
and 5 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).
However, deposits of the three bidders will be retained at this time.
Copies of tenders are attached for your review.
Summary
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Mapleridge Mechanical $175,278.20 $179,828.20
Climate Controls $244,916.00 $244,916.00
Automatic rejection —Surety's corporate seal missing from
Bid Bond and Agreement to Bond. Reference: Purchasing
Plan Group Policy No. PUR 010, Item 23.02 — 10 (a), Information to
Bidders Items 9, 11, 12, 24, 26, 27, Tendering
Specifications Item 7.
Automatic rejection —Agreement to Bond not included.
B&B Mechanical Services Inc. Reference: Purchasing Policy No. PUR 010, Item 23.02
10(c), Information to Bidders Items 9, 12, 24, 26, 27, 40, 5
41, 42, Addendum No. 1
Automatic rejection — addenda not acknowledged.
Canadian Tech Air Systems Inc. Reference: Purchasing Policy No. PUR 010, Item 23.02
(11), Information to Bidders Items 9, 13, 22, 24, 26, 27,
40, 41,42, Addendum No. 1
Pursuant to Information to Bidders Item 28 and Tendering Specifications Item 20, the following
documentation will be requested of the low bidder for your review during the evaluation stage
of this tender call. Please advise if we are 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; and
(e) Waste Management Plan.
In accordance with Purchasing Policy Item 06.12 (a) 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, CAO and Council. In accordance with Purchasing Policy Item 06.04, the authority,for this
dollar limit excludes HST.
Please include the following items in your Report to Council:
1. if Items (a) through (d) noted above are acceptable to the Employment & Compensation
Specialist; .
2. if the Certificate of Insurance is acceptable to the Manager, Budgets & Internal Audit;
3. if the list of subcontractors is acceptable;
4. any past work experience with the low bidder Mapleridge Mechanical including work
location;
5. without past work experience, if reference information is acceptable;
6. the appropriate account number(s) to which this work is to be charged;
7. the budget amount(s) assigned thereto;
8. Treasurer's confirmation of funding;
9. related departmental approvals; and
10. related comments specific to the project.
After receiving Council's 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 or to Supply &Services. Bidders will be advised of the outcome in due
co rse.
If y u require further information, please feel free to contact me or a member of Supply & Services.
At
VAF rr .
. Attachments .
June 5, 2015
6 Tender No. T-12-2015 Page 2
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