HomeMy WebLinkAboutCR 17-15 Cluj • Report to
Executive Committee
PICKERING Report Number: CR 17-15
Date: July 6, 2015
From: Marisa Carpino
Director, Culture & Recreation
Subject: Tender for Oddfellows Hall Relocation at Pickering Museum Village
- Tender No. T-11-2015
- File: A-1440
Recommendation:
1. That Report CR 17-15 of the Director, Culture & Recreation regarding the
Oddfellows Hall Relocation at Pickering Museum Village be received;
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2. That Tender No. T-11-2015 submitted by Jeffery G Wallans Construction Ltd. in
the amount of$372,848.02 (HST included) be accepted;
3. That the total gross project cost of$505,863.00 (HST included), including the
amount of the tender and other associated costs, and the total net project cost of
$455,545.00 (net of HST rebate), be approved;
4. That Council authorize the Division Head, Finance & Treasurer to finance the net
project cost in the amount of$455,545.00 as follows:
a) The sum of$400,000.00 as approved in the 2014 Museum Capital Budget to
be increased to $455,000.00, be financed by undertaking an internal loan not
to exceed ten years;
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b) The sum of$545.00 to be funded from property taxes; and
5. That the appropriate City of Pickering officials be authorized to take the
necessary action to give effect hereto.
Executive Summary:
This restoration project of the Oddfellows Hall involves reinforcing the main hall floor,
repairing the plaster walls and most significantly, relocating and turning the building 100
feet south from its present location at the northeast corner of the Pickering Museum
Village lower site. This relocation will serve to integrate it better with the surrounding
heritage buildings. The Oddfellows Hall will be set on new structural concrete and will
feature a new fully water proofed basement that will be air conditioned to provide
additional and much needed storage space for the museums collection and artifacts.
As a result of this restoration project, the main hall will be made available for rentals, 63
Report CR 17-15 July 6, 2015
Subject: Tender for Oddfellows Hall Relocation . Page 2
at the Pickering Museum Village
programming and events accommodating up to 120 occupants. To that end, Tender
No. T-11-2015 was prepared and advertised on the City's website.
The low bid submitted by Jeffery G. Wallans Construction Ltd. in the amount of
$372,848.02 (HST included) is recommended for approval. The total gross project cost
is estimated to be $505,863.00 and the total net project cost is estimated at
$455,545.00 (net of HST rebate).
Financial Implications:
1. Tender Amount
Tender No. T-11-2015 $329,954.00
HST (13%) 42,894.02
Total Gross Tender Cost $372,848.02
2. Estimated Project Costing Summary
Tender No. T-11-2015 $329,954.00
Land Surveyor 1,832.00
Geotechnical 6,700.00
Consulting Costs 39,180.00
Contingency 70,000.00
Total Cost $447,666.00
HST (13%) 58,197.00
Total Gross Project Costs $505,863.00
HST Rebate (11.24%) (50,318.00)
Total Net Project Costs $455.545.00
3. Approved Source of Funds
Pickering Museum Village
Approved Code Source of Funds Budget Required
5744.1402.6149 Internal Loan-10 year $400,000.00 $455,000.00
Property Taxes 0.00 545.00
Total Funds $400,000.00 $455,545.00
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Report CR 17-15 July 6, 2015
Subject: Tender for Oddfellows Hall Relocation Page 3
at the Pickering Museum Village
Project Cost under (over) approved funds by ($55,545.00)
This project has an over-expenditure that exceeds 13% of the budget approved amount,
largely due to higher (20%) than normal provision for Contingency to make allowances
for the challenging ground conditions at the Pickering Museum Village or in the event of
unforeseen structural deficiency. 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 Council. Council
approval is being sought at this time for the additional funds required.
Discussion:
Originally located on North Road, near Whitevale, Oddfellows Hall was among the many
buildings that formed the original museum village located in Brougham, and was
relocated to its present placement on the lower site when the entire museum village was
moved to Greenwood in the late 1970s. Unlike the majority of the other buildings on the
lower site, which are grouped and organized along the main road, Oddfellows Hall
stands apart and faces the north fence line at the corner of Concession Road 6 and
Greenwood Road. The building is to be relocated approximately 100 feet to the south,
and turned 90-degrees counterclockwise, placing it roughly 30 feet north of the existing
blacksmith shop and facing the main road.
The existing concrete block pier foundations are prone to lifting as the ground freezes,
wracking the building and causing damage to the interior plaster finishes. Frost heave
from the high water table can be so extensive that the porches and ramps lift several
inches, rendering both entrances inaccessible, and the building unusable.
Designated substance reviews, geotechnical testing and survey work was completed in
2014 in preparation of this project. Barry Bryan Associates were retained by the City
through RFP-10-2014 to prepare working drawings and specifications for the full scope
of work.
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Oddfellows Hall shall be moved and set upon a fully water-proofed, poured concrete
foundation and basement, including separate stair access through an addition at the
rear. The building's new heating and ventilation system will provide air conditioned
storage space for some of the museum's more sensitive pieces from the artifact
collection, and furniture required to support everit rentals and programming. Structural
reinforcement of the main hall floor will allow the space to accommodate up to 120
occupants, 80 for table seating, and can be configured for theatre performances or
other similar functions. .
65
Report CR 17-15 July 6, 2015
Subject: Tender for Oddfellows Hall Relocation Page 4
at the Pickering Museum Village
Bids have been received to the tendering call, which closed on Thursday, June 11, 2015
for the Oddfellows Hall Relocation at Pickering Museum Village. A mandatory site visit
was held on Tuesday, June 2, 2015 and seven bidders attended, of which four bidders
submitted a tender for this project.
The low bidder, Jeffery G. Wallans Construction Ltd, 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.
Waste Management Plan and list of subcontractors has been approved by the Manager,
Facility Operations. In conjunction with the foregoing approvals, staff have reviewed the
previous work experience of Jeffery G. Wallans Construction Ltd, 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 Jeffery
G. Wallans Construction Ltd. for Tender No. T-11-2015 in the amount of$372,848.02
(HST included) and that the total net project cost of$455,545.00 be approved.
Attachments:
1. Supply & Services Memorandum dated June 12, 2015.
Prepay'd By: Approved/Endorsed By:
tr
Vince Plouffe Marisa Carpino
Supervisor, Facilities Operations • Director, Culture & Recreation
c) Pll
Brian J. Duffield Stan Karwowski, CPA, CMA, MBA
Manager, Facilities Operations Division Head, Finance &Treasurer
66
Report CR 17-15 July 6, 2015
Subject: Tender for Oddfellows Hall Relocation Page 5
at the Pickering Museum Village
Vera A. F, gemacher
C.P.P., CPPO, CPPB, C.P.M., CMM Ill
Manager, Supply & Services
Caryn Kong, CPA, CGA
Senior Financial Analyist-Capital
& Debt Management
MM:mc
Recommended for the consideration
of Pickering ity Council
., , �i ZD(S
Tony Prevedel, P.Eng:
Chief Administrative Officer
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67
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City os4 _. TACHMEW#_.#1_1-0 REPORT# 1-7- I
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_-.; _
PICKERING - Memo
To: Marisa Carpino June 12, 2015
Director, Culture & Recreation •
CULTURE&RECREATION DIVI ION
From: Vera A. Felgemacher RECEIVED •
Manager, Supply & Services FILE NO.
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ABEY TO
Copy: Manager, Facilities Operations G ;�rD co,Y o c-� E
Supervisor, Facilities Operations
-� -
p p CA.o -. 'CLERK
CLERK
CUl&RFC I COFr SERUtCES
Subject: Tender No. T-11-2015 M t
Tender for Relocation of Oddfellows Hall MPE oP5 CENTRE HUMAN RESOURCES IIII
File: F-5400-001 FAC OPERATIONS OFFICE SUSTAII
• h Mg PLAN&DEV
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.
Three tenders 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.
Copies of tenders are attached for your review. .
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Summary
• Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Jeffrey G..Wallans Const. $372,848.02 $372,848:02
Unlimited Building Solutions $550,724.87 $550,724.87
Silver Birch Contracting Ltd. $679,130.00 $679,130.00
Automatic rejection -addenda not acknowledged.
W. S. Morgan Construction Ltd. Reference: Purchasing Policy No. PUR 010, Item
23.02 (11), Information to Bidders Items 9, 13, 22, 24,
• 25, 26, 40, 41, 42, Addendum No. 1
Pursuant to Information to Bidders Item-27 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.
68 (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) proof of compliance with amended Confined Space Entry Regulations
(September 30,.2006). Copies of certified Training and Procedures to be used
on this project; .
(f) a list of employees trained in the confined space entry procedure who will be
working on this project; •
(g) the City's certificate of insurance or approved alternative form completed by
the Bidder's agent, broker or insurer; and
(h) a waste management plan.
Barry Bryan Associates as the consultants on.this project will be reviewing submissions and
making recommendations to you. The consultant should also review carefully all submittal
information based on tendering instructions. If the consultant notices any infractions or
information missing during the evaluation, please contact a member of Supply & Services as
soon as possible.
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 memorandum:
1. items (a) through.(g) above, are acceptable to the Employment & Compensation Specialist;
2. the Certificate of Insurance is acceptable to the-Manager, Budgets & Internal Audit;
3. the list of subcontractors is acceptable;
4. any past work experience with the low bidder Jeffrey G. Wallans Const. 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
to der opening. Bidders will be advised of the outcome in due course.
If , u require further information, please feel free to contact me or a member of Supply & Services'.
V .
VAF .
Attachments
June 12, 2015
Tender No. T-11-2015 Page 9
ReInratinn of nrlrlffllnws Hall at Pinkerina Museum Villaae
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