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HomeMy WebLinkAboutCR 11-15 eit<00 = Report to Executive Committee PICKERING Report Number: CR 11-15 Date: September 14, 2015 From: Marisa Carpino Director, Culture & Recreation • Subject: Central Tower Repair and Crest Replacement - Tender No. T-16-2015 - File: A-1440 Recommendation: 1. That Tender No. T-16-2015 submitted by MJK Construction Inc. in the amount of $239,771.00 (HST included) be accepted; 2. That the total gross project cost of$305,000.00 (HST included), including the amount of the tender and other associated costs, and the total net project cost of $274,662.00 (net of HST rebate), be approved; 3. That Council authorize the Division Head, Finance & Treasurer to finance the net project cost in the amount of$274,662.00 as follows: a) The sum of$16,048.00 to be funded from property taxes; b) The sum of$28,614.00 as approved in the 2014 Capital Budget to be funded from the Provincial Grant-Investing in Ontario; c) The sum of$130,000.00 as approved in the 2015 Capital Budget to be funded by a transfer from the Rate Stabilization Reserve; d) The additional sum of$100,000.00 to be funded by a transfer from the Rate Stabilization Reserve by re-directing funds from the 2015 Capital Budget— Clock Tower Refurbishment project; and 4. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Executive Summary: Masonry repairs have been performed annually at the Pickering Civic Complex since 2013. This project marks the final phase of this work and involves replacement of the cast concrete crests inset on the east and west faces of the central tower, with new blocks to match the existing façade and new signage to reflect the City's logo. The thin block structure which currently features the town logo is susceptible to water penetration Report CR 11-15 September 14, 2015 Subject: Central Tower Repair and Crest Replacement Page 2 which has caused permanent staining. The masonry is now worn and deteriorated and requires replacement in order to prevent further water penetration and damage to the surrounding block structure. The masonry square with the town crest will be replaced with blocks to match the existing exterior block structure. Although this project is driven by the masonry repairs that are required to prevent further deterioration of the building, it also provided the opportunity to update the City's logo that is featured prominently on the Clock Tower. The new sign will be comprised of stand off letters and the City logo in brushed stainless steel. The sign will be backlit with energy efficient LED lighting. The new sign will be a striking update to the facility and is timely as 2015 marks the 25th Anniversary of the Pickering Civic Complex. Tender No. T-16-2015 was prepared and advertised on the City's website. The Durham Construction Association and Toronto Construction Association were also notified. The low bid submitted by MJK Construction Inc. in the amount of$239,771.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $305,000.00 and the total net project cost is estimated at $274,662.000 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-16-2015 $212,186.73 HST (13%) 27,584.27 Total Gross Tender Cost $239,771.00 2. Estimated Project Costing Summary Tender No. T-16-2015 $212,187.00 Consulting Costs 29,000.00 Contingency 28,724.00 Total Cost $269,911.00 HST (13%) • 35,089.00 Total Gross Project Costs $305,000.00 HST Rebate (11.24%) (30,338.00) Total Net Project Costs $274,662.00 Report CR 11-15 September 14, 2015 Subject: Central Tower Repair and Crest Replacement Page 3 3. Approved Source of Funds Civic Complex Approved Code Description Source of Funds Budget Required 5700.0501.6181 Exterior Mortar, Property Taxes $13,598.00 $13,598.00 Brick, Flashing Repairs 5700.1302.6181 Brick Cladding Property Taxes 2,450.00 2,450.00 Repairs Phs. 1 5700.1401.6250 Brick Cladding Prov. Grant— 28,614.00 28,614.00 Repairs Phs. 2 Invest in Ontario 5700.1503.6250 Brick Cladding, Rate Stabilization 130,000.00 130,000.00 Masonry Crest Reserve 5700.1504.6250 Clock Tower Rate Stabilization 100,000.00 100,000.00 Refurbishment Reserve Total Funds $274,662.00 $274,662.00 Project Cost under (over) approved funds by $0.00 The budget amounts from prior years represent unspent funds carried over for ongoing masonry repairs. The 2015 Civic Complex Capital Budget listed both the Brick Cladding Repairs and Clock Tower Refurbishment as two separate projects. Both projects are interrelated. Since the tendered amount exceeded the budget for both projects, it was determined to proceed with the Brick Cladding Repairs - Replacement of Masonry Crest component in 2015. Funds from the Clock Tower Refurbishment will be re-directed to this project and the Clock Tower Refurbishment project will be re-budgeted in 2016. Discussion: Masonry repairs have been performed annually at the Pickering Civic Complex since 2013. The final phase of this work involves the replacement of the cast concrete crests inset on the east and west faces of the central tower, with new blocks and new signage. The thin block structure which features the town logo is susceptible to water penetration. The masonry block structure is now worn with permanent water stains and requires replacement in order to prevent further damage and deterioration. Report CR 11-15 September 14, 2015 Subject: Central Tower Repair and Crest Replacement Page 4 The masonry square with the town crest will be replaced with blocks to match the existing exterior block structure. A new sign will be placed on the east and west face of the central tower and will be comprised of stand off letters and city logo in brushed stainless steel. The sign will be backlit with energy efficient LED lighting. The new sign will be a striking update to the landmark facility and is timely as 2015 marks the 25th Anniversary of the Pickering Civic Complex. Constructed and opened in 1990, the building's iconic profile was subsequently adopted by the City as its official logo. In 2000, the Town of Pickering formally changed its status and became the City of Pickering, but the existing crests on the east and west faces of the central tower still bear the former title. Restoration of the masonry on the building's exterior began in 2013, continued as a second phase in 2014, and will culminate with this final phase to coincide with the facility's 25th Anniversary. Refurbishment of the green, painted metalwork atop the Clock Tower was planned to coincide with the masonry repairs and crest replacement. These two scopes of work were listed as separate projects in the 2015 approved Capital Budget, but combined in tender T-16-2015 to seek cost savings, as they overlap the same physical area. This would also reduce disruptions around and below the Clock Tower. Bids received exceeded available funds for each respective scope of work, but sufficient funding was available to proceed with the masonry repairs and signage replacement if both budgets are combined. The Clock Tower refurbishment will be re-budgeted in 2016. This will allow the completion of the masonry repairs and signage replacement at the Civic Complex, deemed to be the more urgent work as it is critical to preventing further deterioration and staining of the existing block structure. RFP-8-2015 was issued in April 2015 for the selection of a preferred vendor for the signage components. The highest scoring proponent of that RFP was Pattison Sign Group and their costs to supply and install the signage were incorporated into this tender. This approach provided the city with greater control over sign design while ensuring that coordination of the work, and health and safety obligations, remain the responsibility of the general contractor. Bids have been received to the tendering call, which closed on Wednesday, August 12, 2015 for the Central Tower Repair and Crest Replacement at Pickering Civic Complex. A mandatory site visit was held on Thursday, July 30, 2015 and three bidders attended and all submitted a bid for this project. The low bidder, MJK Construction Inc., 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, 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, Facilities Operations. In conjunction with the foregoing approvals, staff have reviewed the previous work experience of MJK Construction Inc., the Report CR 11-15 September 14, 2015 Subject: Central Tower Repair and Crest Replacement Page 5 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 MJK Construction Inc. for Tender No. T-16-2015 in the amount of$239,771.00 (HST included) and that the total net project cost of$274,662.00 be approved. Attachments: 1. Supply & Services Memorandum dated August 13, 2015. 2. Site Presentation Drawings from Pattison Sign Group. Prepar d By: Approved/Endorsed By: P • Vince Plouffe Marisa Carpino Supervisor, Facilities Operations Director, Culture & Recreation • 1141) acke( Brian . u'ield Stan Karwowski, CPA, CMA, MBA Manager, Facilities Operations # Division Head, Finance & Treasurer 4, Vera A. Felgemacher . C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services Report CR 11-15 September 14, 2015 Subject: Central Tower Repair and Crest Replacement Page 6 Caryn Kong, CPA, CGA Senior Financial Analyst-Capital & Debt Management MM:mc Recommended for the consideration of Pickerin• City Council 3t 2©!S Tony Prevedel, P.Eng. J Chief Administrative Officer ci i o F; ATTACHMENT# 1 TO REPORT# �(� —' P0.q Je , " PICKERING NG Memo To: Marisa Carpino CULTURE&RCEATION (VISION August 13, 2015 Director, Culture & Recreation i RECEIVED is I y IS +Fi .ENO • From: Vera A. Felgemacher ARE{ _ r Manager, Supply & Services '`•, ~ _ - R- ,r B'LATE Copy: Manager, Facilities Operations -r. -- _... I,SERVICE. Supervisor, Supply & Services ^nF —;"\ ` MAN PFSOUR-F- Supervisor, Facilities Operations ,T ± OFFICE SUSTAIN '.AN F<DEV Subject: Tender No. T-16-2015 �'•� Tender for Central Tower Repair and Crest Replacement 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. Toronto Construction Association and Durham Construction Association were notified of the posting. A mandatory site visit was held on Thursday, July 30, 2015 and three bidders attended of which 3 bidders submitted a tender for this project 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 below. 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. A Copy of the tender and the Record of Tenders Opened is attached for your review. , Tenders shall be irrevocable for 60 days.after the official closing date and time. Summary Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check MJK Construction Inc. $239,771.00 $239,771.00 Clifford Restoration Ltd. $240,641.41 $240,641.41 Brook Restoration Ltd. $255,331.41 $255,331.41 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 collecting the following: ATTACHMEN r#� . v,�ePOR r C(` 1 — 15 �� z ' (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) Waste Management Plan. A budget of$250,000.00 was provided to Supply & Services for this procurement. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, 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 or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $125,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please include the following items in your report: 1. if Items (a) through (d) noted above are acceptable to the Co-ordinator, Health & Safety or designate; 2. if Item (e) is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable; 4. if Item(f) is acceptable to Culture & Recreation; 5. any past work experience with the low bidder MJK 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 receiving Council's approval, an.approved "on-line" requisition will be required to proceed. August 13, 2015 Tender No. T-16-2015 Page 2 Civic Tower Repairs and Crest Replacement • ATTACHMENT# L TO REPORT f 3 o-e 4- 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 course. If you require further information, please feel free to contact me or a member of Supply & Se ices. VAF/rr Attachments • August 13, 2015 Tender No. T-16-2015 Page 3 Civic Tower Repairs and Crest Replacement I t i 1 ATTACHMENT# 1 TO REPORT# I- 1 S PcnE. LI oe. if *,N .. c E O C V O c�6 U 4- U C U) 0) Q Fii 1 _ �' CO , t • 1 0o m g) vi V dQ ,J v/J O v Q a d .o p °_y1 0 0 CO 6CD") m _ x,.) U O i d Q C . O F' a m m " a) 4.1••• 0 -•'," O 'a �� , o .... Lo E a) 411111 .111111411 () O Q C 0 Q L d9 Q Q 'a k.--:1-1 1 O Lo c6 r c EIS > N N a) C ~ r - C • .4+ >_ '- O O X ,r,., _ •++ I c OL Q * ( N C N- N Q. 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