HomeMy WebLinkAboutENG 20-13 e� o¢ Resolution #150/13
Dated December 9, 2013 Report to
Executive Committee
I 4IYAMIX_4
Report Number: ENG 20-13
Date: December 2, 2013
From: Richard Holborn
Director, Engineering & Public Works
•
•
Subject: Don Beer Memorial Park— New Park Development
- Tender No. T-19-2013
- File: A-1440
Recommendation:
1. That Report ENG 20-13 of the Director, Engineering & Public Works regarding
Tender No. T-19-2013 for the Don Beer Memorial Park— New Park Development be
received;
2. That Tender No. T-19-2013 as submitted by Melfer Construction Inc. in the total
tendered amount of$1,091,572.09 (HST included) be accepted;
3. That the total gross project cost of$1,298,125.00 (HST included), including the
tendered amount and other associated costs and the total net project cost of
$1,169,002.00 (net of HST rebate) be approved;
4. That Council authorizes the Division Head, Finance & Treasurer to finance the
project in the amount of$1,169,002.00 as follows:
a) The sum of$996,132.00 to be funded by a contribution from the Ontario Ministry
of Transportation;
b) The sum of$170,000.00 to be financed by an internal loan for a period not
exceeding ten years;
• I
c) The sum of$2,870.00 to be funded from property tax;
d) That the repayment charges in the amount of approximately $20,440.00 be
included in the annual Current Budget for the City of Pickering commencing in
2014 and continuing thereafter until the loan is repaid; and
5. That the appropriate City of Pickering officials be authorized to take necessary action
to give effect thereto.
Report ENG 20-13 December 2, 2013
Subject: Don Beer Memorial Park— New Park Development
Tender No. T-19-2013 Page 2
Executive Summary: As part of the 2011 and 2013 Parks Capital Budget, funds
were approved to relocate the Don Beer Memorial Park, due to impacts on the existing
park location from the Highway 407 East extension. City staff have secured a new site
from Transport Canada, located at 1607 Highway 7, Brougham and are working with the
Ontario Ministry of Transportation on finalizing the funding agreement for the
reconstruction of the park at this location.
Tender No. T-19-2013 was issued on Friday,.October 11, 2013 and closed on
Wednesday, November 6, 2013 with five bidders responding. The low bid submitted by
Melfer Construction Inc. in the amount of$1,091,572.09 (HST included) is
recommended for approval. The total gross project cost is estimated at $1,298,125.00
(HST included) and the total net project cost is estimated at $1,169,002.00 (net of HST
rebate).
Financial Implications:
1.Tender Amount
Tender No. T-19-2013 $965,993.00
HST (13%) 125,579.09
Total Gross Tender Cost $1,091,572.09
2. Estimated Project Costing Summary
Tender No. T-19-2013 for Don Beer Memorial Park — New
Park Development $965,993.00
Associated Costs
Geotechnical Investigations 9,200.00
Topographic Survey 4,850.00
Consulting Fees • 62,140.00
Miscellaneous & Tender Costs 1,500.00
Miscellaneous Utility Costs 3,500.00
Materials Testing 5,000.00
Contingency 96,600.00
Total 1,148,783.00
HST (13%) 149,342.00
Total Gross Project Cost 1,298,125.00
HST Rebate (11.24%) (129,123.00)
Total Net Project Cost $1,169,002.00
Report ENG 20-13 December 2, 2013
Subject: Don Beer Memorial Park— New Park Development
Tender No. T-19-2013 Page 3
3. Approved Source of Funds
2011 and 2013 Parks Capital Budget
Account Source of Funds Available Budget Required
5780.1107 Ministry of $900,000.00 $900,000.00
Transportation
5780.1305 Ministry of 238,018.00 96,132.00
Transportation •
Internal Loan — 10 year 200,000.00 170,000.00
Property Taxes 6,365.00 2,870.00
Total Funds $1,344,383.00 $1,169,002.00
Net Project Cost under (over) Approved Funds $175,381.00
Discussion: As part of the 2011 and 2013 Parks Capital Budget, funds
were approved to relocate the Don Beer Memorial Park. As part of the Highway 407
East extension Environmental Assessment, it was recognized that the Don Beer
Memorial Park would be impacted by the proposed realignment of Highway 7 to permit
the new Brock Road and Highway 407 interchange. Council requested that the Ministry
of Transportation relocate and replace the ball diamond, playground and parking, all at
the expense of the Ministry of Transportation to compensate for the loss of the park
(Report OES 45-09). This became one of the Minister of the Environment's Conditions
of Approval of the Highway 407 East extension.
Council authorized staff to enter into an agreement with Transport Canada for the lease
of the new park site located at 1607 Highway 7 in Brougham and to enter into an
agreement with the Ministry of Transportation for the cost-sharing of the construction of
the Don Beer Memorial Park (Resolution #13/13).
Due to staff time constraints, Council authorized staff to retain the consultant Landscape
Planning Limited, to prepare the design drawings and tender documents and to provide
contract administration services (Resolution #64/13).
The new Don Beer Memorial Park will include a hardball diamond complete with a grass
infield and lighting, a playground area sized to accommodate the existing play
structures, an asphalt basketball court, a gravel parking area and associated walkways,
perimeter fencing and trees, to replace the facilities that were lost with the demolition of
the existing park.
Report ENG 20-13 December 2, 2013
Subject: Don Beer Memorial Park — New Park Development
Tender No. T-19-2013 Page 4
A number of upgrades have been included in the new park, such as the construction of
a full size hardball diamond, pathway lighting, and in-ground garbage containers. In
addition, a hammerhead termination will be constructed at the end of Orchard Heights
Drive, to provide a turn around area for vehicles. The overall park site area has
increased by approximately 50% from the former park site area, in order to
accommodate the larger ball diamond. As such, the Ministry of Transportation has
agreed to pay for the base replacement costs of the park, with the City of Pickering
paying the balance for the upgrades and additional site works required for the increase
in park area.
Tender No. T-19-2013 was issued on Friday, October 11, 2013 and closed on
Wednesday, November 6, 2013 with five bidders responding. The low bid submitted by
Melfer Construction Inc. is 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 a number of projects for the City of Pickering including the
construction of the second lawn bowling green and expansion of the parking area at the
East Shore Community Centre. The Health & Safety Policy, current WSIB, Injury
Summary Report, the Certificate of Clearance issued by the Workplace Safety &
Insurance Board, proof of Compliance with Confined Space Entry Regulation, and
copies of certified training and procedures 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 (Acting) Manager, Budgets &
Internal Audit and is deemed acceptable. In conjuction with staff's review of the
contractors references available on this project, the tender is deemed acceptable.
Upon careful examination of all 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-19-2013 in the amount of
$1,091,572.09 (HST included) and that the total net project cost of$1,169,002.00 (net
of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated November 8, 2013.
2. Clerk's Office Directive Memorandum — Resolution #13/13 dated February 4, 2013
3. Clerk's Office Directive Memorandum — Resolution # 64/13 dated April 25, 2013
4. Location Map
•
Report ENG 20-13 December 2, 2013
Subject: Don Beer Memorial Park— New Park Development
Tender No. T-19-2013 Page 5
Prepared By: Approved/Endorsed By:
Arnold Mostert, OALA Ric and Holborn, P. Eng.
Senior Coordinator Di ctor, Engineering & Public Works
Landscape & Parks Development
/
Darrell Selsky Stan Karwowski, MBA CMA
Man ger, Capital Projects & Infrastructure Division Head, Finance & Treasurer
Vera A. Felgemacher
CSCMP, CPPO, CPPB, CPM, CMM, Ill
Manager, Supply & Services
AM:am
Recommended for the consideration
of Pickering City C-uncil
/16U` /84 2013
Tony Prevedel, P.Eng.
Chief Administrative Officer
� I
Attachment l Report ENG ab - i3
�C c2
PICK-
ICKERING Memo
To: Richard Holborn November 8, 2013
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Capital Projects & Infrastructure
Sr. Coordinator, Landscape & Park Development
Subject: Tender No. T-19-2013
Tender for Don Beer memorial Park New Park Development
- File: F-5400-001
Tenders have been received for the above project. An advertisement was placed in the Daily •
Commercial News and on the City's website inviting companies to download the tendering
documents for the above mentioned tender. Two addenda were issued. A mandatory site visit
was held on Tuesday, October 22, 2013, and eight bidders attended of which five bidders
responded and submitted a tender for this project.
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 the tenders are attached for your review along with the summary of costs.
Summary
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check.
Melfer Construction Inc. $1,091,572.09 $1,091,572.09
Latitude 67 Ltd. $1,123,320.57 $1,123,377.07
Hawkins Contracting Services Ltd. $1,247,977.65 $1,248,203.65
Rutherford Contracting Ltd. $1,355,033.00 $1,355,033.00
SMC Project_Realization and
Management Inc. $1,604,603.39 $1,604,603.39
Pursuant to Information to Bidders Item 29, 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( : current Workplace Injury Summa ',eport 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) Proof of compliance with amended Confined Space Entry Regulations
(September 30,2006). Copies of certified Training and Procedures to be used
on this project;
(e) A list of employees trained in the confined space entry procedure who will be
working on this project;
(f) The City's certificate of insurance or approved alternative form shall be
•
completed by the bidder's agent, broker or insurer;
(g) The City's Accessibility Regulations for Contracted Services form currently
dated and signed;
(h) list of Sub-Contractors in accordance with General Conditions Item 35; and
(i) Waste Management Plan to be used on this project in accordance with
Tendering Specifications Item 18.
Please include the following items in your Report to Council:
(a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health &
Safety;
(b) if item (f)— Insurance — is acceptable to the (Acting) Manager, Budgets & Internal
Audit;
(c) any past work experience with the low bidder Melfer Construction Inc. including work
location;
(d) without past work experience, if reference information is acceptable;
(e) the appropriate account number(s) to which this work is to be charged; •
(f) the budget amount(s) assigned thereto;
(g) Treasurer's confirmation of funding;
(h) related departmental approvals; and
(i) related comments specific to the project.
Please do not disclose any information to enquiries except you can direct them 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 require further information, please feel free to contact me or a member of Supply &
Se ces.
VAF
Attachments
November 7, 2013
Tender No. T-19-2013 Page 2
Tender for Don Beer memorial Park New Park Development
1
•
• may.a,.
5 TZ
▪ .:.i. a
• • U
o
as
E .�
a. 0
in N .470,. s N
4
G
ii �.,x, e w 0
G1 a 1V
.• -` � O
N a ON U
0 H •• `°1 , 's n CS e.
13 11 '.:0.:: • h� c\ o
a) ` tic. , M a>
ca
U ∎0' • ,`
d i o
01 ca 0 'Y . U
Y 0 d o f.',°10 , 1 \ 'Cr) U Ca
00 a' Q
O
Ma
t— 0 2 ",o,- o o p o ._
L iii y'yµ ,,
0)
V 0 ' .jE O, O - a
0„Z,:C% a
W fs''�y • 0.
U co Q C•<,tlt + •E
it, A 0 o "?a
ca cl
a) O c
c I— o•ilo rvn' Ci
a) L'0...-q._ O 0 N N V) z
r nA . co
c .•_
a)
. '1 J 0 IJ .0
U 0) o �� 0
_i c- c
..1E-!..1. c U c N •.
0Oan 'O (S V a)
0
>4;4'a Hi c• a U n Oa) a 2 cC 2 co co 2 v 1
. d
Attachment Report ENG 010-13
Legal and Legislative Services
Clerk's Office
Directive Memorandum
February 4, 2013
To: Richard Holborn
Director, Engineering & Public Works
From: Debbie Shields
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council
held on January 28, 2013
Director, Community Services, Report ES 01-13
Don Beer Memorial Park— Relocation
Council Decision Resolution #13/13
1. That Report ES 01-13 from the Director, Community Services regarding the
relocation of the Don Beer Memorial Park be received;
2. That Council authorize staff to enter into an Agreement with Transport Canada for
the lease of the new park site located at 1607 Highway 7 in Brougham, on such
terms as are satisfactory to the Director, Community Services, and the Director,
Corporate Services & City Solicitor;
3. That Council authorize staff to enter into an Agreement with the Ministry of
Transportation for the cost-sharing of the construction of the Don Beer Memorial
Park, substantially in the form as attached to this report; and
4. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Please take any action deemed necessary.
Debbie Shields
/lr
Copy: Director, Corporate Services & City Solicitor
Report ENG
Attachment 3_
Legislative Services Division
Clerk's Office
Directive Memorandum
April 25, 2013
• To: Richard Holborn
Director, Engineering & Public Works
From: Debbie Shields
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council
held on April 22, 2013
Director, Engineering & Public Works, Report ENG 08-13
Don Beer Memorial Park Relocation
-Request for Proposal No. RFP 1-2013 •
-Landscape Architectural Consulting Services
Council Decision Resolution #64/13
1. That Report ENG 08-13 from the Director, Engineering & Public Works be
received;
2. That RFP 1-2013 submitted by Landscape Planning Limited in the amount of
$70,218.20 (HST included) and a net cost of$63,233.66 (net of HST rebate)
be approved;
3. That the total gross project cost of$77,240.02 (HST included), and a net
project cost of$69,557.03 (net of HST rebate), including the proposed
amount and associated costs be approved;
4. That the (Acting) Division Head, Finance & Treasurer be authorized to
finance the project as follows:
a) the sum of$69,557.03 be financed from external funds rovided by the
p Y
Ministry of Transportation as approved in the 2011 Parks Capital Budget;
b) the (Acting) Division Head, Finance & Treasurer be authorized to take any
actions necessary in order to effect the foregoing; and
5. That the appropriate City of Pickering officials be authorized to take
necessary action to give effect thereto.
it
Subject: Report ENG 08-13 April 25, 2013
Page 2
Please take any action deemed necessary.
Debbie Shields
/Ir
Copy: Chief Administrative Officer
City 00 A Attachment 4 Report ENG 02,0 - 13
- - '- .' ' Y Engineering & Public Works
REA0ti1�l Department
Attachment for Tender No. T-19-2013
Don Beer Memorial Park
New Park Development
�,� O 4
m a
N 4411
1r
SN ..‘Z � 0 •' i p N \. rP look.. 8 A N,o MtR5� 0 C- AM
\•••••)•••••010 ROU U
N
RC �
Ili NPFzO Z STR�
-1�4ii . N' S HAM
i G r
SUBJ' CT ig ; ,r
i AREA
4
•
Ycc,
rZ
Location Map — Don Beer Memorial Park
Proposed construction includes a hardball diamond complete with a grass infield and
lighting, a playground area, an asphalt basketball court, a gravel parking lot and
associated walkways, perimeter fencing and trees, to replace the facilities that were
lost with the demolition of the original park location.
r
•
e CRIY eSCRIBE •Workflow Status: eSCRIBE Approval Workflow •
MEETINGS,EVOLVED
Workflow Information •
Initiator: Schweyer,Donna M. Document: ENG 20-13 Don Beer Memorial Park
Started: 11/14/2013 4:17 PM Status: Approved
Last run: 11/18/2013 11:03 AM
Tasks •
The following tasks have been assigned to the participants in this worktkw.Click a task to edit it.You can also view these tasks in the list Tasks.
L Assigned To • Title Due Date Status Related Content Outcome
Holborn,Richard ENG 20-13 Don Beer Memorial Park.docx Review • 11/16/2013 Completed ENG 20-13 Don Beer Memorial Park Approved
Prevedel,Tony ENG 20-13 Don Beer Memorial Park.docx Review 11/18/2013 Completed ENG 20-13 Don Beer Memorial Park Approved
Workflow History
The following events have occurred in this workflow.
M Date Occurred Event Type `.User ID Description Outcome
11/14/2013 4:17 PM Workflow Initiated Schweyer,Donna M. elcribe Approval Started
11/14/2013 4:17 PM Task Created Holborn,Richard Approval Task Assigned .
11/14/2013 4:26 PM Task Modified Schweyer,Donna M. Task Changed Task Assignments Changed
Task assigned to Holborn,Richard had a delegate added Schweyer,Donna M.
11/14/2013 4:26 PM Task Completed Schweyer,Donna M. Document Approved Approved By Delegate:Schweyer,Donna M.
11/14/2013 4:26 PM Task Created Prevedel,Tony Approval Task Assigned
11/16/2013 4:27 PM Comment System Account Task Overdue Reminder Sent Task Overdue
11/18/2013 11:03 AM Task Modified Donaldson,Margaret Task Changed Task Assignments Changed
Task assigned to Prevedel,Tony had a delegate added Donaldson,Margaret
11/18/2013 11:03 AM Task Completed Donaldson,Margaret •Document Approved Approved By Delegate:Donaldson,Margaret
11/18/2013 11:03 AM Workflow Completed System Account Document was Approved
•
•
•
•
•
•
•
•
•
•