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Home My WebLink AboutCS 26-18c4 „f DICKERING Report to Council Report Number: CS 26-18 Date: June 25, 2018 From: Marisa Carpino Director, Community Services Subject: Tender T-6-2018 - Tender for Renovations to the Kinsmen Lighting - File: A-1440 Recommendation: 1. That Tender No. T-6-2018 as submitted by Sentry Electric Inc. in the tender amount of $348,040.00 (HST included) be accepted; 2. That the total gross project cost of $387,590.00 (HST included), including the amount of the tender and contingency and the total net project cost of $349,037.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $349,037.00 as provided for in the 2018 Parks Capital Budget by a transfer from the Federal Gas Tax Reserve Fund; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the 2018 Parks Capital Budget, the replacement of the sports field lighting at Diamond No. 2 in Bay Ridges Kinsmen Park was approved. Kirkland Engineering Ltd. was retained to provide consulting services and to prepare drawings and specifications in advance for this project. Tender No. T-6-2018 was issued on May 15, 2018 and with an optional site visit held on Tuesday, May 22, 2018 with 2 companies responding by the closing date of Wednesday, June 6, 2018. The low bid submitted by Sentry Electric Inc. in the amount of $348,040.00 (HST included) is recommended for approval. The total net project cost is estimated at $349,037.00 (net of the HST rebate). CS 26-18 Subject: Tender T-6-2018 June 25, 2018 Page 2 Financial Implications: 1. Tender Amount Tender No. T-6-2018 HST (13%) Total Gross Tender Cost $308,000.00 40,040.00 $348,040.00 2. Estimated Project Costing Summary Tender No. T-6-2018 Contingency Total Project Cost HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $308,000.00 35,000.00 $343,000.00 44,590.00 $387,590.00 (38,553.00) $349,037.00 3. Approved Source of Funds 2018 Parks Capital Budget Description Kinsmen Park Baseball Lighting Replacement Account Code Source of Funds Available Required Budget 5780.1815.6129 Federal Gas Tax $395,000.00 $349,037.00 Total Funds $395,000.00 $349,037.00 Net Project Cost under (over) Approved Funds $45,963.00 Discussion: As part of the 2018 Parks Capital Budget, Council approved $395,000 for the replacement of the sports field lighting at Diamond No. 2 in Bay Ridges Kinsmen Park with new LED lights. Due to the age of the existing lighting system components, reduction in light levels and energy inefficiencies, full replacement of the lighting system was recommended. Kirkland Engineering Ltd. was retained to prepare drawings and specifications in advance for this project. Musco LED System, which will provide the greatest cost savings in energy use and reduced maintenance, was recommended by staff as the preferred option. More specifically, this system will result in an estimated 50-60% reduction of energy use and is covered by a 25 year warranty program which will reduce maintenance. The system is also compatible with the Musco Control Link system currently in place for all of ,Kinsmen Park sports field lighting. This system allows the lights to be scheduled based CS 26-18 June 25, 2018 Subject: Tender T-6-2018 Page 3 on the permits issued for each of the fields, which will eliminate the lights being turned on by unauthorized users. The Health & Safety Policy and the Certificate of Clearance issued by the Workplace Safety & Insurance Board as submitted by Sentry Electric Inc. have been received. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. Sentry Electrical Inc. was contracted by the City in 2014 to remove and replace the sport field lighting at Bay Ridges Kinsmen Park Baseball Diamond No. 1 in 2014 with a new Musco Light -Structure Green System to the satisfaction of the City. In conjunction with staff's review of the Waste management Plan and the contractor's previous work experience, the tender is deemed acceptable. After careful review of all submissions received, the Community Services Department recommends acceptance of Tender No. T-6-2018 submitted by Sentry Electric Inc. for the replacement of sports field lighting at Diamond No. 2 in Bay Ridges Kinsmen Park in the amount of $348,040.00 (HST included) and that the total net project cost of $349,037.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated June 7, 2018. 2. Location map CS 26-18 June 25, 2018 Subject: Tender T-6-2018 Page 4 Prepare• By: Approved/Endorsed By: Rob Gagen Supervisor, Parks Operations RG:nw Marisa Carpino, MA Director, Community Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Ray Rodhjgues, CPPB Manager, Supply & Services Recommended for the consideration of Pickering City Council Tony Prevedel, P. Eng. Chief Administrative Officer 1St zvO Cdoes DICKERING ATTACHMENT #___ LTO TO REPORT #� ' Memo To: Marisa Carpino Director, Community Services From: Justin MacDonald Buyer, Supply & Services Copy: Administrative Assistant, Community Services Ray Rodrigues, Manager, Supply & Services Subject: Tender No. T-6-2018 Tender for Renovations to the Kinsmen Lighting Closed: Wednesday, June 6, 2018 — 2:00pm File: F-5400-001 June 7,2018 Tender No. T-6-2018 was advertised on the City's website on May 15, 2018. An optional site visit was held on Tuesday, May 22, 2018 at 10:00 a.m. Two companies have submitted a bid 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 completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). Two bids have been retained for review at this time and are attached. Summary Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Sentry Electric Inc. $348, 040.00 $348, 040.00 Black & McDonald Limited $433, 386.18 $433, .386.18 Pursuant to Information to Bidders Item 30 and Tendering Specifications Item 20, the following documentation will be requested of Sentry Electric Inc. for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a) A copy of the currently dated and signed Health and Safety Policy to be used on this project; (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (c) The City's certificate of insurance or approved alternative form shall be completed by the Bidder's agent, broker or insurer; (d) A Waste Management Plan. A budget of $395,000 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 06.11, 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 $250,000, 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 (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable to Community Services; 4. if Item (d) is acceptable to Community Services; 5. any past work experience with low bidder Sentry Electric Inc. including work location; 6. without past work experience, if reference information is acceptable to Community Services; 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. June 7,2018 Tender No. T-6-2018 Renovations to the Kinsmen Lighting Page 2 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 & Services. JM Attachments (3) June 7, 2018 Tender No. T-6-2018 Renovations to the Kinsmen Lighting Page 3 PA MOLOK. GARB. CAN GARB. CAN GARB. . CAN GRAVEL PARKING LOT GARB CAN 0 O MaNTaNED UMff--_______ -I ' • • • • it MAINTAINED UMIT FOOTBALL/SOCCER PITCH (SR.) • MOLOK.. ®=a= ��____B. BLEACHERS BLDG. BLEACHERS ________ AML ___________ _TOWER ---------------- • FOOT BRIDGE ELECTRICAL PANEL JR. h SR. PLAY AREA 0 0 0 BENCH — • mKIN EL PARKING Im (NORTH)' MHO O BLDG. 4� OPEN SHELTER BENCH • 12222 FOOT BRIDGESWING • UNITS ♦ BENCH BLDG. TOWER • CULV. CULV. • • CULV. i SOCCER PITCH (JR.) • • • GARB. CAN GARB. SOCCER CAN PITCH (5R.) FIELD #5 • 3N11 1N31^13389V 3SV31 • • • 1 PARK INFO. c.n ¢r.nnxm. cce .let M4 0.50 weft wax BAYRIDG.ES KINSMEN PARK DRAW 10•2 SAIL JILT 120a RAM SAL. 1:1012 PAM N. P-024 SHEET 1 OF 1 ( iTES