HomeMy WebLinkAboutENG 04-19--Cipo/--p](KERJNG From: Richard Holborn Director, Engineering Services Report to Council Report Number: ENG 04-19 Date: March 25, 2019 Subject: Centennial Park Baseball Diamond Reconstruction Project -Tender No. T-3-2019 -File: A-1440 Recommendation: 1. That Tender No. T-3-2019 as submitted by Loe Pave Construction Ltd. in the total tendered amount of $487,137.16 (HST included) be accepted; 2. That the total gross project cost of $568,235.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $511,713.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $511,713.00 as follows: a) The sum of $357,000.00 as approved in the 2018 Parks Capital Budget to be financed by the issuance of debentures by The Regional Municipality of Durham over a term not to exceed 10 years; b) The sum of $268.00 to be funded from property taxes; c) The sum of $154,445.00 to be funded by a transfer from the Pickering Men's Slow Pitch League Reserve Fund; d) The annual repayment charges in the amount of approximately $42,926.00 be included in the annual Current Budget for the City of Pickering commencing 2019, or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid, e) The Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; 4. That the draft By-law attached to this report be enacted; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report
ENG 04-19 Subject: Centennial Park Baseball Diamond Reconstruction Project Tender No. T-3-2019 March 25, 2019 Page 2 Executive Summary: As part of the 2018 Parks Capital Budget, funds were approved for the Centennial Park Baseball Diamond Reconstruction project. The project includes the removal of the backstop fencing and infield of the small (west) baseball diamond and restoration of this area, replacement of the backstop fencing and lighting of the main (east) baseball diamond, and construction of an outfield fence and warning track for the main (east) baseball diamond. Prior to the detailed design and tender of the baseball diamond reconstruction, a master plan for additional site improvements was prepared. A copy of the master plan was included in an Information Notice that was hand delivered to the neighbourhood residents for their information and comment on August 3, 2018. Tender No. T-3-2019 was issued on February 7, 2019 and closed on March 6, 2019 with 6 bidders responding. The low bid submitted by Loe Pave Construction Ltd. in the amount of $487,137.16 (HST included), is recommended for approval. The total gross project cost which includes the tender amount, consulting costs, a contingency and other associated costs, is estimated at $568,235.00 (HST included) and the total net project cost is estimated at $511,713.00 (net of HST rebate). A 12 percent contingency is included in the estimated project cost to cover any unforeseen costs such as electrical service connection issues and poor soils conditions. Financial Implications: 1. Tender Amount Tender No. T-3-2019 HST (13%) Total Tender No. T-3-2019 -Tender for Centennial Park Ball Diamond Reconstruction Project Associated Costs Materials Testing Allowance Topographic Survey Structural Engineering Geotechnical Investigations Recognition Signage Allowance Project Contingency (12%) Sub Total -Costs HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $431,094.83 56,042.33 $487.137.16 $431,095.00 2,000.00 3,240.00 3,250.00 6,900.00 2,500.00 53,878.00 502,863.00 65,372.00 $568,235.00 (56,522.00) $511.713.00
ENG 04-19 March 25, 2019 Subject: Centennial Park Baseball Diamond Reconstruction Project Tender No. T-3-2019 3. Approved Source of Funds -2018 Parks Capital Bud et Account Code Source of Funds 5780.1804.6129 Debt-10 year Property Taxes Pickering Men's Slow Pitch League Reserve Fund I Net project costs (over) under approved funds Total Budget $469,500.00 0.00 150,000.00 $619,500.00 Page 3 Required $357,000.00 268.00 154.445.00 $511,713.00 $107,787.00 I The Pickering Men's Slow Pitch League donated $125,000.00 to the City of Pickering in 2007. The Pickering Men's Slow Pitch League Reserve Fund (Reserve Fund) was established in 2007 to deposit this donation, and any interest earned on investment of fund balances. The Pickering Men's Slow Pitch League had certain stipulations as to how the funds were to be spent based on a timeline. On or after July 1, 2017, the funds were to remain with the City and be used towards a men's softball facility or be used towards the cost of a community facility subject to approval by the Pickering Men's Slow Pitch League, and that the League be recognized as a partner. The amount shown in the required column above reflects funds available for this Reserve Fund with the interest earned. Discussion: As part of the 2018 Parks Capital Budget, funds were approved for the Centennial Park Baseball Diamond Reconstruction project. Prior to the detailed design and tender of the baseball diamond reconstruction, a master plan for additional site improvements was prepared. The master plan included the proposed improvements to the baseball diamond as well as the installation of a picnic shelter west of the park washrooms, accessible pathways connecting the parking lot, ball diamond, washrooms, picnic shelter and existing playground, associated site grading and tree planting. A copy of the master plan was included in an Information Notice that was hand delivered to the neighbourhood residents for their information and comment on August 3, 2018. The additional works proposed in the master plan that are not included in Tender No. T-3-2019, have been approved in the 2019 Parks Capital Budget and will be completed under a separate contract later this year. The work to be completed in Tender No. T-3-2019 includes the following items: • Removal of the existing backstop fencing, player's benches and in-field clay surface, placement of topsoil and sodding of the small (west) baseball diamond • Replacement/ upgrading of the backstop fencing for the main (east) baseball diamond • Reinstallation of the existing player's benches and bleachers (new concrete pads) • Removal of the existing baseball diamond lights and installation of a new LED sp9rts field lighting system • Construction of an outfield fence and warning track
ENG 04-19 Subject: Centennial Park Baseball Diamond Reconstruction Project Tender No. T-3-2019 March 25, 2019 Page 4 Tender No. T-3-2019 was issued on February 7, 2019 and closed on March 6, 2019 with 6 bidders responding. The low bid submitted by Loe Pave Construction Ltd. is recommended for approval. Loe Pave Construction Ltd. have successfully completed several projects for the City of Pickering including the reconstruction of Glengrove Park ,and construction of the concrete multi-use path on Bayly Street (from Begley Street to the West Shore Community Centre), both in 2017. References for Loe Pave Construction Ltd. and their Waste Management Plan have been reviewed and are deemed acceptable by the Manager, Capital Projects & Infrastructure. The City's Health & Safety Policy form and current Certificate of Clearance issued by the Workplace Safety & Insurance Board have been submitted by Loe Pave Construction Ltd. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with staff's review of the contractor's previous performance on City projects and references available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends the acceptance of the low bid submitted by Loe Pave Construction Ltd. for Tender No. T-3-2019 in the amount of $487,137.16 (HST included) and that the total net project cost of $511,713.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated. March 8, 2019 2. Record of Tenders Opened 3. Being a by-law to authorize the Centennial Park Baseball Diamond Reconstruction Project in the City of Pickering and the issuance of debentures in the amount of $357,000.00 4. Location Map
ENG 04-19 March 25, 2019 Subject: Centennial Park Baseball Diamond Reconstruction Project Tender No. T-3-2019 Page 5 Prepared By: Arnold Mostert Senior Coordinator, Landscape & Pa~evelopment Sc~ttB~ Manager, Capital Projects & Infrastructure {2//) R~y ~odrigues Manager, Supply & Services AM:mjh Recommended for the consideration Approved/Endorsed By: · ector, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer of Pickeringu t?.. tf3,.U,t"f Tony Prevedel, P.Eng. Chief Administrative Officer
ATTACHMENT# ___ /_ 0 REPOR # [N~ rJ-/-1 o/ -040/-P1CKE-R1NG To: Richard Holborn Director, Engineering Services From: Justin MacDonald Buyer, Supply & Services --of ·? ,) Copy: Administrative Assistant, Engineering Services Manager, Supply & Services · Subject: Tender No. T-3-2019 Tender for Centennial Park B.aseball Diamond Reconstruction Closed: Wednesday, March 6, 2019 -2:00pm File: F-5400-001 Memo March 8, 2019 Tender No. T-3-2019 was advertised on the City's website on February 7, 2019. 6 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). Three (3) bids have been retained for review.at this· time and are attached. · Summary Harmonized Sales 1ax Included Bidder Total Tendered Amount After Calculation Check Loe Pave Construction Ltd. $487,125.86 $487,137.16 Melter Construction Inc. $506,045.64 $506,045.64 Cambium Site Contracting Inc. $510,325.75 $510,325.75 Latitude 67 Ltd. $550,013.94 $550,380.06 Pine Valley Corporation $579,885.39 $579,885.39 CSL Group Ltd. $641,154.09 $641,154.09
Pursuant to Information to Bidders Item 26 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Loe Pave Construction Limited 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 City's Health and Safety Policy form currenJly dated and signed; (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 completed by the Bidder's agent, broker or insurer; and (d) Waste Management Plan. A budget of $619,500.00 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 06.11, 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: . (~) 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 Engineering Services; 4. if Item (d) is acceptable to Engineering Services; 5. any past work experience with low bidder Loe Pave Construction Limited including work location; · 6. without past work experience, if reference information is acceptable to Engineering 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. March 6, 2019 Tender No. T-3-2019 Centennial Park Baseball Diamond Reconstruction 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) March 6, 2019 Tender No. T-3-2019 Centennial Park Baseball Diamond Reconstruction Page 3
-04t;f-
P1CKER1NG City of Pickering
Record of Tenders ·opened and Checked
Tender Description: Centennial Park Baseball Diamond Reconstruction
Tender No.: T-3-2019
Date: Wednesday, March 6, 2019 ·
Time: Approx. 2: 15 pm Local Time
Bidder Name
Cambium Site Contracting
Inc.
CSL Group Ltd.
Latitude 67 Ltd.
Loe Pave Construction
Melfer Construction Inc.
Pine Valley Corporation
City Staff Present
Total Tendered
Amount
$ 51 O ,.3:2-5. 7lj-
$ 571885 .. 3! r
Bidder Sign In
Other
Comments
The information is strictly preliminary, pendin·g review and verification of conformance to terms, conditions and specifications.
The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Centennial Park Baseball Diamond Reconstruction Project in the City of Pickering and the issuance of debentures in the amount of $357,000.00. Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, · Whereas Subsection 401 (1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any-other way; and, Whereas Subsection 401 (3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham (the "Region") has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City wishes to proceed with debenture financing for the Centennial Park Baseball Diamond Reconstruction project and; Whereas before authorizing the construction in respect of the Centennial Park Baseball Diamond Reconstruction project, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and therefore, Local Planning Appeal Tribunal approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Local Planning Appeal Tribunal approval is not required, the Council of the City approved report ENG 04-19 on the date hereof and awarded Tender No. T-3-2019 for the Centennial Park Baseball Diamond Reconstruction Project;
By-law No. Page 2· Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Centennial Park Baseball Diamond Reconstruction" 2. That the estimated costs of the project in the amount of $511,713.00 be financed as follows: a) the sum of $357,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a term not to exceed 10 years; b) the sum of $268.00 be funded by property taxes; c) The sum of $154,445.00 be funded by a transfer from the Pickering Men's Slow Pitch League Reserve Fund; and 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2019 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 25th day of March, 2019. David Ryan, Mayor Susan Cassel, City Clerk
ATTACHMENT#__:i_ TOREPOR # 6./1 of-I°/ ___ I of I Engineering Services Department Tender No. T-3-2019 Centennial Park Baseball Diamond Reconstruction Project Location Map SUBJECT PARK