HomeMy WebLinkAboutCS 07-19-.C~of-p](KER]NG Report to Council Report Number: CS 07-19 Date: April 23, 2019 From: Marisa Carpino Director, Community Services Subject Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program· -Tender No. T-10-2019 -File: A-1440 Recommendation: 1. That Tender No. T-10-2019 submitted by Eileen Roofing Inc. in the amount of $658,790.00 (HST included) be accepted; 2. That the total gross project cost of $766,705.00 (HST included), including the amount of the tender, and other associated costs, and the total net project cost ·of $690,442.00 · (net of HST rebate), be approved; · 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $690,442.00 as follows: a) b) c) d) the sum of $690,000.00, as provided for in the 2018 and 2019 Pickering · Recreation Complex (Arena) Capital Budgets to be financed by the issuance of · debentures by The Regional Municipality of Durham over a period not to exc~ed 20 years; the balance amount of $442.00 to be funded from property taxes; the. annual repayment charges in the amount of approximately $50,775.00 be included in the 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, and any financing cost to be paid out of the Current Budget; the Treasurer be authorized to make any changes, adjw~tments, 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 City of Pickering officials be authorized to take the necessary actions as indicated in this rep·ort. 46
cs 07-19 Subject: Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program April 23, 2019 Page 2 Executive Summary: Tender T-10-2019 for the Pickering Recreation Complex Roof & Skylight Rehabilitation Program consisted of two projects approved in 2018 as "O'Brien Lobby Roof Replacement", account 5735.1803.6500 and in 2019 as "Lobby & O'Brien Arena Skylight & Roof Replacement", account 5735.1902.6500. For debenture financing purposes, these two projects are combined as one project; requiring debentures financing for 20 years term. The O'Brien arena, lobby and meeting room addition at the Pickering Recreation Complex was constructed and opened in 1993. The main flat roof extending over the bulk of the lobby, meeting and dressing rooms is nearing end of life and requires replacement. This roof extends from the main entrance to the mechanical spaces north and west of the two arenas, and includes several skylights which aI$0 require repair and replacement. . The lowest compliant bid to Tender No.T-10:-2019 submitted by Eileen Roofing Inc. in the amount of $658,790.00 (HST included) is recommended for approval. The total gross project cost is estimated to be .$766,705.00 (HST included) and the total net project·cost is estimated at $690,442.00 (net of HST rebate). 47 Financial Implications: 1. Tender Amount Tender No. T-10-2019 HST (13%) Total Gross Tender Cost 2. Estimated Pro·ect Costin Tender No. T-10-2019 Rooftop Privacy Screens Contingency Sub Total HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $583,000.00 751790.00 $658,790.00 $583,000.00 25,500.00 701000.00 $678,500.00 881205.00 $766,705.00 (76)63.00) $690,442.00
cs 07-19 Subject: Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Progrqm · 3. Approved Source of Funds 2018 & 2019 Capital Bud et -Pickerin Recreation Complex Arenas Description Account Code Source of Funds Budget O'Brien Lobby Roof 5735.1803.6500 Replacement Lobby & O'Brien 5735.1902.6500 Arena Skylight & Roof Replacement Combined Project 5735.1803.6500 -Pickering Recreation Complex Roof & Skylight Rehabilitation Debt -20-years Debt -10-years Debt -20~years Property Taxes $430,000.00 310,000.00 0.00 0.00 April 23, 2019 Page 3 Required $0.00 0.00 690,000.00 442.00 Total Funds $740.000.00 $690,442.00 Project Cost Under (Over) Approved Funds $49,558.00 For ease of tracking, the above two accounts will be combined as qne, to be consolidated under the main account, 5735.1803.6500. Proceeds from debentures financing and expenses will all be tracked in 5735 .1803. 6500. Discussion: The existing flat roof over the O'Brien arena lobby, dressing rooms, meeting rooms and rear mechanical spaces is original and was installed in 1993. The roof is at the end of its serviceable life, and many of the skylights within it are leaking and in need of replacement. The work will include replacement of an existing walkway over large mechanical equipment on the north side, as well as screen walls used to hide rooftop mechanical equipment from view. Much of the rooftop equipment must remain operational, now that the City will be providing summer ice in O'Brien arena. Tender No. T-10-2019 was posted on the City's website on Tuesday, February 5, 2019 and closed on Wednesday, March 13, 2019 for the Pickering Recreation Complex Roof & Skylight Rehabilitation Program. Optional site visits were held on Tuesday, February 12, 2019 and· Tuesday, March 5, 2019. A total of seven bids were received. References for Eileen Roofing Inc., its Waste Management Plan and letter from a specified membrane manufacturer confirming that Eileen Roofing Inc. is a certified applicator of specified roofing systems and list of sub-contractors have been reviewed and are deemed acceptable by the 48
49 cs 07-19 Subject: Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program April 23, 2019 Page 4 Manager, Capital Projects & Infrastructure. The City's Health and Safety Policy form, and a current Clearance Certificate issued by the Workplace Safety & Insurance Board submitted by Eileen Roofing Inc. have been received and are deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & External Audit and is deemed acceptable. In conjunction with staff's review of the contractor's previous work experience, the Tender No. T-10-2019 is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Community Services Department recommends the acceptance of the low bid submitted by Eileen Roofing Inc. for Tender No. T-10-2019 in the amount of $658,790.00 (HST included) and that the total net project cost of $690,442:00 be approved. Attachments: 1. Supply & Services Summary Memorandum dated March 18, 2019 2. Location Map 3. Being a By-law to authorize the Pickering Recreation Complex Roof & Skylight Rehabilitation Program project in the City bf Pickering and the issuance of debentures in the amount of $690,000.00
cs 07-19 April 23, 2019 Subject: Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program Page 5 Prepared ~y: J~ Vince Plouffe, OAA, RAIC Manager, Facilities Capital Projects MC:vp Recommended for the consideration . of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer Approved/Endorsed By: Marisa Carpino, MA Director, Community Services . 17 . Ft~ Ray Rodrigues, CPPB Manag~f, Supply & Services Stan Karwowski, MBA, C_PA, CMA Director, Finance & Treasurer 50
ATT~CHMENT # J_ ro REPORT# C-S,o ~f-1 cl -.~bf-PlCKERlNG To: Marisa Carpino . Director, Community Services From: Jacqueline Charles Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services Coordinator, Facilities Capital Assets Subject: Tender No. T-10-2019 Memo March 18, 2019 Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program Closed: Wednesday, March 13, 2019 -2:00pm File: F-5400-001 Tender No. T-10-2019 was advertised on the City's website on February 5th, 2019. Seven (7) 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 0.10-001, Item 13.03 (w). Three (3) bids have been retaine_d for review at this time and are attached. 51 Bidder Eileen Roofing Inc. Brook Restoration Inc. Semple Gooder Roofing Corp. Flynn Group of Companies Summary Harmonized Sales Tax Included Total Tendered Amount $658,790.00 $659,920.00 $675,120.00 $795,508.70 Triumph Roofing & Sheet Metal Inc. $834,166.00 Nortex Roofing Ltd. $940,442.50 Trio Roofing Systems Inc. $1,035,645.00 After Calculation Check $658,790.00 $659,920.00 $675,120.76 $795,508.70 $834,166.00 $940,442.50 $1,035,645.00
Pursuant to Information to Bidders Item 30 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Eileen Roofing 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 City's Health and Safety Policy form currently dated and signed; (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board· · J (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 $765,000.00 was provided to Supply & Services for this prncurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. · _ 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 $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer', CAO and Council. · · Please include the following items in your report: 1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable to Community Services 4. if Item (d) is acceptable to Community Services . 5. any past work experience with low bidder Eileen Roofing Inc. including work location; 6. without past work experience, if reference information is acceptable to Community Services; 7. the appropriate account number(s) to which this work is to be charged; 8. the budget amount(s) assigned thereto; 9. Treasurer's confirmation of funding; 10. related departmental approvals; and 11. related comments specific to the project. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. March 14, 2019 Tender No. T-10-2019 Pickering Recreation Complex Roof & Skylight Rehabilitation Program Page §z
Enquiries can be directed to the City's website for the unofficial bid results as read out at the public tender opening or to Supply & Services. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. JC/le Attachments (4) March 14, 2019 53 Tender No. T-10-2019 Pickering Recreation Complex Roof & Skylight Rehabilitation Program Page 3
1 .1 1.1 A 1.1 B ATTACHMENT# a .,TO REPORT#~ o--:+--/4 · 7.0 0 ro 9.0 ............................. 0 2.0 1.2A oo 3.0 •. · · · · · · · 5 0 . 4.0 4.1 1.2B KEYPLAN SCALE: N. T.S. 54
55 /\rfACHMENT#_3_TOREPORT#_c$ 0'1--}9 The Corporation of the City of Pickering · By-law No. Being a by-law to authorize the Pickering Recreation Complex . Roof & Skylight Rehabilitation Program in the City of Pickering and the issuance of debentures in the amount of $690,000.00. 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 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 Pickering Recreation Complex Roof & Skylight Rehabilitation Program; and, Whereas before authorizing the construction in respect of the Pickering Recreation Complex Roof & Skylight Rehabilitation Program, 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, the 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 Ontario Municipal Board approval is not required, the Council of the City approved report CS 07-19 on the date hereof and awarded Tender No. T-10-2019 for the Pickering Recreation Complex Roof & Skylight Rehabilitation project; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows:
BY-LAW NO Page 2 1. That the City proceed with the project referred to as "Pickering Recreation Complex Roof & Skylight Rehabilitation Program"; 2. That the estimated costs of the project in the amount of $690,442.00 be financed as follows: · a) the sum of $690,000.00 be .financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed twenty years; b) the sum of $442.00 from property taxes; 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 Gommencing 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 23rd day of April, 2019 David Ryan, Mayor Susan Cassel, City Clerk 56