HomeMy WebLinkAboutENG 09-19Cfy �t
DICKERING
Report to
Council
Report Number: ENG 09-19
Date: September 23, 2019
From: Richard Holborn
Director, Engineering Services
Subject: Tender for Centennial Park Picnic Shelter and Amenities
- Tender No. T-27-2019
- File: A-1440
Recommendation:
1. That Tender No. T-27-2019 as submitted by Loc -Pave Construction Limited in the total
tendered amount of $352,797.30 (HST included) be accepted;
2. That the total gross project cost of $398,523.00 (HST included), including the tendered
amount and other associated costs and the total net project cost of $358,882.00 (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 $358,882.00 as follows:
a) The sum of $358,000.00 as approved in the 2019 Parks Capital Budget to be financed by
the issuance of debentures by The Regional Municipality of Durham over a term not to
exceed 15 years;
b) The sum of $882.00 to be funded from property taxes;
c) The annual repayment charges in the amount of approximately $31,640.00 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,
d) 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 09-19 September 23, 2019
Subject: Tender for Centennial Park Picnic Shelter and Amenities
Tender No. T-27-2019 Page 2
Executive Summary: As part of the 2019 Parks Capital Budget, funds were approved for the
Centennial Park Picnic Shelter and Amenities project. The project includes the design, supply and
installation of a 12m x 18m (40 foot by 60 foot) steel picnic shelter, site grading, asphalt pathways
connecting the picnic shelter to the existing washroom facility, the existing playground area and
the existing parking lot, and associated site works. The selection of the preferred supplier and
subcontractor, PlayPower LT Canada Inc. for the design, supply and installation of a picnic shelter
was completed under Quotation No. Q-25-2019 (refer to CAO approval memo dated July 24,
2019) and the cost of the shelter was carried as a cash allowance in the total bid price submitted
by Loc -Pave Construction Limited as part of Tender No. T-27-2019.
Prior to the detailed design and tender of this project, a master plan for additional site
improvements in Centennial Park 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-27-2019 was issued on August 13, 2019 and closed on September 5, 2019 with 5
bidders responding. The low bid submitted by Loc -Pave Construction Limited in the amount of
$352,797.30 (HST included), is recommended for approval. The total gross project cost which
includes the tender amount, a contingency and other associated costs, is estimated at
$398,523.00 (HST included) and the total net project cost is estimated at $358,882.00 (net of HST
rebate). A 12 percent contingency is included in the estimated project cost to cover any
unforeseen costs such as poor soils conditions.
Financial Implications:
1. Tender Amount
Tender No. T-27-2019 — Tender for Centennial Park Picnic Shelter
and Amenities (includes Q-25-2019 cash allowance for the design,
supply, and installation of a picnic shelter)
HST (13%)
Total
$312,210.00
40,587.30
$352,797.30
2. Estimated Project Costing Summary
Tender No. T-27-2019 — Tender for Centennial Park Picnic Shelter and
Amenities (includes Q-25-2019 cash allowance for the design, supply,
and installation of a picnic shelter)
Associated Costs
Materials Testing Allowance
Project Contingency (12%)
Sub Total — Costs
HST (13%)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
$312,210.00
3,000.00
37,465.00
352,675.00
45,848.00
$398,523.00
(39,641.00)
$358,882.00
ENG 09-19
Subject: Tender for Centennial Park Picnic Shelter and Amenities
Tender No. T-27-2019
September 23, 2019
Page 3
3. Approved Source of Funds — 2019 Parks Capital Budget
Account Code
5780.1902.6129
Source of Funds
Debt — 15 year
Property Taxes
Budget Required
$375,000.00 $358,000.00
0.00 882.00
Total $375,000.00 $358,882.00
Net project costs (over) under approved funds
$16,118.00
The total budget approved for this project was $415,000 however $40,000 was allocated for
repairs to the bocce courts which were completed earlier this calendar year. As such, the balance
of $375,000 has been shown as the budget amount left available for this project.
Discussion: As part of the 2019 Parks Capital Budget, funds were approved for the
Centennial Park Picnic Shelter and Amenities project.
Prior to the detailed design and tender of the proposed works, a master plan for site
improvements was prepared. The master plan included the reconstruction of the baseball
diamond recently completed under Tender No. T-3-2019 as well as the work proposed in Tender
No. T-27-2019. 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.
Selection of the picnic shelter structure was completed through Quotation No. Q-25-2019. Upon
evaluation of the received quotes, PlayPower LT Canada Inc. was the top ranked respondent and
was recommended for award. The CAO approval memo dated July 24, 2019 is included in this
report as Attachment #5.
The work to be completed in Tender No. T-27-2019 includes the following items:
• installation of a 12m x 18m (40 foot by 60 foot) steel picnic shelter located west of the existing
washroom facility
• accessible pathways connecting the parking lot, ball diamond, washrooms, picnic shelter and
existing playground
• associated site grading and tree planting
Tender No. T-27-2019 was issued on August 13, 2019 and closed on September 5, 2019 with 5
bidders responding. The low bid submitted by Loc -Pave Construction Ltd. is recommended for
approval. Loc -Pave Construction Ltd. have successfully completed several projects for the City of
Pickering including the reconstruction of Glengrove Park and the construction of the concrete
multi -use path on Bayly Street (from Begley Street to the West Shore Community Centre) in 2017,
and the recently completed reconstruction of the baseball diamond in Centennial Park.
ENG 09-19 September 23, 2019
Subject: Tender for Centennial Park Picnic Shelter and Amenities
Tender No. T-27-2019 Page 4
References for Loc -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 Loc -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 Loc -Pave
Construction Ltd. for Tender No. T-27-2019 in the amount of $352,797.30 (HST included) and that
the total net project cost of $358,882.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated September 6, 2019
2. Record of Tenders Opened
3. Being a by-law to authorize the Centennial Park Picnic Shelter and
Amenities project in the City of Pickering and the issuance of
debentures in the amount of $358,000.00
4. Location Map
5. CAO approved memo dated July 24, 2019 for Quotation No. Q-25-2019
ENG 09-19
Subject: Tender for Centennial Park Picnic Shelter and Amenities
Tender No. T-27-2019
September 23, 2019
Page 5
Prepared By:
Arnold Mostert, OALA
Senior Coordinator, Landscape &
Parks DevIopment
Scott Booker
Manager, Capital Projects & Infrastructure
Ray Rodrigues, CPPB
Manager, Supply & Services
AM:mjh
Approved/Endorsed By;
chard Holborn, P.Eng
Director, Engineering Services
Tom
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
412.016/
GLS od
PICKERING
Attachment #1 to Report ENG 09-19
Memo
To: Richard Holborn September 6, 2019
Director, Engineering Services
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, Engineering Services
Manager, Supply & Services
Sr. Coordinator, Landscape & Parks Development
Manager, Capital Projects & Infrastructure
Subject: Tender No. T-27-2019
Tender for Centennial Park Picnic Shelter and Amenities
Closed: Thursday, September 5, 2019 — 2:OOpm
File: F-5400-001
Tender No. T-27-2019 was advertised on the City's website on Tuesday, August 13, 2019.
Five 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 Tax Included
Bidder
Total Tendered Amount
After Calculation Check
Loc -Pave Construction Limited
$352,797.30
$352,797.30
Melfer Construction Inc.
$400,782.75
$400,782.75
Cedargreen Landscape Contractors
Ltd.
$415,364.55
$415,364.55
Norfield Construction Inc.
$434,161.29
$434,188.63
C&C Built Right Ltd.
$478,560.65
$478,560.65
Pursuant to Information to Bidders Item 26 Pre -Condition of Award and Item 20 Tendering
Specifications, the following documentation will be requested of Loc -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 currently 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 $375,000.00 was provided to Supply & Services for this procurement.
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 Engineering Services
4. if Item (d) is acceptable to Engineering Services
5. any past work experience with low bidder Loc -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
September 6, 2019
Tender No. T-27-2019 Page 2
11. related comments specific to the project.
After receiving Council's approval, an approved "on-line" requisition will be required to proceed.
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.
LC
Attachments (6)
September 6, 2019
Tender No. T-27-2019 Page 3
644
PICKERING
City of Pickering
Record of Tenders Opened and Checked
Tender Description: Centennial Park Picnic Shelter and Amenities
Tender No.:
Date:
Time:
T-27-2019
Wednesday, September 5, 2019
Approx. 2:15 pm Local Time
Bidder Name
Total Tendered Amount
Bidder Sign In
Comments
Locpave Construction
$3 \/ - DO
Mefer Construction Inc.
$ ? C. 0-3- , (7
Bidder name error: Bid submitted
by Melfer Construction Inc.
Norfield Construction Inc.
$ 1 4 2i , S
C&C Built Right Ltd.
$ �1 ' ' 11 ; 0 (7
V
Cedargreen Landscape
Contractors Ltd.
j L � �,. � � � j
$ S
City S, ` Present
Other
The information is strictly preliminary, pending revi-w and verification of conformance to terms, conditions and specifications.
61.-60 ONO podeH 01 Z# TuewgoenV
Attachment #3 to Report ENG 09-19
The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the Centennial
Park Picnic Shelter and Amenities project in
the City of Pickering and the issuance of
debentures in the amount of $358,000.00.
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 Picnic Shelter and Amenities project and;
Whereas before authorizing the construction in respect of the Centennial Park Picnic
Shelter and Amenities 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 09-19 on the date hereof and
awarded Tender No. T-27-2019 for the Centennial Park Picnic Shelter and Amenities
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 Picnic Shelter
and Amenities"
2. That the estimated costs of the project in the amount of $358,882.00 be financed as
follows:
a) the sum of $358,000.00 be financed by the issue of debentures by The
Regional Municipality of Durham over a term not to exceed 15 years; and
b) the sum of $882.00 be funded by property taxes;
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 23th day of September, 2019.
David Ryan, Mayor
Susan Cassel, City Clerk
C4d4
DICKERING
Attachment #4 to Report ENG 09-19
Engineering Services Department
Tender No. T-27-2019
Centennial Park Picnic Shelter and Amenities Project
Location Map
Ctly 9/
DICKERING
Attachment #5 to Report ENG 09-19
Memo
To: Tony Prevedel July 24, 2019
Chief Administrative Officer
From: Richard Holborn
Director, Engineering Services
Copy: Director, Finance & Treasure
Manager, Capital Projects & Infrastructure
Manager, Supply & Services
Senior Coordinator, Landscape & Parks Development
Subject: Quotation No. Q-25-2019
- Design, Supply & Installation of a Picnic Shelter — Centennial Park
- File: A-1440
Quotation No. Q-25-2019 for Design, Supply & Installation of a Picnic Shelter — Centennial Park,
was issued on Thursday, June 6, 2019 and closed on Wednesday, June 26, 2019. Upon
evaluation of the received quotes, PlayPower LT Canada Inc. was the top ranked respondent and
is recommended for award of Quotation No. Q-25-2019. The price of the base structure is
$130,540.51 (excluding HST). Separate price items were provided for optional upgrades to the
structure. Optional features that are being considered are valued at a cost of $34,345.33 for a total
cost of $164,885.84 (excluding HST). This project was approved in the 2019 Parks Capital
Budget, account 5780.1902.6129, in the amount of $415,000.00. Approximately $40,000 was
spent on upgrades to the bocci court leaving a balance of $375,000.
In accordance with Purchase Policy Item 06.11 (b) 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:
(b) Over $75,000 and up to $250,000, the Manager may approve the award, subject to the
approval of the Director, Treasurer and the CAO.
The Engineering Services Department is currently completing the tender documents for Tender
No. T-27-2019, Centennial Park Picnic Shelter and Amenities. Upon approval, the picnic shelter
proposed by PlayPower LT Canada Inc. will be specified in the document and a cash allowance
for the structure be carried as part of this tender. Construction is scheduled to proceed this fall.
Prepared By: Approved/Endorsed By:
Arnold Mostert, C.A.L.A.
Sr_ Coordinator, Landscape &
Parks (Development
4f (r-- Richard Holborn, P. Eng,
(1' Director, Engineering Services
Scott Booker
Manager, Capital Projects & Infrastructure
Stan Karowowski, MBA, CPA, CMA
Director, Finance & Treasurer
Ray Rodrigues, CPPB
Manager, Supply & Services
Approval
pew'
Tony Prevedel, P.Eng.
Chief Administrative Officer
RH:mjh
Attachment Supply & Services Memorandum dated July 23, 2019
July 24, 2019 Page 2 of 2
Quotation No. Q-25-2019
C4,
P1CKE RiNG
Memo
To: Richard Holborn July 23, 2019
Director, Engineering Services
From: Lisa Chang
Capital Projects Buyer, Supply & Services
Copy: Administrative Assistant, Engineering Services
Manager, Supply & Services
Sr. Coordinator, Landscape & Parks Development
Subject: Quotation No. Q-25-2019
Design, Supply & Installation of a Picnic Shelter - Centennial Park
Closing Date: Wednesday, June 26, 2019 at 12:00 Noon.
File: F-5300-001
Quotation Q-25-2019 was advertised on the City's website on Thursday, June 6, 2019 of which
seven company(ies) have responded.
Stage 1— Mandatory Submission Requirements — determines which submissions satisfy all the
mandatory submission requirements and provides Respondents the opportunity to rectify
deficiencies. One Respondents rectified deficiencies in their submission within the rectification
period. Seven proposals proceed to Stage II — Evaluation.
A summary of the Stage II and 111 evaluation results for each quotation is attached.
PlayPower LT Canada, Inc. is the top ranked respondent with a submitted price of
$130,540.51 (HST Excluded).
A budget of $250,000.00 was provided to Supply & Services for this procurement.
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.
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:
(b) Over $75,000 and up to $250,000, the Manager may approve the award, subject to the
approval of the Director, Treasurer and the CAO.
Please provide your recommendation in memo form. After receiving CAO's approval, a
notification of award will be required to proceed.
Please direct all enquiries to Supply & Services. Respondents will be advised in due
course.
If you require further information or assistance, do not hesitate to contact me or a member
of Supply & Services.
LC
Attachments (3)
Page 2 of 2