HomeMy WebLinkAboutENG 07-20
Report to Council
Report Number: ENG 07-20
Date: September 28, 2020
From: Richard Holborn
Director, Engineering Services
Subject: Claremont Memorial Park Baseball Diamond Reconstruction
- Tender No. T2020-27
- File: A-1440
Recommendation:
1. That Tender No. T2020-27 for Claremont Memorial Park Baseball Diamond Reconstruction
as submitted by Latitude 67 Ltd. in the total tendered amount of $565,489.52 (HST included)
be accepted;
2. That the total gross project cost of $658,378.00 (HST included), including the tendered
amount, a contingency and other associated costs, and the total net project cost of
$592,890.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the net project cost in
the amount of $592,890.00 as approved in the 2020 Parks Capital Budget by a transfer from
the Parkland 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 2020 Parks Capital Budget, funds were approved for the
Claremont Memorial Park Baseball Diamond Reconstruction project. The project includ es the
replacement of the large baseball diamond backstop and lighting, installation of a new outfield
fence and warning track, addition of a sub-drainage system, reconstruction of the infield area, new
concrete bleacher pads, new player’s benches, and removal of the small baseball diamond
backstop.
The reconstruction of the large baseball diamond is the first phase of the implementation of the
Claremont Memorial Park Master Plan that was endorsed by Council on April 18, 2016 (Report
ENG 07-16, Resolution #154/16). Prior to the detailed design and tender of this project, staff met
with representatives of the various baseball associations that use this baseball diamond, to
confirm user requirements and obtain their comments on the proposed layout.
Tender No. T2020-27 was issued on Wednesday, August 12, 2020 and closed on Wednesday,
September 2, 2020 with 8 bidders responding. The low bid of $565,489.52 (HST included)
submitted by Latitude 67 Ltd. is recommended for approval. The total gross project cost which
includes the tendered amount, a contingency and other associated costs, is estimated at
$658,378.00 (HST included) and the total net project cost is estimated at $592,890.00 (net of HST
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ENG 07-20 September 2020
Subject: Claremont Memorial Park Baseball Diamond Reconstruction Page 2
rebate). A 12 percent contingency is included in the associated costs to cover any unforeseen
costs such as poor soil conditions.
Due to the ongoing concerns and new business practices related to the COVID-19 virus
pandemic, Engineering Services and Corporate Services staff will work with Latitude 67 Ltd., to
ensure that proper procedures and protocols are in place to provide a safe work environment for
Pickering residents, the contractor, sub-contractors, and City staff. These measures may include a
delay to the start date of the project.
Financial Implications:
1. Tender Amount
Tender No. T2020-27 $500,433.20
HST (13%) 65,056.32
Total $565,489.52
2. Estimated Project Costing Summary
Tender No. T2020-27 – Tender for Claremont Memorial Park Baseball
Diamond Reconstruction
$500,433.00
Associated Costs
Geotechnical Investigations (GHD Limited) 10,950.00
Electrical Engineering (Kirkland Engineering Ltd.) 6,200.00
Materials Testing Allowance 5,000.00
Project Contingency (12%) 60,052.00
Sub Total – Costs 582,635.00
HST (13%) 75,743.00
Total Gross Project Cost $658,378.00
HST Rebate (11.24%) (65,488.00)
Total Net Project Cost $592,890.00
3. Approved Source of Funds – 2020 Parks Capital Budget
Account Code Source of Funds Budget Required
5780.2036.6129 RF – Parkland $600,000.00 $592,890.00
Total $600,000.00 $592,890.00
Net project costs (over) under approved funds $7,110.00
ENG 07-20 September 2020
Subject: Claremont Memorial Park Baseball Diamond Reconstruction Page 3
Discussion: The reconstruction of the large baseball diamond is the first phase of
the implementation of the Claremont Memorial Park Master Plan that was endorsed by Council on
April 18, 2016 (Report ENG 07-16, Resolution #154/16). The master plan process included a
number of consultation meetings with area residents and representatives of user groups, as well
as a public open house. Prior to the detailed design and tender of this project, staff met again with
representatives of the various baseball associations that use this baseball diamond, to confirm
user requirements and obtain comments on the proposed layout. The existing small baseball
diamond that is located at the south-west corner of the park, adjacent to the Legion, will be
removed as it is no longer used. The large baseball diamond will be rotated slightly south and
shifted east, to increase the depth of the outfield and to reduce the likelihood of baseballs being hit
out on to the road and into the parking lot. A longer and higher first baseline fence will also be
installed as added protection for the parking lot.
The work to be completed in the Claremont Memorial Park Baseball Diamond Reconstruction
Project includes the following items:
removal of the existing large baseball diamond and small baseball diamond backstops;
construction of a new backstop for the large baseball diamond;
replacement of the existing baseball diamond lighting system with a new LED lighting system;
reconstruction of the infield area including a sub-drainage system and new surfacing;
construction of an outfield fence and warning track;
new concrete bleacher pads (existing bleachers to be reused);
new players benches; and
asphalt paving around the spectator area.
As part of the 2020 Parks Capital Budget, funds were approved for the Claremont Memorial Park
Baseball Diamond Reconstruction project. Tender No. T2020-27 was issued on Wednesday,
August 12, 2020 and closed on Wednesday, September 2, 2020 with 8 bidders responding. The
low bid submitted by Latitude 67 Ltd. is recommended for approval. Latitude 67 Ltd. successfully
completed the Beverly Morgan Park football field reconstruction in 2014. This was a $1.3 million
project that involved the conversion of a natural turf to an artificial turf field.
References for Latitude 67 Ltd. and their Waste Management Plan have been reviewed and are
deemed acceptable by the Senior Coordinator, Landscape & Parks Development. The City’s
Health & Safety Policy form and current Certificate of Clearance issued by the Workplace Safety &
Insurance Board have been submitted by Latitude 67 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 Latitude 67 Ltd. for
Tender No. T2020-27 in the amount of $565,489.52 (HST included) and that the total net project
cost of $592,890.00 (net of HST rebate) be approved.
ENG 07-20 Subject: Claremont Memorial Park Baseball Diamond Reconstruction September 2020 Page 4 Attachments: 1. Supply & Services Memorandum dated September 10, 2020 2. Record of Tenders Opened 3. Location Map Prepared By: Arnold Mostert, OALA Senior Coordinator, Landscape & :i~p=~~ Scott Booker Manager, Capital Projects & Infrastructure ~ Ray R gues, CPPB Mana Supply & Services AM:mjh Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Interim Chief Administrative Officer Approved/Endorsed By: WI~~ Riih"ard Holborn, P.Eng. Director, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer -.,_
To: Richard Holborn
Director, Engineering Services
September 10, 2020
From: Justin MacDonald
(Acting) Senior Purchasing Analyst, Supply & Services
Copy: Administrative Assistant, (Engineering Services)
Manager, Supply & Services
Subject: Tender No. T2020-27
Tender for Claremont Memorial Baseball Diamond Reconstruction
Closed: Wednesday, September 2, 2020 – 2:00pm
File: F-5400-001
Tender No.T2020-27 was advertised on the City’s website on Wednesday, August 12, 2020.
Eight 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
Latitude 67 Ltd. $565,488.84 $565,489.52
MJ.K. Construction $613,173.03 $612,161.30
Loc-Pave Construction Limited $623,278.78 $611,752.78
Anthony Furlano Construction Inc. $624,154.37 $624,154.37
Worldwide Turf Inc $646,069.42 $646,069.42
Elcore Construction Inc. $708,510.00 $708,511.27
Memo
Attachment #1 to Report # ENG 07-20
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Tender No. T2020-27
Page 2
Royalcrest Paving & Contracting Ltd. $741,913.03 $741,913.03
Neptune Security Services Inc. $825,298.89 $825,298.89
Pursuant to Information to Bidders Item 25 Pre-Condition of Award and Item 20 Tendering
Specifications, the following documentation will be requested of Latitude 67 Ltd 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;
(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) Project specific COVID-19 Protocols; and
(e) A Waste Management Plan
A budget of $600,000 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 Engineering Services;
4. if Item (d) and (e) are acceptable to Engineering Services ;
5. any past work experience with low bidder Latitude 67 Ltd, 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.
Tender No. T2020-27
Page 3
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 (5)
Cdt;o/P](KER]NG City of Pickering
Record of Tenders Opened and Checked
Tender Description: Claremont Memorial Park Baseball Diamond Reconstruction
Tender No.: T2020-27
Date: Wednesday, September 2, 2020
Time: Approx. 2:15 pm Local Time
Bidder Name Total Tendered Amount
Latitude 67 Ltd. $565,488.84
MJ. K. Construction $613,173.03
Loe-Pave Construction $623,278.78 Limited
Anthony Furlano $624,154.37 Construction Inc.
Worldwide Turf Inc $646,069.42
City Staff Present
Bidder Sign In
Other
Comments
The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications.
Attachment #2 to Report # ENG 07-20
Cdpo/Pl(KER]NG City of Pickering
Record of Tenders Opened and Checked
Tender Description: Claremont Memorial Park Baseball Diamond Reconstruction
Tender No.: T2020-27
Date: Wednesday, September 2, 2020
Time: Approx. 2:15 pm Local Time
Bidder Name Total Tendered Amount
Elcore Construction Inc. $708,510.00
Royalcrest Paving & $741,913.03 Contracting Ltd.
Neptune Security Services $825,298.89 Inc.
$
I $
City Staff Present
Bidder Sign In
Other
Comments
The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications.
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VICTORIA STREETACORN LANE
BOVINGDON PLACE BROCK ROAD1:2,500 SCALE:
Engineering ServicesDepartment Claremont Memorial ParkLocation MapSep. 16, 2020 DATE:
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ClaremontMemorialPark
Attachment #3 to Report # ENG 08-20
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