HomeMy WebLinkAboutCS 16-21Report to Council
Report Number: CS 16-21
Date: March 22, 2021
From: Brian Duffield
(Acting) Director, Community Services
Subject: Tender for GALCC RTU-1 Replacement
-Tender No. T2020-15
-File: A-1440
Recommendation:
1.That Tender No. T2020-15 submitted by 1747204 Ontario Inc. Ace Services, in the amount
of $146,787.00 (HST included), be accepted;
2.That the total gross project cost of $214,858.00 (HST included), including the amount of the
tender, and other associated costs, and the total net project cost of $193,486.00 (net of
HST rebate), be approved;
3.That the Director, Finance & Treasurer be authorized to finance the total net project cost of
$193,486.00 as follows:
a)the sum of $100,000.00, as provided for in the 2020 Community Centres Capital
Budget be funded by a transfer from the Federal Gas Tax Reserve Fund;
b)the additional sum of $93,486.00 be funded by a transfer from the Federal Gas Tax
Reserve Fund;
c)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; and,
4.That the appropriate City of Pickering officials be authorized to take the necessary action to
give effect hereto.
Executive Summary: Tender T2020-15 was issued for the replacement of the existing
rooftop heating, ventilation unit (RTU-1) serving the common areas at George Ashe Library &
Community Centre. The existing unit is original to the building, installed in 2000, and is at the end
of its serviceable life.
Tender No. T2020-15 was released and made available to the public on the City’s websi te on
Thursday, December 10, 2020. An optional site visit was held on Thursday, December 17, 2020.
CS 16-21 March 22, 2021
Subject: GALCC RTU-1 Replacement Page 2
The tender closed on Wednesday, January 20, 2020. Eight companies submitted bids for this
project.
The low bid submitted by 1747204 Ontario Inc. Ace Services, in the amount of $146,787.00 (HST
included), is recommended for approval. The total gross project cost is estimated to be
$214,858.00 (HST included) and the total net project cost is estimated at $193,486.00 (net of
HST rebate).
Financial Implications:
1.Tender Amount
Tender No. T2020-15 $129,900.00
HST (13%)
Total Gross Tender Cost
$16,887.00
$146,787.00
2.Estimated Project Costing Summary
Tender No. T2020-15 $129,900.00
Consulting & Pre-Tender Costs 25,240.00
Controls 20,000.00
Contingency 15,000.00
Total Cost $190,140.00
HST (13%) 24,718.00
Total Gross Project Costs $214,858.00
HST Rebate (11.24%) (21,372.00)
Total Net Project Costs $193,486.00
3.Approved Source of Funds – Community Centres Capital Budget
Approved Code
5719.2002.6500
Source of Funds
Federal Gas Tax
Federal Gas Tax
Total Funds
Funds Available
$100,000.00
Funds Required
$100,000.00
93,486.00
$193,486.00
Project Cost under (over) approved funds by ($93,486.00)
Discussion: George Ashe Library & Community Centre was constructed and opened in
2000. Many of its major component mechanical units are now starting to reach the end of their
lifecycle. Existing rooftop unit (RTU-1) has been identified as the first of the packaged HVAC units
CS 16-21 March 22, 2021
Subject: GALCC RTU-1 Replacement Page 3
need to be upgraded to ensure that the equipment is connected to the City’s central building
automation system for remote monitoring and adjustment.
The original project budget was based on pre-pandemic pricing. Disruptions to existing supply and
logistical chains is the most likely cause of the increased cost, and is resulting in significant price
fluctuations. Availability of materials, production delays for equipment, and backlogged shipping
channels have also been affecting delivery timelines.
Tender No. T2020-15 was released and made available to the public on the City’s website on
Thursday, December 10, 2020. An optional site visit was held on Thursday, December 17, 2020.
The tender closed on Wednesday, January 20, 2020. Eight companies submitted bids for this
project.
The low bidder, 1747204 Ontario Inc. Ace Services, has submitted a signed copy of the City’s
Health & Safety form. The Certificate of Insurance is deemed acceptable to the Manager, Budgets
& Internal Audit. Staff have reviewed previous work experience of 1747204 Ontario Inc. Ace
Services, and their submitted waste management plan, and deemed them to be acceptable.
Community Services’ staff will initiate a requisition upon approval of requested funding.
Upon careful examination of all bids and relevant documents received, the Community Services
Department recommends the acceptance of Tender No. T2020-15 submitted by 1747204 Ontario
Inc. Ace Services, in the amount of $146,787.00 (HST included) and that the total net project cost
of $193,486.00 be approved.
Attachments:
1.Supply & Services Memorandum dated January 26, 2021
CS 16-21 March 22, 2021
Subject: GALCC RTU-1 Replacement Page 4
Prepared By: Approved/Endorsed By:
Vince Plouffe, OAA, RAIC Ray Rodrigues, CPPB
Manager, Facilities Capital Projects Manager, Supply & Services
Brian Duffield Stan Karwowski, MBA, CPA, CMA
(Acting) Director, Community Services Director, Finance & Treasurer
BD:vp
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original Signed By: Original Signed By:
Original Signed By: Original Signed By:
Original Signed By:
To: Brian Duffield
Director, Community Services
January 26, 2021
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, Community Services
Manager, Supply & Services
Coordinator, Facilities Capital Projects
Manager, Facilities Capital Projects
Subject: Tender No. T2020-15
Tender for GALCC RTU-1 Replacement
Closed: Wednesday, January 20, 2020 – 2:00pm
File: F-5400-001
Tender No. T2020-15 was advertised on the City’s website on December 10, 2020. An
optional site visit was held on December 17, 2020 at 10:00 am. Eight companies have
submitted a bid for this project. Dael Thermal Group Inc. was rejected in accordance with
Purchasing Policy item 23.02.1.
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
1747204 Ontario Inc. Ace
Services $146,787.00 $146,787.00
Mapleridge Mechanical
Contracting Inc. $153,607.68 $153,607.68
Memo
Attachment #1 to Report #CS 16-21
Page 2
Bidder Total Tendered Amount After Calculation Check
Dael Thermal Group Inc. $155,178.46 $155,176.12
Canadian Tech Air Systems
Inc. $169,274.00 $169,274.00
HVAC For Life Inc. $179,557.00 $179,557.00
Smith and Long Limited $196,563.50 $196,563.50
MJK Construction Inc. $197,699.00 $197,699.15
Vanguard Mechanical Inc. $213,570.00 $213,570.00
Pursuant to Information to Bidders Item 31 Pre-Condition of Award and Item 20 Tendering
Specifications, the following documentation will be requested of 1747204 Ontario Inc. Ace
Services 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 $100,000 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:
(b)Over $75,000 and up to $250,000 the Manager may approve the award, subject to the
approval of the Director, Treasurer and CAO.
Please include the following items in your memo:
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 1747204 Ontario Inc. Ace Services including
work location;
Page 3
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 CAO’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