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Home My WebLink AboutENG 10-21 Report to Council Report Number: ENG 10-21 Date: April 26, 2021 From: Richard Holborn Director, Engineering Services Subject: Balsdon Park Reconstruction -Tender No. T2021-7 -File: A-1440 Recommendation: 1.That Tender No. T2021-7 for Balsdon Park Reconstruction as submitted by Urgiles Bros. Excavating in the total tendered amount of $423,750.00 (HST included) be accepted; 2.That the total gross project cost of $548,050.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $493,536.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the net project cost in the amount of $493,536.00 as follows: a)the sum of $40,000.00 by a transfer from the Public Benefits Reserve Fund; b)the sum of $453,536.00 as approved in the 2021 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: Balsdon Park, which was originally constructed in the early 1960’s, was recognized as being underutilized and no longer adequately serviced the neighbourhood. For this reason, staff prepared a master plan for the park based on the comments received through a public consultation process between November 2017 and June 2018. The features of the proposed master plan included a lit pathway system, a shade structure and new children’s play area that would be visible from the park entrance, a leash-free area for dogs and general open space for informal play. The Balsdon Park Master Plan was endorsed by Council on December 2, 2019 (Report ENG 11-19, Resolution #189/19). As part of the 2021 Parks Capital Budget, funds were approved for the Balsdon Park Master Plan Implementation. Separate from Tender T-2021-7, Request for Quotation Q2021-30 for the Design, Supply and Installation of Playground Equipment was issued. Submissions have been received and are being evaluated by staff. Tender T2021-7 includes the balance of the site features approved in the park master plan. The costs for detailed park design including electrical engineering and geotechnical investigations were approved in the 2017 Parks Capital Budget as part of the park master plan process. ENG 10-21 April 26, 2021 Subject: Balsdon Park Reconstruction, Tender No. T2021-7 Page 2 Tender No. T2021-7 was issued on Thursday, March 11, 2021 and closed on Thursday, April 1, 2021 with 16 bidders responding. The low bid of $423,750.00 (HST included) submitted by Urgiles Bros. Excavating is recommended for approval. The total gross project cost which includes the tendered amount, a contingency and other associated costs, is estimated at $548,050.00 (HST included) and the total net project cost is estimated at $493,536.00 (net of HST 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 pandemic, Engineering Services and Corporate Services staff will work with Urgiles Bros. Excavating, 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. T2021-7 $375,000.00 HST (13%) 48,750.00 Total $423,750.00 2.Estimated Project Costing Summary Tender No. T2021-7 – Tender for Balsdon Park Reconstruction $375,000.00 Associated Costs Playground Equipment Allowance (Q2021-30) Dog Off-leash Area Agility Component Allowance 40,000.00 20,000.00 Materials Testing Allowance 5,000.00 Project Contingency (12%) 45,000.00 Sub Total – Costs 485,000.00 HST (13%) 63,050.00 Total Gross Project Cost $548,050.00 HST Rebate (11.24%) (54,514.00) Total Net Project Cost $493,536.00 ENG 10-21 April 26, 2021 Subject: Balsdon Park Reconstruction, Tender No. T2021-7 Page 3 3.Approved Source of Funds – 2021 Parks Capital Budget Expense Code Source of Funds Budget Required 5780.2139.6129 RF – Third Party Contribution RF – Public Benefits RF – Parkland $40,000.00 0.00 460,000.00 $0.00 40,000.00 453,536.00 Total $500,000.00 $493,536.00 Net project costs (over) under approved funds $6,464.00 Note that the Third Party Contribution Reserve Fund being referenced in the approved 2021 Capital for this project are funds collected from developers related to density bonusing. These funds have been deposited in the Public Benefits Reserve Fund (account 7507), pursuant to Section 37 of the Planning Act. As reflected in Table 3 above, the draw for this component will be directly from the Public Benefits Reserve Fund. Discussion: Balsdon Park, located generally on the north east side of Liverpool Road and Krosno Boulevard was constructed in the early 1960’s. The park, although accessible by two entrances on Krosno Boulevard and one on Naroch Boulevard, is practically “land locked” and is not visible from the street. The existing baseball diamond is no longer programmed and the play structures that were vandalized due to their lack of visibility from the street many years ago were removed. In effort to revitalize the park, staff undertook the process to create a park master plan. A new park plan was developed based on comments received from area residents through an online survey and several open houses held in 2017 and 2018. The final Balsdon Park Master Plan was endorsed by Council on December 2, 2019 (Report ENG 11-19, Resolution #189/19). As part of the 2021 Parks Capital Budget, funds were approved for the Balsdon Park Reconstruction project. Tender No. T2021-7 includes the construction of the main features approved in the park master plan. A separate Request for Quotation for the Design, Supply and Installation of Playground Equipment was issued under Quotation No. Q2021-30. An allowance of $40,000.00 for this equipment has been included in the total net project cost. An allowance has also been included for the supply and installation of several dog agility components that are still to be selected. The costs for detailed park design including electrical engineering and geotechnical investigations were covered under the 2017 Parks Capital Budget as part of the park master plan process. ENG 10-21 April 26, 2021 Subject: Balsdon Park Reconstruction, Tender No. T2021-7 Page 4 The work to be completed in the Balsdon Park Reconstruction Project is the implementation of the park master plan and includes the following items: •removal of the existing baseball diamond backstop and infield area; •removal and replacement of the existing asphalt pathway running between Naroch Boulevard and the western Krosno Boulevard park entrance; •construction of a new asphalt path to connect the Naroch Boulevard park entrance and the eastern Krosno Boulevard park entrance; •replacement and expansion of the existing pathway lighting system with new poles and LED lights; •relocation of the children’s playground area to near the Naroch Boulevard park entrance; •construction of a dog off-leash area; •installation of pergola shade structures adjacent to the children’s playground area and in the dog off-leash area; •installation of new site furniture; and, •tree planting around the site. As part of the 2021 Parks Capital Budget, funds were approved for the Balsdon Park Reconstruction project. Tender No. T2021-7 was issued on Thursday, March 11, 2021 and closed on Thursday, April 1, 2021 with 16 bidders responding. The low bid submitted by Urgiles Bros. Excavating is recommended for approval. References for Urgiles Bros. Excavating and their Waste Management Plan have been reviewed and are deemed acceptable by the Manager, 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 Urgiles Bros. Excavating. 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 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 Urgiles Bros. Excavating for Tender No. T2021-7 in the amount of $423,750.00 (HST included) and that the total net project cost of $493,536.00 (net of HST rebate) be approved. Attachments: 1.Supply & Services Memorandum dated April 8, 2021 2.Record of Tenders Opened 3.Location Map 4.Council Resolution #189/19 ENG 10-21 April 26, 2021 Subject: Balsdon Park Reconstruction, Tender No. T2021-7 Page 5 Prepared By: Approved/Endorsed By: Arnold Mostert, OALA Richard Holborn, P.Eng. Manager, Landscape & Parks Development Director, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Ray Rodrigues, CPPB Manager, Supply & Services AM:mjh 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: Richard Holborn Director, Engineering Services April 8, 2021 From: Lisa Chang Buyer, Supply & Services Copy: Administrative Assistant, Engineering Services Manager, Supply & Services Sr. Coordinator, Landscape & Parks Development Subject: Tender No. T2021-7 Tender for Balsdon Park Reconstruction Closed: Thursday, April 1, 2021 – 2:00pm File: F-5400-001 Tender No. T2021-7 was advertised on the City’s website on March 11, 2021. Sixteen companies have submitted a bid for this project. CSL Group Ltd. is rejected in accordance with Purchasing Policy item 23.02.11. 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 by S&S and Urgiles Brothers Excavating Inc. is the compliant low bid at a value of $375,000 (HST Excluded) 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. Pursuant to Information to Bidders Item 26 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Urgiles Brothers Excavating 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; (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. Memo Attachment #1 to Report ENG 10-21 Page 2 A budget of $450,000 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: (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 Urgiles Brothers Excavating Inc. 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. 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 City of Pickering Record of Tenders Opened and Checked Tender Description: Balsdon Park Reconstruction Tender No.: T2021-7 Date: April 1, 2021 - 2:00 pm Local Time Bidder Name Total Tendered Amount (HST Excluded) Comments Real Landscaping Plus Inc. $421 594.96 Latitude 67 Ltd. $445 584.00 Landco Group $474 750.60 CSL Group $431 888.50 dpsl Group Ltd. $469 000.00 Tri Son Contracting Inc. $506 478.20 Royalcrest Paving $472 532.97 Bond Paving & Construction $469 100.00 Forest Ridge Landscaping $425,003.00 Urgiles Bros. Excavating $375 000.00 Attachment #2 to Report ENG 10-21 Pine Valley Corporation $430 533.00 Gray’s Landcaping & Snow Removal $404 217.57 Canada Construction Limited $468 992.00 Buildscapes Construction Ltd. $462 004.36 Dukon Construction Ltd. $499 981.40 VERLY Construction Group $544 266.46 City Staff Present Other ___________________ _____________________ _____________________ ________________ The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications. !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! ! ! ! ! ! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! ! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! ! ! ! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! !! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! !!!!! !!!!!!!!!!!! !!!!!!!MODLIN ROADLIVERPOOL ROADKROSNO BOULEVARD NAROCHBOULEVARD BEM AVENUEFOXGLOVE AVENUE GRENOBLE BOULEVARDANTONIO STREETLUNA COURT HELEN CRESCENTANNLANDSTREETBRIXTO N L A N E SCALE: Engineering Services Department Balsdon Park Location MapMar. 30, 2021 DATE: q Balsdon Park 1:2,500 Path: L:\MPandE\Asset Management - GIS\EPW GIS\01 Maps\LocationMaps\LocationMaps.aprx Attachment #3 to Report ENG 10-21 Legislative Services Division Clerk’s Office Directive Memorandum December 23, 2019 To: Richard Holborn Director, Engineering Services From: Susan Cassel City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on December 16, 2019 Director, Engineering Services, Report ENG 11-19 Balsdon Park Master Plan Council Decision Resolution #189/19 1. That Balsdon Park Master Plan be endorsed by Council; 2. That staff be directed to prepare the detailed designs required for the implementation of the Balsdon Park Master Plan; 3. That staff be directed to include the implementation of the Balsdon Park Master Plan in the 2021 Capital Budget; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Please take any action deemed necessary. Susan Cassel Copy: Chief Administrative Officer Director, Finance & Treasurer Attachment #4 to Report # ENG 10-21