HomeMy WebLinkAboutCS 02-21
Report to Council
Report Number: CS 02-21 Date: May 25, 2021
From: Brian Duffield
(Acting) Director, Community Services
Subject: Tender T2021-32 -Tender for Bay Ridges Kinsmen Park – South E ast and S outh West Baseball
Lighting -File: A-1440
Recommendation:
1. That Tender No. T2021-32 as submitted by Sentry Electric Inc. in the tender amount of $508,000.00 (HST excluded) be accepted;
2. That the total gross project cost of $639,473.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $575,865.00 (net of
HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $575,865.00 as provided for in the 2020 Parks Capital Budget by a transfer from the Federal Gas Tax 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: Replacement of the sports field lighting at the south east and the south west baseball diamonds in Bay Ridges Kinsmen Park were approved in the 2020 Capital
Budget. Kirkland Engineering Ltd. was retained to provide engineering consulting services and Cambium Inc. was retained to provide a geotechnical investigation report in advance of tendering the project in 2021.
Tender No. T2021-32 was issued on April 6, 2021 and an optional site visit held on Tuesday, April 14, 2021 with five companies responding by the closing date of Wednesday, April 26,
2021. The low bid submitted by Sentry Electric Inc. in the amount of $574,040.00 (HST included) is recommended for approval. The total gross project cost is estimated at $639,473.00 and the total net project cost is estimated at $575,865.00 (net of the HST rebate).
CS 02-21 May 25, 2021
Subject: Tender No. T2021-32 Page 2
Financial Implications:
1. Tender Amount
Tender No. T2021-32 $508,000.00 HST (13%) 66,040.00
Total Gross Tender Cost $574,040.00
2. Estimated Project Costing Summary
Tender No. T2021-32 $508,000.00 Contingency 50,0000.00
Associated Cost-Consulting 7,905.00 Total Project Cost $565,905.00 HST (13%) 73,568.00 Total Gross Project Cost $639,473.00 HST Rebate (11.24%) (63,608.00)
Total Net Project Cost $575,865.00
3. Approved Source of Funds 2020 Parks Capital Budget
Description Account Code Source of Funds Available Required Budget
BRK Park-South 5780.2020.6129 Federal Gas Tax $350,000.00 $287,932.50 East Baseball
Lighting Replacement BRK Park-South 5780.2030.6129 Federal Gas Tax $350,000.00 $287,932.50 East Baseball
Lighting Replacement Total Funds $700,000.00 $575,865.00
Net Project Cost under (over) Approved Funds $124,135.00
Discussion: The 2020 Parks Capital Budget included $350,000.00 for the replacement of the sports field lighting at the south east baseball diamond and $350,000.00 for the replacement of the sports field lighting at the south west baseball diamond in Bay Ridges
Kinsmen Park with new LED lights. The existing lighting system components are at the end of
their economic life cycle with a significant reduction in light levels and energy inefficiencies. Full replacement of both of the lighting systems was recommended by staff.
CS 02-21 May 25, 2021
Subject: Tender No. T2021-32 Page 3
Bay Ridges Kinsmen Park is a major sports park. The existing four baseball diamonds are
used by all fastball and slow pitch leagues and it is well used for tournaments. The new lighting
system will use energy Musco LED lights with the Control Link system that will allow computer scheduling of the lights based on permitted use. The new system will both improve the light levels and run more efficiently than the existing system.
The Health & Safety Policy and the Certificate of Clearance issued by the Workplace Safety &
Insurance Board as submitted by Sentry Electric Inc. have been received. The Certificate of
Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable.
Sentry Electrical Inc. was contracted by the City in 2014 and in 2018 to remove and replace the sport field lighting at Bay Ridges Kinsmen Park Baseball Diamond No. 1 and Diamond No.
2 respectively with a new Musco Light-Structure Green System to the satisfaction of the City.
In conjunction with staff’s review of the Waste Management Plan and the contractor’s previous work experience, the tender is deemed acceptable.
After careful review of all submissions received, the Community Services Department recommends acceptance of Tender No. T2021-32 submitted by Sentry Electric Inc. for the
replacement of the sports field lighting at the south east and the south west baseball diamonds
in Bay Ridges Kinsmen Park in the amount of $574,040.00 (HST included) and that the total net project cost of $575,865.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated April 30, 2021 2. Location Map
CS 02-21 May 25, 2021
Subject: Tender No. T2021-32 Page 4
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Rob Gagen Brian Duffield
Supervisor, Parks Operations (Acting) Director, Community Services
Original Signed By:
Ray Rodrigues, CPPB
Manager, Supply & Services
Original Signed By:
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
RG:nw
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
Attachment #1 to Report CS 02-21
Memo
To: Brian Duffield April 30, 202 1 Director, Community Services
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, Community Services
Subject: Tender No. T2021-32 Tender for BRK Park – South East and South West Baseball Lighting
Closed: April 28, 2021 – 2:00pm
File: F-5400-001
Tender No. T2021-32 was advertised on the City’s website on April 6, 2021. An optional site
visit was held on April 14, 2021 at 10:00 a m. 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 by S&S and Sentry Electric Inc. is the compliant low bid at a value of $508,000 (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 29 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Sentry Electric 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 c urrent 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 $700,000 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 Community Services; 4. if Item (d) is acceptable to Community Services; 5. any past work experience with low bidder Sentry Electric 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.
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
Page 2
ROAD Attachment #2 to Report CS 02-21 SANDY BEACH SOUTH-WEST
BASEBALL
DIAMOND
SOUTH-EAST
BASEBALL
DIAMOND
BAYRIDGES KINSMEN PARK
P-024