HomeMy WebLinkAboutCS 26-21
p](KERJNG Report to Council
Report Number: CS 26-21 Date: May 25, 2021
From: Brian Duffield
(Acting) Director, Community Services
Subject: Tender for Civic Complex Garage Ramp and Overhead Door Replacement
-Tender No. T2021-10-File: A-1440
Recommendation:
1.That Tender No. T2021-10 submitted by SMID Construction Limited, in the amount of$489,290.00 (HST included), be accepted;
2.That the total gross project cost of $617,545.00 (HST included), including the amount of theTender and other associated costs, and the total net project cost of $556,118.00 (net of
HST rebate), be approved;
3.That the Director, Finance & Treasurer be authorized to finance the total net project cost of$556,118.00 as follows:
a)the sum of $222,500.00 be funded by Federal and Provincial grant funding from theInvesting in Canada Infrastructure Program (ICIP) COVID-19 Resilient Infrastructure
stream;
b)the sum of $247,500.00, as provided for in the 2021 Civic Complex Capital Budgetbe funded by a 10-year internal loan;
c)the sum of $31,118.00 by a transfer from the Rate Stabilization reserve;
d)the sum of $55,000.00 from property taxes;
e)the Treasurer be authorized to make any changes, adjustments, and revisions to
amounts, terms, conditions, or take any actions necessary in order to effect theforegoing; and,
4.That the appropriate City of Pickering officials be authorized to take the necessary action togive effect hereto.
Executive Summary: Tender T2021-10 was issued for the replacement of the existing ramp,
heating system and overhead garage door serving the underground parking at the Pickering Civic Complex. The existing ramp is original, constructed in approximately 1990, and two of the six existing electrical in-slab heating zones have failed. These zones cannot be repaired without risking additional damage to the other zones or total failure of the heating system. Given the age
of the asset, a full replacement that also extends the life of the access ramp is the safer and better
CS 26-21 May 25, 2021
Subject: Civic Complex Garage Ramp and Overhead Door Replacement
Tender T2021-10 Page 2
long term solution. The ramp must be partially removed and rebuilt to allow for a new, energy
efficient and more resilient hydronic heating system to be installed.
This project was identified as a candidate for the Investing in Canada Infrastructure Program (ICIP) COVID-19 Resilient Infrastructure stream, made available in early 2021. The City’s successful application has secured $222,500.00 in Provincial and Federal grant funding for this
project.
Tender No. T2021-10 was released and made available to the public on the City’s website on Thursday, April 15, 2021. A mandatory site visit was held on Wednesday, April, 2021. The Tender closed on Thursday, May 6, 2021. Four companies submitted bids for this project.
The lowest compliant bid submitted by SMID Construction Limited, in the amount of $489,290.00
(HST included), is recommended for approval. The total gross project cost is estimated to be
$617,545.00 (HST included) and the total net project cost is estimated at $556,118.00 (net of HST rebate).
Financial Implications:
1. Tender Amount Tender No. T2021-10 $433,000.00 HST (13%) 56,290.00
Total Gross Tender Cost $489,290.00
2. Estimated Project Costing Summary
Tender No. T2021-10 $433,000.00 Warning Signal (Optional Price) 6,500.00 Consulting, Testing & Inspection 50,000.00 Controls 5,000.00
Contingency 52,000.00
Total Cost $546,500.00
HST (13%) 71,045.00 Total Gross Project Costs $617,545.00 HST Rebate (11.24%) (61,427.00)
Total Net Project Costs $556,118.00
CS 26-21
Subject: Civic Complex Garage Ramp and Overhead Door Replacement
Tender T2021-10
May 25, 2021
Page 3
3. Approved Source of Funds
Description
Parking Garage
Overhead Door Replacement
Parking Garage Ramp
Replacement
Parking Garage Ramp Replacement
Parking Garage Ramp Replacement
Parking Garage Ramp
Replacement
Parking Garage Waterproofing Repairs -Design
Account Code
5700.2103.6500
5700.2107.6500
5700.2107.6500
5700.2107.6500
5700.2107.6230
5700.1806.6500
Source of Funds
Property Taxes
10-Year Internal Loan
ICIP Grant (Federal)
ICIP Grant (Provincial)
10-Year Internal Loan
Rate Stabilization
Budget
$55,000.00
197,500.00
178,000.00
44,500.00
50,000.00
31,486.00
Required
$55,000.00
197,500.00
178,000.00
44,500.00
50,000.00
31,118.00
Total Funds $556,486.00 $556,118.00
Project Cost under (over) approved funds by $368.00
Discussion: The Civic Complex opened in 1990, including the existing underground parking garage and outdoor access ramp. Winter control for this ramp is provided by a series of electrical heating cables inlaid into the concrete ramp and set out in six distinct zones. Two of those zones have failed in recent years, and the system has reached the end of its serviceable life. Electrical heating cable systems are prone to cascading failures, and attempts at partial
repairs carry significant risk of causing further damage to other parts of the system. The current system has already lasted much longer than its expected lifecycle and needs to be replaced.
Partial removal of the existing ramp will be minimized in order to manage costs. The new heating system will be hydronic, consisting of a series of tubes cast into the slab and running a glycol solution, very similar to the type of systems used in arena rink slabs. Hydronic systems have a
higher initial capital cost, but incur lower operating costs, require less energy to operate, have an anticipated lifecycle that is nearly double that of electrical heating cables and provides greater overall reliability. The project will include installation of a warning signal for pedestrians crossing
CS 26-21 May 25, 2021
Subject: Civic Complex Garage Ramp and Overhead Door Replacement
Tender T2021-10 Page 4
the sidewalk at the top of the ramp, waterproofing repairs to the existing concrete retaining walls
and replacement of the existing overhead door at the entrance to the underground parking garage. If sufficient funds are available, upon completion of the primary scope, the overhead door to the garbage enclosure off the ramp will also be replaced.
This project was identified as the best potential candidate for the City’s application to the Investing
in Canada Infrastructure Program (ICIP) COVID-19 Resilient Infrastructure stream, made
available in early 2021. The successful application has secured $222,500.00 in Provincial and Federal grant funding for this project, maximizing the available funds for which the City was eligible. Work on projects funded by the grant must commence prior to September 2021 and be completed before the end of this calendar year. The ramp replacement has been scheduled to
occur over the summer in order to meet these requirements and also coincide with the normally
reduced level of activity at City Hall during this period, and is expected to be completed by September 2021.
Tender No. T2021-10 was released and made available to the public on the City’s website on Thursday, April 15, 2021. An mandatory site visit was held on Wednesday, April 21, 2021. The
tender closed on Thursday, May 6, 2021. Four companies submitted bids for this project.
The low bidder, SMID Construction Limited, 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 SMID Construction Limited, 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. T2021-10 submitted by SMID Construction Limited, in the amount of $489,290.00 (HST included) and that the total net project
cost of $556,118.00 be approved.
Attachment:
1. Supply & Services Memorandum dated May 11, 2021
CS 26-21 May 25, 2021
Subject: Civic Complex Garage Ramp and Overhead Door Replacement
Tender T2021-10 Page 5
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Vince Plouffe, OAA, RAIC Ray Rodrigues, CPPB
Manager, Facilities Capital Projects Manager, Supply & Services
Original Signed By: Original Signed By:
Brian Duffield Stan Karwowski, MBA, CPA, CMA
(Acting) Director, Community Services Director, Finance & Treasurer
BD:vp
Recommended for the consideration of Pickering City Council
Original Signed By:
Marisa Carpino, M.A. Chief Administrative Officer
-~o/
P](KER]NG Memo
To: Brian Duffield May 11, 2021 Director, Community Services
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, Community Services
Subject: Tender No. T2021-10 Tender for Civic Complex Garage Ramp and Overhead Door Replacement
Closed: May 6, 2021 – 2:00pm
File: F-5400-001
Tender No. T2021-21 was advertised on the City’s website on April 15, 2021. A mandatory
site visit was held on April 21, 2021 at 10:00 a.m. Four companies have submitted a bid for this project. Restorex Contracting Ltd. is rejected in accordance with Purchasing Policy 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 SMID Construction Limited is the compliant low bid at a value of
$433,000 (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 31 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of SMID 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 & InsuranceBoard;(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 $475,000 was provided to Supply & Services for this procurement.
Attachment 1 to Report CS 26-21
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 SMID Construction Limited 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.
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