HomeMy WebLinkAboutOPS 09-24Report to Council
Report Number: OPS 09-24
Date: May 27, 2024
From: Brian Duffield
Director, Operations
Subject: Replacement of Existing Indoor Tennis Court Flooring at Chestnut Hill Developments Recreation Complex -Tender No. T2024-4
-File: A-1440
Recommendation:
1. That Tender No.T2024-4 for Replacement of Existing Indoor Tennis Court Flooring at the
Chestnut Hill Developments Recreation Complex, as submitted by United ContractingInc., in the amount of $624,900.00 (HST excluded) be accepted;
2.That the total gross project cost of $920,837.00 (HST included) including constructionand contingency, and the total net project cost of $829,242.00 (net of HST rebate) be
approved;
3.That the Director, Finance & Treasurer be authorized to finance the net project cost of$829,242.00 as follows and approved in the 2024 Capital Budget:
a.A transfer of $580,298.00 from the Casino Reserve;
b.A transfer of $248,944.00 from the Tennis Reserve; and
4.That the appropriate officials of the City of Pickering be authorized to take the necessaryactions as indicated in the report.
Executive Summary: The purpose of this report is to award a construction contract to remove and replace the existing indoor tennis courts at the Chestnut Hill Developments Recreation Complex, including existing sub-base, painting and related work. All four existing indoor tennis courts at the Chestnut Hill Developments Recreation Complex are nearing end of
their serviceable life and require replacement. Work will include complete removal of the
existing courts and asphalt substrate, provision of a new concrete slab and tennis court surface, as well as re-painting of surrounding walls and exposed structural elements above.
Tender No. T2024-4 was advertised on the City’s Bids&Tenders portal on April 16, 2024, and closed on May 9, 2024. One bid was submitted. All required pre-conditions of award have
been received and approved; therefore, the lowest compliant bid submitted by United
Contracting Inc. in the amount of $624,900.00 (HST excluded), is recommended for approval. The total gross project cost is estimated to be $920,837.00 and the total net project cost is estimated at $829,242.00 (net of HST rebate).
OPS 09-24 May 27, 2024
Subject: Replacement of Existing Indoor Tennis Court Flooring at Chestnut Hill Developments Recreation Complex Page 2
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community.
Financial Implications:
1. Tender Amount T2024-4 (Tennis Court Floor) $437,600.00 T2024-4 (Structural Coating) 84,000.00 T2024-4 (Painting Walls & Purlins)
Subtotal
103,300.00
$624,900.00
HST (13%) 81,237.00 Total Gross Tender Cost $706,137.00
2. Estimated Project Costing Summary
T2024-4 $624,900.00 Testing and Inspection Costs 40,000.00 Contingency (25%) 150,000.00 Total Project Cost $814,900.00
HST (13%) 105,937.00 Total Gross Project Costs $920,837.00
HST Rebate (11.24%) (91,595.00) Total Net Project Cost $829,242.00
3. Approved Source of Funds – Community Services Capital Budget
Approved Code Source of Funds Funds Available Funds Required
C10225.2407 Casino Reserve $2,210,000.00 $580,298.00 C10225.2408 Tennis Reserve 167,000.00 112,264.00 C10225.2409 Tennis Reserve 265,000.00 136,680.00
Total Funds $2,642,000.00 $829,242.00
The unused funds of $1,812,758 will be “Returned to Source” and therefore, will be available to fund 2025 Capital Budget projects. These capital accounts will be closed after the four month construction period.
Project Cost under (over) approved funds by
$1,812,758.00
OPS 09-24 May 27, 2024
Subject: Replacement of Existing Indoor Tennis Court Flooring at Chestnut Hill Developments Recreation Complex Page 3
All costs for this tender will be consolidated into C10225.2407 (Tennis Court Flooring
Replacement). The funding from C10225.2408 (Tennis Court Coating) and C10225.2409
(Tennis Court Painting) will be transferred to C10225.2407 and the two projects will be subsequently closed.
While preliminary testing and investigation was conducted, the precise conditions under the entire existing tennis court floor could not be confirmed prior to tender. Due to the potential
high cost of any sub-grade repairs that might be encountered, such as from poor or unstable
soils, a higher than standard contingency has been requested for this project. The contingency account spending will be limited in scope only for tennis court flooring.
Discussion: The purpose of this report is to award a construction contract to remove and replace the existing indoor tennis courts at the Chestnut Hill Developments Recreation Complex, including existing base. A new concrete slab on grade will be provided to better support installation of a new tennis court surface. All four existing courts will be restored to
match the existing configuration as part of the work. Designated substances are known to be present within the work area, posing no immediate health hazard, but requiring specialized removal and increasing project costs. The initial project budgets were set high due to the presence of these materials, which can be expensive to remove.
A new concrete slab will be provided as part of the project scope of work, replacing the existing
asphalt base along with the existing flooring. Concrete is required to provide a more stable base for the tennis courts and will also help facilitate future and more resilient access to the adjacent indoor pool, which is anticipated to require renovation in the next several years. Passage through the tennis courts will likely be the only viable route for heavy equipment to
access the pool when that work is eventually required.
The scope of work also includes repainting of existing exposed, pre-engineered structural steel over the courts. All are original from when the facility opened in 1983 and need to be refreshed. Paint on these structural elements provides a protective coating that helps maximize the life of the system and overall building. Introducing a brighter colour to repainted
surfaces will also further enhance overall light levels. Existing light fixtures above the courts
were replaced in 2022.
The indoor tennis courts at Chestnut Hill Developments Recreation Complex are used extensively throughout the day, and tennis is offered from 6:00 am to 11:00 pm from Monday to Friday, and from 7:00 am to 7:00 pm on Saturdays and Sundays. This amounted to 21,468
available hours and 12,183 court bookings in 2023. The Community Services Department
offers public tennis lessons, a tennis league, and open play.
Work has been scheduled to coincide with the reduced use of the indoor courts over the summer months. Construction will be commencing in July 2024 and requiring approximately four months to complete. Users can be diverted to use outdoor courts during this time of year,
minimizing the project’s impact on users.
OPS 09-24 May 27, 2024
Subject: Replacement of Existing Indoor Tennis Court Flooring at Chestnut Hill Developments Recreation Complex Page 4
Tender No. T2024-4 was advertised on the City’s Bids&Tenders portal on April 16, 2024 and
closed on May 9, 2024. One bid was submitted. All required pre-conditions of award have
been received and approved; therefore, the lowest compliant bid submitted by United Contracting Inc. in the amount of $624,900.00 (HST excluded), is recommended for approval. The total gross project cost is estimated to be $920,837.00 and the total net project cost is estimated at $829,242.00 (net of HST rebate).
Attachments: None.
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Vince Plouffe, OAA, MRAIC Cathy Bazinet, CPPB, NIGP-CPP
Division Head, Operations Services Manager, Procurement
Original Signed By: Original Signed By:
Brian Duffield Laura Gibbs MBA, MSc. Director, Operations Director, Community Services
Original Signed By:
Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer VP:nm
Recommended for the consideration of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer