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Home My WebLink AboutOPS 02-25Report to Council Report Number: OPS 02-25 Date: February 24, 2025 From: Brian Duffield Director, Operations Subject: Construction for Artificial Turf and Lighting Replacement at Bay Ridges Kinsmen Park and Artificial Turf Replacement at Beverly Morgan Park -Tender No. T2024-10 -File: A-1440 Recommendation: 1. That the bid submitted by WorldWide Turf Inc. in response to Request for Tender No. T2024-10 for Construction for Artificial Turf and Lighting Replacement at Bay Ridges Kinsmen Park and Artificial Turf Replacement at Beverly Morgan Park, in the amount of $1,562,016.00 (net HST) or $1,734,550.00 (HST included) be accepted; 2.That the total gross project cost of $2,014,779.00 (HST included), including the amount of the tender, construction contingency, and other associated costs, and the total net project cost of $1,814,371.00 (net of HST rebate) be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of $1,814,371.00 as follows and approved in the 2023, 2024 and 2025 Capital Budgets: a.The sum of $585,985.00 to be funded from the Casino Reserve as approved in the 2023 Capital Budget; b.The sum of $416,574.00 to be funded from the Canada Community Benefit Fund Reserve Fund as approved in the 2023 Capital Budget; c.The sum of $13,865.00 to be funded from the Rate Stabilization Reserve as approved in the 2024 Capital Budget; d.The sum of $797,947.00 to be funded from the Canada Community Benefit Fund Reserve Fund as approved in the 2025 Capital Budget; 4.That the Director, Operations be authorized to enter into and execute the CCDC-2, 2020 Stipulated Price Contract with the above-mentioned contractor pursuant to Tender T2024-10; 5.That the Director Finance & Treasurer, if required, be authorized to provide additional funding to offset tariff related additional costs that cannot be accommodated through the contingency budget and/or other actions and that these additional costs be funded at the discretion of the Director, Finance & Treasurer; and OPS 02-25 February 24, 2024 Subject: Construction for Artificial Turf and Lighting Replacement at Bay Ridges Kinsmen Park and Artificial Turf Replacement at Beverly Morgan Park Page 2 6.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Executive Summary: The purpose of this report is to award a construction contract for artificial turf and lighting replacement at Bay Ridges Kinsmen Park as well as the replacement of artificial turf at Beverly Morgan Park. The artificial turf at Beverly Morgan Park was originally installed in 2014. The artificial turf and sports field lighting at Jayde Riviere Field within Bay Ridges Kinsmen Park were installed in 2008 and 1978, respectively. All are past their lifecycles and require replacement. The scope of work includes replacement of existing artificial turf for both fields and new pole sports field lighting at Jayde Rivere Field within Bay Ridges Kinsmen Park. RFT No. T2024-10 was advertised on the City’s Bids&Tenders portal on December 19, 2024, and closed on January 23, 2025. Five bids were submitted. All required pre-conditions of the award have been received and approved; therefore, the lowest compliant bid submitted by WorldWide Turf Inc. in the amount of $1,562,016.00 (net HST) or $1,734,550.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $2,014,779.00 and the total net project cost is estimated at $1,814,371.00 (net of HST rebate). 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 Strengthen Existing & Build New Partnerships. Financial Implications: 1.Tender Amount Tender T2024-10 $1,535,000.00 HST (13%) 199,550.00 Total Gross Tender Cost $1,734,550.00 2. Estimated Project Costing Summary Tender T2024-10 $1,535,000.00 Consulting & Other Costs to Date 43,990.00 Controls 20,000.00 Contingency (12%) 184,000.00 Total Project Cost $1,782,990.00 HST (13%) 231,789.00 Total Gross Project Costs $2,014,779.00 HST Rebate (11.24%) (200,408.00) Total Net Project Cost $1,814,371.00 OPS 02-25 February 24, 2024 Subject: Construction for Artificial Turf and Lighting Replacement at Bay Ridges Kinsmen Park and Artificial Turf Replacement at Beverly Morgan Park Page 3 3. Approved Source of Funds – Parks’ Capital Budget Approved Code Source of Funds Funds Available Funds Required C10320.2314 Casino Reserve $770,000.00 $585,985.00 C10320.2329 CCBF Reserve Fund 720,500.00 416,574.00 C10320.2433 Rate Stabilization Reserve 25,000.00 13,865.00 C10320.2433 CCBF Reserve Fund 1,030,000.00 797,947.00 Total Funds $2,545,500.00 $1,814,371.00 Costs shown above include previously committed and separately awarded consulting and related project fees. They are funded from the same accounts and have been included for clarity regarding the total cost of the project. At the time of writing this Report, the possible threat of Trump tariffs still exists and therefore, this Report also considers the reciprocal Canadian tariffs to be implemented by the Federal Government. It appears that the tariff situation is fluid and therefore, this section of the Report may be stale when Council considers the following information and its “financial impacts”. The turf component for this project is manufactured in the United States and could be subject to a Canadian Government reciprocal tariff. Assuming a 25 percent tariff, the additional cost could range from an estimated increase between $60,000.00 to $70,000.00 per field or $120,000.00 to $140,000.00 for two fields. The strategy to accommodate additional tariff costs is for the departments to follow, where applicable, the following guidelines: •first and if possible, to ask the vender to find either a Canadian or non-American supplier to avoid any tariff; •second option is for the Department to try to find surplus dollars through the project’s contingency account or find savings through possible review of project scope that results in a change in the cost profile of the project (that excludes the consideration or elimination of any item that provides health or safety features for our residents or staff); and •the third and last option is to seek additional funding for the project. Discussion: The purpose of this report is to award a construction contract for artificial turf and lighting replacement at Bay Ridges Kinsmen Park as well as the replacement of artificial turf at Beverly Morgan Park. Bay Ridges Kinsmen Park, located at 705 Sandy Beach Road, currently has artificial turf and ten poles with sports field lighting. Jayde Riviere Field within Bay Ridges Kinsmen Park is situated just west of the hydro corridor and features artificial turf originally installed in 2008 with Project Cost under (over) approved funds by $731,129.00 OPS 02-25 February 24, 2024 Subject: Construction for Artificial Turf and Lighting Replacement at Bay Ridges Kinsmen Park and Artificial Turf Replacement at Beverly Morgan Park Page 4 pole mounted lights from 1978. Both the turf and lighting have deteriorated overtime and require replacement. The project will involve installing ten new pole-mounted LED lighting fixtures around the turf perimeter in their existing locations, reducing energy consumption. Additionally, new artificial turf with a shock pad will be installed to enhance safety and extend the turf’s lifespan by 12 to 15 years. Beverly Morgan Park, located east of Pineridge Secondary School at 2155 Liverpool Road, includes an artificial turf within an existing rubber track system. Originally installed in 2014, the artificial turf has reached the end of its lifecycle after more than ten years of use. The new installation will include artificial turf with a shock pad for added safety and to extend the turf’s lifespan by 12 to 15 years. The installation of both fields will take place sequentially to minimize disruption to user groups. Work at Beverly Morgan Park will begin on June 23, 2025, and is scheduled to be completed before the contractor moves on to Jayde Riviere Field at Bay Ridges Kinsmen Park on August 25, 2025. Work at Beverly Morgan Park is being prioritized due to its proximity and use by Pine Ridge High School. The entire project is expected to be finished by the end of the calendar year. RFT No. T2024-10 was advertised on the City’s Bids&Tenders portal on December 19, 2024, and closed on January 23, 2025. Five bids were submitted. All required pre-conditions of the award have been received and approved; therefore, the lowest compliant bid submitted by WorldWide Turf Inc. in the amount of $1,562,016.00 (net HST) or $1,734,550.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $2,014,779.00 and the total net project cost is estimated at $1,814,371.00 (net of HST rebate). Attachment: None. Prepared By: Approved/Endorsed By: Brian Duffield Cathy Bazinet, CPPB, NIGP-CPP Director, Operations Manager, Procurement Vince Plouffe, OAA, MRAIC Stan Karwowski, MBA, CPA, CMA Division Head, Operations Services Director, Finance & Treasurer Original Signed By:Original Signed By: Original Signed By:Original Signed By: OPS 02-25 February 24, 2024 Subject: Construction for Artificial Turf and Lighting Replacement at Bay Ridges Kinsmen Park and Artificial Turf Replacement at Beverly Morgan Park Page 5 BD:vp Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By: