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Home My WebLink AboutOES 27-03 From: Subject: REPORT TO FINANCE & OPERATIONS COMMITTEE Report Number: OES 27-03 Date: May 23, 2003 Stephen Reynolds Division Head, Culture & Recreation Tender T -8-2003 - Tender for Roof Replacement - Delaney Arena File: C03000 Recommendation: 1. 2. 3. 4. 5. That Report OES 27-03 regarding Roof Replacement at the Delaney Arena be received and that; Tender No. T-8-2003 submitted by Solar Roofing & Sheet Metal Ltd. For Roof Replacement at the Delaney Arena in the amount of $179,800 (plus GST) be approved; The total gross project cost of $233,025 and a total net project cost of $224,314, including the tender amount and other associated costs, be approved; a) The Manager, Supply & Services be authorized to solicit pricing for the additional roof replacement repairs for the squash courts and maintenance corridor areas; b) The requirements of the Purchasing By-law be waived in this instance and the Chief Administrative Officer in conjunction with the Director, Corporate Services & Treasurer be authorized to accept a quotation and award the contract; and, c) The funding for the above expenditures be provided from the savings in the total project cost as approved under Recommendation 2 and 3 above and the amount approved in the 2003 Capital Budget (savings approximately $145,000) and the expenditure for this undertaking be financed as per Recommendation 5 below; Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; and a) Debt financing not exceeding the amount of $370,000 for a period not exceeding 10 years, at a rate to be determined through the Region of Durham be approved; and Report OES 27-03 Date: May 23, 2003 Subject: Tender T -8-2003 - Tender for Roof Replacement - Delaney Arena Page 2 b) Financing and repayment charges in the amount of approximately $50,300 be included in the annual Current Budget for the City of Pickering commencing in 2004 and continuing thereafter until the loan is repaid; and c) Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's Debt and Financial Obligations approved Annual Repayment Limit for debt and other financial obligations for 2003 as established by the Province for municipalities in Ontario; and d) Treasurer be authorized to take any actions necessary in order to effect the foregoing; 6. The appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. Executive Summary: The Roof Replacement for Delaney Arena (Pickering Recreation Complex) was approved by Council in the 2003 Capital Budget. Tenders have been received and the total net project cost for Roof Replacement is estimated to be $211,246. The Director, Operations & Emergency Services and the Division Head, Culture & Recreation recommend proceeding with the low bid submitted by Solar Roofing & Sheet Metal Ltd. Financial Implications: 1. Tendered Amount T-8-2003 - Tender for Roof Replacement - Delaney Arena G.S.T. G.S.T. Rebate Total Amount $179,800 12,586 (7.192 ) $185.194 APPROVED SOURCE OF FUNDS: 2. Year 2002 Capital Budget 2735-6181 - Project Code - 03-2735-005-01 Total Approved Funds $370,000 $370.000 Report OES 27-03 Date: May 23, 2003 Subject: Tender T-8-2003 - Tender for Roof Replacement - Delaney Arena Page 3 3. Estimated Project Costing Summary Sub Total G.S.T. Total Gross Project Cost G.S.T. Rebate Total Net Project Cost $179,800 20,000 17,980.00 $217,780 15,245 $233,025 (8,711) $224.314 T-8-2003 - Tender for Roof Replacement - Delaney Arena Consulting Fees & Contract Administration Project Contingency (10%) 4. I Project Cost (over) under Approved Funds $145,685.99 I The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs and has provided the financing recommendations. Background: Bids for T-8-2003 were received on Wednesday, April 30, 2003. Ten companies were invited to bid on this project and the City received ten (10) bids at the time of closing. A copy of the Records of Tenders Opened and Checked used at the public tender opening is attached. The low bidder, Solar Roofing & Sheet Metal Ltd. has not completed similar projects for the City in the past, but a check of their references has been deemed acceptable. The Health and Safety Policy, the CAD 7 form issued by Workplace Safety and Insurance Board, and the WSIB Clearance Certificate as submitted by Solar Roofing & Sheet Metal Ltd., have been reviewed by the Safety & Training Coordinator and are deemed acceptable. Credit information as provided by Dun Bradstreet for Solar Roofing & Sheet Metal Ltd. has been reviewed by the Senior Financial Analyst and in conjunction with staffs review of reference information and the bonding available on this project, is deemed acceptable. IRC Group have confirmed Solar Roofing & Sheet Metal Ltd. have met the tender requirements and is qualified to undertake this project. The Operations and Emergency Department has requested that they be authorized to obtain pricing for roof replacement works on additional areas of the Recreation Complex that were scheduled to be budgeted for in 2004. Given the budget approved funds available of $370,000 and the significant cost savings with this years pricing it would be advantageous to proceed with 2004 works at this time. The roof in question displayed significant leakage during the most recent rain storms and additional leakage at this time could result in more extensive repairs being necessary should we delay the work till next year. Subject to Council approval, staff will prepare specifications to solicit pricing in order to complete this work as soon as possible to achieve the available cost Report OES 27-03 Date: May 23, 2003 Subject: Tender T -8-2003 - Tender for Roof Replacement - Delaney Arena Page 4 savings anticipated should Council authorize the work to proceed within the already approved 2003 budget limits. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the recommendations. Upon careful examination of all tenders, and relevant documents received, the Director, Operations & Emergency Services and the Division Head, Culture & Recreation recommend the acceptance of the low bid submitted by Solar Roofing & Sheet Metal Ltd., in t he total tendered a mount of $185,194 (including net G .ST.) and a total net Capital project cost of $224,431. Attachments: 1. 2. 3. 4. Supply & Services memorandum dated April 30, 2003 Record of Tenders Opened and Checked Recommendation from IRC Group dated May 8, 2003 Location Map A/ í tep Re olds Division Head, Culture & Recreation Funding Approved: ~~~~ - Gillis A. Paterson Director, Corporate Services & Treasurer SRlg Attachments Copy: Chief Administrative Officer Manager, Supply & Services Recommended for the consideration of Pickering City C cil AT.TACHMENT#-L- TO REPORT # 6i5S27-0 S ì /o/f J CORPORATE SERVICES DEPARTMENT MEMORANDUM April 30, 2003 To: Steve Reynolds Division Head Culture & Recreation Len Hunter SupeNisor, Facilities Operations From: Vera A. Felgemacher Manager, Supply & SeNices Subject: Tender for Roof Replacement - Delaney Arena Tender No. T - 8 - 2003 Tenders have been received for the above project. Ten (10) companies were invited to participate. An advertisement was placed in the Daily Commercial News, News Advertiser Community Page and on the City's Website all of which yielded interest from additional bidders. Twelve (12) bidders picked up tendering documents for a non-refundable fee of $75.00 per set of which 12 attended the mandatory site visit and ten (10) responded. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been completed. Purc~asing Procedure No. PUR 010-001, Item 10.03(w) states all deposits other than the deposits of low three bidders may be returned to the applicable bidders. However, the deposits of the low four (4) bidders are being retained and their tenders are attached for your consideration. ATTACHMENT # J TO REPORT #æz~()3 , - cJa{ If Tender for Roof Replacement - Delaney Arena Tender No. T-8-2003, April 30, 2003 Page 2 Summary (PST included, GST included) Solar Roofin & Sheet Metal Ltd. T. Hamilton & Son Roofin Inc. Nortex Roofin Ltd. Schreiber Brothers Limited Provincial Industrial Roofing & Sheet Metal Skyline Roofing (GTA) Inc. Trio Roofing Systems Inc. Eileen Roofing Inc. Viana Roofing & Sheet Metal Ltd. 192,386.00 192,386.00 195,858.00 195,858.15 206,146.20 206,146.20 259,994.00 259,993.95 Rejected - Bid deposit not submitted and letter from manufacturer confirming the bidder is a certified installer and experienced in roofing with modified bitumen roofing installations not included in tender submission. Reference: Information to Bidders Items 17, 18, 19, Tendering Specifications Items 2, 3; 4, 21, Purchasing Procedure No. PUR 010- 001,10.04, Item 9 c and 10.04, Item 15. Rejected -failure to return documents as specified (reference summary not returned with tender submission in tendering envelope). Reference: Information to Bidders Items 3(b), 8, 17, 18, 19; Purchasing Procedure No. PUR 010-001, 10.04, Item 15. Rejected -failure to return documents as specified (contractor warranty, manufacturer's warranty, letter from manufacturer confirming the bidder is a certified installer and experienced in roofing with modified bitumen roofing installations not included in tender submission) Reference: Information to Bidders Items 17, 18, Tendering Specifications, Items 20, 21, Purchasing Procedure No. PUR 010-001, 10.04, Item 15 Rejected -failure to return documents as specified. (manufacturer's warranty) Reference: Information to Bidders Items 17, 18, 19, Tendering Specifications, Item 20, PUR 010-001 10.04, Item 15 Rejected -failure to return documents as specified (letter from manufacturer confirming the bidder is a certified installer and experienced in roofing with modified bitumen roofing installations not included in tender submission) Reference: Information to Bidders Items 17, 18, 19, Tendering Specifications Item 21. PUR 010-001, 10.04, Item 15 T I 'TC" RrpORT ..I)C) ;;ì1~o 3 ATTA.CHMEN #,!: ,~- > Tender for Roof ReplacerT"-,,lt ~ Deraney~ha 3& if ' Tender No. T-8-2003, April 30, 2003 \1 Page 3 Semple-Gooder Roofing Limited Rejected -failure to return documents as specified (contractor warranty and letter from manufacturer confirming the bidder is a certified installer and experienced in roofing with modified bitumen roofing installations not included in tender submission) Reference: Information to Bidders Items 17, 18, 19, Tendering Specifications Items 20, 21, Purchasing Procedure No. PUR 010-001, 10.04, Item 15 Dufferin Roofing Ltd. Unable to Bid Item 2 Optional Pricing for supply and installation of metal decking and gypsum board is provided in each tender for your consideration. Unit prices were not read out at the public tender opening. Pursuant to Information to Bidders Item 21, the following are being requested of the low bidder for your review during the evaluation stage of this tender call: (a) a copy of the Health and Safety Policy to be used on this project; (b) a copy of the current Cost and Frequency Report issued by Workplace Safety & Insurance Board (in lieu of the Cost and Frequency document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; and (d) the City's certificate of insurance completed by the bidder's agent, broker or insurer. An additional copy-set of the bids is enclosed for the consultant's review process. Should the Consultant become aware during his in-depth review of something amiss or an infraction, please contact us immediately. AT1ACHMENT#-L- TO REPORT#æs-:2r-o3 Tender for Roof Replacement - Delaney Arena £fPj If Tender No. T-8-2003, April 30,2003 Page 4 Please include a response to the following items in your Report to Council: (a) if items (a) through (c) noted above, are acceptable to the Safety & Training Co-ordinator; (b) any past work experience Solar Roofing & Sheet Metal Ltd. including work location; (c) without past work experience, if reference information is acceptable; (d) the appropriate account number(s) to which this work is to be charged; (e) the budget amount(s) assigned thereto; (f) Treasurer's confirmation of funding; (g) related departmental approvals; (h) any reason(s) why the low bid of Solar Roofing & Sheet Metal Ltd. is not acceptable; and (i) related comments specific to the project. If you require further information, please feel free to contact me. Vera A. Felgemacher Manager, Supply & Services /bt Attachments Copy for: Director, Operations & Emergency Services CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED Tender Description: Roof Replacement-Delaney Arena Tender No.: T-8-2003 Date: Wednesday, April 30, 2003 Time: Approx.2:15pm I' YES T. Hamilton & Sons '2--1 Nortex Roofing Ltd. ? ,{~ Provincial Ind. Roofing & £( Sheet Metal t' Schreiber Bros. ~ YES YES YES & Skyline Roofing 1 Solar Roofing q; Trio Roofing Systems Inc. 11 Viana Roofing & Sheet Metal vI Limimted \Á' I~ YES YES YES YES œ HEAD OFFICE MISSISSAUGA IRC Building Sciences Group Inc Industrial Roof Consultants (IRC) Group Inc 2624 Dunwin Drive Suite No.4 Mississauga, ON L5L 3T5 Tel: (905) 607-7244 Fax:(905) 607-7288 mississauga@ircgroup.com OTTAWA IRC Batten Sears Group Inc 74 Colonnade Rd N Suite No. 200 Ottawa, ON K2E 7L2 Tel: (613)225-0693 Fax: (613)225-7331 ottawa@írcgroup.com LONDON IRC Building Sciences Group Inc 4474 Blakie Road Suite No. 134 London, ON N6L 1G7 Tel: (519) 652-5985 Fax:(519) 652-9926 london@ircgroup.com MONTRÉAL Le Groupe IRC Inc 1, Rue Holiday Tour est bureau 501 Pointe-Claire, PQ H9R 5N3 Te/:(514) 693-9112 Te/ec(514)693-0536 montreal@ircgroup.com QUÉBEC Le Groupe IRC Inc 2124, 18th Rue Quebec, PQ G1J 2A6 Tef: (418) 667-0519 Tefec:(418)667-0513 quebec@írcgroup.com VANCOUVER IRC Building Sciences Group Inc Suite 130 - 10691 Shellbridge Way Richmond, BC V6X 2W8 Tel: (604) 295-8070 Fax:(604) 279-9644 vancouver@ircgroup.com TOLL FREE 1-888-607 -5245 REGISTERED ISO 9001:2000 www.ircgroup.com ~L. "",¡."¡.,,.¡ Eog;..... T On=io ATTACHMENT #3- TO REPORT#ffS cQ-¡~6:3 City of Pickering One the Esplanade Pickering, Ontario LlV 6K7 May 8, 2003 Fx: 1-905-831-4181 Email: lhunter@city.pickering.on.ca Attention: Len Hunter, Supervisor, Facilities Operation Subject Roofmg Work Tender Bids Evaluation & Recommendation Site: Pickering Recreation Centre - Delaney Arena 1867 Valley Fann Road T -8-2003 Tender No: Dear Mr. Hunter As per your instructions we have reviewed the four (4) accepted tender bids and submissions and make the following comments. The four accepted bids were submitted by the following: Solar Roofmg & Sheet Metal Ltd. with a bid of$I92,386.00, T. Hamilton & Sons Roofmg Inc. with a bid of$195,858.00, Nortex Roofmg Ltd. with a bid of$206,146.20 and Schreiber Brothers Limited with a bid of$259,994.00 All of the above accepted bids provided all the required documentation as outlined in the specifications package. IRC Group recommends that the lowest accepted bid submitted by Solar Roofmg & Sheet Metal Ltd. be awarded the contract to proceed with the project with the stipulation, as noted in the specifications, that the project be completed by the date stipulated (weather pennitting). Upon award of the roofmg project IRC Group will request from Solar Roofing Ltd. to supply a current WSIB Clearance Certificate, submission of their materials list, and submission of MSDS sheets for all products being used on the site. Solar Roofmg Ltd. must submit at the pre-construction site meeting a work schedule to the attention of Mr. Len Hunter, Supervisor, Facilities Operation, Pickering Recreation Centre and a copy to IRC Group Inc. attention Mr. Zen Szewczyk indicating when the work will be scheduled to begin and the anticipated duration of the project based on the requirements of the specification and the specified Completion date. . Submit a Materials List. Submit the MSDS - Material Safety Data Sheets for all materials. Sub-Contractor List . . Trusting the above and attached meet with your approval, I am, Yours truly, Zen Szewczyk Zen Szewczyk Director of Marketing & Sales c.c. Vera Felgemacher - Manager, Supply & Services Ii OE5 ó(.7-03 ÁTTACHMENT #....!:!::.- TO REPORT #- CULTURE & RECREATION Attachment For Tender: T -08-2003 RECREATION COMPLEX BR!::~OS CF'~ ----J iJJ I > I 0 I cr: lJ Z iJJ --1 lJ '/;: / ¿ y (' '-~ r", [L 0 u SUBvEC~ l!J LOCA nON MAP PROPOSED CONSTRUCTION INCLUDES: Roofing Works on Building C:\DOCUME-1\LFERRE-1\LOCALS-1ITempIT-OB-2003 - Recreation Complex Roofing.doc I I i I ~ '-1'1\~ þ."-- ~- c\ç:..c"-- II l' GETA ~COuRT 0 cr 0 >- I [!J 40\