HomeMy WebLinkAboutOES 39-07
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REPORT TO
COUNCIL
Report Number: OES 39-07
Date: September 17, 2007
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From:
Everett Buntsma
Director, Operations & Emergency Sen/ices
Subject:
Tender T-7-2007
Tender for Running Track
Beverly Morgan Park
File: A-2130
Recommendation:
1. That Report OES 39-07 of the Director, Operations & Emergency Services be
received; and
That Tender T-7-2007 submitted by Ancaster Paving Limited for repairing and
resurfacing of the existing running track at Beverly Morgan Park at a cost of
$125,546.40 (GST included) be accepted; and
3. That the total gross project cost of $143,036.40 (GST included) including the
tender amount, and other associated costs and the total net project cost of
$134,940.00 be approved; and
2.
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4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a. an internal loan of $134,000.00 for a period not to exceed 10 years;
b. the balance amount of $940 to be funded from the 2007 Current Budget
c. the annual repayment charges in the amount of approximately $17,350.00
be included in the annual Current Budget for the City of Pickering
commencing in 2008, continuing thereafter until the loan is repaid;
d. the Director, Corporate Services & Treasurer has updated the City's 2007
Annual Repayment Limit and certified that this loan and the repayment
thereof falls within the City's Annual Repayment Limit for debt and
financial obligations, as established by the Province for municipalities in
Ontario, and would not cause the City to exceed the updated Limit, and
therefore, Ontario Municipal Board approval was not required prior to City
Council's authorization;
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Report OES 39-07
September 17, 2007
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Subject: Tender T-7-2007
Tender for Running Track
Beverly Morgan Park
133
Page 2
e. the Treasurer is authorized to take any actions necessary in order to
effect the foregoing.
5. Further that the appropriate City of Pickering officials be authorized to take
necessary action to give effect thereto.
Executive Summary: In April of 2006, a site inspection of the running track at
Beverly Morgan Park determined the scope of repairs required to bring the surfacing up
to standard. As a result, the project was requested in the 2007 Capital Budget for
consideration and approval. Tender T-7-2007 was issued on Wednesday, August 22,
2007 and closed on Wednesday, September 5, 2007 with three (3) bidders responding.
The total gross project cost is estimated to be $143,036.40 for an estimated net cost to
the City of $134,940.00 (net of GST rebate).
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The City's purchasing policy requires staff to report to Council on results of the tender
and financing in order to proceed with this project in a timely manner.
Financial Implications:
1.
TENDER AMOUNT
T-7-2007
GST
Sub-Total
GST Rebate
Total
$118,440.00
7.106.40
$125,546.40
(7.106.40)
$118,440.00
2.
APPROVED SOURCE OF FUNDS
Parks Ca ita I Bud et
Location Proiect Code
Beverly Morgan Park 5780.0701.6129
Source of Funds BudQet
Internal Loan $175,000
Required
$134,940.00
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CORP0227 -07/01 revised
Report OES 39-07
September 17, 2007
Subject: Tender T-7 -2007
Tender for Running Track
I · 1 3 4 Beverly Morgan Park
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Page 3
3.
Estimated Project Costing Summary
T-7-2007 - Tender for Beverly Morgan Park, running track
$118,440.00
Associated Costs
Miscellaneous
Contingency
Total
GST Rebate
1,500.00
15,000.00
$134,940.00
8.096.40
$143,036.40
(8,096.40)
$134,940.00
GST
Total Gross Project Cost
Total Net Project Cost
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4.
I Project Cost under/(over) approved funds
$40,060.00 I
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs.
Sustainability Implications: As part of the City's Sustainability initiative this project
includes the removal of small areas of loose and crumbled rubber that cannot remain
as part of the subsurface. The rehabilitation of the surfacing will provide a much safer
surface for running of school-sanctioned events as well as resident usage.
Rehabilitation at this point in the life cycle of the running track eliminates the need for
full reconstruction and removal/disposal of the entire track. This project satisfies all
three lenses of sustainability; social, environmental and economical.
Background: The running track at Beverly Morgan Park was installed in 1992
with an expected life cycle of 6-8 years before resurfacing may be required. Now at the
fifteenth year the wear is such that resurfacing is required, although some portions of
the track are still in relatively good condition. The straightaway and inside running lane
are, at some spots, down to the asphalt while some of the outside lanes are relatively
free of wear. After site inspections and consultations with contractors in the running
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CORP0227-07/01 revised
Report OES 39-07
September 17, 2007
-
Subject: Tender T-7-2007
Tender for Running Track
Beverly Morgan Park
135
Page 4
track industry, it was determined that spot repairs are required followed by several lifts
of rubber granules and binder, followed by a surface coat to bring the surfacing up to a
minimum thickness of 12mm. Tender T-7-2007 was issued on Wednesday, August 22,
2007 and closed on Wednesday, September 5, 2007 with three (3) bidders responding.
The total gross project cost is estimated to be $143,036.40. for an estimated net cost to
the City of $134,940.00 (net of GST rebate). Ancaster Paving Limited's references have
been checked and are deemed acceptable by the Superintendent, Municipal
Operations. The Health & Safety Policy, current WSIB Workplace Injury Summary
Report, Certificate of Clearance issued by Workplace Safety & Insurance Board and
Certificate of Insurance as submitted by Ancaster Paving Limited have been reviewed
by the Manager, Human Resources Services and deemed acceptable. In conjunction
with staff's review of the contractor's previous work experience and the bonding
available on this project, the tender is deemed acceptable.
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Upon careful examination of all tenders and relevant documents received, the
Operations & Emergency Services Department, Municipal Property & Engineering
Division recommends the acceptance of the low bid submitted by Ancaster Paving
Limited for Tender T-7-2007 in the amount of $125,546.40 (GST included) and that the
total net project cost of $134,940.00 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Location Map
2. Supply & Services Memorandum
3. Human Resources Division Memorandum
Prepared By:
CORP0227-07/01 revised
Report OES 39-07
September 17, 2007
Subject: Tender T-7-2007
Tender for Running Track
1 3 6 Beverly Morgan Park
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Page 5
Vera A. Felg macher
C.P.P., CPPO, C.P.M., CMM III
Manager, Supply & Services
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Gillis A. Patterson
Director
Corporate Services & Treasure
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Attachments
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Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering Ci iI
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CORP0227-07/01 revised
I <:.' REPORlc,(J[$ 3Q,67
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137
MUNICIPAL PROPERTY & ENGINEERING
Attachment for Tender No. T-7-2007
BEVERLY MORGAN PARK
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AVENUE
LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
BEVERLY MORGAN PARK - Running Track
. repairing and resurfacing of existing running track
. Restore track paint markings
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138
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CORPORATE SERVICES DEPARTMENT
MEMORANDUM
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September 5, 2007
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To:
Richard HolbornV
Division Head
Municipal Property & Engineering
[1 ;S 2007
P~CKER!NG
f'llGl'H;TY 8. ENG1NEEf11NG
John Hannah
Superintendent, Municipal Operations
From:
Barbara Tran
Buyer
Subject:
Tender No. T-7-2007
Tender for Running Track - Beverly Morgan Park
CLOSING: Wednesday, September 5,2007
Tenders have been received for the above project. Four companies were invited
to participate. An advertisement was placed in the Daily Commercial News,
News Advertiser and on the City's Website yielding interest from additional
bidders and a total of 6 companies picked up a tendering package for a non-
refundable fee of $25.00. Three (3) bidders responded and submitted a tender
for this project.
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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 10.03 (r) provides checking
tendered unit prices and extensions; unit prices shall govern and extensions
will be corrected accordingly, which has been done.
Copies of bids from the three (3) bidders are attached for review.
SUMMARY
(PST included, GST included)
Bidder Total Tendered After Calculation
Amount $ Check $
Ancaster PavinQ Limited 125,546.40 125,546.410
DefarQo Sports SurfacinQ 146,492.00 146,492.010
APLUS General Contractors 226,204.00 226,204.010
Vitriflex Surfaces UNABLE TO BID
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i J: :L REPORT# oGS 31-07
T-7-2007-"~"~-(c"-~- September 5,2007 1 39
Tender for Running Track - Beverly Morgan Park
Page 2
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Pursuant to Information to Bidders Item 21, the following will be 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 Workplace Injury Summary Report issued by
Workplace Safety & Insurance Board (in lieu of the Workplace Injury
Summary Report 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.
(e) Waste Management Plan (Item 23, Information to Bidders)
Include the following items in your Report to Council:
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(a) if items (a) through (d) noted above, are acceptable to the Safety & Training
Co-ord inator;
(b) any past work experience Ancaster Paving Limited 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 Ancaster Paving Limited is not acceptable;
and
(i) related comments specific to the project.
Please do not disclose any information to enquiries. Bidders will be advised of
the outcome in due course. If you require further information, please feel free to
contact
If you require further information, please feel free to contact me or a member of
Supply & Services.
L/IJ;rt/t;(Idd5l1L/
Barbara Tran
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Attachments
Copy for: Director, Operations & Emergency Services
Inspector, Parks
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1 41
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ADMINISTRATION DEPARTMENT
HUMAN RESOURCES DIVISION
MEMORANDUM
September 11, 2007
To:
Barbra Tran
Buyer
From:
Jennifer Parent
Manager, Human Resources Services
Subject:
Ancaster Paving Limited
Re. Running Track - Beverly Morgan Park
Tender No. T-7-2007
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As requested, I have reviewed the following documents submitted by the above
prospective contractor:
. WSIB Clearance Certificate, dated September 6, 2007
. WSIB Workplace Injury Summary Report, dated July 31,2007
. Certificate of Insurance, dated September 9,2007
. Contractor's Health & Safety Manual
From a health & safety perspective, these documents are acceptable.
If you have any concerns, please contact me directly,
Attachments:
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../Je. ',' r Parent
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Reviewed documentaf~/
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