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HomeMy WebLinkAboutOES 39-07 CiUI o~ REPORT TO COUNCIL Report Number: OES 39-07 Date: September 17, 2007 --. 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. --....; 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; -- Report OES 39-07 September 17, 2007 - 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). - 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 - 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 --" 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 --" 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 --- 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. - 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 $134,940.00 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Location Map 2. Supply & Services Memorandum 3. Human Resources Division Memorandum Prepared By: CORP0227-07/01 revised Report OES 39-07 September 17, 2007 Subject: Tender T-7-2007 Tender for Running Track 1 3 6 Beverly Morgan Park -- Page 5 Vera A. Felg macher C.P.P., CPPO, C.P.M., CMM III Manager, Supply & Services ~:::::?~::;:::::::> ....~~~~.~~~ '"-~ _C--- __ Gillis A. Patterson Director Corporate Services & Treasure JH:dt Attachments ----' Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci iI .v ------- - CORP0227-07/01 revised I <:.' REPORlc,(J[$ 3Q,67 I :;;_.1..__ 137 MUNICIPAL PROPERTY & ENGINEERING Attachment for Tender No. T-7-2007 BEVERLY MORGAN PARK .- -y~~ \$> \$>(', OURT /- PINE RIDGE A L S E --1 seCONDARY o SCHOOL ~ LANE oin )> CL. o 0: W > --1 >- W --! --! BLOOMFIELD ~ COURT FINCH PARK DALE J STREET AVENUE LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: BEVERLY MORGAN PARK - Running Track . repairing and resurfacing of existing running track . Restore track paint markings - 138 ~ n~4,g:? :YI-O/ /;'; 3. ..........,.........v............_.-."" .".' "".."-,,,,,.,,.-..:....-~..~ CORPORATE SERVICES DEPARTMENT MEMORANDUM J September 5, 2007 ~,w..fi~D' f '~// =E- 'It! =>0' 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. --/ 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 --,,' 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 - 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: - (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 /bt - Attachments Copy for: Director, Operations & Emergency Services Inspector, Parks o ill ~ o ill I o o Z <.9<( zo o::W UJ Z ~~ 00 Ct.. LLCf) a:: o 1.lI >- 0 f-Z Ol.u l- LL o o n::: o o UJ ex: ,.... o o ('II Il') i.. C1l ..Q E C1l - g.E (J)a. Mil') >.'C"" tIS .. "ON 1II . C1l X s:: e "00.. C1l 0.. :=<C Q) Q) ..... E ro._ 01- ,.... o o N I ,.... I .... o Z '- Q.) "0 C Q.) I- :s: '- ro 0.. c ro 0) '- o 2 > Q.) OJ I :s: o ro '- I- 0) c c C ::l ex:: c o ~ 'C o Vi Q.) o '- Q.) '0 C Q.) 140 (/J I- Z w :iE :iE o () z z C) (/J (/J & w c 9 m .. -~... ~r' ..... {'~\ ,.~ ';:) -- ~~) ~- ~ ~'" - t: ::l 0"0 E Cl> <( ... Cl> -"0 2 t: o Cl> 1-1- ~~ ';.r- \.~ ,~ "~) \>\ ~ ~ :::'j- ,.~~ \\\ '- .,.\ t'\ t'." ",: -0",- ~....~ ~.. ~ :::}. '- .~, ~ - c: Cl> E"O Cl> g. ~ m " ~ E ,,~ "~;:.. ':::::" ...--' ., i:.~'-\ .......'.;:"':,J:,.,., :=: f/j o :2 Cl> me Cf) I- 0 "'0 13 OJ c ~ ell 'u l- E C ell 0 't: :.::::i 0 :J OJ (/) t: cu 2 Cl> '5> I- (j) l- E ell C 0 nl 0- (j) o. Z I- ~ (/) ... (j) (f) 0 Cl> en OJ "0 ell ::> "- ell :2 u ...J 'f- C 0- w r/ ;)... - "'PORT ,_." Rl: # _.._._3~~", (,I __3-_ .... g/ " '-~ '\. (~ \.- ~) \.. \ t: \\ ~ ~ C' '< .... ,. J \,\', Q T::."" ~, ,~~ ~ tt::'- ~ .'. Ji ~ '\.: '.... ~ ------"'- C/) ).~--< .' <.J -...-. "t, --~-> ,..~. 'y ( /'" '-.:_. ~_ _J . ~ -~~~ \ u o "'0 "0 <J) C <J) D- o ~ Q) "D C 2 o -0 '- o u ~ en '- <J) -0 C 2 DES 39-07 -../. --' ~ 3 Ri=~O"'" Rl'u oJ='< 3Cf-o 7 __. "...t I t't ~~ ._.___l 'Ji _....J_. 1 41 - 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 - 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: /' ../Je. ',' r Parent / .' / ./ Reviewed documentaf~/ C L/- flldJA l/ !/tf{UMG 4if{I(.. G ~ /'1 7)'f71/ 7 ({L ui-1/C' ,'". -