HomeMy WebLinkAboutOES 10-08
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REPORT TO COUNCIL
Report Number: OES 10-08
Date: April 21, 2008
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From:
Richard Holborn
(Acting) Director, Operations & Emergency Services
Subject:
Tender T -1-2008
Don Beer Arena Rink 2 Renovations
File: A-1440-001-08
Recommendation:
1. Report OES 10-08 regarding the Ice Rink 2 Renovations at Don Beer Arena be
received;
2. That Tender T-1-2008 submitted by A-Con Construction Limited for Ice Rink 2
Renovations at Don Beer Arena in the amount of $597,450 (GST included) be
accepted;
3. That the total gross project cost of $664,860 and a net project cost of $633,200,
including the tender amount, consulting fees and other associated costs be
approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance the
project as follows:
(a) The sum of up to $630,000 to be financed by the issue of debentures through
the Regional Municipality of Durham, over a period not exceeding 15 years, at
a rate to be determined;
(b) The balance amount of $3,200 to be funded from the 2008 Current Budget;
(c) The annual repayment charges in the amount of approximately $62,000 be
included in the annual Current Budget for the City of Pickering commencing in
2009, continuing thereafter until the loan is repaid, and any financing cost to
be paid out of the Current Budget;
(d) The Director, Corporate Services & Treasurer has updated the City's 2008
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 10-08
April 21 , 2008
Subject: Tender T-1-2008
f " 1 8 2 - Don Beer Arena Rink 2 Renovations
Page 2
(e) The Treasurer is authorized to take any actions necessary in order to effect
the foregoing; and
5. That the appropriate officials at the City of Pickering be given authority to give effect
thereto.
Executive Summary:
The Ice Rink 2 Renovations for Don Beer Arena was approved by Council in the 2008
Capital Budget. The Ice Rink 2 Renovations include supplying and installing a new
concrete floor, a new dasherboard system and other rink modifications including a new
wheelchair accessible viewing area.
Tenders have been received and the total net project cost to complete the Ice Rink 2
Renovations is estimated to be $633,200.
Supply & Services and Jurecka & Associates Architects have confirmed that low bidder
A-Con Construction Limited have satisfied their tender requirements and is qualified to
undertake this project.
Financial Implications:
1.
TENDER AMOUNT
T-1-2008
GST
Sub-Total
GST Rebate
Total
$ 569,000
28,450
597,450
( 28,450)
$ 569,000
2.
APPROVED SOURCE OF FUNDS
Don Beer Arena Capital Budget
Location Proiect Code
Don Beer Arena 5715.0805
Source of Funds
Debt (15 years)
FUNDS AVAILABLE
Budget
$800,000
$800,000
Required
$633,200
CORP0227-07101 revised
Report OES 10-08
April 21 , 2008
Subject:
Tender T -1-2008
Don Beer Arena Rink 2 Renovations
Page, 3.
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3.
ESTIMATED PROJECT COSTING SUMMARY
T-1-2008 - Tender for Don Beer Arena Rink 2 Renovations
$569,000
Associated Costs
Consultant Fees
Contingency
Total
GST
7,300
56,900
633,200
31,660
664,860
Total Gross Project Cost
GST Rebate
(31,660)
$633,200
Total Net Project Cost
4.
Project Costs (under) Approved Funds
($166,800)
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs. While
Recommendation #4 provides for the debt financing of up to $630,000, only the lesser
of that amount or the actual cost will be financed.
Sustainability Implications:
Dasher boards will be replaced with metal fabricated boards which will last many years
longer than traditional wood construction. This will stop the use of wood within these
systems and also eliminate the need to dispose of the wooden board systems in whole
or as components during repairs over the course of years. There is also an ongoing
cost of upkeep to the wooden boards such as periodic replacement of the plywood
sheathing as it deteriorates in the rink environment.
New floor systems are typically more efficient in transporting the calcium chloride brine
solution - fully open piping, extra runs to eliminate warm spots on the floor and so forth.
The heat transfer is much greater and the positive impact on the runtime for the
refrigeration equipment is quite noticeable.
The newer floors are also more level (due to the use of laser levels and that there has
been no frost heaving) and this means that the ice thickness can be maintained more
accurately over the entire 16,000 square feet of floor - this will have a positive impact
CORP0227-07/01 revised
Report OES 10-08
April 21 , 2008
Subject: Tender T-1-2008
, . 1 B 4 - Don Beer Arena Rink 2 Renovations
Page 4
on the heat transfer, the runtime of equipment and the quality and safety of the ice
sheet.
Background:
The Ice Rink 2 Renovations for Don Beer Arena was approved by Council in the 2008
Capital Budget.
The consulting firm of Jurecka & Associates Architects was retained by the City to
provide tender specifications and technical support. A summary of the bids received is
included in the attached memorandum from Supply & Services.
The low bid was submitted by A-Con Construction Limited. A-Con Construction Limited
references have been checked and are deemed acceptable by the consultant (Paul
Jurecka) and the Supervisor, Facilities Operations. The Health & Safety Policy,
inclusive of Confined Space Entry Procedures, Workplace Injury Summary Report,
WSIB Clearance Certificate and Certificate of Insurance as submitted by A-Con
Construction Limited have been reviewed by the Coordinator, Health & Safety and are
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, Culture & Recreation Division
recommends the acceptance of the low bid submitted by A-Con Construction Limited for
Tender T-1-2008 in the amount of $597,450 (GST included) and that the total net
project cost of $633,200 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 dated April 9, 2008
3. Jurecka & Associates Architects - Letter of Recommendation
CORP0227-07/01 revised
Report OES 10-08
April 21, 2008
Subject:
Tender T -1-2008
Don Beer Arena Rink 2 Renovations
Page 5
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p,repared By: Ji ............
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Approved/Endorsed By:
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Len H er
Supervisor, Facilities Operations
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Stephen-Reynolds
Division Head, Culture & Recreation
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-Gillis Paterson
Director, Corporate Services & Treasurer
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Vera A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
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Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City Council
Thomas J. Quinn, RDMR, CMM III
Chief Administrative Officer
CORP0227-07/01 revised
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,.: 1.\ ATTACHMENT FOR OPERATIONS ~~t
,y: :"/':""':.x. & EMERGENCY SERVICES REPORT OES 10-08
DON BEER ARENA
S(hE I'}}" RINK #2 - FLOOR REPLACEMENT
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MEMO
To:
Stephen Reynolds
Division Head, Culture & Recreation
April 9, 2008
From:
Vera A. Felgemacher
Manager, Supply & Services
Copy:
Supervisor, Facilities Operations
Subject: Tender No. T-1-2008
Tender for Don Beer Arena
Rink.2 Renovations
Closing-April 9, 2008
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 12 companies picked up a tendering package for a
non-refundable fee of $75.00. A mandatory site visit was held on Friday, March 28, 2008, 19 bidders
attended of which seven (7) 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.
All deposits other than the low three bidders may be returned to the applicable bidders as provided for by
Purchasing Procedure No. PUR 010-001, Item 10.03(w). Therefore, the copies of bids from the low
three (3) bidders are attached for review.
SUMMARY
PST included, GST included
Bidders Total Tendered Amount $ After Calculation Check $
A Con Construction 597,250.00 597,450.00
Frank Pellegrino 607,100.00 607,099.50
General Contractinq Ltd.
Jeffrey G. Wallans 656,145.00 656,145.00
Construction Ltd.
Canada Construction 669,900.00 669,900.00
JMX Contracting Inc. 765,450.00 765,450.00
Venture Construction UNABLE TO BID
Services Ltd.
W.S. Morgan Construction Automatic rejection - Addendum not acknowledged. Reference: Purchasing By-law
Limited No. 5900-01, Procedure No. PUR 010-001, 10.04, Item 12, IB Item 3 (b), 17,1819;
letter dated April 4 Addendum 1; letter dated April 8 Addendum 2; Addendum NO.1 and
Addendum NO.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) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006).
Copies of certified Training and Procedures to be used on this project.
(b) a list of employees trained in the confined. space entry procedure who will be working on this
project
(c) a copy of the Health and Safety Policy to be used on this project;
(d) 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 submi,tted);
(e) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board;
(f) the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer;
(g) list of sub-contractors in accordance with GC Item 33, Form SCL-1
(h) Waste Management Plan (Item 23, Information to Bidders)
Include the following items in your Report to Council:
(a) if items (a) through (h) noted above, are acceptable to the Co-ordinator, Health & Safety
(b) any past work experience A-Con Construction 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 A-Con Construction Limited is not acceptable; and
(i) related comments specific to the project.
Jurecka & Associates as the consultants on this project will be reviewing submissions and making
recommendations to you. The consultant should also review carefully all submittal information based
on tendering instructions. If the consultant notices any infractions or information missing during the
evaluation, please contact a member of Supply & Services as soon as possible. Duplicate copies of
the bids are attached for the consultant's use.
Please do not disclose any information to enquiries except you can direct them to the City's website
for the unofficial bid results as read out at the Public tender opening. Bidders will be advised of the
outcome in due course.
equire further information, please feel free to contact me or a member of Supply & Services.
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Attachments
April 9, 2008
T -1-2008 Don Beer Arena Rink 2 Renovations
Page 2
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CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
Tender Description: Don Beer Arena Rink 2 Renovations Tender No.: T-1-2008
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Bidder Name
Attended
Mandatory
Site Visit
YES
A Con Construction
Canada Construction
YES
JMX Contracting Inc.
YES
Frank Pellegrino General
Contracting Limited
Jeffrey G. Wallans
Construction Ltd.
W.S. Morgan Construction
Limited
Venture Construction
Services Ltd.
UNABLE
YES
YES
YES
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J:tenders/record of tenders opened doc.
Date: Wednesday, April 9, 2008
Time: Approx.2:15pm
Acknowledge
Addendums (2)
Bid
Deposit
Agreement
to Bond
Total Amount
Tendered
BIDDER'S SIGN IN
COMMENTS
Other - CONSUL TANT
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Jurecka + Associates architects inc.
83 Harbord Street
Toronto, ON, MSS IG4
tel 416-972-9385
fax 866-475-7256
mail @jurecka.com
April 1 0, 2008
Division of Culture & Recreation
City of Pickering
1867 Valley Farm Road South
Pickering, Ontario
L1V 3Y7
Attn: Len Hunter, Superintendent of Facilities
Re: Review of Tenders:
Don Beer Arena Ice Rink 2 Renovations
Dear Mr. Hunter:
We believe thatA Con Construction Limited, the low bidder for tender no. T-1/2008 has satisfied
the tender requirements and is qualified to undertake this project as the General Contractor.
Further to our review and discussions this afternoon I have spoken to one of his referees from the
Town of Aurora who has given A Con Construction Limited high marks for their performance on a
comparable project.
We therefore recommend that you award the contract to A Con Construction Limited on the basis of
their bid submitted April 9, 2008. The base bid (including GST) should result in a contract amount
of $597,450.00.
As soon as Council has accepted the tender we should meet with the Contractor for a pre-
construction meeting to confirm the particulars of the timing, access and coordination. We trust that
you are satisfied with the progress to date and look forward to beginning the project.
Sincerely,
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Paul Jurecka OAA MRAIC
Jurecka + Associates Architects Inc.