HomeMy WebLinkAboutOES 25-08
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REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 25-08
Date: September 8, 2008
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From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Tennis Court Roof Replacement - Pickering Recreation Complex
Tender No. T-15-08
File: A-1440
Recommendation:
1. That Tender Report T-15-2008 regarding the Tennis Court Roof Replacement -
Pickering Recreation Complex be received;
2. That Tender T-15-2008 submitted by Triumph Aluminum and Sheet Metal Inc., at a
cost of $184,590.00 (GST and PST included) be accepted;
3. That the cost of providing a 25 year warranty as noted above, in the amount of
$5,716.36 (GST included) be added to the contract;
4. That the total gross project cost of $215,505.36 (GST included) and a net project
cost of $205,243.20 including the tender amount and other associated costs be
approved;
5. That Council Authorize the Director, Corporate Services and Treasurer to finance
the project as follows;
a) the sum of $100,000.00, as provided for in the 2007 approved Capital
Budget, to be financed by the issue of debentures through the Regional
Municipality of Durham, over a period not exceeding (5) five years, at a
rate to be determined;
b) the additional sum of up to $105,000.00, as provided for in the 2008
approved Capital Budget to be financed by the issue of debentures
through the Regional Municipality of Durham, over a period not exceeding
(5) five years, at a rate to be determined;
c) the balance amount of $243.20 to be funded from the 2008 Current
Budget;
d) the annual repayment charges in the amount of approximately $46,700.00
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;
e) the Director, Corporate Services & Treasurer has updated the City's 2008
Annual Repayment Limit and certified that his 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
Report OES 25-08
September 8, 2008
Subject:
Tennis Court Roof Replacement
Tender No. T-15-08
Page 2
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therefore, Ontario Municipal Board approval is not required prior to City
Council's authorization;
f) The Treasurer is authorized to take any actions necessary in order to
effect the foregoing; and
6. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: The Tennis Court Roof Replacement - Pickering Recreation
Complex was approved by Council in the 2007 Capital Budget for the amount
$100,000.00. Additional funds in the amount of $120,000.00 were approved in the
2008 Capital Budget in order for this construction project to proceed. Amounts
budgeted in both 2007 and 2008 are to be debt-financed for a (5) five-year term.
The existing roof structure has reached the end of its useful life cycle, and currently is
experiencing failure in several key areas. Replacement of the roof will resolve the
leakage issues, resulting in the reduction of maintenance costs as well as improving the
insulation factors.
Financial Implications:
1.
TENDER AMOUNT
T -15-2008
25 Year NDL Warranty
Sub Total
GST
Total including GST
GST Rebate
Total
$175,800.00
5,443.20
181,243.20
9,062.16
190,305.36
(9,062.16)
$181,243.20
2.
APPROVED SOURCE OF FUNDS
Recreation Com lex Ca ital Bud et
Location Proiect Code
I Tennis Court 5731.0706.6181
Roof 5731.0816.6181
Replacement
Pickering
Recreation
Complex
Source of Funds
5 year Debt
5 year Debt
Current Funds
Budget
$100,000.00
120,000.00
Required
$100,000.00
105,000.00
5,243.20
FUNDS AVAILABLE
$220,000.00
$205,243.20
CORP0227-07/01 revised
Report OES 25-08
September 8, 2008
Subject:
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Tennis Court Roof Replacement
Tender No. T-15-08
Page 3
3.
ESTIMATED PROJECT COSTING SUMMARY
Associated Costs
T -15-2008
25 Year Warranty
Consultant Fees
Tender & Miscellaneous Costs
Construction Contingency
Total Project Costs
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
$175,800.00
5,443.20
17,000.00
2,000.00
5,000.00
205,243.20
10,262.16
215,505.36
(10,262.16)
$205.243.20
4.
Project Cost under (over) Approved Funds
$14,756.80
Sustainability Implications: The existing roof structure reached the end of its
useful life cycle, and currently is experiencing failure in several key areas.
Replacement of the roof will resolve the leakage issues, resulting in the reduction of
maintenance costs as well as improving the insulation factors.
Background: Tenders have been received which closed on Wednesday, July 30,
2008 for the replacement of the Tennis Court Roof at the Recreation Complex. Seven
(7) bidders were invited to bid, and six (6) bidders submitted a tender for this project, of
which two (2) were rejected for failing to comply with the tender provisions.
Prospective bidders were requested to provide prices for two different roof systems,
one as a base bid utilizing a rubberized membrane (EPDM) and one as an alternate bid
using a Modified Bitument product.
Our consultant, IRC Building Services Group Inc., has recommended the use of the
Modified Bitumen membrane system as it is more durable and can be installed to
provide a 25-year warranty. On the basis of utilizing the alternate bid prices, the
bidding summary is as follows:
CORP0227-07/01 revised
Report OES 25-08
September 8, 2008
Subject:
69
Tennis Court Roof Replacement
- Tender No. T-15-08
Page 4
Bidders Total Tendered Amount After Calculation Check
Triumph Aluminum and $184,590.00 $184,590.00
Sheet Metal Inc.
Solar Roofing and Sheet $230,790.00 $230.790.00
Metal Ltd.
Semple Gooder Roofing $269,714.55 $269,714.55
Limited
Flynn Canada Ltd. $348,264.00 $348,264.00
The cost of providing a 25 year No Dollar Limit Material, Labour and Workmanship
Warranty, as stated in the tender document, is $5,715.36 inclusive of GST.
The insurance and health & safety policies of the low tenderer are acceptable to the
Coordinator, Health & Safety.
Attachments:
1. Supply & Services Memorandum dated August 5, 2008
2. Consultants Report 9IRC) dated August 8, 2008
3. By-law to authorize the Tennis Court Roof Replacement - Pickering Recreation
Complex and the issuance of debentures in the amount of $205,000.00
4. Memo dated August 18, 2008 from Coordinator, Health & Safety
Prepared By:
APproved~~~/l1dorse~y:
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Tony brevedel, P.Eng.
Division Head, Facilities Operations
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Director, Operations & Emergency
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Director, Corporate Services & Treasurer
CORP0227-07/01 revised
Report OES 25-08
Subject:
70
Tennis Court Roof Replacement
Tender No. T-15-08
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September 8,2008
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Page 5
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering .. Council
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CORP0227-07/01 revised
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MEMO
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CORPORATE SERVICES
To:
Tony Prevedel
Division Head, Facilities Operations
From: Vera A. Felgemacher
Manager, Supply & Services
August 5, 2008
Subject: Tender No. T -15-2008
Tender for Tennis Court Roof Replacement
Pickering Recreation Complex
Tenders have been received for the above project by the closing date of July 30,
2008 and seven (7) bidders were invited to participate. An advertisement was
placed in the Daily Commercial News and on the City's Website. Seven (7))
companies picked up documents for a non-refundable fee of $75.00. A mandatory
site visit was held on Monday, July 21, 2008 and 7 bidders attended of which five
(5) bidders submitted a bid for this project and two (2) bidders are unable to bid. No
addenda were issued.
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).
The low three bids have been retained for review at this time.
Upon review of the bids of Solar Roofing* and Semple Gooder Roofing*, discussion
with the City Solicitor, and provisions within the Purchasing Policy, two (2) working
days is being permitted to correct the work description in their Bid Bond and
Agreement to Bond. Remittance by 4:30pm Thursday, August 7, 2008 or sooner
has been requested in writing to each bidder.
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SUMMARY - BASE BID
PST included, GST included
Bidders Total Tendered After Calculation
Amount Check
Solar Roofing and Sheet $188,055.00 $188.055.00
Metal Ltd. *
Triumph Aluminum and $190,890.00 $190,890.00
Sheet Metal Inc.
Semple Gooder Roofing $245,601.30 $245,601.30
Limited *
Flynn Canada Ltd. $315,903.00 $315,903.00
Viana Roofing and Sheet Rejected: Qualified price on page FT-1, Section:
Metal Ltd. Separate Pricing. Automatic rejection: Reference:
Purchasing By-law No. 5900-01, Procedure No. PUR
010-001, 10.04, Item 5; Information to Bidders Item IB-
15, IB-17, IB-18, IB-19.
Provincial Industrial Roofing Rejected - Partial bid. Automatic rejection.
& Sheet Metal Company Reference: Purchasing By-law No. 5900-01,
Limited Procedure No. PUR 010-001, 10.04, Item 16.
Reference: Information to Bidders Item IB-5, IB-6,
IB-17, IB-18, IB-19, Form of Tender Page FT-1.
SUMMARY - ALTERNATE BID
PST included, GST included
Bidders Total Tendered After Calculation
Amount Check
Triumph Aluminum and $184,590.00 $184,590.00
Sheet Metal Inc.
Solar Roofing and Sheet $230,790.00 $230,790.00
Metal Ltd. *
Semple Gooder Roofing $269,714.55 $269,714.55
Limited *
Flynn Canada Ltd. $348,264.00 $348,264.00
Separate pricing to increase warranty on BASE BID to a 25 year manufacturer's
no dollar limit, labour, material and workmanship system warranty is stated in
the bids.
Pursuant to Information to Bidders Item 21 and your request, the following has
been requested of the low bidder on the Base Bid for your review during the
evaluation stage of this tender call.
(a) a current copy of the Health and Safety Policy to be used on this project;
August 5, 2008 Page 2
T-15-2008 Tennis Court Roof Replacement - Pickering Recreation Complex
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(b) a copy of the current Workplace Injury Summary Report issued by '7 7
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 Clearance Certificate issued by Workplace Safety &
rnsurance Board;
(dj the City's certificate of insurance completed by the bidder's agent, broker
or insurer;
Include the following items in your Report to Council:
(a) if items (a) through (d) noted above, are acceptable to the Co-ordinator,
Health & Safety
(b) any past work. experience Triumph Aluminum and Sheet Metal Inc.
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 Triumph Aluminum and Sheet Metal
Inc. is not acceptable; and
(i) related comments specific to the project.
IRC Building Sciences Group Inc. as the consultant 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 before proceeding
further.
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.
If you require further information, please feel free to contact me or a member of
Supply & Services.
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Attachments
August 5, 2008 Page 3
T -15-2008 Tennis Court Roof Replacement - Pickering Recreation Complex .
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REPORT#/ {<\ l:2l> ~()
I IRe Building Sciences Group Inc.
"'-"-- 7565 Oanbro Crescent
Mississauga, Ontario, L5N 6P9
T: 905.607.7244, F: 905.607.7288
Toll Free. 1.888.607.5245
City of Pickering
Pickering Civic Complex
One The Esplanade
Pickering Ontario
L 1 V 6X7
August8,2008
Page 1 of 1
t: 905-420-4660 Ext. 2099
f: 905-424-4900
Attention:
Tender No:
Mr. Tony Prevedel, Division Head, Facilities Services
T-15-2008 - Tender Recommendations for Tennis Court Replacement - Pickering Rec Centre
Dear Mr. Prevedel,
We have reviewed the tender submission information provided the above noted Specification Document package: T-
15-2008.
The lowest overall quotation was submitted by Triumph Aluminum & Sheet Metal Inc. ( See attached spreadsheet)
We had prepared the specifications with two different roof systems, one as base bid (EPDM) and one as an alternate
(Modified Bitumen).
We would recommend that the modified bitumen membrane system be awarded based on the following:
The modified bitumen roof membrane system is considered more durable and will provide for a
better wear course surface and longer serviceable life expectancy.
The Modified Bitumen membrane system can be installed to provide a 25 year No Dollar Limit
Material, Labour and Workmanship Warranty which we have asked for as a separate price and
which we recommend be entertained upon award of the contract.
Triumph Aluminum & Sheet metal Inc. is a member of the Ontario Industrial Roof Contractors Association who's
association we recommend for minimal standards of acceptance of roofing contractors
We have contact the 3 submitted references and as yet have not had any responses to our queries for information as
to the status of the provide reference projects.
We therefore recommend that the project be awarded to Triumph Aluminum & Sheet Metallnc subject to the results
of the reference check based on the following Tender Submission breakdown.
Item Description: Provincial Roofing
Bid: $175,800.00
Alternate Bid: Roof Area 4.0 & 4.1 (Modified Bitumen Membrane GST: $8,790.00
System) Total: $184,590.00
Separate Price:
Bid: $5,443.20
Increase Warranty to 25 NDL Warranty: GST:, $272.16
Total: $5,715.36
Bid: $181,243.20
Total Tender Submission GST: $9,062.16
Total: $190,305.36
Trusting the above meets with your approval, I am,
Yours truly,
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Zen Szewczyk, Director of Sales
Providing Professional Services Across Canada Since 1983
Vancouver Calgary London Mississaug2] NiagariJ Ottawa Caymans
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THE CORPORATION OF THE CITY OF PICKERING
75
BY-LAW NO.
Being a by-law to authorize the Tennis Cou j
Roof Replacement - Pickering Recreation
Complex in the City of Pickering and the
issuance of debentures therefor in the
amount of $205,000.
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WHEREAS Section 11 of the Municipal Act, 2001, as amended, provides that a lower-
tier municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and,
WHEREAS Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and,
WHEREAS Subsection 401 (3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and,
WHEREAS The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
WHEREAS the Council of the City wishes construction to proceed in respect of the
Tennis Court Roof Replacement - Pickering Recreation Complex project; and,
WHEREAS before authorizing the construction to proceed in respect of the Tennis
Court Roof Replacement - Pickering Recreation Complex project on the date hereof
the Council of the City had the Treasurer update the City's Annual Repayment Limit, the
Treasurer calculated the estimated annual amount payable in respect of such project
and determined that such annual amount would not cause the City to exceed the
updated Limit and, therefore, Ontario Municipal Board approval is not required as per
Section 401 of the Municipal Act, 2001, as amended, and the regulations made
thereunder;
AND WHEREAS after determining that Ontario Municipal Board approval is not
required, the Council of the City approved Report OES 25-08 on the date hereof and
awarded Tender T-15-2008 for the Tennis Court Roof Replacement - Pickering
Recreation Complex project.
7.,
BY-lAW NO
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Page 2
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NOW THEREFORE, THE COUNCil OF THE CORPORATION OF THE CITY OF
PICKERING HEREBY ENACTS AS FOllOWS:
1. That the City proceed with the construction of the project referred to as "Tennis
Court Roof Replacement - Pickering Recreation Complex ";
2. That the estimated costs of the construction in the amount of $205,243.20 be
financed as follows:
a) That the sum of $205,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five (5) years;
b) That the balance amount of $243.20 be funded from the 2008 Current Budget;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2009 and continuing
thereafter until the loan is repaid.
BY-lAW read a first, second and third time and finally passed this 15th day of
September, 2008.
David Ryan, Mayor
Debi A. Wilcox, City Clerk
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MEMO
To:
June Karas
Buyer
August18,2008
From: Michelle Montgomery
Coordinator, Health & Safety
Copy: Subject: Tennis Court roof
Replacement
Q-T-15-2008
As requested I have reviewed the following documents submitted by the above prospective
contractor:
. Health and Safety Regulations -o4SEP07
· Workplace Injury Summary Report as of -29FEB08
· WSIB Clearance Certificate 14JUL08
· Certificate of Insurance -Commercial General Liability ExpiryOl0CT08
-Automobile Liability Insurance Expiry20FEB09
From a Health & Safety perspectivel these documents are acceptable.
If you have any questions or concernsl please contact me directly at ext. 4645.
Attachments: