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HomeMy WebLinkAboutOES 21-10 155 eitq REPORT TO EXECUTIVE COMMITTEE ICKERING Report Number: OES 21-10 Date: September 7, 2010 From: Everett Buntsma Director, Operations & Emergency Services Subject: Roof Replacement - Pickering Public Library - Tender No. T-16-2010 - File: A-1440-001-10 Recommendation: 1. That Report OES 21-10 of the Director, Operations & Emergency Services regarding Roof Replacement at Pickering Public Library be received; 2. That Tender T-16-2010 submitted by T. Hamilton & Sons Roofing at a cost of $265,504.80 (HST included) be accepted; 3. That the total gross project cost of $296,692 (HST included) and a net project cost of $296,692 including the tender amount and other associated costs be approved; 4. That Council authorizes the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of $140,000 to be funded from the Federal Gas Tax Grant, as provided for in the 2010 approved Capital Budget for the Library be increased to $267,180; b) the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to affect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. i Report OES 21-10 September 7, 2010 5 6 Subject: Roof Replacement - Pickering Library Tender No. T-16-2010 Page 2 Executive Summary: The roof replacement at Pickering Library was approved by Council in the 2010 Capital Budget for the total amount of $350,000. A green roof was approved to replace a portion of the Central Library Roof to reduce leaks and improve energy usage (including support brick work). The green roof project was tendered under No T-01-2010. This tender resulted in a low bid of $512,400, a $162,400 over the approved Capital Budget. Staff retendered with a substitute white roof. White roof coatings are applied on a variety of roof substrates or membranes for a variety of reasons. For example, white roof coatings provide protection against water, chemicals, or physical damage. Additionally, white roof coatings protect a roof against excessive temperatures and UV radiation by reflecting visible light and stopping ultraviolet radiation. White roof coatings provide three key attributes as part of a roofing system: 1. The ability to help shed water and keep interiors dry 2. The ability to help reduce cooling costs for buildings with A/C units, and to help reduce interior temperatures on buildings with no cooling units. 3. The ability to protect and prolong the roof system life cycle by reducing the "thermal shock" stress associated with large temperature changes. The existing roof structure has reached the end of its useful life cycles and is currently experiencing failure in several key areas. Replacement of the roof structure will complete the replacement of the Library roof and resolve the leakage issues, resulting in the reduction of maintenance costs as well as improving the insulation factors. In addition the replacement of the existing roof with a white roof system will provide increased energy efficiency. The roof replacement project resulted in a tender price of $82,820 under the approved budget, in accordance with the low tender. Financial Implications: 1. TENDER AMOUNT T-16-2010 $234,960.00 HST (13%) 30,544.80 Sub-Total 265,504.80 HST Rebate (11.24%) (26,409.50) Total $239,095.30 CORP0227-07/01 revised Repo"100 21-10 September 7, 2010 Subject: Roof Replacement - Pickering Library Tender No. T-16-2010 Page 3 2. APPROVED SOURCE OF FUNDS Library Capital Budget Location Project Code Source of Funds Budget Required T-16-2010 White 5800.1008.6181 Debt-5 year $210,000 $0 Roofing Installation 5800.1008.6181 Federal Gas Tax Grant 140,000 140,000 Additional 5800.1008.6181 Federal Gas Tax Grant 0 127,180 funds required FUNDS AVAILABLE $350,000 $267,180 3. ESTIMATED PROJECT COSTING SUMMARY T-16-2010 $234,960 Tender & Miscellaneous Costs $2,600 Construction Contingency 25,000 Total Project Costs 262,560 HST (13%) 34,132 Total Gross Project Cost 296,692 HST Rebate (11.24%) 2( 9,512) I Total Net Project Cost $267,180 Project Cost under (over) approved funds by $82,820 The roof replacement at the Pickering Public Library was originally budgeted to be funded 60% by a five-year debentures issue and 40% Federal Gas Tax Grant. The green roof project has now been substituted with a white roof project. This roof replacement will resolve leakage issues, improve insulation and provide increased energy efficiency resulting to this project now being eligible for 100% funding from the Federal Gas Tax Grant. CORP0227-07/01 revised Report OES 21-10 September 7, 2010 Subject: Roof Replacement - Pickering Library 158 Tender No. T-16-2010 Page 4 Sustainability Implications: The existing roof structure has reached the end of its useful life cycle, and is currently experiencing failure in several key areas. Replacement of the roof structure will resolve the leakage issues, resulting in the reduction of maintenance costs as well as improving the insulation factors. The White Roof will provide improved insulating effect and assist in reducing energy costs. Background: Bids have been received to the tendering call, which closed on Wednesday, July 7, 2010. The original closing date of April 28, 2010 was extended via addendum #1 for the replacement of the roof structure for the Pickering Library roof. An advertisement was placed in the Daily Commercial News and on the City's website. A mandatory site visit was held on Thursday, June 17, 2010 and thirteen (13) companies attended of which six bidders responded with bids. The low bid was submitted by T. Hamilton & Sons Roofing Inc. This company's references have been checked and are deemed acceptable by the Director, Operations and Emergency Services The Health and Safety Policy, Clearance Certificate issued by Workplace Safety and Insurance Board (WSIB), the WSIB Cost and Frequency Record and Certificate of Insurance as submitted by Eileen Roofing Inc have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Finance & Taxation. In conjunction with staff's review of the contactor's previous work experience and bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Facilities Operations Division recommends the acceptance of the low bid submitted by T. Hamilton & Sons Inc for Tender No. T-16-2010 in the amount of $265,504 (HST included) and that the total net project cost of $267,180 be approved. This report has been prepared in conjunction with the CEO Library and the Manager, Supply & Services who concurs with the foregoing. CORP0227-07/01 revised I 1 W OES 21-10 September 7, 2010 Subject: Roof Replacement - Pickering Library Tender No. T-16-2010 Page 5 Attachments: 1. Supply & Services Memorandum dated July 8, 2010 2. Record of Tenders opened and checked Prepared By: Approved / Endorsed By: winn vere Buntsma upervisor, Facilities Operations Director,. Operations & Emergency Services Vera A. Felgemacher Gillis Paterson C.P.P., CPPO, CPPB, C.P.M.,. CMM III Director, Corporate Services & Manager, Supply & Services, Treasurer 01A~ Caryn Kong Cathy Gran Senior Financial Analyst Chief Executive Officer, Library - Capital & Debt Management MD:mld Copy: Chief Administrative Officer Recommended for the consideration of Pickeri i Co Tony Prevedel Chief Administrative Officer CORP0227-07/01 revised cftf a~ ATTACHMENT#-I _ Q REPC)R7 # 62 0 1 of a PI-CKERING MEMO, 60 To: Everett Buntsma July 8th, 2010 Director, Operations & Emergency Services From:. Vera. A. Felgemacher Manager, Supply & Services Copy: Mike Dwinnell Supervisor, Facility Operations Subject: Tender No. T-16-2010 Tender for Roof Replacement at the Pickering Public Library Closing: Wednesday, July 7th, 2010 File: F-5400-001 Tenders have been received for the above project. An. advertisement was placed in the Daily Commercial News and posted on. the City's website allowing companies to download the tendering documents and drawings for this project. Thirteen (13) bidders signed-in at the mandatory site visit held on Thursday, June 17th, 2010 at 10:OOAM of which six (6) submitted a bid. 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, ftem 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 the tenders are attached for your review along with the summary of costs. SUMMARY Harmonized Sales Tax included Total Tendered Bidder v After Calculation Check Amount Eileen Roofing Inc. $316,400.00 $316,400.00 T. Hamilton & Sons Roofing Inc. $265,504.80 $265,504.80 I ~T~r EPORT#~ a lO Tenders received from the followingrdd~rereQec 161 Bidder Reference Automatic rejection - Bid does not acknowledge f-JN Roo fing addenda Reference: Purchasing By-law No. 5900-01, rtex Roofing Procedure No. PUR 010-0011 10.04, Item 7-12; Information to Bidders Items 3(b), 7, 15, 16, 18, 26, 271 - Crawford Roofing Corporation Advertisement; City of Pickering Website, Supply & Services, General Information - General Instructions, Aseal Roofing & Sheet Metal Ltd. Item 1; and City of Pickering Website, Current Bid Opportunities - Downloading Instructions. Pursuant to Information to Bidders Item 19, the following will be requested of the l bidder for to your review during the evaluation stage of this. tender call..Please advise when you wish proceed with this task. (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 Workpiace 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 & Insurance Board; (d) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; Include the following items in your Report to Council: (a) if items (a) through (c) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (d) - Insurance -'is acceptable to the Manager, Taxation; (c) without past work experience, if reference information of the low bidder T. Hamilton & Sons Roofing Inc. is acceptable; (d) the appropriate account number(s) to which the project 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 T. Hamilton & Sons Roofing is not acceptable; and (i) related comments specific to the project. 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 ou require further information, please feel free to contact me or a member of Supply & S ices. 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