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Home My WebLink AboutCS 17-11 City 00 Report To _ Council ICKERIN Report Number: CS 17-11 Date: April 18, 2011100 From: Everett Buntsma Director, Community Services Subject: Pickering Museum Village - Site Improvement Works - Tender No. T-2-2011 - File: A-1440 Recommendation: 1. That Report CS 17-11 regarding Tender No. T-2-2011 for the Pickering Museum Village, Site Improvement Works be received; 2. That Tender No. T-2-2011 submitted by Iron Trio Inc. in the total tendered amount of $343,530.31 (HST included) be accepted; 3. That the total gross project cost of $402,855 (HST included) and a net project cost of $362,783 including the total tendered amount 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 $72,557 as provided for in the 2009 Capital Budget be funded through a donation from the Pickering Museum Foundation; b) The sum of $50,790 as provided for in the 2009 Capital Budget be funded by Property Taxes; c) The sum of $119,718 as provided for in the 2009 Capital Budget be funded by the Building Canada Fund - Communities Component (BCF-CC) Intake 1 - Federal Grant; d) The sum of $119,718 as provided for in the 2009 Capital Budget be funded by the Building Canada Fund - Communities Component (BCF-CC) Intake 1 - Provincial Grant; e) the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to affect the foregoing; and Report CS 17-11 April 18, 2011 Subject: Pickering Museum Village Page 2 1 G 1 Site Improvement Works, Tender No. T-2-2011 5. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. Executive Summary: The Pickering Museum Village Restoration and Upgrade Project was approved at a total cost of $885,000 with funding from the Building Canada Fund - Communities Component Intake One grant (BCF-CC Intake 1), comprising of one-third each from both the federal and provincial governments. The remaining one- third is to be funded by a contribution from the Pickering Museum Foundation and City of Pickering. This project is comprised of various components including building restorations and upgrades to the infrastructure at the Pickering Museum Village. Tender No. T-2-2011 for the site improvement works is the final component of this project. The balance of funds ($373,000) from this project are directed towards this component. The grant funding for this project is based on an expense reimbursement process. The City submits its costs (invoices) and the federal and provincial governments review these costs to ensure that they are eligible for funding. The City's Purchasing Policy requires staff to report to Council on the results of a public tender. In accordance with Purchasing Policy Item 04.07 (revised 2007), a formal tender exceeding $108,000 is subject to Council approval. Bids have been received and upon subsequent review and investigation, the low bid of $343,530.31 (HST included) submitted by Iron Trio Inc. is recommended for approval. Financial Implications: 1. TENDER AMOUNT T-2-2011 (base bid) $263,694.12 Lighting system in Village (Separate Price - Item 3 - Form of Tender) 28,635.00 Coach lamps on drive shed (Separate Price - Item 4 - Form of Tender) 11.680.00 Sub-Total 304,009.12 HST (13%) 39,521.19 Sub-Total $343,530.31 HST Rebate (11.24%) (34,170.63) Total $309,359.68 CORP0227-07/01 revised Report CS 17-11 April 18, 2011 Subject: Pickering Museum Village Page 3 Site Improvement Works, Tender No. T-2-2011 102 2. APPROVED SOURCE OF FUNDS O & ES Capital Budget Location Project Code Source of Funds Budget Required Pickering Museum 5744.0901 Donation-Pickering Village - Site Museum Foundation $74,600 $72,557 Improvement Works Property Taxes $52,220 $50,790 BCF-CC Intake 1 $123,090 $119,718 Federal Grant BCF-CC Intake 1 $123,090 $119,718 Provincial Grant FUNDS AVAILABLE $373,000 $362,783 3. ESTIMATED PROJECT COSTING SUMMARY T-2-2011 $304,009 Miscellaneous & Tender Costs 2,500 Consultants Design and Administration Fees 20,000 Contingency 30,000 Total $356,509 HST (13%) 46,346 Total Gross Project Cost $402,855 HST Rebate (11.24%) (40,072) Total Net Project Cost $362,783 Under/(Over) Budget $10,217 Sustainability Implications: Completion of this project will result in improved safety and accessibility for our residents as they visit this facility. Background: Cosburn Giberson Consultants Inc. was retained by the City of Pickering to prepare drawings and specifications for Site Improvement Works at the Pickering Museum Village. Two areas of concern are being addressed; the steps and trail down from the Administration Building and drainage from Greenwood Road into the Village at Gate 3, which is located at the Steam Barn. CORP0227-07/01 revised Report CS 17-11 April 18, 2011 103 Subject: Pickering Museum Village Page 4 Site Improvement Works, Tender No. T-2-2011 Trail work includes the removal of the deteriorating timber steps and regrading of the area for the construction of a ramp, installation of a retaining wall and railings, addition of stabilizers to the trail surfacing, improved drainage along the trail to reduce erosion of the trail surfacing, installation of low level lighting along the trail and associated landscape works. Work at Gate 3 includes the installation of bioswales and subdrainage systems to collect and weep away both surface runoff from Greenwood Road and ground water that has been affecting the function of the work yard in front of the Steam Barn Shed and the rear yard of the Collins House. To cause the least amount of disruption to the Museum's programs and events, the work related to the Museum Yard and Village is to start mid-April and be substantially complete prior to May 23, 2011. This has made it necessary to send this report direct to the Council meeting of April 18, 2011. Bids have been received to the tender call, which closed on March 15, 2011. Twelve (12) companies were invited to participate. An advertisement was placed in the Daily Commercial News and on the City's Website. A mandatory site visit was held on Thursday, March 3, 2011. Nineteen (19) bidders attended, of which eight (8) bidders responded and submitted a bid for this project. The low bid of $343,530.31 (HST included) submitted by Iron Trio Inc. is recommended for approval. Iron Trio Inc. references have been checked and are deemed acceptable by the Coordinator, Landscape & Parks Development. The Health & Safety Policy, WSIB Workplace Injury Summary Report and WSIB Clearance Certificate as submitted by Iron Trio Inc., have been reviewed and deemed acceptable by the Coordinator, Health & Safety. The Certificate of Insurance has been reviewed by the Manager, Finance & Taxation and is deemed acceptable. In conjunction with staffs review of the contractor's previous work experience, check of references submitted and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Community Services Department recommends the acceptance of the low bid submitted by Iron Trio Inc. for Tender No. T-2-2011 (including Separate Price Items 3 and 4 for electrical and lighting work in the Village and at Gate 3) in the amount of $343,530.31 (HST included) and that the total net project cost of $362,783 be approved. The Pickering Museum Village Foundation (PMVF) wishes to purchase the lighting for the pathway (included in the tender as Separate Price Item 1, bid at $54,690 and Separate Price Item 2, bid at $6,800 plus HST) in the total amount of $69,483.70 (HST included) and are not part of the Project Costs. This will be through an arrangement directly between the PMVF and this contractor, taking advantage of the tendered pricing. Ownership of the purchased lighting will be transferred to the City. CORP0227-07/01 revised Report CS 17-11 April 18, 211 4 Subject: Pickering Museum Village Page 5 Site Improvement Works, Tender No. T-2-2011 This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Summary Memorandum from Supply & Services dated March 16, 2011 Prepared By: Approved/Endorsed By:' ~ Arnold Mostert, OALA Everet Bunt Coordinat r, Landscape & Parks Director, Community Services Developm nt r~ r Vera Felgem Cher illis Paterson CSCMP, CPPO, CPPB, C.P.M., CMMIII Director, Corporate Services & Treasurer Manager, Supply & Services Caryn Kong, CGA Stephen olds Senior Financial Analyst - Capital & Division Head, Culture & Recreation Debt Management AM:ds Copy: Chief Administrative Officer CORP0227-07/01 revised Report CS 17-11 April 18, 2011 Subject: Pickering Museum Village Page 6 105 Site Improvement Works, Tender No. T-2-2011 Recommended for the consideration of Pickering City ouncil rZ , 2011 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised - ATTACH` Mi EN TO REPORT#=17-I kElm EMERGENCY SERVICES D ~ ~ ~ ~ RECEIVED s 1 r N FILE NO. emo 1811 BICENTENNIAL 2011 ABEY TO ❑_F_WD D COPY ❑ CIRCULATE MAYOR COUNCIL CAO CLERK To: Everett Buntsma CUL & REC CORP SERVICES MPE HUMAN RESOURCES arch 16 2011 Director, Community Services MPE OPS CENTRE LEGAL FAC OPERATIONS OFFICE SUSTAIN PLAN & From: Vera A. Felgemacher OEV Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Coordinator, Landscape & Park Development Subject: Tender No. T-2-2011 Tender for Pickering Historic Museum Village Site Improvement Works - File: F-5400-001 Tenders have been received for the above project. An advertisement was placed in the Daily Commercial News and on the City's website inviting companies to download the tendering documents and drawings for the above mentioned tender. One (1) addendum was issued on this project. A mandatory site visit was held on Thursday, March 3, 2011 and nineteen (19) bidders attended of which eight (8) bidders responded and submitted a tender for this project. 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). However, all bids have been retained for review at this time. Copies of the tenders are attached for your review along with the summary of costs. SUMMARY Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Iron Trio Inc. $297,974.36 $297,974.36 Lakeridge Contracting Ltd. $321,910.45 $321,910.45 Hawkins Contracting Services $349,784.72 $349,784.72 Ltd. Rutherford Contracting Ltd. $361,552.94 $361,541.64 Dig Con International $379,675.48 $379,675.48 Cedar Springs Landscape $414,297.37 $386,046.82 Group Ltd. smr +}REPOR7Ltd.PUR utomatic rejection -Addenda not acknowledged. 2'x eference: Purchasing By-law No. 5900-01, Procedure No. 7 -)al Construction 010-001, 10.04, Items 7-(12), Information to Bidders - em 7(b), 20, 21, 22, 29, 30, Addendum #1, Advertisement and Website. Automatic rejection - Addenda not acknowledged. Reference: Purchasing By-law No. 5900-01, Procedure No. Melfer Construction Inc. PUR 010-001, 10.04, Items 7-(12), Information to Bidders - Item 7(b), 20, 21, 22, 29, 30, Addendum #1, Advertisement and Website. The following clauses are available while reviewing bids: Separate Price Schedule - Form of Tender, Item 2: The City reserves the right to consider, accept or not accept any proposed substitution to abase bid prior to award. Substitution Price Schedule - Form of Tender, Item 2: The City reserves the right to consider, accept or not accept any proposed separate price to add to the base bid prior to award. Addendum No. 1 - Information to Bidders - Item 21 (e)-1: The City may substitute items from within the base bid with selected items using the extended price column of the Substitution Price Schedule and/or may select items using the lump sum price column from the Separate Price Schedule to add to the base bid to maximize funds available in the budget prior to an award. The extended price column and/or lump sum price column from compliant bids would be reviewed equally subject to available funds in the budget. SUBSTITUTION PRICE SUMMARY Harmonized Sales Tax Excluded Hawkins Cedar Lakeridge Contracting Rutherford Dig Con Springs Iron Trio Inc. Contracting Contracting Ltd. Services Ltd. International Landscape Ltd. Group Ltd. Section Extended Extended Extended Extended Extended Extended No. Price Price Price Price Price Price 02515 Item 3.3 $1,041.00 $975.00 $750.00 $679.98 $420.00 $885.00 Item 3.4, $6,380.00 $5,896.00 $5,500.00 $5,785.01 $19,250.00 $3,102.00 Item 3.6 $25,220.00 $39,650.00 $43,875.00 $39,982.80 $48,750.00 $44,070.00 Item 3.7 $12,000.00 $15,000.00 $16,875.00 $14,952.00 $18,750.00 $16,950.00 Item 3.8 $10,560.00 $13,200.00 $14,850.00 $13,167.22 $16,500.00 $14,916.00 March 16, 2011 Tender No. T-2-2011 Page 2 Tender for Pickering Historic Museum Village Site Improvement Works F f TO REPORT#_ 7- SEPARATE PRICE SUMMARY 1 03 Harmonized Sales Tax Excluded Lakeridge Hawkins Rutherford Cedar Iron Trio Contracting Contracting Contracting Dig Con Springs Inc. Ltd. Services Ltd. International Landscape Ltd. Group Ltd. (tern No Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum No. 1 $54,690.00 $74,900.00 $78,000.00 $74,749.47 $65,000.00 $46,000.00 2 $6,800.00 $2,400.00 $2,600.00 $2,394.22 $7,600.00 $11,400.00 3 $28,635.00 $25,300.00 $27,000.00 $25,213.07 $43,000.00 $34,250.00 4 $11,680.00 $9,580.00 $10,300.00 $9,561.23 $4,500.00 $3,850.00 Cosburn Giberson Consultants Inc. 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. Pursuant to Information to Bidders Item 24, and subject to reviewing the bids equally as noted above, the following will be requested of the recommended low bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to 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 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 & Insurance Board; (d) the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer; (e) list of sub-contractors in accordance with GC Item 32; and (f) such further information, as the City may request in writing. March 16, 2011 Tender No. T-2-2011 Page 3 Tender for Pickering Historic Museum Village Site Improvement Works t' 1ENT# TO REPORT# 109 Please 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) any past work experience with the low bidder including work location; (d) without past work experience, if reference information is acceptable; (e) the appropriate account number(s) to which this work is to be charged; (f) the budget amount(s) assigned thereto; (g) Treasurer's confirmation of funding; (h) related departmental approvals; 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 yo require further information, please feel free to contact me or a member of Supply & Serv ces. VAF/jg Attachment March 16,, 2011 Tender No. T-2-2011 Page 4 Tender for Pickering Historic Museum Village Site Improvement Works