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Home My WebLink AboutCR 03-13 ��o� Report to �� Executive Committee � � PI �KERI Report Number: CR 03-13 Date: April 15, 2013 From: Stephen Reynolds Director, Culture & Recreation Subject: Tender for Roof Replacement at Petticoat Creek Community CentFe& Library - Tender No. T-3-2013 - File: A-1440 � Recommendation: 1. That Report CR 03-13 of the Director, Culture & Recreation regarding the Roof Replacement at Petticoat Creek Community Centre & Library be received; - 2. That Tender No. T-3-2013 submitted by T. Hamilton & Son Roofing Inc. in the � amount of$505,070.45 (HST included) be accepted; 3. That the total gross project cost of$580,780.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $523,010.00 (net of HST rebate), be approved; 4. That Council authorize the (Acting) Division Head, Finance & Treasurer to finance the project as provided for in the 2013 Community Centres and Library Capital ',, Budgets in the amount of$523,010.00 from the Federal Gas Tax Reserve Fund; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. � Executive Summary: The existing roof structure at Petticoat Creek Community Centre & Library has failed prematurely in a number of key areas. Roof slippage has occurred due to a flat roof installed on an angle without adequate back nailing of the felts. This results in tearing of the felts and penetration of water through the tear. In addition, the pitch of the roof has resulted in the gravel (which protects the felts and base of the roofl to slide off the roof leaving many locations susceptible to weathering and UV ray deterioration. . The roof replacement project will replace the roof and damaged insulation with a 30 year guarantee on a "white roof' which provides increased insulation (additional 2") and improved R-Value for the roof. The replacement of the structure with a "white roof' will eliminate the leakage issues and reduce energy costs. � Report CR 03-13 April 15, 2013 Subject: Tender for Roof Replacement at Petticoat Creek Community Centre & Library � Page 2 The low bid submitted by T.. Hamilton & Son Roofing Inc. in the amount of$505,070.45 (HST included) is recommended for approval. The total gross project cost is estimated at $580,780.00 and the total net project cost is estimated at $523,010.00 (net of HST rebate). Financial Implications: 1. Tender No. T-3-2013 Roof Replacement at Petticoat Creek $446,965.00 Community Centre & Library HST (13%) $58,105.45 Total Gross Tender Cost $505�070.45 2. Estimated Pro'ect Costin Summa j Tender No. T-3-2013 for Roof Replacement at Petticoat Creek Community Centre & Library $446,965.00 Miscellaneous Costs $2,000.00 Contract Costs to disconnect & reconnect HVAC system $20,000.00 Construction Contingency $45,000.00 Total Cost $513,965.00 HST (13%) 66,815.00 Total Gross Project Costs $580,780.00 HST Rebate (11.24%) l57,770.00) Total Net Project Costs $523,010.00 3. Approved SoWrce of Funds Communi Centres 8� Libra Bud ets Approved Code Source of Funds Budget Required . , 5719.1311.6181 Federal Gas Tax $290,000.00 $261,505.00 5800.1304.6181 Federal Gas Tax $290,000.00 $261,505.00 Total Funds � _ $580.000.00 $523�010.00 Project Cost under (over) approved funds by $56,990.00 CORP0227-07/01 revised Report CR 03-13 Aprii 15, 2013 Subject: Tender for Roof Replacement at Petticoat Creek Community Centre & Library Page 3 Discussion: The Roof Replacement at the Petticoat Creek Community Centre and Library was approved by Council in the 2013 Capital Budget in the total amount of$580,000. The Petticoat Creek Community Centre and Library was constructed in 2001. The roof design was new to the industry which provided for a flat roof detail applied to a sloping � roof. Specifically, it is a "built up" roof constructed of layers of felts, fabrics and layers of bitumen, covered by a flood of gravel. � Unfortunately, the roof felts have slipped on the slope resulting in tearing of the felts. The moisture then saturates the insulation reducing the insulation efficiency and providing a home for bacteria and moisture. Also, the protective gravel has migrated due to erosion by the rain and snow resulting in dislodging the flashing on the low side of the roof. The exposed layers of felts have eroded and caused leaking. This slippage as well as wind and water erosion of the protective gravel allows for blistering of the roof, drying of the membrane and.deterioration of the asphalt coating which protects (water repellent) for the felts. This results in blistering and water absorption which over time through the freezing and heating cycle deteriorates the roof. The replacement work will replace the roof and damaged insulation with a 30 year guarantee on a "white roof' which provides increased insulation (additional 2") and improved R-Value for the roof. The white coating is reflective which reduces the air conditioning requirements (energy costs) in the summer months at the facility. � Bids have been received to the tendering call, which closed on Thursday, March 7, 2013 for the Roof Replacement at Petticoat Creek Community Centre & Library. A mandatory site visit was held on Thursday, February 21, 2013 and 22 bidders attended of which 12 bidders submitted a tender for this project. The low bidder, T. Hamilton & Son Roofing Inc., has submitted a copy of the Health & Safety Policy to be used on this project, a copy of the current WSIB Workplace Injury I Summary Report and Clearance Certificate issued by WSIB that are acceptable to the Coordinator, Health & Safety. Certificate of Insurance is deemed acceptable to (Acting) Manager, Budgets & Internal Audit. T. Hamilton & Son Roofing Inc. is on a current , service contract with the City of Pickering to provide roof repair service as required and have completed work to the satisfaction of facilities staff: Upon careful examination of all tenders and relevant documents received, the Culture & Recreation Department recommends the acceptance of the low bid submitted by T. Hamilton & Sons Inc. for Tender No. T-3-2013 in the amount of$505,070.45 (HST included) and that the total net project cost of$523,010.00 be approved. CORP0227-07/01 revised Report CR 03-13 April 15, 2013 Subject: Tender for Roof Replacement at Petticoat Creek Community Centre & Library Page 4 Attachments: � 1. Location Map 2. Supply & Services Memorandum dated March 8, 2013 Prepared By: Approved/Endorsed By: � Marisa Carpi Stephen Re ds . Manager, Cul & Recreation Director, Culture & Recreation � Vera A. Felgemach r � Cathy Grant C.P.P., CPPO, CPPB, C.P.M., CMM III Chief Executive Officer, Pickering Public Manager, Supply & Services Library ��^^�"_� , Caryn Kong, CGA Stan Karwowski Senior Financial Analyst-Capital & (Acting) Division Head, Corporate Services .� Debt Management & Treasur Paul Bigio Director, C rporate Services & City Solicitor MC:Ig Recommended for the consideration of Pickering City Council � . zl, 2013 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised AT°iACHMENI`#�°TO REFORT# C.�� 3-� � 18� o� oc� o� a � � o� �� , �� 0 P� 0 2 � PETTICOA CREEK SUBJECT COMMUNI CENTRE SITE & ��B�, Y � . �� , � �� ,.;{ ;-~ > � .; -�� d � �� -� � `� P � . � ��` � �� ENGINEERING&PUBLIC ATTACHMENT FOR COMMUNITY WOCAP AL,PROJEC S 8� SERVICES REPORT CR 03-13 � �� fNFRASTRUCTURE TENDER T-3-2013 ROOF REPLACEMENT FOR � � S�A�E: N.T.S DAMarch 11/2013 PETTICOAT CREEK COMMUNITY CENTRE& LIBRARY �� o� A�`TkCH�iEIVT# Z T'�REPORT#.� 03� �3 �� P��, i b� � � � PICKERING � � M e I'Yl O To: , Stephen Reynolds March 8, 2013 Director, Culture & Recreation , , From: Vera A. Felgemacher . � Mariager, Supply & Services Copy: Manager, Culture & Recreation Supervisor, Facilities Operations . Subject: Tender No. T-3-2013 . Tender for Roof Replacements at Petticoat Creek Community Centre and Library - 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 for the above mentioned tender. One (1) addendum was issued on this project. A mandatory site visit was held on Thursday, February 21, 2013 and twenty two (22) bidders. attended of which twelve (12) 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 90 days after the official closing date and time. � Purchasing Procedur.e No. PUR 010-001, Item 13.03 (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 13.03(w). Three (3) 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 Base Bid � After Calculation Check � Total Tendered Amount , T. Hamilton & Son Roofing Ltd: . $505,070.45 $505,070.45 Eileen Roofing Inc. � � $520,930.00 �520,930.00 Solar Roofing & Sheet Metal $542,400.00 $542,400'.00 Ltd: Nortex Roofing Ltd. � $556,525.00 $556,525.00 Hamlet Roofing Ltd. $559,858.50 . $559,858.50 Crawford Roofing Corp. $585,114.00 - $585,114.00 Al'TACHMENT# 2 TO REPORT#� U3 `�� . P�ge 2- �� 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 & Servi es. . 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