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HomeMy WebLinkAboutCR 07-13 ��t� �� Report to '�' Executive Committee � � PICKERING RePo� Number: cR o�-�s Date: April 15, 2013 From: Stephen Reynolds Director, Culture & Recreation Subject: Tender for West Shore Community Centre Entrance & Washroom Renovation Project - Tender No. T-8-2013 - File: A-1440 Recommendation: 1. That Report CR 07-13 of the Director, Culture & Recreation regarding the West Shore Community Centre Entrance &Washroom Renovation Project be received; � 2. That Tender No. T-8-2013 submitted by Direct Construction Co. Ltd. in the amount of$162,720.00 (HST included) be accepted; 3. That the total gross project cost of$236,566.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $213,035.00 (net of HST rebate), be approved; 4. That Council authorize the (Acting) Division Head, Finance & Treasurer to fund the project as follows: a) the sum of$70,940.00 as provided for in the 2013 Community Centres Capital Budget to be funded from the Community Infrastructure Improvement Fund (CIIF) Federal Grant; b) the sum of$142,000.00 as provided for in the 2013 Community Centres Capital Budget to be funded from a five-year internal loan at a rate to be determined; and c) the balance of$95.00 to be funded from property taxes; and I 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: The City of Pickering has been approved for funding under the Community Infrastructure Improvement Fund for the West Shore Community Centre Entrance and Washrooms. This project was approved in the 2013 Capital Budget in the amount of$314,344. Report CR 07-13 April 15, 2013 Subject: Tender for West Shore Community Centre Entrance . & Washroom Renovation Project � � Page 2 The West Shore Community Centre Entrance and Washroom Renovation project will include installing an accessible entrance to the community centre which includes a ramp and railing, redesigning and installing an upgraded interior entrance space, replace lighting with new energy efficient lighting controls and fixtures, upgrading existing washroom facilities and constructing an accessible washroom. The low bid submitted by Direct Construction Co. Ltd. in the amount of$162,720.00 (HST included) is recommended for approval. The total gross project cost is estimated at $236,566.00 and the total net project cost is estimated at $213,035.00 (net of HST rebate). Financial Implications: 1. Tender No. T-8-2013 Accessibility Upgrades/Alternations to West Shore $144,000.00 HST (13%) 18,720.00 Total Gross Tender Cost �162,720.00 2. Estimated Pro"ect Costin Summa Tender No. T-8-2013 for Accessibility Upgrades/Alternations to West Shore $144,000.00 Miscellaneous Costs 2,000.00 Communication Costs (project signage, public . 5,000.00 announcement) Consulting Costs 28,350.00 Construction Contingency 30,000.00 Total Project Costs $209,350.00 HST (13%) 27,216.00 Total Gross Project Cost $236,566.00 HST Rebate (11.24%) �23,531.00) Total Net Project Cost $213,035.00 CORP0227-07/01 revised Report CR 07-13 April 15, 2013 ' Subject: Tender for West Shore Community Centre Entrance I &Washroom Renovation Project Page 3 �I I 3. A roved Source of Funds pp � Communit Centres Bud et Account Code Source of Funds Budget Required 5719.1303.1610 Federal Grants $104,677.00 $70,940.00 5719.1303.1711 Internal Loan (5 year) 209,000.00 142,000.00 5719.1303.2823 Property Tax 667.00 95.00 $314,344.00 �213a035.00 Project Cost under (over) approved funds by , $101,309.00 The City of Pickering was successful in receiving a Federal Grant with the Community Infrastructure Improvement Fund for the West Shore Community Centre Entrance and Washroom Renovation project that covers up to a third of the total project cost. The estimated project cost submitted for the grant application was $314,344, out of which $104,677.00 (1/3) was approved to be funded by the CIIF grant. The amount reimbursable by this grant is limited to 33.3% of the total cost of the project. The City bears the remaining share of the 66.7%. As the tender came in under than the j estimated cost submitted for the grant application, the amounts to be funded from the CIIF grant and City's share have been adjusted accordingly. Table 3 provides the amount to be funded from each party according to the approved funding ratio. As per the contribution agreement for the CIIF grant, this project must be completed by March 31, 2014 and as such immediate project mobilization is critical to this project. Discussion: The West Shore Community Centre Entrance and Washroom Renovation Project was approved by Council in the 2013 Capital Budget in the amount of$314,344.00. As part of the City of Pickering Five Year Accessibility Plan (2011-2016), renovations at the West Shore Community Centre (WSCC) was identified as a 2013 capital project. A number of improvements to the WSCC entrance and washroom facilities are required in order to provide barrier free access to facility users. The West Shore Community Centre Entrance and Washroom Renovation project will include the installation of an accessible entrance with ramp and automatic doors; redesigned interior entrance space with new recycled flooring and energy efficient windows; upgraded washroom facilities with energy efficient fixtures and the installation of a new universal washroom; and, energy efficient lighting replacement to the entrance CORP0227-07/01 revised Report CR 07-13 April 15, 2013 Subject: Tender for West Shore Community Centre Entrance &Washroom Renovation Project Page 4 area and washroom facilities. West Shore Community Centre is a well used facility for programs and events. These upgrades will provide accessible access to all facility users regardless of their abilities. Bids have been received to the tendering call, which closed on Tuesday, March 26th, 2013. A mandatory site visit was held on Thursday March 14, 2013 for the eight ; prequalified contractors selected to submit a tender for this project. The low bid was submitted by Direct Construction Co. Ltd. ! Jurecka + Associates, consultant on the renovation project, recommends Direct Construction Co. Ltd. as the lowest acceptable qualified bidder. The Health and Safety Policy, a current WSIB Workplace Injury Summary Report, Clearance Certificate issued by Workplace Safety and Insurance Board (WSIB) as submitted by Direct Construction Co. Ltd. have been reviewed by the Coordinator, Health & Safety and deemed acceptable. Certificate of Insurance is deemed acceptable to (Acting) Manager, Budgets & Internal Audit. In conjunction with staff's review of the contractor's previous work experience, check of references and bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Culture & Recreation Department recommends the acceptance of the low bid submitted by Direct Construction Co. Ltd. for Tender No. T-8-2013 in the amount of$162,720.00 (HST included) and that the total net project cost of$213,035.00 be approved. ' Attachments: � 1. Location Map 2. Supply & Services Memorandum dated March 26, 2013 3. Letter from Paul Jurecka, Jurecka + Associates Architects Inc. dated March 27, 2013. Prepared By: Approved/Endorsed By: � Marisa Carpino ` Stephen Rey old� Manager, Culture & ecreation Director, Culture & Recreation CORP0227-07/01 revised Report CR 07-13 April 15, 2013 Subject: Tender for West Shore Community Centre Entrance - . & Washroom Renovation Project Page 5 Vera A. Felge acher Stan Karwowski C.P.P., CPPO, CPPB, C.P.M., CMM III (Acting) Division Head, Finance & � Manager, Supply & Services Treasurer ., ��+�-- � � . Caryn Kong, CGA Paul Bigio Senior Financial Analyst-Capital & Director, C r.por te rvices & City Solicitor Debt Management Treasurer SR:mc , _ I Recommended for the consideration � of Pickering Cit Council . ,4 ' 2, zo�3 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised �`('TACHMENT# � TC3 REPORT#C� �� "— � � -�°":. .,... �.. . 'f�..� D��� _�....-� � ..�.. H�N P� . "� ..�. ��" ..--�--`�`�� .w---.....,�.. `` .�.. ,� r�.. .�- 2 2 , _ �... ....-S�R��� �__� .��--- � . ..�- .�.. �- �,� _ BP� _ �........ .�-w--= �, __.........---- S U BJ ECT � SITE WEST S RE CO N TY CENTR �l�El�l C H M/-� l�l 'S B,q Y [� � �° aQ � a ___ _�_� ______�_ � _�_ ._�`` . =� __��._________ DRIVE , VISTULA ___ _____�� . _-__ ._ , � _--__ ____ , �_ - � _ ❑ � ' � ENG�tvEERIi�G&PUBL�C ATTACHMENT FOR COMMUNITY woxics DEPARTMENT SERVICES REPORT CR 07-13 � �� , ; CAPITAL PROJECTS& INFRASTRUCTURE RENOVATION PROJECT T-8-2013 � � S�^�E °"TE WEST SHORE COMMUNITY CENTRE N.T.S March 25/2013 ��T�CHNi�NT# 2 TU�CEPORT# � ��— �� �L� O� ��� � � � PICKERING � M (�1'Y1 O � To: Stephen Reynolds March 26, 2013 - Director, Culture &_Recreation From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Culture & Recreation Supervisor, Facilities Operations - Subject: Tender No. T-8-2013 Tender for West Shore Community Centre Entrance &Washroom Renovation Project - 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 prequalified companies to download the tendering documents for the above mentioned #ender. One (1) addendum was issued on this project. A mandatory site visit was held on Thursday, March 14, 2013. Ten (10) companies attended the site visit of which six (6) bidders submitted a t�nder and one (1) bidder responded as unable to 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, 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 II 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 Direct Construction Co. Ltd. $162,720.00 � $162,720.00 � _ M/2 Group Inc. $224,618.01 $224,618.01 DASD Contracting Inc. $225,830.50 $225,830.50 � Gerr Construction Ltd. $231,650.00 . $231,650.00 � Rutherford Contracting Ltd. $319,790.00 $319,790.00 BECC Construction Ltd. $395,500.00 $395,500.00 HN Construction Ltd. Unable to Bid . � - References have already been checked-and deemed acceptable during the prequalification process of Request for Proposal No. RFP-9-2012 - Pursuant to Information to Bidders Item 32, the following will be requested of the low bidder, Direct Construction Co. Ltd. for your review during the evaluation stage of this tender call. Advise when you wish us to proceed with this task. (a) the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer (received with tendering document); , (b) the City's Accessibility Regulations for Contracted Services form currently dated � and signed (received with tendering document); (c) list of Sub-Contractors in accordance with General Conditions Item 30 (received with tendering document); and � (d) Waste Management Plan to be used on this project in accordance with Tendering Specifications Item 18. , . . Please include the following items in your Report to Council: (a) if item (a) — Insurance — is acceptable to the (Acting) Manager, Budgets & Internal Audit; . (b) the appropriate account number(s) to which this work is to be charged; (c) the budget amount(s) assigned thereto; (d) Treasurer's confirmation of funding; (�e) related departmental approvals; and . (fl related comments specific to the project. P�lease do not disclose any iriformation 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 y u require further information, please feei free to contact me or a member of Supply & Se ices. . . ,.�. . ' VAF/jg Attachments � � March 26, 2013 Tender No. T-8-2013 Page 2 I, West Shore Community Centre Entrance & Washroom Renovation Project � , . � ' � _ ,r G� C� :CJ � C7 G� 00� � C� 0 ;`- _:;"''` . ' z Q. (D ? rtpD am N Q �' ;, :c�. ,, n ' -, ,-„ � ' Cn � C� m \ -� (p r ,n�, W `} � � OC�'i �, 0 'an G� � Q :; • � rt ~. o � ~. � c o ''� • � � � � n. �- ->m m C � rt rt � � : :i�[;y-;., ? . ��-, n r v � � � '. �%'Z.'.:.;'.; . cD O = R t� C c� C c.>.�^v'.?, 7 O • '_" h C� rt . :���' �,:'. o ' r' � cQ ° ° �?` '> � a � ? 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':N: . -O � _ _ _ _ - _ Q:t;,,�.a..;fD:: -s �7 � ' � � � � � �( -�''�`:� X 7 . � . �' � Q � �p p ;3r."�':;•:Q:` N .c ,o;:..;.:.- Q �a g � �o �� ��, ;�: -::.:;� �; � y b rt::,. :� .a 3 m- � 'o � � o , `��{..;�.; � -� ,.0;':•.. y • }_ ��-,,, . . m.,,_,.; z:`='.,. , ;::�>:-;:. � _ ;`.,;�..;;., � � . � , . , - A�`�"ACF�M�NT#t�T�REFORT# C�, O� ^ L �J � �urecka � Associates Architects Enc � 150 Glendale Ave, � • �01'4f1tQ, ��R��2 � March 27, 2013 tel 41fi-�72-9385 fx 866-475-7256 www.jurecka . ca Division of Culture & Recreation City of Pickering One, The Esplinade Pickering, Ontario L1 V 6K7 Attn: Marisa Carpino, Division Head Re: Review of Tender T-8-2013: West Shore Community Centre Entrance and Washroom Renovation Project Dear Ms. Carpino: The lowest tender for the West Shore Community Centre was submitted by Direct Construction Company Ltd.. The City has already prequalified this contractor as part of their recent process, so I have not sought to further review their experience at this stage.. Although we have no direct experience with them, we trust th�at Direct Construction Company Ltd, the lowest acceptable qualified bidder for your tender no. T-15-2012 has satisfied the tender requirements and is qualified to undertake this project as the General Contractor. Since your purchasing policy requires that you take the lowest bid, we accept that you award the contract to Direct Construction Company Ltd,. on the basis of their bid submitted March 26, 2013. The base bid (including HST) should result in a contract amount of$162,720.00. We further advise that you carry a contingency of at least 10% for unforeseen conditions or associated project expenses. Sincerely, Paul Jurecka OAA Jurecka + Associates Architects Inc.