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Home My WebLink AboutCR 08-1317 =I--= From: Marisa Carpino Director, Culture & Recreation Subject: Tender No. T -4 -2013 Report to Executive Committee Report Number: CR 08 -13 Date: May 13, 2013 - Tender for Replacement of Air Handling Units and Return Fans, Pickering Recreation Complex - File: A -1440 Recommendation: That Report CR 08 -2013 of the Director, Culture & Recreation regarding the replacement of the Air Handling Units and Return Fans at the Pickering Recreation Complex be received; 2. That Tender No. T -4 -2013 submitted by Canadian Tech Air Systems Inc. at a cost of $142,577.75 (HST included) be accepted; 3. That the total gross project cost of $198,194.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $178,480.00 (net of HST rebate) be approved; 4. That Council Authorize the (Acting) Division Head, Finance & Treasurer to finance the project in the amount of $178,480.00 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: Existing air handling units SF -14 and SF -16 and return fans RF -14 and RF -16 at the Pickering Recreation Complex have reached the end of their useful life cycle. Replacement of the units will result in greater energy efficiencies. The low bid submitted by Canadian Tech Air Systems Inc. in the amount of $142,577.75 (HST included) is recommended for approval. The total gross project cost is estimated at $198,194.00 and the total net project cost is estimated at $178,480.00 (net of HST rebate). Report CR 08 -13 Financial Implications: 1. Tender No. T -4 -2013 May 13, 2013 Page 2 Air Handling Units $126,175.00 HST (13 %) 16,402.75 Total Gross Tender Cost $142,577.75 Z. Estimated Project costina summa Tender No. T -4 -2013 for Air Handling Units Miscellaneous Costs Construction Contingency VFD's & Honeywell Controls Allowance Designated Substance Remediation Work Total Project Costs HST (13 %) Total Gross Project Cost HST Rebate (11.24 %) Total Net Project Cost 3. Approved Source of Funds Recreation Account Code 5731.1305.6181 — core Budget Source of Funds Federal Gas Tax Budget $180,000.00 $180,000.00 $126,175.00 2,000.00 13,000.00 26,218.00 8,000.00 $175,393.00 22,801.00 $198,194.00 (19,714.00) Required $178,480.00 $178,480.00 Project Cost under (over) approved funds by $1,520.00 Discussion: The replacement of two Air Handling and Return Fans (SF -14 & 16, RF -14 & 16) at the Pickering Recreation Complex was approved in the 2013 Capital Budget in the amount of $180,000.00. The existing air handling units have reached the end of their useful life cycle. Replacement of the units located in the fitness and tennis court areas will result in greater energy efficiencies. Report CR 08 -13 May 13, 2013 Page 3 Bids have been received to the tendering call, which closed on Wednesday, March 20, 2013 for the replacement of the Air Handling Units and Return Fans at the Pickering Recreation Complex. An advertisement was placed in the Daily Commercial News and on the City's Website. A mandatory site visit was held on Tuesday, February 26, 2013 and 19 bidders attended of which 6 bidders responded and submitted a tender for this project. The low bid was submitted by Canadian Tech Air Systems Inc. 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 Canadian Tech Air Systems Inc. have been reviewed by the Coordinator, Health & Safety and deemed acceptable. Certificate of Insurance is deemed acceptable to the (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 Canadian Tech Air Systems Inc. for Tender T -4 -2013 in the amount of $142,577.75 (HST included) and that the total net project cost of $178,480.00 be approved. Attachments: 1. Location Map 2. Supply & Services Memorandum dated March 20, 2013 Prepared By: Approved /Endorsed By: 6 ppewinnell rvis�r, Facilities Operations Vera A. Felgeri acher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services Marisa Carpino Director, Culture & Fecreation Stan Karwowski (Acting) Division Head, Finance & Treasurer Report CR 08 -13 Caryn Kong, CGA Paul Bigioni Senior Financial Analyst- Capital ,& Director, Co Debt Management MC:lg Recommended for the consideration of Pickering City Pquncil , ,Zo Tony Prevedel, P. Eng. Chief Administrative Officer May 13, 2013 Page 4 ices & City Solicitor ATTACHMENT # 1 -TO REPORT # t ENGINEERING & PUBLIC ATTACHMENT FOR CULTURE & WCCAPI ALL PROJECTS & DEPARTMENT RECREATION REPORT CR 08 -13 �� INFRASTRUCTURE TENDER T -04 -2013 AIR HANDLING UNIT 1 SCALE: -E7 N PIC .T.S April 10 /2013 PICKERING RECREATION COMPLEX ATTACHMENT# 2- TO REP611T# 2 - 0 �3 -1 -� To: Stephen Reynolds Director, Culture & Recreation From: . Vera A. Felgemacher Manager, Supply & 'Services Copy: Manager, Culture & Recreation Supervisor, Facilities Operations Subject: Tender No. T -4 -2013 Tender for Replacement of Air Handling Units and Return Fans — Pickering Recreation Complex - File: F- 5400 -001 Memo March 20, 2013 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. A mandatory site visit was held on Tuesday, February 26, 2013, and nineteen (19) bidders attended of which six (6) 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 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 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 Canadian Tech Air Systems Inc. $142,577.75 $142,577.75 LCD Mechanical Inc. $229,000.00 $219,999.99 Firenza Plumbing and Heating $274,420.50 $274,420.50 Ltd. Automatic rejection — the make and model of new air, handling units and new return fan units were not stated on R -CHAD General Contracting the form of tender. Reference: Purchasing Policy No. Inc. PUR 010, Procedure 23.02, Item 14; Information to Bidders — Item 14, 15, 25, 27, 28, and Form of Tender. Automatic rejection — the mane and model of new air Rainbow Mechanical Services handling units and new return fan units were not stated on Ltd. the form of tender. Reference: Purchasing Policy No. PUR 010, Procedure 23.02, Item 14; Information to Bidders — Item 14, 15, 25, 27, 28, -and Form of Tender. Automatic rejection — the make and model of new air Canadian Renovations 2000 handling units and new return fan units were not stated on Ltd. the form of tender. Reference: Purchasing Policy No. PUR 010, Procedure 23.02, Item 14; Information to Bidders — Item 14, 15, 25, 27, 28, and Form of Tender. Pursuant to Information to Bidders Item 29, the following will be requested of the low bidder, Canadian Tech Air Systems Inc. for your review during the evaluation stage of this tender call. Advise when you wish us to proceed with this task. (a) a copy of the Health & 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 Certificate of Clearance 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) the City's Accessibility Regulations for Contracted Services form currently dated and signed; (f) list of Sub- Contractors in accordance with General Conditions Item 31; and (g) 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 items (a) through (c) noted above, are acceptable to the Co- ordinator, Health & Safety; (b) 'if item (d) — Insurance — is acceptable to the (Acting) Manager, Budgets & Internal Audit; (c) any pastwork experience with the low bidder Canadian Tech Air Systems Inc. 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. March 20, 2013 Tender No. T -4 -2013 Replacement of Air Handling Units and Return Fans — Pickering Recreation Complex Page 2 Please do not disclose any information to enquiries except you cap 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 yogi require further information, Serv' es. i VAF /jg Attachments please feel free to contact me or a member of Supply & March 20, 2013 Tender No. T -4 -2013 . Replacement of Air Handling Units and Return Fans — Pickering Recreation Complex Page 3 a CD I j• 0 y c� v CD O. Q i O O 0 i cnD o Z3 o. O i Q D o. 0 m m o.. m rn � o o. o -I (D CD coo w o C m o n 0 _p C p (D rt O 0 rl CD _D m n _ 0� O. cn 7 x m `2) = Co 9't=Q � 0 0 mm =. z N pm Z. 0 N Q z o p W N n C = m C) m � p N 'O m m > o o C X n N �p i M O m 3 n O 3 -a m x rta) CD rt(D C) Z3 _ a.,.. ? CD (D `. n cD 0 0' D o W" .. . `a. Ch vi.w �D g -0 g ( m cD . m (D rL N; :0. SD. ON D: fm l o. �r zs m o.. m rn � o o. o -I (D CD coo w o C m o n 0 _p C p (D rt O 0 rl CD _D m n _ 0� O. cn 7 x m `2) = Co 9't=Q � 0 0 mm =. z N pm Z. 0 N Q z o p W N n C = m C) m � p N 'O m m > o o C X n N �p i M O m 3 n O 3 -a m x