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Home My WebLink AboutPW 03-13From: Richard W. Holborn Director, Engineering & Public Works Report to Executive Committee Report Number: PW 03 -13 Date: June 10, 2013 Subject: Tender No. T -6 -2013 Reconstruction of Tennis Courts - David Farr Park and Claremont Park File: A -1440 Recommendation: That Report PW 03 -13 of the Director, Engineering & Public Works regarding Tender No. T -6 -2013 for Reconstruction of Tennis Courts - David Farr Park and Claremont Park be received; 2. That Tender No. T -6 -2013 submitted by Court Contractors Ltd. for Reconstruction of Tennis Courts - David Farr Park and Claremont Park in the amount of $224,343.70 (HST included) be accepted; 3. That the total gross project cost of $251,355.00 (HST included) including the tender amount and other associated costs and the total net project cost of $226,353.00 (net of HST rebate) be approved; 4 That Council authorize the (Acting) Division Head, Finance & Treasurer to finance the sum of $226.353.00 as approved in the 2011 and 2013 Capital Budgets from Parkland Reserve Fund; and 5 That the appropriate City of Pickering officials be authorized to take necessary action in order to give effect thereto; Executive Summary: As part of the 2011 Parks Capital Budget, Claremont Park Tennis Court Reconstruction was approved as a construction project in the amount of $150,000, and as part of the 2013 Parks Capital Budget, Glendale Tennis Court Reconstruction at David Farr Park was approved as a construction project in the amount of $120,000. Tender No. T -6 -2013 was issued on March 8, 2013 and closed on March 27, 2013 with one bidder responding. The bid by Court Contractors Ltd. is recommended for approval. The total gross project is estimated to be $251,355.00 and the estimated net project cost is $226,353.00 (net of HST rebate). Report PW 03 -13 June 10, 2013 Tender No. T -6 -2013 Reconstruction of Tennis Courts — David Farr Park and Claremont Park Page 2 Financial Implications: 4 Tnnrinr Ammint Tender No. T -6 -2013 $198,534.25 HST (13%) 25,809.45 Total $224,343.70 2. Estimated Project costing summary Tender No. T -6 -2013 — For Reconstruction of Tennis Courts Miscellaneous Costs (Advertising) Materials Testing Project Contingency Total HST (13 %) Total Gross Project Cost HST Rebate (11.24 %) Total Net Project Cost 3. Breakdown of Cost by ParKs $198,534.00 1,050.00 3,000.00 19.854.00 222,438.00 28,917.00 $251,355.00 (25,002.00) $226 5�3 3.00 4. Source of Funds Account Source of Funds Budget Required 5780.1110 Parkland Reserve Fund $122,143.00 $122,143.00 5780.1312 Parkland Reserve Fund 120,000.00 104,210.00 Total $242,143.00 $226,353.00 Net Project Costs (over) under Approved Funds $15,790.00 For funding purposes, both the 2011 and 2013 approved budgets will be combined. The maximum amount will be drawn from the 2011 approved project to fund Claremont Park Tennis Court Reconstruction for the amount of $90,743.00, and the balance will be combined with the 2013 approved budget to fund Glendale Park Tennis Court for a total amount of $135,610.00. Glendale Claremont Total Tender Amount $119,309.00 $79,225.00 $198,534.00 Associated Cost 2,025.00 2,025.00 4,050.00 Contingency 11,931.00 7,923.00 19,854.00 Total Cost 133,265.00 89,173.00 222,438.00 Net HST (1.76 %) 2,345.00 1,570.00 3,915.00 Total Net Project Cost to City $135,610.00 $90,743.00 4. Source of Funds Account Source of Funds Budget Required 5780.1110 Parkland Reserve Fund $122,143.00 $122,143.00 5780.1312 Parkland Reserve Fund 120,000.00 104,210.00 Total $242,143.00 $226,353.00 Net Project Costs (over) under Approved Funds $15,790.00 For funding purposes, both the 2011 and 2013 approved budgets will be combined. The maximum amount will be drawn from the 2011 approved project to fund Claremont Park Tennis Court Reconstruction for the amount of $90,743.00, and the balance will be combined with the 2013 approved budget to fund Glendale Park Tennis Court for a total amount of $135,610.00. Report PW 03 -13 June 10, 2013 Tender No. T -6 -2013 Reconstruction of Tennis Courts — David Farr Park and Claremont Park Page 3 Discussion: As part of the 2011 Parks Capital Budget, Claremont Park Tennis Court Reconstruction was approved as a construction project with a budgeted amount of $150,000. This project included the removal and replacement of the tennis court perimeter fencing. The fencing portion of the project was completed in 2012. During the fencing construction, it was discovered that the base of the tennis courts required installation of drainage piping to dry the water saturated ground prior to installing the tennis court surface. The fencing and drainage portion of the project was completed in 2012 at a cost of $27,857 and the remaining budgeted amount of $122,143 was carried over to 2013. As part of the 2013 Parks Capital Budget, Glendale Tennis Court Reconstruction was approved as a construction project in the amount of $120,000. The Reconstruction of Tennis Courts — David Farr Park and Claremont Park project will consist of a complete reconstruction of the tennis court surfaces using penetration asphalt. This surface treatment is preferred by all Pickering Tennis Associations and provides a more durable, sustainable surface for tennis courts. The two projects were combined as Tender No. T -6 -2013 which was issued on March 8, 2013 and closed on Wednesday, March 27, 2013 with one company, Court Contractors Ltd., submitting a bid. The Health and Safety Policy, a current Workplace Safety and Insurance Board (WSIB) Workplace Injury Summary Report and a Clearance Certificate issued by WSIB as submitted by Court Contractors Ltd. has been reviewed by the Coordinator, Heath & Safety and deemed acceptable. The 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 on other projects of this nature with the City of Pickering and bonding available on this project the tender is deemed acceptable. Upon careful examination of the tender and relevant documents received, the Engineering & Public Works Department, recommends acceptance of the bid submitted by Court Contractors Ltd. for Tender No. T -6 -2013 in the gross amount of $224,343.70 (HST included) and that the total net project cost of $226,353.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated Wednesday, March 28, 2013 2. Location Maps Prepared By: d' v ob Gagen Supervisor, Parks Operations Approved /Endorsed By: Ric rd Holbo n, P. Eng. Director, Engineering & Public Works Report PW 03 -13 June 10, 2013 Tender No. T -6 -2013 Reconstruction of Tennis Courts — Page 4 David Farr Park and Claremont Park 'Grant Smith Manager Operations & Fleet Services Caryn Kong, CGA Senior Financial Analyst Capital &Debt Management CA" . �(; C Vera A. Felgq(macher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services RG:nw Recommended for the consideration of Pickering City/y�ouncil Tony Prevedel, P.Eng. Chief Administrative Officer Stan Karwowski. (Acting) Division Head Finance & Treasurer 2712-0 A 7ACi- MENT# N WIN — TO REPORT; IV E D MAR 2 0 2013 To: Richard Holborn Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Capital Works & Infrastructure CITY OF PHCKERINC- ENGINEERING Memo March 28, 2013 Subject: Tender No. T -6 -2013 Tender for Reconstruction of Tennis Courts — David Farr Park and .Claremont Park - File: F- 5400 -001 One tender has 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) bidder 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 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. A Copy of the tender is attached for your review. along with the summary of costs. SUMMARY Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Court Contractors Ltd. $224,343.70 $224,343.70 Pursuant to Information to Bidders Item 29, the following will be requested of the 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 & 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; ATTACHMENT #---L— TOREPORT #x.03 -13 (d) the City's certificate of insuraant&41l 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 32; 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 past work experience with the low bidder Court Contractors Ltd. 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 & Se ` ces: 1 VAF /jg Attachments March 28, 2013 Tender No. T -6 -2013 Tender for Reconstruction of Tennis Courts — David Farr Park and Claremont Park Page 2 ATTACHMENT �' 3 O REPORT#FU) 03-)5 cal, o� l at �- Engineering & Public Works I — Department Attachment for Tender No. T -6 -2013 David Farr Park R�pGE�GG t-O P� s wz CO �Ln DRIVE o- v SUBJECT vo AREA , UGNAN D VvvII L- �g0 SP GN 0 0 cc vo r� CO Location Map — David Farr Park Proposed Construction Includes: Reconstruction of three outdoor tennis courts using penetration asphalt. Call a� ATTACHMENT #..._.v2 TO P.EPORi# L v 313 _? = of _.2� Engineering & Public Works Department Attachment for Tender No. T -6 -2013 Claremont Park NAG � MPS P � N o O � Z 0 Z SUBJ CT ARE ,.., o N G90 PGG� �"' gGP p,G� Location Map — Claremont Park Proposed Construction Includes: Reconstruction of two outdoor tennis courts using penetration asphalt.