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=: Council•
PICKERI'N Report Number: CR 14-13
Date: September 16, 2013 •
From: Marisa Carpino
Director, Culture & Recreation
Subject: Tender for Construction of an Indoor Soccer Facility
- Tender No. T-11-2013
- File: A-1440
Recommendation:
1. That Report CR 14-13 of the Director, Culture & Recreation regarding the
Construction of an Indoor Soccer Facility be received;
2. That Tender No. T-11-2013 submitted by Aplus General Contractors Corporation in
the amount of $7,094,140 (HST included) be accepted;
3. That the total gross project cost of$7,935,990 (HST included), and a net project cost •
of $7,146,605 (net of HST rebate) including the total tendered amount, contingency
and other miscellaneous costs be approved;
4. That the (Acting) Division Head, Finance & Treasurer be authorized to finance the
total net project cost of $7,146,605 as follows:
a) the sum of $3,412,504 to be funded from the Development Charges-
Recreation Facilities Reserve Funds;
b) the sum of $3,734,000 to be financed by the issue of debentures by the
Regional Municipality of Durham over a period not to exceed 15 years, at a
rate to be determined;
c) the sum of $101 to be funded from property taxes;
d) the annual repayment charges in the amount of approximately $324,000 to
be included in the annual Current Budget for the City of Pickering,
continuing thereafter until the debentures are repaid, and any financing cost
to be paid out of the Current Budget;
5. That Council approve in principle the debt financing charges for the indoor soccer
• facility being fully repaid by the Pickering Soccer Club through regular monthly
II)payments until the related debt financing is paid in full;
6. That the draft by-law attached to this report be enacted;
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Report CR 14-13 September 16, 2013
Page 2
7. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: City staff and representatives of the Pickering Soccer Club
have been working with Rounthwaite, Dick and Hadley Architects Inc. This architectural
firm is responsible to undertake the design, site planning and prepare drawings and
specifications for the tendering document and construction of a permanent clubhouse
and air supported indoor soccer facility on 1975 Clements Road, Pickering.
After much stakeholder consultation, the Indoor Soccer Facility has been designed to
consist of a one storey clubhouse building and an air supported structure with site works
including hard surfaces for parking, landscaping, storm water management pond and
site services as follows:
• Total Club House including administration area, meeting rooms, change rooms &
public service area: 673 m2
• Total Air Supported Structure: 9,139 m2
• Total Artificial Turf inside the dome: 8,354 m2 (123.4m L x 67.7m W)
• Total Running Track inside the dome: 617 m2 (123.4m L x 5m W)
• Total Parking Area: 11,860 m2
• On April 4, 2013, Request for Proposal RFP-4-2013 was publically released for
Prequalification of General Contractors for Construction of an Indoor Soccer Facility. A
total of 16 of proposals were received by the deadline of April 29, 2013. Based on the
results of the evaluation rated criteria, ten General Contractors were successfully pre-
qualified by the City to submit bids for consideration in this project.
Tender No. T-11-2013 was released to the Prequalified General Contractors and was
also made available for information to the public on the City's website on July 11 , 2013
and closed on July 29, 2013.
The low bid submitted by Aplus General Contractors Corporation in the amount of
$7,094,140 (HST included) is recommended for approval. The total gross project cost
for the construction of the indoor soccer facility and including the parking lot is estimated
at $7,935,990 (HST included) and the total net project cost is estimated at $7,146,605
(net of HST rebate).
The estimated project cost of $4,876,090 identified in CS 50-12 has been exceeded
because the size of the clubhouse, air supported structure and parking lot has
increased from the original preliminary plans. Also, approximately $797,500 of the total
project cost is due to Operations Centre site work and site servicing that must occur
during the construction of the soccer facility. Lastly, the construction contingency at
• $745,000 is also projected higher than typical due to the inconsistent soil conditions of
the property.
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Report CR 14-13 September 16, 2013
Page 3
— •
Pending Council approval, the construction is scheduled to commence in September
2013 and be completed in March 2014.
Financial Implications:
1. Tender No. T-11-2013
Construction of Indoor Soccer Facility $6,278,000
HST (13%) 816,140
Total Gross Tender Cost $7„0_94,14_Q
2. Estimated Project Costing Summary
Tender No. T-11-2013 for
Construction of Indoor Soccer Facility $6,278,000
Construction Contingency 745,000
Total Project Costs $7,023,000
HST (13%) 912,990 •
Total Gross Project Cost $7,935,990
HST Rebate (11.24%) (789,385)
Total Net Project Cost $7,146,605
3. A• •roved Source of Funds — 2014 Pre-Bud•et A• •royal
Account Code Source of Funds Pre-Budget Approval Amount
5719.1498.6250 Development $3,412,504
(Pre-Budget account) Charges-Recreation
Facilities Reserve
Funds
Debt-15 Year 3,734,000
Property Taxes 101
$7,146,605
Report CR 14-13 is d on results of T No. T- 3 for
construction and contingenintendecy to costs related reportthe to the Indoor Soccer ender Facility 11-201 and the parthe king. •
lot. This amount represents only one component of the total project costs associated
with the Indoor Soccer Facility. Report FIN 20-13 provides the total estimated project
costs on its entirety.
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Report CR 14-13 September 16, 2013
Page 4
At this time, Council approval is being sought to award the construction tender to Aplus
General Contractors Corporation.
Discussion: The City has engaged Rounthwaite, Dick and Hadley Architects
Inc. to undertake design, site planning and prepare drawings and specifications for the
tender and construction of the Indoor Soccer Facility which is the same architectural
firm working on the new Operations Centre. City staff and representatives of the
Pickering Soccer Club (PSC) have been working with Rounthwaite, Dick and Hadley
Architects to design and build a permanent clubhouse and air supported indoor soccer
facility on 1975 Clement Road, Pickering.
Twenty-five acres was purchased by the City of Pickering for a new Operations Centre
and five acres of the property has been dedicated to the construction of this new facility
consisting of a one storey clubhouse building and an air supported structure and site
works including hard surfaces for parking, landscaping, storm water management pond
and site services as follows:
• Total Club House including administration area, meeting rooms, change rooms &
public service area: 673 m2
• Total Air Supported Structure: 9,139 m2
• Total Artificial Turf inside the dome: 8,354 m2 (123.4m L x 67.7m W)
• Total Running Track inside the dome: 617 m2 (123.4m L x 5m W)
• Total Parking Area: 11,860 m2
The artificial turf features an 11-a-side indoor soccer field that can be split into 4 smaller
fields thereby allowing multiple activities to take place simultaneously. It is multi-use
space for other activities including but not limited to football, lacrosse, baseball, softball,
lawn bowling and ultimate frisbee. A rubberized running track runs along one side of
the soccer field and will be used for dry land training of field users, walking track for
seniors and other facility users, and a training facility for track athletes.
On April 4, 2013, Request for Proposal RFP-4-2013 was publically released for
Prequalification of General Contractors for Construction of an Indoor Soccer Facility. A
total of 16 of proposals were received by the deadline of April 29, 2013. Based on the
results of the evaluation rated criteria, ten General Contractors were successfully pre-
qualified by the City to submit bids for consideration in this project. The construction is
scheduled to commence in September 2013 and be completed by March 2014.
Bids have been received to the tendering call which closed on Monday, July 29, 2013
for the Construction of an Indoor Soccer Facility. A mandatory site visit was held on
Tuesday, July 16, 2013 and all 10 prequalified bidders attended and 7 submitted a
• tender for this project. The low bid was submitted by Aplus General Contractors
Corporation.
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Report CR 14-13 September 16, 2013
Page 5
The estimated project cost of $4,876,090 identified in CS 50-12 has been exceeded due
to a number of factors:
• The size of the clubhouse increased from 7,000 sq. ft. to 7,244 sq. ft during the
design phase.
• The size of the air supported structure increased from 114m L x 73m W to 124m
L x 73m W during the design phase.
• The parking lot increased from the projected 100 parking spaces to 282 parking
spaces that will serve both the soccer facility and the Operations Centre.
• Deep foundations related to poor soil conditions.
• Approximately $797,500 of the total project cost is due to Operations Centre site
work and site servicing that must occur during the construction of the soccer
facility. These include site work and paving of the western parking area and site
servicing of future operations building.
• The construction contingency at $745,000 is also projected higher than typical
due to the inconsistent soil conditions of the property.
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 Aplus General Contractors Corporation have been reviewed by the
Coordinator, Health & Safety and deemed acceptable. Certificate of Insurance is •
deemed acceptable to (Acting) Manager, Budgets & Internal Audit. The check of
references and bonding available on this project is satisfactory. As a result, 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 Aplus
General Contractors Corporation for Tender No. T-11-2013 in the amount of $7,094,140
(HST included) and that the total net project cost of $7,146,605 be approved.
Pickering Soccer Club Profile and Project Rationale:
Pickering Soccer Club (PSC) is a not-for-profit organization whose purpose is to
develop the individual abilities of each soccer player for the purpose of improving
his/her enjoyment of soccer. For more than 30 years, the PSC has enjoyed a
remarkable degree of success offering both competitive and house league programs for
youth aged 5 to 19. Existing programs serve over 5,000 male and female youth soccer
players. PSC also have a recognized program for special needs athletes and the PSC
ensures opportunities for disadvantaged youth to participate in soccer programs.
PSC also operate an indoor program with participation of only 625 players due to the
lack of proper facilities.
Due to the lack of indoor training facilities in Pickering and in Durham, members of the
Pickering soccer community have been forced to travel outside of the region in order to
continue to train and play during the fall and winter seasons. A large number of PSC
111
teams are paying significant dollars in annual facility rental expenditures outside of
Pickering. PSC reports significant loss of youth members to facilities outside of
Pickering due to lack of year-round quality training.
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Report CR 14-13 September 16, 2013
Page 6
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This new indoor soccer facility will keep players, parents and dollars in Pickering. The
indoor facility will provide all 3,350 registered members the opportunity to play winter
soccer. It will provide recreational and competitive players much needed local facility
space to train and develop by not only providing additional cost-effective training time,
but also providing development opportunities for their coaches.
The City's 2002 Recreation, Parks and Cultural Master Plan identified the need for an
indoor soccer facility with construction recommended by 2006. In 2006, the City
established a Community Facilities Team, with staff team members from various City
Departments. The objective of this Team was to review facility needs/demands, and
confirm those facilities needed within 5 years to meet current community demand, while
identifying the longer term projected facility needs/demands based on projected
population growth. A resultant immediate need facility inventory was established, as
well as an inventory of identified longer term facility needs. An indoor soccer facility is
included in the immediate facility need inventory.
Attachments:
1. Location Map
• 2. Supply & Services Memorandum dated August 1, 2013
3. Being a by-law to authorize the Construction of an Indoor Soccer Facility in the City
of Pickering and the issuance of debentures in the amount of $3,734,000
Prepared By: Approved/Endorsed By:
M rasa Cars.no-- Stan Karwowski
Director, ure & Recreation (Acting) Division Head, Finance &
Treasurer
C
Vera A. Felgemache Paul Bigi•
C.P.P., CPPO, CP B, C.P.M., CMM III Director, ( o •o .te Services & City Solicitor
Manager, Supply & Services
•
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Report CR 14-13 September 16, 2013
Page 7
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Caryn Kong, CGA
Senior Financial Analyst-Capital &
Debt Management
:mc
Recommended for the consideration
of Pickering C' Council
%/, /4:7, z.oc3
Tony Prevedel, P.Eng.
Chief Administrative Officer
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•GLNEERING&PUBLIC ATTACHMENT FOR CULTURE &
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CAPITAL PROJECTS& __ _, iltr
INFRASTRUCTURE , 1975 CLEMENTS ROAD �:.""' '
SCALE: DATE, T-11-2013 CONSTRUCTION OF AN INDOOR SOCCER p •g, tik
N.T.S I Sept.06/2013 FACILITY ` _
cal ° ATTACHMENT t '6 �� =4;ti".. CP
auiuup
PICKERING Memo
To: Marisa Carpino • --August 1, 2013
Director, Culture & Recreation
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Facilities Operations
Supervisor, Facilities Operations
Subject: Tender No. T-11-2013
Tender for Construction of an Indoor Soccer Facility .
- File: F-5400-001
Tenders have been received for the above project. An advertisement was placed on the City's
website inviting the ten prequalified companies and subcontractors to download the tendering
documents for the above mentioned tender. Two addenda were issued on this project. A
mandatory site visit was held on Tuesday, July 16, 2013. Thirteen (13) companies attended the
site visit, ten of which were the prequalified companies of which six bidders submitted a tender and
one 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
for review at this time.
Copies of the tenders are attached for your review.
Summary
Harmonized Sales Tax Included
•
Bidder [ Total Tendered Amount After Calculation Check
A Plus General Contractors $7,094,140.00 $7,094,140.00
• J.J. McGuire Contractors $7,202,620.00 • $7,202,620.00
Gateman Malloy Co. $7,491 ,900.00 $7,491,900.00
Accel Construction $7,514,500.00 $7,514,500.00
784437 Ont. Inc. 0/A Snyder •
Construction $7,751,800.00 $7,751,800.00
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Bidder Comments
Automatic rejection — lump sum price Section 02792-
• on Form of Tender Page 34 has not been bid.
KMA Contracting Reference: Purchasing Policy No. PUR 010,
Procedure 23.02, Item 14, Item 15; Information to
Bidders — Item 16, 17; 27, 30, 31 and Form of Tender
page 34 of 38.
Gerr Construction Ltd. Unable to Bid
References have already been checked and deemed acceptable during the prequalification
process of Request for Proposal No. RFP-4-2013
Pursuant to Information to Bidders Item 32, the following will be requested of the low bidder
named A-Plus General Contractors 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;
(b) the City's Accessibility Regulations for Contracted Services form currently dated,
and signed;
(c) list of Sub-Contractors in accordance with General Conditions Item 31 ; and
(d) Waste Management Plan to be used on this project in accordance with
Tendering Specifications Item 18.
Addendum No. 1 added Item 47— Identified Price Items —to be provided upon request within
• 24 hours from the time of the City's request. Please advise if this is required at this time.
Addendum No. 2 included a response to Question 5, and Question 26 wherein samples shall
be provided after tender closing upon request prior to award. Please advise if these will be
required.
Addendum No. 2 included a response to Question 20 regarding 02790 calling for turf installer's
resume, insurance and bonding capability to be submitted upon request. Please advise if this
information will be required.
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
(f) related comments specific to the project.
II° August 1, 2013
Tender No. T-11-2013 Page 2
Construction of an Indoor Soccer Facility
51
•
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Rounthwaite Dick and Hadley Architects Inc. as the architect on this project will be reviewing
submissions and making recommendations to you. The architect should also review carefully
all submittal information based on tendering instructions. If the architect notices any
infractions or information missing during the evaluation, please contact me as soon as •
possible.
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 you require further information, please feel free to contact me or a member of Supply &
Se ices.
•
VAF/jg
Attachm e nts
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•
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= — — — •
August 1, 2013
Tender No. T-11-2013 Page 3
Construction of an Indoor Soccer Facility
52
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AT.1ACHMEN #_3 TO RETORT# )L-�
The Corporation of the City of Pickering
By-law No. •
Being a by-law to authorize the Construction
of an Indoor Soccer Facility in the City of
Pickering and the issuance of debentures in
the amount of$3,734,000
Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier
municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and,
Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and,
Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and,
Whereas The Regional Municipality of Durham has the sole authority to issue •
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
Whereas the Council of the City wishes to proceed with debenture financing for the
Construction of an Indoor Soccer Facility project; and
Whereas the Council of the City wishes construction to proceed in respect of the
Construction of an Indoor Soccer Facility project; and
Whereas before the Council of the City authorizes the issuance of debentures for the
Construction of an Indoor Soccer Facility project on the date hereof the Council of the
City had the Treasurer update the City's Annual Repayment Limit, the Treasurer
calculated the estimated annual amount payable in respect of such project and
determined that such annual amount would not cause the City to exceed the updated
Limit and therefore, Ontario Municipal Board approval is not required as per Section
401 of the Municipal Act, 2001, as amended, and the regulations made thereunder;
And whereas after determining that Ontario Municipal Board approval is not required,
the Council of the City approved report CR 14-13 on the date hereof and awarded
Tender T-11-2013 for the Construction of an Indoor Soccer Facility project;
•
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BY-LAW NO Page 2
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. That the City proceed with the project referred to as "Construction of an Indoor
Soccer Facility";
2. That the estimated costs of the project in the amount of $7,146,605 be financed as
follows:
a) That the sum of $3,412,504 be funded from the Development Charges-
Recreation Facilities Reserve Funds;
b) That the sum of $3,734,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed 15 years at a
rate to be determined;
c) That the sum of $101 be funded from property taxes;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2014 or such subsequent
year in which the debentures are issued and continuing thereafter until the
debenture financing is repaid.
• By-law passed this 16th day of September, 2013.
David Ryan, Mayor
Debbie Shields, City Clerk
•
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