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Home My WebLink AboutENG 21-14 (ay. Report to - _ -=, Executive Committee PI KERI Report Number: ENG 21-14 Date: December 8, 2014 From: Richard Holborn Director, Engineering & Public Works Subject: Supply & Installation of Sports Field Lighting - Amberlea Park, Hardball Diamond - Tender No. T-17-2014 - File: A-1440 • • Recommendation: 1. That Report ENG 21-14 of the Director, Engineering & Public Works regarding Tender No. T-17-2014 for the Supply & Installation of Sports Field Lighting at Amberlea Park, Hardball Diamond be received; 2. That Tender No. T-17-1014 as submitted by Sentry Electric Inc. in the total tendered amount of$160,460.00 (HST included) be accepted; • 3. That the total gross project cost of$185,320.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $166,886.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance & Treasurer to finance the net project cost in the amount of$166,886.00 as follows: a. The sum of$160,000.00 as approved in the 2013 Parks Capital Budget to be funded from the Federal Gas Tax Reserve Fund; b. The additional sum of$6,886.00 to be funded 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: As part of the 2013 Parks Capital Budget, the replacement of the sports field lighting of the hardball diamond in Amberlea Park was approved. Kirkland Engineering Ltd. was retained to provide consulting services and to prepare drawings and specifications for this project. Tender No. 1-17-2014 was issued on Monday, October 20, 2014 and closed on Monday, November 10, 2014 with six bidders responding. The low bid submitted by 79 - Report ENG 21-14 December 8,-2014 Subject: Supply &•Installation of Sports Field Lighting Amberlea Park, Hardball Diamond Tender No. T-17-2014 Page 2 Sentry Electric Inc. in the amount of$160,460.00 (HST included) is recommended for approval. The total net project cost is estimated at $166,886.00 (net of the HST rebate). Financial Implications: 1. Tender Amount Tender No. T-17-2014 $142,000.00 HST (13%) 18,460.00 Total Gross Tender Cost $160,460.00 2. Estimated Project Costing Summary Tender No. T-17-2014 for Supply & Installation of Sports Field Lighting for the Hardball Diamond in Amberlea Park $142,000.00 Associated Costs Consulting Fees 6,300.00 Miscellaneous &Tender Costs 1,500.00 Contingency (10%) 14,200.00 Total 164,000.00 HST (13%) 21,320.00 Total Gross Project Cost • 185,320.00 HST Rebate (11.24%) (18,434.00) Total Net Project Cost $166,886.00 3. Approved Source of Funds 2013 Parks Capital Budget Account Source of Funds Available Budget . Required 5780.1303.6181 Federal Gas Tax $160,000.00 $160,000.00 Additional Funds Required — Federal Gas Tax 0.00 6,886.00 Total Funds $160,000.00 $166,886.00 Net Project Cost under (over) Approved Funds ($6,886.00) Although the net project cost exceeds the budget, the additional funds required is for the contingency and may not be spent. A 10% contingency has been provided to cover • possible additional construction costs in the event that poor soils are encountered or there is an issue with the existing electrical service equipment. CORP0227-07/01 revised 80 Report ENG 21-14 December 8, 2014 Subject: Supply & Installation of Sports Field Lighting Amberlea Park, Hardball Diamond Tender No.T-17-2014 Page 3 Discussion: As part of the 2013 Parks Capital Budget, Council approved $160,000.00 for the replacement of the sports field lighting of the hardball diamond in Amberlea Park. Due to the age of the existing lighting system components (installed in 1985), reduction in light levels causing safety issues and energy inefficiency of the system, full replacement of the lighting system was recommended. Kirkland Engineering Ltd. was retained to prepare drawings and specifications for this project. Three different options for replacement lighting were offered, and the Musco Light- Structure Green System, which will provide the greatest cost savings in energy use and reduced maintenance is the option being recommended by the Engineering & Public Works Department. This system will result in an estimated 35% reduction of energy use and is covered by a 25 year warranty program which will reduce maintenance costs. Supply & Services advertised the project in the Daily Commercial News, as well as on the City's website. Tender No. T-17-2014 was issued on Monday, October 20, 2014 and closed on Monday, November 10, 2014 with six bidders responding. The low bid submitted by Sentry Electric Inc. is recommended for approval. References for Sentry Electric Inc. have been reviewed and deemed acceptable by the Senior Coordinator, Landscape & Parks Development. The Health & Safety Policy, current WSIB Injury Summary Report, the Certificate of Clearance issued by the Workplace Safety & Insurance Board, Ontario Electrical Contractor Licence issued by the Electrical Contractors Registration Agency of the Electrical Safety Association, certificates of qualifications for the Company's Powerline Technicians as issued by the Ontario Ministry of Training Colleges and Universities, and Ontario Ministry of Labour, Health and Safety Awareness Training certificates, as submitted by Sentry Electric Inc. have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with staff's review of the contractor's references available on this project, the tender is deemed acceptable. Upon careful examination of all the tenders and relevant documents received, the Engineering & Public Works Department recommends the acceptance of the low bid submitted by Sentry Electric Inc. for Tender No. T-17-2014 in the amount of $160,460.00 (HST included) and that the total net project cost of$166,886.00 (net of HST rebate) be approved. CORP0227-07/01 revised 81 Report ENG 21-14 December 8, 2014 Subject: Supply & Installation of Sports Field Lighting • Amberlea Park, Hardball Diamond • Tender No. T-17-2014 • Page 4 Attachments: 1. Supply & Services Memorandum dated November 12, 2014 2. Location Map Prepared By: • Approved/Endorsed By: Arnold ostert, OALA Richard Holb• n, P. Eng. Senior Coordinator "for, Eng. eering & Public Works Landscape & Parks Development Vera A. Fel•emacher .Stan Karwowski, MBA, CPA, CMA CSCMP, CPPO, CPPB, CPM, CMM III Division Head, Finance &Treasurer Manager, Supply & Services Caryn Kong, CPA, CGA Senior Financial Analyst Capital & Debt Management AM:am • Recommended for the consideration of Pickering City Council / /IOU': ZS; Zol4. Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 82 A T T A C H N P N T#I s,O REPORT -I Ly of Pickering of ? _„ `ngineering&PubiicWnri< City 00 ^I` NEW�F� f 1 t 2 :,�f p M : PICKERING Received Memo To: Richard Holborn November 12, 2014 Director, Engineering & Public Works • From: Vera A. Felgemacher Manager, Supply & Services Copy: Sr. Coordinator, Landscape & Park.Development Subject: Tender No. 1-17-2014 Tender for the Supply and Installation of Sports Field Lighting Amberlea Park, Hardball Diamond 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 addendum was issued on this project. Six companies responded and submitted a tender for this project. One company was 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 along with the summary of costs. SUMMARY HST Included Option A Option B Option C — Musco Light Structure.System . Bidder Total After Total After Total After . Tendered Calculation Tendered Calculation Tendered . Calculation Amount . Check Amount Check Amount Check Sentry Electric No Bid No Bid $160,460.00 $160,460.00 Inc. CEC Services No Bid No Bid No Bid No Bid $191,874.00 $191,874.00 Ltd: Wayne Electric No Bid No Bid Hubbell Hubbell $203,400.00 $203,400.00 Co. Ltd. - $187,015.00 $187,015.00 Black & No Bid No Bid No Bid No Bid $493,300.43 $493,300.43 McDonald Ltd. 83 . ATTAC.H1EN#.4- TOREPOR#GNS al-1 if oi Bidder • Automatic rejection —Agreement to bond not in the form specified. Aline Utility Ltd. Reference: Purchasing Policy No. PUR 010, Procedure 23.02, Item 10 (c) and 14; Information to Bidders— Item 9, 12, 24, 25, 26 and 51, Tendering Specifications= Item 7. Automatic rejection — Bid bond of insufficient amount. Fairway Electrical Reference: Purchasing Policy No. PUR 010, Procedure 23.02, Item 10 Services Inc. (d); Information to Bidders— Item 9, 11, 24, 25, 26 and 51, Tendering Specifications— Item 1, 2, 3. . Platinum Electrical . Unable to Bid Contractors Inc. Pursuant to Information to Bidders Item 27, 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 City's Health and Safety Regulations acknowledgment form currently signed and dated; (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 or approved alternative form shall be completed by the bidder's agent, broker or insurer; (e) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training • certificates for every worker and supervisor who will be working on this project; (f) •a copy of a valid Ontario Electrical Contractor Licence issued by the Electrical • Contractors Registration Agency of the Electrical Safety Association( ECRA/ESA) and copies of valid Licenses for all Master Electricians who will be assigned to this project; (g) copies of valid certificates of qualifications issued by the Ontario Ministry of Training, Colleges and Universities for all of the Company's Journeyman Electricians and Powerline Technicians who will be assigned to this project; (h) list of Sub-Contractors in accordance with General Conditions Item 32; (i) Waste Management Plan to be used on this project in accordance with Tendering Specifications Item 18. • November 12, 2014 Tender No. T-17-2014 Page 2 Tender for the Supply and Installation of Sports Field Lighting 84 Amberlea Park, Hardball Diamond ATT CH MEN" =.—j._.___r P.EPORT# VI C) Ii-/if Please include the following items in your Report to Council: (a) if items (a) through (g) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (d) — Insurance—is acceptable to the Manager, Finance &Taxation; (c) if item (h) and (i) noted above are acceptable to you; (d) any past work experience with the low bidder Sentry Electric Inc for Option including work location; (e) without past work experience, if reference information is acceptable; (f) any reason why the low bidder Sentry Electric Inc. for Option C is not acceptable; (g) the appropriate account number(s) to which this work is to be charged; (h) the budget amount(s) assigned thereto; (i) Treasurer's confirmation of funding; (j) related departmental approvals; and (k) related comments specific to the project. Kirkland Engineering Ltd. as the consultants on this project will be reviewing submissions and making recommendations to you. The consultant should also review carefully all submittal information based on tendering instructions. If the consultant notices any infractions or information missing_during the evaluation, please contact a member of Supply & Services 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 & Services. VAF/jg Attachments • • November 12, 2014 Tender No. T-17-2014 Page 3 Tender for the Supply and Installation of Sports Field Lighting 85Amberlea Park, Hardball Diamond i fEtMEl �`X_a�-_ _OREPORT#. AI i/1 .. -o e2 , • • z= _ �, m o E C� �- o co a V 0 o co i 0) q.. • •co co . 1.--- -0-- . 2 • c.) • _ .,... E If ! d4-. O O v . v O. Q tb �+ O ^ N. q O U .a J H E - j _ _ _ _ L E O cD = N EH {e Ef} 64 v CD L 0 Y. O a .2 r) :4= C E O n Vl " 1 1 >V %Q (0 1,- -0 co i \\,, Ce c g . `o H I-= `� c L c .a r. 'E . i4 ..) .as .,= E 0 Q v L * Q L as c J v G� o CD as z U _ — ;r o •� 0 C CO �- I— cn ¢ 0 u co a' E - ci 8 6 City o0 - k M E-N-€ .s °Z -1O REPORT# EW A <2/ -1//- • 'a= -- �' i Engineering & Public Works � �� Department Attachment for Tender T-17-2014 Amberlea Park, Hardball Diamond • O DENCOURT FERNAM L Q • STREET S I ROUDS LANE J O DRIVE • EFI CC Hi-- " WO LANE Q 0O X G Cs 7• \ � o j � • > W Q m c O 0 Y Q 0 j FLAVELLE W Z O u > Q I • m m . COURT Q O W(n O CC SUBJECT PARK 0 D w CC . ` FOXWOOD B • "ESBCE`1T c) Q�U p p11- Y J • ( (TRAIL U } FOXWOOD�R / Y WEYBURN (n > Q �� W Q 1PINFVIFW - \ C /� I W - \W 1 �W �_ LANE _ W U I U U AUTUMN Z W • BIRCHWOO J 1 L ,/CC 0 U 0 ORFS. \ LAURIER U . Location Map —Amberlea Park • • 87