HomeMy WebLinkAboutENG 22-14 cull 00 ,==. • Report to
Executive Committee
PICKERIN Report Number: ENG 22-14
Date: December 8, 2014
From: Richard Holborn
Director, Engineering & Public Works
Subject: Supply & Installation of Sports Field Lighting
- Bay Ridges Kinsmen Park, Diamond No. 1
- Tender No. T-21-2014
- File: A-1440
Recommendation:
•
1. That Report ENG 22-14 of the Director, Engineering & Public Works regarding
Tender No. T-21-2014 for the Supply & Installation of Sports Field Lighting at Bay
Ridges Kinsmen Park, Diamond No. 1 be received;
2. That Tender No. T-21-1014 as submitted by Sentry Electric Inc. in the total
tendered amount of$140,560.70 (HST included) be accepted;
3. That the total gross project cost of$164,561.00 (HST included), including the
tendered amount and other associated costs and the total net project cost of
$148,192.00 (net of HST rebate) be approved;
4. That Council authorize the Division Head, Finance & Treasurer to finance the net
project cost of$148,192.00 as follows:
a. The sum of$100,000.00 as approved in the 2012 Parks Capital Budget to be
funded from the Federal Gas Tax Reserve Fund;
b. The sum of$23,000.00 as approved in the 2014 Parks Capital Budget to be
funded from the Parkland Reserve Fund be increased to $48,192.00; 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 2012 and 2014 Parks Capital Budget, the
replacement of the sports field lighting of the Diamond No. 1 in Bay Ridges Kinsmen
Park was approved. Kirkland Engineering Ltd. was retained to provide consulting
services and to prepare drawings and specifications for this project.
Tender No. T-21-2014 was issued on Monday, October 20, 2014 and closed on
Monday, November 10, 2014 with six bidders responding. The low bid submitted by
88
Report ENG 22-14 December 8, 2014
Subject: Supply & Installation of Sports Field Lighting
Bay Ridges Kinsmen Park, Diamond No. 1
Tender No. T-21-2014 Page 2
Sentry Electric Inc. in the amount of$140,560.70 (HST included) is recommended for
approval. The total net project cost is estimated at $148,192.00 (net of the HST rebate).
Financial Implications:
1. Tender Amount
Tender No. T-21-2014 $124,390.00
HST (13%) 16,170.70
Total Gross Tender Cost $140,560.70
2. Estimated Project Costing Summary
Tender No. 1-21-2014 for Supply & Installation of Sports
Field Lighting for Diamond No. 1, Bay Ridges Kinsmen Park $124,390.00
Associated Costs
Consulting Fees . 7,300.00
Miscellaneous & Tender Costs 1,500.00
Contingency-(10%) 12,439.00
Total 145,629.00
HST (13%) 18,932.00
Total Gross Project Cost 164,561.00
HST Rebate (11.24%) (16,369.00)
Total Net Project Cost $148,192.00
3. Approved Source of Funds
2012 and 2014 Parks Capital Budget
Account Source of Funds Available Budget Required
5780.1202.6181 Federal Gas Tax $100,000.00 $100,000.00
5780.1408.6181 Parkland Reserve Fund 23,000.00 23,000.00
Additional Funds Required — Parkland 0.00 25,192.00
Reserve Fund
Total Funds $123,000.00 $148,192.00
Net Project Cost under (over) Approved Funds ($25,192.00)
CORP0227-07/01 revised
89
Report ENG 22-14 December 8, 2014
Subject: Supply & Installation of Sports Field Lighting
Bay Ridges Kinsmen Park, Diamond No. 1
Tender No. T-21-2014 Page 3
Additional funds are required as the net project cost, including a contingency, exceeds
the budget estimate. 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. If no issues are encountered, these funds will
not be spent.
Discussion: As part of the 2012 and 2014 Parks Capital Budget, Council approved
$123,000.00 for the replacement of the sports field lighting of Diamond No. 1 in Bay
Ridges Kinsmen Park. Due to the age of the existing lighting system components,
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-21-2014 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
staffs 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-21-2014 in the amount of
$140,560.70 (HST included) and that the total net project cost of$148,192.00 (net of
HST rebate) be approved.
CORP0227-07/01 revised
90
Report ENG 22-14 December 8, 2014
Subject: Supply & Installation of Sports Field Lighting
Bay Ridges Kinsmen Park, Diamond No. 1
Tender No. T-21-2014 Page 4
Attachments:
1. Supply & Services Memorandum dated November 12, 2014
2. Location map
Prepared By: Approved/Endorsed By:
.//
11, 4 /
Arnold Mostert, OALA Richa d Holbo n, P. Eng.
Senior oordinator Direc .r, Engineering & Public Works
Landsc pe & Parks Development
Vera A. Felg macher Stan Karwowski, : A , 'A, 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 Ci Council
) ,te,oe,e/d "hat% Zs, Z (4
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
91
ATTACi- i EN T# TO REPORT# Et c 22 ji f
•
City, 00
=a_+ City or Pickeri�rg
,np eeting&PU ifs _
PICKERING NOV 12 2014 Memo
Received•
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. T-21-2014
Tender for the Supply and Installation of Sports Field Lighting — Bayridges Kinsmen
Park, Diamond No. 1
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. Two companies were 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 C-•Musco
Option A Option B 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 $140,560.70 $140,560.70
Inc.
Aline Utility No Bid No Bid No Bid No Bid
Ltd. $149,160.00 $149,160.00
Wayne Hubbell Hubbell
Electric Co. No Bid No Bid $161'590.00 $161,590.00
Ltd. $148,030.00 $148,030.00
CEC Services No Bid No Bid No Bid No Bid $166,110.00 $166,110.00
Ltd.
92
TA.C. Ft EN-i#!�,1 O REPORT# LNG, 22-1 Lf
2 �F
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
Black & No Bid No Bid No Bid No Bid $422,754.33 $422,754.33
McDonald Ltd.
Enviroturf Inc. Unable to Bid
Platinum
Electrical
Contractors Unable to Bid
Inc.
Fairway Automatic rejection — Bid bond insufficient amount.
• Electrical Reference: Purchasing Policy No. PUR 010, Procedure 23.02, Item 10 (d),
Services Inc. Information to Bidders— Item 9, 11, 24, 25, 26 and 51, Tendering Specifications —
Item 1, 2, 3.
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.
•
•
•
r
November 12, 2014
Tender No. T-21-2014 Page 2
Tender for the Supply and Installation of Sports Field Lighting
93Bayridges Kinsmen Park, Diamond No. 1
PITACHMENT#_/ REPORT# ENc" 2Z-1
of
•
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 C 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 &
Ser .ices.
•
VAFTg .
Attachments
•
November 12, 2014
Tender No. T-21-2014 • Page 3
Tender.for the Supply and Installation of Sports Field Lighting 94
Bayridges Kinsmen Park, Diamond No. 1
CI �, ♦ ,.vLn. ":;l 47-4 _ _ -fn Z:r tr+-r#ENC 22,—/V
•\ +�+Lf iF ii.e` r, 5..'fal..t fit\!T1T•
I
o
z
a
A m 0
N
Q
c .
� 0 o
f 'ES
0 co i ;JJ1 =, �} iv O
{^ [�.
s I 15C 2. ' o - 6-- m m v. o
ci V m G - p � o
,a }W E -o
D- - c� ao o m E
_ Q • o 'F oo flsi O� m o•CO t6 +-' '��e .....„40q.- ,,..,..,•, =te c c s c .
I- J . ,v �J -mac:J_ Jms `s D O c°3• •c 7 6 . 6 - 6$ 6 - 6 - O
O i / i �` >— - • `s -o
V d.•, Q tK� {r.
V• C m G3 O O 0 0 �;�.j
O d .
co , E. a �
co
N O � Q) •
Ems- ,.{• 'a c Q ,4
y
C Ns > ems- m a
. 'v:,• t-• z N -6 - • to •
Q N d J J 2
a E
n• • .a 7- m c U g i •
•f C
C3 z O Q i •L J • U) .a,+ o •i V _c vJ __
co m . -a U . >. U N = • U - CO tom' '{�O
E m W :7.7; W co w L W O v f
m
t� m A m 0.S .= E U
U >+
co Q 0 -c-b- cn m w il ai v
95 •
Cat/ o 0 - "1 0 R.EPORT# EN6, 22-12/
, , - •., Engineering & Public Works
*MIME
• Department
Attachment for Tender T-21-2014
Bay Ridges Kinsmen Park, Diamond No. 1
WILLoWSIDE
1 0 CO RT COLMAR) )AVENUE n
0
. z ry
_J o r r PARKHAM 0
j Z < 0 q ja--,..-.,.• ,oe,- - , - 127 FELDSPAR
< -I CRESCENT COURT
' 1
0 PARKE7TE
ALDER WOOD 0 . C) --------------1--- .
0 - -
< SUBJECT
---,
2 -oreP:de: PARK
0000000,0". ',
,
A 0 i
/ cr
0
ALEX. (-) tee ,
,t >- • •
w i
CD
ROBERTSON
PARK )_ /
0
z
< •
u)
J MONTGOMERY PARK ROAD/)
•
Location Map - Bay Ridges Kinsmen Park
96
i