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Home My WebLink AboutCR 13-14 Cali :1Report to Council PICKERING Report Number: CR 13-14 Date: December 15, 2014 From: Marisa Carpino Director, Culture & Recreation Subject: Supply & Installation of Indoor Tennis Lighting, Pickering Recreation Complex - Tender No. T-25-2014 - File: A-1400 Recommendation: 1. That Report CR 13-14 of the Director, Culture & Recreation regarding.the Supply & Installation of Indoor Tennis Lighting at the Pickering Recreation Complex be received; 2. That Tender No. T-25-2014 submitted by MJK Construction Inc. in the amount of $104,615.40 (HST included) be accepted; 3. That the total gross project cost of$149,815.00 (HST included), including other associated costs, and a net project cost of$134,913.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance & Treasurer to finance the project as approved in the 2012 Recreation Centre— Core Capital Budget in the amount of$100,000.00, to be increased to $134,913.00 from the Federal.Gas Tax Reserve Fund; and 5. Further, that the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: The indoor tennis courts at the Pickering Recreation Complex were constructed in 1982. The existing light fixtures are aging, inefficient and produce significant ambient noise. Tender No. T-25-2014 will replace the existing fixtures with upturned LED lighting thereby improving light quality, energy efficiency and reducing the ambient noise level in the tennis court area. The existing mounting track will be re-used, but new wiring and mounting brackets will be installed as part of the project. This project will generate approximately $28,500.00 in cost savings per year and is eligible for incentive rebates worth approximately $16,000.00. 165 • Report CR 13-14 December 15, 2014 Subject: Supply & Installation of Indoor Tennis Lighting Pickering Recreation Complex Page 2 Bids have been received and acceptance of the low bid submitted by MJK Construction Inc. in the amount of$104,615.40 (HST included), and a total net project cost of $134,913.00 (net of HST rebate) is recommended. Financial Implications: 1. Tender No. T-25-2014 Supply & Installation of Indoor Tennis Lighting $92,580.00 Pickering Recreation Complex HST (13%) $12,035.40 Total Gross RFP Cost $104,615.40 2. Estimated Project Costing Summary Tender No. T-25-2014 Supply & Installation of Indoor Tennis $92,580.00 Lighting Pickering Recreation Complex Miscellaneous Costs $10,000.00 Consulting Cost $20,000.00 Project Contingency • $10,000.00 Total Cost $132,580.00 HST (13%) $17,235.00 Total Gross Project Costs $149,815.00 HST Rebate (11.24%) (14;902.00) Total Net Project Costs $134,913.00 CORP0227-07/01 revised 166 Report CR 13-14 December 15, 201.4 Subject: Supply & Installation of Indoor Tennis Lighting Pickering Recreation Complex Page 3 3. Approved Source of Funds Pickering Recreation Complex Approved Code Source of Funds Budget Required 5731.1205.6181 Federal Gas Tax $100,000.00 $100,000.00 Reserve Fund Additional Funding Federal Gas Tax $34,913.00 Required Reserve Fund Total Funds $100,000.00 $134,913.00 Project Cost under (over) approved funds by ($34,913.00) Project expenditures exceed the original budget as the need to replace the existing wiring was unforeseen and required additional electrical investigative work. In accordance with Section 11 of the City's Financial Control Policy, the Chief Administrative Officer, Department Head and Treasurer may jointly approve changes to authorized expenditure amounts provided that the total amount of the over expenditure does not exceed the lesser of 10% of the approved capital expenditure or$100,000.00. Council approval is required for the supply and installation of Indoor Tennis Lighting, Pickering Recreation Complex as the over expenditure exceeds 10%. The over-expenditures from the supply and installation of indoor tennis lighting at the Pickering Recreation Complex will be funded from the same source which is the Federal Gas Tax Reserve Fund. The Treasurer has the authority to transfer from reserves and reserve funds under expenditures from previous projects that were under budget to offset over-expenditures. Discussion: The indoor tennis courts at the Pickering Recreation Complex were constructed in 1982 as part of the initial construction phase of the facility. The existing light fixtures are aging, inefficient, produce significant ambient noise, and have been identified by user groups as a deterrent to their use and enjoyment of the space. As such, the supply and installation of Indoor Tennis Lighting at the Pickering Recreation Complex was approved in the 2012 Capital Budget in the amount of $100,000.00. Preliminary energy studies and fixture testing were performed in 2012 and 2013. Several models of light fixtures supplied by different manufacturers and the light quality, performance and construction feasibility were evaluated. Two preferred fixtures were deemed acceptable and as such were included in Tender No. T-25-2014. CORP0227-07/01 revised 167 Report CR 13-14 December 15, 2014 Subject: Supply & Installation of Indoor Tennis Lighting Pickering Recreation Complex Page 4 The preliminary tests also identified that the existing wiring has reached the end of its usable life and must be replaced within this project scope of work. • At the completion of this project, the new lighting system in the tennis courts will be upturned to provide even light distribution and mounted to a suspended rail system that runs along the periphery of each of the four tennis courts. Energy efficiency incentives and rebates are available for this project and anticipated to be in the order of $16,000.00 but cannot be applied for until the project is complete. Estimated payback for this project is approximately 4.6 years based and represents roughly $28,500.00 in annual energy savings. The City of Pickering retained the services of MJS Consultants to evaluate a variety of lighting fixtures from different manufacturers. Then, based on testing results, to prepare drawings and specifications which formed the technical basis for the scope of work included in Tender No. T-25-2014. The tendering document was posted on the City's website. An advertisement was placed in the Daily Commercial News and on the City's website. A mandatory site visit was held on Wednesday, November 12, 2014 and 14 bidders attended of which three bidders responded by the closing date and time of November 19, 2014. The low bid was submitted by MJK Construction Inc. The Health and Safety Policy, Clearance Certificate issued by Workplace Safety and Insurance Board (WSIB), a current WSIB Workplace Injury Summary Report, copies of Ontario Ministry of Labour,_Health & Safety Awareness Training certificates for every worker and supervisor who will be working on this project and the Master Electrician certificate as submitted by MJK Construction Inc. have been reviewed by the Coordinator, Health &Safety and are deemed acceptable. The certificate of insurance has been reviewed by the Manager, Budget & Internal Audit and is deemed acceptable. Although MJK Construction has not previously worked for the City, references as submitted have been checked and are satisfactory. In conjunction with staffs review of the contractor's previous work experience, check of references and bonding available on this project the tender is deemed acceptable. After careful examination of all tenders and relevant documents received, the Culture & Recreation Department recommends the acceptance of the low bid submitted by MJK Construction Inc. for Tender No. T-25-2014 in the amount of$104,615.40 (HST included) and that the total net project cost of$134,913.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated November 24, 2014. CORP0227-07/01 revised 168 Report CR 13-14 December 15, 2014 Subject: Supply & Installation of Indoor Tennis Lighting Pickering Recreation Complex Page 5 Prepared By: Approved/Endorsed By: goo Brian Duffield Marisa Carpino Manager, Facilities Operations Director, Culture & Recreation Vera A. Felgemacher Stan Karwowski, MBA, CPA, CMA . C.P.P., CPPO, CPPB, C.P.M., CMM Ill Division Head, Finance &Treasurer • Manager, Supply & Services Caryn Kong, CPA, CGA Paul Bigi•. i Senior Financial Analyst— Capital Director, •orpor.te Services & City & Debt Management Solicitor MC:Ig Recommended for the consideration of Pickering City Council aZez, r4 zol4 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 169 ATTACHMENT# .� TO REPORT# L'j_ I L{ • PICKERIl V G CULTURE&RECREATION I.VI+ION emo 31 - u[L — maim ABEY TO • .vember 24, 2014 To: Marisa Carpino ❑FWD o COPY o CIRCULATE Director, Culture & Recreation . COUNCIL CAO CLERK CORP SERVICES From: Vera A. Felgemacher MPE HUMAN RESOURCES • • Manager, Supply&Services MPE OPS CENTRE LEGAL FAC OPERATIONS OFFICE SUSTAIN • • C&R SUPERVISORS PLAN&DEV Copy: Manager, Facilities Operations Subject: Tender No. T-25-2014 . Tender for Supply and Installation of Indoor Tennis Lighting —'Pickering Recreation Complex 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. A mandatory site visit was held on Wednesday, November 12, 2014 and fourteen bidders attended of which three 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 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. Copies of the tenders are attached for your review along with the summary of costs. • Summary Harmonized Sales Tax Included Bidder Total Tendered • After Calculation • • Amount _ Check • • MJK Construction Inc. $104,615.00 $104,615.40 • CEC Services.Ltd. (Aurora) $115,147.00 • $115,147.00 - Eyecon Contracting Ltd. $127,972.50 $127,972:50 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 currently signed and dated Health and 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); 170 • (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 who will be assigned to this project; (h) list of Sub-Contractors in accordance with General Conditions Item 28; and (i) Waste Management Plan to be used on this project in accordance with Tendering • Specifications Item 17. • In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. In accordance with Purchasing Policy Item 06.12 Where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable and the estimated total • purchase price is over$75,000 and up to $125,000, the Manager may approve the award, subject to approval of the Director, Treasurer and CAO. Please include the following items in your memorandum: 1. if Items (a) through (g) noted above are acceptable to the Co-ordinator, Health &Safety; 2. if the Certificate of Insurance is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable; 4. • if the Waste Management Plan is acceptable; 5. any past work experience with the low bidder MJK.Construction Inc. including work location; 6. without past work experience, if reference information is acceptable; • 7. the appropriate account number(s) to which this work is to be charged; 8. the budget amount(s) assigned thereto; 9. Treasurer's confirmation of funding; . 10. related departmental approvals; and 11. related comments specific to the project. • An approved "on-line" requisition will be required to proceed. 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. Ift ou require further information, please feel free to contact me or a member of Supply & . ices. VAFIjg Attachments • . November 24, 2014 17Tender No. T-25-2014 • Page 2 Supply and Installation of Indoor Tennis Lighting — Pickering Recreation Complex • c - a) E • 0 N• U . o • ca U •0 c 4)eL • ca 4 Co fA -0 'CU TS .a CO , C X m O• a) K ":i---. - o d O • L O z. U N \ ®c � U L 0 c'. . .F.. 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