HomeMy WebLinkAboutCR 05-16 •
Cat/00 g Report to
Council
PICKERING Report Number: CR 05-16
Date: March 29, 2016
From: Marisa Carpino
Director, Culture & Recreation
Subject: Tender for Delaney Arena Improvements at the Pickering Recreation
Complex
- Tender No. T-1-2016
- File: A-1440
Recommendation:
1. That Tender No. T-1-2016 submitted by Frank Pellegrino General Contracting
Ltd. in the amount of$2,226,665.00 (HST included) be accepted;
2. That the total_gross project cost of$2,497,865.00 (HST included), including the
amount of the tender, optional prices, and other associated costs, and the total
net project cost of$2,249,405.00 (net of HST rebate), be approved;
3. That Council authorize the Division Head, Finance & Treasurer to finance the
projects as follows:
a) the sum of$2,249,000.00, as provided for in the 2016 Recreation
Complex Arena Capital Budget be financed by the issue of debentures by
the Regional Municipality of Durham over a period not to exceed 15 years;
b) the balance amount of$405.00 to be funded from property taxes;
c) the annual repayment charges in the amount of approximately
$198,800.00 be included in the annual Current Budget for the City of
Pickering commencing 2016, or such subsequent year in which the
debentures are issued, and continuing thereafter until the debenture
financing is repaid, and any financing cost to be paid out of the Current
Budget;
d) the Treasurer be authorized to make any changes, adjustments, and
revisions to amounts, terms, conditions, or take any actions necessary in
order to effect the foregoing;
4. That the draft by-law attached to this report be enacted; and
5. That the appropriate City of Pickering officials be authorized to take the
necessary actions as indicated in this report.
Report CR 05-16 March 29, 2016
Subject: Tender for Delaney Arena Improvements at the
Pickering Recreation Complex Page 2
Executive Summary: Constructed in 1983, the Delaney Arena is the City's
principle rink at the Pickering Recreation Complex with many of its major components
(most notably the existing refrigerated rink slab and piping and the dasher board
system) at the end of their economic lifecycle. Furthermore, the design and aging
facility conditions fail to meet the users' expectations as it relates to dressing rooms,
access to players benches, washroom facilities, referee's space, accessibility, sound
system and acoustics. The arena renovation project provides staff with the opportunity
to replace end of life systems, realize energy savings by using energy efficient systems,
achieve accessibility standard compliance and enhance user experience by
modernizing the existing facility infrastructure.
In order to meet the optimum project construction schedule during an extended summer
2016 arena shutdown, architectural consultants were retained in 2015 and completed
the project design as provided for in the Recreation Complex Arena 2015 Capital
Budget. To that end, Tender No. T-1-2016 was prepared and advertised on the City's
website.
The low bid submitted by Frank Pellegrino General Contracting Ltd. in the amount of
$2,226,665.00 (HST included) is recommended for approval. The total gross project
cost is estimated to be $2,497,865.00 and the total net project cost is estimated at
$2,249,405.00 (net of HST rebate).
Financial Implications:
1. Tender Amount
Tender No. T-1-2016 $1,899,500.00 $1,899,500.00
Optional Prices 71,000.00
Total 1,899,000.00 1,970,500.00
HST (13%) 246,935.00 256,165.00
Total Gross Tender Cost $2,146,435.00 $2,226,665.00
2. Estimated Project Costing Summary
Tender No. T-1-2016 $1,970,500.00
Contingency 240,000.00
Total Cost $2,210,500.00
HST (13%) 287,365.00
Total Gross Project Costs $2,497,865.00
HST Rebate (11.24%) (248,460.00)
Total Net Project Costs $2,249,405.00
Report CR 05-16 March 29, 2016
Subject: Tender for Delaney Arena Improvements at the
Pickering Recreation Complex Page 3
3. Approved Source of Funds
Delaney Arena
Approved Code Source of Funds Budget Required
5735.1604.6181 Debt— 15 Years $2,250,000.00 $2,249,000.00
Property Taxes 405.00
Total Funds
$2,250,000.00 $2,249,405.00
Project Cost under (over) approved funds by $595.00
Discussion: The Delaney Arena Improvements at the Pickering Recreation Complex
project was initially envisioned to address an immediate need to replace the existing
refrigerated rink slab and piping and the dasher board system which are original to the
building dating back to 1983, and exceeds the expected life cycle of 25 years.
However, since the work is extensive and disruptive, staff have planned other arena life
cycle replacement projects to be consolidated into this single project during one
shutdown period.
As a result, the Delaney Arena Improvements at the Pickering Recreation Complex
project includes:
• replacement of the refrigerated rink slab and piping
• replacement of the dasher board system
• moving the player's benches to the east side of the rink
• sound system upgrade and the addition of acoustic treatment
• completion of the seating replacement program
• renovation pf the public washroom to current accessibility standards
• adding one barrier free compliant dressing room
• improving barrier free viewing
• upgrading the referee's room
The City's affiliated ice user groups were consulted both during the pre-design and the
design phase in order to obtain their input into the renovations and to make adjustments
to their ice rentals during the extended summer shutdown period which spans from mid
April to mid October 2016.
Barry Bryan Associates prepared drawings and specifications for the Delaney Arena
Improvements at the Pickering Recreation Complex tendering document. The City pre-
qualified four General Contractors with experience in this type of project through the
pre-qualification process, proposal No. RFPQ-20-2015. A mandatory site visit was held
on Wednesday, January 20, 2016 and four bidders attended, of which all four bidders
submitted a tender for the Delaney Arena Improvements at the Pickering Recreation
Report CR 05-16 March 29, 2016
Subject: Tender for Delaney Arena Improvements at the
Pickering Recreation Complex Page 4
Complex, which closed on Thursday, February 24, 2016. As set out in Supply &
Services memorandum dated February 24, 2016, and in accordance with Addendum
No. 3 of the tendering document, optional prices have been considered by the Culture &
Recreation Department. Specifically, Item 3.1 and Item 3.2 have been applied equally to
all bids. Frank Pelligrino General Contracting Ltd. remains the low bidder in a total
tendered amount of $2,226,665.00 (HST included).
The low bidder, Frank Pellegrino General Contracting Ltd., has submitted a copy of the
Health & Safety Policy, the current WSIB Workplace Injury Summary Report and
Clearance Certificate, confirmation of Ministry of Labour Health and Safety Awareness
Training for every worker and supervisor on this project, proof of compliance with
amended Confined Space Entry Regulations (September 30, 2006), along with copies
of certification and all are acceptable to the Coordinator, Human Resources. Certificate
of Insurance is deemed acceptable to Manager, Budgets & Internal Audit. In
conjunction with the foregoing approvals, staff have reviewed the previous work
experience of Frank Pellegrino General Contractors, the references provided and the
bonding available on this project and the bid 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 Frank
Pellegrino General Contracting Ltd. for Tender No. T-1-2016 in the amount of
$2,226,665.00 (HST included) and that the total net project cost of$2,249,405.00 be
approved.
Attachments:
1. Supply & Services Memorandum dated February 24, 2016.
2. Being a by-law to authorize the Delaney Arena Improvements at the Pickering
Recreation Complex project and the issuance of debentures in the amount of
$2,249,000.00.
Prepared By: Approved/Endorsed By:
OSI4 4
Brian J. Duffield Marisa Carpino
Manager, Facilities Operations Director, Culture & Recreation
Report CR 05-16 March 29, 2016
Subject: Tender for Delaney Arena Improvements at the
Pickering Recreation Complex • Page 5
P/
y
Vince Plouffe Stan Karwowski
Supervisor, Facilities Operations Division Head, Finance & Treasurer
Vera A. F Igemacher
C.P.P., f PPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
VP:mc
Recommended for the consideration
of Pickering Ci Council
1 / f/d//
f i6AL,, 1 .1 20 1(2
Tony Prevedel, P.Eng.
Chief Administrative Officer
ATTACHMENT a REPORT
City ao .
_ =1 .,_- .
PICKERING - Memo•
. • .
To: Marisa Carpino • February 24, 2016
Director, Culture& Recreation. •
From: Vera A. Felgetnacher - '
Manager, Supply&Services
•Copy: Manager,Facilities,Operations - • '
• Supervisor, Facilities Operations
Supervisor, Supply'& Seivices • . . '
Subject Tender No. T-1-2016 .
Tender for Delaney Arena Improvements at Pickering Recreation Complex •
• • Closing':Wednesday; February 24, 2016—2:00pm ,
• File: F-5400-001 .
The:following companies were approved as prequalified contractors on January 5, 2016 through
request for proposal process RFP-20-2015.
• A-Con Construction Limited .
• - • Aquicon Construction Co. Ltd.
• • Frank Pellegrino General Contractors Ltd. .•• Norlon Builders London Limited • •
The prequalified bidder were invited to obtain a tendering document.-Tender No. T-1-2016 .
• was advertised on the City's inrebsite on December 24, 2015. A mandatory site visit was held '
• on January. 29, 2016 at 10:OQarn. Eight companies attended of which the 4 prequalified
bidders submitted a bid 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 completed below. .
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). However, the 4 bids have been
retained for review at this time and are attached.. - . . .
•
•
•
As such, 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 or where the
highest scoring proposal is recommended and the estimated total purchase price is:
•
(a) Over$250,000, the Manager may approve the award, subject to the approval of the .
Director, Treasurer, CAO and Council.
•
Please include the following items in your report:
1. if Items(a).through (e) noted above are acceptable to the•Co-ordinator, Health & Safety or
• designate;
2. if Item (0 is acceptable to the Manager, Budgets & Internal Audit; ,
3. if the list of subcontractors is acceptable; •
4. • if Item (g) is acceptable; .
5. the appropriate account number(s)to which this work is to be charged;
6. the budget amount(s)assigned thereto;
• 7. Treasurer's confirmation of funding; .
8. related departmental'approvals; and
9. related comments specific to the project.
•
After receiving Council's approval, an approved "on-line" requisition will be required to proceed.
.Enquiries can be directed to the City's website for the unofficial bid results as read out at the •
public tender opening or to Supply &Services. Bidders will be advised of the outcome in due
course. .
•
If +ou require further information, please feel free to contact me or a member of Supply&
S- ices. y •
•
VAF • •
•
Attach .ents •
•
•
•
•
•
•
February 24, 2016 • • •
Tender No.T-1-2016 Page 3
•
•
•
Summary
Harmonized Sales Tax included
.. .....,:,•1:-fi,.n�� F°''-i—— uhf-.:_,L.J;.,......
Total Te d e EMT-. I�_._ o u-.-.c n fintY:
A- fer Calculatio-n Ch bi t a•
;9
• rn . = — .
Frank Pellegrino General Contracting Ltd. $2,146,435.00 $2,146.435.00
Norton Builders London Limited $2,159,679:00 $2,159,679.00
Aquicon Construction Co. Ltd. $2,351,530.00 $2,351,530.00
A-Con Construction Limited $2,465,734.44 $2,467,684.44
•
Addendum No. 3 includes a Schedule of Optional Price-Table 2 and Table 3. If these optional
prices are considered in the evaluation, each should be applied equally to all bids. Table 2
provides prices to be deleted from the base bid. Table 3 provides prices to be added to the base
bid.
. As set out in Table 2 Item 3 and Table 3 Item 3, bidders were advised of the following: .
•
The revised base bid may alter the sequence of the Bidders as read
out at the public tender opening. The City shall not accrue any liability
as a result thereof.
• Pursuant to Information to Bidders Item 29 and Tendering Specifications Item 1, the following
documentation will be requested of the resulting low bidder for your review during the
evaluation stage of this tender call. Please advise if we are to proceed with collecting the
following documentation:
(a) A copy of the Health and Safety Policy to be used on this project; •
(b) A copy of the current Clearance Certificate issued by Workplace Safety& Insurance
Board;
(c) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training certificates
for every worker and supervisor who will be working on this project;
(d) . Proof of compliance with.amended Confined Space Entry Regulations.(September 30,
2006). Copies of certified Training and Procedures to be used on this project;
(e) A list of employees trained in the confined space entry procedure who will be working on
this project;
(f) The City's certificate of insurance or approved alternative form completed by the Bidder's
agent, broker or insurer;
(g) Waste Management Plan. •
•
A budget of$2.25M was provided to Supply & Services for this procurement.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST. •
•
February 24, 2016
Tender No. T-1-2016 Page 2
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ATTACHMENT# Z TO REPORT#C—P o5 ( (°
The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the Delaney Arena
Improvements at the Pickering Recreation
Complex project in the City of Pickering and
the issuance of debentures in the amount of
$2,249,000.00.
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
Delaney Arena Improvements at the Pickering Recreation Complex project; and
Whereas before authorizing the construction in respect of the Delaney Arena
Improvements at the Pickering Recreation Complex project, 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 05-16 on the date hereof and awarded
Tender No. T-1-2016 for the Delaney Arena Improvements at the Pickering Recreation
•
Complex project;
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 "Delaney Arena Improvements
at the Pickering Recreation Complex";
2. That the estimated costs of the project in the amount of$2,249,405.00 be financed
as follows:
a) That the sum of$2,249,000.00 be financed by the issue of debentures by
The Regional Municipality of Durham over a period not to exceed fifteen
years;
b) That the sum of$405.00 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 2016 or such subsequent
year in which the debentures are issued and continuing thereafter until the
debenture financing is repaid.
By-law passed this 29th day of March, 2016
David Ryan, Mayor
Debbie Shields, City Clerk