HomeMy WebLinkAboutENG 17-16 _
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Report to
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Report Number: ENG 17-16
Date: June 20, 2016
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From: Richard Holborn
Director, Engineering & Public Works
Subject: Village Green Construction
- Tender No. T-11-2016
- File: A-1440
Recommendation:
1. That Tender No. T-11-2016 as submitted by Melfer Construction Inc. in the total
tendered amount of$213,273.94 (HST included) be accepted;
2. That the total gross project cost of$246,578.00 (HST included), including the
tendered amount and other associated costs and the total net project cost of
$222,051.00 (net of HST rebate) be approved;
3. That the Division Head, Finance &Treasurer be authorized to finance the total net
project cost in the amount of$222,051.00 as follows:
a) The sum of $24,500.00 as approved in the 2014 Parks Capital Budget be
increased to $27,201.00 by a transfer from the Parkland Reserve Fund;
b) The sum of$175,500.00 as approved in the 2014 Parks Capital Budget be
increased to $194,850.00 by a transfer from Development Charges (DC) —
Parkland Development & Trails Reserve Fund; and
4. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
Executive Summary: As part of the 2014 Parks Capital Budget, funds were
approved for the construction of a Village Green, located in the Lebovic West
development in Duffin Heights west of Tillings Road. The project includes the
construction of walkways, a children's play area, gazebo, site furniture, walkway lighting
and associated landscaping.
Tender No. T-11-2016 was issued on April 25, 2016 and closed on May 18, 2016 with 5
bidders responding. The low bid submitted by Melfer Construction Inc. in the amount of
$213,273.94 (HST included) is recommended for approval. The total gross project cost
including the tender amount, other associated costs and a contingency is estimated at
$246,578.00 (HST included) and the total net project cost is estimated at $222,051.00
ENG 17-16 June 20, 2016
Subject: Village Green Construction
Tender No. T-11-2016 Page 2
(net of HST rebate). A 10% contingency is included in the estimated project cost to
cover any unforeseen costs such as electrical service connection issues or poor soils
conditions.
Financial Implications:
1. Tender Amount
Tender No. T-11-2016 $188,738.00
HST (13%) 24,535.94
Total $213,273.94
2. Estimated Project Costing Summary
Tender No. T-11-2016 —Tender for Village Green Construction $188,738.00
Associated Costs
Electrical Consulting Costs $4,600.00
Materials Testing 4,000.00
Electrical Service Connection 2,000.00.
Construction Contingency (10% ) 18,873.00
Sub Total — Costs 218,211.00
HST (13%) 28,367.00
Total Gross Project Costs $246,578.00
HST Rebate (11.24%) (24,527.00)
Total Net Project Costs $222,051.00
3. Approved Source of Funds
2014 Parks Capital Budget
Account Source of Funds Budget Required
5780.1419.7502 Parkland Reserve Fund $24,500.00 $27,201.00
5780.1419.7620 RF DC Parkland Development & 175,500.00 194,850.00
Trails
Total $200,000.00 $222,051.00
Net project costs (over) under approved funds ($22,051.00)
This project is deemed a growth related project and has been approved to be partially
funded from the DC Reserve Fund. The total net project cost of $222,051.00 will be
funded at the approved funding ratio of 12.25% from Parkland Reserve Fund and
87.75% from DC Reserve Fund.
CORP0227-07/01 revised
ENG 17-16 June 20, 2016
Subject: Village Green Construction
Tender No. T-11-2016 Page 3
Staff are seeking Council approval to transfer additional funds from the two reserve
funds to cover the estimated over expenditure. These additional funds required are
being funded at the approved funding ratio.
Additional funds are required as the net project cost, including a contingency, exceeds
the approved budget. A 10% contingency has been provided to cover possible
additional construction cost in the event of unforeseen conditions. If no issues are
encountered, these funds will not be required.
Discussion: As part of the 2014 Parks Capital Budget, funds were approved for
the construction of a Village Green in the Lebovic West development in Duffin Heights.
The Village Green fronts on to Tillings Road and Canadian Street and includes
walkways, a children's play area, gazebo, site furniture, walkway lighting and associated
landscaping.
Tender No. T-11-2016 was issued on April 25, 2016 and closed on May 18, 2016 with 5
bidders responding. The low bid submitted by Melfer Construction Inc. is recommended
for approval. References from Melfer Construction Inc. have been reviewed and
deemed acceptable by the Senior Coordinator, Landscape & Parks Development.
Melfer Construction Inc. have successfully completed other park construction projects
for the City of Pickering, most recently Don Beer Memorial Park (Tender No. T-19-2013)
and the reconstruction of the Amberlea Park hardball diamond (Tender No. T-4-2015).
The Health & Safety Policy, current WSIB Injury Summary Report and Certificate of
Clearance issued by the Workplace Safety & Insurance Board and the Ministry of
Labour, Health & Safety Awareness Training for Supervisors and Workers, as submitted
by Melfer Construction Inc., have been reviewed by the Coordinator, Human Resources
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 Melfer Construction Inc. for Tender No. T-11-2016 in the amount of
$213,273.94 (HST included) and that the total net project cost of$222,051.00 (net of
HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated May 19, 2016
2. Record of Tenders Opened and Checked —Tender No. T-11-2016
3. Location Map
CORP0227-07/01 revised
ENG 17-16 June 20, 2016
Subject: Village Green Construction
Tender No. T-11-2016 Page 4
Prepared By: Approved/Endorsed By:
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4
Arnold Mostert, OALA Ricilird Holborn, P. Eng.
Senior Coordinator, D' ector, Engineering & Public Works
La cape & Parks Development
ri'V
Darrell Selsky, CET CMM III Stan Karwowski, CPA, CMA, MBA
Manaig r, Capital Projects & Infrastructure Division Head, Finance & Treasurer
ra A.
Wemacher
CSCMP, C1'PO, CPPB, CPM, CMM Ill
Manager, Supply & Services
AM:am
Recommended for the consideration
of Pickering City Council
OPl z 219(6
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Tony Prevedel, P.Eng.
Chief Administrative Officer
1 CORP0227-07/01 revised
ATTACH MENU, I ,TO REPORT#!CN&1
Cali 00 of
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PI INSANKT Memo
To: Richard Holborn May 19, 2016
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
•
Copy: Manager, Capital Projects & Infrastructure
Sr. Coordinator, Landscape & Park Development
Supervisor, Supply & Services
Subject: Tender No. T-11-2016
Tender for Village Green Construction
Closing: Wednesday, May 18, 2016 —2:00 pm
File: F-5400-001
Tenders have been received for the above project. Tender No. T-11-2016 was advertised on the
City's website on April 25, 2016 inviting companies to download the tendering documents, and five
(5) submissions were received.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached, as well as a copy of the tender document. 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 below.
The unsuccessful Bidder's tendering deposit, other than a bid bond, shall 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 and are attached.
Summary
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Melfer Construction Inc. $213,273.94 $213,273.94
Forest Ridge Landscaping Inc. $221,181.54 $221,181.54
Royalcrest Paving & Contracting Ltd. $229,585.13 $229,747.86
Trison Contracting Inc. $274,830.69 $274,830.69
J. Hoover Ltd. $291,543.39 $291,543.39
ATTACHMENT# 1 TO REPORT# 'I 12
(7` of ,
Pursuant to Information to Bidders Item 26 and Tendering Specifications Item 20, the following
documentation will be requested of Melfer Construction Inc. 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 currently dated and signed 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);
(c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training certificates
for every worker and supervisor who will be assigned to this project;
(e) Proof of compliance with amended Confined Spaces Regulation (July 1,2011). Copies of
certified Training and Procedures to be used on this project;
(f) A list of employees trained in the confined space entry procedure who will be working on
this project;
(g) The City's certificate of insurance or approved alternative form shall be completed by the
Bidder's agent, broker or insurer;
(h) A completed Reference Form (attached);
(i) If the Bidder is not a limited Company, pursuant to the relevant Provincial or Federal
legislation, a copy of the most recent business or partnership registration form filed with
the Ministry of Governance and Consumer Service; and
(j) Waste Management Plan.
A budget of$200,000.00 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.
As such, in accordance with Purchasing Policy Item 06.11, 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:
(c) Over$75,000 and up to $250,000, the Manager may approve the award, subject to the
approval of the Director, Treasurer and the CAO.
Please include the following items in your memo:
1. if Items (a) through (f) noted above are acceptable to the Co-ordinator, Health & Safety or
designate;
2. if Item (g) is acceptable to the Manager, Budgets & Internal Audit;
3. if Items (h) and (j) are acceptable to Engineering & Public Works;
4. the appropriate account number(s) to which this work is to be charged;
5. the budget amount(s) assigned thereto;
6. Treasurer's confirmation of funding;
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Tender No. T-11-2016
Tender for Village Green Construction Page 2
ATTACHMENT#, I TO REPORT# ZA-)6"-1
7. related departmental approvals; and
8. related comments specific to the project.
After receiving CAO 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 you require further information, please feel free to contact me or a member of Supply &
Services...
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Attachments (5) •
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Tender No. T-11-2016
Tender for Village Green Construction Page 3
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Location Map
Proposed Construction Includes:
Village Green - located in Duffin Heights in the Lebovic West development, fronting
Tillings Road and Canadian Street. The proposed works to include the construction of
walkways, a children's play area, gazebo, site furniture, walkway lighting and associated
landscaping.