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Home My WebLink AboutCS 08-17�� !\��IV� From: Marisa Carpino Director, Community Services Report to Executive Committee Report Number: CS 08-17 Date: May 8, 2017 Subject: Tender for Pickering Civic Complex Roof Repairs - Tender No. T-10-2017 - File: A-1440 ' Recommendation: That Tender No. T-10-2017 submitted by Foran's Roofing & Sheetmetal Limited in the amount of $499,460.00 (HST included) be accepted; 2. That the total gross project cost of $578,560.00 (HST included), including the amount of the tender, and other associated costs, and the total net project cost of $521,011.00 (net of HST rebate), be approved; 3 4 5 That Council authorize the Director, Finance & Treasurer to finance the projects as follows: a) the sum of $520,000.00, as provided for in the 2017 Civic C�omplex 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 $1,011.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $45,960.00 be included in the annual Current Budget for the City of Pickering commencing 2017, 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; That the draft by-law attached to this report be enacted; and That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Report CS 08-17 Subject: Tender for Pickering Civic Complex Roof Repairs May 8, 2017 Page 2 Executive Summary: The existing roof over the City Hall portion of the Pickering Civic Complex at One The Esplanade is 27 years old and original to the building, as it was constructed in 1990. It has reached the end of its useful life and must be replaced. To that end, Tender No. T-10-2017 was prepared and advertised on the City's website. The low bid submitted by Foran's Roofing and & Sheetmetal Limited in the amount of $499,460.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $578,560.00 and the total net project cost is estimated at $521,011.00 (net of HST rebate). Financial Implications: 1 _ Tender Amount Tender No. T-10-2017 $442,000.00 HST (13%) 57,460.00 Total Gross Tender Cost $499,460.00 . Estimated rro�ect costing �umma Tender No. T-10-2017 Roofdeck Walkway Contingency Total Cost HST (13%) , Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs 3. A roved Source of Funds Approved Code Source of Funds 5700.1701.6500 Debt — 15 Years Property Taxes Total Funds Budget $540,000.00 , '� �� $442,000.00 20, 000.00 50.000.00 $512,000.00 66,560.00 $578,560.00 �57,549.00) $521,011.00 Required $520,000.00 1,011.00 $521,011.00 Project Cost under (over) approved funds by $18,989.00 Report CS 08-17 May 8, 2017 Subject: Tender for Pickering Civic Complex Roof Repairs Page 3 Discussion: Project specifications were developed based on the findings and recommendations of periodic roofing inspections and condition audits performed by Garland Canada Inc. The existing ballasted roof and insulation will be removed, leaving the existing waterproofing layer to become a vapour barrier for the new roof assembly. Localized repairs of the waterproofing layer will be completed as required. The new roof assembly will include a minimum 3" polyisocyanurate insulation with a'/2" high-density asphalt-coated fibreboard layer, SBS rubber modified bitumen membrane and one-ply high performance mineral surface. The work includes replacement of inetal parapet flashing and associated membranes and accessories required for a complete roof system over the City Hall portion of the Pickering Civic Complex. An existing wooden roofdeck walkway connecting the narrow flat roof around the dome of the council chamber was recently deemed unsafe and removed as a health and safety hazard and will be replaced with a galvanized metal roofdeck walkway conforming to current safety standards. An allowance of up to $20,000.00 has been included to complete this work, including any required design consulting fees. Bids have been received to the tendering call, which closed on Wednesday, April 12, 2017 for the Pickering Civic Complex Roof Repairs. A mandatory site visit was held on Wednesday, March 29, 2017 and seventeen bidders attended, of which fourteen bidders submitted a tender for this project, eleven of which were compliant. The low bidder, Foran's Roofing and & Sheetmetal Limited, has submitted a signed copy of the City's Health & Safety Regulation form, the current WSIB Clearance Certificate, and confirmation that staff working on the project are certified in Working at Heights training and all are acceptable to the Coordinator, Human Resources. The bidder's 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 Foran's Roofing and & Sheetmetal Limited, 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 Community Services Department recommends the acceptance of the low bid submitted by Foran's Roofing and & Sheetmetal Limited for Tender No. T-10-2017 in the amount of $499,460.00 (HST included) and that the total net project cost of $521,011.00 be approved. Attachments: 1. Supply & Services Memorandum dated April 19, 2017 2. Being a by-law to authorize the Pickering Civic Complex Roof Repairs project and the issuance of debentures in the amount of $520,000.00. Report CS 08-17 Subject: Tender for Pickering Civic Complex Roof Repairs Prepared By: Brian Duffield Division H ad, Operations � Vera Felgemacher C.P.P., CPPO, CPPB, C.P.M Manager, Public Works Approved/Endorsed By: Marisa Carpino, MA Directoc, Community Services Stan Karwowski , CMM III , CPA, CMA, MBA Director, Finance & Treasurer � � Vince Plouffe, OAA, MRAIC Supervisor, Facilities Operations MC:vp Recommended for the consideration � of Pickering City C ncil r.�, 2��7 Tony Prevedel, P.Eng. � Chief Administrative Officer May 8, 2017 Page 4 A�'�fACHN1ENT#'- TO REPORT# �S 0�-1� �� bU t�]�KE R] NG To: Marisa Carpino Director, Community Services From Copy Vera A. Felgemacher Manager, Supply & Services Administrative Assistant - Director, Community Services Supervisor, Supply & Services � . Subject: Tender No. T-10-2017 . � Tender for Pickering Civic Complex Roof Repairs Closing: Wednesday, April 12, 2017 - Z:OOpm . File: F-5400-001 Memo April 19, 2017 Tender No. T-10-2017 was advertised on the City's website on March 23, 2017. A mandatory site visit was held on March �29, 2017 at 10:00 a.m. Fourteen (14) companies have 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 uni# prices � and extensions unit prices shall govern and extensions will be corrected accordingly, which has been completed 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 ;�', '� -`' �,� ' �+�«� � '� �'��r; .'�i��,n • : � -: • - � �Bidder � � � _'� , .� � �To al Tenclered,/�mount,� fter Calcufa ion C-heck W}� � p �'.',�`.i4:i�$��+�i��G f �+`h%.&.-. . ki�=r. �3;.�#tl.. .ei�1o.�.a,?.m.. S^ •.M�� 7.i�. d.+-AP+i. �Y.l4t�-W�..•. �4k3n+..�a+..m.�,a �. Foran's Roofing & Sheetmetal Ltd. � $499,460.00 $499,460.00 i4tlas-Apex Roofing Services Inc. $505,060.28 � $505,060.28 Pr.oteck Roofing & Sheet Metal Inc. $513,359.00 $513,359.00 Eileen Roofing Inc. - $528,614.00 $528,614.00 AMA Roofing & Sheet Metal $535,597.40 � $535,597.40 _ -- _ _ _ > _ _ B�dder �. � � Total Tendered Amount :: '�Afte�r Calculati n'Check .. L x�.:�. � - � - � .. � ts._..« d1 ..�.atlK.e :.s.. ta u«.su, �.:. .w �YST.3.-.Jk'.�Y� �'.�._ . Northeast Roofing Inc. $543,417.00 $543,417.00 T. Hamilton & Son Roofing $559,338.70 $559,338.70 Applewood Roofing & Sheet Metal $564,209.00� $564,209.00 Crawford Roofing Corp. $576,243.50 $576,243.50' Industrial Roofing Services Ltd. $610,623.75 � $610.,623.75 Triumph Roofing & Sheet Metal Inc. $623,687.68 � $623,687.68 � Automatic Rejection: Addendum #1 and #2 not acknowledged. Aseal Roofing & Sheet Metal Reference: Purchasing Policy No. PUR 010, Item 23.02 -11, Information to Bidders - Item 9, 13, 22, 24, 25, 26, 39, 40, 41, Addendum #1, #2, and Advertisement Automatic rejection - Bid dep�osit not provided. Reference: Purchasing Policy No. PUR 010, Item Cordeiro Roofing Ltd. 23.02 -10 (c); Information to Bidders - Item 9, 11, 24, 25, 26, and 48. Tendering Specifications- Item 1, 2 and Advertisement. Automatic Rejection: Addendum #1 and #2 not acknowledged. Nortex Roofing Ltd. Reference: Purchasing Policy No. PUR 010, Item 23.02 - 11, Information to Bidders = Item 9, 13, 22, 24, 25, 26, 39, 40, 41, Addendum #1, #2 and Advertisement � Pursuant to Information to Bidders Item 27 and Tendering Specifications Items 20 and 21, the following documentation will be requested of Foran's Roofing & Sheetmetal Ltd. for your review during the evaluation stage of this tender call. Please advise if Supply & Services is 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) The City's certificate of insurance or approved alternative form completed by the Bidder's agent, broker or insurer; . . (d) A completed Reference Form; . (e) A completed Sub-contractors List, listing �all sub-contractors who may be carrying out any part of this Contract; and `• (fl A Waste Management Plan. A budget of $540,000 was provided to Supply & Services for this procurement. April 13, 2017 Tender No. T-10-2017 . Page 2 Pickering Civic Complex Roof Repairs 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 $250;000, the Manager may approve the award, subject to the approval of the � Director, Treasurer, CAO and Gouncil. , Please include the following items in your report: 1. 2 3 4 5. 6. 7. 8. 9. 10 if Items (a) and (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate; � . if Item (c) is acceptable to the Manager, Budgets & Internal Audit; if Items (d) through (fl are acceptable to Operations, any past work experience with low bidder Foran's Roofing & Sheetmetal Ltd. including work location; without past work experience; if reference information is acceptable to Operations; the appropriate account.number(s) to which this work is to be charged; the budget amount(s) assigned thereto; Treasurer's confirmation of funding; related departmental approvals; and 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. I you require further information, S rvices. VAF/s Attachments (3) please feel free to contact me or a member of Supply & April 13, 2017 Tender No. T-10-2017 � � Page 3 Pickering Civic Complex Roof Repairs � � � N � � !\ � e , � v � �, , . �. _.. .. ... .,��, . � L �. � � � � _ � � N i � � m _ � ._ � E � O,. ,.c�o.. �� ' p 9 � � � � -`'� 'V� O p (� � 0. � � � � � �i � � ;� � � � � � � �i � M\ �` �� O\ � Q � !�, � � � � �. � ' di' ffl' �fl' 69 69' <'A 63 Efi. (i} ' �} N �. . � � a� �� x � � �- � � � �� '° 3 � � � a� � � Y 'a � QQ. 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V U..� �� z .� C _ d � � O Ci � - c � � � � L ,\' Qi �a 'a m . � ar C 7 O ' � O m � � � � � � � � � a�i � � M � � `� c`�i . �` �'� � � � � � � �. � � � N � � � . � � � J J � a � 3 a�i °c � Y � t� Q Q � T � � � � � 'a � � � � � � 'a 3 . c o d � � Y a" � . a � � . ,� � d� Mo � � � LW �� Q ' �� ,� s 'a p rJ g O � m � •-� � l l � o� c � � i� � CJ (n � U �f o i� G oM o� Z � o � = p � L �� .o �� .� � � Q� m � :? � � �_ E a> �� oa� =o �a� � Z � a� f-� FL� .�' ') ui � 0 .� U �_ U N Q � � � � � � 0 � � U � � 0 U C (6 E 0 � U O C � � (6 U > � C � � � .� � � � � � � ii. � m c .� n. N c 0 .� � 0 c � � � N � O N N � f6 � I AiTACFiMEN'T#_� TC7 REFORi#CS 08-'.a' The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Civic Complex Roof Replacement project in the City of Pickering and the issuance of debentures in the amount of $520,000.00. Whereas Section 11 of.the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass b.y-laws respecting matters within the spheres of jurisdiction . described in that Secfiion; 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 debenture�; 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 Civic Complex Roof Replacement project; and , Whereas before authorizing the construction in respect of the Civic Complex Roof Replacement 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 CS 08-17 on the date hereof and awarded Tender No. T-10-2017 for the Civic Complex Roof Replacement 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 "Civic Complex Roof Replacement"; 2. That the estimated costs of the project in the amount of $521,011.00 be financed as follows: a) That the sum of $520,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten years; b) That the sum of $1,011.00 be funded from property taxes; � 3. That the funds to repay the principal and interest of the debentures be provided fior in the annual Current Budget for the City commencing in 2017 or such subsequent year in which the debentures are issued and contirtuing thereafter until the debenture financing is repaid. By-law passed this 16th day of May, 2017 0 David Ryan, Mayor Debbie Shields, City Clerk