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HomeMy WebLinkAboutCS 06-17 C ,,, ' Report to picKERING`"� Executive Committee Report Number: CS 06-17 Date: June 5, 2017 From: Marisa Carpino Director, Community Services Subject: Tender for Pickering Recreation Complex Roof Repairs - Tender No. T-7-2017 - File: A-1440 Recommendation: 1. That Tender No. T-7-2017 for the Pickering Recreation Complex Roof Repairs Central Core — Roof Restoration and Partial Replacement project and Pickering Recreation Complex Pool Roof Replacement project be combined as "Pickering Recreation Complex Roof Repairs" project; 2. That Tender No. T-7-2017 submitted by T. Hamilton & Son Roofing Inc. in the amount of $563,870.00 (HST included) be accepted; 3. That the total gross project cost of$620,370.00 (HST included), including the amount of the tender, and contingency, and the total net project cost of $558,662.00 (net of HST rebate), be approved; 4. That.Council authorize the Director, Finance & Treasurer to finance the net project cost of $558,662.00 as follows: a) the financing source and term for the Pickering Recreation Complex Central Core - Roof Restoration and Partial Replacement project be changed to external debt and for 15 years; b) the sum of$550,000.00 as providedfinancedfor in the b2017 lties of debentulres by Budget, and as amended in 4a) beYthe issue the Regional Municipality of Durham over a period not to exceed 15 years; {, c) the sum of $8,662.00 to be funded from property taxes; d) the annual repayment charges in the amourapproximately $48,600.00 be included in the annual Current Budget the City of Pickering $4 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; • Report CS 06-17 June 5, 2017 Subject: Tender for Pickering Recreation Complex Roof Repairs Page 2 e) 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; 5. That the draft by-law attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: The existing roof over the Pool and over the adjacent Central Core of the Pickering Recreation Complex is 27 years old and is at the end of it's useful life and must be replaced. To that end, Tender No. T-7-2017 was prepared and advertised on the City's website. The low bid submitted by T. Hamilton & Son Roofing Inc. in the amount of$563,870.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $620,370.00 and the total net project cost is estimated at $558,662.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-7-2017 $499,000.00 HST (13%) 64,870.00 Total Gross Tender Cost $563,870.00 2. Estimated Project Costing Summary Tender No. T-7-2017 $499,000.00 Contingency 50,000.00 • Total Cost fl $549,000.00 HST (13%) 71,370.00 Total Gross Project Costs $620,370.00 HST Rebate (11.24%) (61,708.00) Total Net Project Costs $558,662.00 Report CS 06-17 June 5, 2017 Subject: Tender for Pickering Recreation Complex Roof Repairs Page 3 3. Approved Source of Funds — 2017 Facilities Capital Budget Pickering Recreation Complex Roof Repairs Expence Code Cost Centre Source of Funds Budget Required Roof Restoration Central Core Internal Loan — 10 $220,000.00 $0.00 and Partial Years Replacement 5731.1705.6500 Debt— 15 Years 0.00 154,000.00 (Revised as per Recommendation 4a) Pool Roof Pool Debt— 15 Years 360,000.00 396,000.00 Replacement 5733.1703.6500 Property Taxes 0.00 8,662.00 Total Funds $580,000.00 $558,662.00 Project Cost under (over) approved funds by $21,338.00 The current tender for the Pickering Recreation Complex Roof Repairs is for the roof over the Pool and the adjacent Central Core of the Pickering Recreation Complex. In the City 2017 Facilities Capital Budget, the work to be done are budgeted in two different cost centres and treated as two projects, meanwhile Tender No. T-7-2017 has treated the work as one project in order to realize cost savings and efficiencies of scale. For the purpose of debentures financing, these two projects, and as tendered will be treated as one project referred to as "Pickering Recreation Complex Roof Repairs". For ease of tracking expenses and revenues, both projects will also be combined as one, and will be grouped under the Pickering Recreation Complex — Pool Roof Replacement project code (5733.1703). Discussion: Project specifications were developed based on the findings and recommendations of periodic roofing inspections and condition audits performed by Garland Canada Inc. In November 2016, core sample tests were cut into the existing roof to identify areas of the roof that needed repair or replacement to extend the life cycle of the roofing systems. It was determined thatthe existing roofvr r the pool for the will be removed, leaving the existing waterproofing layer to become avapour new roof assembly. Localized repairs of the adjacent Core roof will be completed as identified in the November 2016 testing. The new roof assembly will include a minimum 3" polyisocyanurate insulation with a 1/2" high-density asphalt-coated fibreboard layer, SBS rubber modified bitumen membrane and one-ply high performance mineral surface. Report CS 06-17 June 5, 2017 Subject: Tender for Pickering Recreation Complex Roof Repairs Page 4 Tender No. T-7-2017 was issued on Wednesday, March 30, 2017 and closed on Wednesday, April 26,2017 for the Pickering Recreation Complex Roof Repairs. A mandatory site visit was held on Thursday, April 11, 2017 and sixteen bidders attended, of which fifteen bidders submitted a tender for this project. T. Hamilton & Son Roofing Inc.. 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 Certificate of Insurance is deemed acceptable to Manager, Budgets & Internal Audit. The Waste Management Plan is deemed acceptable to the Supervisor, Facilities Operations. In conjunction with the foregoing approvals, staff have reviewed 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 T. Hamilton & Son Roofing Inc. for Tender No. T-7-2017 in the amount of $563,870.00 (HST included) and that the total net project cost of$558,662.00 be approved. Attachments: 1. Supply & Services Memorandum dated April 27, 2017 2. Draft By-law to authorize the Pickering Recreation Complex Roof Repairs project and the issuance of debentures in the amount of $550,000.00 • 3. Location Map • jl Report CS 06-17 June 5, 2017 Subject: Tender for Pickering Recreation Complex Roof Repairs Page 5 Prepared By: Approved/Endorsed By 11 Brian Duffield Marisa Carpino, MA . Division ead, Operations Director, Community Services Vera Felgemacher Stan Karwowski C.P.P., CPPO, CPPB, C.P.M., CMM III CPA, CMA, MBA Manager, Supply & Services Director, Finance & Treasurer Vince Plouffe, OAA, MRAIC Supervisor, Facilities Operations Caryn Kong, CPA, CGA Senior Financial Analyst-Capital and Debt Management MC:vp Recommended for the consideration of Pickering City Council / It L'`7 Tony Prevedel, P.Eng. Chief Administrative Officer ATTACHMENT# TO REPORT# CS 9(o- 1- • • C PICKERING Memo To: Marisa Carpino April 27, 2017 Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant— Director, Community Services Supervisor, Supply & Services • Subject: Tender No. T-7-2017 Tender for Pickering Recreation Complex Roof Repairs • Closing: Wednesday, April 26, 2017 —2:00 p.m. File: F-5400-001 Tender No. T-7-2017 was advertised on the City's website on March 30, 2017. A mandatory site visit was held on April 11, 2017 at 2:00 p.m. Fifteen (15) 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 be corrected or ectedlaccordingly, which tendered unit rhas and extensions unit prices shall govern and extensions will 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 uBb i7dder " ' LW f f i w g TYotialTenderegAj0lmout�t mss Y ?A etle ",:, MAfter iu onCheck ,{�. K y5 ' k a L yy r'9"?zb,� `-h..iS .'..:s e +¢.:r,`y'-:ll ?'0. ...,�3ia`1'�5>-4:1 h ._..,,` . .�. �r�-,.., a'a�.t_ .t �'.Y�' I�I..i�'2' `�.2F?.�. .: '"`c., ¢_art :_' `+ -•r., � ? 'kho-ih.`�:, �:.._ sr,. '�Ir.. d z, T. Hamilton & Son Roofing $563,870.00 $563,870.00 Northeast Roofing Inc. $628,054.00 $628,054.00 Proteck Roofing & Sheet Metal Inc. $629,749.00 $629,749.00 Crawford Roofing Corp. $636,006.60 $636,009.20 Nortex Roofing Ltd. $637,320.00 $637,320.00 Bidder " Total Tendered Amount, After Calculation Check Atlas-Apex Roofing Services Inc. $638,827.42 $638,827.42 AMA Roofing & Sheet Metal $686,994.80 $686,994.80 Foran's Roofing & Sheetmetal Ltd. $713,030.00 $713,030.00 Sproule Specialty Roofing $731,889.70 $731,889.70 Applewood Roofing & Sheet Metal $733,935.00 $733,935.00 Industrial Roofing Services Ltd. $743,656.39 $743,656.39 Eileen Roofing Inc. • $786,389.60 $786,389.60 Semple Gooder Roofing Corp. $825,124.87 $825,124.87 Aseal Roofing & Sheet Metal $835,070.00 $835,070.00 Automatic rejection — Bid bond of insufficient amount and failure to return Form of Tender as specified. Reference: Purchasing Policy No. PUR 010, Item Can-Sky Roofing & Sheet Metal Inc. 23.02 -10 (d); Information to Bidders — Item 7, 9, 10, 13, 14, 23, 24, 25 and 49, Tendering Specifications— Item 1, 2. Advertisement and Addendum No.1, Item 2.1 Pursuant to Information to Bidders Item 26 and Tendering Specifications Items 20 and 21, the following documentation will be requested of T. Hamilton & Son Roofing 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 & 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 (f) A Waste Management Plan. A budget of$580,000 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$250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. April 27, 2017 Tender No. T-7-2017 Page 2 Pirkerinn RPrrrPatinn ('.mmnIav Rnnf Rcnoirc Please include the following items in your report: 1. if Items (a) and (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if Items (d) through (f) are acceptable to Community Services; 4. any past work experience with low bidder T. Hamilton & Son Roofing including work location; 5. without past work experience, if reference information is acceptable to Operations; 6. the appropriate account number(s) to which this work is to be charged; 7. the budget amount(s) assigned thereto; 8. Treasurer's confirmation of funding; 9. related departmental approvals; and 10. related comments specific to the project. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. Enquiries can be directed to the City's website for the unofficial bid results as read out at the public tender opening or to Supply & Services. Bidders will be advised of the outcome in due course. If you equire further information, please feel free to contact me or a member of Supply & Servic s. VAF/sb Attachment( (4) • April 27, 2017 Page 3 Tender No. T-7-2017 Pickerina Recreation Complex Roof Repairs w cu o v ,v c Cl)co a`) a m 13 a) Y c) a) .., c ^// U c © o q a CiN c o O V� o a0) to M • vo �, 'C. N a O 0O `.,� S� N TS c \ . O Nsb a Oii- en N\ 'o\ -meq n,� ^'� csr‘ M M M c ZN -a I- En e , En-. En - En En U w d r "a I it 0i E -0 \ 0 3 0 \ \ \ J \ v OC w a a cua a) o O c a3 > N aa)i a.) a) N aa)i aa)i a) a) aa) N 13 X ¢ mcn a c m ti E c . iD. 03 \ \Illt co vJ �- c 6` b� 6.....L., 2 6` 6� c NN ao p o O \0 9 O_ p o ili m a❑ a H ¢ 05 a) ci dS rn a) +' �n" m c rn c o E azs Cl) c 2 c� c 1.= m c o CO rn .c :� Z 0 0 0 0 'D fl Z a o x a� m -0 o o 76 fY m o a) °o off$ w a) a cn a) o �8 a� u, N .. -a co . 3 2 J � Q c � � o (n.E a)i a) C -0 N c Q c In �- c c a) w .0 (I?m ¢ ai Qo � W aso • caa) 2' ai f6 a) a -- s ao Cl) Cf) .0 - 0 0 CO c 0 0 - a) d m ¢ cn ¢ W � ¢ cn ¢ WOW 0 iu U Cl) ..E co ai E Cl 4- 0 O N a) 0) U) cad c C a) E E O 0 co d0.a c .a O m 8 4- U a) u) to a c C 9 O N O o E O o a) CM� (A % I\ U ' ` S` 4 Oa E a) F-- Mr c�\ ` M o ) Na c S 0 a) U I— to to- ea K} EA EA I- C • a) CO 0 O E• a) 0 U c 3' \ \ O c o c d C o Q Q co y= 3 -0 = > a 'O N5 N N co N N N c c .0I . CDC r Q2CO CD I= on \ \ \ \ fl. @_' m en 0 Q c E ao, \p o O 0 O O Q -___, \ \-- \--- \ \-- i)— >,U c. C10.` N c w O C u E rn o �' = a) as H ea C O cC — a p_ U o2S L O Z O nO CO O O C a \ =6. ON rY a) 0 U V) o E .. -E m Li c ° t fi no = o Z` NI N Z _i z . a_ u) (OQ u) re i . t: V �\ H ATTACHMENT##___LTO REPORT# GS O(2'I� The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Pickering Recreation Complex Roof Repairs project in the City of Pickering and the issuance of debentures in the amount of $550,000.00. 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 Pickering Recreation Complex Roof Repairs project; and Whereas before authorizing the construction in respect of the Pickering Recreation Complex Roof Repairs 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 06-17 on the date hereof and awarded Tender No. T-7-2017 for the Pickering Recreation Complex Roof Repairs 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 "Pickering Recreation Complex Roof Repairs"; • 2. That the estimated costs of the project in the amount of$558,662.00 be financed as follows: a) That the sum of$550,000.00 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$8,662.00 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 2017 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 13th day of June, 2017 David Ryan, Mayor Debbie Shields, City Clerk ATTACHMENT# 3 TO REPORT# CS No` 1-4 `,o r / BASKET:AL / dJP//// - SRR PLAY s, i J �� AREA Psat A _ .4 , z- ‘,.,77 ,- . , \ c\.._ _ , \wilk\ las .," .- „11111111111 ‘ \ 7 \ 7 I i . . i RECREATION , SKATEBOARD -- COMPLEX PARK,. - ASPHALT O 1 :1111111 PARKING C doll * 1 / IAO Y RECREATION W COMPLEX ' O O J ASPHALT Q X11 PARKING le ,i4j 1)•1#0, Ille OLLEYB 0t0* / SUBJECT ROOF URI / / REPAIR A .N /vPICKERING Q RECREATION i COMPLEX 1 A ii d s J \-;:;;'„' E v,\ :0:e-- r:,:45”' , liq'it';',,,',14::•17-,,',.:*3....-;_,...."...9:::%""" -7..\)) 47 7- ''''' 41 1 's' t A A , 0 ( . Engineering Services Attachment for Community Services 64 ell Department ICapital Projects&Infrastructure Department Report CS 06-17 PICKE Rl NG SCALE: --- - DATE:-- _-- - T-7-2017 - Pickering Recreation Complex Roof Repairs N.T.S May 18/2017