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HomeMy WebLinkAboutENG 19-17Cly e PICKE R1 NG Report to Executive Committee Report Number: ENG 19-17 Date: September 5, 2017 From: Richard Holborn Director, Engineering Services Subject: Frenchman's Bay Ratepayers Memorial Park Reconstruction - Tender No. T-12-2017 - File: A-1440 Recommendation: 1. That Tender No. T-12-2017 as submitted by Gray's Landscaping & Snow Removal Inc. in the total tendered amount of $272,349.44 (HST included) be accepted; 2. That the total gross project cost of $366,760.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $330,279.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $330,279.00 as follows: a) The sum of $275,000.00 as approved in the 2017 Parks Capital Budget to be funded from Third Party Contributions account 7501.0103.0000; b) The additional sum of $55,279.00 to be funded by a transfer from the Parkland 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 2017 Parks Capital Budget, funds were approved for the reconstruction of Frenchman's Bay Ratepayers Memorial Park, located on Commerce Street. The project includes a new playground area, a shade structure, concrete and asphalt pathways, electrical service, pathway lighting from Commence Street to the Madison Homes site, converting the basketball court into a multi -use court, site furniture, trees and other associated landscaping. The playground structure was tendered separately and has been awarded to Henderson Recreation Equipment Ltd. Tender No. T-12-2017 was issued on July 5, 2017 and closed on August 2, 2017 with 5 bidders responding. The lowest compliant bid submitted by Gray's Landscaping & Snow Removal Inc. in the amount of $272,349.44 (HST included) is recommended for approval. The total gross project cost including the tender amount, playground equipment, site furniture, other associated costs, and a contingency is estimated at $366,760.00 (HST included) and the total net project cost is estimated at $330,279.00 (net of HST rebate). A 10% contingency is included in the estimated ENG 19-17 Subject: Frenchman's Bay Ratepayers Memorial Park Reconstruction Tender No. T-12-2017 September 5, 2017 Page 2 project cost to cover any unforeseen costs such as electrical service connection issues, additional material quantities, or poor soils conditions. Financial Implications: 1. Tender Amount Tender No. T-12-2017 HST (13%) Total $241,017.21 31,332.23 $272,349.44 2. Estimated Project Costing Summary Tender No. T-12-2017 — Tender for Frenchman's Bay Ratepayers Memorial Park Reconstruction Associated Costs Electrical Engineering Consulting Costs Structural Engineering Consulting Costs Playground Equipment Site Furniture Allowance Materials Testing Construction Contingency (10%) Sub Total — Costs HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $241,017.00 $5,250.00 5,200.00 36,999.00 10,000.00 2,000.00 24,100.00 324,566.00 42,194.00 $366,760.00 (36 481.00) $330,279.00 3. Approved Source of Funds — 2017 Capital Budget — Parks Account Code 5780.1709.6129 Total Source of Funds Third Party Contribution — Madison Liverpool (7501.0103) Parkland Reserve Fund Budget $275,000.00 0.00 $275,000.00 Required $275,000.00 55,279.00 $330,279.00 Net project costs (over) under approved funds ($55,279.00) Funding for this project was obtained from Madison Liverpool Limited. Pursuant to Section 37 of the Planning Act (density bonusing), the developer agreed to provide $275,000 towards improvements to Frenchman's Bay Ratepayers Memorial Park. This estimated value and subsequent budget amount was based on preliminary designs of the proposed park improvements. During detailed design, it was recognized that the asphalt surface of the existing basketball court was in need of replacement, rather than the proposed overlay and that Veridian Connections required a new electrical service line be brought in underground across Commerce CORP0227-07!01 revised ENG 19-17 September 5, 2017 Subject: Frenchman's Bay Ratepayers Memorial Park Reconstruction Tender No. T-12-2017 Page 3 Street in place of the existing outdated overhead service. These increased costs together with a 10% construction contingency provision has resulted in the net project cost exceeding the approved budget by more than 10%. The contingency provision is to cover possible additional construction costs in the event of unforeseen conditions. If no issues are encountered, these funds will not be required. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditures exceeding 10% of the approved capital expenditure shall require the approval of the Treasurer, the Chief Administrative Officer, and Council. The Director, Finance & Treasurer concurs that the additional funds required will be funded from Parkland Reserve Fund as indicated in the Financial Implications section. Council approval is being sought at this time for the additional funds required. Discussion: As part of the 2017 Parks Capital Budget, funds were approved for the reconstruction of Frenchman's Bay Ratepayers Memorial Park, located on Commerce Street. This park, which included only a small soccer pitch and asphalt basketball court, was originally connected to the yard of the Holy Redeemer Catholic Elementary School. It was predominantly used by the students during school hours and local residents after hours. Due to the size and condition of the soccer pitch and shortage of parking in the area, the soccer pitch has not been programmed for a number of years. The park is also void of any play equipment, site furniture, pathways, trees and other amenities. The Holy Redeemer Catholic Elementary School site was sold to Madison Liverpool Limited in December 2015 and has been approved for the construction of 71 residential units. Pursuant to Section 37 of the Planning Act (density bonusing), the developer agreed to provide funds as a community improvement, to go towards the reconstruction of Frenchman's Bay Ratepayers Memorial Park. The developer's initial concept was to convert the basketball court into a parking lot, rotate the soccer pitch and install a children's playground and splash pad. The local residents were not in support of the proposed improvements and staff worked with the developer to come up with an alternate plan to address the resident's concerns. The revised plans were presented and well received at a Public Information Meeting held on June 20, 2016. Based on estimated cost of the approved concept plans, Madison Liverpool Limited agreed to provide $275,000 to the City of Pickering, to construct the proposed improvements in Frenchman's Bay Ratepayers Memorial Park. These improvements include: • Conversion of the basketball court to a multi -use court • Construction of a playground area • Installation of a shade structure Construction of a pathway system connecting the proposed residential development to the park features and Commerce Street • Installation of pathway lighting using LED light fixtures • Installation of park benches and waste receptacles • Tree planting and other associated landscaping CORP0227-07/01 revised ENG 19-17 September 5, 2017 Subject: Frenchman's Bay Ratepayers Memorial Park Reconstruction Tender No. T-12-2017 Page 4 Tender No. T-12-2017 was issued on July 5, 2017 and closed on August 2, 2017 with 5 bidders responding. The lowest compliant bid submitted by Gray's Landscaping & Snow Removal Inc. is recommended for approval. Gray's Landscaping & Snow Removal Inc. have successfully completed a number of other projects for the City of Pickering including sidewalk replacements on Pickering Parkway and landscape work in Maple Ridge Park. They have also provided the City with snow removal services for a number of years. The City's Health & Safety Regulation form and current Certificate of Clearance issued by the Workplace Safety & Insurance Board has been submitted by Gray's Landscaping & Snow Removal Inc. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. The Waste Management Plan submitted by Gray's Landscaping & Snow Removal Inc. has been reviewed and is deemed acceptable by Engineering Services staff. In conjunction with staff's review of the contractor's references available on this project, the bid is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends the acceptance of the lowest compliant bid submitted by Gray's Landscaping & Snow Removal Inc. for Tender No. T-12-2017 in the amount of $272,349.44 (HST included) and that the total net project cost of $330,279.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated August 4, 2017 2. Record of Tenders Opened and Checked 3. Location Map CORP0227-07/01 revised ENG 19-17 Subject: Frenchman's Bay Ratepayers Memorial Park Reconstruction Tender No. T-12-2017 September 5, 2017 Page 5 Prepared By: Arnold Mostert, OALA Senior Coordinator, Landscape & Parks Development Vera A. T gemacher CSCMP, CPPO, CPPB, CPM, CMM III Manager, Supply & Services AM:mjh Approved/Endorsed By: Richard Holborn, P. Eng. Director, Engineering Services Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer 6, 7 CORP0227-07/01 revised 044 PICKERING ATTACHMENT# 1 TOREPORT# k -) 1 cj of 3 Memo To: Richard Holborn Director, Engineering Services From: Vera A. Felgemacher Manager, Supply & Services Administrative Assistant, Engineering Services Supervisor, Supply & Services Subject Tender No. T-12-2017, Tender for Frenchman's Bay Rate Payers Memorial Park Reconstruction Closing: Wednesday, August 2, 2017 — 2:OOpm File: F-5400-001 Copy: August 4, 2017 Revised Tender No. T-12-2017 was advertised on the City'swebsite on July 5, 2017. Five 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. s 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. 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. Bidder Summary Harmonized Sales Tax Included Total Tendered Amount AfterCalculation Check i Gray's Landscaping & Snow Removal Inc. $272,349.44 $272,349.44 Tri Son Contracting Inc. $354,530.27 $354,531.40 J. Hoover Ltd. $364,918.03 $364,579.29 Pine Valley Corporation $367,133.61 $367,137.57 �"T.ACt4NENv TOREPQRT# 1 Bidder _,,; Comments " Loc -Pave Construction Limited Rejected — Bid does not meet specifications of Item 5.2. Reference: Purchasing Policy No. PUR 010, Item 23.02 (8); Information to Bidders, Item 23, 24, 25, 31, 32 and 33. Pursuant to information to Bidders Item 26 and Tendering Specifications Item 20 and 21, the following documentation will be requested of Gray's Landscaping & Snow Removal Inc. 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 City's Health and Safety Acknowledgement form which is currently dated and signed; (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; ft (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 $225,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set ou 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. Please include the following items in your report: 1. if Items (a) through (d) noted above are acceptable to the Co-ordinator, Health & Safety or designate; 2. if. Item (e) is acceptable to the Manager, Budgets & Internal Audit; 3. if Item (f) is acceptable to Engineering Services; 4. if the list of subcontractors is acceptable to Engineering Services; 5. if Item (h) is acceptable to Engineering Services; 6. any past work experience with low bidder Gray's Landscaping & Snow Removal Inc., including work location; Tender No. T-12-2017 Frenchman's Bay Rate Payers Memorial Park Reconstruction Page 2 ATTAC iMENT# J s.TOREPORT# EN el 1- 3 ,of 7. without past work experience, if reference information is acceptable to Engineering Services; 8. the appropriate account number(s) to which this work is to be charged; 9. the budget amount(s) assigned thereto; 10. Treasurer's confirmation of funding; 11. related departmental approvals; and 12. related comments specific to the project. After receiving Council 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. VAF/sb Attachments (3) Tender No. T-12-2017 Frenchman's Bay Rate Payers Memorial Park Reconstruction Page 3 o 3" -a 0 • w • ATTACHMENT# 21, TO REPORT# E-6(7 f 0 E E 0 0 0 0 o. 0 0 a 0 c. c. c 0 0 ozyo PICKERING ATTACHMENT# TOREF©RT#_SNC) 11 - i �! t-� Engineering Services Department Tender No. T-12-2017 Frenchman's Bay Ratepayers Memorial Park Reconstruction Location Map tuN't 5 FRENCHM/ BAY -N'S