HomeMy WebLinkAboutENG 20-17PJCKERING •
Report to
Executive Committee
Report Number: ENG 20-17
Date: September 5, 2017
From: Richard Holborn
Director, Engineering Services
Subject: Glengrove Park Reconstruction
- Tender No. T-11-2017
- File: A-1440
Recommendation:
1. That Tender No. T-11-2017 as submitted by Loc Pave Construction Ltd. in the total tendered
amount of $262,120.45 (HST included) be accepted;
2. That the total gross project cost of $335,274.00 (HST included), including the tendered
amount and other associated costs and the total net project cost of $301,925.00 (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 $301,925.00 as follows:
a) The sum of $250,000.00 as approved in the 2017 Parks Capital Budget be increased by
$28,210.00 to be funded by a transfer from the Parkland Reserve Fund;
b) The additional sum of $23,715.00 be funded by a transfer from the Third Party
Contributions Reserve Fund for Tree Compensation; 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 Glengrove Park, located on Fieldlight Boulevard. The project includes the
replacement basketball courts, upgrades to the playground area and structure, replacement and
extension of the asphalt paths and pathway lighting to Brands Court, Rosefield Road and
Fieldlight Boulevard, site furniture, trees and associated landscaping.
Tender No. T-11-2017 was issued on June 19, 2017 and closed on July 12, 2017 with 7 bidders
responding. The low bid submitted by Loc Pave Construction Ltd. in the amount of $262,120.45
(HST included) is recommended for approval. The total gross project cost including the tender
amount, upgrades to the playground structure to ensure compliance with the Accessibility for
Ontarians with Disability Act (AODA), other associated costs, and a contingency is estimated at
$335,274.00 (HST included) and the total net project cost is estimated at $301,925.00 (net of HST
rebate). A 10% contingency is included in the estimated project cost to cover any unforeseen
ENG 20-17
Subject: Glengrove Park Reconstruction
Tender No. T-11-2017
September 5, 2017
Page 2
costs such as electrical service connection issues, additional material quantities, or poor soils
conditions.
Financial Implications:
1. Tender Amount
Tender No. T-11-2017
HST (13%)
Total
$231,965.00
30,155.45
$262,120.45
2. Estimated Project Costing Summary
Tender No. T-11-2017 — Tender for Glengrove Park
Reconstruction
Associated Costs
Electrical Consulting Costs
Materials Testing
Playground Structure upgrades
Construction Contingency (10%)
Sub Total — Costs
HST (13%)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
$231,965.00
$5,450.00
4,000.00
32,092.00
23,196.00
296,703.00
38, 571.00
$335,274.00
(33,349.00)
$301,925 00
3. Approved Source of Funds - 2017 Capital Budget - Parks
Account Code Source of Funds
5780.1707.6129 Parkland Reserve Fund
Third Party Contributions Reserve Fund
for Tree Compensation — 7501.0101
Total
Budget
$250,000.00
0.00
$250,000.00
Required
$278,210.00
23,715.00
$301,925.00
Net project costs (over) under approved funds
($51,925.00)
When developers are unable to provide on-site tree planting as compensation for tree loss, cash -
in -lieu is taken that can be applied to other tree planting initiatives within the City. These funds are
deposited to the Third Party Contributions Reserve Fund for Tree Compensation. As the number
of trees proposed to be planted is higher than was originally anticipated, due to additional ash tree
replacements, Council approval is being sought to draw funds from the Third Party Contributions
Reserve Fund for Tree Compensation to fund the tree planting component of the project. The
amount indicated as being required is equivalent to the tendered amount for the tree planting
portion of this project plus net HST.
CORP0227-07/01 revised
ENG 20-17 September 5, 2017
Subject: Glengrove Park Reconstruction
Tender No. T-11-2017 Page 3
The tree planting component 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 and Third Party Contributions Reserve Fund for Tree Compensation in
the amounts 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 Glengrove Park, located on Fieldlight Boulevard. Glengrove Park was originally
constructed in the early 1970's and many of the park features have now exceeded their life
expectancy and are in need of replacement. Many trees have been lost in this park due to the
Emerald Ash Borer (EAB) infestation and the existing playground that was reconstructed in 1995
is not in compliance with the Accessibility for Ontarians with Disability Act (AODA).
The project includes the following items:
• Replacement of the fencing and surfacing of the basketball courts
• Upgrades to the playground area and structure to bring into AODA compliance
• Replacement of the existing asphalt paths connecting to Brands Court, Rosefield Road and
Glengrove Public School
• New pathway connecting to Fieldlight Boulevard
• Replacement and extension of pathway lighting system using LED light fixtures
• Installation of new park benches and in -ground waste receptacles
• Tree planting to replace trees removed due to EAB
Tender No. T-11-2017 was issued on June 19, 2017 and closed on July 12, 2017 with 7 bidders
responding. The low bid submitted by Loc Pave Construction Ltd. is recommended for approval.
References from Loc Pave Construction Ltd. have been reviewed and deemed acceptable by the
Senior Coordinator, Landscape & Parks Development.
The City's Health & Safety Regulation form and current Certificate of Clearance issued by the
Workplace Safety & Insurance Board has been submitted by Loc Pave Construction Ltd. The
Manager, Capital Projects & Infrastructure has reviewed the Waste Management Plan submitted
by Loc Pave Construction Ltd. and is 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.
CORP0227-07/01 revised
ENG 20-17 September 5, 2017
Subject: Glengrove Park Reconstruction
Tender No. T-11-2017 Page 4
Upon careful examination of all tenders and relevant documents received, the Engineering
Services Department recommends the acceptance of the low bid submitted by Loc Pave
Construction Ltd. for Tender No. T-11-2017 in the amount of $262,120.45 (HST included) and that
the total net project cost of $301,925.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated July 14, 2017
2. Record of Tenders Opened and Checked
3. Location Map
Prepared By:
Arnold Mostert, OALA
Senior goordinator,
Landscape & Parks Development
Vera A. Felgemacher
CSCMP, CPPO, CPPB, CPM, CMM III
Manager, Supply & Services
AM:mjh
Approved/Endorsed By:
Ricrd Holbo , P. Eng.
Dir ctor, 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
CORP0227-07/01 revised
ATTACHMENT# TOREPORT# rnfC� 12
f of 3
040/
PICKERING
Memo
To: Richard Holborn July 14, 2017
Director, Engineering Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Administrative Assistant, Engineering Services
Supervisor, Supply & Services
Subject: Tender No. T-11-2017
Tender for Glengrove Park Reconstruction
Closing: Wednesday, July 12, 2017 — 2:OOpm
File: F-5400-001
Tender No. T-11-2017 was advertised on the City's website on June 19, 2017. Seven (7)
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 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.
Summary
Harmonized Sales Tax Included
Bidder
Total Tendered Amount
After Calculation Check
Loc Pave Construction Inc.
$262,120.45
$262,120.45
Gray's Landscaping & snow Removal Inc.
$277,863.92
$277,863.89
Tri Son Contracting Inc.
$279,378.94
$279,378.94
Royalcrest Paving Ltd.
$307,909.46
$307,909.46
Laycon Construction Services Inc.
$367,229.10
$367,229.10
Serve Construction Ltd.
$405,679.04
$405,679.04
ATTACHMENT # TOREPORT4. 640 62.0
a of
Greenspace Landscaping & Property
Services Inc.
Automatic Rejection: Bid Bond of insufficient amount.
Reference: Purchasing Policy No. PUR 010, Item
23.02 —10 (d); Information to Bidder— Item
7,10,24,25 and 47. Tendering Specification — Item 1,
2 and 3. Advertisement.
Pursuant to Information to Bidders Item 26 and Tendering Specifications Item 20, the following
documentation will be requested of Loc Pave Construction Limited 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 form 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 shall be completed by the
Bidder's agent, broker or insurer; and
(d) Waste Management Plan.
A budget of $250,000.00 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:
(b) Over $75,000 and up to $250,000 the Manager may approve the award, subject to the
approval of the Director, Treasurer and CAO.
Please include the following items in your memo:
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 Item (d) Waste Management Plan is acceptable to Engineering Services / Operations
4. if Item the list of subcontractors is acceptable to Engineering Services / Operations;
5. any past work experience with low bidder Loc Pave Construction Limited including work
location;
6. without past work experience, if reference information is acceptable to Engineering
Services;
7. the appropriate account number(s) to which this work is to be charged;
8. the budget amount(s) assigned thereto;
9. Treasurer's confirmation of funding;
10. related departmental approvals; and
11. related comments specific to the project.
July 14, 2017
Tender No. T-11-2017
Glengrove Park Reconstruction
Page 2
NTS1
()R€PORT#&(� 30-0-
Afterreceiving Director, Treasurer and 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.
VAF/gb�j
Attachments
July 14, 2017
Tender No. T-11-2017
Glengrove Park Reconstruction
Page 3
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PICKERING
ATTACHMENT# 2 TO REPORT#__ ENO/ do - /7 -
Engineering
9 -
Engineering Services Department
Tender No. T-11-2017
Glengrove Park Reconstruction
Location Map