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Home My WebLink AboutENG 05-18S(y .! DICKERING Report to Council Report Number: ENG 05-18 Date: April 10, 2018 From: Richard Holborn Director, Engineering Services Subject: Rotary Frenchman's Bay West Park Reconstruction — Phase 1 - Tender No. T-3-2018 - File: A-1440 Recommendation: 1. That Tender No. T-3-2018 as submitted by Melfer Construction Inc. in the total tendered amount of $1,649,999.00 (HST included) be accepted; 2. That Council approve to single source the contract administration and construction supervision to MBTW Group in the amount �f $73,760.00 (HST extra) for Tender No. T- #2018 Rotary Frenchman's Bay West Park Reconstruction — Phase 1; 3. That the total gross project cost of $2,322,809.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $2,091,761.00 (net of HST rebate) be approved; 4. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $2,091,761.00 as follows: a) The sum of $1,149,761.00 be funded by Development Charges — City's Share; b) The sum of $942,000.00 be funded by Development Charges - Parks & Recreation Services; c) 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; and 5. 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 2018 Parks Capital Budget, funds were approved for the reconstruction of Rotary Frenchman's Bay West Park — Phase 1. The project includes the reconstruction of Beachpoint Promenade from West Shore Boulevard to the first parking area, including the addition of lay-by parking spaces, reconstruction of the existing parking area, construction of the waterfront trail and secondary trail system, and installation of an interpretive educational kiosk, public art, site furniture, trees, shrubs and ground covers. Tender No. T-3-2018 was issued on February 20, 2018 and closed on March 14, 2018 with four bidders responding. The low bid submitted by Melfer Construction Inc. in the amount of $1,649,999.00 (HST included) is recommended for approval. The total gross project cost which ENG 05-18 April 10, 2018 Subject: Rotary Frenchman's Bay West Park Reconstruction — Phase 1 Tender No. T-3-2018 Page 2 includes the tender amount, optional tendered items, utility relocation costs, tree removal costs, other associated costs, and a contingency, is estimated at $2,322,809.00 (HST included) and the total net project cost is estimated at $2,091,761.00 (net of HST rebate). A 15% contingency is included in the estimated project cost to cover any unforeseen costs such as electrical service connection issues, additional material quantities, and poor soils conditions. In 2015, Council Resolution # 117/15 approved Proposal No. RFP -16-2015 submitted by The MBTW Group to undertake the preparation of detailed design drawings and specifications for Rotary Frenchman's Bay West Park. Staff recommends continuing with The MBTW Group to undertake the contract administration, construction supervision and certification works associated with Tender No. T-3-2018, Rotary Frenchman's Bay West Park Reconstruction — Phase 1 as set out in a fee proposal dated March 19, 2018 in the amount of $73,760.00 (HST extra). Financial Implications: 1. Tender Amount Tender No. T-3-2018 HST (13%) Total $1,460,176.11 189,822.89 $1,649,999.00 2. Estimated Project Costing Summary Tender No. T-3-2018 — Tender for Rotary Frenchman's Bay West Park Reconstruction — Phase 1 Site Furniture provided as Optional Items in Tender No. T-3-2018 (not included in the Total Tendered Amount) Associated Costs Utility Relocations Materials Testing Allowance Construction Administration Fees (The MBTW Group) Tree Removal Services (Davey Tree Expert Co.) Project Signage Construction Contingency (15%) Sub Total — Costs HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $1,460,176.00 151,800.00 $25,000.00 10,000.00 73,760.00 85,551.00 7,500.00 241,796.00 2,055,583.00 267,226.00 $2,322,809.00 (231,048.00) $2,091,761.00 CORP0227-07/01 revised ENG 05-18 Subject: Rotary Frenchman's Bay West Park Reconstruction — Phase 1 Tender No. T-3-2018 April 10, 2018 Page 3 Approved Source of Funds — 2018 Parks Capital Budget Account Code 5780.1822.6129 Total Source of Funds Debt — 10 year R — DC's City Share RF — DC — Parks & Recreation Services Budget Required $1,000,000.00 $0.00 515,250.00 1,149,761.00 1,239,750.00 942,000.00 62,755,000.00 $2,091,761.00 Net project costs (over) under approved funds $663,239.00 The financing strategy has been revised to reflect the lower tender price. By avoiding debt financing, the City will save approximately $194,000 in interest charges. Discussion: As part of the 2018 Parks Capital Budget, funds were approved for the first phase of construction, to implement the Rotary Frenchman's Bay West Park Master Plan. Rotary Frenchman's Bay West Park is located on the east side of West Shore Boulevard, south of Sunrise Avenue. The Toronto and Region Conservation Authority (TRCA) acquired, much of this land in the late 1960's to bring this waterfront property into public ownership. In the early 1990's the TRCA, in consultation with the City and local community, developed a park plan for this area. The TRCA and City of Pickering entered into a management agreement for this parcel of property in 2001 and as required under the joint management agreement, a park master plan was developed that was endorsed by the TRCA and City of Pickering in 2002. With the proposed reconstruction of the harbour entrance, discussions with the Pickering Rouge Canoe Club for more permanent facilities, and the removal of the leash free area from the plan as requested by area residents, the master plan was revisited in 2012. The revised Master Plan was endorsed by Council in November 2012 (Report No. CS 39-12, Resolution #140/12) followed by the reconstruction of the harbour entrance. The MBTW Group was hired to prepare detailed drawings for the Master Plan implementation (Resolution #117/15). This consulting firm should also be retained for contract administration and construction supervision, which includes inspections of the installation of the works and certification that the works are carried out in accordance with the approved drawings and specifications of Tender No. T-3-2018. In accordance with Purchasing Policy 10.03 (c) where the project or annual cost of a consulting or professional service assignment is expected to be more than $50,000.00 and the initiating Director intends to acquire the services without obtaining written proposals, the Director shall submit a Report to Council to obtain approval to engage the services of a particular consultant. Staff recommends acceptance of the fee proposal dated March 19, 2018 submitted by The MBTW Group for contract administration and construction supervision in the amount of $73,760.00 (HST extra). CORP0227-07/01 revised ENG 05-18 April 10, 2018 Subject: Rotary Frenchman's Bay West Park Reconstruction — Phase 1 Tender No. T-3-2018 Page 4 The tender for Rotary Frenchman's Bay West Park Reconstruction — Phase 1 (Tender No. T-18- 2017) was originally issued in September 2017. Two bids were received but both bids exceeded the Phase 1 budget of $900,000 by a significant amount. Staff were of the opinion that the bids received did not reflect the true value of the project, and should not be accepted. Alterations were made to the design drawings and tender documents and additional funding was requested and approved in the 2018 Parks Capital Budget. The project includes the following items: • Reconstruction of Beachpoint Promenade from West Shore Boulevard to the first parking area • Reconstruction of the first parking area • Addition of layby parking along both sides of Beachpoint Promenade • Installation of LED lights at pedestrian crossing points • Construction of waterfront trail and secondary trail system • Construction of an interpretive educational kiosk • Installation of public art: "Our House" by Dorsey James (donated by Pickering Rotary Club) • Installation of new picnic tables, park benches and in -ground waste receptacles • Tree, shrub and groundcover planting Tender No. T-3-2018 was issued on February 20, 2018 and closed on March 14, 2018 with four bidders responding. The low bid submitted by Melfer Construction Inc. is recommended for approval. Melfer Construction Inc. have successfully completed numerous projects for the City of Pickering including the construction of the reading garden at the George Ashe Library & Community Centre, Amberlea Park ball diamond reconstruction, Duffin Heights West Village Green, and Don Beer Memorial Park. The City's Health & Safety Regulation form and current Certificate of Clearance issued by the Workplace Safety & Insurance Board has been submitted by Melfer Construction Inc. The Manager, Capital Projects & Infrastructure has reviewed the Waste Management Plan submitted by Melfer Construction Inc. and it 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 previous performance on City projects and references available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends the acceptance of the low bid submitted by Melfer Construction Inc. for Tender No. T-3-2018 in the amount of $1,649,990.00 (HST included) and that the total net project cost of $2,091,761.00 (net of HST rebate) be approved. CORP0227-07/01 revised ENG 05-18 Subject: Rotary Frenchman's Bay West Park Reconstruction — Phase 1 Tender No. T-32018 Attachments: April 10, 2018 Page 5 1. Supply & Services Memorandum dated March 19, 2018 2. Record of Tenders Opened and Checked 3, Location Map 4. MBTW Group proposal dated March 19, 2018 Prepared By: ,44-=) Arnold Mostert Senior Coordinator, Landscape & Parks,Development 6,)( Scott ooker Ma• -ger, Capital Projects & Infrastructure Ray Rodrigues Manager, Supply & Services AM:mjh Approved/Endorsed By: R iard Hol:orn erector, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P. Eng. Chief Administrative Officer CORP0227-07101 revised ATTACHMENT#_I TO REPORT# 646 °S_ /a of cdrd DICKERING Memo To: Richard Holborn Director, Engineering Services From: Ray Rodrigues Manager, Supply & Services Copy: Administrative Assistant, Engineering Servcies Subject: Tender No. T-3-2018 Tender for Rotary Frenchman's Bay West Park Reconstruction Phase 1 Closing: Wednesday, March 14, 2018 — 2:0'Opm File: F-5400-001 March 19, 2018 Tender No. T-3-2018 was advertised on the City's website on February 20, 2018. Four (4) 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, whichhas 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). Summary Harmonized Sales Tax Included 5 Y idden' r2, ; _ � �r a F'Tx �ia Lr: i} 3. _ .S t 43 } �1'otal tendered Armount 3 � c -1:+3 ty '� i J 't� Aft: r�Calc la ,'-- u tl th j t.'lr.. I' t-,:, { 1 C 1 b. 7T s}l ... . J r �_. }'C 4 J. ?�.- ,) i 1 � S JChec�tr � . t 4- R Ytl 1 i 1 ._ l,�k."z ._.:3t. �`z3:3' .;'.Z. ..,r.?t ,.r..t..r 1� �` ....e5.. f T .. CK , ,a z;_�„ r.>.,� < i. ".�r_=J, ,.'_.a,... � S, �£f f ..,:l:S....— Melfer Construction Inc. $1,649,999.00 $1,649,999.00 Blackstone Paving & Construction Ltd. $2,611,798.61 $2,611,798.61 Elirpa Construction & Materials Ltd. $ 2,641,901.29 $ 2,641,901.29 Hawkins Contracting Services Ltd: $2,868,117.95 $2,868,117.95 Pursuant to Information to Bidders item 26 and Tendering Specifications Item 22, the following documentation will be requested of Melfer Construction Inc. for your review during the ATTACHMENT#, / TO REPORT#= 0S--/8 2-- of 3 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 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 completed by the Bidder's agent, broker or insurer; and (d) Waste Management Plan. A budget of $2,755,000 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. Inaccordance 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. Please include the following items in your report: 1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; .2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable to Engineering Services; 4. if Item (d) is acceptable to Engineering Services; 5. any past work experience with low bidder Four Seasons Site Development Ltd. 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. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. February 20, 2018 • Tender No, T-4-2018 Asphalt Resurfacing on Various City Streets Page 2 ATTACHMENT# 1 , TOREPORT# ENFI 05-13 oaf 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. RR/jc ` . Attachments February 20, 2018 Tender No. T-4-2018 Asphalt Resurfacing on Various City Streets Page 3 City of Pickering Record of Tenders Opened and Checked Tender Description: Rotary Frenchman's Bay West Park Reconstruction Phase 1 Tender No.: T-3-2018 Date: Wednesday, March 14, 2018 Time: Approx. 2:15 pm Local Time Bidder Name Total Tendered Amount Bidder Sign n Comments Elirpa Construction & Materials Ltd i , f" (../ Meer Construction Inc $ , �f L- c. ` , p�N L�fl - , Hawkins Contracting Services $ / 0 F ; . L 0 Blackstone Paving &I Construction Ltd $ i` A 'G�4-- $ City Staff Present Other The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications. Page 11 ATTACHMENTO TOREPORT#k EA/(1 OS- /S sof_ Location Map Rotary Frenchman's Bay West Park Reconstruction — Phase 1 Tender No. T-3-2018 ATTACHMENT# , TO REPORT# ENe7 os- / $ March 19, 2018 Landscape & Parks Development 1 Engineering Services City of Pickering Town Hall 1 The Esplanade South, Pickering ON L1V 6K7 Via Email: a mostertWpickering.ca Attention: Arnold M❑stert, OALA, Senior Coordinator mbtw wai Re: Consulting Fees for Contract Administration kr Rotary Frenchman's Bay West Park Reconstruction - Phase 1, T-3.2018 Dear Arnold, We are very pleased to provide our team outline of services and associated fees for Phase 1 of the Rotary Frenchman's Bay West Park Reconstruction project. Attached you will find our Time -Fee Matrix providing detailed descriptions of the various tasks and estimated time allocations per team member. We have also estimated our team disbursements for the undertaking. 1.0 Our Understanding of the Scope and Process Phase 1 initially is primarily civil engineering works and electrical engineering works related to the reconstruction of Beachpoint Promenade, turning loop and parking area, With landscape paving elements anticipated to be constructed In conjunction with this, and eventually the balance of the soft landscape works to follow. We have included CA fees for MJS Consulting and Shoreplan to address the electrical and Structural scopes of work respectively, and have also included a minor allowance for SLR Consulting to provide guidance on existing and proposed plant materials should the need arise. Please note that MBTW will function as the Prime Consultant overseeing the construction administration for Phase 1 to ensure consistency in the implementation of the overall plan for the site, including future phases, 2.0 MBTW Team Jana Joyce, GALA, CSLA, ASLA, Principal will continue to be the main point of contact for the MBTW Group and will direct all Internal efforts to deliver the project. Jana will ensure that the design vision for the project will thrive through all stages of design and detail development and construction. Graham Carr, Dip. Arch. Tech., OALA Associate, Senior Project Manager will continue to be involved in the project through the CA stage and will be the day-to-day contact person on the file. His familiarity with the project and the contract documents will be beneficial In ensuring the successful contractor is executing the project in accordance with the design requirements. landscape architecture T 41(1449.7767 urban design F 416.449.1803 design guidance 2551Mcksteed Ave-, Unit 1A, Toronto, ON. Canada MAH 1G8 golf design www.nrb tw-wai ,com leisure design ATTACt-1MENT#, 11 TO REPORT# —2—of ,mbtw W wai David ibey, B.A., MLA Candidate is a Landscape Designer and will be working with Graham and Malcolm to facilitate the execution of this project from its onset up until completion. David brings a wealth of experience and understanding of plant materials, construction review and documentation work. Malcolm Schell, Dip. L,A.T. Senior Project Manager is a Senior Contract Administrator at The MBTW Group with over 40 years' experience in the landscape construction and development field. Malcolm has been site supervisor in the landscape construction industry working on both park and commercial/industrial projects. Malcolm will oversee MBTW's CA activities and will assist with conflicts/issues throughout the project. MBTW can draw upon several in-house professionals to assist in the delivery of this project. Our in-house talent includes graphic designers, horticulturalists, architects and landscape designers. 4.0 Project Schedule We will perform the Consulting Services in accordance with the project construction schedules. 4.0 Fees for Services Summary Landscape Consultant (Prime—The MBTW Group) $36,060.00 Civil Consultant (R.V. Anderson) $32,600.00 Electrical Consultant (M IS. Consulting) $1,750.00 Structural Consultant (Shareplan) $1,850.00 Ecolo: Consultant (S. L.R.) $1,500.00 Total (excluding applicable taxes) (CAD) $73,760.00 5.0 Payment The MBTW Group will submit invoices to you that will include hours / time for our sub -consultants, At your convenience, please provide a preferred template for invoices. Allowances for consultant work that are not needed (i.e. SLR), will not be billed. 6.0 Closure We would like to thank you for the opportunity to continue our involvement in this fantastic project. Our scope description and fees enclosed in this document outline our understanding of the scope as of the date of this letter. Should the scope change, or unforeseen situations occur, we would like to reserve the ability to renegotiate our team compensation. Please do not hesitate to contact our office should you have any questions, or require clarifications. We look forward to commencing this work. Page...2 ATTACHMENT# 'TO REPORT# 1_ ILIO (35.18 —of 111 ]tw w ai Yours Truly, The MBTW Group Jana Joyce, OALA, CSLA, ASLA Principal, Senior Landscape Architect MBTW Group 255 Wicicsteed Ave., Unit 1A Toronto, ON, Canada M4H 1G8 T 416.449.7767 x 252 www.rnbtw-wai.com Proposal Acceptance On behalf of The City of Pickering, we hereby engage The MBTW Group on the terms noted herein. Printed Name Title Signature late Page...3