HomeMy WebLinkAboutCS 29-18--Citjj {Jf--Report to Council p] (KER 1 NG . From: Subject: Marisa Carpino Director, Community Services Report Number: CS 29-18 Date: September 17, 2018 O'Brien and Delaney Arenas Ventilation/Sensor Retrofit at Pickering Recreation Complex -Quotation No. Q-17-2018 -File: A-1440 Recommendation: 1. That Quotation No. Q-17-2018 submitted by 1747204 Ontario Inc. O/AAce Services in the amount of $132,750.00 (HST excluded) be accepted; 2. That the total gross project cost of $163,568.00 (HST included), including the amount of the quotation, contingency and other associated costs, and the total net project cost of $147,298.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $147,298.00 as follows: a) the unspent sum of $80,620.00, as provided for in the 2018 Pickering Recreation Complex (Arena) Capital Budget, to be funded by a transfer from the Rate Stabilization Reserve; b) the unspent sum of $15,699.00, as provided for in the 2016 Pickering Recreation Complex (Arena) Capital Budget, to be funded from property taxes; c) the over-expenditures in the amount of $50,979.00 to be funded from the Capital Contingency account 2900, from property taxes; 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; 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: The Delaney and O'Brien Arenas at the Pickering Recreation Complex are equipped with air quality monitoring and alarm systems. They monitor indoor air quality for hazardous particulates, including carbon monoxide and carbon dioxide, and will signal an alarm if levels exceed safety thresholds. System alarms trigger the ventilation systems to flush the affected area with outdoor air to protect occupants while they evacuate the space. Hazardous gases can be caused by various mechanical systems, equipment, and vehicles required for arena operations. The existing monitoring systems and controls are at the end of life and require
Report CS 29-18 Subject: O'Brien and Delaney Arenas Ventilation/Sensor Retrofit at the Pickering Recreation Complex September 17, 2018 replacement. Critical components were replaced in 2016 to address immediate needs, but insufficient funding was available to completely replace both systems. The remaining components must be replaced as part of this project in order to maintain operations in both arenas. Request for Quotation No.Q-17-2018 was issued on July 31, 2018, and advertis.ed on the City's website. An optional site visit was held on August 9, 2018. The request for quotation closed on August 23, 2018. Four companies submitted bids for this project. The low bid submitted by 1747204 Ontario Inc. O/A Ace Services in the amount of $150,007.50 (HST included) is recommended for approval. The total gross project cost is estimated to be $163,568.00 (HST included) and the total net project cost is estimated at $147,298.00 (net of HST rebate). Financial Implications: 1. Quotation Amount Quotation No. Q-17-2018 HST (13%) Total Gross Project Cost 2. Estimated Pro·ect Costin Summar Quotation No. Q-17-2018 Contingency Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs 3. Approved Source of Funds 2018 Capital Budget -Rec. Complex -Arenas Account Code 5735.1802.6500 5735.1602.6181 Additional Funds Required Source of Funds Rate Stabilization Property Taxes Capital Contingency (Property Taxes) Total Funds Budget $80,620.00 15,699.00 0.00 $96,319.00 $132,750.00 17,257.50 $150,007.50 $132,750.00 12,000.00 $144,750.00 18,818.00 $163,568.00 (16,270.00) $147 .298.00 Required $85,000.00 15,699.00 50,979.00 $147 .298.00
Report CS 29-18 Subject: O'Brien and Delaney Arenas Ventilation/Sensor Retrofit at the Pickering Recreation Complex I Project Cost under ( over) approved funds by September 17, 2018 ($50,979.oorl The Financial Control Policy (FIN 030), Sections 11.02 and 11.04, require approval by Council where the project costs exceed the approved budget by more than 10 percent. Council approval is being sought at this time in order to proceed with the project as the estimated costs exceeded the approved budget by more than 10 percent. For ease of tracking, funds from 5735.1802.6500 and 5735.1602.6181 will be combined and tracked under the main account 5735.1802.6500 in the total amount of $96,319.00 and over-. expenditures in the amount of $50,979.00 to be tracked under the Capital contingency account 2900.0000.0000. Discussion: The original air monitoring systems in the Delaney and O'Brien arenas at the Pickering Recreation Complex were installed in 1983 and 1992, respectively. The systems are inspected and re-calibrated annually as part of routine maintenance. Individual components have been replaced as required over time, but the overall technology and infrastructure of the system is now at the end of its serviceable life. Many of the existing components are obsolete and difficult to source for repairs. Deficiencies were identified in 2015 and critical components were upgraded to address immediate needs. The balance of components and controls must now be upgraded in order to maintain safety equipment necessary for arena operations. Request for Quotation Q-21-2017 was issued for this same scope of work last year, but costs exceeded available funds. The project was deferred and additional budget was added in 2018 and has been re-bid as Q-17-2018. Construction costs have risen significantly across the industry in 2018 due to ongoing international trade disputes and have especially affected pricing for mechanical systems and equipment manufactured outside of Canada. Due to the nature, cost, and difficulty of maintaining the existing equipment, award is recommended to ensure safe and sustainable ongoing use of the arenas at the Pickering Recreation Complex. Request for Quotation No. Q-17-2018 was issued on July 31, 2018 and advertised on the City's website. An optional site visit was held on August 9, 2018. The request for quotation closed on August 23, 2018. Four companies submitted bids for this project. Award to the low bidder, 1747204 Ontario Inc. O/A Ace Services will be conditional upon receiving the City's Health & Safety form, Certificate of Insurance, and Waste Management Plan and requisite approvals. Staff have reviewed the previous work experience of 1747204 Ontario Inc. O/A Ace Services and deemed it to be acceptable. Upon careful examination of all bids and relevant documents received, the Community Services Department recommends the acceptance of Quotation No. Q-17-2018 submitted by 17 47204 Ontario Inc. O/A Ace Services in the amount of $150,007.50 (HST included) and that the total net project cost of $147,298.00 be approved.
Report CS 29-18 Subject: O'Brien and Delaney Arenas Ventilation/Sensor Retrofit at the Pickering Recreation Complex Attachments: 1. Supply & Services Memorandum dated August 29, 2018 Prepared By: Approved/Endorsed By: Marisa Ca ·no Rartues Director, Community Services Manager, Supply & Services September 17, 2018 Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer MC:vp Recommended for the consideration of Pickering City Council of}J ~ 101 Zo/9 Tony Prevedel, P.Eng. Chief Administrative Officer
-~~f-PlCKERlNG ATTACHMENT#_L TO REPORT#.Q.5._ tlot-/f? To: Marisa Carpino Director, Community Services From: Jacqueline Charles Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services Subject: Quotation No. Q-17-2018 Memo August 29, 2018 O'Brien and Delaney Arenas Ventilation/Sensor Retrofit, at Pickering Recreation Centre Closing: Thursday, August 23, 2018, at 12:00 Noon. -File: F-5300-001 Quotation Q-17-2018 was advertised on the City's website of which four companies responded. An optional site visit was held on Thursday August 9, 2018 at 11 :00 a.m. Four companies attended the site visit of which four Companies have responded. There are 3 stages in the evaluation process which are outlined in Part 2 -Evaluation of Quotations of the Terms of Reference. Stage I determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. Four quotations proceeded to Stage II, which consists ·of a review of the quotations to determine whether the mandatory technical requirements as set out in Section C of the Request for Quotation Particulars (Appendix D) have been met, which is not applicable for this quotation. Four quotations proceeded to Stage Ill, which consists of an evaluation of the submitted pricing in accordance with the price evaluation method set out in the Pricing Form (Appendix C). 1747204 Ontario Inc. O/A Ace Services is the top ranked Respondent with a submitted price of $132,750.00 (HST Excluded). A budget of $85,000 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. In accordance with Appendix D -Request for Quotations Particulars, Item B: Material Disclosures, the following documents will be requested from 1747204 Ontario Inc. O/A Ace Services. (a) A copy of the City's Health and Safety 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. Please advise if Supply & Services is to proceed with this task. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. 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 the CAO. Subject to receipt of approvals on Health & Safety and insurance documents, please provide your recommendation in memo form, as well as an on-line requisition. Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the contract has been awarded. If you require further information, please contact myself or a member of Supply & Services. JC Attachment(s): (4) Quotation No. Q-17-2018 O'Brien and Delaney Arenas Ventilation/Sensor Retrofit, at Pickering Recreation Centre Page 2 of 2