HomeMy WebLinkAboutCS 18-1957 --Cd;Jof--Pl(KERJNG Report to Council Report Number: CS 18-19 Date: April 23, 2019 From: Subject: Marisa Carpino Director, Community Services Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement Tender No. T-8-2019 -File: A-1440 Recommendation: 1. That Tender No. T-8-2019 submitted by Cimco Refrigeration, a division of Toromont Industries Ltd., in the amount of $633,549.19 (HST included) be accepted; 2. That the total gross project cost of $780,449.00 (HST included), including the amount of the tender, contingency, and other associated costs, and the total net project cost of $702,818.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $702,818.00 as follows: a) the sum of $522,818.00, as provided for in the 2019 Don Beer Arena Capital Budget by a transfer from the Federal Gas Tax Reserve Fund; b) the sum of $180,000.00, as provided for in the 2019 Pickering Recreation Complex -Arena Capital Budget be revised from a 10-year debt issue to a transfer from the Federal Gas Tax Reserve Fund; 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, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: Tender T-8-2019 was issued for life cycle replacement of equipment essential to refrigeration of rink 1 & 2 at Don Beer Arena, and replacement of the warm and cold header pipes connecting the· O'Bri~:m rink slab to its refrigeration plant. Both scopes of work are required to ensure ongoing operations in their respective ice arenas, and have been prioritized due to the age of the equipment, to support implementation of the new summer ice program, and to ensure the ongoing safety of the public, stakeholders, and operations staff.
Report CS 18-19 Subject: Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement April 23, 2019 The work at Don Beer Arena must commence immediately following award to be completed within the summer shutdown season and resume normal ice operations in September 2019. Summer ice will require the work in the O'Brien Arena to be completed during the month of August 2019. Tender No. T-8-2019 was released and made available for information to the public on the City's website on March 5, 2019. Optional site visits were held at both locations on March 14, 2019. The tender closed on April 3, 2019. Two companies submitted bids for this project. The low bid submitted by Cimco Refrigeration, a division of Toromont Industries Ltd., in the amount of $633,549.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $780,449.00 (HST included) and the total net project cost is estimated at $702,818.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-8-2019 HST (13%) Total Gross Project Cost 2. Estimated Pro ·ect Costin Tender No. T-8-2019 Controls Upgrades Testing & Inspection Contingency Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $560,663.00 72,886.19 $633,549.19 $560,663.00 50,000.00 . 10,0Q0.00 70,000.00 $690,663.00 89,786.00 $780,449.00 (77,631.00) $702,818.00 58
Report CS 18-19 Subject: Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement 3. Approved Source of Funds April 23, 2019 · 2018 & 2019 Capital Bud et -Don Beer Arena & Rec. Complex -Arenas Description Account Code Source of Funds Budget Required Don Beer 5715.1902.6500 Arena-Rink 1 & 2 Plan Rebuild Rec Complex 5735.1903.6500 -O'Brien Arena Header 5735.1903.6500 Replacement Federal Gas Tax $600,000.00 Debt-10-Year 270,000.00 Federal Gas Tax 0.00 Total Funds $870,000.00 I Project Cost under ( over) approved funds by $522,818.00 0.00 180,000.00 $702,818.00 $167,182.00 Contingency has been set at approximately 12 percent, in accordance with guidelines included in Report FIN 02-19. ,Separate provisions have been included. for testing and inspection services and controls upgrades required to connect new equipment to the City-wide building automation system. The funding source for the Recreation Complex-Arena project, 5735.1903.6500 has been changed -from 10-year debt to Federal Gas Tax Reserve Funds (FGT) as both projects are tendered as one project. The Association of Municipalities of Ontario (AMO) has confirmed that this project is eligible for FGT funding. · Discussion: Facilities staff retained TS Engineering Inc. in late 2018, following the release of the final report investigating the deaths of three workers at Fernie Memorial Arena, to conduct a review of the rink 1 and 2 refrigeration room at Don Beer Arena. The resulting report identified several deficiencies in existing systems and made recommendation for replacement of equipment at the end of its serviceable life. Critical items were addressed immediately. Tender T-8-2019 includes the balance of required work. Several components, including the primary heat exchanger, have been maintained through to the end of the' current ice season, but will not be capable of returning to service in the fall if they are not replaced. The O'Brien Arena addition at the Pickering Recreation Complex opened in 1993 and is now 26 years old. Part of the· cold supply and return headers failed during replacement of the mairi refrigeration plant in 2018. The balance of these headers, and the entirety of the warm headers must be replaced to ensure continuity of service and programs. The Don Beer Arena refrigeration plant work must be operational by mid-August, 2019 in order to produce ice in time for the 2018-2019 ice season. The City will be providing summer ice programs in the O'Brien Arena at the Pickering Recreation Complex until the end of July, wheh ice use will be transferred to rink 3 at Don Beer Arena. This will allow a brief window to remove the 59
Report CS 18-19 Subject: Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement April 23, 2019 ice and thaw any sub-surface ice buildup to prevent risk of damage to the rink slab. Replacement of the balance of the cold and warm headers will occur at the same time, restoring the rink to service in time for the 2019-2020 ice season. Repair of the warm headers is essential to support ongoing use of this rink for summer ice, as extended arena operations can lead to the formation of permafrost. Tender No. T-8-:2019 was released and made available for information to the public on the City's website on March 5, 2019. Optional site visits were held at both locations on March 14, 2019. The tender closed on April 3, 2019. Two companies submitted bids for this project. The low bidder, Cimco Refrigeration, a division of Toromont Industries Ltd, has submitted a signed copy of the City's Health & Safety form. The Certificate of Insurance, and Waste Management Plan is deemed acceptable to the Manager, Budgets & Internal Audit. Staff have reviewed previous work experience of Cimco Refrigeration, a division of Toromont Industries Ltd., and deemed it to be acceptable. · Upon careful examination of all bids and relevant documents received, the Community Services Department recommends the acceptance of Tender No. T-8-2019 submitted by Cimco Refrigeration, a division of Toromont Industries Ltd, in the amount of $633,549.00 (HST included) and that the total net project cost of $702,818.00 be approved. Attachments: 1. Supply & Services Memorandum dated April 4, 2019 60
61 Report CS 18-19 Subject: Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement Prepared By: u i /7~ ~-Vince Plouffe, OAA, C Manager, Facilities Capital Projects Brian Duffield Division Head, Operations '.-) /1 . ;)(~VI. '\ Ray Rodrigues, CPPB Manager, Supply & Services MC:vp Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer Approved/Endorsed By: (_~~ M . C 'M -_A{)(. , ansa arp,no, -Director, Community Services Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer April 23, 2019
ATfACHMEi\lT # _,.i __ TO REPORT#_(§. 16-j c, -04;0f-· -P1CKER1NG Memo To: Marisa Carpino April 4, 2019 Director, Community Services From: Lisa Chang Buyer -Capital Projects, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply and Services Manager, Facilities Capital Projects Subject: Tender No. T-8-2019 Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement Closed: Wednesday, April 3, 2019 -2:00pm File: F-5400-001 . Tender No. T-8-2019 was advertised on the City's website on March 5, 2019. Optional site visits were held on March 14, 2019 at 10:00 am and March 14, 2019 at 11 :00pm. Two (2) 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). Two (2) bids have been retained for review at this time and are attached. Summary Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Cimco Refrigeration, a Division of $633,549.19 Toromont Industries Ltd. $633,549.19 Black & McDonald Limited $856,540.00 $856,540.00 Pursuant to Information to Bidders Item 30 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Cimco Refrigeration, a 62
Division of Toromont Industries Ltd. 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 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 Plgn. A budget of $1,000,000.00 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 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 Community Services 4. if Item (d) is acceptable to Community Services 5. any past work experience with low bidder Cimco Refrigeration, a Division of Toromont . Industries Ltd. including work location; 6. ·without past work experience, if reference information is acceptable to Community 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. April 4, 2019 Tender No. T-8-2019 Page 2 63 Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement . .
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/le Attachments · April 4, 2019 Tender No. T-8-2019 Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement Page 3 64