HomeMy WebLinkAboutCS 10-19 -Cd# 4 Report to
PICKERINGExecutive Committee
Report Number: CS 10-19
Date: September 9, 2019
From: Marisa Carpino
Director, Community Services
Subject: Tender for Pickering Recreation Complex Heating Boiler System Replacement
- Tender No. T-26-2019
- File: A-1440
Recommendation:
1. That Tender No. T-26-2019 submitted by Mapleridge Mechanical Contracting Inc., in the
amount of$304,468.33 (HST included) be accepted;
2. That the total gross project cost of$349,668.00 (HST included), including the amount of the
tender, contingency, and other associated costs, and the total net project cost of
$314,887.00 (net of HST rebate), be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$314,887.00 as provided for in the 2019 Recreation Complex — Core Capital Budget by a
transfer from Federal Gas Tax 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: The existing 3 hot water boilers in the main mechanical room of the
Pickering Recreation Complex are 22 years old and have reached the end of their economic life
cycle. The boilers service heating, domestic hot water, pool deck dehumidification, and are high
use, critical components of the facilities mechanical system. The replacement will allow for the use
of high efficiency boilers connected to the Energy Management System and Building Automation
System.
Tender No. T-26-2019 was released and made available on the City's website on July 15, 2019.
A mandatory site visit was held on July 25, 2019. The tender closed on August 14, 2019. Three
companies submitted bids for this project.
The low bid submitted by Mapleridge Mechanical Contracting Inc., in the amount of$304,468.33
(HST included) is recommended for approval. The total gross project cost is estimated to be
$349,668.00 (HST included) and the total net project cost is estimated at $314,887.00 (net of HST
rebate).
Report CS 10-19 September 9, 2019
Subject: Tender for Pickering Recreation Complex Heating Boiler System Replacement
Financial Implications:
1. Tender Amount
Tender No. T-26-2019 $269,441.00
HST (13%) 35,027.33
Total Gross Project Cost $304,468.33
2. Estimated Project Costing Summar
Tender No. T-26-2019 $269,441.00
Controls 15,000.00
Contingency 25,000.00
Total Cost $309,441.00
HST (13%) 40,227.00
Total Gross Project Costs $349,668.00
HST Rebate (11.24%) (34,781.00)
Total Net Project Costs $314,887.00
3. Approved Source of Funds
2019 Capital Budget— Rec. Complex - Core
Description Account Code Source of Funds Budget Required
Heating Boiler 5731.1907.6500 Federal Gas Tax $325,000.00 $314,887.00
System
Replacement
Total Funds $325,000.00 $314,887.00
Project Cost under over approved funds by $10,113.00
Discussion: The existing 3 hot water boilers in the main mechanical room of the Pickering
Recreation Complex are 22 years old and have reached the end of their economic life cycle. The
boilers service heating, domestic hot water, pool deck dehumidification, and are a high use, critical
component of the facilities mechanical system. The replacement will allow for the use of high
efficiency boilers connected to the Energy Management System and Building Automation System.
The new high efficiency boiler will lower operating costs as the current technology is significantly
more efficient than the existing equipment. The boilers are a critical system and must be replaced
to eliminate the risks of failure or breakdown that would interrupt use of the facility. The connection
to the Building Automation System enables remote monitoring and automatic alarms to the
building maintenance staff to ensure timely responses by operations staff for this critical
mechanical system.
Report CS 10-19 September 9, 2019
Subject: Tender for Pickering Recreation Complex Heating Boiler System Replacement
Tender No. T-26-2019 was released and made available on the City's website on July 15, 2019.
A mandatory site visit was held on July 25, 2019. The tender closed on August 14, 2019. Three
companies submitted bids for this project.
Upon careful examination of all bids and relevant documents received, the Community Services
Department recommends the acceptance of Tender No. T-26-2019 submitted by Mapleridge
Mechanical Contracting Inc., in the amount of$304,468.33 (HST included) and that the total net
project cost of $314,887.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated August 16, 2019
Prepared By: Approved/Endorsed By:
Bria eldMarisa(M, MA
Division Head, Operations Director, Community Services
0
Stan Karwowski, CPA, CMA, MBA
Director, Finance & Treasurer
RaRod�gusCPY
Manager, Supply & Services
MC:bd
Recommended for the consideration
of Pickering City Council
J
Al-
Tony Prevedel, P.Eng.
Chief Administrative Officer
Attachment #1 to Report CS 10-19
PICKERING
Memo
To: Marisa Carpino August 16, 2019
Director, Community Services
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, Community Services
Supervisor, Facilities Operations
Manager, Supply & Services
Subject: Tender No. T-26-2019
Tender for Pickering Recreation Centre Boilers Replacement and DHW Hear Exchanger
Addition
Closed: Wednesday, August 14, 2019 — 2:OOpm
File: F-5400-001
Tender No. T-26-2019 was advertised on the City's website on Monday, July 15, 2019. A
mandatory site visit was held on July 25, 2019 at 10:00 am. Three 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
Mapleridge Mechanical $304,468.33 $304,468.33
Contracting Inc.
Canadian Tech Air Systems Inc. $322,276.00 $322,276.00
M.J.K. Construction Inc. $575,453.00 $575,452.50
Pursuant to Information to Bidders Item 31 Pre-Condition of Award and Item 20 Tendering
Specifications, the following documentation will be requested of Mapleridge Mechanical
Contracting 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 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 $325,000.00 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 Mapleridge Mechanical Contracting Inc.
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.
August 16, 2019
Tender No. T-26-2019 Page 2
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.
LC
Attachments
August 16, 2019
Tender No. T-26-2019 Page 3