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HomeMy WebLinkAboutCS 15-20DICKERING Report to Council Report Number: CS 15-20 Date: June 29, 2020 From: Brian Duffield (Acting) Director, Community Services Subject: Tender for Tennis Court Wall and Roof Repairs at Chestnut Hill Developments Recreation Complex - Tender No. T2020-10 - File: A-1440 Recommendation: 1. That Tender No. T2020-10 submitted by Eileen Roofing Inc., in the amount of $232,316.14 (HST included), be accepted; 2. That the total gross project cost of $277,517.00 (HST included), including the amount of the tender, contingency, and other associated costs, and the total net project cost of $249,913.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $249,913.00 by revising the sum of $470,000.00, as provided for in the 2020 Recreation Complex (Core) Capital Budget to $249,913.00 and the source of funds be revised from 15 - year debt to a transfer from the Rate Stabilization Reserve; 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 T2020-10 was issued for repairs and protection of aging metal roof and cladding components at the Chestnut Hill Developments Recreation Complex, including repairs to drainage and structural support steel for the concrete precast panels on the south side of the tennis courts. The existing components are original, dating back to 1982. Ice dams and pooling in gutters during heavy rainfall have occasionally resulted in water flowing down the interior face of the precast panels, corroding the supporting steel over time. The proposed work will add new supports to the existing frames, correct the trough design to prevent backflow, and apply a coating material over the existing metal roof and other metal cladding around the Recreation Complex to extend the metal's life. This same coating approach was used during repairs to steel roofs and cladding on the banquet hall in 2019, and colours will be made to match the newer finish. Tender No. T2020-10 was released and made available to the public on the City's website on Wednesday, May 13, 2020. An optional site visit was held on Thursday, May 21, 2020. The tender closed on Wednesday, June 3, 2020. Four companies submitted bids for this project. Report CS 15-20 Subject: Tender for Tennis Court Wall and Roof Repairs at Chestnut Hill Developments Recreation Complex June 29, 2020 The low bid submitted by Eileen Roofing Inc., in the amount of $232,316.14 (HST included), is recommended for approval. The total gross project cost is estimated to be $277,517.00 (HST included) and the total net project cost is estimated at $249,913.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T2020-10 HST (13%) Total Gross Project Cost $205,589.50 26,726.64 $232,316.14 2. Estimated Project Costing Summary Tender No. T2020-10 Consulting, Testing & Inspection Contingency Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $205,590.00 15,000.00 25,000.00 $245,590.00 31,927.00 $277,517.00 (27,604.00) $249,913.00 3. Approved Source of Funds 2020 Capital Budget — Rec. Complex — Core Description Account Code Source of Funds Budget Required Rec Complex — 5731.2001.6500 15 -Year Debt $470,000.00 0.00 Tennis Court Roof & Wall Repairs - Rate Stabilization 0.00 $249,913.00 Construction Reserve Total Funds $470,000.00 $249,913.00 Project Cost under (over) approved funds by $220,087.00 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 additional consulting fees associated with field review during construction. Considering that the tender results came in favourable, the funding source for the Recreation Complex -Core project, 5731.2001.6500 has been revised from 15 -year debt to the Rate Stabilization Reserve. There is sufficient funds in the reserve to accommodate the lower net project cost, and by not undertaking debt financing, the City's overall debt load will be reduced. Report CS 15-20 June 29, 2020 Subject: Tender for Tennis Court Wall and Roof Repairs at Chestnut Hill Developments Recreation Complex Discussion: Facilities staff retained consultants in 2019 to investigate the condition of the aging roofs, drainage and structural steel in and around the tennis courts at the Recreation Complex. Existing problems with water infiltration date back to the original construction of the building, and were determined to require remedial action. The existing metal roofs and cladding are approaching the end of life cycle. The underlying metals are in relatively good condition, but although the red paint finish is prone to fading over time it has yet to exhibit flaking or de -bonding from the metal. Installing a coating product over the existing pre -finished metal will protect and extend its life, refresh the appearance of the building, and is a cost effective solution to extend the life of these assets. The same type of coating was applied to other parts of the building in 2019, and is expected to last approximately ten years. Most of the water from the indoor tennis courts at the Recreation Complex drains into a large gutter on the south side of the building, where it is directed to grade. Snow and ice can build up in this gutter, backing up water flow and forcing it back under the roof and into the building interior. The same condition can occur during very heavy rain falls. This exterior wall is composed of prefabricated concrete panels supported by a steel frame. Due to the manner of assembly of the frame, water flowing into the building can collect in sections of the supporting steel, which end up acting like troughs. Over time, this has caused heavy corrosion of these steel beams and the anchors connecting them to the precast panels. The nature and extent of the existing risk is sufficient that staff recommended a separate budget be carried to complete these repairs as soon as possible, and preferably before larger scale renovations of the Recreation Complex began. Repairs will involve the installation of new support beams on the existing columns, which are in good condition. The existing beams will remain in place as additional reinforcement. This approach will also help minimize costs and reduce the time required to complete the work. Tender No. T2020-10 was released and made available for information to the public on the City's website on Wednesday, May 13, 2020. An optional site visit was held on Thursday, May 21, 2020. The tender closed on Wednesday, June 3, 2020. Four companies submitted bids for this project. The low bidder, Eileen Roofing Inc., has submitted a signed copy of the City's Health & Safety form. The Certificate of Insurance is deemed acceptable to the Manager, Budgets & Internal Audit. Staff have reviewed previous work experience of Eileen Roofing Inc., and their submitted waste management plan, and deemed them to be acceptable. Community Services' staff will initiate a requisition upon confirmation that all conditions of award are in compliance with requirements. Upon careful examination of all bids and relevant documents received, the Community Services Department recommends the acceptance of Tender No. T2020-10 submitted by Eileen Roofing Inc., in the amount of $232,316.14 (HST included) and that the total net project cost of $249,913.00 be approved. Attachments: 1. Supply & Services Memorandum dated June 4, 2020 Report CS 15-20 June 29, 2020 Subject: Tender for Tennis Court Wall and Roof Repairs at Chestnut Hill Developments Recreation Complex Prepared By: � Approved/Endorsed By: l �A Vince Plouffe, OAA, RAIC Brian Duffield Manager, Facilities Capital Projects (Acting) Director, Community Services Ray Rodrig es, CPPB Manager, Supply & Services Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer BD:vp Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Interim Chief Administrative Officer c4011 PICKERING Attachment No. 1 to Report CS 15-20 Memo To: Marisa Carpino June 4, 2020 Director, Community Services From: Lisa Chang Buyer, Supply & Services Copy: Administrative Assistant, Community Services Coordinator, Facilities Capital Projects Manager, Facilities Capital Projects Manager, Supply & Services Subject: Tender No. T2020-10 Tender for Tennis Court Roof and Wall Repairs Closed: Wednesday, June 3, 2020 — 2:OOpm File: F-5400-001 Tender No. T2020-10 was advertised on the City's website on May 13, 2020. An optional site visit was held on Thursday, May 21, 2020 at 10:00 am. Four 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 Eileen Roofing Inc. $232,316.70 $232,316.14 Hastings Painting Corporation $295,269.00 $295,269.00 Solar Roofing and Sheet Metal Ltd. $344,240.94 $344,240.94 Jeffery G. Wallans Construction Limited $374,256.00 $374,256.00 Pursuant to Information to Bidders Item 31 Pre -Condition of Award and Item 19 Tendering Specifications, the following documentation will be requested of Eileen Roofing 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 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) A Waste Management Plan A budget of $470,000 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 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) 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 Eileen Roofing 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 CAO's 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. LC Attachments (4)