HomeMy WebLinkAboutOPS 01-23 Report to Council
Report Number: OPS 01-23
Date: January 23, 2023
From: Brian Duffield
Director, Operations
Subject: Council Chamber Dome Roof Replacement
- File: A-1440
Recommendation:
1. That Report OPS 01-23, regarding the Council Chamber Dome Roof Replacement at
the Pickering Civic Complex, be received;
2. That the proposal submitted in response to RFP2022-9 by Semple Gooder Roofing
Corporation, in the amount of $803,142.98 (HST included), be approved;
3. That the Director, Finance & Treasurer be authorized to finance the Net Project Cost to
the City of $878,429.00 by a transfer from the Rate Stabilization Reserve; and,
4. That the appropriate City of Pickering officials be authorized to take the necessary
action to give effect hereto.
Executive Summary: RFP2022-9 was issued for the Council Chamber Dome Roof
Replacement at the Pickering Civic Complex. The existing roof is original from 1990, and is
approaching the end of its serviceable life. This project involves turn-key replacement of the
existing metal dome and insulation, including related components, and re-using the existing
supporting steel structure to maintain the distinctive shape and appearance of the current
dome.
RFP2022-9 was released and made available to the public on the Bids & Tenders portal on
Thursday, November 24, 2022. A mandatory site visit was held on Wednesday, November 30,
2022. The RFP closed on Thursday, January 5, 2023. Five companies submitted proposals for
this project. The proposals were evaluated based on the company’s experience and
qualifications, work plan, safety plan, and schedule.
The highest ranking proposal submitted by Semple Gooder Roofing Corporation, in the amount
of $803,142.98 (HST included), is recommended for approval. The total gross project cost is
estimated to be $975,457.00 (HST included) and the total net project cost is estimated at
$878,429.00 (net of HST rebate).
OPS 01-23 January 23, 2023
Subject: Council Chamber Dome Roof Replacement
Financial Implications:
1. Tender Amount
RFP2022-9 $710,746.00
HST (13%)
Total Gross Tender Cost
92,396.98
$803,142.98
2. Estimated Project Costing Summary
RFP2022-9 $710,746.00
Consulting 40,000.00
Testing & Inspection 20,000.00
Construction Contingency (12%) 92,490.00
Total Project Cost $863,236.00
HST (13%) 112,221.00
Total Gross Project Costs $975,457.00
HST Rebate (11.24%) (97,028.00)
Total Net Project Cost $878,429.00
3. Approved Source of Funds - Community Centres Capital Budget
Approved Code
C10240.2201
Source of Funds
Rate Stabilization
Funds Available
$1,000,000.00
Funds Required
$878,429.00
Project Cost under (over) approved funds by $134,418.00
Discussion: Initially constructed in 1990, the Pickering Civic Complex is now 43 years
old. Major building systems and components are now reaching maturity and are in need of
repair or replacement as they reach end of life, including the domed roof of the Council
Chambers. Localized repairs intended to extend that serviceable life were undertaken in 2021,
but halted due to localized fire damage on the west side of the roof. Given the age and
condition of the asset, it was determined that a full replacement was required.
Approximately 18m (59 feet) in diameter with a skylight cupola located at its apex, the Council
Chamber dome is a complex, engineered structure requiring specialized, custom-fabricated
materials and shapes to construct. Design for its replacement began in 2021. Due to the
challenging nature of this work and difficulties associated with accessing the roof, additional
care was required in selecting a contractor with appropriate expertise in this type of
construction.
Surrounded by the rest of the Civic Complex on three sides, access to the roof is constrained
by a number of existing building elements which must be protected as the work proceeds.
Council chambers and surrounding areas are also located over the facility’s underground
OPS 01-23 January 23, 2023
Subject: Council Chamber Dome Roof Replacement
parking garage, imposing weight limits on the types of equipment which can safely be used for
construction.
A request for proposal methodology was selected for procurement, rather than a tender, in
order to ensure a more rigorous evaluation of contractor expertise and qualifications.
Proponents were required to provide a detailed access and safety plan as part of their
proposal submissions in order to assess the level of care and consideration required to
complete the work while the rest of the Civic Complex remains operational and open to the
public. Council Chambers itself must be closed for the duration of the project, which is
expected to commence after the scheduled Council meeting at the end of June, and to be
completed by September 30, 2023. Provisions have been made to relocate any scheduled
functions and events normally intended to use Council Chambers to other venues during this
time. Early award of the project is essential in order for the selected proponent to complete
shop drawings; then order, receive, and fabricate the necessary materials in time to
commence work immediately once the summer recess of Council begins.
The City has previously retained Semple Gooder Roofing Corporation to replace the flat roof at
Fire Station #6 in 2022, which was successfully completed. Award remains subject to receipt
and approval of all documents required as pre-conditions of award, as identified in RFP2022-9.
The highest ranking proposal submitted by Semple Gooder Roofing Corporation, in the amount
of $803,142.98 (HST included), is recommended for approval. The total gross project cost is
estimated to be $975,457.00 (HST included) and the total net project cost is estimated at
$878,429.00 (net of HST rebate).
OPS 01-23 January 23, 2023
Subject: Council Chamber Dome Roof Replacement
Attachment:
1.Supply & Services RFP2022-9 Summary Memo, dated January 9, 2023
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Brian Duffield Cathy Bazinet, CPPB, NIGP-CPP
Director, Operations Manager, Procurement
Original Signed By: Original Signed By:
Vince Plouffe, OAA, MRAIC Stan Karwowski, MBA, CPA, CMA
Division Head, Operations Services Director, Finance & Treasurer
BD:vp
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
Attachment #1 to Report OPS 01-23