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Home My WebLink AboutCS 08-25 Report to Council Report Number: CS 08-25 Date: May 26, 2025 From: Laura Gibbs Director, Community Services Subject: Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement Second-Stage Request for Quotation No. RFQQ2025-5 File: A-1440-001 Recommendation: 1. That the quotation submitted by Solar Roofing & Sheet Metal Ltd. in response to Second- Stage Request for Quotation No. RFQQ2025-5 for the Chestnut Hill Developments Recreation Complex Roof (D, D1, I4) and Skylight Replacement, in the amount of $1,496,177.00 (net HST) or $1,661,439.00 (HST included) be accepted; 2. That the total gross project cost of $1,966,539.00 (HST included), including the amount of the tender, construction contingency, and other associated costs, and the total net project cost of $1,770,929.00 (net HST) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $1,770,929.00 to be funded from the Facilities Reserve and CCBF (FGT) Oblg RF as approved in the 2024 and 2025 Capital Budgets; 4. That the Director, Finance & Treasurer be authorized to approve consulting costs that may exceed $50,000.00 but not in excess of $65,000.00 to prevent any related risks of delays in construction; 5. That the Director, Community Services be authorized to execute the CCDC -2, 2020 Stipulated Price Contract with Solar Roofing & Sheet Metal Ltd. pursuant to Second Stage Request for Quotation No. RFQQ2025-5; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Executive Summary: The purpose of this report is to award a construction contract and related work for the replacement of roof areas D, D1, I4 and related skylights at the Chestnut Hill Developments Recreation Complex (CHDRC), located at 1867 Valley Farm Road. The purpose of this work is to provide all labour, machinery, tools, apparatus, materials, equipment, and other means of construction for the replacement of the roof s (D, D1 and I4), roughly corresponding to the area supported by the space frame structure visible over the lobby , banquet hall, fitness area and adjacent spaces inside the building, and related CS 08-25 May 26, 2025 Subject: Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement Page 2 components at CHDRC as quoted through RFQQ2025-5. These roof s and skylights have reached the end of their serviceable life and require replacement. Second-Stage Quotation Request No. RFQQ2025-5 through the Ontario Education Collaborative Marketplace (OECM) agreement was published on the City’s bids&tenders portal to 13 pre-qualified contractors on March 11, 2025, and closed on April 2, 2025. Bids submissions were received from five contractors. All pre-conditions of award required in accordance with the bid document have been reviewed and approved. The lowest compliant quotation submitted by Solar Roofing & Sheet Metal Ltd. in the amount of $1,496,177.00 (net HST) or $1,661,439.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $1,966,539.00 (HST included) and the total net project cost is estimated at $1,770,929.00 (net of HST rebate). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community . Financial Implications: 1. Second Stage Quote Amount RFQQ2025-5 $1,470,300.00 HST (13%) 191,139.00 Total Gross Quotation Cost $1,661,439.00 2. Estimated Project Costing Summary RFQQ2025-5 $1,470,300.00 Testing and Inspection Costs Consulting Costs 30,000.00 65,000.00 Contingency (12%) 175,000.00 Total Project Cost $1,740,300.00 HST (13%) 226,239.00 Total Gross Project Costs $1,966,539.00 HST Rebate (11.24%) (195,610.00) Total Net Project Cost $1,770,929.00 CS 08-25 May 26, 2025 Subject: Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement Page 3 3. Approved Source of Funds – Community Services Capital Budget Approved Code Source of Funds Funds Available Funds Required C10225.2406 CCBF (FGT) Oblg RF $2,600,000.00 $1,770,929.00 C10225.2406 Facilities Reserve 40,000.00 0.00 Discussion: The purpose of this report is to award a construction contract and related work for the replacement of roof areas D, D1, I4 and related skylights at the CHDRC, located at 1867 Valley Farm Road. The existing roof s and skylights within areas D, D1 and I4, generally located above the existing space frame over the main lobby , banquet hall, fitness area and adjoining spaces, are at end of life and require replacement. Most were installed in 2002 and have already seen extensive localized repairs. Full replacement is now required. Work will proceed gradually over the course of the summer and be coordinated to minimize disruptions to existing programming. Some short term, isolated shutdowns will be required as the skylights are replaced, and to ensure the safety of building occupants below. Advance notice will be provided prior to any temporary service disruptions. As this is exterior work, weather will also be a factor. Consulting costs included in the project cost estimate include design and related fees already awarded, as well as an allowance for additional site visits to ensure a high degree of oversight and quality control. This is a critical roof for the ongoing operation of the CHDRC, and extra site inspections will help ensure that all work is completed in accordance with the contract documents. Second-Stage Request for Quotation No. RFQQ2025-5 through the OECM agreement was published on the City’s bids&tenders portal to 13 pre-qualified contractors on March 11, 2025, and closed on April 2, 2025. Bids submissions were received from five contractors. In accordance with the Purchasing Policy, Item 13.01, the Manager may enter into arrangements with municipalities, local boards and other public bodies on a cooperative or joint venture basis where there are economic advantages and where the best interests of the City would be served. All pre-conditions of award required in accordance with the bid document have been reviewed and approved. The top-ranked response submitted by Solar Roofing & Sheet Metal Ltd. in the amount of $1,496,177.00 (net HST) or $1,661,439.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $1,966,539.00 (HST included) and the total net project cost is estimated at $1,770,929.00 (net of HST rebate). Attachment: None. Project Cost under (over) approved funds by $869,071.00 CS 08-25 May 26, 2025 Subject: Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement Page 4 Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Vince Plouffe, OAA, MRAIC Laura Gibbs, MBA, MSc. Division Head, Facilities Management Director, Community Services & Construction Original SIgned ByOriginal Signed By Dennis Yip, P.Eng., PMP®, CEM, LEED® AP Cathy Bazinet, CPPB, NIGP-CPP Manager, Facilities Capital Projects Manager, Procurement Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer VP:dy Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer