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Home My WebLink AboutOES 16-03 Citlf o~ REPORT TO FINANCE & OPERATIONS COMMITTEE Report Number: DES 16 03 Date: April 16, 2003 From: Richard Holborn, P.Eng. Division Head Municipal Property & Engineering Subject: Tender No. T - 3 - 2003 - Tender for Playground Construction Request for Proposal - RFP - 2 - 2003, Playground Equipment Recommendation: 1. That Report OES 16 03 regarding playground construction and playground equipment replacement be received; 2. That Tender No T - 3 - 2003 submitted by Dig-Con International, for park and playground construction, in the amount of $150,785.70 (7% GST extra), be accepted; 3. That Request for Proposal RFP - 2 - 2003, submitted by Belair Recreational Products Inc. for the supply and installation of playground equipment in various parks in the amount of $145,185.73 (7% G.S.T. extra), be accepted. 4. That the total project cost of $433,924.59 including the above tender amounts, the RFP amount, and other project costs identified in this report be approved; and, 5. That staff at the City of Pickering be given the authority to give effect thereto. Executive Summary: The construction of new playground facilities in a number of City Parks, as well as required upgrades to miscellaneous facilities was approved by Council in the 2003 Capital Budget. As part of the implementation of our Playground Equipment Replacement Program six (6) parks have been identified for this year's installation: 1. P-022 STEEPLE HILL PARK, Steeple Hill and Edmund Drive 2. P-013 J. MACPHERSON PARK, Parkside Drive, north of Millbank Road 3. P-O23 WOODVIEW TOT LOT, Woodview Avenue, south of Hogarth Street 4. P-028 ST. MARY PARK (west), Amberlea Road and Ermosa Crescent 5. P-011 DAVID FARR PARK, Glennanna Road and Bowler Drive 6. P-007 RICK HULL PARK, Rosebank Road, next to Rosebank Public School The Parks will be upgraded to remove outdated play equipment and to provide new play equipment designed to comply with the National Standard of Canada: CSA Standard CAN/CSA-Z614-98, Childrens Playspaces and Equipment. RFP - 2 - 2003 involves the supply and installation of play structures and swing sets in various City of Pickering parks. An evaluation'Committee comprised of City employees Report DES 16 03 Date: Apri/16, 2003 Subject: T - 3 - 2003, RFP -2 - 2003 Page 2 was assembled to review, analyze, rank and subsequently recommend a chosen manufacturer. The highest scoring proposal was submitted by Belair Recreational Products Ltd. The installation of this equipment is required to replace existing playground equipment that is in poor condition and/or has little play value. The terms of the Contract also allow the City of Pickering to purchase additional identical structures at the established unit price if required. . T-3-2003 involves the construction of playground areas and pathways in various City of Pickering parks. Park construction items typically include the development of concrete curbed play areas, concrete bench and waste receptacle pads, the installation of asphalt pathways and related park items that may be required such as drainage systems, trees, topsoil, and sod. The terms of the Contract allow the City of Pickering to draw on the contract unit prices to complete additional park construction works as required. Other Project Costs that have been identified include the supply and installation of playground safety surfacing and the supply and installation of standard park benches and waste receptacles. It is recommended that work required for these items be obtained in accordance with the Council approved Purchasing procedures and policy. Financial Implications: Individual Park Costs (estimates are based on design unit quantities, subject to variation) David Farr Construction Equipment Safety Surfacing TOTAL 31,699.23 26,081.92 9,095.00 $66,876.15 Steeple Hill Construction Equipment Safety Surfacing TOTAL 58,712.18 26,081.92 9,095.00 $93,889.10 * adjusted $86,138.29 J. MacPherson Construction Equipment Safety Surfacing TOTAL 14,470.36 26,081.92 9,095.00 $49,647.28 Woodview Totlot Construction Equipment Safety Surfacing TOTAL 9,191.30 26,081.92 10,989.60 $46,262.82 St Mary's Construction Equipment Safety Surfacing TOTAL 8,960.39 26,081.92 7,316.84 $42,359.15 Rick Hull Construction Equipment Safety Surfacing TOTAL Report OES 16 03 Date: April 16, 2003 Subject: T - 3 - 2003, RFP -2 - 2003 Page 3 13,046.19 26,081.92 9,095.00 TOTAL $48,223.11 $339,506.80 All prices include 7% G.S. T. * Steeple Hill - adjusted to remove asphalt pathway connection to Kingston Road along eastern limits of properly. Other Project Costs: 1. 2. 3. 4. Benches & Trash Receptacles (at new playgrounds) William Dunbarr - Forestbrook (swings) Mitchell Park - Bayview Heights (safety surfacing) Required Replacement of Facilities (play equipment & safety surfacing) Maintenance and Retrofits to Existing Play Units Tree Planting $ 18,000.00 $ 4,000.00 $ 7,500.00 $ 31,000.00 $ 16,000.00 $ 13,400.00 5. 6. TOTAL $89,900.00 $429,406.80 GRAND TOTAL Summary Available Funds: 2003 BUDGETED WORKS 2001 CARRY-OVER 2002 CARRY-OVER Account Project Code Amount 2718-6129 03-2718-001-15 $ 350,000.00 3263-0002 (carry over acc't) $ 33,924.59 2718-6181 02-2718-006-00 $ 50,000.00 FUNDS AVAILABLE $ 433,924.59 SURPLUS $ 4,517.79 The 2003 Capital Budget included funding in the amount of $350,000 to be transferred from the Parkland Reserve Fund for this equipment. The prior year's carryover amounts will be financed from the Parkland Reserve Fund. The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Background: Proposals for RFP - 2 - 2003 were received on March 14,2003, Seven (7) companies submitted Proposals for our review. An evaluation Committee comprised of City employees was assembled to recommend the chosen manufacturer. The highest scoring Proposal was submitted by Belair Recreational Products Ltd. and this Proposal is recommended by the Committee for acceptance for 2003 installations. The Health and Safety Policy, and the CAD 7 form issued by Workplace Safety and Insurance Board, from Belair Recreational Products Ltd. has not been reviewed by the Safety & Training Report OES 1603 Date: April 16, 2003 Subject: T - 3 - 2003, RFP -2 - 2003 Page 4 Coordinator at the time of this report but will be completed prior to this report being considered by the Committee and Council. Bids for Tender No T - 3 - 2003 were received on Wednesday April 9, 2003. Eleven (11) companies submitted bids at the time of closing. The low bidder, Dig-Con International Ltd. have not completed similar projects for the City in the past, but a check of their references for projects of this caliber has been deemed acceptable by the Supervisor, Municipal Works. The Health and Safety Policy, a list of personnel trained, and the CAD 7 form issued by Workplace Safety and Insurance Board, as submitted by Dig-Con International have reviewed by the Safety & Training Coordinator and deemed acceptable. Credit information as provided by Equifax for Dig-Con Construction Limited has been reviewed by the Senior Financial Analyst and in conjunction with staff's review of reference information and the bonding available on this project, is deemed acceptable. Upon careful examination of all tenders, and relevant documents received and pending, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of the low bid Tender No. T - 3 - 2003, submitted by Dig-Con International in the amount of $150,785.70 (GST extra), and the proposal No. RFP - 2 - 2003, submitted by Belair Recreational Products Inc. in the amount of $145,185.73 (G.S.T. extra) and that the total project cost of 433,924.59 be approved. This report has been prepared in conjunction with the Manager Supply & Services who concurs with the foregoing. Attachments: 1. Location Map(s) . 2. Records of Tenders Opened and Checked 3. Supply & Services Memorandum - Play Equipment 4. Supply & Services Memorandum - Playground Construction '" Everett B sma Director, Operations & Emergency Services Vera A. Felgemache Manager, Supply & Services 1 Report OES 16 03 Date: April 16, 2003 Subject: T - 3 - 2003, RFP -2 - 2003 Page 5 JFM Attachments Copy: Chief Administrative Officer . Recommended for the cÐRsideFation of Pickering City Co " . , ,j Thomas J. Quinn, Chief Administrative . er; , ~. ArTACHMENT#L. TOREPORT# ú,; S Il.ø 03 i of --L- MUNICIPAL PROPERTY & ENGINEERING Attachment For Report: OES-16-03 PLAYGROUND CONSTRUCTION S TEEPLE HILL PARK SUBJECT W. AREA \.1 LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface J\sbaaker1Attachments far Tenders\2003\T-O3-2003 - Playground Canstructiandoc [~CHMENT#_Þ rOREPORT# oGS 1£9 ö3 I of I MUNICIP AL PROPERTY & ENGINEERING Attachment For Report: OES-16-03 PLAYGROUND CONSTRUCTION ST.MARYS PARK I i --.J LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface JlsbookerlAllachmenls for Tenders\2003\T-O3-2003 - Playground Construction. doc r:H¡"1E~,n;t; 3 TOREPORT# óES Ilo-o3 J - 01 I MUNICIP AL PROPERTY & ENGINEERING Attachment For Report: OES-16-03 PLAYGROUND CONSTRUCTION DA VID F ARR PARK LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface JlsbookerlAltachments for Tenders\2003\T-O3-2003 - Playground Construction. doc ¡'1tNl#_..~_... TOREPORT#~ES 1{¡,-o3 I of ---L- MUNICIP AL PROPERTY & ENGINEERING Attachment For Report: OES-16-03 PLA YGROUND CONSTRUCTION J.MACPHERSON PARK LOCA nON MAP PROPOSED CONSTRUCTION INCLUDES: Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface J:lsbaakeMttachments for Tenders\2003\T-O3-2003 - Playground Construction. doc ATTACHMENT# 5 TOREPORT# DES lto 03 I of I MUNICIP AL PROPERTY & ENGINEERING Attachment For Report: OES-16-03 PLA YGROUND CONSTRUCTION RICK HULL MEMORIAL PARK . ) ! \ I ~) I I '\ .. SUBJECt AREA -l. LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface Jlsbooker1Attachments for Tenders\2003\T-O3-2003 - Playground Construction doc ~.rrACHMENT#~ TO REPORT# O{:S lle 03 I of I MUNICIP AL PROPERTY & ENGINEERING Attachment For Report: OES-16-03 PLAYGROUND CONSTRUCTION WOODVIEW TOT LOT \ C:WITTI'2FW:R I ~'~~I~~;~8t( I !\WSCJil ..----- ------- ----1:,-----------.. -- ----...--L.... ...1 l::~~~~~~- -- -- -~- ---- - I I , I I --- TWY¡-¡ -------~----- -----, ì \ \, ( -- ------ - ---- I Ii~ ,I ' f I:-L - ji,¿-~- \ I I ) I .' i --.. --- -- LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: Asphalt Pathways, Curbed Play Area, Play Structure and Safety Surface JlsbookerlAttachments for Tenders\2003\T-O3-2003 - Playground Construction.doc CITY OF PICKERING . RECORD OF TENDERS OPENED AND CHECKED Tender Description: Playground Construction Tender No.: T-3-2003 Date: Wednesday, April 9, 2003 Time: Approx.2:15pm Dig-Con International Ltd. Four Seasons Site Development Griffith Property Services Ltd. Harnden & King Mapal Construction Ltd. Pencon Construction of Canada Corp. Royal Crest Paving & Contracting Sanan Construction Serve Construg:tion Ltd <=r~ þ .--j þ! () :r: 3: m It 0 ' _. I 1- ~ 0 ~ ~; Iv {;" 0 vJ AJTACHMENT# ~ TOREPORT# ---L. of 2. -I CORPORATE SERVICES DEPARTMENT SUPPLY & SERVICES MEMORANDUM Date: March 17, 2003 To: Richard Holborn, Division Head, Municipal Property & Engineering From: Jill Hone Buyer II, Supply & Services Subject: Request for Proposal RFP-2-2003, Playground Equipment Terms of reference for the above request for proposals were provided to nine companies of which eight responded. Seven proposals have been accepted. The proposal from ABC Recreation was rejected in accordance with Purchasing Policy & Procedure PUR 010-001, item 10.04: "Late bids will not be accepted and will be returned unopened.". Bidders were required to acknowledge receipt of Addendum No.1 within the proposal. A summary and a preliminary compliance checklist is as follows: A. B. C. D. E. F. G. H. I. Company identification and principal contact information Identification of similar work with references Installer identification and experience profile Lump sum fee per playground Play area layout plan List of play components 3-D diagrams and or photos Product maintenance and installation details and warranty information Confirmation of Addendum #1 Active Playground Equipment . . . . . . . . . Belair Recreational Products Inc. . . . . . . . . . Crozier Agencies (Game Time) . . . . . . . . . Henderson Recreation Equipment . . . . . . . . . Little Tykes Commercial Play Systems . . . . . . . . . Recreation Depot . . . . . . . . Recreation Playsystems . . . . . . . . . *No references have been provided. .12,{iACHMENT#J-- TOREPORT# DES 11.2 0:> '2 of 1...,., RFP-2-2003, Playground Equipment March 17,2003 Page 2 A copy of each proposal is enclosed for your review. One copy of each proposal is also being provided directly to each member of the evaluation committee with a copy of this memorandum and a sample evaluation form. Please be advised that in accordance with Purchasing Policy & Procedure this work is subject to council approval. Therefore, a report to council is required. If you require further information or assistance, please feel free to contact me. ~'bl /J.. 1 . ([.1.. 4tl/ Jill Hone BuyEir II, Supply & Services Copy for: Supervisor, Municipal Works Superintendent, Municipal Operations Inspector, Landscape & Parks Development I nspector, Parks ", ! ACHMENT#--Î- TO REPORT # () ¡;S \(003 CORPORATESEn~at~ARTMENT MEMORANDUM April 11, 2003 To: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky Supervisor, Municipal Works John McMullen ./ Inspector, Landscape & Parks Development From: Vera A. Felgemacher Manager, Supply & Services Subject: Tender for Playground Construction Tender No. T - 3 - 2003 Tenders have been received for the above project. Ten (10) companies were invited to participate. An advertisement was placed in the Daily Commercial News, News Advertiser Community Page and on the City's Website all of which yielded interest from additional bidders. Seventeen (17) bidders picked up tendering documents for a non-refundable fee of $50.00 per set of which ten (10) responded. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. All deposits other than the low three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). Therefore, the tenders of the low three (3) bidders are attached for review. ,(:;TACHMENT:#-9... TOREPORT# (')ES ~ 03 '2 of 3 Tender for Playground Construction Tender No. T-3-2003, April 9, 2003 Page 2 Summary (PST included, GST included) OJ -Con International Mo al Construction Limited Harnden & Kin Construction Inc. Serve Construction Limited Four Seasons Site Develo ment Ltd. Ro alcrest Pavin & Contractin Ltd. San an Construction Pencon Construction of Canada Corp. Baseline Construction & Pro'ect M mt. Inc. Griffith Pro e Services Ltd. 161,340.70 163,924,00 172,793.49 174,932.16 175,314.31 187,759.86 208,789.10 237,904.65 264,741.11 283,656.69 161,340.70 163,924.00 172,793.49 174,932.16 175,314.31 187,759.86 208,789.10 237,904.65 264,741.11 283,397.96 Pursuant to Information to Bidders Item 21, the following are being requested of the low bidder for your review during the evaluation stage of this tender call: (a) a copy of the Health and Safety Policy to be used on this project; (b) a copy of the current Cost and Frequency Report issued by Workplace Safety & Insurance Board (in lieu of the Cost and Frequency document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; (d) the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer. . ACHMEl\rl tJ~,.~ Tn REPORT#.- 06 ---3.- of _.J - Tender for Playground Construction Tender No. T-3-2003, April 9, 2003 i~ 0) Page 3 Please review the copies of the bids. Include the following items in your Report to Council: (a) if items (a) through (c) noted above, are acceptable to the Safety & Training Co-ordinator; (b) any past work experience Dig-Con International including work location; (c) without past work experience, if reference information is acceptable; (d) the appropriate account number(s) to which this work is to be charged; (e) the budget amount(s) assigned thereto; . (f) Treasurer's confirmation of funding; (g) related departmental approvals; (h) any reason(s) why the low bid of Dig-Con International is not acceptable; and (i) related comments specific to the project. If you require further information, please feel free to contact me. Vera A. Felgemacher Manager, Supply & Services /bt Attachments Copy for: Director, Operations & Emergency Services