HomeMy WebLinkAboutCAO 09-03
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REPORT TO
COMMITTEE OF THE WHOLE
Report Number: CAO 09-03
Date: October 1,2003
From:
Thomas J. Quinn
Chief Administrative Officer
Subject:
Tender / Contract Approval - Council's Summer Recess
Recommendation:
1.
That Report to Council CS 38-03 reporting on tendering and contract approvals
during Council's 2003 Summer Recess be received; and that:
2.
Council pass a resolution ratifying the approval of the Tenders and Contracts
contained in this Report by the Chief Administrative Officer during Council's
summer recess (i.e., from June 24 to July 27, 2003 and from July 29, 2003 to
September 7, 2003) being Tender Nos. T-10-2003, T-11-2003, T-12-2003, and
Quotation Nos. 0-19-2003 and 0-21-2003;
3.
Council authorize the Director, Corporate Services & Treasurer to finance the
following projects through the issuance of debt through the Region of Durham,
with terms and conditions as follows:
I) Tender T-10-2003 for Petticoat Creek Culvert Rehabilitation, total project
costs of $221,858; be approved; and,
a) debt financing not exceeding $200,000 for a period not exceeding 10
years at a rate to be determined be approved;
b) financing and repayment charges in the amount of approximately $27,174
be included in the annual Current Budget for the City of Pickering
commencing in 2004 and continuing thereafter until loan is repaid; and,
c) the remaining amount of $21,858 be funded from surplus proceeds from
2001 approved Internal Loans related to roads projects;
II) Tender T -11-2003 for Asphalt Paving and Concrete Works - Liverpool Road
South Phase 1,Don Beer Arena and Westney Road/Concession Road, total
project costs of $222,778 be approved; and,
a) debt financing not exceeding $100,000 for the portion pertaining to
Liverpool Road South - Phase 1 & 2 for a period not exceeding 10 years
at a rate to be determined be approved;
Report CAO 09-03 October 1, 2003
Subject: Tender / Contract Approval- During Council's Summer Recess Page 2
b) financing and repayment charges in the amount of approximately
$13,587 be included in the annual Current Budget for the City of
Pickering commencing in 2004 and continuing thereafter until loan is
repaid;
c) the portion pertaining to Don Beer Arena, in the amount of $159,642 be
funded from under-expenditures from Don Beer Arena-Third Ice Pad;
d) the portion pertaining to Asphalt Patching Program budgeted for in the
2003 Current Budget, in the amount of $13,211 be funded from the 2003
Current Budget;
III)
Tender T-12-2003 for Amberlea Creek Watercourse Works, total
cost of $251,872 be approved; and,
project
a) debt financing not exceeding $150,000 for portion related to Amberlea
Creek Stabilization-Phase II for period not exceeding 10 years at a rate
to be determined be approved;
b) debt financing not exceeding $100,000 for portion related to Amberlea
Creek Erosion Control for period not exceeding 5 years at a rate to be
determined;
c) financing and repayment charges in the amount of approximately
$20,380 and $23,740 respectively be included in the annual Current
Budget for the City of Pickering commencing in 2004 and continuing
thereafter until loan is repaid; and,
d) the amount of $1,872 be financed from 2003 Current Budget;
4.
the Director, Corporate SeNices & Treasurer has certified that these loans and the
repayment falls within the City's Debt and Financial Obligations approved Annual
Repayment limit for debt and other financial obligations for 2003 as established by
the Province for municipalities in Ontario; and,
5.
the Director, Corporate Services & Treasurer be authorized to take any actions
necessary in order to effect the foregoing.
Executive Summary: The Chief Administrative Officer, under authority of
Resolution 85/00, Item 1 has the authority to act in an approved capacity on behalf of
Council during any recess, break or absence of City Council. Similarly, the Director,
Corporate SeNices & Treasurer, under Resolution 85/00, Item 1 has authority to
approve the financing for such projects during recesses of Council. This report and its
recommendations confirms the action taken during the 2003 summer recess of Council.
Report CAO 09-03 October 1, 2003
Subject: Tender / Contract Approval- During Council's Summer Recess Page 3
Financial Implications:
T-10~2003 - Tender for Petticoat Creek Culvert Rehabilitation
Approved Capital Budget
Financing - 2002 Capital Budget Roads Project
Petticoat Creek Culvert Rehabilitation
10 Year Debt - to be financed
Surplus from 2001 Internal Loans Roads Projects
Total Funding Available
Tendered Amount
Total Estimated Net Project Cost
$169,484
Project Costs (over) /under Approved Funds
$200,000
21,858
$221,858
221,858
0
T-11-2003 - Tender for Asphalt PavinQ & Concrete Works for Liverpool Road
South, Don Beer Arena and Westnev Road/Concession 8 Intersection
Approved Capital Budget
Financing - 2003 Capital Budget Roads, Liverpool Road/
Millennium Square
10 Year Debt - to be financed
- 2002 Capital Budget - Don Beer Arena
Third Ice Pad under expenditure on total project
- 2003 Current Budget Roads Asphalt Patching
program tax levies
Total Funding Available
Tendered Amount $202,539
Tendered Estimated Net Project Cost
Project Costs (over)/under Approved Funds
$100,000
282,173
93,000
$475,173
222,778
$252,395
Debt financing of $100,000 provided for Liverpool Road South relates to Phase 1 and
2, out of which $49,925 is required for Phase 1 and the remaining $50,075 to be
allocated to Phase 2.
T~12-2003 - Tender for Amberlea Creek Watercourse Works
Approved Budget Financing
Financing - 2003 Capital Budget Amberlea Creek
Erosion Control
5 Year Debt - to be financed
- 2002 Capital Budget Amberlea Creek
Stabilization - Phase II, South of Bayly
10 Year Debt - to be financed
$120,000
150,000
Report CAO 09-03 October 1 , 2003
Subject: Tender 1 Contract Approval- During Council's Summer Recess Page 4
Total Funding Available
$270,000
Tendered Amount $173,914
Tendered Estimated Net Project Cost
Project Costs (over)/under Approved Funds
251,872
$18.128
In accordance with the Purchasing Policy & Procedure an award exceeding $75,000 is
subject to Council Approval. The following awards exceeding $75,000 were approved
by the CAO during Council's summer recess.
Q-19~2003 - ReQuest for Quote SQuash Court RoofinQ & Maintenance Corridor,
PickerinQ Recreation Complex
The Report to Council OES 20-03, Resolution 79/03 awarded Tender T-8-2003 for the
Pickering Recreation Complex-Delaney Area Roofing for a debt financed amount of
$370,000, out of which as a result of very competitive bids, only $224,314 was needed.
This leaves an under-expenditures of $145,686.
The Director, Corporate Services & Treasurer under the authority of Report to Council
18-02, Resolution 110102, Item 7 is authorized to apply excess proceed raised on
external debt to other capital projects for which long-term financing is required, in this
case towards Squash Court Roofing & Maintenance Corridor, Pickering Recreation
Complex.
Financing from under-expenditures (T-8-2003)
$145,686
Quotation Amount
Project Costs (over)/under Approved Funds
119,519
$ 26. 1 67
Q-21-2003 - School CrossinQ Guard ProQram
Financing from annual Current Budget
Outside Agency Service
$286,000
Quotation Amount
Annual cost 2003/2004
(School term of Sept. 2003 to June 2004)
Project (over)/under Approved Funds
271 ,187
$ 14.813
This quotation was for a two year term from September 2003 to June 2005.
Report CAO 09-03 October 1 , 2003
Subject: Tender / Contract Approval- During Council's Summer Recess Page 5
Background: On May 21, 2002 Council passed Resolution 80/02, Item 4
authorizing the Chief Administrative Officer to act in an approved capacity on behalf of
Council during any recess, break or absence of City Council, which states in part:
"2. That subject to the Council approved Purchasing Policy & Procedures, the
Chief Administrative Officer be authorized to act in Council's approval
capacity on behalf of Council during any recess, break or absence of
City Council on the condition that:
(a)
such actions are in compliance with the Purchasing Policy &
Procedure as approved under Resolution 136/02; and
(b)
the costs thereof are within the budget previously approved by
Council; and
(c)
a report respecting those approvals is subsequently submitted to
Council. "
Council also passed Resolution 85/00, Item 1 on June 5, 2000 authorizing the Director,
Corporate Services & Treasurer be given the authority to recommend and approve
project financing to the Mayor and Chief Administrative Officer for projects contained in
the annual capital budget or current budget, during recesses of City Council.
Circumstances were such that being 3 tenders and 2 formal quotations were required to
be approved by the Chief Administrative Officer during Council's summer 2003 recess.
It is recommended that Council receive this Report for information and ratify the
approval of Tender Nos. T-10-2003, T-11-2003, T-12-2003, and Quotation Nos. Q-19-
2003 and Q-21-2003 being all of which conformed to the conditions as set out in
Resolution #80/02 Item 4.
Attachments:
1) Memorandum dated August 22, 2003, Tender No. T-10-2003, Petticoat Creek
Culvert Rehabilitation
2) Memorandum dated August 14, 2003, Tender No. T -11-2003, Asphalt Paving and
Concrete Works for Liverpool Road South, Don Beer Arena and Westney
Road/Concession 8 Intersection
3) Memorandum dated August 20, 2003, Tender No. T-12-2003, Amberlea Creek
Watercourse Works
4) Memorandum dated July 10, 2003, Quotation No. Q-19-2003, Roofing Squash
Court & Maintenance Corridor, Pickering Recreation Complex
5) Memorandum dated August 20, 2003, Quotation No. Q-21-2003, School Crossing
Guard Program
6) Resolution #80/02 Item 4
7) Resolution #85/00 Item 1
Report CAO 09-03 October 1, 2003
Subject: Tender / Contract Approval- During Council's Summer Recess Page 6
Prepared By:
Vera A. Felgemacher
Manager, Supply & Se ices
Prepared By:
~~~E 2-:5
'""'Gillis A. Paterson
Director, Corporate Services & Treasurer
Prepared By:
Approved I Endorsed By:
Thomas J. Qu n
Chief Administrative Officer
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Caryn Kong
Senior Financial Analyst
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Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
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A IT ACHMENT # -L TO REPORT # f:l£if' 0 ..3
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OPERATIONS & EMERGENCY SERVICES DEPARTMENT
MUNICIPAL PROPERTY. & ENGINEERING DIVISION
MEMORANDUM
RECEIVED
CITY OF PICKERING
AUG 2 l 2003
August 22, 2003
-ro:
Thomas J. Quinn
Chief Administrative Officer
CORPORATE SERVICES
From:
Richard Holborn
Division Head, Municipal Property & Engineering
/ Subject:
Tender T-1 0-2003 ~ Tender for Petticoat Creek Culvert Rehabilitation
Please be advised that tenders have been received for the above noted project. Seven
(7) companies were invited to participate. An advertisement was placed in the Daily
Commercial News, the New Advertiser Community Page and the City's Website. Ten
(10) companies picked up tendering documents for a non-refundable fee of $50.00 per
set. Attached is å copy of the record of tenders opened and checked that were used at
the public tender opening on Wednesday, July 23,2003.
Summary
(P.S.T. included, G.S.T.included)
Company Total Tendered Amount After Calculation Check
Ron Robinson Limited $169,483.79 $169,483.79
Elirpa Construction & $348,96~.86 $348,963.86
Materials Limited.
R & MConstruction Rejected
Cambridge Landscaping Inc. Unable to Bid
Recommendation
2.
That Tender .No. T-10-2003 submitted by Ron Robinson Limited, for Petticoat
Creek Culvert Rehabilitation, in the amount. $158,396 plus 7% G.S.T. be
approved, and
That a total gross project cost of $230,475 including the tender amount, other
associated project costs and 7% G.S.T., and a total net project cost of $221,858
after the G.S.T. rebate, be approved, and
Council authorize the Director, Corporate Services & Treasurer to finance the
project through the issuance of debentures through the Region of Durham; and
1.
3.
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August 22, 2003
Subject: Tender T-10-2003
Page 2
a)
. b)
c)
Debt financing not exceeding the amount of $200,000 for a period not
exceeding 10 years. at a rate to be determined; and
Financing and repayment charges' in the amount of approximately $27,174
be included in the annual Current Budget for the City of Pickering
commencing in 2004 ànð continuing thereaft~r until the loan is repaid; and
The remaining amount of $21. ,858 will be funded from proceeds from 2001
approved internal Loans related to roads projects. The surplus is from
completed roads projects budgeted for in 1999. Funds raised through the
2001 Internal Loans were based on the approved budgeted amount,
meanwhile the combined actual costs incurred for these projects were less
than the budgeted amounts.
The Director, Corporate Services & Treasurer has certified that this loan
and the repayment thereof falls within' the City's debt and Financial
Obligations approved Annual Repayment Limit for debt and other
Financial Obligations for 2003 as established by the Province' for
municipalities in Ontario; and ..' .
The Treasurer is authorized. to take any actions necessary in order to
effect the foregoing.
d)
e)
FINANCIAL IMPLICATIONS:
1.
Tendered Amount
. .
T-10-2003 - Petticoat Creek Culvert Rehabilitation
G.S.T.
Sub Total
G.S.T. Rebate
Total
$158,396
11 ,088
$169,484
. (6,336)
$163.,148
APPROVED SOURCE OF FUNDS:
. 2.
Year 2002 Capital Budget
Account Number - 2320-6004 Roads Project
Project Code - 02-2320-009-00 Petticoat Creek Culvert Rehabilitation
10-Year Debt - To be financed .
$200,000
Surplus from 2001 Internal Loans - Roads Projects
Total FundinQ Available
$ 21 .858
$221,858
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August 22, 2003
Page 3
3.
Estimated Project Costing Summary .
T-10-2003- Petticoat Creek Culvert Rehabilitation
Total- T-10-2003
Associated Costs
Consultant Fees
Tender and other Miscellaneous Costs
Material Testing
Tree Removal
Project Contingency
Total
G.S.T.
Total Gross Project Cost
$158,396
Less - G.S.T. Rebate
Total Net Proiect Cost
$ 45,000
2,000
2,500
2,500
5,000
$215,396
15,078
$230,474 .
(8.61..Ql
$221 ,858
4.
I Project Cost (under) over Approved Funds
$0
Ron Robinson Limited has previously worked on a City project, (Tender T-4-2000 -
The Realignment of Pickering Parkway. A copy of the Confined Space Entry Procedure
to be used on this project; The Health and Safety Policy, a list of personnel trained, the
CAD 7 form and a copy of the current certificate of Clearance issued by Workplace.
Safety and Insurance. Board, as submitted by Ron Robinson Limited have been
reviewed by the Supervisor,' Human Resources Services and are deemed acceptable.
Credit information as provided by Dun & Bradstreet for Ron Robinson Limited have.
been reviewed by the Senior Financial Analyst and in conjunction with staff's review of
the reference information and the bonding available on the this project, is deemed
acceptable. Upon your- approval for this project, we will proceed with an on-line
requisition and issue the Contractor a purchase order to commence construction.
" ,
Tender T-10-2003
August 22, 2003
Page 4
If you require any further information or 'clarification, please contact me at your
convenience.
Prepared By:
Darrell B. Selsky
Supervisor, Municipal Works
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Gillis Paterson
Director; Corporate Services & Treasurer
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Attachments:
Approved/Endorsed By:
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DWÍsion He , Municipal Property &
ß9gineering j}/
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2.
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Location Map .
Record of Tenders Opened and Checked
Supply & Services Memorandum
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MUNICIPAL PROPERTY & ENGINEERING.
Attachment For Tender: T-IO-2003
PETTICOAT CREEK CULVERT
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Culvert rehabilitation
Concrete lining of existing steel culvert
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CORPORATE SERVICES DEPARTMENT
MEMORANDUM
July 24, 2003
To:
Richard HoJbom '
DiVision Head
Municipal Property & Engineering
- DarreH Selsky
Supervisor, Municipal Works
From:
Vera A. Felgemacher
, Manager, Supply & S~rvices
Tender for Petticoat Creek Culvert Rehabiiitation '
Tender No. T - 10 - 2003 '
Subject:
Tenders have been received for the above project. Seven (7) 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 additionaf bidders. Ten (10) bidders picked up 'tendering
documents for å non-refundable fee of $50.00 per set of which three' (3)
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 'checki~g
tendered unit prices and, extensions; unit prices shaH 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) and is not applicable in this tender caB as only two (2) bids are
available for consideration.,
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Tender for. Petticoat Creek Culvert RehabiHtation .
Tender No. T-10-2003
Pace 3
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Please review the çopies 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
Coordinator;' .
(b) any past work experience Ron Robinson Limited including work location;
(c) without past work experience, if reference information is acceptable;
Cd) the appropriate account number(s)to which this work is to be chargeá;
. (e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding;
(g) related departmental approvals;
. (h) any reason(s) why thelow.bid of Ròn Robinson Limited is not acceptable;
and.' . .
. .
(i) related comments specific to the project.
Caryn Kong, Financial Analyst will request commercial credit rating information
on Ron Roöinson Umited and upon our review of the information, it is deemed
acceptable.
. .
If you require further information, please feel free to contact me.
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Vëra A Felgemacher
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Attachments. .
Copy for:. Director, Operations & Emergency Services
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Tender for Petticoat Creek Culvert Rehabiïrt.ation
Tender No. T-10-2003
Page 2
Summary
.cPST- included, GST included)
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Ron Robinson.
Limited
Elirpa Construction
& Materials' Limited
. R&M Construction
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$169,483.79
$169,483.79'
$348,963.86 .
$348,963..86
Rejected
Addendum #1 not
acknowledged. Purchasing By-
law No. 5900-01, Procedure'
No~ PUR101-001, 10.04 Item
. 13 (automatic rejection), .183,
1817, IB18, 1829, Letter
07/11/03
Cambridge .
Landscapin Inc
Unable to Bid
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)
(b}
(c)
(d)
(e)
(f)
. a copy of the ConfIned Space EntiycProcedure document to be used on
. this project; . . . .
. a list of employees trained in the Confined Space Entry Procedure who will be
working on this 'project;
a copy of the Health & Safety Policy to be used on this projeqt; .
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);
a copy of the current Certificate of Clearance issued by Workplace Safety &
Insurance Board; and .
the City's certificate of insur~nœ completed' by the. bidder's agent; broker or
insurer.
.. ./3
~t Creek Culvert R~habilitation
RECORD OF TI;;NDERS OPENED ÅNb CHECKED
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Tender No.: T-10-2003
Date: Wednesday, July 23, 2003Time: Approx.2:15pm
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ATTACHMENT #..A.. TO REPORT # ÞIl1ÀG, .. .~'a ,,¡,,"-~"""'.'~--, r:..,,:-:;;:,r..,':' ,,' " u ," ~""-:-,','
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OPERA TIONS & EMERGENCY SERVI CES OQ:G 2J..~n3.. ~
MUNICIPAL PROPERTY & ENGINEERING DI'ME~lup:1 _.~
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August 14, 2003 , CITY OF PICKERING t ~PERJ~~W LE~~L: (,It-::., I ~I
' 2 0 I,' vU~ & Rce. I I-cORP. P~OJ.&POL.CJ
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Director, Operations & Emergency Services,
Gil Paterson
Director, Corporate Services
Tender T -11-2003 - Tender for Asphalt Paving and Concrete Works
For Liverpool Road South, Don Beer Arena and
Westney Road/Concession 8 Intersection
, ,
Please be advised that tenders have been" received for the above noted project.
Nineteen (19) companies were invited to participate. An advertisement was placed in
the Daily Commercial News, the New Advertiser Community Page and the City's
Website. Eleven (11) companies picked up tendering documents for a non-refundable
fee of $50.00 per set. Attached is a copy of the record of tenders opened and checked
that were used at the public tender opening on Thursday, July 31,2003.
Summary
(P.S.T. included, G.S.T. included)
Company Total Tendered Amount After Calculation Check
Furfari Pavinq $202,538.96 $202,538.96
Paveco Road Builders CorP. $206,499.30 $206,499.30
Miller Pavinq Limited. $217,959.00 . $217,959.00
Harnden & Kinq Construction $228,845.29 $228,845.29
Peltar Paving & General Rejected Rejected
Contractors"
Recommendation
1.
That Tender No. T-11-2003 submitted by Furfari Paving, for Asphalt Paving and
Concrete Works, in the amount $202,539 including 7% G.S.T. be approved, and
That a total gross project cost of $231,429 including the tender amou nt, other
associated project costs and 7% G.S.T., and a total net project cost of$222,778
after the G.S.T. rebate, be approved, and
That debt funding in the amount of $1 00,000 through the Region of Durham be
approved.
2.
3.
, ,
Subject: Tender T-11-2003
August 14,2003
Page 2
FINANCIAL IMPLICATIONS:
1.
Tendered Amount
T-11-2003 - Asphalt Paving and Concrete Works
G.S.T.
Sub Total
G.S.T. Rebate
Total
APPROVED SOURCE OF FUNDS:
2.
Year 2003 Capital Budqet
Account Number - 2320-6003 Roads
Project Code - 03-2320-008-02 Liverpool Road/Millennium Square
10 Year Debt - To be financed
$189,289
13,250
202,539
(7.571 )
$194,968
$100,000
Year 2002 Capital Budqet
Account Number - 3263.0088 Don Beer Arena
Project Code - 02-2715-006-01 Third Ice Pad
Under expenditure on Total Project
$282,173
Year 2003 Current Budqet
Account Number 2320-2407 Roads
Asphalt Patching Program - tax levy
Total Fundinq Available
3.
Estimated Project Costing Summary
T-11-2003 - Asphalt Paving and Concrete Works
Liverpool Road South including Parking Lot Works
(Account Number 2320-6003)
Don Beer Parking Lot Expansion
(Account Number 3263-0088)
Westney Road Paving
(Account Number 2320-2407 Roads)
Total - T-11-2003
Associated Costs
Material Testing
Tender & other Miscellaneous Costs
Project Contingency
Total
G.S.T.
T otalGross Project Cost
Less - G.S.T. Rebate
Total Net Project Cost
$93,000
$475,173
$42,420
$135,644
$11.225
$189,289
$ 5,000
2,000
20.000
$216,289
15.140
$231,429
(8,651)
$222,778
Subject: Tender T -11-2003
AuguS114,2003
Page 3
4.
I Project Cost (under) under Approved Funds
$252,395
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this memo and has provided the
financing recommendations.
Please bear in mind that the $252,395 is not a true under-expenditure.
Background: This tender consists of three projects being proposed by Municipal
Property & Engineering for 2003. Liverpool Road South Phase One works consist of
transitioning the road works by Pentad Construction in 2002 to the Millennium Square.
These works also include completing the parking lot construction adjacent to the
Goolwater Farms site. Funds will require to be budgeted for in 2004 to complete Phase
Two the bóulevard works from Wharf Street south to the Millennium Square. The next
project is the Don Beer parking lot expansion, which also includes the resurfacing of the
existing asphalt pavement. This project is a true under-expenditure. The value of the
under-expenditure after the parking lot allowance is $142,460. Westney Road/Concession
8 Intersection has been identified as a safety issue project and requires asphalt pavement.
Furfari Paving has previously worked on a City project, (Tender T-3-2001 - Road
Improvements). A copy of the Confined Space Entry Procedure to be used on this project,
The Health and Safety Policy, a list of personnel trained, the CAD 7 form and a copy of the
current certificate of Clearance issued by Workplace Safety and Insurance Board, as
submitted by Furfari Paving have been reviewed by the Supervisor, Human Resources
Services and are deemed acceptable. Credit information as provided by Dun & Bradstreet
for Furfari Paving have been reviewed by the Senior Financial Analyst and in conjunction
with staff's review of the reference information and the bonding available on the this
project, is deemed acceptable. Upon your approval for this project, we will proceed with
an on-line requisition and issue the Contractor a purchase order to commence
construction.
If you require any further information or clarification, please contact me at your
convenience.
. .
Subject: Tender T.11-2003
August 14, 2003
Page 4
=--w~
Gillis Paterson
Treasurer, Corporate Services & Treasurer
DS:hr
Attachments:
1.
2.
3.
Location Map
Record of Tenders Opened and Checked
Supply & Services Memorandum
--,
Everett Bunt a
Director, Operations & Emergency
. Services
Copy:
Division Head, Municipal Property & Engineering
Supervisor, Municipal Works
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MUNICIP AL PROPERTY & ENGINEERING
Attachment For Tender: T-11-2003
LIVERPOOL ROAD & P AR.¡(ING LOT
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LOCATION:
Liverpool Road - Between the parking lot and Marshall Homes to the north
Liverp.ool South Parking Lot - east side, just north of the bridge
PROPOSED ROAD CONSTRUCTION INCLUDES:
Complete road alignment with naITOW curbs and gutter
Grinding off old asphalt and repave
PROPOSED PARKING LOT CONSTRUCTION INCLUDES:
Expand Parking area with barrier curbs
Asphalt complete parking lot
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MUNICIP AL PROPERTY & ENGINEERING
Attachment For Tender: T-11-2003
DON BEER ARENA PARKING LOT
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PROPOSED CONSTRUCTION INCLUDES:
fe-ditch around the site
new granular base for the proposed expansion
Asphalt complete parking lot
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CORPORATE SERVICES DEPARTMENT
MEMORANDUM
Augùst 1,2003
To:
Richard Holborn
Division Head
Municipal Proþerty '& Engineering
, Darrell Selsky
Supervisor" Municipal Works
From:
Vera A. Felgemacher.
Manager\ Supply & Services
Tender for Asphalt Paving and Concrete Works
Tender No. T - 11 - 2003
Subject:
Tenders have been received for the above project. Nineteen (19) companies
were invited to participate. An advertisement was, placed .in the Dai!y
Commercial News, News Advertiser Community Page and on the City"s Website
all of which yielded Interest from additional bidders. Eleven (11) bidders picked
up tendering documents for a non-refundable fee of $50.:00 per set of which six
(6) bidders have 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 wifJ
be~corrected accordingly, whic~has been done.
All bid deposits have been retained at this time.
. ../2
Tender for Asphalt Paving and Concrete Works
Tender No. T-11 - 2003
. August 1, 2003
Page 3
Please review submission and include the following items in your Report to Council:
(a) if items (a) through (c) noted above, are acceptable to the Safety & Train'ing
Coordinator; .
(b) any past work experience with Furfari Paving including work location;
(c) wiij1out 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 conñrmation of funding;
(g) related departmental approvals; .' .
(h) any reason(s) why the low bid of Furfar; Paving is nÒt acceptable; and
(i) related comm~nts specific to the project. .
. .
Request. has been made of Caryn Kong, Financial Analyst. to review Dun &
Bradstreet reporting information on Furfari Paving,. Commentary wi!! be provided
for your consideration.
, .
If you require furt'1er information, please feel free to cwntact me.
. í;~
Vera A. Felg.emacher
vf
Attachments
Copy for: Directof Operations & Emergency Services
>t
CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
Tender Description:
Asphalt Paving and Concrete Works
ïender No.: T -11-2003
Date: Thursday, July 31,2003 TimE
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D. Crupi & Sons Ltd.
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Harnden & King Construction
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Peltar Paving & General
Contracting Co. Ltd.
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ATTACHMENT # -2- TO REPORT # .fj,ÇJ¡ f "03
,
OPERATIONS & EMERGENCY SERVICES DEPARTMENT
MUNICIPAL PROPERTY & ENGINEERING DIVISION
MEMORANDUM
RECEIVED
CITY OF PICKERING
AUG 1 9 2003
August 20, 2003
TO:
Thomas J. Quinn
Chief Administrative Officer
CORPORATE SERVICES
FROM:
Richard Holborn, P, Eng.
Division Head, Municipal Property & Engineering
RE:
Tender T-12-2003 - Tender for Amberlea Creek Watercourse Works
Please be advised that tenders have been received for the above noted project. Nine (9)
companies were invited to participate. An advertisement was placed in the Daily
Commercial News, the New Advertiser Community Page and the City's Website. Thirteen
(13) companies picked up tendering documents for a non-refundable fee of $50.00 per
set. Attached is a copy of the record of tenders opened and checked that were used at
the public tender opening on Thursday, July 31,2003.
Summary
(P.S.T. included, G.~.T. included)
Company Total Tendered Amount After Calculation Check
R & M Construction $173,912.76 $173,912.76
Recommendation
1. That Tender No. T-12-2003 submitted by R & M Construction, for Amberlea Creek
Watercourse Works, in the amount $173,913 including 7% G.S.T. be approved, and
2. That a total gross project cost of $261,653 including the tender amount, other
associated project costs and 7% G.S.T., and a total net project cost of $251,872 after
the G.S.T. rebate, be approved, and
3. Council authorize the director, Corporate Services & Treasurer to finance the project
through the issuance of debentures through the Region of Durham; and
Subject: Tender T-12-2003
August 20,2003
Page 2
a)
Debt financing not exceeding the amount of $150,000 for a period not
exceeding 10 years and $100,000 for a period not exceeding 5 years at a
rate to be determined; and
b)
Financing and repayment charges in the amount of approximately $20,380
and $23,740 respectively be included in the annual Current Budget for the
City of Pickering commencing in 2004 and continuing thereafter until the loan
Is repaid; and
c)
The amount of $1 ,872 be financed from the 2003 Current Budget;
The Director, Corporate Services & Treasurer has certified that this loan
and the repayment thereof falls withIn the City's Debt and Financial
Obligations approved Annual. Repayment Limit for debt and other financial
Obligations for 2003 as established by the Porvince for municipalities in
Ontario; and
d)
e)
The Treasurer is authorized to take any actions necessary in order to effect
the foregoing; and
FINANCIAL IMPLICATIONS:
1,
Tendered Amount
T-12-2003 - Amberlea Creek Watercourse Works
G.S.T.
Sub Total
G.S.T. Rebate
Total
$162,536
11 ,378
$173,914
(6,501 )
$167,413
APPROVED SOURCE OF FUNDS:
2.
Year 2002 Capital Budqet
Account Number - 3264-2410-6181
Project Code - 02-241 0-005-00
1 0 - Year Debt - To be financed
Year 2003 Capital Budqet
Account Number 3264-2410-6181
Project Number 03-2410-005-05
5 - Year Debt - To be financed
$150,000
$120,000
$270,000
Total Funding Available
, Subject: Tender T -12-2003
August 20,2003
Page 3
3.
Estimated Project Costing Summary
T-12-2003 - Amberlea Creek Watercourse Works
Total - T -12-2003
Associated Costs
Tender and other Miscellaneous Cost
Material Testing
Consultant Fees
Condominium Restoration
Project Contingency
Total
G.S.T.
Total Gross Project Cost
$162,536
$ 2,000
$ 5,000
$ 60,000
$ 5,000
.$ 10,000
$244,536
17.117
$261,653
Less - G.S.T. Rebate
Total Net Project Cost
(9.7811
$251,872
$ 18,128
R & M Construction. has previously worked on a City project, (Quotation called by
Schollen & Company on behalf of the City for Amberlea Creek Phase 1 Works March 15,
2001). The Health and Safety Policy, a list of personnel trained, the CAD 7 form and a
copy of the current certificate of Clearance issued by Workplace Safety and Insurance
Board, as submitted by R & M Construction have been reviewed by the Supervisor,
Human Resources Services and are deemed acceptable. Credit information as provided
by Dun & Bradstreet for R & M Construction have been reviewed by the Senior Financial
Analyst and in conjunction with staff's review of the reference information and the bonding
available on the this project, is deemed acceptable. Upon your approval for this project,
we will proceed with an on-line requisition and issue the Contractor a purchase order to
commence construction.
If you require any further information or clarification, please contact me at your
convenience.
Subject: Tender T-i2-2003
August 20, 2003
Page 4
Prepared By
Approved By:
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Rithard Hol íQrn
,Division Heád, Muncipal Property &
t--Engineerin
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Gillis paté1 - Everett Buntsma
Treasurer, Corporate Services & Treasurer Director, Operations & Emergency
Services
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Attachments:
1.
2.
3.
Location Map
Record of Tenders Opened and Checked
Supply & Services Memorandum
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MUNICIP ALPROPERTY & ENGINEERING
Attachment For Tender: T-12-2003
AMBERLEA CREEK
S.Ll.NOK
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LOCATION MAP
LOCATION:
Amberlea Creek - in the ravine behind Vistula"Drive
PROPOSED CONSTRUCTION INCLUDES:
Erosion Control/Stabilization (completion of previous works)"
. Amberlea Creek - in the ravine behind Vìstula Drive.
¡:\Attachments for Tenders\2003\T-12-2003 - Amber/ee Creek.doc
" '
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
July 31, 2003
To;
Richard Ho/born
Division Head ,
Municipal Property & Engineering
Darrell Selsky ,
Supervisor, Municipal Works
From:
Vera A. Felgemacher
Manàger, Supply & Services
, Subject:
Tender for Amberlea Creek Watercourse Works
Tender No. T - 12 - 2003
Tenders have been received for the above project. Nine (9) 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. Thirteen (13) bidders picked up
tendering documents for a non-refundable fee of $50.00 per set of which one
bidder has 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,"tem 10.03 (r) provides checking
tendered unit prices and extensions; unit prices shall govern and extensions
will be corrected accordingly, which has been ,done.
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Summary'
(PST included, GST included)'
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$173,912.76
$173,912.76
R&M
. Construction
ïender for .Amberiea Creek Watercourse Works
Tender No. T -12 - 2003,
PagE: 2
Pursuantto Information to Bidders Item 21, the following are being requested of
the low bidder for your review during the evaluation stage of this tender calf:
(a) a copy of the Health & 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 r 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 shalf be completed by thè bidder's agent,
broker or insurer,
Please review submission and include the following items In your Report to
Council:
(a) if items (a) through (c) noted above, are acceptable to the Safety &
Training Coordinator;
(b) any past work experience R & M Construction 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 offunding;
(g) related departmental approvals;.
(h) any reason(s) why the low bid of R& M Construction is not acceptable;
and .' . .
0) related comments specific to the proje:ct.
Request has been. made of Caryn Kong; Financial Analyst to review Dun &
Bradstreet reporting information on R & M Construction. Commentary will be
provided for your consideration. . .' ~
If you require further information, please fee! free to contact m.. ..
J
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Attachments .
Copy for. Director, Operations & Emergency Services
CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
,.
Tender Description:
Amberlea Creek Watercourse Works
Tender No.: T-12-2003
Date: Thursday, July 31,2003 Time
"
CORPORATE SERVICES DEPARTMENT ' CAl.q~d~
. ATTACHMENT #-4- TO REPORT#~
MEMORANDUM
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C~TY OF PiCKERiNG
Date:
July 10, 2003
JUL 1 0 2003
TO:
Everett Buntsma
Director,
Operations & Emergency Services
SUPP!.Y AND SERViCES
From:
Barbara Tran
Buyer II
Subject: Quotation for Roofing Squash Court & Maintenance Corridor,
Pickering Recreation Complex
Quotation No. Q - 19 - 2003
Quotations have been received for the above project Four (4) companies were invited
to participate of which three attended the mandatory site visit and two (2) responded.
Supplementary Standard Conditions Item 10 sets out documentation required of a low
. bidder for your review during the evaluation stage of a quotation' call. This
documentation has been received and reviewed recently (May 13, 2003) as part of the
evaluation process for Tender No. T - 8 - 2003 and were deemed acceptable by
Coordinator, Safety & Training at that time, and the Health & Safety related
documentation remains current. A current Certificate of Clearance is being requested.
Solar Roofing was the successful bidder .on that project and is currently providing roofing
work for the City at the Pickering Recreation Complex. . .
A copy of the Warranty and Qualified Contractor has been submitted with this quotation
as well as another Agreement to Bond for this project. A performance bond and labour &
materials payment bond will be requested of Solar Roofing following notice of
acceptance from the City.
Please review the attached summary as well as quotation copies. Include the following
items in your recommendation:
. .
(a) the appropriate account number(s) to which this work is to be charged;
(b) the budget amount(s) assigned thereto; ,
(c) related departmental approvals;
(d) any reason(s) why the bid of Solar Roofing & Sheetmetal Ltd., is not acceptable;
(e) related comments specific to the project; and'
(f) an approved 'on-line' requisition.
Everett Buntsma
Quotation No. Q-19-2003
July 10, 2003
Page 2
As set out in Policy Item 04.05, Authorities and Dollar Limits - Formal Quotation
Process, an award exceeding $75,000 is subject to Council approval. CAG can
approve during Council's recess as set out in the Resolution dated May 27, 2002. An
approval under $75,000 does not require CAO approval, should you decide to accept
the quotation in part.
If you. require further information, please feel free to contact me.
~
Barbara Tran
/bt
Enclosures
Copy Division Head, Culture & Recreation.
Supervisor, Facilities Operations
Summary of Bids
Quotation for Roofing' Squash Court & Maintenance Corridor,
Pickering Recreation Complex
Quotation No. Q - 19 . 2003
Company
Roof Replacemen~
,on Area 1.2A
(PST Included, GST Extra and shown)
Roof Replacement
on Area 2.0
GST
*Solar Roofing & ,I $33,900.00 I $77,800.00
Sheet Metal Ltd.
*T.Hamilton & Son I $36,680.00 I $82,820.00
Roofing Inc.
Nortex Roofinq Ltd. I UNABLE TO BID
$7,819.00
$8,365:00
Total Amount
Vnit price
supply & install
new metal decking
-:- sq. ft. .
Unit price
supply & install
new 0.5"
Gypsum board
- sq. ft. '
$2.60
$3.00
. $119,519.00
. $127,865.00
$4.50
$5.00
* - Warranties have been provided by both contractors and a're attached to the copy of quotes.
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OPERATIONS & EMERGENCY SERVICES DEPARTMENT
MUNICIPAL PROPERTY & ENGINEERING DIVISION
MEMORANDUM
August 21,2003
From:
Jill Hone
Buyer II'-"'-~';
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~:~~~~~ ~~~~r~ un ¡ci pal Property & Engineen~i:iË~~~~r:j~~~~~:L::.ii
To:
Subject:
Q-21-2003 - School Crossing Guard Program
Further to'your memo dated August 20, 2003 advising that the low bidder, Proactive
, Staffing Services has declined to provide the services for 0-21-2003, please be advised
that I accept the recommendation to award tc> the second lowest bidder, Adecco
Employment Services Inc.
The formal quotation which exceeds $75,000 wi![ be approved by the Chief
Administrative Officer under his authority. during the recess of Council.
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Ri6hard Hol rn
Øivision Head, Municipal Property &
L Engineering ,
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Copy:
Director, Operations & Emergency Services
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MEMORANDUM ~~-
f-\TTACHMENl # ~ TO REPORT#~ a3
August 20, 2003
To:
. Richard Holborn
Division Head, Municipal Property and Engineering
Fro"m:
Jill Hone.
Buyer II
Subject:
0-21-2003, School Crossing Guard Program
Attached please find a copy of the letter received from Proactive Staffing Services
detailing the reasons they are unable to perform this work.
I am therefore recommending award to the second lowest bidder, Adecco.Employment
Services Inc.
Adecco Employment. Services Inc. has been performing this work for the City"
satisfactorily since 1998. .
Award is subject to receipt of the following:
. Certificate of Insurance
. WSIB Clearance Certificate
. WSIB Cost and Frequency Report
. Health & Safety Policy
Kindly advise if you concur with this recommendation,
Please note that in accordance with Purchasing Policy & Procedures, formal quotations
over the amount of $75,000.00 are subject to Council approvaL
Thank you,
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Jill Hoñè .
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Attachments
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CORPORATE SERVICES DEPAR'tJIENT
SUPPLY & SERVICES
MEMORANDUM
Date:
July 31,2003
To:
Richard Holborn
Division Head, Municipal Property & Engineering
From:
Jill Hone
Buyer II
Subject: '
Q - 21 - 2003, School Crossing Guard Program
The quotation to administer the City's School Crossing Guard Program has closed.
Four companies were invited tabid, of which two (2) responded "no bid" and two
acceptable bids were received. '
The following is a summary of costs:
Proactive
Staffing
Services Inc.
ADECCO
Employment
Services
Limited
Adept
Personnel
Services Inc.
Apple One
Employment Unable to
Services bid " ", , ,',
NOTE: Provincial Sales Tax Not Applicable/Goods and SeNices Tax Extra
$27,000.00 $270,000.00
$770.00
$27,118.70 $271,187.00
$900.00
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bid
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Copies of the quotations are attached for your perusal. The original documents are in
Supply and Services should you wish to review them.
Q - 21 - 2003, Schaal Crossing Guard Program
August 1, 2003
Page 2
I am recommending award of this work to the low bidder, Proactive Staffing Services
Inc. subject to receipt of the following:
. Favourable reference check
. Certificate of Insurance
. WSIB Clearance Certificate
. WSIB Cost and Frequency Report
Kindly review the information provided and advise if you concur with this
recommendation.
Please note that in accordance with Purchasing Policy & Procedures, formal quotations
over the amount of $75,000.00 are subject to Council approval. .
The current blanket purchase order will serve as an authorized requisition, however,
confirmation of the account code to be used is required.
If you require further information, please feel free to contact me.
Thank you,
jh
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Jill Ho7e
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Attachments
ATTACHMENT # L~TO RE~ORT#~,~O ~
ADMINISTRATION DEPARTMENT
CLERK'S DIVISION
RECE,'\
CITY OF F V'\'"'
MEMORANDUM
MA Y I. b 2002
GOHPO¡:'iAíl: :~)EH\¡¡Cf.;S
May 27, 2002
TO:
Tom Quinn, Chief Administrative Officer
Gil Paterson, Director, Corporate Services & Treasurer
FROM:
Bruce Taylor, Clerk
SUBJECT:
Referrals ftom Council Meeting of May 21,2002
Please be advised that the Council of the City of Pickering passed Resolution #80/02, Item #4, at the
Council Meeting of May 21,2002, as follows:
I. That Report to Council CAO 04-02 seeking authorization by the Chief Administrative
Officer to act in Council's approval capacity on behalf of Council during any recess,
break or absence of City Council be received; and
2. That subject to the Council approved Purchasing Policy & Procedure, the Chief
Administrative Officer be authorized to act in Council's approval capacity on behalf
of Council during any recess, break or absence of City Council on the condition that:
a) such actions are in compliance with the Purchasing Policy & Procedure as
approved under Resolution 136/01; and
b) the costs thereof are within the budget previously approved by Council; and
c) a report respecting those approvals is subsequently submitted to Council.
3. That appropriate officials of the City of Pickering be authorized to give effect thereto.
///
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Bruce Taylor
BT:dk
Copy: T.J. Quinn, Chief Administrative Officer
ATTACHMENT #...1-"1"0 REPORT#Ct1t1-.Jf-. 03
INTER-DEPARTMENTAL MEMORANDUM
CLERK'S DIVISION
DA TE:
June 6, 2000
RECEIVED
CITY OF PICKERING
JUN 0 6 2000
TO:
G. Paterson
Director, Corporate Services & Treasurer
CORPORATE SERVICES
FROM:
Bruce Taylor
City Clerk
Please be advised that the Council of the City of Pickering passed Resolution 85/00, Item #1 at
the Council Meeting of June 5, 2000, as follows:
That Report to Council CS 12-00 regarding authority for the Director, Corporate Services
& Treasurer to recommend project financing approval during recesses of Council be
received, and
1.
The Director, Corporate Services & Treasurer be authorized to recommend and
approve project financing to the Mayor and Chief Administrative Officer for
projects contained in the annual capital budget or current budget, during
recesses of City Council; and
2.
That appropriate officials of the City of Pickering be authorized to give effect
thereto.
This resolution is sent to you for your information.
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Bruce Taylor, City Clerk
cc.
T.J. Quinn, Chief Administrative Officer