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Home My WebLink AboutOES 17-04PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: OES 17-04 Date: June o 2004 From: Richard W. Holborn, P. Eng. Division Head, Municipal Property & Engineering Subject: Tender No. T 1- 2004 - Tender for Playground Construction Request for Proposal - RFP 1 - 2004, Playground Equipment Recommendation: 1. That Report OES 17-04 regarding playground construction and playground equipment be received; That Tender No. T 1 - 2004 submitted by Serve Construction Limited for park and playground construction, in the amount of $63,459.25 (7% G.S.T. extra), be accepted; and That Request for Proposal RFP 1 2004 submitted by Recreation Playsystems (a division of RTS Plastics Inc.) for the supply and installation of playground equipment in various parks in the amount of $97,387.61 (7% G.S.T. extra), be accepted; and That the total project cost of $250,000.00 (construction $63,459.25, play equipment $97,387.61, safety surfacing $23,000.00, other project costs $65,000.00 and contingency $1,153.14) which includes the above tendered amount and RFP amount as identified in this report be approved; and 5. That staff at the City of Pickering be given the authority to give effect thereto. Note: GST is paid upfront by the City and recovered from the Federal Government. 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 2004 Capital Budget. As part of the implementation of our Playground Equipment Replacement program four (4) parks have been identified for this years installation. P-065 ROUGE' '~=' VA~.,_~_'~ PARK; Rouge Valley Drive at Littieford Street P-002 BALSDON PARK; south of Naroch Bivd., north of Krosno Blvd P-006 ~ ,~-,~-,v,--,,~ ~-,- ~,~Jr..~J~ ~ POINT PARK, Downtand Dr. and Stonebridge Lane F-'-076 GREENWOOD ~ARF,' Greenwood Roaci Report OES 17-04 Subject: Playground Construction, No. T i - 2004 Playground Equipment, RFP 1-2004 Date: June 2, 2004 Page 2 The parks will be upgraded to remove outdated play equipment and to provide new play equipment designed to comply with the National Standard of Canada: CSA Standard CAN/CSA-Z614-98, Childrens Playspaces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 - 1 - 2004 involves the supply and installation of play structures and swing sets in various City of Pickering parks. 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 reference includes provision for the City the option to purchase up to two (2) additional structures and two (2) additional swing sets at the contract price, if required. T-1-2004 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: · ROUGE VALLEY PARK Construction $28,807.50 BALSDON PARK Construction $18,376.25 LOOKOUT POINT PARK Construction $16,275.50 GREENWOOD PARK Construction nil Subtotal $63,459.25 Individual Park Costs Equipment $37,481.49 Safety Surfacing $11,000.00 Equipment $22,474.10 Safety Surfacing $5,500.00 Equipment $24,933.35 Safety Surfacing $6,5O0.0O Equipment $12,498,67 Safety Surfacin9 nii $97,387.6i $23,000.00 TOTAL COST $ 77,288.99 $ 46,35O.35 $ 47,708.85 $ 12,498.67 Report OES I7-04 Subject: Playground Construction, No. T 1 -2004 Playground Equipment, RFP 1-2004 Date: June 2, 2004 Page 3 Other Estimated Project Costs 1. Benches & Trash Receptacles (at new playgrounds) 2. Required Replacement of facilities (play equipment and safety surfacing) 3. Maintenance and Retrofits to Existing Play Units 4. Tree Planting SUB TOTAL $15,000.00 $25,000.00 SI5,000.00 SI0,000.00 $65,OOO.00 Summary Project Costs Construction Play Equipment Safety Surfacing Other Estimated Project Costs Contingency TOTAL $63,459.25 $97,387.61 $23,OOO.00 $65,O0O.0O $ 1,153.14 $250~000.00 Summary Available Funds 2004 Budget Parkland Reserve Fund Account Project Code Amount 2718-6129 04-2718-001-01 $250,000.00 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 - 1 - 2004 were received on April 30, 2004. Four (4) proposals were available for consideration. An evaluation committee comprised of two representatives from Municipal Property & Engineering and one representative from Supply & Services was assembled to evaluate the proposais, interview the shortlisted proponents and make a recommendation. Based upon the evaluation criteria, Recreation Playsystems (a division of RTS Plastics inc.) received the highest score from the evaluation committee and acceptance of RFP-l-2004 submitted by Recreation Piaysystems (s divisior~ of RTS Plastics Inc.) for playground installations in 2004. is recommended. The Health & Safety Policy, CAD 7 form, and Cost & Frequency ~ecoro. issued b? Workplace Safety & insurance Board for .~ecreatior; Playsystems (s dh4sior: of RTS Plastics lnc.i;, wil! be reviewed by the Safety 8: Trainin¢ Coordinator, e¥,pec~ec'; t.c be compieted prior To thais ~epor~ Dsin~c consiaered b~ Committee and CDRP0£2: Report, OES 17-04 Date: June 2, 2004 Subject: Playground ConsTruction, No. 'F 1 - 2004 Playground Equipment, RFP 1-2004 Page 4 CounciL. A Supplier Qualifier Report, as provided by D&B has been reviewed by the Purchasing Analyst, information is from a limited time period as this business commenced on March 1, 2000. However, references as provided by Recreation Playsystems (a division of RTS Plastics Inc.) for playground installations of this caliber have been checked by the Supervisor, Engineering & Capital Works and are satisfactory. Bids for Tender No T - 1 - 2004 were received on Wednesday May 12, 2004. Seven (7) companies submitted bids at the time of closing. The Iow bidder, Serve Construction Limited, has completed similar projects for the City in the past, and a check of their references for projects of this caliber has been deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, the CAD 7 form and Certificate of Clearance ssued by Workplace Safety & Insurance Board, as submitted by Serve Construction Limited have been reviewed by the Co-ordinator, Health & Safety and are deemed acceptable. A Supplier Qualifier Report as provided by D&B for Serve Construction Limited has been reviewed by the Purchasing 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 proposals received, relevant documents received and pending, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of the Iow bid Tender No. T-1-2004 submitted by Serve Construction Limited in the amount of $63,459.25 (GST extra), and the Proposal No. RFP-I-2004, submitted by Recreation Playsystems (a division of RTS Plastics Inc.) in the amount of $97,387.61 (G.S.T. extra) and that the total project cost of $250,000.00 be approved. This report has been prepared in conjunction with the Manager Supply & Services who concurs with the foregoing. Attachments: Location Map(s) Records of Tenders Opened and Checked SuppLy & Services Memorandum - T-1-2004 Playground Construction Supply & Services Memorandum - RFP-l-2004 Playground Equipmer~t Evaluation Committee Summary - RFP-I-2004 Playground Equipment Evaluation Criteria - RFP-I-2004 Playground Equipment Report. OES I7-04 Subject: Playground Construction, No. T 1 - 2004 Playground Equipment, RFP 1-2004 Date: June 2, 2004 Page 5 Prepared By: Johr Co, S, /~ces ldscape & Park~ Development Vera A. Felgemacher / Manager, Supply & Services Approved / Endorsed By: Ever~B'6ntsma~' Direc-[or, Operations & Emergency Rich,a/rd HolborC'Division Head MuLCicipal Propt~rty &.Engineering JFM Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City ~Cou. qncil / i ~' iPAT vd HALLER --i ~ DRE O ~ i z AVEN U E _D ORCHARD AVENUE ~°r~c~coo PLACE1 ILONA PAR lC LUNA CRT. Q FOXGLOVE < t o L.d Md BALATON n,' SHE ~ER LA N ~ -~ 7 L_d i BLVD. HOWELL CRES. LITTLEFORD tCHARDS .TON EHAM P' STOV HOOVER D L~..) PETUN GWENDOLYN STRE ABINGDON1 COURT m ~ STONEBRIDGE ~ Q -I ROAD · O , __ LANE ~-~ . ) W,N LA - ~ O ~ SU ~ LO ~ m ~ ! , ~.' ~ _ PETTimm,/~~ LAN E I/ .... .. ' ...... .. ~ [ - P:'O06 O a~ RF Q < O n; Z From: Richard Hoiborn Division Head Municipal Property & Engineering Darrell Selsky Supervisor, Municipal Works John McMullen Inspector, Landscape & Parks Development Vera A. Felgemacher Manager, Supply & Services Subject: Tender for Playground Construction Tender No. T -1 - 2004 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. Eleven (11) bidders picked up tendering documents for a non-refundable fee of $30.00 per set of which eight (8) 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 Iow 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 Iow three (3) bidders are attached for review. May i.~q 2004 Sur~mary (PST included, GST included) Serve Construction Limited 67,751.06 67,901.40 Dig Con International Ltd. 73,412.70 73,412.70 Griffith Property Services Ltd. 82,226.83 82,.226.83 ... Freeway Paving & Construction Ltd. 94,247.20 ... 94,247.21 Montgomery MacEwen Contracting Limited 99,991.75 99,991.75 ... Mopal Construction Limited 100,366.00 100,366.00 Joe Pace & Sons Contracting Inc. 103,517.15 103,518. 76 Royalcrest Paving & Contracting. Ltd. Rejected: Insufficient bid security; PUR 010-001, Item 10.04,9(d) Pursuant to Information to Bidders Item 21, the following are being requested of the Iow 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. 2004 Please review the copies of '~'" Lnu bids, lnciude '~he 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 Serve Construction Limited 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 Iow bid of Serve Construction Limited is not acceptable; and (i) related comments specific to the project. If you require further information, please feel free to contact me. V~e~ A~. ~lge.macher Manager, Supply & Services /bt Attachments Copy for: Director, Operations & Emergency Services C;ORPORc-,~TE SERVICES DEPAF~;¥MEh~T Date: To: From: Subject: May 7, 2004 Richard Holborn, Division Head, Municipal Property & Engineering Bob Kuzma Purchasing Analyst Request for Proposal RFP-I-2004, Playground Equipment Terms of reference for the above request for proposals were provided to eleven companies of which eight responded by the deadline of 12:00 noon, Friday, April 30, 2004. In accordance with item 3, Information to Bidders - any resultant changes to the RFP terms of reference or specifications will be issued as an addendum to all bidders. Addendum No. 1 was issued to all bidders on April 15, 2004. Two companies, Crozier Agencies and ksl Design, did not acknowledge the addenda as instructed, therefore, their proposals will not be considered. Reference: Letter dated April 15, 2004, which includes acknowledge the addenda in the space provided and return with the submission. Reference: Information to Bidders Item 18, which includes: Submissions are to conform to the terms of reference set out herein. Submissions failing to do so will not be considered. Active Playground Equipment and Little Tykes Commercial Play Systems delivered their proposals late, past the deadline of 12:00 pm. Their proposals wil! be returned, unopened, Referer~ce: informatior~ to Bidders ~tem 2 -The: onus is or~ the Oidder' to deiive? the proposai before the~ ciosin9 date and time, be it by courier, postai service oF p~rsonai deli~/er',¢ Late, pro,:~osais wi!! r'~ot be:: accepted and wii'! be- returned ur'~o~,ei'~ed instaiieF identification ano experience Lump sum fee per piayground Play area layout plan List of play components 3-D diagrams and or photos Product maintenance and installation details and warranty information Addendum No. 1 acknowledged Belair Recreational Products inc. .... ~e d Eq ip n erson Recreation u ment ABC Sy Recreation stems Recreation Play Systems A copy of each proposal is enclosed for your review, in accordance with Purchasing Policy & Procedures No. PUR 010-001, and as in previous year's on this project, an evaluation committee has been established by you to review the submittals. One copy of each proposal and a sample evaluation form will be provided directly to each member of the evaluation committee. Once a recommended vendor has been selected, certificate of insurance, WSIB Clearance and other documentation as required will be requested and review by the Health & Safety Co-ordinator, for your consideration. Please be advised in accordance with Purchasing Policy & Procedure Item 04.09 as related to the RFP process, a total purchase price in excess of $53,100 (as amended in 2004) is subject to Council Approval If you require further information or assistance, please feel free to contact me. wurcnasmc~; RFP-~-2004 P~aygrounc~ Equipment summary of committee Evaluation May 19, 2004 Average Evaluator Evaluator Evaluator Total Score Vendor 1 2 3 Max. 100 Recreation Playsystems 87.5 87 78 84.2 Belair Recreational 82 83 65 77.7 Products Upon review of submittals, Henderson Recreation Products and ABC Recreation were deemed not to be on the shortlist to present their layout submissions to the Evaluation Committee as part of the evaluation process. The Evaluation Committee was unanimous in the decision to recommend the proposal from Recreation Playsystems. June 1,2004 OPERATIONS & EMERGENCY SERVICES DEPARTMENT MUNICIPAL PROPERTY & ENGINEERING DIVISION MEMORANDUM To: From: Subject: Richard Holborn, Divison Head, Municpal Property & Engineering John McMullen Coordinator, Landscape & Parks Development RFP- 1- 2004 Evaluation Committee - Recommendation Four (4) proposals were available for consideration this year. Recreation PlaYsytems, ABC Recreation, Henderson Recreation, and Belair Recerational Products. An evaluation committee comprised of two representatives from Municipal Property & Engineering, John McMullen and Don Turcott, and one representative from Supply & Services, Bob Kuzma, was assembled to evaluate the proposals, interview the three (3) shortlisted proponents and make a recommendation. Based upon the evaluation criteria, Recreation Playsystems received the highest score from the evaluation committee and acceptance of RFP-I-2004 submitted by Recreation Playsystems for Playground installations in 2004 is recommended. Joh?cMulJ~n / Don . urcott