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Home My WebLink AboutOES 14-05PICKERING REPORT TO COUNCIL Report Number: OES 14-05 Date: April 29, 2005 From: Stephen Reynolds Division Head, Culture & Recreation Subject: Tender for Pickering Recreation Complex Refrigeration Upgrades - Tender No. T-9-2005 Recommendation: 1. That Report OES 14-05 regarding the Pickering Recreation Complex Refrigeration Upgrades be received, and Tender No. T-9-2005 submitted by Black and McDonald Ltd. for the Pickering Recreation Complex Refrigeration Upgrades at the Delaney Arena including the Ammonia Chiller Replacement, the Compressor Replacement and associated equipment in the amount of $158,842.51(GST extra) be accepted, The total gross project cost of $180,661.48 and a net project cost of $168,842.51 including tender amount and other project costs identified in this report be approved, 4. Staff at the City of Pickering be given the authority to give effect thereto. Executive Summary: The Pickering Recreation Complex Refrigeration Upgrades for the Delaney Arena are included in the 2005 Capital Budget. Tenders have been received and the total net project cost is estimated to be $168,842.51 Supply & Services and Totten Sims Hubicki Associates have confirmed that the tender from Black and McDonald Ltd. have satisfied their tender requirements and is qualified to undertake this project. Report OES 14-05 Date: April 29, 2005 Subject: Tender for Pickering Recreation Complex Refrigeration Upgrades Tender No. T-9-2005 Page 2 Financial Implications: APPROVED SOURCE OF FUNDS: 1. Acco u n t Proiect Code Amount 2005 Capital Budget - Current Levy 2735-6181 2735-6181 05-2735-005-00 05-2735-005-01 Total Approved Funds $120,000.00 $ 50,000.00 $170,000.00 Estimated Project Costing Summary T-9-2005 Tender for Pickering Recreation Complex Refrigeration Upgrades (Including Credit for Alternative and Addition of Separate Work items #2.0,#3.0 and#4.0) Consulting Fees Contingency Subtotal G.S.T. Total Gross Project Cost G.S.T. Rebate Total Net Project Cost $158,842.51 5,000.00 5,000.00 $168,842.51 11,818.97 $180,661.48 (11,818.97) $168,842.51 Project Cost under under Approved Funds $1,157.481 The results of the Tender and other costs indicate a total net project cost in the amount of $168,842.51 The Director, Corporate Services & Treasurer confirms the 2005 Capital Budget includes this project. Background: The Pickering Recreation Complex Refrigeration Upgrades are included in the 2005 Capital Budget. Tenders have been received and the total net project cost is estimated to be $168,842.51. The 2005 Capital Budget includes $170,000 for this project. Totten Sims Hubicki Associates developed the specifications for the Pickering Recreation Complex Refrigeration Upgrades. The specifications developed by Totten Sims Hubicki Associates are for the replacement of the Pickering Recreation Complex Report OES 14-05 Date: April 29, 2005 Subject: Tender for Pickering Recreation Complex Refrigeration Upgrades Tender No. T-9-2005 Page 3 Delaney Arena Ammonia Chiller and the replacement of one (1) 50H.P. Compressor. Tender specifications also included Itemized Price 1: Heat Exchanger Replacement, Itemized Price 2: Compressor Cooling System Replacement, Itemized Price 3: Backup Compressor Cooling Pump, and Itemized Price 4: Backup Condenser Water Pump A mandatory site visit was held at the project site on Monday, April 11, 2005, at which four (4) companies were in attendance. The City received two (2) bids at the time of closing. The two (2) bids for T-9-2005 were opened on Friday, April 22, 2005. A copy of the Records of Tenders Opened and Checked used at the public tender opening and the memorandum from Supply and Services, dated April 25, 2005, is attached. One (1) bid was rejected for not providing a Bid Bond with Tender submission. The only acceptable bid received was submitted by Black and McDonald Ltd. Recommended Tender Amount Items Totten Sims Hubicki Associates have recommended acceptance of the following total tender amount items. IT50 Compressor Replacement H.P. Chiller Package and Brine Pump Replacement otal (including G.S.T.) $ 34,410.131 $124,763.07/ $159,173.20/ Credits/Costs as applicable for Separate Work to accommodate the budget allocation: Credit: Alternative to Fabricate in house the Chiller $ (11,077.71 Package. $10,521.00 Item 2 - Add: Compressor Jacket Cooling System. Item 3 - Add: Additional Back-up Compressor Jacket Cooling Pump. Item 4 - Add: Additional Back-up Evaporative Condenser Water Pump Revised Total Tender Amount (including G.S.T.) G.S.T. Rebate Total Tender Amount (net G.S.T.) $ 4,702.00 $ 6,643.00 $169,961.49 $(11,118.97) $158,842.51 Black and McDonald Ltd. have performed previous work satisfactory for the City of Pickering. References have been checked by Totten Sims Hubicki Associates and are deemed acceptable. The Health & Safety Policy, the WSIB Clearance Certificate, the CAD 7 Form issued by the Workplace Safety and Insurance Board as submitted by Black and McDonald Ltd. have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. A comprehensive business report as provided by Dun & Bradstreet for Black and McDonald Ltd. has been reviewed by the Senior Financial Analyst and in conjunction Report OES 14-05 Date: April 29, 2005 Subject: Tender for Pickering Recreation Complex Refrigeration Upgrades Tender No. T-9-2005 Page 4 with staff's review of reference information and the bonding requirement on this project, is deemed acceptable. Upon careful examination of all tenders and relevant documents received, Totten Sims Hubicki Associates and the Culture & Recreation Division recommend the acceptance of the tender submitted by Black and McDonald Ltd. in the amount of $158,842.51 (G.S.T. extra) and that the total net project cost of $168,842.51 be approved. This report has been prepared in conjunction with Supply & Services who concurs with the foregoing. Attachments: 2. 3. 4. Location Map Recommendation from Totten Sims Hubicki Associates dated April 28, 2005 Supply & Services memorandum dated April 25,2005 Record of Tenders Opened and Checked Prepared By: ~ .......... L~e n,l..-i-u n~e~..- ........... Supervi!or, Facilities Operations Manager, Supply & Services Evere~d'l~tsn~//' Director, Operations & Emergency Services Stephen.Reyn~)lds Division "FI'~, Culture & Recreation Funding Approved: Gillis A. Paterson Director, Corporate Services & Treasurer SR:Ig Report OES 14-05 Date: April 29, 2005 Subject: Tender for Pickering Recreation Complex Refrigeration Upgrades Tender No. %9-2005 Page 5 Attachments Copy: Chief Administrative Officer Director, Corporate Services & Treasurer Recommended for the consideration of Pickering City Council Thome'~J. OPERATIONS & EMERGENCY.~_~ I~ .~ SERVICES DEPARTMENT REPORT TO COUNCIL c_~4 CULTURE & RECREATION DIVISION ATTACHMENT FOR TENDER T-9-2005 ~ sc~.e 1:3000 ] ~d1~7/2005 RECREATION COMPLEX REFRIGERATION UPGRADES engineers architects planners FACSIMILE TRANSMITTAL 300 Water Street Whitby, Ontario LIN 9/12 Telephone: (905)668-9363 Fax: E-Mail: tsh. g~tsh.ca To: Len Hunter (905) 668-0221 No. of Pages Including Cover Sheet: Fax #: From: Tom Kara TSH ProjectNo. 22-14274 Date April 28, 2005 Originals to Follow Yes No By Courier Mail Hand Please Pick Up Re: Tender T-9-2005 Refrigeration Upgrades Lea TSH have reviewed the above named tender results and low bid submitted by Black & McDonald The following comments and recommendations are made: Tendered results are within anticipated values and within budget References submitted by Black & McDonald were found to be acceptable. · The contract for the refrigeration upgrades be awarded to Black and McDonald as follows Chiller replacement $116,601 Plus GST Compressor replacement as specified $32,159.00 Plus GST Credit to allow Black and McDonald to fabricate in house the chiller package $10,353 Excluding GST Extra to add the separate work involving the compressor cooling system replacement $10,52 l Including GST Extra to provide an additional back up jacket cooling pump $4,702 Including GST Extra to provide an additional back up evaporative condenser back up pump $6~643 Including GST Please note the items and whether GST is included or not. Please do not hesitate to contact me should you n~lance during award of this tender. .,--CONFIDENTIALITY NOTICE .................... AwAJ~E THAT ANY DISCLOSUF(J=, ~;~t-.ir~. u,~ .... ONE INFORMATION I$ PFIOHIBITED. Ii- yr~u rl~v~. ~r-~m,v,-,-, - ~ CORPORATE SERVICES DEPARTMENT MEMORANDUM April 25, 2005 To: From: Subject: Steve Reynolds Division Head Culture & Recreation Len Hunter Facility Superintendent Vera A. Felgemacher Manager, Supply & Services Tender for Pickering Recreational Complex Refrigeration Upgrades Tender No. T-9-2005 Closing: Friday, April 22, 2005, 2:00 pm Tenders have been received for the above project. Three 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 one additional bidder. Three bidders picked up tendering documents for a non- refundable fee of $50.00 per set of which two have responded by the closing date and time. Four companies signed in at the Mandatory Site visit held Monday, April 11, 2005. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. 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. Tender No. T-9-2005 Steve Reynolds April 25, 20O5 Page 2 SUMMARY PST included* / GST included * confirmed with Totten Sims Hubicki Black and McDonald Ltd. 159,173.20 159,173.20 CIMCO Refrigeration Rejected: Bid bond not provided. Reference: lB 17, 18, 19, TS 1,2,3, PUR 010-001,1 0.04 Item 9(c) CTAS Inc. Unable to Bid Harold R. Stark Mechanical Contractors Unable to Bid Note: Provision is made within the Form of Tender for alternatives (Item 13.1) or itemized separate work (Item 1.0 to 4.0 inclusive) allowing for credit or additional costs as applicable. This information was requested by the Consultant in the preparation of the tendering document and is available for the Consultant's and your consideration, if the Budget allocation is available to do so. Pursuant to Instructions 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; A Dun & Bradstreet report for Black and McDonald Ltd., will be requested of the Financial Analyst and a summary will be provided to you during the evaluation phase of this tender call. Tender No. T-9-2005 Steve Reynolds April 25, 2005 Page 3 Please review the copy of the bid. 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 Black and McDonald Ltd. 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 - including reference to Debt Financing if applicable; (g) related departmental approvals; (g) any reason(s) why the Iow bid of Black and McDonald Ltd. is not acceptable; (i) and related comments specific to the project. Totten Sims Hubicki & Associates as the consultants on this project will be reviewing the submission and making recommendations to you. The consultant should also review carefully all submittal information based on tendering instructions. If the consultant notices any infractions or information missing during the evaluation, please contact me or a member of Supply & Services as soon as possible. If you require further information, please feel free to contact me. Vera A i=~lgemacher Manager, Supply & Services /v Attachments Copy for: Director, Operations & Emergency Services J:Tenders/2005/T-9-2005 General Correspondence File E