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HomeMy WebLinkAboutOES 20-05PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: OES 20-05 Date: June 17, 2005 From: Richard W. Holborn, P. Eng. Division Head, Municipal Property & Engineering Subject: Tender No. T 8- 2005 - Tender for Playground Construction Request for Proposal - RFP 4 - 2005, Playground Equipment Quote Q-32-2005 - Quotation for Safety Surface Material Recommendation: 1. That Report OES 20-05 regarding playground construction, playground equipment safety surface material be received; That Tender No. T 8 - 2005 submitted by Melfer Construction Inc. for park and playground construction, in the amount of $83,246 (G.S.T. included) with an adjustment (increase) estimated cost $25,000 plus G.S.T. for the addition of the Shadybrook Tot Lot, for a total of $109,996 (G.S.T. included), be accepted; and That Request for Proposal RFP 4 - 2005 submitted by Little Tikes for the supply and installation of playground equipment in various parks in the amount of $107,501.31 with an adjustment (increase) estimated cost $25,000 for the addition of the Shadybrook Tot Lot $132,501.31 ($141,776.40 G.S.T. included), be accepted; and That Quotation No. Q-32-2005 submitted by Playcare Inc. for Safety Surface Material in various parks in the amount of $39,644.50 ($42,419.62 G.S.T included) be accepted, and The total project cost of $306,945.81 ($328,432 G.S.T. included) consisting of the above amounts plus other project costs of $22,000 and contingency of $10,000 be approved, and o The Director Corporate SerVices & Treasurer be authorized to transfer $250,000 from the Parkland Reserve Fund as provided for in the Annual Capital Budgets, and $25,000 from the Insurance Reserve Fund and $31,946 from capital under expenditures or general funds; and 7. That staff at the City of Pickering be given the authority to give effect thereto. Report OES 20-05 Date: June 17, 2005 Subject: Playground Construction, No. T 8 - 2005 Playground Equipment, RFP 4-2005 Quote Q-32-2005 Safety Surface Material Page 2 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 2005 Capital Budget. As part of the implementation of our Playground Equipment Replacement program four (4) parks were originally identified for this years installation. Due to recent vandalism to the existing play equipment at the Shadybrook Tot Lot this equipment must be replaced this year. Project costs came in higher than anticipated in the 2005 Capital Budget of $200,000. 1. P-010 2. P-025 3. P-051 4. P-080 5. P-033 MAPLE RIDGE PARK; Bushmill Street to Bramble Wood Court DUNMOORE PARK; Whites Road at Callahan Street MARTIN'S TOT LOT; Martin's Street DON BEER MEMORIAL PARK; Highway 7, Brougham SHADYBROOK TOT LOT, Shadybrook Drive 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, Children's Play spaces and Equipment. RFP - 4 - 2005 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 the option to purchase up to two (2) additional structures and two (2) additional swing sets at the contract price, if required. T-8-2005 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. Q-32-2005 involves the supply and installation safety surface material in various City of Pickering parks. Other Project Costs that have been identified include 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. CORP0227-07/01 Report OES 20-05 Date: June 17, 2005 Subject: Playground Construction, No. T 8 - 2005 Playground Equipment, RFP 4-2005 Quote Q-32-2005 Safety Surface Material Page 3 Financial Implications: Individual Park Costs Park Construction Equipment Safety Total Cost Surfacinq Maple Ridge Park 20,410.00 30,480.06 8,389.50 $59,279.56 Dunmoore Park 27,490.00 30,473.91 8,389.50 $66,353.41 Martin's Tot Lot 13,875.00 23,119.21 5,922.00 $42,916.21 Don Beer Memorial 16,025 23,428.13 9,376.50 $48,829.63 Park Shadybrook Tot Lot 25,000 25,000 7,567.00 $57,567.00 Sub Total 102,800 132,501.31 39,644.50 $274,945.81 Other Estimated Project Costs 1. Benches & Trash Receptacles (at new playgrounds) $18,000 2. Materials Testing $2,000 3. Miscellaneous Costs $2,000 4. Contigency $10,000 TOTAL (G.S.T. excluded) $3067946 Summary Available Funds 2005 Budget Parkland Reserve Fund 2002 Budget Parkland Reserve Fund Insurance Claims Capital under expenditures/Current Funds Account 2718-6129 2718-6129 Proiect Code Amount 05-2718-001-02 $200,000 02-2718-006-00 50,000 25,000 31,946 Total $3067946 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and has provided the financing recommendations. Background: Proposals for RFP - 4 - 2005 were received on May 12, 2005. Seven (7) proposals were available for consideration. An Evaluation Committee comprised of three representatives from Municipal Property & Engineering and one CORP0227-07/01 Report OES 20-05 Date: June 17, 2005 Subject: Playground Construction, No. T 8 - 2005 Playground Equipment, RFP 4-2005 Quote Q-32-2005 Safety Surface Material Page 4 representative from Supply & Services was assembled to evaluate the proposals, interview the short listed proponents and make a recommendation. Based upon the evaluation criteria, Little Tikes received the highest score from the Evaluation Committee and acceptance of RFP-4-2005 submitted by Little Tikes for playground installations in 2005 is recommended. The Health & Safety Policy, CAD 7 form, and Cost & Frequency Record issued by Workplace Safety & Insurance Board for Little Tikes will be reviewed by the Safety & Training Coordinator, expected to be completed prior to this Report being considered by Committee and Council. A Supplier Qualifier Report, as provided by D&B has been reviewed by the Purchasing Analyst, references as provided by Little Tikes for playground installations of this caliber have been checked by the Supervisor, Engineering & Capital Works and are satisfactory. Bids for Tender No T - 8 - 2005 were received on Thursday, May 12, 2005. Seven (7) companies submitted bids at the time of closing. The Iow bidder, Melfer Construction Inc., 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 issued by Workplace Safety & Insurance Board, as submitted by Melfer Construction Inc. have been reviewed by the Co-coordinator, Health & Safety and are deemed acceptable. A Supplier Qualifier Report as provided by D&B for Melfer Construction Inc. 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. Bids for Quotation Q-32-2005 were received on Friday, June 17, 2005. Three (3) companies submitted bids at the time of closing. The Iow bidder, Playcare Inc. has completed similar projects for the City in the past and are deemed acceptable by the Supervisor, Engineering & Capital Works. Upon careful examination of all tenders, quotations 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-8-2005 submitted by Melfer Construction Inc. in the amount of $109,996 (G.S.T. included), the Proposal No. RFP-4-2005 submitted by Little Tikes in the amount of $141,776.40 (G.S.T. included),and the quotation Q-32-2005 submitted by Playcare Inc. for safety surface material in the amount of $42, 419.62 (G.S.T. included) and that the total project cost of $306,946 ($328,432 G.S.T. included) be approved. This report has been prepared in conjunction with the Manager Supply & Services who concurs with the foregoing. CORP0227-07/01 Report OES 20-05 Date: June 17, 2005 Subject: Playground Construction, No. T 8 - 2005 Playground Equipment, RFP 4-2005 Quote Q-32-2005 Safety Surface Material Page 5 Attachments: 2. 3. 4. 5. 6. 7. Location Map(s) Records of Tenders Opened and Checked Supply & Services Memorandum - T-8-2005 Playground Construction Supply & Services Memorandum - RFP-4-2005 Playground Equipment Evaluation Committee Summary- RFP-4-2005 Playground Equipment Evaluation Criteria- RFP-4-2005 Playground Equipment Supply & Services Memorandum - Q-32-2005 Safety Surface Material CORP0227-07/01 Report OES 20-05 Date: June 17, 2005 Subject: Playground Construction, No. T 8 - 2005 Playground Equipment, RFP 4-2005 Quote Q-32-2005 Safety Surface Material Page 6 Prepared By: ~uarrpe~lrvl ~'Ss;Ir~ngineering & Ca~al Works Manager, Supply & Services Approved / By: Everett Bun~s~ha Director, Op .e~t. ion~.s~,,.E, mergency Services ~i~Richard H orn Division Head, Municipal Property & Engineering Gillis A. Paterson Director, Corporate Services & Treasurer DS:ko Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City (~ouncil Thoma/s""J'./(~fiinn, Cl~iv~f A~l~/ninistra' e Officer CORP0227-07/01 ~5'TACHHENT ~--J ....... '1'0 REPORT#..¢..¢..~ 26 -0 5 , / MEADOWLANE TIMBER RIGBY DRIVE MADONNA C -CDARWooD CRT. LANE ~ G LO....,.U_ C E ST E R S~.._~Q. I.dl  LUTTER~ )RTH COURT ,,, -1 .~c,,,,-,-~^~ ,,, _ IZ: 'O rY CRT. FOSTER )GE ,NE CRT. COURT ENGEL LLI COU HAM PTO N COURT oKLAHOMA ABINGDON1 LDOWN LAN D. Dj --)NEBRIDGE ~F U LANE ,N £ HOUSTON COURT P ETTIC OAT B R lAN VI CTO R K BROADGREEN CONSERVATION AREA TAU NTO N THIRD CONCESSION~ DAVIDSON ROAD 0 CORI )OR ?©REPORT~ 0~-~. ~0 UGHAM SIDELINE HIGHWAY 4-07 . OPERATIONS & EMERGENCY SERVICES DEPARTMENT MUNICIPAL PROPERTY & ENGINEERING DIVISION ST. COURT WEYBURN SQUARE LANDSCAPE & PARKS DEVELOPMENT AVENUE WOOD EDGEWOOD COURT '1111 I1[1111[ SHADYBROOK SHEPPARD AVEN U E DUNFAIR STR LOCATION MAP SHEPPARD SHADYBROOK TOT LOT (P-033) CORPORATE SERVICES DEPARTMENT MEMORANDUM May26,2005 To: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky Supervisor Engineering & Capital Works From: Vera A. Felgemacher Manager, Supply & Services Subject: Tender for Playground Construction Tender No. T-8-2005 CLOSING: Thursday, May 26, 2005, 2:00 p.m. Tenders have been received for the above project. Eleven (11) 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 $75.00 per set of which nine (9) responded. 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 0t0-001, 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. Richard Holborn %8-2005 · ,~ .... ~ .,~ k~¢Ok'f ~_DCS 2o-0._% May 26, 2005 -..-.2~ '-~: -~-- Page 2 Summary (PST included, GST included) Company Total Tendered After Calculation Amount $ Check $ Melfer Construction Inc. 83,246.00 83,246.00 Dig-Construction International Ltd. 86,546.80 86,546.80 Mopal Construction Ltd. 102,556.29 ~. 102,556.29 Serve Construction Ltd. 111,053.16 110,924.76 Montgomery MacEwen Contracting 112,548.46 112,548.46 Gryan Construction Ltd 119,576.35 119,577.42 NLG Construction Freeway Paving & Construction REJECTED Agreement to Bond not in the form specified. Reference: IB-17, IB-18, IB-19, TS-6; Purchasing By-law No. 5900-01, Procedure No. PUR 010-001, 10.04, Item 9(c). Royalcrest Paving & Contracting Ltd. REJECTED Tendering requirement of returning a reference summary in the tendering envelope not complied with. Reference: IB-3(b), lB-8, IB-17, IB-18, IB-19;; Purchasing By-law No. 5900-01, Procedure No. PUR 010-001, 10.04, Item 15. Ferdom Construction REJECTED Tendering requirement of returning a reference summary in the tendering envelope not complied with. Reference: IB-3(b), lB-8, IB-17, IB-18, IB-19 Purchasing By-law No. 5900-01, Procedure No. PUR 010-001, 10.04, Item 15. 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 (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 Melfer Construction Inc. will be requested of the Purchasing Analyst and a summary will be provided to you during the evaluation phase of this tender call. CORPORATE SERVICES DEPARTMENT SUPPLY & SERVICES MEMORANDUM May 19, 2005 To: Richard Holborn Division Head, Municipal Property & Engineering From: Jill Hone Buyer ,.,~ ' ~' '~'~ ~ Subject: RFP~-2005- Playground Equipment ~ ~y~.,~ ~ :~ Terms of reference for the above request for proposals were prowded to ten compam~ of which seven responded by the deadline of 12:00 noon, Thursday, May 12, 2005. A summary and a preliminary compliance checklist is as follows: A. Company identification and principal contact information B. Identification of similar work with references C. Installer identification and experience profile D. Lump sum fee per playground E. Play area layout plan F. List of play components G. 3-D diagrams and or photos H. Product maintenance and installation details and warranty information I. Addendum No. 1 & 2 acknowledged Company A B C D E F G H I ABC Recreation Systems x x * x x x x x x Active Playground Equipment (APE) x x x x x x x x x Belair Reqreational Products Inc. x x x x x x x x x Game Time (Crozier Agencies) x x x x x x x x x Henderson Recreation Equipment x x * x x x x x x Little Tikes x x x x x x x x x Recreation Playsystems x x x x x x x x x *installer information has been requested. RFP-I-2004, Playground Equipment May 19, 2004 Page 2 A copy of each proposal is enclosed for your review. An evaluation committee has been established 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, WSlB Clearance and other documentation as required will be requested and reviewed 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 $81,000 (as amended in 2005) is subject to Council Approval. A purchase requisition will be required in order to proceed. If you require fUrther information or assistance, please feel free to contact me. Bulfer /jh Attachments Copy: Supervisor, Engineering & Capital Works Inspector, Parks June 8,2005 To: CORPORATE S-Ei~ViCES' DEPARTM ENT SUPPLY & SERVICES MEMORANDUM Richard Holborn Division Head, Municipal Property & Engineering From: Jill Hone Buyer Subject: RFP-4-2005 - Playground Equipment As you are aware, evaluation of the proposals submitted for the above work has been completed. The evaluation committee consisted of four members: Division Head, Municipal Property and Engineering, Supervisor, Engineering & Capital Works, Inspector, Parks and Buyer. All proposals were reviewed and three were selected for a detailed evaluation. Results are as follows: Total Point Average Company Value Value Little Tikes 319.5 79.9 Crozier Agencies (Game Time) 295 73.75. Recreation Playsystems 282.5 70.63 The following documents will be requested of Little Tikes for your review during the continuing evaluation stage of this quotation call: (a) (b) (c) (d) a copy of the Health & Safety Policy to be used on this project; 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; the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer. RFP-4-2005, Playground Equipment "ACHHENT ¢~,.-~ TO P, EPORT# June 8, 2005 Page 2 As Little Tikes is a new vendor to the City, it is necessary that the user department perform reference checks as part of the evaluation. Please advise if the proposal submitted by Little Tikes is acceptable, or any reason(s) why the bid of Little Tikes is not acceptable; and any other related comments specific to the project. 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 $81,000 (as amended in 2005) is subject to Council Approval. A purchase requisition will be required in order to proceed. Thank you, /ih Copy: Supervisor, Engineering & Capital Works Inspector, Parks n~ 0 0 CORPORATE SERVICES DEPARTMENT SUPPLY & SERVICES MEMORANDUM June 17, 2005 To: Richard Holborn Division Head, Municipal Property & Engineering Darrell Selsky ~// Supervisor, Engineering & CaPital Works From: Barbara Tran Buyer Subject: Q-32-2005 Safety Surfacing Material Closing: Friday, June 17, 2005, 12:00 Noon Quotations were invited from five (5) companies on June 13, 2005. Three (3) bidders responded to the quotation by the closing deadline and one (1) unable to bid. Copies are attached. Quotations shall be irrevocable for 60 days after the official closing date and time. Pursuant to Supplementary Standard Conditions Item 7, the following documents will be requested of the Iow bidder for your review during the evaluation stage of this quotation call: (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, 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. Richard Holborn Q-32-2005 Quotation for Safety Surfacing June 17, 2005 Page 2 Please review information provided and advise if the quotation submitted by Playcare Inc. is acceptable, or any reason(s) why the bid of Playcare Inc., is not acceptable; and any other related 'comments specific to the project. SUMMARY PST included/GST extra Bidder Product name Don Beer Dunmoore Maple Martins Tot Shadybrook EXTENSION Memorial Park Ridge Lot Tot Lot Park Park Playcare Fibertop 612AD $9,376.50 $8,389.50 $8,389.50 $5,922.00 $7,567.00 $39,644.50 Inc. Hutcheson H utcheson 12,825.00 11,475.00 11,475.00 8,100.00 10,350.00 54,225.00 Sand&Mix Sand Meldan SOF FALL 12,825.00 11,475.00 11,475.00 8,460.00 10,534.00 54,769.00 o/a 445198 Ont. Inc. A.B.C. UNABLE TO BID Recreation Ltd. If this is part of a capital project code that requires debt financing, please ensure you correspond with the Treasurer for approval to proceed. An approved "on-line" requisition is required for Supply & Services to procee.d. If you require further information, please feel free to contact me. Thank you. Barbara Tran Attachments