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Home My WebLink AboutOES 34-07 Citlf o~ REPORT TO EXECUTIVE COMMITTEE Report Number: OES 34-07 Date: September 10, 2007 From: Everett Buntsma Director, Operations & Emergency Services 01 Subject: Quotation No. Q-47-2007 - Quotation for Parking Lot Improvements - West Shore Community Centre - File: A-2130-00 1-07 Recommendation: 1. That Report OES 34-07 regarding the Parking Lot Improvements at the West Shore Community Centre be received; 2. That Quotation No. Q-47-2007 submitted by D. Crupi & Sons Limited for the Parking Lot Improvements at the West Shore Community Center in the amount of $115,850 (GST extra) be accepted; 3. That the total gross project cost of $148,114 and a net project cost of $139,730 including the quotation amount and other project costs as outlined in Report OES 34-07 of the Director, Operations & Emergency Services be approved; 4. That the Director, Corporate Services & Treasurer be authorized to finance the net project cost of $139,730 through an internal loan for a period not to exceed 10 years; and 5. Further, that the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. Executive Summary: The repaving of the parking lot at West Shore Community Centre ($110,000) was approved by Council in the 2007 Capital Budget. Quotation No. Q-47-2007 closed on Wednesday, July 18, 2007 with four bidders responding. The total gross project cost is estimated to be $148,114 for an estimated net cost to the City of $139,730 (net of GST rebate). In order to proceed with this project, it will be necessary for the City to approve additional funding in the amount of $29,730, over the amount approved in the 2007 Capital Budget. Supply & Services and Sabourin Kimble & Associates have confirmed that bidder D. Crupi & Sons Limited have satisfied their quotation requirements and is qualified to undertake this work. Repo Subje 0 - Finan 1. QUO Q-47- GST Sub- GST Total 2. APPR L West Com Cente 3. ESTI Q-47- Parki Asso Cons Materi TRCA Miscel Conti Total GST Total GST Total 4. Projec CORP02 rt OES 34-07 ct: Quotation No. Q-47-2007 2 - Quotation for Parking Lot Improvements - West Shore Community Centre ciallmplications: TATION AMOUNT 2007 $115,850 6.951 122,801 (6.951 ) $115,850 Total Rebate OVED SOURCE OF FUNDS ocation Proiect Code Shore 5719.0702.6181 munity r Source of Funds Internal Loan FUNDS AVAILABLE MATED PROJECT COSTING SUMMARY 2007 - Quotation for West Shore Community Centre - ng Lot Improvements ciated Costs ultant Fees als Testing Permit Application laneous Costs ngency Gross Project Cost Rebate Net Pro'ect Cost t Cost (over) Approved Funds 27-07/01 revised September 10, 2007 Page 2 BudQet Required $110,000 $139,730 $110,000 $115,850 7,775 4,130 865 5,310 5.800 139,730 8,384 $148,114 (8.384) $139,730 ($29,730) Report OES 34-07 September 10, 2007 Subject: Quotation No. Q-47-2007 - Quotation for Parking Lot Improvements - West Shore Community Centre Page 3 03 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. The over expenditure of $29,730 will be financed from the issuance of an internal loan for a term not exceeding 10 years. Annual debt charges of approximately $19,000 will be included in the 2008 Current Budget and each year thereafter until the loan is repaid. Sustainability Implications: As part of the City's Sustainability initiative this project includes the grinding of existing asphalt pavement to be recycled into the granular base course materials. , With the use of recycled materials on this project it reduces on green house gas emissions, which would occur as a result of the additional trucking involved in hauling new granular base course materials. Background: The repaving of the parking lot at West Shore Community Centre ($110,000) was approved by Council in the 2007 Capital Budget (GL Account 5719.0702.6181). The consulting firm of Sabourin Kimble & Associates was retained by the City to provide specifications and technical support. Quotation No. Q-47-2007 closed on Wednesday, July 18, 2007 with four (4) bidders responding. The total gross project cost is estimated to be $148,114 for an estimated net cost to the City of $139,730 (net of GST rebate). In order to proceed with this project it will be necessary for the City to approve additional funding in the amount of $29,730. The low bidder, Wyndale Paving Co. Ltd. has advised that due to other work commitments and the project was delayed to obtain approval for additional funding, they are not able to complete this project in 2007. The second low bid was submitted by D. Crupi & Sons Limited. D. Crupi & Sons Limited have confirmed they are able to complete this project in 2007. D. Crupi & Sons Limited references have been checked and are deemed acceptable by the consultant and the Supervisor, Facilities Operations. The Health & Safety Policy, current WSIB Board and Certificate of Clearance issued by Workplace Safety & Insurance Board and Certificate of Insurance as submitted by D. Crupi & Sons Limited have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. In conjunction with staff's review of the contractor's previous work experience and the bonding available on this project, the quotation is deemed acceptable. Upon careful examination of all Quotations and relevant documents received, the Operations & Emergency Services Department, Culture & Recreation Division CORP0227-07/01 revised Report OES 34-07 September 10, 2007 Subject: Quotation No. Q-47-2007 - Quotation for Parking Lot Improvements - West Shore o 4 Community Centre Page 4 recommends the acceptance of the bid submitted by D. Crupi & Sons Limited for Quotation No. Q-4 7 -2007 in the amount of $115,850 (GST extra) and that the total net project cost of $139,730 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1 . Location Map 2. Supply & Services Memorandum dated July 19, 2007 3. Sabourin Kimble & Associates Ltd. Letter of Recommendation prep~. Len Hu Superviso cilities Operations {7~ Everett ma Director, Operati & Emergency Services . --~~.-< -~ Gillis A. Paterson Director, Corporate Services & Treasurer Step no s Division Head, Culture & Recreation ~ 9~ <-.;. > -----. L Vera A. Felgemacher r - C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services SRlg Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council I; CORP0227-07/01 revised ATTACHMENT # -L._ TO REPORT #. C2:ES ~L+ -c-;-, FRENCHMAN'S BAY OPERA nONS & EMERGENCY SERVICES DEPARTMENT REPORT TO COUNCIL ATTACHMENT FOR TENDER Q-47-2007 WEST SHORE COMMUNITY CENTRE PARKING LOT CULTURE & RECREATION DIVISION SCALE" PLOT DATE: AUG_ 20/2007 N.T.S L:\AlPondC\Tllemotic "'opping\"'_\OItCS - Culture It Recreation\Attochment for Report\2007 CItR-Report-OI T-47-2007.dwg d T ATTACHMENT# 2- TO REPORT # Cj~s 3Lt-U7 fb-3e \ of' 2 CORPORATE SERVICES DEPARTMENT 06 SUPPLY & SERVICES MEMORANDUM July 19, 2007 To: Stephen Reynolds Division Head Culture & Recreation Len Hunter ,/ Supervisor, Facilities Operation From: Barbara Tran Buyer RE: Quotation No. Q-47-2007 West Shore Community Centre Parking Lot Improvements MANDATORY SITE VISIT: Wednesday, July 11, 2007 - 10:00 AM CLOSING: Wednesday, July 18,2007 before 12:00 Noon (local time) Quotations have been received for the above project. Ten (10) companies were invited to participate. A mandatory site visit was held on Wednesday, July 11, 2007 at 10:00 AM, four (4) bidders attended and responded and submitted a Quotation for this project. Quotations shall be irrevocable for 60 days after the official closing date and time. SUMMARY PST Included I GST Included A copy of the quotations are attached for your review along with the following summary of costs: Bidder Total Attended Addendum Agreement Amount $ Mandatory #1 &2 to Bond Site Visit acknowledaed Wyndale Paving Co. Ltd. 122,353.15 YES YES YES D. Crupi & Sons Limited 122,801.00 YES YES YES Royalcrest Paving & 142,538.20 YES YES YES Contracting Ltd. Serve Construction Ltd. 161,051.63 YES YES . YES .\nACHMEN'l #_ 2_TOREPORT# DES 3L\ -t57 po..JE 2 ~2. West Shore Community Centre Parking Lot Improvements July 19, 2007 Q-4 7-2007 07 Page 2 Pursuant to Supplementary Standard Conditions Item 10, the following documents will be requested of the low bidder for your review during the evaluation stage of this quotation call. Please advise as soon as possible if we are to proceed in this direction. (a) a copy of the Health & Safety Policy to be used on this project; (b) a copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report 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; (e) Waste Management Plan. Please review the copies of the bids. Include the following items in your response: (a) if items (a) through (d) noted above, are acceptable to the Safety & Training Co- ordinator; (b) any past work experience Wyndale Paving Co. Ltd. including work location; (c) without past work experience, if reference information is acceptable; (d) related departmental approvals; (e) any reason(s) why the low bid of Wyndale Paving Co. Ltd. is not acceptable; and (f) related comments specific to the project. In accordance with Purchasing Policy Item 04.05, an award exceeding $81,000 is subject to Council approval. Bill LeMaistre, Sabourin Kimble & Associates as the consultant on this project should be reviewing submissions and .making recommendations to you. The consultant should also review carefully all submittal information based on quotation instructions. If the consultant notices any infractions or information missing during the evaluation, please contact a member of Supply & Services as soon as possible. Duplicate copies of the bids are attached for the consultant's use. Please do not disclose any information to enquiries. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me. , ~' 1)1' , , I. r.., "', (I " '/',{h1dilll(IJ~.t, / Barbara Tran Ibt Attachment 08 ! D) t~';.' ('". :::"j ('Ii _ ATTACHMEiWlr .~+" rpl.f{i:g;q~~ II fnJ...9E S . d U)i ,t. ~cC~~ L::V of L- elTY OF PICI\.E.RIN(::: CtJLTURE 11 RECREt\T;C')j\j > .. IJ~V!Slr)\i 34 - 07 July 27,2007 FILE: 07:145:0#0284 _SABOURIN KIMBLE . II & ASSOCIATES LTD. . CONSULTING ENGINEERS 110 Old Kingston Road, Pickering Vi!lag~ Ajax, Ontario LIT 2Z9 Tel: (905) 426.9451 Fax: (905) 426-945.~ EmaiI: adrnin@skaengineering.com City of Pickering One The Esplanade Pickering, Ontario L 1V 6K7 Attention: Mr. Len Hunter Dear Mr. Hunter: SUBJECT: TENDER RESULTS AND ANALYSIS WESTSHORE COMMUNITY CENTRE CITY OF PICKERING As you are aware, tenders for the above referenced project closed at 12:00p.m. July 18, 2007. Tender analysis was done with keeping in mind the budget previously discussed with the City of Pickering. Below are the tendered amounts (GST included) as opened and as mathematically checked for the Westshore Community Centre project. Contractor Tender Amount As Opened Mathematically Checked Tender Amount $122,353.15 $122,801.00 $142,538.20 $161,051.63 Rank Wynd ale Paving Co. Ltd. O. Crupi & Sons Limited Royalcrest Paving & Contracting Ltd. Serve Construction Ltd. $122,353.15 $122,801.00 $142,538.20 $161,051.63 1 2 3 4 Each tender was checked for price imbalancing, and items that were not bid. The following is a summary of these findings: Wyndale Paving Co. Ltd.: All items were bid. As listed above, there were no mathematical errors. No specific qualifications were made. D. Crupi & Sons Limited: All items were bid. - As listed above, there were no mathematical errors. No specific qualifications were made. Serve Construction Ltd.: All items were bid. As listed above, there were no mathematical errors. No specific qualifications were made. ATTACHMENT #~ TO REPORT #.,QJ;:::S 34 - 01 ra-3e 2 at: 2 Royalcrest Paving & Contracting Ltd.: - All items were bid. - As listed above, there were no mathematical errors. - No specific qualifications were made. 09 We presume that the City's budget of $100,000.00 is exclusive of GST since the City will be reimbursed these monies as an Input Tax Credit (ITC). As such, the following table represents the quotation results net of GST. Contractor Tender Amount As Opened Mathematically Checked Tender Amount $115,427.50 $115,850.00 $134,470.00 $151,935.50 Rank Wyndale Paving Co. Ltd. D. Crupi & Sons Limited Royalcrest Paving & Contracting Ltd. Serve Construction Ltd. $115,427.50 $115,850.00 $134,470.00 $151,935.50 1 2 3 4 REFERENCES: All references for both Wyndale Paving Co. Ltd. and D. Crupi & Sons Limited were contacted. All three references for Wyndale gave a positive reference for past work completed. One reference for Crupi gave a positive reference for past work completed, one was on holidays and the third, the wrong number was listed. SUMMARY AND RECOMMENDATION: The low quotation, net of GST, is Wyndale Paving Co. Ltd. at a price of $115,427.50. Based on the City's budget of $100,000.00 we presume that this minor additional amount will not pose a problem with respect to award of this project. Based on the quotation results and reference checks, we recommend that the City award this project to the low bidder, Wyndale Paving Co. Ltd. Should you have any further questions, comments or requests pertaining to this matter please contact the undersigned. Yours truly, SABOURIN KIMBLE & ASSOCIATES LTD. ~ .~JuV" per Richard Sabourin, P.Eng. RTSlrms cc City of Pickering, Attn: Ms. Barbara Tran City of Pickering, Attn: Mr. Stephen Reynolds