HomeMy WebLinkAboutOES 41-07
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REPORT TO EXECUTIVE
CQIMMITTEE
Report Number: OES 41..07
Date: November 12, 2007
From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Tender No. T-10-2007 - Playground Construction
File: A-2130
Recommendation:
1. That Report OES 41-07 of the Director, Operations & Emergency Services regarding
Sunbird Trail Park Development and Whites Road Bus Loop Plantings and
playground construction, playground equipment, and safety surfacH material be
received; and
2. That Tender No. T-10-2007 as submitted by Colpac Construction Inc. for playground
construction in the amount of $38,099.00 (excluding GST) be accepted; and
3. That the total estimated project cost of $400,000 (excluding GST), be accepted; and
4. That Council authorize the Diirector, Corporate Services & Treasurer to finance the
estimated total project cost in the amount of $400,000 as follows:
a. the sum of $216,315 be funded from the Development Charges Reserve
Fund - Parks;
b. the sum of $36,685 be funded from the City's Share - Development
Charges (DC) Reserve;
c. the sum of $147,000 be funded from Parkland Reserve Fund
d. the Treasurer is authorized to take any actions necessary in order to effl3ct
the foregoing; and
5. Further, that the appropriate officials of the City of Pickering be authorized to tclke
the necessary actions to give effect thereto.
Executive Summary: In the 2007 Capital Budget Council approved the construction of new
playground facilities in two new City parks, as well as required upgrades to existi.ng
facilities. The projects that were approved were Sunbird Trail Park Development and
Whites Road Bus Loop; and Playground Equipment Replacements, New and Upgrades.
As part of the implementation of our new playground equipment installation program two (2)
parks were identified for this year's installation.
Report OES 41-07
November 12, 2007
Subject: Tender T -10-2007 Playground Construction
Page 2
1-2 3
1. P-047 -Clearside Court Park - Brock Road and Third Concession Road area
2. P-051 -Sunbird Trail Park - Whites Road and Sunbird Trail area
The parks will be developed to include new play equipment designed to comply with the
National Standard of Canada: CSA Standard CAN/CSA-Z614-03 (updated August 2004),
Children's Playspaces and Equipment.
RFP-4-2007 includes the supply and installation of play structures and swing sets in City of
Pickering parks. The installation of this equipment is required for two new parks where
currently there is no playground equipment.
T -10-2007 includes the construction of playground areas and pathways in the two new City
of Pickering parks. Park construction items typically include the development of concrete
curbed play areas, concrete pads for bench and waste receptacles, 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. IFQ-55-
2007 includes the supply and installation safety surface material in the two new City of
Pickering parks.
Other project costs that have been identified include the supply and installation of standard
park benches and waste receptacles and P-gates at Sunbird Trail Park. It is recommended
that work required for these items be obtained in accordance with the Council approved
Purchasing Procedures and policy.
Financial Implications:
1.
TENDER AMOUNT
Sunbird Trail Park Development & Whites Road Bus Loop
Plantings - Account 5780.0706.6129 (New Park & Playground)
T-10-2007 Playground Construction (Portion)
RFP-4-2007 Playground Equipment (Portion)
IFQ-55-2007 Safety Surfacing (Portion)
Benches & Waste Receptacle
Consultant Fees
Material Testing (Estimated)
Miscellaneous Costs (P-Gates, etc.)
Contingency
Sub Total
$18,983
29,039
4,014
3,787
5,000
1,000
2,000
6.177
$70,000
Other Estimated Costs future works
CORP0227-07/01 revised
Report DES 41-07
Subject: Tender T -10-2007 Playground Construction
I -12.A
November 12, 2007
Page 3
Asphalt Walkway to Bus Loop
Walkway Lighting to Bus Loop
Grading & Drainage Works
TRCA Planting Requirements
Sub Total
Total
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
Playground Equipment Replacements, New and Upgrades
Account - 5780.0707.6129
Clearside Court Park (New Playground)
T-10-2007 Playground Construction (Portion)
RFP-4-2007 Playground Equipment (Portion)
IFQ-55-2007 Safety Surfacing (Portion)
Benches and Waste Receptacle
Contingency
Sub Total
Diana Princess of Wales Park (additional equipment))
Playground Equipment (purchased -. 200jr installation)
Miscellaneous
Contingency
Sub Total
Village East Park (future grading and drainage improvements)
Major Oaks Park (future relocation and upgrades)
Sub Total
Total
GST
Total Gross Project Cost
GST Rebate
CORP0227-07/01 revised
30,000
40,000
30,000
30 , 000
$130,000
$200,000
12,000
212,000
(12,OQQ2
$200.000
$19,116
18,441
8,697
3,786
~60
$53,000
32,970
1,000
~30
$37,000
55,000
55,000
$110,000
$200,000
12,000
212,000
(12,OQQ1
Report OES 41-07
November 12, 2007
Subject: Tender T-1 0-2007 Playground Construction
Page 4
ITS
2.
APPROVED SOURCE OF FUNDS
Location Account Source of Funds Budqet Required
Sunbird Trail (Whites 5780.0706.6129 Debt (10 Year) $200,000 $200,000
Road Bus Loop
Plantings)
Playground Upgrades 5780.0707.6129 Parkland Reserve 200 , 000 200,000
Fund
FUNDS AVAILABLE $400,000 $400,000
3.
REVISED FINANCING
Source of Funds
Development Charge Reserve Fund
(90% )
Required
$216,315
City's Share - DC Reserve (10%)
36,685
FUNDS AVAILABLE
147,000
$400,000
Parkland Reserve Fund
4.
DETAILED BREAKDOWN - REVISED FINANCING
Sunbird Trail Park Development & Whites Road Bus Loop
GL Account - Financinq Source Amount
5780.0706.7620 Development Charges - Parks Reserve Fund $171,000
5780.0706.7022 City's Share - DC Reserve $29,000
Total $200.000
Playground Equipment Replacements, New & Upgrades
--
CORP0227-07/01 revised
Report OES 41-07
November 12, 2007
Subject: Tender T-1 0-2007 Playground Construction
126
Page 5
GL Account - Financinq Source
Amount
5780.0707.7620 Development Charges - Parks Reserve Fund
$45,2115
$7,Ei85
5780.0707.7022 City's Share - DC Reserve
5780.0707.7502 Parkland Reserve Fund
$147,000
$200.000
Total
The budget submission included debt financing for Sunbird Trail Park Development &
Whites Road Bus Loop (5780.070E,.612H), which is no longer required as the project is
related to a new park and plaYIJround construction. The project under Playground
Equipment Replacement, New & Upgrades (5780.0707.6129) consisted of a new park,
Clearside Court Park on which the fiinancing for this component ($53,000) is determined to
qualify for the Development Charges Reserve Fund and City's Share-DC Reserve as well.
Thus the original approved fundin!J of $200,000 from Parkland Reserve Fund will be
reduced to $147,000 for Playground Equipment Replacement, New & Upgrades.
Note that in addition to the 90% statutory restriction on funding from the developml3nt
charges, 95% of the development charges funding is to be funded from residential
component and the remaining 5% to be funded from commercial and industrial component.
As the City does not collect commercial and industrial development charges for parks, this
5% funding will be funded from City's Share-DC Reserve. The "Revised Financing"
summary as indicated above has incorporated this funding formula.
Sustainability Implications: As part of the City's Sustainability initiative this project
includes the supply and installation of playground equipment and safety surface material for
the development of two new City parks., The rehabilitation of other parks identified will
provide a much safer play area for park patrons. This project satisfies all three lenses of
sustainability; social, environmental and economical.
Background: Seven (7) companies were invited to submit bids for Tender T-10-2007
playground construction and five (5) responded at time of closing. The low bidder, Colpac
Construction Inc. has not undertaken projects for the City in the past but a check of their
references for projects have been deemed acceptable by the Supervisor, Engineerin~1 &
Capital Works. The Health & Safety Policy, the CAD 7 form and Certificate of Clearance
issued by the Workplace Safety & Insurance Board, as submitted by Colpac Construction
Inc. has been reviewed by the Manager, Human Resource Services, and is deemed
CORP0227-07/01 revised
Report DES 41-07
November 12, 2007
Subject: Tender T -10-2007 Playground Construction
127
Page 6
acceptable. In conjunction with staffs' review of reference information and the bonding
available on this project, the bid by Colpac Construction Inc. is deemed acceptable. Terms
of Reference for RFP-4-2007 for the supply and installation of playground equipment were
provided to seven (7) companies and six (6) companies responded at time of closing. An
Evaluation Committee comprised of two members from the Municipal Property &
Engineering Division and one from Supply & Services assembled to review, evaluate, and
make a recommendation. Based on the evaluation criteria, Kompan received the highest
score and is therefore, being recommended for the supply and installation of the
playground equipment in 2007. The Health & Safety Policy, Workplace Safety & Insurance
Board (WSIB) Council Amended Draft 7 (CAD 7) form, and Cost & Frequency Record
issued by WSIB for Kompan has been reviewed by the Manager, Human Resource
Services and is deemed acceptable. References as provided by Kompan for playground
installations of this caliber have been checked by the Supervisor, Engineering & Capital
Works and are deemed satisfactory. In accordance with the purchasing policy award is not
subject to Council approval.
Another product supplied by Kompan which was not part of RFP-4-2007 is the Kompan
Galaxy GXY926 Miran Skate track system. This product design is exclusive to Kompan
Inc. and was purchased for $32,970 (plus applicable taxes) as a single source product to
supplement the Diana Princess of Wales Park skateboard facility.
Four (4) companies were invited to submit quotations for IFQ-55-2007 for the safety
surface material and three (3) companies responded at time of closing. Landsource
Organix Limited was the lowest bidder. A check of their references for projects such, as
these have been deemed acceptable by the Supervisor, Engineering & Capital Works. In
accordance with the purchasing policy award is not subject to Council approval.
Upon careful consideration of all tenders, quotations and proposals received, relevant
documents received and pending, the Director, Operations & Emergency Services
Department and Division Head, Municipal Property & Engineering Division recommend the
acceptance of the low bid by Colpac Construction Inc. for Tender T-10-2007 in the amount
of $38,099.00 (GST excluded), and other associated costs of $361,901 for future works as
outlined in this report for a net total project cost of $400,000 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Location Maps
2. Supply & Services Memorandum - T-10-2007 Playground Construction
3. Supply & Services Memorandum - RFP-4-2007
4. Evaluation Criteria - RFP 4-2007 Playground Equipment
5. Supply & Services Memorandum -IFQ-55-2007 Safety Surface Material
CORP0227-07/01 revised
Report OES 41-07
November 12, 2007
Subject: Tender T-1 0-2007 Playground Construction
128
I .
Page 7
Prepared By:
Vera A. Fel emacher
C.P.P., CPPO, CPPS, C.P.M., CMM III
Manager, Supply & Services
I'L.
Ricp'ard W. Ho
Division Head
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"Municipal Property & Engineering
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Attachments
Copy: Chief Administrative Officer
Approved I Endorsed By:
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Director, Operations & Emerg'ency Services
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Gillis A. Paterson
Director, Corporate Services ~~ Treasurer
CORP0227-07/01 revised
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MUNICIPAL PROPERTY & ENGINEERING
Attachment for Report: OES-41-2007
CLEARSIDE PARK
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
. ASPHALT PATHWAYS, CURBED PLAY AREA, PLAY STRUCTURE,
SAFETY SURFACE, BENCHES.
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MUNICIPAL PROPERTY & ENGINEERING
1 3 0 Attachment for Rleport: OES-41-2007
SUNBIRD TRAIL PARK
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
. ASPHALT PATHWAYS, CURBED PLAY AREA, PLAY STRUCTURE,
SAFETY SURFACE, BENCHES.
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CORPORATE SERVICES DEPARTMENT
MEMORANDUM
1 31
October 3, 2007
To:
Richard Holborn .,/
Division Head
Municipal Property & Engineering
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:~jHJ;\ii\~!PjU Pf10FEfHV & ENGH\H.:ttdf\il:t
Darrell Selsky
Supervisor, Engineering & Capital Works
From:
Barbara Tran
Buyer
Subject:
Tender No. T-10-2007
Tender for Playground Construction
CLOSING: Wednesday, October 3,2007
Tenders have been received for the above project. Seven companies were invited
to participate. An advertisement was placed in the Daily Commercial News, News
Advertiser and on the City's Website yielding interest from additional bidders and a
total of 6 companies picked up a tendering package for a non-refundable fee of
$50.00. One addendum was issued. Five {5} bidders responded and submitted a
tender for this project.
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.
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).
Therefore, the copies of bids from the low three (3) bidders are attached for review.
Richard Holborn
Tender No. T-10-2007
2.J TO REPO RT#_0 E"50 41-07
'2.. f 3 ctober 3, 2007
---=-- 0 Page 2
132
SUMMARY
(PST includE!d, GST included)
Total Tendered
Amount $
40,384.94
50,811.10
65,985.53
70,636.81
77,704.36
UNABLE TO BID
After Calculation
Check $
40,384.94
50,811.10
65,413.13
70,615.61
80,184.75
Bidder
Colpac Construction Inc.
Melfer Construction Inc.
Slip-Form Construction
Serve Construction Ltd.
Ro alcrest Pavin & Contractin Ltd.
Montgomery MacEwen Contractin
Pursuant to Information to Bidders Item 21, the following will be requested of the low
bidder for your review during the evaluation stage of this tender call. Please advise
Supplv & Services as soon as possible! if we are to proceed in this direction.
(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 tl1e 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; and
(d) the City's certificate of insurance completed by the bidder's agent, broker or
insurer.
(e) Waste Management Plan {Item 23, Information to Bidders}
Include the following items in your Report to Council:
(a) if items (a) through (e) noted above, are acceptable to the Manager, Human
Resources Services;
(b) any past work experience Colp81c Construction Inc. 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 low bid of Colpac Construction Inc. is not acceptable;
and
(i) related comments specific to the project.
If you require further information, please feel free to contact a member of Supply &
Services.
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Barbara Tran
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Attachments
Copy for: Director, Operations & Emergency Services
CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
Tender Description: Playground Construction
Tender No.: T-10-2007
Date: Wednesday, October 3, 2007
Bidder Name
Colpac Construction Inc.'
Melfer Construction Inc.
Royalcrest Paving &
Contracting Ltd.
Serve Construction Ltd.
Slip-Form Construction
Montgomery MacEwen
Contracting
Time: Approx.2:15pm
Bid Deposit I Agreement I Total Amount
to Bond Tendered for
BIDDER'S
SIGN IN
COMMENTS
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Other
k:tendpay/record of tenders opened doc.
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CORPORATE SERVICES DEPARTMENT
dES tfl-07
:if...SUPF'L Y 8t SERVICES
MEMOHANDUM
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September 11, 2007
To:
Richard Holborn
Division Head, Municipal Property & Engineering
From:
Jill Hone
Buyer
Subject:
RFP-4-2007 - Playground Equipment
Terms of reference for the above request for proposal was provided to seven
companies of which six responded by the deadline of 12:00 noon, Friday, Sept<ember 7,
2007. Proposals shall be irrevocable for ninety days after the official closing date and
time.
A summary and a preliminary compliance c11ecklist is as follows:
a) Company identification and principal contact information
b) Identification of similar work with refe rences
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
Company a. b c d e f g h
Belair Recreational Products Inc. x x x x x x x x
Crozier Agencies x x x x x x x x
Henderson Recreation Equipment x x x x x x x
Kompan x x x x x x x x
Play Power - L T x x x x x x x x
Recreation Playsystems --
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September 11, 2007
.Qc~ t.f/-o 7age 2
RFP-4-2007, Playground Equipment
A copy of each proposal is enclosed for your review.
1 35
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, WSIB Clearance Certificate and other documentation as required will be
requested and reviewed by the Health & Safety Co-ordinator, for your consideration.
A purchase requisition will be required in order to proceed.
If you require further information or assistance, please feel free to contact me.
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Attachments
Copy:
Supervisor, Engineering & Capital Works
Co-ordinator, Landscape & Parks Development
I nspector, Parks
Company Name:
PLAY EQUIPMENT RFP EVALUATION FORM
Request For Proposal RFP-4-2007
Evaluation Date:
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Evaluator's Name:
1. number of components
2. . variety of play experience
3. age range
4. unique components
5. height ranges
4
1. an identifying element that is unique to
each playground has been provided.
2. this element provides distinct
differentiation.
3
1. theme/creativity
2. colour coordination/selection
3. roof/panel design
4. finishes/detailing
1. decks (size/materials/thickness)
2. p'osts (materials/size/caps)
3. rails/panels (materials/design)
4. joints/fittings (materials)
1. primary structure (posts, frame)
2. secondary structure (rails, panels)
3. poly components (slides, panels)
4. plastisol components (decks, stairs)
5. bearings/fittings
6. swing components
1. greasing/specialized equipment
2. ease of replacement parts
1. local representative
2. history/experience
3
3
3
2
2
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CORPORATE SERVICES DEPARTMENT
SUPPLY & SERVICES
MEMORANDUM
137
September 13, 2007
To: Richard Holborn
Division Head, Municipal Property & Engineering
Darrell Selsky
Supervisor, Engineering & Capital Works
From: Jill Hone
Buyer
Subject: IFQ-55-2007 Safety Surfacing Material
Closing: Tuesday, September 11, 2007, 12:00 Noon
Quotations were invited from four companies of which three bidders responded by the
closing deadline. Copies are attached for your review. 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 once your recommendation has been received:
(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 Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d) the City's certificate of insurance shall be completed by the bidder's agent, broker or
insurer.
Please review information provided and advise if the quotation submitted by Landsource
Organix Ltd. is acceptable, or any reason(s) why the bid of Landsource Organix Ltd., is not
acceptable; and any other related comments specific to the project.
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IFQ-55-2007, Safety Surfacing Material September 13, 2007
138
PagEl 2
SUMMARY
PST inc:ludec'/GST extra
Company Product name
Landsource Certified Wood
Organix Ltd. Chip -
Playcare Inc. Fibertop
* ABC Recreation Fibar System 312
Ltd.
*ABC Recreation Ltd.: Stone not included
Su
nbird Tail Clearside Extension
Park Park
3,697.00 $4,014.00 $12,711.00
},880.00 $4,560.00 $14,440.00
4,718.60 *$6,860.40 *$2'1,57'9.00
T included.
$~
$~
*$1
GS
If this is part of a capital project code ttlat requires debt financing, please ensure you
correspond with the Treasurer for appmval to proceed. An approved "on-line" requisition is
required for Supply & Services to proceed.
If you require further information, please feel free to contact me.
Thank you.
\..
Jill
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Attachments