Loading...
HomeMy WebLinkAboutOES 10-08 Calf o~ REPORT TO COUNCIL Report Number: OES 10-08 Date: April 21, 2008 1 g 1 From: Richard Holborn (Acting) Director, Operations & Emergency Services Subject: Tender T -1-2008 Don Beer Arena Rink 2 Renovations File: A-1440-001-08 Recommendation: 1. Report OES 10-08 regarding the Ice Rink 2 Renovations at Don Beer Arena be received; 2. That Tender T-1-2008 submitted by A-Con Construction Limited for Ice Rink 2 Renovations at Don Beer Arena in the amount of $597,450 (GST included) be accepted; 3. That the total gross project cost of $664,860 and a net project cost of $633,200, including the tender amount, consulting fees and other associated costs be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: (a) The sum of up to $630,000 to be financed by the issue of debentures through the Regional Municipality of Durham, over a period not exceeding 15 years, at a rate to be determined; (b) The balance amount of $3,200 to be funded from the 2008 Current Budget; (c) The annual repayment charges in the amount of approximately $62,000 be included in the annual Current Budget for the City of Pickering commencing in 2009, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; (d) The Director, Corporate Services & Treasurer has updated the City's 2008 Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for debt and financial obligations, as established by the Province for municipalities in Ontario, and would not cause the City to exceed the updated Limit, and therefore, Ontario Municipal Board approval was not required prior to City Council's authorization; Report OES 10-08 April 21 , 2008 Subject: Tender T-1-2008 f " 1 8 2 - Don Beer Arena Rink 2 Renovations Page 2 (e) The Treasurer is authorized to take any actions necessary in order to effect the foregoing; and 5. That the appropriate officials at the City of Pickering be given authority to give effect thereto. Executive Summary: The Ice Rink 2 Renovations for Don Beer Arena was approved by Council in the 2008 Capital Budget. The Ice Rink 2 Renovations include supplying and installing a new concrete floor, a new dasherboard system and other rink modifications including a new wheelchair accessible viewing area. Tenders have been received and the total net project cost to complete the Ice Rink 2 Renovations is estimated to be $633,200. Supply & Services and Jurecka & Associates Architects have confirmed that low bidder A-Con Construction Limited have satisfied their tender requirements and is qualified to undertake this project. Financial Implications: 1. TENDER AMOUNT T-1-2008 GST Sub-Total GST Rebate Total $ 569,000 28,450 597,450 ( 28,450) $ 569,000 2. APPROVED SOURCE OF FUNDS Don Beer Arena Capital Budget Location Proiect Code Don Beer Arena 5715.0805 Source of Funds Debt (15 years) FUNDS AVAILABLE Budget $800,000 $800,000 Required $633,200 CORP0227-07101 revised Report OES 10-08 April 21 , 2008 Subject: Tender T -1-2008 Don Beer Arena Rink 2 Renovations Page, 3. 1 r, -7 (j ,'J 3. ESTIMATED PROJECT COSTING SUMMARY T-1-2008 - Tender for Don Beer Arena Rink 2 Renovations $569,000 Associated Costs Consultant Fees Contingency Total GST 7,300 56,900 633,200 31,660 664,860 Total Gross Project Cost GST Rebate (31,660) $633,200 Total Net Project Cost 4. Project Costs (under) Approved Funds ($166,800) The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. While Recommendation #4 provides for the debt financing of up to $630,000, only the lesser of that amount or the actual cost will be financed. Sustainability Implications: Dasher boards will be replaced with metal fabricated boards which will last many years longer than traditional wood construction. This will stop the use of wood within these systems and also eliminate the need to dispose of the wooden board systems in whole or as components during repairs over the course of years. There is also an ongoing cost of upkeep to the wooden boards such as periodic replacement of the plywood sheathing as it deteriorates in the rink environment. New floor systems are typically more efficient in transporting the calcium chloride brine solution - fully open piping, extra runs to eliminate warm spots on the floor and so forth. The heat transfer is much greater and the positive impact on the runtime for the refrigeration equipment is quite noticeable. The newer floors are also more level (due to the use of laser levels and that there has been no frost heaving) and this means that the ice thickness can be maintained more accurately over the entire 16,000 square feet of floor - this will have a positive impact CORP0227-07/01 revised Report OES 10-08 April 21 , 2008 Subject: Tender T-1-2008 , . 1 B 4 - Don Beer Arena Rink 2 Renovations Page 4 on the heat transfer, the runtime of equipment and the quality and safety of the ice sheet. Background: The Ice Rink 2 Renovations for Don Beer Arena was approved by Council in the 2008 Capital Budget. The consulting firm of Jurecka & Associates Architects was retained by the City to provide tender specifications and technical support. A summary of the bids received is included in the attached memorandum from Supply & Services. The low bid was submitted by A-Con Construction Limited. A-Con Construction Limited references have been checked and are deemed acceptable by the consultant (Paul Jurecka) and the Supervisor, Facilities Operations. The Health & Safety Policy, inclusive of Confined Space Entry Procedures, Workplace Injury Summary Report, WSIB Clearance Certificate and Certificate of Insurance as submitted by A-Con Construction 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 tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Operations & Emergency Services Department, Culture & Recreation Division recommends the acceptance of the low bid submitted by A-Con Construction Limited for Tender T-1-2008 in the amount of $597,450 (GST included) and that the total net project cost of $633,200 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 April 9, 2008 3. Jurecka & Associates Architects - Letter of Recommendation CORP0227-07/01 revised Report OES 10-08 April 21, 2008 Subject: Tender T -1-2008 Don Beer Arena Rink 2 Renovations Page 5 1 !~ f.~ U ,j p,repared By: Ji ............ ';""'-1 ,/~ / Approved/Endorsed By: ......;7-:~,' Len H er Supervisor, Facilities Operations /'''''....-.. \ I )) / .. r _ I ,Y..".' .. , ;5 - ~~-s"- ~/ ! ""'......~ Stephen-Reynolds Division Head, Culture & Recreation ~<Jf~} ~. -- . -.- -~.' < ---- -~ -Gillis Paterson Director, Corporate Services & Treasurer n ,I ~~ Vera A. Felgemacher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services SR:lg Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council Thomas J. Quinn, RDMR, CMM III Chief Administrative Officer CORP0227-07/01 revised Al"l ACHi'1tl\J 11+__1__ T0 REPOlrl H...:,.,- ue .~, _" ___0.__.__ .--- ,., I --.--- ---.-- -- n h '\ l (~C ;i 1 :: Y! i. e, n .....-- - 0 F- [Y. ~ CD /, "" _m___....... \22 BAYLY ;:; -- I . x,; \ \ \ \ " \ ') (, cr: o SUBJECT 0 AREA \ (<R"N(,IPOOO , '~ - cr: 1\ I;;" cr: 0 \ U / \, /'.= - ~ 'I "- 0 )UiCU' ::. ' ;.t,::' ; cr: ~ () '-- <1: 0 0 [y >- >: I !;' u ..;' ~ / 0 ~ ~ U 0 Q: m / c-- (i); y,\ i;' Hi .,; i \;; (,'('f,;;'" ----~_._-~-~----- __L-. " ,.: 1.\ ATTACHMENT FOR OPERATIONS ~~t ,y: :"/':""':.x. & EMERGENCY SERVICES REPORT OES 10-08 DON BEER ARENA S(hE I'}}" RINK #2 - FLOOR REPLACEMENT hi IKCHf''il.:I\J " _.~ CiUI o~ t-)c<.. c~ c...... c'~<-; \ 0 -- CE c,{ -S 'I q 7 \ 1 J MEMO To: Stephen Reynolds Division Head, Culture & Recreation April 9, 2008 From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Facilities Operations Subject: Tender No. T-1-2008 Tender for Don Beer Arena Rink.2 Renovations Closing-April 9, 2008 Tenders have been received for the above project. Four 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 12 companies picked up a tendering package for a non-refundable fee of $75.00. A mandatory site visit was held on Friday, March 28, 2008, 19 bidders attended of which seven (7) 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. SUMMARY PST included, GST included Bidders Total Tendered Amount $ After Calculation Check $ A Con Construction 597,250.00 597,450.00 Frank Pellegrino 607,100.00 607,099.50 General Contractinq Ltd. Jeffrey G. Wallans 656,145.00 656,145.00 Construction Ltd. Canada Construction 669,900.00 669,900.00 JMX Contracting Inc. 765,450.00 765,450.00 Venture Construction UNABLE TO BID Services Ltd. W.S. Morgan Construction Automatic rejection - Addendum not acknowledged. Reference: Purchasing By-law Limited No. 5900-01, Procedure No. PUR 010-001, 10.04, Item 12, IB Item 3 (b), 17,1819; letter dated April 4 Addendum 1; letter dated April 8 Addendum 2; Addendum NO.1 and Addendum NO.2. '2 C)ES~ \ () ,- (J3 ,.\ 8 g \ \ (,,\.ch, Ie:! ,; \ ,,- (- '-<, ", - fKJC}'- 2c:k -' 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. (a) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used on this project. (b) a list of employees trained in the confined. space entry procedure who will be working on this project (c) a copy of the Health and Safety Policy to be used on this project; (d) 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 submi,tted); (e) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (f) the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer; (g) list of sub-contractors in accordance with GC Item 33, Form SCL-1 (h) Waste Management Plan (Item 23, Information to Bidders) Include the following items in your Report to Council: (a) if items (a) through (h) noted above, are acceptable to the Co-ordinator, Health & Safety (b) any past work experience A-Con 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 low bid of A-Con Construction Limited is not acceptable; and (i) related comments specific to the project. Jurecka & Associates as the consultants on this project will be reviewing submissions 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 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 except you can direct them to the City's website for the unofficial bid results as read out at the Public tender opening. Bidders will be advised of the outcome in due course. equire further information, please feel free to contact me or a member of Supply & Services. /bt Attachments April 9, 2008 T -1-2008 Don Beer Arena Rink 2 Renovations Page 2 0\ cc. ,- CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED Tender Description: Don Beer Arena Rink 2 Renovations Tender No.: T-1-2008 co o C) -() v' 0I'1 (\.J \' I Oct V ''I.' " 1.;.1 ',:-:;1 . ...~' " --.. ~ (\ ~ :t .- 7" Ii ~E: J: U .:( ,- i;;( Bidder Name Attended Mandatory Site Visit YES A Con Construction Canada Construction YES JMX Contracting Inc. YES Frank Pellegrino General Contracting Limited Jeffrey G. Wallans Construction Ltd. W.S. Morgan Construction Limited Venture Construction Services Ltd. UNABLE YES YES YES ~ , \ CITY Sta\t Pres~n~ .\ /-/1. ~ '-~ 7 ,. ," ~\~' i'."_~f~<- J:tenders/record of tenders opened doc. Date: Wednesday, April 9, 2008 Time: Approx.2:15pm Acknowledge Addendums (2) Bid Deposit Agreement to Bond Total Amount Tendered BIDDER'S SIGN IN COMMENTS Other - CONSUL TANT " .. ~ CE.S \0"06 1 9 " " i 1 , \J Jurecka + Associates architects inc. 83 Harbord Street Toronto, ON, MSS IG4 tel 416-972-9385 fax 866-475-7256 mail @jurecka.com April 1 0, 2008 Division of Culture & Recreation City of Pickering 1867 Valley Farm Road South Pickering, Ontario L1V 3Y7 Attn: Len Hunter, Superintendent of Facilities Re: Review of Tenders: Don Beer Arena Ice Rink 2 Renovations Dear Mr. Hunter: We believe thatA Con Construction Limited, the low bidder for tender no. T-1/2008 has satisfied the tender requirements and is qualified to undertake this project as the General Contractor. Further to our review and discussions this afternoon I have spoken to one of his referees from the Town of Aurora who has given A Con Construction Limited high marks for their performance on a comparable project. We therefore recommend that you award the contract to A Con Construction Limited on the basis of their bid submitted April 9, 2008. The base bid (including GST) should result in a contract amount of $597,450.00. As soon as Council has accepted the tender we should meet with the Contractor for a pre- construction meeting to confirm the particulars of the timing, access and coordination. We trust that you are satisfied with the progress to date and look forward to beginning the project. Sincerely, ~~ - Paul Jurecka OAA MRAIC Jurecka + Associates Architects Inc.