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Home My WebLink AboutOES 24-08 Cit.ll (J~ REPORT TO COUNCIL Report Number: OES 24-08 Date: July 14, 2008 ''''l .'~ /' :) (") b From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender T-2-2008 Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios File: A-1440 Recommendation: 1. That Report OES 24-08 regarding the Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios be received; 2. That Tender T-2-2008 submitted by BWK Construction Company Limited for the Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios in the amount of $3,321,150 (GST included) be accepted; 3. That the total gross project cost of $4,200,998 and a net project cost of $4,000,950, 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 $2,000,000 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 sum of $1,000,000 to be funded by the Municipal Infrastructure Investment Initiative Grant; (c) The sum of up to $800,000 to be funded by the Federal Gas Tax; (d) That the sum of $200,000 be funded by a transfer from the Squash Courts Reserve Fund and contributions from the Pickering Squash Club; "'"'.........~"'-~"""~~"""-""~~_._~~"" Report OES 24-08 July 14, 2008 Subject: Tender T-2-2008 Pickering Recreation Complex ~) h '7 Doubles Squash Courts and Aerobics Studios Page 2 (e) The balance amount of $950 to be funded from the 2008 Current Budget; (f) The annual repayment charges in the amount of approximately $199,250 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; (g) 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 is not required prior to City Council's authorization; (h) 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 Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios was approved by Council in the 2008 Capital Budget. Work of this contract includes two new doubles squash courts for recreation and competitive play with spectators seating, two aerobics classrooms, and a large aerobics/dance studio. The project will include an upgrade of the mechanical plant for a portion of the existing building. Tenders have been received and the total net project cost to complete the Doubles Squash Courts and Aerobics Studios is estimated to be $4,000,950. Supply & Services and Jurecka + Associates Architects Inc. have confirmed that low bidder BWK Construction Company Limited have satisfied their tender requirements and is qualified to undertake this project. CORP0227 -07/01 revised Report OES 24-08 Subject: Tender T-2-2008 - Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios -."-'---~""""".~'~,".,,,,.,,,,=--~~-._,,,,,<~~.,,, July 14, 2008 ;- / 'J :) I) () Page 3 Financial Implications: 1. TENDER AMOUNT T-2-2008 GST Sub-Total GST Rebate Total $3,163,000 158,150 3,321,150 ( 158,150) $ 3,163,000 2. APPROVED SOURCE OF FUNDS Parks Ca ital Bud et Location Project Code Pickering Rec. 5731.0808.1703 Complex 5731.0808.1623 5731.0808.7505 5731.0808.1592 Source of Funds Debt (15 years) Provincial Grants Federal Gas Tax Squash Funds R.F./Donations FUNDS AVAILABLE 3. ESTIMATED PROJECT COSTING SUMMARY T-2-2008 - Tender for Pickering Recreation Complex Doubles Squash and Aerobics Studios Associated Costs Consultant & Testing Fees Fitness Equipment & Furnishings Contingency Total GST Total Gross Project Cost GST Rebate Total Net Project Cost Budqet Required $2,500,000 $2,000,950 $1,000,000 $1,000,000 $ 800,000 $800,000 $ 200,000 $200,000 $4,500,000 $4,000,950 $3,163,000 163,500 200,000 474,450 4,000,950 200,048 4,200,998 (200,048) $4,000,950 CORP0227-07101 revised Report OES 24-08 July 14, 2008 Subject: Tender T-2-2008 :; h q Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios Page 4 4. Project Costs under (over) Approved Funds ./) '. ;.6f' ) / ./' ,...' -~_. The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs, Sustainability Implications: The construction of aerobics studios and doubles squash courts will enhance the existing Pickering Recreation Complex and continue to encourage the development of active, healthy lifestyles through the provision of high quality programs as well as expand the numbers, capacity and quality of fitness, wellness and squash programs. The current mechanical plant is reaching its replacement age. The City has decided to take the opportunity along with the addition to improve the overall efficiency of the centre through updating the equipment rather than treating the addition as stand-alone. The design will improve the overall energy efficiency with the conversion of the HVAC System to a high energy efficient unit replacing the 25 year old equipment. A "Green Roof' will be employed over the new roof area and will serve to improve our carbon balance, add insulation, and act as a prototype for future City projects. Background: The Pickering Recreation Complex Doubles Squash Courts. and Aerobics Studios was approved by Council in the 2008 Capital Budget. The Pickering Recreation Complex opened its doors to residents in 1983 with the slogan "A People's Place". Over the past 25 years the Recreation Complex has been a major focus of ,activity for our community. The Recreation Complex offers the following major activities: swimming, skating, hockey, tennis, squash, racquetball, fitness programs, fitness equipment and banquet hall facilities. The Pickering Recreation Complex provides our residents a diverse range of physical and social activities to meet their recreation needs and encourage healthy active living. The aerobics studios addition will include state of the art rooms that will offer a number of fitness classes for all ages, levels and abilities. The expansion includes the construction of two doubles squash courts and a viewing area. The Pickering Squash CORP0227-07/01 revised Report OES 24-08 July 14, 2008 37D Subject: Tender T-2-2008 Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios Page 5 Club is an active user of the facility and they have pledged to contribute $250,000 towards the construction cost of the project. The consulting firm of Jurecka + Associates Architects Inc. was retained 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 BWK Construction Company Limited. BWK Construction Company Limited references have been checked and are deemed acceptable by the consultant (Paul Jurecka) and the Supervisor, Facility Programs. 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 BWK Construction Company Limited for Tender T-2-2008 in the amount of $3,321,150 (GST included) and that the total net project cost of $4,000,950 be approved. The awarding of this tender is subject to the Health & Safety Policy, Confined Space Entry Procedure, list of employees trained in confined space working on this project, WSIB Clearance Certificate and Certificate of Insurance submitted by BWK Construction Company Limited being deemed acceptable by the Coordinator, Health & Safety. 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. 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 7, 2008 3. Jurecka + Associates Architects Inc. - Letter of Recommendation 4. By-Law to authorize the Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios and the issuance of debentures in the amount of $2,000,000. CORP0227-07/01 revised Report OES 24-08 July 14, 2008 Subject: , ' '~ '7 1 j! I Tender T-2-2008 Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios Page 6 Prepared By: ~(j-) / I ( / ~' '-" s~ePhen Rayn~;i/ ,,> Division Head, Culture & Recreation Approved/Endorsed By: /! /(~!-Pr / ,_.~ /." // -" J' Everett !~ntsmL/ Director, Operations & Emergency Services /) " /Il,/1c,~j/J ,,/ J1t, Tony Prevedel Division Head, Facilities Operations ,/ ~/ ~ .~... .. j i /., ," . ..., .Lu - .) -! u;d /:;tt. ~lIis Paterson . C Director, Corporate Services & Treasurer "~ //// /7/'<' i ~~/lc~~';;:;Y~~___ r':'S aron Milton Supervisor, aGility Programs Vera A. Feige her C.P.P., CPPO, CPPS, C.P.M., CMM III Manager, Supply & Services SRlg Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council ./ /' CORP0227-07/01 revised Iln"l:POlfl #_QE c:; .JJ-t.- oB o <{ o Ct:: 3 ',/ (, A ! Q T > ] -~ I OPERA nONS & EMERGENCY i SERVICES DEPARTMENT , MUNICIPAL PROPERTY & ENGINEERING DIVISION ---"~ / / / N.T.S OA.TE: JULY 9 /2008 ATTACHMENT FOR OPERATIONS & EMERGENCY SERVICES REPORT OES 23-08 T-2-2008 PICKERING RECREATION COMPLEX DOUBLES SQUASH COURTS AND AEROBICS STUDIOS SCALE: Citq (J~ h IhChl"ll.:l\j! 2 it OE_:~ 2Y -- oB \ or -~ f) cc :je MEMO To: Stephen Reynolds Division Head, Culture & Recreation July 9, 2008 From: Vera A. Felgemacher Manager, Supply & Services Copy: Division Head, Facilities Operations Subject: Tender No. T-2-2008 Pickering Recreation Complex Double Squash Courts and Aerobics Studio Tenders have been received for the above project by the closing date of July 9, 2008. Eight (8) companies were prequalified to bid on this project through the RFP process (RFP-3-2008) of the 23 proposals reviewed by the Evaluation Committee in April, 2008. An advertisement for Tender No. T-3-2008 was placed in the Daily Commercial News and on the City's website which included the names of the prequalified general contractors allowed to bid on this project. A mandatory site visit was held on Wednesday, May 28 and 7 of the 8 invited bidders attended. 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). However, the 3 bids have been retained for review at this time and copies are attached. BIDDER TOTAL TENDERED AFTER CALCULATION AMOUNT CHECK BWK Construction Company Limited $3,321,150.00 $3,321,150.00 Steelcase Construction Inc. $3,460,800.00 $3,460.800.00 Jasper Construction Corp. $3,930,150.00 $3,930,150.00 Gerr Construction Unable to bid Gay Company Limited Unable to bid Struct Con Construction Unable to bid J.J. McGuire General Contractors Inc. Automatic rejection - Addenda not acknowledged: Purchasing By-law No. 5900-01, Procedure No. PUR 010- 001, 10.04, Item 12, IB Item 4 (b), 6, 8, 18, 19, 20; Letters and addenda dated June 17, June 24, June 26 and July 7, 2008; Form of Tender Page FT-1. SUMMARY PST included, GST included 2 O~S 2Y-08 rO-{"~e of "::S Pursuant to Tendering Specifications Item No. 21, the following has been requested of the low bidder for your review during the evaluation stage of this tender call. z '} 4 , , " V / , (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 current Clearance Certificate issued by Workplace Safety & Insurance Board; (d) the City's certificate of insurance completed by the bidder's agent or broker; and (e) list of sub-contractors in accordance with GC Item 33, Form SCL-1. As a prequalified bidder, other health and safety documentation has been approved by the Coordinator, Health & Safety. Include the following items in your Report to Council: (a) if items (a) and (e) noted above, are acceptable to the Co-ordinator, Health & Safety (b) any past work experience BWK Construction Company 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 BWK Construction Company Limited is not acceptable; and (i) related comments specific to the project. Paul Jurecka as the consultant 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. . Please do not disclose information to enquiries. 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. If you require further information, please feel free to contact me or a member of Supply & Services. '-. July 9,2008 Page 2 T-2-2008 Pickering Recreation Complex Double Squash Courts and Aerobics Studio Tender Description: Tender No. T-2-2008 Bidder Name JASPER CONSTRUCTION STEELCASE CONSTRUCTION J.J. MCGUIRE CONTRACTORS BWK CONSTRUCTION GERR CONSTRUCTION CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED PICKERING RECREATION COMPLEX - DOUBLE SQUASH COURTS AND AEROBICS STUDIOS Date: Wednesday JULY 9, 2008 Time: Approx. 2: 15pm Attended Mandatory Site Visit Addenda I Bid Deposit \ Agreement Acknowledged to Bond #1,#2, #3, #4 YES v'VV v YES ,/.... v ..... YES YES Vvv'/ GAY COMPANY LIMITED I YES YES STRUCT CON CONSTRUCTION I YES C'~~~b ~~ (;1 ~~~ iO'Z /0:7. tJ /D 1.;0 ,/' v v Total Amount T endereo $ 3;q3 0, / SO.Ou 3,4&:>0) ","00,00 6'- 3,;3 .:J- f) I f$"o ,u ~ UNABLE TO BID UNABLE TO BID UNABLE TO BID OTHER Location: MAIN COMMITTEE ROOM BIDDER'S SIGN IN '~*-. t.~ ,,;/IJ /rt?/fJ 77 PP-- I COMMENTS /10 1900t:{'71/-) J /..:u..'4/Yl,4-nc. K c:J&:1J7o.'""I (J",j ~-'_J CTi ~~ ') r " ~ \'0 UJ '"' 'j --1-)0 I r,\ fi1 v' . f\ VI \\. I~ r- ....l- 1 o cP I'd I ACH f"l eN I ff.!l_ TO REPORl # QE~':) Z L-{ - C)b f~"-()c \ c~E' 2 THE CORPORATION OF THE CITY OF PICKERING :; '7 6 BY-LAW NO. Being a by-law to authorize the Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios in the City of Pickering and the issuance of debentures therefor in the amount of $2,000,000. WHEREAS Section 11 of the Municipal Act, 2001, as amended, provides that a lower- tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, WHEREAS Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, WHEREAS Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, WHEREAS The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, WHEREAS the Council of the City wishes construction to proceed in respect of the Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios project; and, WHEREAS before authorizing the construction to proceed in respect of the Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios project on the date hereof the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated Limit and, therefore, Ontario Municipal Board approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; AND WHEREAS after determining that Ontario Municipal Board approval is not required, the Council of the City approved Report OES 24-08 on the date hereof and awarded Tender T-2-2008 for the Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios project. BY~14Vf NO ,..) l l hi I ACHlYitN I t+_~. Tu Ki:POKI #_,C\ES 2-Y - oS' F,CCj c 2- c;t' L Page 2 NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: 1. That the City proceed with the construction of the project referred to as "Pickering Recreation Complex Doubles Squash Courts and Aerobics Studios"; 2. That the estimated costs of the construction in the amount of $4,000,950 be financed as follows: a) That the sum of $2,000,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed fifteen (15) years; b) That the sum of $1,000,000 be funded by the Municipal Infrastructure Investment Initiative Grant; c) That the sum of $800,000 be funded by the Federal Gas Tax; d) That the sum of $200,000 be funded by a transfer from the Squash Courts Reserve Fund and contributions from the Pickering Squash Club; e) That the balance amount of $950 be funded from the 2008 Current Budget; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2009 and continuing thereafter until the loan is repaid. BY-LAW read a first, second and third time and finally passed this 14th day of July, 2008. David Ryan, Mayor Debi A. Wilcox, City Clerk