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Home My WebLink AboutOES 25-08 CilLJ (J~ REPORT TO EXECUTIVE COMMITTEE Report Number: OES 25-08 Date: September 8, 2008 I .1 , From: Everett Buntsma Director, Operations & Emergency Services Subject: Tennis Court Roof Replacement - Pickering Recreation Complex Tender No. T-15-08 File: A-1440 Recommendation: 1. That Tender Report T-15-2008 regarding the Tennis Court Roof Replacement - Pickering Recreation Complex be received; 2. That Tender T-15-2008 submitted by Triumph Aluminum and Sheet Metal Inc., at a cost of $184,590.00 (GST and PST included) be accepted; 3. That the cost of providing a 25 year warranty as noted above, in the amount of $5,716.36 (GST included) be added to the contract; 4. That the total gross project cost of $215,505.36 (GST included) and a net project cost of $205,243.20 including the tender amount and other associated costs be approved; 5. That Council Authorize the Director, Corporate Services and Treasurer to finance the project as follows; a) the sum of $100,000.00, as provided for in the 2007 approved Capital Budget, to be financed by the issue of debentures through the Regional Municipality of Durham, over a period not exceeding (5) five years, at a rate to be determined; b) the additional sum of up to $105,000.00, as provided for in the 2008 approved Capital Budget to be financed by the issue of debentures through the Regional Municipality of Durham, over a period not exceeding (5) five years, at a rate to be determined; c) the balance amount of $243.20 to be funded from the 2008 Current Budget; d) the annual repayment charges in the amount of approximately $46,700.00 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; e) the Director, Corporate Services & Treasurer has updated the City's 2008 Annual Repayment Limit and certified that his 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 Report OES 25-08 September 8, 2008 Subject: Tennis Court Roof Replacement Tender No. T-15-08 Page 2 ! i I /7 ,) I therefore, Ontario Municipal Board approval is not required prior to City Council's authorization; f) The Treasurer is authorized to take any actions necessary in order to effect the foregoing; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: The Tennis Court Roof Replacement - Pickering Recreation Complex was approved by Council in the 2007 Capital Budget for the amount $100,000.00. Additional funds in the amount of $120,000.00 were approved in the 2008 Capital Budget in order for this construction project to proceed. Amounts budgeted in both 2007 and 2008 are to be debt-financed for a (5) five-year term. The existing roof structure has reached the end of its useful life cycle, and currently is experiencing failure in several key areas. Replacement of the roof will resolve the leakage issues, resulting in the reduction of maintenance costs as well as improving the insulation factors. Financial Implications: 1. TENDER AMOUNT T -15-2008 25 Year NDL Warranty Sub Total GST Total including GST GST Rebate Total $175,800.00 5,443.20 181,243.20 9,062.16 190,305.36 (9,062.16) $181,243.20 2. APPROVED SOURCE OF FUNDS Recreation Com lex Ca ital Bud et Location Proiect Code I Tennis Court 5731.0706.6181 Roof 5731.0816.6181 Replacement Pickering Recreation Complex Source of Funds 5 year Debt 5 year Debt Current Funds Budget $100,000.00 120,000.00 Required $100,000.00 105,000.00 5,243.20 FUNDS AVAILABLE $220,000.00 $205,243.20 CORP0227-07/01 revised Report OES 25-08 September 8, 2008 Subject: , I) h () Tennis Court Roof Replacement Tender No. T-15-08 Page 3 3. ESTIMATED PROJECT COSTING SUMMARY Associated Costs T -15-2008 25 Year Warranty Consultant Fees Tender & Miscellaneous Costs Construction Contingency Total Project Costs GST Total Gross Project Cost GST Rebate Total Net Project Cost $175,800.00 5,443.20 17,000.00 2,000.00 5,000.00 205,243.20 10,262.16 215,505.36 (10,262.16) $205.243.20 4. Project Cost under (over) Approved Funds $14,756.80 Sustainability Implications: The existing roof structure reached the end of its useful life cycle, and currently is experiencing failure in several key areas. Replacement of the roof will resolve the leakage issues, resulting in the reduction of maintenance costs as well as improving the insulation factors. Background: Tenders have been received which closed on Wednesday, July 30, 2008 for the replacement of the Tennis Court Roof at the Recreation Complex. Seven (7) bidders were invited to bid, and six (6) bidders submitted a tender for this project, of which two (2) were rejected for failing to comply with the tender provisions. Prospective bidders were requested to provide prices for two different roof systems, one as a base bid utilizing a rubberized membrane (EPDM) and one as an alternate bid using a Modified Bitument product. Our consultant, IRC Building Services Group Inc., has recommended the use of the Modified Bitumen membrane system as it is more durable and can be installed to provide a 25-year warranty. On the basis of utilizing the alternate bid prices, the bidding summary is as follows: CORP0227-07/01 revised Report OES 25-08 September 8, 2008 Subject: 69 Tennis Court Roof Replacement - Tender No. T-15-08 Page 4 Bidders Total Tendered Amount After Calculation Check Triumph Aluminum and $184,590.00 $184,590.00 Sheet Metal Inc. Solar Roofing and Sheet $230,790.00 $230.790.00 Metal Ltd. Semple Gooder Roofing $269,714.55 $269,714.55 Limited Flynn Canada Ltd. $348,264.00 $348,264.00 The cost of providing a 25 year No Dollar Limit Material, Labour and Workmanship Warranty, as stated in the tender document, is $5,715.36 inclusive of GST. The insurance and health & safety policies of the low tenderer are acceptable to the Coordinator, Health & Safety. Attachments: 1. Supply & Services Memorandum dated August 5, 2008 2. Consultants Report 9IRC) dated August 8, 2008 3. By-law to authorize the Tennis Court Roof Replacement - Pickering Recreation Complex and the issuance of debentures in the amount of $205,000.00 4. Memo dated August 18, 2008 from Coordinator, Health & Safety Prepared By: APproved~~~/l1dorse~y: /~-:/ JLjf Tony brevedel, P.Eng. Division Head, Facilities Operations EV::~ -- Director, Operations & Emergency Services ~~. "'~ ~. .},/'7 ..... ..' . '/};::/" -"--' / .~~ ---c;jllis Paterson Director, Corporate Services & Treasurer CORP0227-07/01 revised Report OES 25-08 Subject: 70 Tennis Court Roof Replacement Tender No. T-15-08 "ff j,;;:;~..' .~. September 8,2008 TP:mld Page 5 Copy: Chief Administrative Officer Recommended for the consideration of Pickering .. Council / tl CORP0227-07/01 revised I' Cilq ,,~ flir-N" r ,........ W......"'.O."Tt /i~.....)C;.l~)(C(Q)[p).W..... It. f o'."'R- ..... :; ,4"':, )'.:r:;:~r:(l h ~ (. i_'j ,..- " I ...~ E.~,f." ,.~:-,j .J ,.-::.,,, D ---errv 6 F" p fC;!< E R I N G ,\ I ,'. ,.. -, , U :JJ[)I) fJ MEMO '7 1 CORPORATE SERVICES To: Tony Prevedel Division Head, Facilities Operations From: Vera A. Felgemacher Manager, Supply & Services August 5, 2008 Subject: Tender No. T -15-2008 Tender for Tennis Court Roof Replacement Pickering Recreation Complex Tenders have been received for the above project by the closing date of July 30, 2008 and seven (7) bidders were invited to participate. An advertisement was placed in the Daily Commercial News and on the City's Website. Seven (7)) companies picked up documents for a non-refundable fee of $75.00. A mandatory site visit was held on Monday, July 21, 2008 and 7 bidders attended of which five (5) bidders submitted a bid for this project and two (2) bidders are unable to bid. No addenda were issued. 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). The low three bids have been retained for review at this time. Upon review of the bids of Solar Roofing* and Semple Gooder Roofing*, discussion with the City Solicitor, and provisions within the Purchasing Policy, two (2) working days is being permitted to correct the work description in their Bid Bond and Agreement to Bond. Remittance by 4:30pm Thursday, August 7, 2008 or sooner has been requested in writing to each bidder. l.\CHt'lENT I;,_j 'l ~-,- ~'~ '/,?~ ;~,_.) ._<c< _ ': ~~': j+1 '.-' .', (.) .~-, '/2 SUMMARY - BASE BID PST included, GST included Bidders Total Tendered After Calculation Amount Check Solar Roofing and Sheet $188,055.00 $188.055.00 Metal Ltd. * Triumph Aluminum and $190,890.00 $190,890.00 Sheet Metal Inc. Semple Gooder Roofing $245,601.30 $245,601.30 Limited * Flynn Canada Ltd. $315,903.00 $315,903.00 Viana Roofing and Sheet Rejected: Qualified price on page FT-1, Section: Metal Ltd. Separate Pricing. Automatic rejection: Reference: Purchasing By-law No. 5900-01, Procedure No. PUR 010-001, 10.04, Item 5; Information to Bidders Item IB- 15, IB-17, IB-18, IB-19. Provincial Industrial Roofing Rejected - Partial bid. Automatic rejection. & Sheet Metal Company Reference: Purchasing By-law No. 5900-01, Limited Procedure No. PUR 010-001, 10.04, Item 16. Reference: Information to Bidders Item IB-5, IB-6, IB-17, IB-18, IB-19, Form of Tender Page FT-1. SUMMARY - ALTERNATE BID PST included, GST included Bidders Total Tendered After Calculation Amount Check Triumph Aluminum and $184,590.00 $184,590.00 Sheet Metal Inc. Solar Roofing and Sheet $230,790.00 $230,790.00 Metal Ltd. * Semple Gooder Roofing $269,714.55 $269,714.55 Limited * Flynn Canada Ltd. $348,264.00 $348,264.00 Separate pricing to increase warranty on BASE BID to a 25 year manufacturer's no dollar limit, labour, material and workmanship system warranty is stated in the bids. Pursuant to Information to Bidders Item 21 and your request, the following has been requested of the low bidder on the Base Bid for your review during the evaluation stage of this tender call. (a) a current copy of the Health and Safety Policy to be used on this project; August 5, 2008 Page 2 T-15-2008 Tennis Court Roof Replacement - Pickering Recreation Complex ""[ r"" MJ:Nl"# / , ',\I...H _ . _~_' .... REPORT# <. t ~,_,O! (b) a copy of the current Workplace Injury Summary Report issued by '7 7 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 & rnsurance Board; (dj the City's certificate of insurance completed by the bidder's agent, broker or insurer; Include the following items in your Report to Council: (a) if items (a) through (d) noted above, are acceptable to the Co-ordinator, Health & Safety (b) any past work. experience Triumph Aluminum and Sheet Metal 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 Triumph Aluminum and Sheet Metal Inc. is not acceptable; and (i) related comments specific to the project. IRC Building Sciences Group Inc. 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 before proceeding further. 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. If you require further information, please feel free to contact me or a member of Supply & Services. vf Attachments August 5, 2008 Page 3 T -15-2008 Tennis Court Roof Replacement - Pickering Recreation Complex . '7 ! ) ( ACHMEN', 4..~::' ---L,. ... .., ~- ,7' REPORT#/ {<\ l:2l> ~() I IRe Building Sciences Group Inc. "'-"-- 7565 Oanbro Crescent Mississauga, Ontario, L5N 6P9 T: 905.607.7244, F: 905.607.7288 Toll Free. 1.888.607.5245 City of Pickering Pickering Civic Complex One The Esplanade Pickering Ontario L 1 V 6X7 August8,2008 Page 1 of 1 t: 905-420-4660 Ext. 2099 f: 905-424-4900 Attention: Tender No: Mr. Tony Prevedel, Division Head, Facilities Services T-15-2008 - Tender Recommendations for Tennis Court Replacement - Pickering Rec Centre Dear Mr. Prevedel, We have reviewed the tender submission information provided the above noted Specification Document package: T- 15-2008. The lowest overall quotation was submitted by Triumph Aluminum & Sheet Metal Inc. ( See attached spreadsheet) We had prepared the specifications with two different roof systems, one as base bid (EPDM) and one as an alternate (Modified Bitumen). We would recommend that the modified bitumen membrane system be awarded based on the following: The modified bitumen roof membrane system is considered more durable and will provide for a better wear course surface and longer serviceable life expectancy. The Modified Bitumen membrane system can be installed to provide a 25 year No Dollar Limit Material, Labour and Workmanship Warranty which we have asked for as a separate price and which we recommend be entertained upon award of the contract. Triumph Aluminum & Sheet metal Inc. is a member of the Ontario Industrial Roof Contractors Association who's association we recommend for minimal standards of acceptance of roofing contractors We have contact the 3 submitted references and as yet have not had any responses to our queries for information as to the status of the provide reference projects. We therefore recommend that the project be awarded to Triumph Aluminum & Sheet Metallnc subject to the results of the reference check based on the following Tender Submission breakdown. Item Description: Provincial Roofing Bid: $175,800.00 Alternate Bid: Roof Area 4.0 & 4.1 (Modified Bitumen Membrane GST: $8,790.00 System) Total: $184,590.00 Separate Price: Bid: $5,443.20 Increase Warranty to 25 NDL Warranty: GST:, $272.16 Total: $5,715.36 Bid: $181,243.20 Total Tender Submission GST: $9,062.16 Total: $190,305.36 Trusting the above meets with your approval, I am, Yours truly, ~/J t 7) "'xu~;i!; I:.. .I i Ii .J Zen Szewczyk, Director of Sales Providing Professional Services Across Canada Since 1983 Vancouver Calgary London Mississaug2] NiagariJ Ottawa Caymans i'1EN'! .. ,~' Li;;'( .).- ")1 ).:! I ,;. '. "- " , "".\ 'tt -" 1'_. ^..-" , t.' ---~-,. ~' THE CORPORATION OF THE CITY OF PICKERING 75 BY-LAW NO. Being a by-law to authorize the Tennis Cou j Roof Replacement - Pickering Recreation Complex in the City of Pickering and the issuance of debentures therefor in the amount of $205,000. ir) ~~'i t. i:l' ~....~ ; , 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 Tennis Court Roof Replacement - Pickering Recreation Complex project; and, WHEREAS before authorizing the construction to proceed in respect of the Tennis Court Roof Replacement - Pickering Recreation Complex 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 25-08 on the date hereof and awarded Tender T-15-2008 for the Tennis Court Roof Replacement - Pickering Recreation Complex project. 7., BY-lAW NO .~ Page 2 "-; ,. / b 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 "Tennis Court Roof Replacement - Pickering Recreation Complex "; 2. That the estimated costs of the construction in the amount of $205,243.20 be financed as follows: a) That the sum of $205,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five (5) years; b) That the balance amount of $243.20 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 15th day of September, 2008. David Ryan, Mayor Debi A. Wilcox, City Clerk CLuJ o~ q j I / t:::" c ,,' c' ... 7 I MEMO To: June Karas Buyer August18,2008 From: Michelle Montgomery Coordinator, Health & Safety Copy: Subject: Tennis Court roof Replacement Q-T-15-2008 As requested I have reviewed the following documents submitted by the above prospective contractor: . Health and Safety Regulations -o4SEP07 · Workplace Injury Summary Report as of -29FEB08 · WSIB Clearance Certificate 14JUL08 · Certificate of Insurance -Commercial General Liability ExpiryOl0CT08 -Automobile Liability Insurance Expiry20FEB09 From a Health & Safety perspectivel these documents are acceptable. If you have any questions or concernsl please contact me directly at ext. 4645. Attachments: