HomeMy WebLinkAboutCS 44-08
Citlj 0#
REPORT TO
EXECUTIVE COMMITTEE
Report Number: CS 44-08
Date: October 14, 2008
'7
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Tender / Contract Approval
- Councils' Summer Recess
Recommendation:
1. That Report CS 44-08 regarding tendering and contract approvals during Councils'
Summer Recess be received; and,
2. Council pass a resolution ratifying the approval of the Tenders and Contracts by the
Chief Administrative Officer contained in this Report during Council's summer recess
being Tender No. T-7-2008 Surface Treatment, Tender No. T-8-2008 Pickering Lawn
Bowling Greens Phase II, Tender No. T-9-2008 Path Extension to Bus Loop at Sunbird
Trail Park and Tender T-11-2008 Supply & Installation of Humidification System
Pickering Civic Complex.
Executive Summary: Council is required to approve contract awarded by the Chief
Administrative Officer during recesses of Council. The following contracts were awarded
over the summer months when Council was not meeting.
Financial Implications: There are no financial implications pertaining to this report.
Sustainability Implications: In accordance with sustainability initiatives and with the
G.I.P.P.E.R.'s (Governments Incorporating Procurement Policies to Eliminate Refuse)
Guide 3rd Edition, October, 2002, a waste management plan was requested by the City and
received from the contractor undertaking the work for the Path Extension to Bus Loop at
Sunbird Trail Park, Tender No. T-9-2008.
Background: On May 21, 2002 Council passed Resolution #80/02 Item 4 authorizing
the Chief Administrative Officer act in Council's approving capacity on behalf of Council
during any recess, break or absence of City Council, which states in part:
"2. That, subject to the Council approved Purchasing Policy & Procedures, the Chief
Administrative Officer be authorized to act in Council's approval capacity on
Report CS 44-08
Date: October 14, 2008
Subject: Tender / Contract Approval
- Councils' Summer Recess
)g
Page 2
behalf of Council during any recess, break or absence of City Council on the
condition that:
(a) such actions are in compliance with the Purchasing Policy & Procedure as
approved under Resolution 136/02; and
(b) the costs thereof are within the budget previously approved by Council; and
(c) a report respecting those approvals is subsequently submitted to Council."
Circumstances were such that four Tenders required approval by the Chief Administrative
Officer during Council's summer 2008 recess. It is recommended that Council receive this
Report for information and ratify the approval of Tender No. T-7-2008 Surface Treatment,
Tender No. T-8-2008 Pickering Lawn Bowling Greens Phase II, Tender No. T-9-2008 Path
Extension to Bus Loop at Sunbird Trail Park and Tender No. T-11-2008 Supply &
Installation of Humidification System Pickering Civic Complex
Therefore, under authority of the foregoing, the following was approved by the Chief
Administrative Officer during the "summer recess" of Council:
Tender No. T - 7 - 2008, Surface Treatment
The low bid Tender No. T -7-2008 submitted by Miller Paving Limited be approved.
1. TENDER AMOUNT
T-7-2008
GST
Sub-Total
GST Rebate
Total
$697,448.50
34,872.43
732,320.93
(34,872.43)
697,448.50
A OVED SOURCE OF FUNDS R d C . I B d
2. PPR , oa s aPlta u 1get
Description Account Code Source of Funds Budqet Required
Sideline 16/north of RR 5320.0809.6250 Provincial Grant 185,000 237,673
#5
Sideline 16 from 5320.0810.6250 Provincial Grant 300,000 319,733
Du~hmas~rNuffie~to
yth Cone. Road
Paddock Road from Hwy 5320.0811.6250 Provincial Grant 400,000 218,042
7 to yth Cone. Road
FUNDS 885,000 775,448
AVAILABLE
Report CS 44-08
Date: October 14, 2008
Subject: Tender / Contract Approval
- Councils' Summer Recess
Page 3
\9
3. ESTIMATED PROJECT COSTING SUMMARY
T-7-2008 - Tender for Surface Treatment Project
Associated Costs
Materials Testing
Miscellaneous Costs
Construction Contingency
Total
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
$697,448
5,000
3,000
70,000
$775,448
38,772
814,220
38,772
775,448
4. Project Costs under/(over) Approved Funds
$109,552
Tender No. T - 8 - 2008, Tender for Lawn Bowling Greens - Phase II
The low bid Tender No. T - 8 - 2008 submitted by Melfer Construction Ltd. be approved.
1. TENDER AMOUNT
T -8-2008
GST
Sub-Total
GST Rebate
Total
$359,532
17,976
377,508
(17,976)
$359,532
2. APPROVED SOURCE OF FUNDS Seniors Centre Ca
Budqet Project Code Source of Funds
Seniors Centre 5701.0802.6181 Property Taxes
Donation
Funds Available
Required
$199,532
200,000
$399,532
3. ESTIMATED PROJECT COSTING SUMMARY
T-8-2008 Tender for Pickering Lawn Bowling Greens Phase II
Associated Costs
Consultants Fee
Contingency
Total
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
$359,532
25,000
15,000
$399,532
19,977
419,509
(19,977)
$399,532
4. Project Cost under/(over) Approved Funds
$468
Report CS 44-08
Date: October 14, 2008
Subject: Tender / Contract Approval
I :; I. ,);J - Councils' Summer Recess
Page 4
Tender T-9-2008 Tender for Path Extension to Bus Loop at Sunbird Trail Park
The low bid tender of Dig Con International Limited be approved.
1. TENDER AMOUNT
T -9-2008
GST
Sub-Total
GST Rebate
Total
$89,903.00
$4,495.15
$94,398.15
($4,495.15)
$89,903.00
2. APPROVED SOURCE OF FUNDS Parks Ca ital Bud et
Location Project Code Source of Funds
Sunbird Trail 5780.0706.6129 RF DC - Parkland
Park Development & Trails
R DC - City's Share
Funds Available
Budqet
$104,398
$18,423
$122,821
Required
$91,378
$16,125
$107,503
3. ESTIMATED PROJECT COSTING SUMMARY
T-9-2008 - Tender for Path Extension To Bus Loop
At Sunbird Trail Park
$89,903.00
Associated Costs
Materials Testing
Consultant Fees
Miscellaneous Costs
Construction Contingency
Total
2,500.00
2,600.00
2,500.00
10,000.00
107,503.00
GST
5,375.15
Total Net Project Cost
$112,878.15
(5,375.15)
$107,503.00
Total Gross Project Cost
GST Rebate
4.
Project Cost under/(over) Approved Funds
$15,318.00
Report CS 44-08
Date: October 14, 2008
Subject: Tender / Contract Approval
- Councils' Summer Recess
Page 5
1
Tender No. T-11-2008 Tender for Supply & Installation of Humidification System,
PickerinQ Civic Complex
The low bid tender of Gimco Limited be approved.
1. TENDER AMOUNT
T-11-2008
GST
Sub-Total
GST Rebate
Total
$226,569.45
11,328.00
237,879.45
(11,328.00)
$226,569.45
2. APPROVED SOURCE OF FUNDS Culture & Recreation Ca
Project Code Source of Funds
5700.0705.6181 Federal Gas Tax
5700.0810.6181 Federal Gas Tax
5800.0829.6181 Federal Gas Tax
MECF Grant
Funds Available $201,000.00
Required
$80,000.00
36,000.00
85,000.00
46,500.00
$247,500.00
3. ESTIMATED PROJECT COSTING SUMMARY
T-11-2008
Associated Costs
T-11-2008
Consultant Fees
Tender & Misc. Costs
Contingency
Total Costs
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
$226,569.45
20,000.00
6,000.00
2,000.00
254,569.45
12,728.47
267,297.92
(12,728.47)
$254.569.45
4. Project Cost under/(over) Approved Funds
($7,069.45)
It was important this project proceed prior to the commencement of heating requirements.
The Director, Corporate Services & Treasurer has agreed to finance the over-expenditure of
$7,069.45 from under-expenditures in the 2008 Current Budget or the Federal Gas Tax.
Report CS 44-08
Date: October 14, 2008
Subject: Tender / Contract Approval
i, - Councils' Summer Recess
nl..
Page 6
Attachments:
1. Tender T-7-2008 re Surface Treatment - June 26, 2008 memorandum
2. Tender T-8-2008 re Pickering Lawn Bowling Greens - June 24, 2008 memorandum
3. Tender T-9-2008 re Path Extension to Bus Loop - July 15, 2008 memorandum
4. Tender T-11-2008 re Humidification System - August 14, 2008 memorandum
5. Resolution #80/02
6. Resolution #85/00
Prepared By:
\
,
\
Approved I Endorsed By:
c:/1 '~ ...7
Vera A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
.. ... ~~.'-h~?':~7 .-..--
c~':"__ -, '-~':':'''''''''~_'_7 ~" ''7 .,~~:=
Gillis A. Paterson
Director, Corporate Services & Treasurer
GAP:vf
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City oun
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Thomas J. Quinn
Chief Administrative Officer
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To:
CAO~D, 2008
From:
Everett Buntsma
Director, Operations & Emergency Services
OFFICE SUSTAIN
CLERK
HUMAN RES 'j
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CUST eM-:!:: 1
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Copy: Division Head, Municipal Property &
Engineering
Supervisor, Engineering & Capital Works
'. Senior Financial Analyst
Subject: Tender -7-2008
Surface Treatment
File A-2130
A tender has been received which closed on Wednesday, June 18, 2008 for the placement of
surface treatment on Sideline 16 from Regional Road #5 to north limit, Sideline 16 from
Dutchmaster Nursery to Seventh Concession Road & Paddock Road from Highway 7 to Seventh
Concession Road. Six companies were invited to participate, of which one bid was received.
The following is a summary of the bid received.
SUMMARY
PST included, GST included
Bidder Total Tendered Amount $ After Calculation Check $
Miller Pavinq Limited 732,320.93 732,320.93
Recommendations:
1. That Tender T-7-2008 submitted by Miller Paving Limited for surface treatment at a cost of
$732,320.93 including GST to be approved;
2. That the total gross project cost of $814,220 (GST included) including the tender amount
and other associated costs, and the total net project cost of $775,448 be approved;
Financial Implications:
1.
TENDER AMOUNT
fT-7-2008
GST
Sub-Total
GST Rebate
Total
$697,448.50
34,872.43
732,320.93
(34,872.4~J
697,448.50
: Ii , 4
2. .
APPROVED SOURCE OF FUNDS
R d C . ~
oa s apital Budget - 2.00
Description Account Code Source of Funds Budqet Required I
I
Sideline 16/north of RR #5 I 5320.0809.6250 .-
Provincia/ Grant 185,000 237,673
Sideline 16 from Dutchmaster 5320.0810.6250 Provincial Grant 300,000 319,733
Nursery to 7th Cone. Road
Paddock Road from Hwy 7 to 5320.0811.6250 Provincial Grant 400,000 218,042
ih Cone. Road .
FUNDS 885,000 775,448
AVAILABLE
3.
ESTIMATED PROJECT COSTING SUMMARY
T-7-2008 - Tender for Surface Treatment Project $697,448
Associated Costs
Materials Testinq 5,000
Miscellaneous Costs 3,000
Construction Contingency 70,000
Total $775,448
GST ___~82Z~
--~-------
~<2!~1 Gro~s Project Cost. - 814,220
GST Rebate 38,772
Total Net Project Cost 775,448
The Director, Corporate Services & Treasurer has received the budgetary implications and the
financing of expenditures contained in this memo and concurs.
Sustainability Implications:
The new hard toP. surface for the road will improve the traffic flow in these areas, thereby
enhancing the quality of life for the residents and commuters travelling over these roads. With the
new hard top surface maintenance costs for grading and dust control will be reduced for the next
several years, thereby satisfying the social and environmental lens of sustainability.
Background:
As part of the 2008 Road Capital Budget, the placement of surface treatment on Sideline 16 from
Regional Road #5 to the north limit, Sideline 16 from Dutchmaster Nursery to Seventh Concession
Road and Paddock Road from Highway #7 to Seventh Concession Road were identified as
construction projects. Tender T-7-2008 was issued on Monday, May 26, 2008 and closed on
June 26, 2008
Tender T-7-2008 - Surface Treatment
Page 2
Wednesday, June 18, 2008 with only one bidder responding. The total gross project cost is
estimated to be $814,220 for an estimated net cost to the City of $775,448 (net of GST rebate).
Miller Paving Limited has performed similar work for the City on Tender T-7-2005 surface
treatment on Seventh Concession Road, Hoxton Street and VVestney Road and are deemed
acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, current
WSIB, Council Amendment to Draft 7 (CAD-7), Certificate of Insurance as submitted by Miller
Paving Limited has 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. ,I'.. r-
1,:/ J
Upon careful examination of all tenders and relevant documents received, the Operations &
Emergency Services Department, Municipal Property & Engineering Division recommends the
acceptance of the low bid submitted by Miller Paving Ltd. for Tender T -7 -2008 in the amount of
$732,320.93 (GST included) and that the total net project cost of the $775,448 be approved.
Attachments: .
1. Location Map
2. Supply & Services Memorandum, June 20, 2007
Approved/E
r~red by:
. i.. \
D'arrell Selsky
Supervisor
Engineering & Capital Works
E e t B
Director
Operations & Emergency Services
.~#ft=~ --
Gillis Paterson
Director
Corporate Services & Treasurer
DS:nw
Attachments
June 26, 2008
Tender T-7-2008 - Surface Treatment
Page 3
. "
,0 MUNICIPAL PROPERTY & ENGiNEERING
Attachment For Tender: T-7-2008
SIDELINE 16 (2 LOCATIONS) and PADDOCK ROAD
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LOCATION MAP - Sideline 16 (From Concession 7 south to Dutchmaster)
SUBJECT
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LlMPandEIDesign SupportlCapital Projects & SchedulinglAttachments lor TendersI200BIT-07-0B Surface Treatment,doc
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LOCATION MAP - Paddock Road
PROPOSED CONSTRlJCTION INCLUDES:
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Drainage Improvement and Road Improvement (spot excavation, granular
resurfacing and surface treatment) and Complete Landscape Restoration
(grading and sodding where required).
UMPandEIDesign SuppartlCapilat Projects & ScheduilnglAtlachmenls far Tenders\2008\T-07-08 Surface Treatment doc
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To:
Richard Holborn
Division Head, Municipal Property & Engineering
June 18, 2008
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
Subject: Tender No. T-7-2008
Tender for Surface Treatment
. Closing: June 18, 2008
. Tenders have been received for the above project. Six companies were invited to participate. An
advertisement was placed in the Daily' Commercial News; News Advertiser and on the City's .
Website. A total of two companies picked up a tendering package for a non-refundable fee of
$50.00. One bidder responded and submitted a tender for this project.
A copy of the Record of. Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
. .
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices
and extensions; unit prices shall govern and extensions will be corrected accordingly, which has
been done..
A copy of bid received is attached for review.
. SUMMARY
PST included, GST included
Bidder Total Tendered Amount$ After Calculation
Miller Paving Limited $732,320.93 $732,320.9
;heCk $/
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) a copy of the Health and Safety Policy to be used on this project;
(b) a copyof 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;
FORM OF TENDER
T-7.2008
l/we the undersigned bidder(s), have carefully examined all specifications, standard tender and contract
terms and conditions. and drawings, do hereby offer and agree to supply aI/labour, materials. products,
equipment, tools. machinery, freight to perform the services herein described for the following prire~. 9
r1tem No; I Description . i Unit i Est. Qty., ~nit Price I ~xtension
11.02.01 j Excavation -Including 0.300 m Granular. "A" i j ! I .
f................._................-.+..~ia~~~~Jfi1'.if'(..D.utc.h.ma.s.te.r..to..co.r;cess.io.;;:.iii)......................f......m......3......f..............s.o..............J.....I.......:....0........;.o...........f.........;r..:::;.;..;.::::..a.l).
........................................;............................................................................ ...................... .................................................................'.............3......,.......... ........ .....c.............i........tl.........!.... ................,........{j?..'::::.~.:!..,..........
.! Paddock Road (Hwy #7 to Concession #7) 1 m i 50 I /".., 0 . 10 ! 6 OoS-: c"
............................................................................................................................................................................................................'.............3......'....................................".......0.:..................."......".......................................,.....
....................,..................1...~.~.~~~.~.~.~...~.1..?.J~.:.~.:...~.~..!?...~.~E!~...~.!~.!.~.L..............................................L.....f.n.........L...........~.~.9..............L......B:.:z..F...?~......i1.::$...?....f.~.~:..~..
I Excavation - Driveways . . II! 1
.........................................1..........................................................................,.........................................................................................:.............3......1................-...................,..............................7...'.........................................J.......
. i Sideline # 16 (Dutchmaster to Concession #7) 1 m I 10 I / :;;J I, ';I (;' ! 1"31 '5: ~.
r-:=~=~:=B~~~\~~%~~ilP~~~~~~:=#~i~:~=~~i-~~~-=r==:~~=-l::;~ff;:F2W~;~:
........................................i........;................................._..............................................'.........................................................................;......................;.....................................i....................................................1...::.............:\..............
1.06.20 ! Granular "AU Roadway & Shouldering (150mm) j j . j ! .
...........................................................................................................................................................................................................;.............:z......;.....................................;.........................,...............t........................................,....
I Sideline #16 (Dutch master to Concession #7) j m i 14,200 1. t(/j i//'?30.tJ'<'
........................................,...................................................................................................................................................................,.............:z......,....................................,.........................:;?'..........,...........-...............................
. 1 Paddock Road (Hwy. #7 to Concession #7) 1 m i 19,800 1. "',/:1 ! /(: I :?lo.~
........,...............................,...................................................................................................................................................................:.............~......t.............................._....I...........n...........?...........",............................................
. 1 Sideline #16 (RR.#5 to North Limit) 1 m 1 9,500 i 0: /;'> i 77~.;'~....."~
............ .......................~..............................................................................................................,....................................................:......................:....................................oJ...........Q..,........................~.............................................
"1.06.30 i Granular "AU - Driveway i . !. . !. . i
.......................................i..................................................................................................................................................................;......................~..................................i.............................,....,.-..'t..........................................
i Sideline #16 (Dutchmaster to Concession #7) . 1 t 1 195 I ;}/?'J ~ i 9;2 3:3. 'J .
.::::::::.::::::::::::::::~::~::::::T::~:~~.~?~:~::~~:~:~::I8:~Y.::#.!::~~~:~:~:6.~~:~~:!?6:::#..!I:::::::::.:::::::::::::::::I::::::::L:::::I:::::::::::~:~:~:::::::::::T:::::::~i:~::::~:;:':I:::I.;:I.:?:~:::::~~'"
! Sideline #16 (RR #5 to North Limit) 1 t.1 195 i .L/;l..:J~ i 'i233.:L
.......................~.............:...................................................................................................................................................................1......................:......_.............................:........=t.:..............................:.........~.................................
"1.08.29 . 1 Hot Mix HL- 3 - Driveways (50mm) . !. I I I..
............................................................................................................................................................................................................,.............2......"....................................,..........................................,......................,......................
I Sideline #16 (Dutchmasterto Concession #7) i m i 180 i .3/.~JJ ! S-&~&.c''''
............................................................................................................................................................................................................1.............2.......,.....................................j..................../l...................................................................
I Paddock Road (Hwy #7 to Concession #7) ! m ~ 330 ! ,3/." t.J ! /0 yJ 8 c.,.
:::.::::...:::::::.::::....:.::::::::..L~:!.~?:!\~:~:::#.5~::{~;~:::.#..~.:~?::H9..i:~ti::~:!.~i.i.~.i:::::.:::.....:::..:.::...:.:.::....::::::.:::J:::.:.6:i::::~:L:.:::.::::.~:9.:.:::::~:.::I::.:..::j:.L::~.~::.:.::I:....;;L~:...fi....~.~.:
.1.08.71 i Supply double application of H.F. Ii. i . I
......................................j....~.?.9....~...~..~.!~.~.~...~.9.9.~~.9.~.!~..............................................................................L...........2......1....................................1....................:....................1..................................:rc:r
. 1 Sideline #16 (Dutchmaster to Concession #7) I m I 11,150 I ?/.. (P:3 ! ~/~;2 y.
:::::::::::..:::::::::::::::::::::::::I:~:~:~.~?~:~::~9.~:~.~I8:~y.:;::#.!::!:~:::~?~~~:~~:!?~:::#.?L.~,:::::::::::::::::::::I::::Di~::::T::::::.~:~:;:~:9.~::::.T::::::::1!.:':::~::~::::::::I:::7.;::7.~:i:::~~:
........:..............................!...~.!9~~.~~.~...~.~..?.. (~J3.:...~.~..!?..~.?..:.~~...~.~~!n.................................................L....f.n....... .L.......~.!.~.~g..........1.........~~....~.~~...........L.2..z....q..tq~...=.~..
...~..~.Q.~.~.!.~...........-I-..~.~~f~.~.if6~.~t~~~~~~t~r-t~.t~nc.f~.ss.io.n.'#'i'f...................I.......nl.....f.......1'1";1.50.......f-.......7.....~.3............f....~;;...o.;I.~~Q..
,........................................................................................................................................................................................................................2.....................................................................................................................i........':>..
. . I Paddock Road (Hwy. #7 to Concession #7) I m I 15,500 I /.96 I .'30 690. c"
........................................).....................................'.............................-..............................................................._.............................J.............2.....+....................................).................................................:\......................................
i Sideline #16 (R.R#5 to North Limit) . i m i 8,000 i /.. 9 g i /5-:if Yo. .,"'
........................................1............................................................ ......................................................................................................1................"...........................................1...........................................;................................,.............
...:?~.~..~.!.~.!............................................................................................................................:...............................................................................................................................:..............i...~...l.1...?...y'lt.~....
Goods & Services Tax (5%) ! $ 31 ~11. ,'/3
...f6TAC..T.E.r::if5fj~E.b..AMO'U.NT.......................:........................:............................................................................................'.........................................................t...$...73.i.3.z';;:''7'
".. -
TOTAL TENDERED AMOUNT REPEATED HERE IN WORDS
~,<L-k/~-tiJ, t4..J ~ kdb( ~-it
~ .J-/ <f
and . ~./Z/uU . .
DOLLARS
CENTS
FT-1
FORM OF TENDER
T~7.2008
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I/We, the undersigned, declare we have carefully examined the Addendum(s) numbered .-=- -
TENDER SUBMITTED BY:
Company Name: M \ l ( r e. (rl-\\J i I.,J L -L ~M ~ I \t:.O
Address: .}f57ZJ11,-,\(O(2..t?Si 'f:.D- G6et\'.'~postal Code: kO\~ (~O
Date: 'Jo. N ~ \ ~ . J-oo~' Te/ephone: 90) 7,) b 95/ K Fax: '1 () -s; );2~ '*.1 () . . '. ~
Aut~orized .official VtuL Ciff~f'1I{.:;;/1t( tl;: /j.Y~'}I.1~'7/j?C;Ji{C13' .'. -~dCAft~.
Print Title. SIgned
CORPORA TE SEAL
FT-2
REFERENCE SUMMARY
Tender No. T-7-2008
>' I
Name three government agencies or private companies for which you have performed the work of this
quotation.
II Work performed previously. for the City of Pickering should be detailed also. DO NOT submit partial
information and presume that the City is familiar with the project.
,
. List and provide DETAILS of the last three (3) Municipal projects your company has completed. If
any of the last three (3) principal projects are also any of the last three municipal projects, please
include on both schedules
Project Details:.~
l..(
Value: ~ '" """\
D~V' 000 ~
Contact Person: '?
po"-'.(,.. 't~ Ptl.
I (. Sf LA e te-/k.L '7 If' t11'.r/1''?L''n/T'' d jYu ,,~W.: . JI"71---(. .
Owner' . . .
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Telephone No. .
.?~S- c()~~tb. /7? L
,Project Det~~ . r){~ ..\- 9LiA(.~ G e~ "A'l
Value: 4,. ~
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---------------
Contact Person: .
",L 11/!-~1. Pc::' .J'77L
. ,
i./-w D D6vhi e .,5/ ~ ~ Mt1( r;' 'Tkc?t"T'h~~
Owner:. .. '.".. ')'
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Telephone No,
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Project Details: I ' .,
~5~PP/v tJOuilrt 1/I1;{'P~
Value: 1:1f ( c.c -
c:J ~o D06 .
Contact Person:
. ;]I,v'! fq /?/l/i72
----
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Owner:// /)'/ . / v<--
. (,{rof" cflutJolfrC lJ'-<)l
Telephone NO~ '"
. 'l/,y:1 ~?9 2 - ;J &-. ~
State number of years your company has been in business
5'0
~'lilformation received on this form and obtained from reference checks will be considered during
. evaluations and will be used to serve the best of interests of the City and no liability shall accrue
to the City from such an undertaking and all decisions derived therefrom.*
RS-1
CITY OF PICKERING
RECORD OF TENDERS OPENED ANC
Tender Description:
Surface'
Tender No. T-7-2008
Date: Wednesday June 18,20
Bidder Name Bid Deposit Total Amount
Tendered
Duncor Enterprises Inc.
Miller Paving Ltd. fA) / 7:;J.. 31.0.93
\j
Cj " '.,., ,,~, ' qTY STAFF PRESENT
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CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
Tender Description:
Surface Treatment
Tender No. T-7-2008
Date: Wednesday June 18, 2008 .
Time: Approx.2:15pm
Bidder Name
Bid Deposit I Agreement to
Bond
Total Amount
Tendered
BIDDER'S SIGN IN
COMMENTS
Duncor Enterprises Inc.
Miller Paving Ltd.
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June 24,2008
II
{--:
To:
Thomas J. Quinn
Chief Administrative Officer
From:
:cu, ,\ iH,C
Everett Buntsma .:TF';'f;'~-'
" ,.1.,..,-......-.
Director, Operations & Emergency Servlc~.~':.....
C.:.: ",. .~-_ ,.:~.'~~: i5. ~.~
:\fi~~,~;'~ ~.':j',~;' ::'.~:\:\ii
Gillis Paterson
Director, Corporate Services & Treasurer
Copy:
Division Head, Culture & Recreation
Manager, Supply & Services.
Supervisor.. Engineering & Capital Works
Coordinator,l~n9s~ape & Parks Development
'~~niorFinanCial Analyst . i..
Subject: Tender No. T-8-2008
Tender for Pickering lawn
Bowling Greens - Phase II
. File: F-5400
Tenders have been received and reviewed for the construction of Pickering lawn Bowling Greens
- Phase" and expansion of parking area and associated works. at East Shore Community Centre.
All bids received were above the approved budget ($400,000) for this ptoject.
Items of work were deducted in consultation with the Pickering lawn Bowling Club from each of
the bids to arrive at the needed savings for this project. These works include the proposed shade
structures, a percentage of the pati~ slab paving and site furniture.
The attached letter dated June 17,2008 from Bruce Johnson, Cosburn Giberson Consultants Inc.
provides a detailed breakdown of the deductions for each bid. Me/fer Construction Inc., the initial
low bidder, has remained as the low bidder after these saving are applied
The Operations & Emergency Services Department and Cosburn Giberson Consultants Inc.
recommend the acceptance of the tender submitted by low bidder Melfer Construction Inc. in the
. amount of $359,532 plus GST which includes the following deductions.
3.2 Paving New Green Sides- 60%
3.3 Paving under Shade
3.4 Paving South Green - 60%
4.1 Benches - 50%
4.2 Shade Structures
4.3 Waste Receptacles
7.0 Miscellaneous Works
$ 6,888.00
$ 9,240.00
$ 8,400.00
$10,400,00
$48,000.00
$ 4,400.00
$ 9,000.00
Total Deductions $96,328.00
Without removing the above item the total tender would have approximately $495,000.00 (net of
GST rebate), while the budget was $400,000.00. By removing these items now, th~ project can
proceed within budget now. It is anticipated that a Report to Council will be prepared explaining
the increased cost, the need to remove certain items, the probability that the Pickering Lawn
Bowling Club will purchase these items directly for their use and the need for revised financing. ,"
, I, ! ,J
Recommendation:
1. That Tender No. T-8-2008 submitted by Melfer Construction Inc for the construction of
Pickering Lawn Bowling Greens Phase /I and expansion of parking area and associated
works at. East Shore Community Centre in the amount of $377,508.00 (GST included) be
accepted;
2. That the total gross project cost of $419,509.00 and a net project cost of $399,532.00,
including the tender amount, cons~Iting fees and other associated costs be approved. .
Financial Implications:
1.
TENDER AMOUNT
T-8-2008
GST
Sub~Total
GST Rebate
Total
$359,532
17.976
377,508
...(17.976)
. $359,532
2.
APPROVED SOURCE OF FUNnS
S . C t C 't I B d t
emors en re a )1 a UJqe
. Budaet Proiect Code Source of Funds Budaet Reauired
Seniors Centre 5701.0802.6181 Property Taxes $200,000
Donation 200,000
FUNDS A V AILABLE $400,000 $399,532
3.
ESTIMATED PROJECT COSTING SUMMARY
I
_T-8-2008 Tender for Pickering Lawn Bowling Greens Phase II $359,532
Associated Costs
Consultants Fee 25,000
_Contingency - 15.000
Total $399,532
-
GST 19,977
. Total Gross Project Cost -- 419,509
-- --
GST Rebate --- ~n
c--. =="-
Total Net Project Cost . $399,532
------
r~
4.
[lroject Costs (under) Approved Funds
~
($468) I
June 24, 2008
Tender No. T-8-2008
Tender for Pickering Lawn Bowling Greens - Phase /I
Page 2
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the
financing of the expenditures contained in this report and concurs.
; Ii I. 6 ,
Sustainability Implications: The construction of a second lawn bowling green will enhance the
existing Pickering Lawn Bowling Green and continue to encourage the development of active,
healthy lifestyles through the provision CJ high quality programs as well as expand the numbers,
capacity and quality of lawn bowling programs.
Background:
The second Lawn Bowling Green and parking expansion was approved by Council in the 2008
Capital Budget. The Pickering Lawn Bowling Club has committed to contribute $200,000 for this
project.
The consulting firm of Cosburn Giberson Consultants Inc was retained by the Pickering Lawn
Bowling Club 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 Melfer Construction Inc. Melfer Construction Inc. references have
been checked and are deemed acceptable by the consultant (Bruce Johnson) and the .
Coordinator, Landscape & Parks Development. The Health & Safety Policy, Workplace Injury
Summary Report, WSIB Clearance Certificate and Certificate of Insurance as submitted by Melfer
Construction Inc. 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 exarnination of all tenders and relevant documents received, the Operations &
Emergency Services Department, recommends the acceptance of the low bid submitted by Melfer
Construction Inc. for Tender T-8-2008 in the amount of $377,508 (GST included) and that the total
net project cost of $400,000 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who concurs
with the foregoing. .
The Seniors Activity Centre is closed for annual maintenance the first two weeks of July. Approval
at this time would allow construction to commence while the Seniors Activity Centre is closed. It
will also allow for the timely seeding of the new lawn bowling green.
Upon your approval for this tender and associated costs we will proceed with an online requisition
to issue a Purchase Order.
June 24, 2008
Tender No. T-8-2008
Tender for Pickering Lawn Bowling Greens - Phase II
Page 3
Attachments:
7
1. location Map
2. Supply & Services Memorandum dated June 17, 2008
3. Cosburn Giberson Consultants -letter of Recommendation
sP~~
Gillis Paterson
Director, Corporate Services & Treasurer
Apprqved/Endorsed by
~.
T s J. Quinn
Chief Administrative Officer
~
SR:/g
.lune 24,2008
Tender No. T-8-2008
Tender for Pickering Lawn Bowling Greens -Phase II
Page 4
CULTURE & RECREATION DIVISION
Attachment For T'ender: T-8-2008
PICKERING LAWN BOWLING GREENS - PHASE II
i I! I,
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POPRAD AVENU E
SANGRO
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Lawn Bowling Greens Portion
. Installation of 1 new lawn bowling green and all supporting
infrastructure (drainage, irrigation, fencing, sod etc.)
. Installation of a new lighting
Parking Lots Work
. Installation of additional parking spaces and connecting road to the
north side of the East Shore Community Centre
LIMPandEIDesign Support\Capital Projects & SchedulingVltlachmenls for Tenders\2008\T-080B Liverpool Fast Shore.doc
CiiLJ 0#
9
To:
MEMO
Stephen Reynolds
Division Head, Culture & Recreation
From: Vera A. Felgemacher
Manager, SUpply & SeNices
June 12, 2008
Copy: Co-ordinator, Landscape & Parks
Development
Subject: Tender No. T-8-2008
Tender for Pickering Lawn
Bowlin Greens - Phase 1/
Tenders have been received for the above project by the closing date of June 11,2008. Seven
cOmpanies were invited to participate. An advertisement was placed in the Daily Commercial
News and on the City's Website yielding interest from additional bidders and a total of 13
companies picked up a tendering package for a non-refundable fee of $75.00. A mandatory site
visit was held on Friday, May 30, 2008, 12 bidders attended of which seven (6) bidders
responded and submitted a tender for this project and 1 bidder unable to bid.
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, ttem 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, all bids have
been retained for review at this time. .
Bidders
--.-..---
SUMMARY
PST included, GST included
Total Tendered Amount
$
After Calculation Check $
465,423.00
522,885.35
478, 653.00
522,885.35
-
550,747.44
629,046.81
653,638.44
UNABLE TO BID
Automatic rejection - Addendum not acknowledged. Purchasing By-
law No. 5900-01, Procedure No. PUR 010-001,10.04, Item 12,/B Item 3 (b), 17,
18 19; letter dated June 6/08; Addendum No.1.
--
-----
------
Pursuant to Information to Bidders Item 21, the following ~Ni" be requeste.J of the low bidder for.
your review_during the evaluation stage of this tender call.
I ! J
I I! j /) \_
(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 Po/icy 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
c~rrent CAD 7, NEER, or MAP reports may be submitted);
(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 followi~g 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 Melfer 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 becharged;
(e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding;
(9) related departmental approvals;
(h) any reason(s) why the low bid of Molfer Construction is not accoptable; dnd
(i) related comments specific to the project. .
Cosburn Giberson 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
fO. r t~. e unofficial bid results as read out at the Public .tender opening. Bidders will be advised of the
outc me in due course. .
If yo require further information, please feel free to contact me or a member of Supply & Services.
G~~~~\~emaCher
vf
Attachments
June 12, 2008
T-8-2008 Pickering Lawn Bowling Greens - Phase II
Page 2
COSBURN LANDSCAPE
GIBERSON ARCHITECTS
.., 1
. I
June 17,2008
, "';',<0,",'
CITY OF PICKERING
Pickering Civic Complex
1 The Esplanade
Pickering. Ontario L 1 V 6K7
Attention: Mr. Steve Reynolds
Re: Pickering Lawn Bowling Phase"
Green Construction - Tender
Results and Analysis
Our File No.: 1997
Further to the tender results for the above-noted project (closed on June 11. 2008) and
our meeting at your offices yesterday. we write to offer our recommendations for award
of this contract. As discussed at our meeting all bids received were above the available
budget for the project. We have provided our evaluation of the bids and offer
suggestions to bring the project within budgets.
As you will note. we have deducted the items of work discussed in our meeting from
each of the bids. These works include the proposed shade structures. a percentage of
the patio slab paving and site furniture. These items were also acceptable modifications
in the opinion of the Bowling Club and allow us collectively to arrive at the needed
savings for the project.
Melfer Construction Inc. the initial low bidder has remained as the low-bidder after these
savings are applied. We recommend that a contract be awarded to Melfer
Construction Inc. in the amount of $359.532.00 net of Goods and Services Taxes.
We trust that this is satisfactory to your requirementS for the project award. Please do not
hesitate to contact our offices. if we may be of further assistance in this matter.
Bru
Ass
BJ: sc
cc: Reg Lawrence. Pickering Lawn Bowling Club
Arnold Mostert. City of Pickering
Cosburn Giberson Consultants Inc. I 7270 Woodbine Avenue I Suite 100 I Markham I Ontario I L3R 489
Telephone 905-475-6988 I Fax 905-475-5930 I cosgib@rogers.com
COSBURN LANDSCAPE
GIBERSON ARCHITECTS
')
L.
TENDER EVALUATION
Project:
Owner:
File No:
Date:
Pickering law Bowling - Phase II - Green Construction
City of Pickering
1997
June 17, 2008
MontqOmerv
Melfer Cambium Site Rutherford MacEwen
Construction Contracting Diq-Con Contractinq ContractinQ
Item Description Inc. Inc. International Ltd. limited
Part A
1.0 Site Preparation & Demolition $43,314.00 $70,835.00 $45,564.50 $41,924.80 $54,036.71
2.0 Site Servicing $23,800.00 $35,820.50 $87.643.00 $39.758.02 $35.169.35
3.0 Paving and Edges $161,905.00 · $197,527.85 $142,478.25 $224,174.23 $279,677.34
4.0 Structures, Components, $103,070.00 $62,661.70 $158,483.55 $78,145.99 $63,035.18 ·
Furniture
5.0 Electrical Works $37,400.00 $38,185.00 $50,225.00 $43,128.08 $49,854.20
6.0 Soft Landscaping $11,061.00 $18,072.00 $22,277.50 $20,336.40 $21,013.30
7.0 Miscellaneous Works $9,000.00 $4.715.00 $10,700.00 $4,578.32 $6.405.00
Part A Subtotal $389,550.00 · $427.817.05 $517.371.80 · $452,045.84 $509,191.08 ·
Part B
Nort~.Parkinq Lot Ex~sion
Earth Excavation & Grading $13,800.00 $13,572.00 $8,917,50 $1,800,30 $13.927.80
Removals & Relocations $1,650.00 $204.00 $461.25 $608.21 $357.50
Parkinq Lot Construction
Granular Road Base $16,245.00 $15,220.00 $11,725.25 $26,339.55 $30,939.55
Hot Mix Asphalt $16,395.00 $24,045.00 $24,732.25 $19,226.90 $21,673.80
Adjustment to Existing Post $100.00 $265.00 $ 1 ~025.00 $608.22 $1.155.00
Precast Concrete Curb $1.260.00 $1,280.30 $14,350.00 $2,830.66 $1,535.10
Sodding/Seeding $1,900.00 $1.544.70 $3,116.00 $3,300.30 $1.776.50
Permanent Traffic Control Signs $1,200.00 $1,005.00 $1,025.00 $2,081.20 $1,700.00
Permanent Pavement Markings $700.00 $650.00 $5,125.00 $691.82 $440.00
Environmental
Erosion Controls $3.060.00 $4,743.00 $13.068.75- $4,301,85 $.1,098.87
Part B Subtotal $56.310.00 ' $62.529.00 $83,546.00 · $61,789.01 $77.604.12
Part C
Mobilization & Demobilization $5.000.00 $2,640.00 $.15.375.00 ~14.62 $8,635.00
J' ari.Q. Summary
Sub-Total Parts A, B, C $450,860.00 · $492,986.05 $616,292.80 · $519,759.47 $595,430.20 *
Testing Allowance: $5,000.00 $5,000.00 $5.000.00 $5.000.00 $5,000.00
G.S.T. @ 5% $22,793.00 · $24,899.30 S31.064.64 · $26,237.97 * $30,021.51 *
VERIFIED TOTAL 5478.653.00 · ~22.885..3.s 5652 357.44 · $550.997.44 * S630.451.1l *
" mathematical errors corrected
Cosburn Giberson Consultants Inc. I 7270 Woodbine Avenue I Suite 100 I Markham I Ontario I L3R 4B9
Telephone 905-475-6988 I Fax 905-475-5930 I cosgib@rogers.com
:3
Project:
Owner:
File No:
Date:
Pickering Law Bowling - Phase" - Green Construction
City of Pickering
1997
June 17. 2008
TENDER EVALUATION
POSSIBLE DEDUCTIONS
2.1 Water Connection $1.500.00 $610.00 $2.050.00 $2.738.42 $550.00
2.2 19mm Copper Line $1.700.00 $7.080.50 $4.105.50 $7.231.90 $7.700.15
2.3 Drinking Fountain $5,600.00 $9.400.00 $4.612.50 $8,540.10 $8,800.00
3.2 Paving New Green Sides $11.480.00 $14.104.00 $20,500.00 $23,636.50 $27.353.15
3.3 Paving under Shade $9.240.00 $11,220.00 $20.509.50 $21.537.45 $23,251.80
3.4 Paving South Green $14,000.00 $16.460.00 $20.500.00 $23,060.00 $28,042.00
4.1 Benches $20,800.00 $19.920.00 $17.424.00 $21,004.32 $15.400.00
4.2 Shade Structures $48,000.00 $12.480.00 $82,000.00 $22,137.92 $16.720.00 ·
4.3 Waste Receptacles $4.400.00 $3,540.00 $3.280.00. $4.379.40 $3,018.40
4.4 Timber Retaining $14.040.00 $9,744.00 $25.830.00 . $8.875.20 $7,920.00
7.0 Miscellaneous Works $9.000.00 $4.715.00 $ 10,700.00 $4,578.32 $6.405.00
Total Deductions $139.760.00 $109,273.50 $211,511.50 $147.719.53 $145,160.50
Revised Sub-total A.B.C $311. 100.00 $383,712.55 $404,781 .30 $372.039.94 $450,269.70
. RECOMMENDED DEDUCT/ONS
3.2 Paving New Green Sides .60% $6,888.00 $8.462.40 $12,300.00 $14,181.90 $ J 6.4 11.89
3.3 Paving under Shade $9.240.00 $11,220.00 $20,509.50 $21.537.45 $23,251.80
,
3.4 Paving South Green -60% $8.400.00 $9,876.00 $12,300.00 $13.836.00 $16,825.20
4.1 Benches .50% $10.400.00 $9,960.00 $8,712.00 $10,502.16 $7.700.00
4.2 Shade Structures $48,000.00 $12,480.00 $82,000.00 $22,137.92 $16,720.00.
4.3 Waste Receptacles $4.400.00 $3,540.00 $3,280.00 $4,379.40 $3,018.40
7.0 Miscellaneous Works $9,000.00 $4,715.00 $10,700.00 $4,578.32 $6.405.00
Total Deductions $96.328.00 $60.253.40 $149,801.50 $91.153.15 $90,332.29
Revised Sub-fotal A.B,C $354,532.00 $432,732.65 $466.491.30 $428,606.32 $505.097.91
Testing Allowance: $5.000.00 $5.000.00 $5,000.00 $5.000.00 $5.000.00
REVISED VERIFIED TOTAL EX GST ~59.532.0Q · S.431..1Jti~ ~n.4~ ~ ~~:t606~ * SSJ 0.097.1l *
Citlf o~
";7ACHt1,Ei', #~
t;L"C5 L/ t,l ' ,) 8'-
'i 'I
MEMO
To:
Thomas J. Quinn
Chief Administrative Officer
,,,,. '-""w.,,_,_ July, 15 2008
. .:c:0::J:-1Ut_J
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.,.,', ",'L..,fOPY CIRCUl c -.1 "6"
f 'I,.' '/~''''' ' "I". ',1
"","':,Yu,', J I '--ou, elL !
Division Head, Municipal Property & Engineering".,'":,',."""",:,,,,::,,,,, ",. -i--"'-::"'-_, --.,/1
J~:::~,;d(~.~~:~ lCAO MGi'.lTCOi',)
Subject: Tender-9-2008L,S:i~~.~E(mS OFFICE SUSTAlr,j""
Tender for Path Extension To Bus Loop at Sunbird Trail p.a,r*'~~'~~Y7 -'lrrEi.ER~ _._...)
F'I . A 1440 :":...:..:....-:.'.....:~-=-~.UHUI~]AI'J RES;
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Tenders have been received which closed on Wednesday, June 25~2008'f6rth~"constrnction'of
the'path extension from the Sunbird Trail Park to the bus loop on Whites Road and associated
plantings. Six companies were invited to bid and advertising resulted in additional bidders. Seven I
bidders submitted a tender for this project. ' ,.;1
Total Tendered After Calculation ~ )
Company Name , AI1)_ou~1-~_ Check $ ~-',{ C>rI .
OJ Con International Limited $94,398.15 $94,398.15 ~
Mont orne MacEwan 96,727.48 96,727.48
Mo al Construction 98,322.00 98,322.00
Elir a Construction 108,991.47 108,991.47
Ro al Crest Pavin & Contractin 115,374,00 115,374.00
Aloia Bros Concrete Contractors 126,479.85 125,431.95
JPK Contractin 99,400.35 205,240.35
From:
Everett Buntsma
Director, Operations & Emergency Services
Copy:
Recommendation:
1. That Report Tender T-9~2008 regarding the Path Extension to Bus Loop at Sunbird Trail
Park be received;
2. That Tender T-9-2008 submitted by Dig-Con International Limited for Path Extension To
Bus Loop At Sunbird Trail Park at a cost of $94,398.15 (GST included) be accepted;
3. That the total gross project cost of $112,878.15 (GST included) including the tender
,amount, and other associated costs and the total net project cost of $107,503.00 be
approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance the project
as follows:
____",,_' '...,'",. ,,', ';t~
(a) the sum of $91,915 to be funded from the Development Charges Reserve Fund-
Parkland Development & Trails;; I:)
(b) the sum of $15,588 to be funded from the City's share - Development Charges (DC)
Reserve;
(c) the Treasurer is authorized to take any actions necessary in order to effect the
foregoing; and
5. That the appropriate City of Pickering officials be authorized to take necessary action to
give effect thereto.
Executive Summary: As part of the 2007 Parks Capital Budget, Sunbird Trail Park
Development and Whites Road Bus Loop Plantings was approved as a construction project. The
Sunbird Trail park development component, including playground construction and the installation
of playground equipment has been completed. The entire project was estimated to cost $200,000
with the path works and plantings estimated to cost $130,000. Upon completion of the park
development component, there is approximately $121,000 available. Tender T.9-2008 for the
pa ~nd plantings was issued on Friday, June 6, 20tra and. closed on Wednesday,June
25, 2008 wi~ven (7) bidders responding. <The total gross project cost is estimated to be
~. 878.15 forAln estimated net cost to the City of $1 O~.503.00 (net ofGS.Jfebate). ) . .
~._..::-.. . (~t;' <,--I- C -;:r) -r-tr.
The City's purchasing policy requires staff to reporYto Coundl of! results of the tender and
financing in order to proceed with this project in a timely manner. Due to Council's summer
recess approval from the Chief Administrative Officer is being sought in order to proceed.
Financiallniplications:
1.
TENDER AMOUNT
r T -9-2008
GST
Sub- Total
GST Rebate
Total
$89,903.00
$4,495.15
$94,398.15
~495.15}
$89,903.00
July 15, 2008
Tender T-9..2008
Tender for Path Extension To Bus Loop at
Sunbird Trail Park
Page 2
2.
6
APPROVED SOURCE OF FUNDS
Parks Ca 'ital Budget
Location Proiect Code
Sunbird Trail 5780.0706.6129
I Park
I
Source cf Funds Bucqet Required I
RF DC-Parkland 103,455 91,915 I
Development & Trails 15,588 I
R DC-City's Share 17,545
FUNDS A V AllABlE 121,000 . 107,503
3.
ESTIMATED PROJECT COSTING SUMMARY
T-9-2008 - Tender for Path Extension To Bus loop'
At Sunbird Trail Park
$89,903.00
Associated Costs
Materials Testing
Consultant Fees
Miscellaneous Costs
Construction Contingency
GST
2,500.00
2,600.00
2,500.00
10,000.00
5,375.15
$'112,878.15
Total Gross Project Cost
GST Rebate
(5,375.15)
$107,503.00
Total Net Pro'ect Cost
4.
Project Cost under (over) Approved Funds
$13,497.00 I
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the .
financing of the expenditures contained in this report and concurs.
July 15, 2008
Tender T-9-2008
Tender for Patrl Extension To Bus Loop at
Sunbird. Trail Park
Page 3
Attachments:
1. Location l\.lap
2. Supply & Services Memorandum dated June 26, 2008
3. Health & Safety Memorandum dated July 3, 2008
" 7
.~ l f
Prepared By:
~--".
arrell 8. Selsky, C.E.T., C
Superviso , Engineering &
Everett Buntsma
Director, Operations & Emergency Services
Vera A. Felgemacher
C.P.P., CPPO, CPPB,C.P.M., CMM III
Manager, Supply & Services
~M~
k Gillis A. Paterson .
'0 Director, Corporate Services & Treasurer
.I ~'
I cN'Richard . Holborn, P. Eng.
. Division Head .
Municipal Pr~perty & Engineering
DS:nw
Attachments
_Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City unci ."
N'
July 15, 2008
Tender T-9-2008
Tender for Path Extension To Bus Loop at
Sunbird Trail Park
Page 5
"' .:':,
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g MUNICIPAL PROPERTY & ENGINEERING
Attachment For Tender: T-9-2008
PATH EXTENSION TO BUS LOOP
SUNBIRD TRAIL PARK
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SWAN PL.
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
The construction of a 2,Om wide asphalt pathway from Sunbird Trail Park to the bus loop on
Whites Road, including the installation of box culverts, guardrails, path lighting, planting and
associated earthworks,
LIMPandEIDesign Support\Capital Projects & SchedulinglAttachmen/s for Tenders\2008IT-09.08 Sunbird Trail walkway. doc
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:',"' \CHMENT;q: _2-_ Rt?O:~T;F-!"'L~f,-1"A" 4 ;U,Z)(/.-'Vf
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MEMO
To:
Richard Ho/born
Division Head
Municipal Property & Engineering
June 26,2008
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, .
Engineering & Capital Works
Subject: Tender No.T-9-2008
Path Extension to Bus Loop at
. Sunbird Trail Park
Tenders have been received for the above project.. Six companies were invited to bid. An
advertisement was placed in the Daily Commercial Ne'A'S and on the City's website yielding
. interest from additional bidders. Thirteen companies received a tendering package for a non-
refundable fee of $50.00. Seven {7} bidders submitteda tender for this project.
A copy of the Record of Tenders Opened a.nd 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 extc?i13i::.ns will be corrected. accordingly,
which has been done. . .
All deposits other than the low three bidders may be! (,';; :ned to t;,J applicable bidders as
provided for by Purchasing Procedure No. PUR 01 0-00 1, Item 10.C3(w). However, all bids
have been retained and copies are attached for evalu2t:cn.
"...,:....,.;.',..> >',
SUMMARY
PST/GST INCLUD~::D
T~T:9.~~~~i( r=Dl>."-FTER~~t3E~8~~~~J~~ii!
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.....,.... ,CQMPANYNAME/.
Dig Con International Limited
Mont orne MacEwan
Mo al Construction
Elir a Construction
Ro alcrest Pavin & Contractin
Aloia Bras Concrete Contractors
JPK Contractin
96,727.
98,32?CU
-----
108,_99-' .4L_
115 ~-'/: (I.,
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126,4/'~~." .
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9 ,32:2.00
108,991.47
115,374.00
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2"15,2/".35
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Extensj~ms have been checked and Dig Con Internat: ~':;: 'Y:= 3ars to be low bidder,
Advise of as soon as possible jf we are to proceed t J (~. ~u~st Health & Safety documentation of
the low bidder, pursuant to Information to Bidder.3 :'? ,-,-:~,? 21 and 22, for review during the
evaluation phase of this tender call.
(a) a copy of the Health & Safety Policy to be used on U~::; project;
(b) a copy of the current Workplace Injury Summary S'3pcrt issued by vVorkplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of
the current CAD 7, NEER, or MAP reports may [;9 :~',,:;::',l;:ted);
(c) a copy of the current Certificate of Clearance is?'_~':=; b~/ Workplace Safety & Insurance
Board;
(d) the City's certificate of ,insurance shall be cOlTiJI= ~(<; by the bidder's ase~t, broker or
insurer;
(e) Waste Management Plan, (18 - Item 22}.
Include the following items in your Report to Council:-
(a) if items (a) through (d) noted above, are accc;" ,.' , the Safety & Training Co-
ordinator;
(b) any past work experience Dig Con Internatione! i:~ ":'.,,;(1g work location;
(c) without past work experience, if reference infc, r. ' :: ::; acCe;)la~;G;
(d) the appropriate account number(s) to which tll:3 v,icrk i~~ to be charged;
(e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding;
(g) related departmental approvals;
,(h) a'ny reason(s) why the low bid of Dig Con Intern(l~:Jn:]1 is not acceptable; and
(i) related comments specific to the project. '
vf
attachment
June 26, 2008
'1'-9-2008 Path Extension to Bus Loop - Sunbird
Trail
Page 2
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CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
~. . c. ITYSTAPF'..~RESENT. 'p..:.
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Tender Description:
Tender No. T -9-2008
Bidder Name
Bid Deposit
Mapa! Construction Limited
/0 ':10
J.PK Contractino Ltd.
~i~ 000
I Aloia Bros. Concrete Contractors 1.;3':i; 000
Dig Con
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Montgomery MacEwen
Contractin
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[::C.A R../',q.-
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SUNBIRD RA!LPARK - PATH EXTENSION TO BUS LOOP
. D~te: Wednes.ckq, June 25,,2008 Time: Approx. 2:15pm
Total Amount
Tendered
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iI 191 qOO. 3S-
c6 /.2(0 .lj 7Q, of::
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d>q'l. 39'6-# i<;"
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rz5//5", 3 7'1.00
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. OTHER
COMMENTS
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MEMO
Vera Felgemacher
Manager Supply and Services
R-E-e-E+V-E D
JUL 4 2008
To:
July 3" 2008
CITY OF PICKERING
MUNICIPAL PROPERTY & ENGINEERING
From: Michelle Montgomery ~
Coordinator, Health & Safety
Subject: T-9-2008
Path Extension to Bus Loop
At Sunbird Trail, Pickering
biG CoN
As requested I have reviewed the following documents submitted by the above prospective
contractor: ' .' .
Copy:
. Health and Safety Regulations -a7MA yoa
. ' CAD-7 Calculations Statement as 'of 15SEP07
e WSIB Clearance Certificate 05MA YOS
.. Certificate of Insurance -Commercial General Liability F.xpiry OlJUL08
-Automobile Uabilily Insurance Expiry 2SfvlAR09
From a Health & Safety perspective, these documents are acceptable.
If you have any questions or concerns, please contact me directly at ext.4645.
t J~l ),.JYtjJmtLrU
~~merLJ.
Reviewed Documentation
Attachments:
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1/11'MI'IJ... ,
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MEMO
To:
From:
Copy:
Subject:
Thomas J. Quinn
Chief Administrative Officer
August 14, 2008
Everett Buntsma ...,......C..'\i()), .^
Director, Operations & Emergency Services .::.'...........~.......A.A. U~ :.::5.1IID.Vtf=.....'t/ /}
" ....::..:::.(--t?ffi}7i".j~
Director, Corporate Services & Treasurer.. '''66'p,/ {;mcu~~.f\ .
Division Head, Culture & Recreation .' ~.:.:.:,;';;~i:'.~=:==I~j~~:'~;1'0~(~;~~~:.'::'j
Division Head, Facilities Operations . Iii
. .. . . ~::(':u!\\c:n.. P~{C.l f Cr-'C~ ~\!;(Jil,rrCO:.I,i.f :i
M a I nte na nce Mechan IC, Fa cllJtfes ";;::t:-:;::-':,;:':,:;:;~,-:-'-"'''i-+-::;:-'.:':-c:-;:.::;:.--:~-i
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Tender No. T-11-2008,.. ;!.'j~~~tXV l.! HUIV:M.,! Hl.'~-1 . i
Tender for Supply & Installation of Humidification Syste~~F.!.:~)~~~;EI:j'C:JTr;~j;.S:'...::::~-~~~:""
P. k . C" C I ; ! CUt tic HEC ; i CL;";.:'c',,';f
IC enng IVIC omp ex ("T~',-:"~--'---'-"-i' ...1.;-..;.:.:.:.....::.............
File: F-5400 r..t:;f~}t-~:...~:~:.:....:t..+~<~'-:~.:.:.::-:::'.;,:.. ....
Tenders have been received which closed on Wednesday, July 23, 2008 for the supply and
installation of a humidification system at the Pickering Civic Complex. Seven (7) companies were
invited to participate, of which three (3) bidders attended a mandatory site meeting and submitted
a tender for this project.
SUMMARY
GST included
Bidders Total Tendered Amount $ After Calculation Check $
Gimco Limited 237,897.00 237,897.45
l Canadian Tech Air Systems Inc. 244,386.00 244,440.00
--
Bird Mechanical Ltd. 252,000.00 252,000.00
Recommendations:
1. That Tender Report T-11-2008 for the supply and installation of a Humidification System at the
Pickering Civic Complex be received;
",__,',' ~''''''''n
/4
4. The Director, Corporate Services & Treasurer has agreed that the project will be financed as
provided for in the 2007 and 2008 Capital Budget:
a) the sum of $80,000 to be funded from Federai Gas Tax monies previously allocated in
the 2007 Capital Budget;
b) the sum of $36,000 to be funded from Federal Gas Tax monies allocated in the 2008
Capital Budget;
c) the sum of $85,000 to be funded from Federal Gas Tax monies allocated in the Library's
2008 Capital Budget;
d) the combined total of the above 2007 and 2008 approved Budgets is $201,000.
~
5. Subsequent to the 2008 Budget approval, City staff was successful in applying for a grant from '
the Ministry of Energy and Infrastructure to b sed" specffica!ly for this project in the amount of
$46,500, thus minimizing the over-expenditu to $7069.45. lJie sum of $46,500 will be funded
from the approved grant from the Ministry of En '. flG-l-nttastructure.
6. The Director, Corporate Services & Treasurer has also agreed to finance the over-expenditure
of $7,069.45 from under-expenditures in the 2008 Current Budget
7. At the time of writing, the Ministry of Energy and Infrastructure has indicated their willingness
to renegotiate the grant amount due to the current construction costs submitted by the lowest
bidder being significantly higher than the original estimate. Any increase in grant amount as a
result of this re-negotiation will be used to cover the anticipated over-expenditure and any
further excess will be used to reduce the portion funded by the Federal Gas Tax Reserve
Fund.
8. Staff were unaware of the grant at the time of budget and it was applied for in July 2008. The
Province has approved the grant specifically for this project. As Council has approved the
project and the grant can only be applied to it, the Director Corporate Services & Treasurer has
agreed to the revised financing which will reduce the draw required from the Federal Gas Tax
Reserve Fund.
EXECUTIVE SUMMARY:
As pari of the 2008 Culture & Recreation Capital Budget, the replacement of the Humidification
System for the Pickering Civic Complex, including the Central Library, was approved as a
construction project. This project was originally budgeted for in 2007, and then carried forward
into 2008 as the scope of the total project was increased.
August 14, 2008
Tender No. T-11-2008
Tender for Supply & Installation of
Humidification System
Pickering Civic Complex
Page 2
The entire project was estimated to .-;ost $201,000 and was to be funded entirely from Federal
Gas Tax due to the energy savings and environmental components. During the budgeting
process, an application for grant funding was submitted to the Ministry of Energy and
Infrastructure from the City's Office of Sustainability. ; 5
The total project cost with recent tenders has come in higher than estimated due to market \
conditions. However, the City has been successful in receiving a grant in the amount of $46,500
from the Ministry of Energy and Infrastructure, thus minimizing the required ever-expenditure to
approximately $7,OOO.OO.~ . - -
--
-
Financial Implications:
1. TENDER AMOUNT
I T-11-2008
GST
Sub-Total
GST Rebate
Total
$226,569.45
11,328.00
237,879.45
(11,328.00)
$226,569.45
2. APPROVED SOURCE OF FUNDS
Culture & Recreation Ca ital Bud et
Proiect Code Source of Funds . BudQet Required
5700.0705.6181 . Federal Gas Tax $80,000.00 $80,000.00
5700.0810.6181 Federal Gas Tax 36,000.00 36,000.00
5800.0829.6181 Federal Gas Tax 85,000.00 85,000.00
MECF Grant _ ~6,500.00
l F u ~ ds A vai!~~ le____.._________~Z_Qj_!~QQ~9.~______.__.___1?!?1.~oq~Q.Q.
3. ESTIMATED PROJECT COSTING SUMMARY.
r T-11-2008
~ssociated Costs
T-11-2008
Consultant Fees
Tender & Misc. Costs
Contingency
Total Costs
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
4.
r"iJroject Cost under (over) Approved Funds
L.
$226,569.45
20,000.00
6,000.00
2,000.00
254,569.45
12,728.47
267,29"1.92
(12,728.4Z2
l254..?69.15
- ($7,069.45) I
August 14, 2008
Tender No. T-11-2008
Tender for Supply & Installation of
Humidification System
Pickering Civic Complex
Page 3
Prepared By:
;6
Approved/Endorsed By:
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Everett Bl,Jn m
Director, Gperations & Emergency Services
--
Tony Prevedel
Division Head, Facilities Operations
~
- -- .--..'.::/ ~-"~~:- -
5l ~~. ~._-_._.._-----
Gillis Paterson
Director, Corporate Services & Treasurer
TP:mld
I all)/
August 14, 2008
Tender No. T-11..2008
Tender for Supply & Installation of
Humidification System.
Pickering Civic Complex
Page 4
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ADMINISTRA. lION DEPART~IEl'TT
CLERK'S DIVISION
7
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MEMOR.Pu~TIUM
MA.Y L 0 2002
. .
CORPORATF :-cH>\,"( ''':C,
. .. ...) _.' } ." I _,Jr.':-\
May 27, 2002
TO: Tom Quinn, Chief Administrative Officer
Gil Paterson, Director, Corporate S~rvices & Treasurer
FROM: Bruce Taylor, Clerk
SUBJECT: Referrals from Council Meeting of May 21,2002
Please be advised that the Council of the City of Pickering passed Resolution #80/02, Item #4, at th,
Council Meeting of May 21, 2002, as follows:
1. That Repori to Council CAO 04-02 seeking authorization by the Chief Administrative
Officer to act in Council's approval capacity on behalf of Council during any recess,
break or absence of City Council be received; and
2. That subject to the Council approved Purchasing Policy & Procedure, the Chief
Administrative Officer be authorized to act in Council's approval capacity on bebalf
of Council during any recess, break or absence of City Council on the condition that:
a) such actions are in compliance v,~th the Purchasing Policy & Procedure as
approved under Resolution 136/01; and
b) tbe costs thereof are within the budget previously approved by Council; and
c) a report respecting those approvals is subsequently submitted to Council.
3. That appropriate officials of the City of Pickering be authorized to give effect thereto-
',J
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Bruce Taylor
./
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Copy: T.J. Quilln, Chief Administrative Officer
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TT(\CH.. -'M. i:;. n"11: /:,
~. ;f'\ ~I ;o..j'-;~ j 'Il__~
nCI:'()!)T.u "C Ll4 ~ ,jC:(
fHOof q!l'\ r1"__L~_" I v;(...,;
g INTER-DEPARTl\tlENT~~L l\tIEMORAc~DUlVl
CLERK'S DIVISION
DATE:
June 6, 2000
RECEIVED
CITY OF PICKERING
JUN 0 6 2000
TO:
G. . Paterson
Director, Corporate Services & Treasurer
CORPORATE SERVICES
FROM:
Bruce Taylor
City Clerk
Please be advised that the Council of the City of Pickering passed Resolution 85/00, Item #1 at
the Council Meeting of June 5, 2000, as follows:
That Report to Council CS 12-00 regarding authority for the Director, Corporate Services
& Treasurer to recommend project financing approval during recesses of Council be
received, and
1. The Director, Corporate Scr'viccs & Treasurer be authorized to recommend and
approve project financing to the Mayor and Chief Administrative Officer for
projects contained in the annual capital budget or current budget, during
recesses of City Council; and
2. That appropriate officials of the City of Pickering be authorized to give effect
thereto.
This resolution is sent to you for your information.
~
L--__________
Bruce Taylor, City Clerk
ee. Y.I. Quinn, Chief Administrative Officer