HomeMy WebLinkAboutOES 42-09
Cary REPORT TO
EXECUTIVE COMMITTEE
PICKERING Report Number: OES 42-09
299 Date: July 6, 2009
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Roof Replacement - Pickering Public Library and Fire Hall #2
- Tender No. T-12-2009
- File: A-1440-001-09
Recommendation:
1. That Report OES 42-09 of the Director, Operations & Emergency Services
regarding Roof Replacement at Pickering' Public Library and Fire Hall #2 be
received;
2. That Tender T-12-2009 submitted by Crawford Roofing Corporation at a cost of
$214,200 (GST included) be accepted;
3. That staff be authorized to negotiate with the low bidder to undertake the
additional roofing work at Petticoat Creek and Whitevale Library, at a cost not to
exceed the project costing as outlined in the report;
4. That the total gross project cost of $259,350 (GST included) and a net project
cost of $247,000 including the tender amount and other associated costs be
approved;
5. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a) the sum of $65,000, as provided for in the 2009 approved Capital Budget
for Fire Services, to be financed through property taxes
b) the sum of $74,000 as provided for; in the 2009 approved Capital Budget
for Libraries-Central & Whitevale and Petticoat Creek Library and
Community Centre, to be financed through Provincial Grants-Investing in
Ontario
c) the amount of $100,000, as provided for in the 2009 approved Capital
Budget for Library-Central, to be financed through Federal Gas Tax
funding
d) the additional amount of $8,000 for'iPetticoat Creek Library and
Community Centre Roof Rehabilitation to be funded from Federal Gas Tax
i
Report OES 42-09 July 6, 2009
Subject: Roof Replacement - Pickering Public Library and Fire Hall #2
Tender No. T-12-2009 Page 2
300
e) the Director, Corporate Services & Treasurer be authorized to take any
actions necessary in order to affect the foregoing; and
6. That the appropriate City of Pickering offigials be authorized to take necessary
action to give effect thereto.
Executive Summary: The roof replacement at Pickering Public Library and Firehall
#2 was approved by Council in the 2009 Capital Budget for the total amount of
$265,000. An allowance of $5,000 was approved in the 2009 Capital Budget for a roof
rehabilitation design at Petticoat Creek Community Centre and Library.
The existing roof structures have reached the end of their useful life cycles and currently
are experiencing failure. in several key areas. Replacement of the roof structures will
resolve the leakage issues, resulting in the reduction of maintenance costs as well as
improving the insulation factors.
Since the time of budget approval, staff have been made aware of additional roof
leaking issues at the Whitevale Library, as well as confirmation of a budget cost for the
roof replacement at Petticoat Creek Community Centre & Library. The marginal
additional costs to undertake these two (2) additional roof repairs have been estimated
at $21,000 and can be accommodated from savings from this low tender result. The
four (4) roof replacement projects combined are $23,000 less than the approved
budget, in accordance with the low tender.
Financial Implications:
1.
TENDER AMOUNT
T-12-2009 $204,000
GST 10,200
Sub-Total 214,200
GST Rebate (10,200)
Total 204,000
CORP0227-07/01 revised
Report OES 42-09 July 6, 2009
Subject: Roof Replacement - Pickering Public Library and .Fire Hall #2
301 Tender No. T-12-2009 Page 3
2.
APPROVED SOURCE OF FUNDS
Central Library Capital Budget
Operations & Emergency Services Department,Capital Budget
Location Project Code Source of Funds Budget Required
T-12-2009
Roofing 5800.0913.6181 Federal Gas Tax $100,000 $100,000
Repair -
Central Provincial Grants- 100,000 61,000
Library Investing in Ontario
Whitevale 5800.0913.6181 Provincial Grants- 0 5,000
Library Investing in Ontario
Roof for 5340.0925.6181 Property Taxes 65,000 65,000
Firehall #2
Roof 5719.0910.6181 Provincial Grants-
Rehabilitation Investing it Ontario 5,000 8,000
(PCCC)
Federal Gas Tax 0 81000
FUNDS AVAILABLE $270,000 $247,000
3.
ESTIMATED PROJECT COSTING SUMMARY
T-12-2009
$204,000
Tender & Miscellaneous Costs 2,000
Construction Contingency 20,000
Allowance for Petticoat Creek and Whitevale Library Roof 21,000
Repairs
Total Project Costs 247,000
GST 12,350
Total Gross Project Cost 259,350
GST Rebate 1( 2,350)
Total Net Project Cost $247,000
Project Cost under (over) approved funds by $23,000
CORP0227-07/01 revised
Report OES 42-09 July 6, 2009
Subject: Roof Replacement - Pickering Public Library and Fire Hall #2
Tender No. T-12-2009 Page 4 302
Sustainability Implications: The existing roof structures have reached the end of
their useful life cycle, and are currently experiencing failure in several key areas.
Replacement of the four roof structures will resolve the leakage issues, resulting in the
reduction of maintenance costs as well as improving the insulation factors.
Background: Bids have been received to the tendering call, which closed on
Wednesday, June 17, 2009 for the replacement of the roof structure for the Pickering
Public Library and Firehall #2. Eleven (11) companies were invited to participate. An
advertisement was placed in the Daily Commercial News and on the City's website. A
mandatory site visit was held on Tuesday, June 11, 2009 and eleven (11) companies
attended of which seven (7) bidders responded and submitted a bid for this project.
The low bid was submitted by Crawford Roofing (Corporation. This company's
references have been checked and are deemed acceptable by the Division Head,
Facilities Operations.
The Health and Safety Policy, Clearance Certificate issued by Workplace Safety and
Insurance Board (WSIB), the WSIB Cost and Frequency Record and Certificate of
Insurance as submitted by Crawford Roofing Corporation have been reviewed by the
Coordinator, Health & Safety and are deemed acceptable. In conjunction with staffs
review of the contactor's previous work experienge and bonding available on this
project, the tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the Facilities
Operations Division recommends the acceptance of the low bid submitted by Crawford
Roofing Corporation for Tender No. T-12-2009 in; the amount of $214,200 (GST
included) and that the total net project cost of $247,000 be approved.
In addition to the two roof replacements allowed for in the recent tender call, staff have
recently been made aware of additional roof leaking issues at the Whitevale Library, as
well as confirmation of a budget cost for the roof replacement at Petticoat Creek Library
and Community Centre.
The additional funds required under the Roof Reh, abilitation (Petticoat Creek Library and
Community Centre (PCCC) will be funded by both Provincial Grant Investing in Ontario
($8,000) and Federal Gas Tax ($8,000). The original budget ($5,000) for this project
was to be funded from Provincial Grant only, but with the additional cost requirement
and to be consistent with the funding treatment of the Roofing Repair - Central Library,
it is deemed appropriate to draw additional funds,,from Federal Gas Tax and that the
total cost for this project be shared 50/50 between the Provincial Grant and the Federal
Gas Tax.
CORP0227-07101 revised
Report OES 42-09 July 6, 2009
Subject: Roof Replacement - Pickering Public Library and Fire Hall #2
303 Tender No. T-12-2009 Page 5
Due.to the fact that the City has received a very favourable tender result for the current
tender, staff recommend including the work required for the two additional roofs
(Petticoat Creek and Whitevale) at an estimated cost of $21,000 into the tender as a
negotiated extra.
This report has been prepared in conjunction with the CEO, Public Library, the Fire
Chief and the Manager, Supply & Services who concurs with the foregoing.
Attachments:
1. Supply & Services Memorandum dated June 17, 2009
2. Record of Tenders opened and checked
Prepared By: approved orsed By:
.
Tony Prevedel Everett Bunts
Division Head, Facilities Operations Director, Operations & Emergency
Services
Gillis Paterson
Director, Corporate Serv' es &
Treasurer
Douglas
Fire Chief
CORP0227-07/01 revised
Report OES 42-09 July 6, 2009
Subject: Roof Replacement - Pickering Public Library and Fire Hall #2
Tender No. T-12-2009 Page 6 304
Cathy Grant
CEO, Pickering Public Libraries
Vera A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
TP:mld
Copy: Chief Administrative Officer
Recommended for nsideration
ZofPickering C C ncil A
x'23 d
T o s J. Qui DMR, CMM II
Chief Administrative Officer
I
CORP0227-07/01 revised
ATTACHMENT#TO REPORT# 0~'*a-09
305 Of
• MACK4ER
MEMO
To: Tony Prevedel June 17, 2009
Division Head, Facilities Operations
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Facilities Operations
Subject: Tender No. T-12-2009
Tender for Pickering Public Library & Pickering Fire Hall # 2 Roof Replacement
Closing: June 17, 2009
Tenders have been received for the above project. An advertisement was placed in the Daily
Commercial News and on the City's Website. Eleven (11) companies were invited to
participate. A mandatory site visit was held on Thursday, June 11, 2009, eleven (11) bidders
attended of which of which seven (7) bidders responded
A copy of the Record of Tenders Opened and Chocked 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 govem 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). Three (3) bids have
been retained for review at this time.
SUMMARY
PST & GST i' eluded
Bidder Total Tendered Total Tendered After After
Amount Option 1 Amount Option 2 Calculation Calculation'
(Base Bid) (Alternate Bid) Check $ Check $
Crawford Roofing Corp. $214,200.00 No Bid $214,200.00 No Bid
Trio Roofing Systems $233,100.00 No Bid $233,100.00 No Bid
Inc.
T. Hamilton & Son $236,388.60 No Bid $236,388.60 No Bid
Roofing Inc.
Aseal Roofing & Sheet $258,825.00 ;'No Bid $258,825.00 No Bid
i
ATTACHMENT# f TOREPORT# 0L'S4 OCJ
o2_ of .1 306
Metal Ltd.
Nortex Roofing Ltd. $266,070.00 No Bid $266,070.00 No Bid
Sproule-Specialty Unable to bid
Roofing Ltd.
Flynn Canada Unable to bid
Pursuant to Information to Bidders Item 21, the following will be requested of the low bidder for
your review during the evaluation stage of this tender call. Please advise when you wish us to
proceed with this task.
(a) a copy of the Health and Safety Policy to be used on this project, currently dated and
signed;
(b) a copy of the current Cost and Frequency Report issued by Workplace Safety & Insurance
Board (in lieu of the Cost and Frequency 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
(received with submission)
(d) the City's certificate of insurance completed by the bidder's agent, broker or insurer Q;
(e) list of sub-contractors.in accordance with GC Item 32,
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 Crawford Roofing Corp. 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 Crawford Roofing Corp. is not acceptable; and
(i) related comments specific to the project.
Please do not disclose any information to enquiriias 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 &
S rvices.
C`
VF/jg
Attachments
June 17, 2009
Tender No. T-12-2009 Page 2
Tender for Pickering Public Library & Pickering
Fire Hall #2 Roof Replacement
ATTACHMENT #sA._'TOREPORT# 1
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