HomeMy WebLinkAboutOES 50-09
REPORT TO
COUNCIL
I ~KERING Report Number: OES 50-09
Date: September 21, 2009
217,
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Tender for Hot Water Boiler Replacement - Pickering Recreation Complex
- Tender No. T-17-2009
- File: A-1440-001-09
i
Recommendation:
1. That Report OES 50-09 of the Director, Operations & Emergency Services
regarding the Hot Water Boiler Replacement at the Recreation Complex be
received;
2. That Tender T-17-2009 submitted by Plan Group Inc./ACE Services at a cost of
$111,825 (GST included) be accepted;
3. That the total gross project cost of $138,075 (GST included) and a net project
cost of $131,500 including the tender amount and other associated costs be
approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a) the amount of $131,500, as provided for in the 2009 approved Capital
Budget for the Pickering Recreation Complex, to be financed through
Federal Gas Tax Funding;
b) the Director, Corporate-Services & Treasurer be authorized to take any
actions necessary in order to affect the foregoing; and
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: The energy audit undertaken at the Pickering Recreation
Complex in 2008 identified a number of sustainable projects, as reported previously in
Report Number OES 17-09. As a result of the energy audit, Council approved the Hot
Water Boiler Replacement at the Pickering Recreation Complex in the 2009 Capital
Budget for the total amount of $200,000.
Report OES 50-09 September 21, 2009
Subject: Tender for Hot Water Boiler Replacement - Pickering Recreation Complex
2 - Tender No. T-17-2009 Page 2
Bids have been received, and acceptance of the low bid submitted by Plan Group
Inc./ACE Services is recommended.
Financial Implications:
1.
TENDER AMOUNT-
T-17-2009 $106,500
GST 5,325
Sub-Total 111,825
GST Rebate (5,325)
Total $106,500
2.
APPROVED SOURCE OF FUNDS
Operations & Emergency Services Department Capital Budget
Location Project Code Source of Funds Budget Required
Pickering 5731.0904.6178 Federal Gas Tax $200,000 $131,500
Recreation
Complex
FUNDS AVAILABLE $200,000 $131,500
3.
ESTIMATED PROJECT COSTING SUMMARY
T-17-2009 $106,500
Tender & Miscellaneous Costs 2,000
Construction Contingency 20,000
Consultant Fees 3,000
Total Project Costs 131,500 .
GST 6,575
Total Gross Project Cost 138,075
GST Rebate (6,575)
Total Net Project Cost $131,500
Project Cost under (over) approved funds by $68,500
Sustainability Implications: This project is a direct result of an energy audit
undertaken at the Pickering Recreation Complex in keeping with the City's mandate on
CORP0227-07/01 revised
Report OES 50-09 September 21, 2009
Subject: Tender for Hot Water Boiler Replacement - Pickering Recreation Complex
- Tender No. T-17-2009 Page ~ 1 9
sustainability. Replacement of the hot water boilers will increase efficiency to 88%,
thereby saving energy by lowering gas consumption. The payback period through
energy savings is estimated at two years.
Background: _ Bids have been received to the tendering call, which closed on
Wednesday, August 26, 2009 for the Hot Water Boiler Replacement at the Pickering
Recreation Complex. An advertisement was placed in the Daily Commercial News and
on the City's website. A mandatory site visit was held on Tuesday, August 11, 2009
and sixteen (16) bidders attended of which eight (8) bidders responded and submitted a
tender for this project.
The low bid was submitted by Plan Group Inc./ACE Services. 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 Plan Group Inc./ACE Services 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 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 Plan
Group Inc./ACE Services for Tender No. T-17-2009 in the amount of $111,825 (GST
included) and that the total net project cost of $131,500 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
CORP0227-07/01 revised
Report OES 50-09 September 21, 2009
Subject: Tender for Hot Water Boiler Replacement - Pickering Recreation Complex
220 -Tender No. T-17-2009 Page 4
Attachments:
1. Supply & Services Memorandum dated August 27, 2009
2. Record of Tenders Opened and Checked
Prepared By: Approved / Endorsed By:
Tony ev del Everett Bunts
Division Head, Facilities Operations Director, Operations & Emergency
Services
Gillis Paterson
Director, Corporate Services &
Tre urer
T
era A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
TP:mld Manager, Supply & Services
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City Cou•
Th a . Quinn, D R, M I I I
Cfiief Administrativ fficer
CORP0227.07/01 revised
ATTACHMENT#-J- TG IZEPCJItT#SQ- Q
of
Ci o0 221
rail
PICKERING MEMO
To: Tony Prevedel August 27, 2009
Division Head, Facilities Operations
From: Vera A. Felgemacher
Manager, Supply & Services
Copy:
Subject: Tender No. T-17-2009
Tender for Hot Water Boiler Replacement - Pickering Recreation Complex
Closing Date: August 26, 2009
Tenders have been received for the above project. Twelve (12) companies were invited to
participate. An advertisement was placed in the Daily Commercial News and on the City's
Website. Thirteen (13) bidders picked up tendering packages. A mandatory site visit was held
on Tuesday, August 11, 2009 and sixteen (16) bidders attended of which eight (8) bidders
responded and submitted a tender for this project.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit
prices and extensions; unit prices shall govern and extensions will be corrected accordingly,
which has been done.
All deposits other than the low three bidders may be returned to the applicable bidders as
provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). Three (3) bids have
been retained for review at this time.
SUMMARY
PST & GST included
Bidder Total Tendered After Calculation Check $
Amount $
Plan Group Inc./ACE Services $111,825.00 $111,825.00
Hone ell $171,675.00 $171,675.00
Mack Mechanical Solutions Inc. $178,290.00 $178,290.00
Royal Windsor Mechanical Inc. $180,600.00 $180,600.00
Ma lerid a Mechanical $202,125.00 $202,125.00
Bird Mechanical $231,000.00 $231,000.00
Nekison Engineering $264,013.00 $275,835.00
Canadian Tech Air Systems Inc. $272,025.60 $272,025.60
Gimco Ltd. Unable to Bid
ATTACHMENT# l TORE PORT #_LL5__5&Qg
_ of
222
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;
(b) a copy of the current Workplace Injury Summary Report issued by Workplace
Safety & Insurance Board (in lieu of the Workplace Injury Summary Report
document, a copy of the current CAD 7, NEER, or MAP reports may be submitted);
(c) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d) the City's certificate of insurance or approved alternative form shall be completed
by the bidder's agent, broker or insurer;
(e) list of all equipment, manufacturer's and quantities who will be carrying out any part
of this Contract in accordance with GC Item 22, (page 17);
(f) list of sub-contractors in accordance with GC Item 26, (page 18);
(g) detailed engineered solution to replace the three (3) existing boilers with
three new units of equal capacity and improved efficiency in accordance with
Specifications Item 3 (page 25). In accordance with Information to Bidders Item 22.
As a minimum, the solution must identify the minimum operating efficiencies of
the proposed boilers.
In addition, a request to acknowledge by signature the City's Accessibility Regulations for
Contracted Services and request to provide their Accessibility Training Policy if available. .
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 Plan Group Inc./ACE Services 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 Plan Group Inc./ACE Services is not acceptable; and
(i) related comments specific to the project.
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 y, u require further information, please feel free to contact me or a member of Supply &
Se ces.
VAF/j~
Attachments
August 26, 2009
Tender No. T-17-2009 Page 2
Tender for Hot Water boiler Replacement - Pickering
Recreation Complex
TTA HM NT * -ORE PORT # ~ -SO- ~dI
W 223
O
U
j
Z_
Z
C9
W
X
a) CL E O
m j
E -7
O N
U X
C
O ov t, r.
Q m
p ai E a
R' Q -o
2 Q)
cm F_
W Y I C~ c~ r
U
C) N
z C w 7'D
U' Q N
E Z m
r
Z ~ cc
w co rn C o
W Z w
LLJ
U n R ¢ ¢
d O O
LL cn
o
C O w
L
z ~m \ \ \
U~ = o a
LL
O
C)
o Cn`~
C N m ° fl o
Q
o z
L C N
Q~ N Cum
c a)
a~
c Z
U C wn \
W
cn ~ c
E T
z L) U_
L {
E U Q
O L C) Q U 2c\
N
cu CL 'a
UL C V o L) c p U'
NO
W cu (D a 2 Y O
C6 0
c c _0 L) a) O Ca m - Ca 0 E
z z U ~ m d ~ ~ C~