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Home My WebLink AboutOES 51-09 Cirq REPORT TO COUNCIL I KERING Report Number: OES 51-09 224 Date: September 21, 2009 From: Everett Buntsma Director, Operations & Emergency Services Subject: Replacement of Air Handling/Air Conditioner Unit - Pickering Recreation Complex - Tender No. T-18-2009 - File: A-1440-001-09 Recommendation: 1. That Report OES 51-09 of the Director, Operations & Emergency Services regarding the replacement of the Air Handling/Air Conditioner Unit at the Pickering Recreation Complex be received; 2. That Tender T-18-2009 submitted by Plan Group Inc./ACE Services at a cost of $74,025 (GST included) be accepted; 3. That the total gross project cost of $84,525 (GST included) and a net project cost of $80,500 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 $80,500 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 replacement of the Air Handling/Air Conditioner Unit at the Pickering Recreation Complex was approved by Council in the 2009 Capital Budget for the total amount of $100,000. Bids have been received and acceptance of the low bid submitted by Plan Group Inc./ACE Services is recommended. Report OES 51-09 September 21, 2009 Subject: Replacement of Air Handling/Air, Conditioner Unit Page 2. 225 Financial Implications: 1. TENDER AMOUNT T-18-2009 $70,500 GST 3,525 Sub-Total 74,025 GST Rebate (3,525) Total $70,500 2. APPROVED SOURCE OF FUNDS Operations & Emergency Services Department Capital Budget Location Project Code Source of Funds Budget Required Pickering 5731.0903.6178 Federal Gas Tax $100,000 $80,500 Recreation Complex FUNDS AVAILABLE $100,000 $80,500 3. ESTIMATED PROJECT COSTING SUMMARY T-18-2009 $70,500 Tender & Miscellaneous Costs 2,000 Construction Contingency _ 5,000 Consultant Fees 3,000 Total Project Costs 80,500 GST 4,025 Total Gross Project Cost 84,525 GST Rebate (4,025) Total Net Project Cost $80,500 Project Cost under (over) approved funds by $19,500 CORP0227-07/01 revised Report OES 51-09 September 21, 2009 Subject: Replacement of Air Handling/Air Conditioner Unit 226 Page 3 Sustainability Implications: The existing air handling unit has reached the end of its useful life cycle. Replacement of the unit will result in higher efficiencies and thereby lower energy costs, in keeping with the City's sustainability mandate. Background: Bids have been received to the tendering call, which closed on Wednesday, August 26, 2009 for the replacement of the Air Handling/Air Conditioner Unit 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 ten (10) bidders attended of which seven (7) 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-18-2009 in the amount of $74,025 (GST included) and that the total net project cost of $80,500 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Supply & Services Memorandum dated August 27, 2009 2. Record of Tenders Opened and Checked ~I CORP0227-07/01 revised Report OES 51-09 September 21, 2009 Subject: Replacement of Air Handling/Air Conditioner Unit Page 4 227 Prepared By: Approved / Endorsed By: Tony revedel Everett sma Division Head, Facilities Operations Director, Operations & Emergency Services Gillis Paterson Director, Corporate Services & Treasurer Vera A. Felgem cher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services TP:mld Copy: Chief Administrative Officer Recommended for the consideration of Pickering City un T J. Quinn, MR C M III ie Admini raf a Offic CORP0227-07/01 revised I 'I AT i NCHMENT## TO REPORT S/-6q ~of 228 PICKERING MEMO To: Tony Prevedel August 27, 2009 Division Head, Facilities Operations From: Vera A. Felgemacher Manager, Supply & Services Copy: Subject: Tender No. T-18-2009 Tender for Replacement of Air Handling/Air Conditioner Unit - Pickering Recreation. Complex Closing Date: August 26, 2009 Tenders have been received for the above project. Nine (9) companies were invited to participate. An. advertisement was placed in the. Daily Commercial News and on the City's Website. Eight (8) bidders picked up tendering packages. A mandatory site visit was held on Tuesday, August 11, 2009 and ten (ten) bidders attended of which seven (7) 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 Amount After Calculation Check $ Plan Group Inc./ACE Services $74,025.00. $74,025.00 Prairie Plumbing Ltd.. $75,614.70 $75,614.70 Mack Mechanical Solutions Inc. $108,150.00 $108,150.00 -Royal Windsor Mechanical Inc. $120,750.00. $120,750.00 Canadian Tech Air Systems Inc. $145,405.05 $145,405.05 Bird Mechanical $147,000.00 $147,000.00 Nekison Engineering $163,081.00 $171,150.00 TO REPORT #4LL5/-0G of r2 229 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, manufactures 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) 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. r If y u require further information, please feel free to contact me or a member of Supply & Serv ces. VAF/jg. Attachments August 26, 2009 Tender No. T-18-2009 Page 2 Tender for Replacement of Air Handling/Air Conditioning Unit - Pickering Recreation Complex 230 U) A'>0**"tS NT w 0 EJ Z_ .N. Z ~ - Q55 E U) O U ui i c E o o g CL Z, X' O v Q y D ¢ Y i= o ' p X11' W :D 2 m rn U e CD .o fV Z co to a (7 Q = N Z m z 0 Q = 3 W Z c D w Y W c Q oQ 2 U CL ~ Q H Cn o a) O W U c o Q me Q) 0 U W. a) a i- Q LL E O U 0 Obi n >1 a w p p c i +a\ ` CI\ ` O N Czl co r 0 p O Z a~ Q) :E > to m u, U) N cn m _0 a) CD (D a) a) cu d } } } } } Q a) F C Q) ci LlZ C = U ~ ) C N i v7. U ui O U \ N a m U) LL Z U) O s -6 W U) U Q _ a) J a L U. U C U U) (D co m U E `O C F co L "O E ' uj C: V C D U o o o a ~ U O ca O cB Z U m 0 .