HomeMy WebLinkAboutOES 21-10
155
eitq REPORT TO
EXECUTIVE COMMITTEE
ICKERING Report Number: OES 21-10
Date: September 7, 2010
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Roof Replacement - Pickering Public Library
- Tender No. T-16-2010
- File: A-1440-001-10
Recommendation:
1. That Report OES 21-10 of the Director, Operations & Emergency Services
regarding Roof Replacement at Pickering Public Library be received;
2. That Tender T-16-2010 submitted by T. Hamilton & Sons Roofing at a cost of
$265,504.80 (HST included) be accepted;
3. That the total gross project cost of $296,692 (HST included) and a net project
cost of $296,692 including the tender amount and other associated costs be
approved;
4. That Council authorizes the Director, Corporate Services & Treasurer to finance
the project as follows:
a) the sum of $140,000 to be funded from the Federal Gas Tax Grant, as
provided for in the 2010 approved Capital Budget for the Library be
increased to $267,180;
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.
i
Report OES 21-10 September 7, 2010
5 6
Subject: Roof Replacement - Pickering Library
Tender No. T-16-2010 Page 2
Executive Summary:
The roof replacement at Pickering Library was approved by Council in the 2010 Capital
Budget for the total amount of $350,000. A green roof was approved to replace a
portion of the Central Library Roof to reduce leaks and improve energy usage (including
support brick work). The green roof project was tendered under No T-01-2010. This
tender resulted in a low bid of $512,400, a $162,400 over the approved Capital Budget.
Staff retendered with a substitute white roof. White roof coatings are applied on a
variety of roof substrates or membranes for a variety of reasons. For example, white
roof coatings provide protection against water, chemicals, or physical damage.
Additionally, white roof coatings protect a roof against excessive temperatures and UV
radiation by reflecting visible light and stopping ultraviolet radiation. White roof coatings
provide three key attributes as part of a roofing system:
1. The ability to help shed water and keep interiors dry
2. The ability to help reduce cooling costs for buildings with A/C units, and to help
reduce interior temperatures on buildings with no cooling units.
3. The ability to protect and prolong the roof system life cycle by reducing the
"thermal shock" stress associated with large temperature changes.
The existing roof structure has reached the end of its useful life cycles and is currently
experiencing failure in several key areas. Replacement of the roof structure will
complete the replacement of the Library roof and resolve the leakage issues, resulting
in the reduction of maintenance costs as well as improving the insulation factors. In
addition the replacement of the existing roof with a white roof system will provide
increased energy efficiency.
The roof replacement project resulted in a tender price of $82,820 under the approved
budget, in accordance with the low tender.
Financial Implications:
1. TENDER AMOUNT
T-16-2010 $234,960.00
HST (13%) 30,544.80
Sub-Total 265,504.80
HST Rebate (11.24%) (26,409.50)
Total $239,095.30
CORP0227-07/01 revised
Repo"100 21-10 September 7, 2010
Subject: Roof Replacement - Pickering Library
Tender No. T-16-2010 Page 3
2.
APPROVED SOURCE OF FUNDS
Library Capital Budget
Location Project Code Source of Funds Budget Required
T-16-2010
White 5800.1008.6181 Debt-5 year $210,000 $0
Roofing
Installation 5800.1008.6181 Federal Gas Tax Grant 140,000 140,000
Additional 5800.1008.6181 Federal Gas Tax Grant 0 127,180
funds
required
FUNDS AVAILABLE $350,000 $267,180
3.
ESTIMATED PROJECT COSTING SUMMARY
T-16-2010
$234,960
Tender & Miscellaneous Costs $2,600
Construction Contingency 25,000
Total Project Costs 262,560
HST (13%) 34,132
Total Gross Project Cost 296,692
HST Rebate (11.24%) 2( 9,512)
I
Total Net Project Cost $267,180
Project Cost under (over) approved funds by $82,820
The roof replacement at the Pickering Public Library was originally budgeted to be
funded 60% by a five-year debentures issue and 40% Federal Gas Tax Grant.
The green roof project has now been substituted with a white roof project. This roof
replacement will resolve leakage issues, improve insulation and provide increased
energy efficiency resulting to this project now being eligible for 100% funding from the
Federal Gas Tax Grant.
CORP0227-07/01 revised
Report OES 21-10 September 7, 2010
Subject: Roof Replacement - Pickering Library 158
Tender No. T-16-2010 Page 4
Sustainability Implications:
The existing roof structure has reached the end of its useful life cycle, and is currently
experiencing failure in several key areas. Replacement of the roof structure will resolve
the leakage issues, resulting in the reduction of maintenance costs as well as improving
the insulation factors. The White Roof will provide improved insulating effect and assist
in reducing energy costs.
Background:
Bids have been received to the tendering call, which closed on Wednesday, July 7,
2010. The original closing date of April 28, 2010 was extended via addendum #1 for the
replacement of the roof structure for the Pickering Library roof. An advertisement was
placed in the Daily Commercial News and on the City's website. A mandatory site visit
was held on Thursday, June 17, 2010 and thirteen (13) companies attended of which
six bidders responded with bids.
The low bid was submitted by T. Hamilton & Sons Roofing Inc. This company's
references have been checked and are deemed acceptable by the Director, Operations
and Emergency Services
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 Eileen Roofing Inc have been reviewed by the Coordinator,
Health & Safety and are deemed acceptable. The Certificate of Insurance has been
reviewed by the Manager, Finance & Taxation. In conjunction with staff's review of the
contactor'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 T.
Hamilton & Sons Inc for Tender No. T-16-2010 in the amount of $265,504 (HST
included) and that the total net project cost of $267,180 be approved.
This report has been prepared in conjunction with the CEO Library and the Manager,
Supply & Services who concurs with the foregoing.
CORP0227-07/01 revised
I
1 W OES 21-10 September 7, 2010
Subject: Roof Replacement - Pickering Library
Tender No. T-16-2010 Page 5
Attachments:
1. Supply & Services Memorandum dated July 8, 2010
2. Record of Tenders opened and checked
Prepared By: Approved / Endorsed By:
winn vere Buntsma
upervisor, Facilities Operations Director,. Operations & Emergency
Services
Vera A. Felgemacher Gillis Paterson
C.P.P., CPPO, CPPB, C.P.M.,. CMM III Director, Corporate Services &
Manager, Supply & Services, Treasurer
01A~
Caryn Kong Cathy Gran
Senior Financial Analyst Chief Executive Officer, Library
- Capital & Debt Management
MD:mld
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickeri i Co
Tony Prevedel
Chief Administrative Officer
CORP0227-07/01 revised
cftf a~
ATTACHMENT#-I _ Q REPC)R7 # 62 0
1 of a
PI-CKERING MEMO, 60
To: Everett Buntsma July 8th, 2010
Director, Operations & Emergency Services
From:. Vera. A. Felgemacher
Manager, Supply & Services
Copy: Mike Dwinnell
Supervisor, Facility Operations
Subject: Tender No. T-16-2010
Tender for Roof Replacement at the Pickering Public Library
Closing: Wednesday, July 7th, 2010
File: F-5400-001
Tenders have been received for the above project. An. advertisement was placed in the Daily
Commercial News and posted on. the City's website allowing companies to download the tendering
documents and drawings for this project. Thirteen (13) bidders signed-in at the mandatory site visit
held on Thursday, June 17th, 2010 at 10:OOAM of which six (6) submitted a 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, ftem 10.03 (r) provides checking tendered unit prices and
extensions; unit prices shall govern and extensions will be corrected accordingly, which has been
done:
Copies of the tenders are attached for your review along with the summary of costs.
SUMMARY
Harmonized Sales Tax included
Total Tendered
Bidder v After Calculation Check
Amount
Eileen Roofing Inc. $316,400.00 $316,400.00
T. Hamilton & Sons Roofing Inc. $265,504.80 $265,504.80
I
~T~r EPORT#~ a lO
Tenders received from the followingrdd~rereQec
161
Bidder Reference
Automatic rejection - Bid does not acknowledge
f-JN Roo fing
addenda Reference: Purchasing By-law No. 5900-01,
rtex Roofing Procedure No. PUR 010-0011 10.04, Item 7-12;
Information to Bidders Items 3(b), 7, 15, 16, 18, 26, 271
- Crawford Roofing Corporation Advertisement; City of Pickering Website, Supply &
Services, General Information - General Instructions,
Aseal Roofing & Sheet Metal Ltd. Item 1; and City of Pickering Website, Current Bid
Opportunities - Downloading Instructions.
Pursuant to Information to Bidders Item 19, the following will be requested of the l bidder for
to
your review during the evaluation stage of this. tender call..Please advise when you wish
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 Workpiace 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;
Include the following items in your Report to Council:
(a) if items (a) through (c) noted above, are acceptable to the Co-ordinator, Health & Safety;
(b) if item (d) - Insurance -'is acceptable to the Manager, Taxation;
(c) without past work experience, if reference information of the low bidder T. Hamilton & Sons
Roofing Inc. is acceptable;
(d) the appropriate account number(s) to which the project 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 T. Hamilton & Sons Roofing 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 ou require further information, please feel free to contact me or a member of Supply &
S ices.
VAF/ar
Attachments
July 8 , 2010 Page 2
Tender No. T-16-201.0
Tender for Roof Replacements at the Pickering
Public Library
ATTACH MENT# 52 TO REPORT# DES D
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