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Home My WebLink AboutOES 18-02 '008 Cilq 0/ REPORT TO COUNCIL FROM: - Richard Holborn Division Head Municipal Property & Engineering DATE: April 30, 2002 REPORT NUMBER: OES - 018-02 SUBJECT: Tender T -11-2002 - Tender for Park and Playground Construction Request for Proposal- RFP-I-2002 - Playground Equipment RECOMMENDATION: 1. 2. 3. 4. - 5. That Tender No. T-1l-2002 submitted by Serve Construction Limited, for park and playground construction, in the amount of $191,794.00 7% G.S.T. extra, be accepted, and That Request for Proposal No. RFP-I-2002 submitted by HendersonRecreation Equipment for the supply and installation of playground equipment in various parks in the amount of $167,681.68 G.S.T. extra, be accepted, and That a total project cost of$499,ÒI0.92 including the Tender amount 8!1d other project costs be approved, and That funding in the amount of$500,000.00 including transfers from Parkland (#4230) Reserve Fund be approved, and That Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; and a) Debt financing in the amount of $60,000.00 for a period not exceeding 10 years, at a rate of 6% per annum, be approved for Western Waterfront Trail Development in Bruce Hanscombe Park; Financing and repayment charges in the amount of approximately $9,600.00 be included in the annual Current Budget for the City of Pickering commencing in 2003 and continuing thereafter until the loan is repaid; The Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's Debt and Financial Obligations approved Annual Repayment Limit for debt and other financial obligations for 2002 as established by the Province for municipalities in Ontario; b) c) d) The Treasurer be authorized to take any actions necessary in order to effect the foregoing. - ORIGIN: Year 2002 Capital Budget Account Number - 2718-6129 Project Code - 02-2718-001-01 - Erin Gate Park - new construction Project Code - 02-2718-001-02 - Summerpark Park - new construction Project Code - 02-2718-001-09 - Western Watemont and Duffins Trail Development (note: only $60,000 of this budget is required at this time) 100,000.00 25,000.00 300,000.00 " Report to Council OES 018-02 Date: April 30, 2002 009 Subject: Tender T-II-2002 - Tender for Park and Playground Construction Request for Proposal- RFP-I-2002 - Playground Equipment Page 2 Account Number - 2718-6181 Project Code - 02-2718-006-00 - Playground Equipment Replacements Project Code - 02-2718-006-03 - Edging and Safety Surface - 340,000.00 25,000.00 AUTHORITY: Year 2002 Capital Budget FINANCIAL IMPLICATIONS: 1. Tendered Amount T -11-2002 - Park and Playground Construction Major Oaks Park Beechlawn Park Bruce Hanscombe Park (including Western Waterfront Trail Development) Glendale Park Erin Gate Park Mulmer Tot Lot Summerpark Park Whitevale Park "",... * additional cost to contract for construction of playground at Sir John A. Macdonald P.S.. (added to budget after tendering process). (estimate) Total Amount - T-II-2002 RFP - 1 - 2002 - Playground Equipment Major Oaks Park Beechlawn Park Bruce Hanscombe Park Glendale Park Erin Gate Park Mulmer Tot Lot Whitevale Park * additional cost to contract for installation of play structure at Sir John A. Macdonald P.S. * additional cost to contract for installation of swing set at Summerpark Park - Total Amount - RFP-I-2002 Sub Total- T-II-2002 + RFP-I-2002 G.S.T. G.S.T. Rebate Total Tendered Amounts $181,794.00 10,000.00 191,794.00 146,721.47 18,984.21 1,976.00 167,681.68 359,475.68 25,163.30 ( 14,378.31) $370,260.67 010 ~ Report to Council OES 018-02 Subject: Tender T-II-2002 - Tender for Park and Playground Construction Request for Proposal - RFP-I-2002 - Playground Equipment Date: Apri130, 2002 Page 3 APPROVED SOURCE OF FUNDS: - 2. Year 2002 Capital Budget Capital paid ITom property taxes Parkland Reserve Fund Debt Financing Total Approved Funds $125,000.00 365,000.00 60.000.00 $550,000.00 3. Estimated Project Costing Summary T -11-2002 - Parks and Playground Construction RFP-I-2002 - Playground Equipment Various Parks Playground Safety Surfacing Benches and Waste Receptacles Materials Testing Project Contingency - Sub Total G.S.T. G.S.T. Rebate Total Project Cost $191,794.00 167,681.68 60,000.00 35,000.00 5,000.00 25.000.00 484,475.68 33,913.30 (19.378.06) $499,010.92 4. I Project Cost (over) under Approved Funds $50,989.08* *NOTE: Remaining funds are required for the installation of additional pathway connections in Erin Gate Park (to be tendered and completed this summer) as part of Project Code 02-2718- 001-01 EXECUTIVE SUMMARY: RFP-I-2002 involves the supply and installation of play structures and swing sets in various City of Pickering parks. The installation of this equipment is required to replace existing playground equipment that is in poor condition or to provide play opportunities in parks that currently do not have equipment. The terms of the contract allow the City of Pickering to purchase additional identical structures and swing sets at the established unit prices if required. It is recommended that one additional play structure for installation at Sir John A. Macdonald P.S. (added during budget deliberations) and an additional swing set for installation at the new Summerpark Park, be purchased through this RFP contract at the established unit prices. .-. T -11- 2002 involves the construction of playground areas and pathways in various City of Pickering parks, including approximately $60,000.00 for the development of the Western Waterfront Trail in Bruce Hanscombe Park. Park construction items typically include the development of concrete curbed play areas, concrete bench and waste receptacle pads, the installation of asphalt pathways and related park items that may be required such as drainage structures, trees, topsoil, sod, and seed. The terms of the contract allow the City of Pickering to draw on the contract unit prices to complete additional park construction works as required. It is recommended that the construction of a playground area at Sir John A. Macdonald P.S. be approved for completion under the terms of this contract. Report to Council OES 018-02 Date: April 30, 2002 Subject: Tender T-11-2002 - Tender for Park and Playground Construction Request for Proposal- RFP-1-2002 - Playground Equipment 011 Page 4 Other Project Costs that have been identified include the supply and installation of playground safety surfacing, the supply and installation of standard park benches and waste receptacles and an allowance for construction materials testing. It is recommended that these additional estimated project costs be approved and that City staff obtain competitive bids for the completion of this work. The balance of funds, approximately $51,000.00 will be used for pathway connections in Erin Gate Park and will be tendered and completed in summer 2002. - BACKGROUND: Bids for T-11-2002 were received on Wednesday, April 17, 2002. Six (6) comparues were invited to bid on this project; and the City received ten (10) bids at the time of closing. The low bidder, Serve Construction Limited have not completed similar projects for the City in the past, but a check of their references has been deemed acceptable by the Supervisor, Muru.cipal Works. Proposals for RFP-I-2002 were received on Friday, March 15, 2002. Ten (10) comparues were invited to bid on this project, and the City received rune (9) bids at the time of closing. An evaluation team, consisting of members from the Municipal Property & Engineering Division and the Supply & Services section was established to review each proposal and make recommendation for the award of the contract. The evaluation team met on Tuesday, March 19, 2002 to review each submission in detail and score each according to play value, appearance, durability, warranty, maintenance and service. The evaluation team recommended that Henderson Recreation Equipment Limited be awarded the contract. The Health and Safety Policy, a list of personnel trained, and the CAD 7 form issued by Workplace Safety and Insurance Board, as submitted by Serve Construction Limited have been reviewed by the Supervisor, Murucipal Works and are deemed acceptable. - Upon careful examination of all tenders, request for proposals and relevant documents received (Health and Safety Policy, CAD 7 form, Workplace Safety and Insurance Board clearance, etc), I recommend the acceptance of the low bid by Serve Construction Limited in the Tendered amount of $191,794.00 (G.S.T. extra) and the Request for Proposal from Henderson Recreation Equipment in the amount of $167,681.68 (G.S.T. extra) and a Capital project cost of$499,010.92. ATTACHMENTS: 1. Supply and Services memorandum dated April 18, 2002 2. Record of tenders opened and checked ".... Report to Council OES 018-02 Date: April 30, 2002 () 12 Subject Tender T-11-2002 - Tender for Park and Playground Construction Request for Proposal - RFP-1-2002 - Playground Equipment Page 5 - Ever t tsma Director, Operations & Emergency Services ~ Approved: . .t¿æ~ Ri ard Holbo 1M JGil aterson ivision Head, Municipal Property & Engineeriagv '-Director, Corporate Services & Treasurer BDK Attachments (RTCT -018-2002) Recommended for the consideration of Pickering City Council Copy: Chief Administrative Officer Director, Corporate Services & Treasurer Supervisor, Municipal Works I' - - 01:1 - -,,-----_._,------ ATTACHMENT# I TO REPORT # OE~, Ol<6-o~ /jJ~ ' CORPORATE SERVIŒS DEPARTMENT SUPPLY & SERVICES April 18,2002 To: Richaxd Holbom Division Head Municipal Property & Engineering ~ amie Bronsema Inspector, ,- Landscape & Parks Development From: Vera Felgemacher Manager, Supply & Services Subject: Tender No. T -11- 2002, Tender forPlaygrmmd Construction Tenders have been received for the above project - Six companies were invited to pàrticipate. An advertisement for this project appeared in the Daily Commercial News, News Advertiser ComInunity Page and the City's Website which yielded interest from bidders. Fourteen (l4) companies picked up tendering documents for a non-refundable fee of $40.00 per set. A copy of the Record of Tenders Opened and Checked used at the public tender op~ning ís attached. Purchasing-Procedure No. PUR 010-011, Item 10.03 (r) provides checkhig tendered unit prices and extensions; unit prices shall govern and extension will be coITected accordingly. . , , , Purchasing Procedure No. PUR 010-011, Item 10.04 (w) permits that ,all deposits other than the low three bidders may be returned to the applicable bidders, which has been completed. . Summary , (PST included, GST included) - :CCJIJ~I~ill~~' '. " , ,tCþt:!J...:H~i¡dc.~reil ' ,> ;~tic.. '(:IlJc.~(;l~~'(i(~~~' ',-' , ,,",',.,:, '--'-""'. ....'n....:~ ..':.j\~!~.ji~i~i!~-!i!,,',.'..,:'::,:clif'4;.'$.: . Serve Construction Limited 194-,519.58 194,519.58 Melfer Construction Inc." 199,294.46 199,294.46 . Wyndale Paving Co. Ltd. . 208,745~82 208,745.82 Roya1crest Paving & Contracting Ltd. 210,417.64 210,417.64 . PenninsulaFence & Landscaping 229,709.67 229,709.67 Kon Stroct 234,891.75 234,891.75 , ]PAC Paving Ltd.' 242,858.97, 242,858.97 Cambium Site Contracting Inc. . 252,385.79 252,385.79 . Harnden & King Construétion Inc. 262,719.42 262,719.42 LOC Pave Construction Ltd. 270,710.00 270,710.00 Pursuant to Information to Bidders Item 21. the following are being requested of the low bidder for your review during the evaluation stage of this tender call: a) a copy of the Confined Space Entry Procedure document to be used on this project b) list of the employees trained in the Confined Space Entry Procedure whó will be working on this ~w . . c) a copy of the Health and Safety policy to be used on this project; and d) a copy of the eUITent CAD 7 form or Cost and Frequency Report issued by Workplace Safety & Insurance Board. . /2 014 - --------.---- ATTACHMENT#-L TO REPORT # OE..5 Ol¡-oz.... ~~ ~2 D I T-1l-2002 Tender for Playground Construction Please review copies of the attached tenders. Include the following items in your Report to Council: - a) if items (a) and (b) noted above, are acceptable; b) any past work experience with Sèrve Construction Ltd. including work l~ation; c) without past work experience, if reference information is acceptable; d) .a work location map; .. e) the appropriate account number(s) to.which this work is to be charged; f) the budget amount(s) assigned thereto; g) Treasurer's. conflITIlation of funding; h) related dep~:ctmental approvals; . i) any reason(s) why the low bid of Serve C.9nstruction Ltd. is not acceptable; and j) related comments specific to th~ project. . . If you require further information, please feel free to contact me. t ot~ Vera F~lg acher. Manager, Supply & Services Ibt att. .-.. Tender Description: .153 ItkJe:¡-.' N~1ìl ê: ""., } CITY OF Plri<ERING RECORD OF TENDERS vl'ENED ÀND CHECKED Playground Construction Tender No.: T-11/2002 Time: Cambium Site Contracting Inc :l3fq'D~PP.~it,,:::::'~::':,:":l:,;~i:.:f~;~t~r~rt:'tp. .. Ken Struct Lac Pave Construction Ltd. Melfer Construction Penninsula Fence & Lands Royalcrest Paving & Contracting . Ltd. (£5 ,Serve Construction Ltd. Wyndal~ Paving Co. Ltd. NIA . ,:.;:;:,~~~ij~~~~~'$~' - Date: Wednesday, April 17th, 2002 þ Approx.2:15pm . -lBHD.~e.R.S;$\~'N IN: -<' .;.',..'.' . 'GQMME.~t~t . .. M~pal Construction £ctr7 --1'R~ ----- ;;¡¡ ",. ~.x~ -- -- -, ) Late - returned uhopened ;:¡ ;J () :r: 3: m Z -f . :::: £I~ . --i 0 ;:;0 m ""U 0 ;;0 -¡ ~ Ie::,. 1m c:. - C><) 6 ~ .- '-- , ...... 'i~