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HomeMy WebLinkAboutCOD-047-09Clair.~~gto~ ~~a ~ War REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 22, 2009 ~~solu~ ~~~P~-`tsi-~ 9 Report #: COD-047-09 File # By-law #. Subject: TENDER NO. CL2009-26 - ORONO ARENA ROOF REPLACEMENT Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-047-09 be received; 2. THAT the actions taken by the Director of Operations, Chief Administrative Officer and the Purchasing Manager with respect to the award of CL2009-26 Orono Arena Roof Replacement to the compliant low bidder Bel-Con Design-Builders, Belleville, be endorsed. C ~ ~--~ ~- Submitted by: Director of Corporate Services ancy yl , B. .A Director of fginance reasurer MMUDBIBH 40 Reviewed by: ~ ~' ~`"~- ~ ~~J ranklin Wu, Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 3A6 T (905)623-3379 F REPORT NO.: COD-047-09 PAGE 2 1. BACKGROUND AND COMMENT 1.1 At their meeting of June 9, 2009 Council approved Report #COD-040-09 authorizing staff to proceed with the award of a roof replacement contract for the Orono Arena. A copy of the report is attached as Schedule "A". The purpose of this report is to provide the details of the tender call and the award for Council information. 1.2 Tender specifications were provided by Barry Bryan Associates (BBA) Limited for the Orono Arena Roof Replacement as required by the Operations Department. 1.3 Tenders were publicly advertised in the local paper as well as electronically. Subsequently, four tenders were received and tabulated as per Schedule "B" attached. 2. ANALYSIS 2.1 The bid submission from Wheelwright Group Incorporated, Weston, Ontario was deemed non-compliant as the performance surety was not enclosed. 2.2 After review and analysis of the bids by the Operations Department, BBA Limited and Purchasing, it was mutually agreed that the low bidder, Bel-Con Design-Builders Limited, Belleville, Ontario, be awarded for the contract for the Orono Arena Roof Replacement project. 2.3 The references for Bel-Con Design-Builders Limited were checked and were satisfactory. 2.4 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Operations. 3. FINANCIAL 3.1 The required funds for this acquisition total $208,520.00 (plus G.S.T.) and fall within the allocated 2009 Capital Budget for Operations. REPORT NO.: COD-047-09 PAGE 3 4. CONCLUSION 4.1 In accordance with Report COD-040-09 authorized by Council, the contract has been awarded to Bel-Con Design-Builders Limited, Belleville, Ontario for the Orono Arena Roof Replacement. Based on the contract work schedule, the project will be completed by August 31, 2009 barring poor weather conditions. 5. INPUT FROM OTHER SOURCES 5.1 This report has been reviewed by the Purchasing Manager, with the appropriate department and circulated as follows: Concurrence: Director of Operations Attachments: Attachment 1 -Schedule "A", Report COD-040-09 Attachment 2 -Schedule "B°, Bid Summary Schedule "A" Clarln~ton Lradeng the Way Meeting: COUNCIL REPORT CORPORATE SERVICES DEPARTMENT Date: June 1, 2009 Report #: COD-040-09 File # By-law #. Subject: TENDER NO. CL2009-26 - ORONO ARENA ROOF REPLACEMENT Recommendations: It is respectfully recommended to Council the following: 1. THAT Report COD-040-09 be received; 2. THAT staff be authorized to proceed with the award of a contract for the replacement of the Orono Arena Roof based on the compliant low bid received on Tender # CL2009-26 on the approval of the Director of Operations and the Chief Administration Officer; 3. THAT the funds required be drawn from Account #110-36-370-83683-7401 in the amount of $290,300.00 with additional funds to an amount of $200,000.00 if needed, be drawn from the Creating Jobs, Building Ontario funds set aside for the Newcastle Fire Station Replacement; 4. THAT the Mayor and Clerk be authorized to execute the necessary agreement; and 5. THAT staff report to Council on the results of the tender call and the contract award. Submitted by: Reviewed by: e arano, H.B.Sc., C.M.O., Director of Corporate Services n ( d IM-~ Nanc Taylor, B.B.A., C.A., CCC~~y ~~` Director of FinancelTreasurer MMIJDBUcm r+miKiin vvu, Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-4169 Schedule "A" REPORT NO.: COD-040-09 PAGE2 1. BACKGROUND AND COMMENT 1.1 , In 2008 the Director of Finance Report #FND-018-08 identified and approved funding in fhe amount of $310,000.00 for fhe complete reptacemertt of fhe Oroho Arena Roof dice to rapidly deteriorating conditions. To date there is a commitment of $19,700.00 for consulting services leaving a balance of $290,300.00 for the roof replacement. 1.2 A public tender has been issued with a closing date of June 11, 2009. 1.3 Just prior to issuance of the tender two issues came to light that require approval of Council in order to proceed with an expedited tendering process and deal with the anticipated budget shortfall. The two issues are as follows: • Due to the short time allowed for work of this nature to be completed at the arena (August 30, 2009) it is imperative that the award process be shortened as much as possible. By pre- authorizing an award up to 3 weeks can tie made available for the completion of the work. Even with the added three weeks the schedule is extremely tight. A further review of the condition of the roof ident~ed additional work required to maintain the facility. This work includes replacement of heat tracing in the roof gutter; removal and replacement of steel gutter and the addition of nine (9) galvanized steel downspouts. In addition, a review of a recent similar project in the area has resulted in a reassessment and an increase in the estimate of the actual roof replacement cost. The original estimate was set at $310,000.00. The revised estimate is $351,600.00. With the addition of the heat tracing, steel roof gutter and downspouts the revised estimate is $473,100.00. 2. ANALYSIS 2.1. Given the circumstances it is crucial to the project that an expedited award approval process. be put in place to allow as much time as possible for the replacement of the arena roof and the restoration of the associated gutter, downspouts and heat tracer. 2.2. A compressed project schedule can result in rushed and poor quality work, warranty follow up and potentially ongoing issues. In addition, the shorter the time to complete Schedule "A" REPORT NO.: COD-040-09 PAGE3 the work to higher the cost as contractors are required to work longer hours and pay overtime. A compressed time frame to complete also acts as a deterrent to bidders. 3. FINANCIAL 3.1. This project is in the 2009 Capital Budget in the Account #110 36-370-83683-7401 with a budget amount of $310,000.00. This project currently has unspent funds of $290,300.00 available. 3.2. In September 2008, report FND-018-08 regarding the Creating Jobs, Building Ontario Funding was approved by Council in which $1,500,000.00 for the Newcastle Fire Hall Replacement was set aside. As the Newcastle Fire Hall Replacement project is not yet ready to proceed, the Director of Finance/Treasurer has recommended that $200,000.00 be made available from the Creating Jobs, Building Ontario Funding to complete the project. Therefore, it is recommended that $200.000.00 be reallocated to the Orono Arena Roof, if required. Full funding for the Newcastle Fire Hall Replacement will be dealt with in a subsequent report at such time as that project is ready to proceed. 4. CONCLUSION 4.1. Staff is recommending that authorization to proceed with an award to the low compliant bid be provided subject to the approval of the Director of Operations and the Chief Administrative Officer, subject to the funding availability as outline above. 4.2. An information report summarizing the results of the tender process and the award will be provided for Council's Information prior to the summer recess. 4.3. This report has been reviewed for recommendation by the Purchasing Manager and the appropriate department and circulated as follows: Concurrence: Director of Operations Schedule "B" .Bid Summary Tender CL2009-26 BIDDER TOTAL BID PRICING Excludin GST Bel-Con Design-Builders Ltd. $208,520.00 Belleville, ON RusCan General Contacting Inca $275,000.00 Concord, ON Triumph Aluminum Sheet Metal Inc. $420,300.00 Toronto, ON *Wheelwright Group Inc. $392,680.00 Weston, ON "non-compliant bid, performance surety was not submitted with submission