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Home My WebLink AboutFSD-011-22Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: February 28, 2022 Report Number: FSD-011-22 Submitted By: Trevor Pinn, Director of Financial Services/Treasurer Reviewed By: Mary-Anne Dempster, CAO Resolution#: File Number: CL2021-36 By-law Number: Report Subject: Roof Remediation at Courtice Community Complex and Garnet B. Rickard Recreation Complex Recommendations: 1.That Report FSD-011-22 and any related communication items, be received; 2.That the Industrial Roofing Services Inc. with a bid amount of $736,803.00 (excluding HST) being the lowest bidder meeting all terms, conditions and specifications of tender CL2021-36 be awarded the contract for the work required to complete the roof remediation at Courtice Community Complex and Garnet B . Rickard Recreation Complex as requested by the Community Services Department; and 3.That the funds required for this project in the amount of $736,803.00 (excluding HST) is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount 2020 CCC – Building Improvements 110-42-421-84249-7401 $545,798 Canada Community Building Fund R/F 557-00-000-00000-7418 47,095 2021 – Facility Roof Replacements 110-42-421-84285-7401 91,600 Municipal Capital Works R/F 511-00-000-00000-7418 52,310 4.That all interested parties listed in Report FSD-011-22 and any delegations be advised of Council’s decision. Municipality of Clarington Page 2 Report FSD-011-22 Report Overview To request authorization from Council to award Tender CL2021-36 for the completion of the roof remediation work required at both Courtice Community Complex and Garnet B. Rickard Recreation Complex. 1. Background 1.1 The Municipality was seeking a qualified roofing company to complete roof remedial work at Courtice Community Complex and Garnet B. Recreation Complex in accordance with the terms, conditions, specifications, and drawings developed and provided by Englobe and the Community Services Department. 1.2 The roof remedial work at Courtice Community Complex is for Roof Blocks 301 and 401 and Roof Block 501 at Garnet B. Rickard Recreation Complex. 1.3 Tender CL2021-36 was prepared and issued by the Purchasing Services Division . The tender was posted electronically on the Municipality’s website and notification of the availability of the document was also posted on the Ontario Public Buyers Association’s website. 2. Analysis 2.1 The tender closed on January 11, 2022. 2.2 Twenty-one companies downloaded the tender document. Nine submissions were received. One submission was received after the closing time and was deemed non- complaint. All other submissions were deemed compliant. 2.3 The eight compliant submissions received were reviewed and the bids were tabulated by the Purchasing Services Division (see Attachment 1). 2.4 The bid results were forwarded to the Community Services Department for their review and consideration. 2.5 After review, analysis, and discussions it was mutually agreed by the Community Services Department and the Purchasing Services Division that the low bidder Industrial Roofing Services Inc. be recommended for the award of tender CL2021-37. 2.6 Industrial Roofing Services Inc. has worked with the Municipality therefore, no external reference checks were completed as their work met the satisfaction of the Municipality. 2.7 The Municipality contacted the twelve companies who downloaded the tender documents to inquire as to why they chose not to submit a bid. Their responses are as follows: Municipality of Clarington Page 3 Report FSD-011-22  One company was an association for distributing the bid document to its members;  Two companies advised that after reviewing the document they were not able to take on the project due to their current workload;  One company was not able to submit by deadline due to being shorthanded;  One company download as subcontractor;  Two companies were not able to complete in accordance to the specifications; and  Five companies contacted did not respond to the Municipality’s request for information. 3. Financial 3.1 The value of the total project cost exceeds the allocated budget from the various funding sources by $99,405. The additional funds required to complete this project will be funded as follows: Canada Community Building Fund R/F $47,095 Municipal Capital Works R/F 52,310 Total $99,405 3.2 Due to favourable costs from the 2020 Courtice Community Complex Domestic Hot Water project, there are enough funds remaining from that project to cover the shortfall. Unexpended Canada Community Building Funds will be realigned in the amount of $47,095 to complete the Courtice Community Complex roof improvements. 3.3 Additionally, the 2021 budget approved funds in the Building & Property Roof Replacement Account for various Municipal roofing projects. Currently there are unexpended funds of $52,310 in that account to assist with the roofing improvements at the Garnet B. Rickard Community Centre. These funds will be drawn from the Municipal Capital Works Reserve Fund. 3.4 The funding required results in no unbudgeted funds being drawn, and no additional impact to the Municipality’s Reserve Fund balances. 3.5 The funds required for this project in the amount of $736,803.00 (excluding HST) is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount 2020 CCC – Building Improvements 110-42-421-84249-7401 $545,798 Canada Community Building Fund R/F 557-00-000-00000-7418 47,095 Municipality of Clarington Page 4 Report FSD-011-22 Description Account Number Amount 2021 – Facility Roof Replacements 110-42-421-84285-7401 91,600 Municipal Capital Works R/F 511-00-000-00000-7418 52,310 3.6 The Municipality has opted to include the following items which were priced as optional items: i) Courtice Community Complex requested optional pricing for interior tarping in the library as well as for the provision of scaffolding for the skylight glass pane replacement; and ii) Garnet B. Rickard Recreation Complex requested optional pricing for supply and install a safety rail on the parapet in front of the roof access hatch as well as for the installation of new localized metal siding. The cost for the above noted optional items is included in the referenced amount of $736,803. 4. Concurrence This report has been reviewed by the Director of Community Services Department who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Industrial Roofing Services Inc. being the lowest compliant bid be awarded the contract for the Roof Remediation at Courtice Community Complex and Garnet B. Rickard Recreation Complex in accordance with all the terms, conditions, and specifications of tender CL2021 -36. Staff Contact: Sandra McKee, Assistant Purchasing Manager, 905-623-3379 ext. 2210 or smckee@clarngton.net. Attachments: Attachment 1 – Bid Summary Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Page 5 Report FSD-011-22 Attachment #1 Municipality of Clarington CL2021-37 Roof Remediation Courtice Community Complex and Garnet B. Recreation Complex Bidder Total Bid (Including HST) Total Bid (Excluding HST) Industrial Roofing Services Ltd. $804.789.39 $712,203.00 Maxim Roofing Ltd. 847,390.62 749,903.20 T. Hamilton & Son Roofing Inc. 940,725.00 832,500.00 Proteck Roofing & Sheet Metal Inc. 960,663.85 850,145.00 Nortex Roofing Ltd. 986,942.00 873,400.00 Trio Roofing Systems Inc. 1,030,786.00 912,200.00 Provincial Roofing 1,253,396.00 1,109,200.00 QuadPro Construction Inc. 1,327,185.00 1,327,185.00 Always Roofing Ltd. * Note: Companies marked with an “*” did not submit before the closing time and have been deemed non-compliant. Municipality of Clarington Page 6 Report FSD-011-22 Amended Bid Summary to reflection optional pricing obtained. CL2021-37 Roof Remediation Courtice Community Complex and Garnet B. Recreation Complex The bid summary below shows the pricing to include the optional areas which are as follows: Courtice Community Complex i) For the successful Contractor to provide complete scaffolding installation on Roof Block 401 for the repair of skylight by glazing subcontractor; and iii) For the successful Contractor to provide interior tarping under Roof Block 401 in the Library. Garnet B. Rickard Recreation Complex iv) For the successful Contractor to supply and install a safety rail on the parapet in front of the roof access hatch; and v) For the successful Contractor to supply and install new metal siding at parapet as detailed within the tender drawings (Detail 04). Bidder Total Bid (Including HST) Total Bid (Excluding HST) Industrial Roofing Services Ltd. $832,587.39 $736,803.00 Maxim Roofing Ltd. 867,965.49 768,111.05 T. Hamilton & Son Roofing Inc. 984,117.00 870,900.00 Proteck Roofing & Sheet Metal Inc. 1,011,061.85 894,745.00 Nortex Roofing Ltd. 1,029,599.50 911,150.00 Trio Roofing Systems Inc. 1,060,143.40 938,180.00 Provincial Roofing 1,265,479.09 1,119,893.00 QuadPro Construction Inc. 1,419,280.00 1,256,000.00 Always Roofing Ltd. * Note: Companies marked with an “*” did not submit before the closing time and have been deemed non-compliant.