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Report To: Joint Committees
Date of Meeting: February 6, 2023 Report Number: FSD-003-23
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Mary-Anne Dempster, CAO Resolution#:JC-010-23
File Number: CL2022-32 By-law Number:
Report Subject: Newcastle Memorial Arena Refurbishment
Recommendations:
1.That Report FSD-003-23, be received;
2.That Gerr Construction Limited with a total bid amount of $3,332,640.00 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2022-32 be awarded the contract for the Newcastle
Memorial Arena Rink Replacement and Renovations, as required by the Community
Services Department;
3.That the total funds for this project is $3,974,236.80 (Net HST Rebate), which
includes construction costs of $3,332,640.00 (Net HST Rebate) and other related
costs such as design, inspection, testing, contract administration and contingencies
of $641,596.80 (Net HST Rebate) is in the approved budget allocation as provided
and be funded from the following account:
Description Account Number Amount
Newcastle/Orono Arena
Improvements
110-42-421-84233-7401 $3,974,237
4.That all interested parties listed in Report FSD-003-23 and any delegations be
advised of Council’s decision.
Municipality of Clarington Page 2
Report FSD-006-23
Report Overview
To request authorization from Council to award CL2022-32 for the rink replacement and
renovations required at the Newcastle Memorial Arena.
1. Background
1.1 Tender specifications and drawings were prepared by Barry Bryan Associates and
provided by the Community Services Department to the Purchasing Services Division.
The scope of work included the full rink slab replacement, refrigeration system
replacement, renovations of existing changerooms, washrooms, lobby, accessibility
upgrades and the addition of accessible changerooms and washrooms at the Newcastle
Memorial Arena.
1.2 Tender CL2022-32 was issued by the Purchasing Services Division and advertised
electronically on the Municipality’s website. Notification of the availability of the
document was also posted on the Ontario Buyers Association’s website.
1.3 Thirty-nine companies registered as official plan takers. The tender document included
a mandatory site visit. Only those plan takers in attendance at the site visit were eligible
to submit a bid. Twenty-nine companies attended the mandatory site visit.
2. Analysis
2.1 The tender closed on December 8, 2022
2.2 Eight submissions were received in response to the tender call. The bids were
reviewed and tabulated by the Purchasing Services Division (see attachment 1). Seven
submissions were deemed compliant and forwarded to the Community Services
Department for review and consideration.
2.3 The Community Services Department requested that the Purchasing Services Division
complete reference checks and a further review of the low bid. After further review and
unsatisfactory reference checks, the low bid was removed from consideration and
deemed non-compliant.
2.4 The Purchasing Services Division completed reference checks for the second low
bidder, Gerr Construction Limited. References were deemed satisfactory and provided
to the Community Services Department for consideration.
Municipality of Clarington Page 3
Report FSD-006-23
2.5 After review and analysis of the bids by the Purchasing Services Division and the
Community Services Department, it was mutually agreed that the second low bidder
Gerr Construction Limited be recommended for the award of CL2022-32.
3. Financial Considerations
3.1 As part of the 2022 budget deliberations, $6,402,000 (Net HST Rebate) was approved,
in Report CSD-002-22, for renovation work at both the Newcastle Memorial Arena
(Phase I) and the Orono Arena & Community Centre (Phase II). The Phase I work, as
discussed in this report, is scheduled for spring 2023 with the Phase II work scheduled
for spring 2024. Based on approval of the cost for Phase I at $3,974,236.80 (Net HST
Rebate), a balance of $2,427,763 (Net HST Rebate) will remain for the completion of
the Phase II work. This will be considered when staff complete the Phase II scope of
work, scheduled for tendering in Fall 2023.
3.2 The total funds required for Phase I of this project is $3,974,236.80 (Net HST Rebate),
which includes the construction costs of $3,332,640.00 (Net HST Rebate) and other
related costs such as design, inspection, testing, contract administration and
contingencies of $641,596.80 (Net HST Rebate), be drawn from the following account:
Description Account Number Amount
Newcastle/Orono Arena
Improvements
110-42-421-84233-7401 $3,974,237
3.3 Queries with respect to the department’s needs, specifications, etc. should be referred
to the Director of Community Services.
4. Concurrence
This report has been reviewed by the Director of Community Services who concurs with
the recommendations.
5. Conclusion
It is respectfully recommended that Gerr Construction Limited with a total bid price of
$3,332,640.00 (Net HST Rebate) being the low compliant bidder be awarded the
contract for the Newcastle Memorial Arena Rink Replacement and Renovation in
accordance with the terms, conditions and specifications of Tender CL2022-32.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext 2209 or
dferguson@clarington.net.
Municipality of Clarington Page 4
Report FSD-006-23
Attachments:
Attachment 1 – Summary of Bid Results
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington Page 5
Report FSD-006-23
Attachment #1
Municipality of Clarington
CL2022-32
Newcastle Memorial Arena Refurbishment
Bid Summary
Bidder Total Bid Price
(Including HST)
Total Bid Price
(Net HST Rebate)
Gerr Construction Limited $3,700,750.00 $3,332,640.00
Ball Construction Inc. 3,911,407.99 3,522,344.04
Schilthuis Construction Inc. 4,036,360.00 3,634,867.20
Gay Contracting Limited 4,058,970.81 3,655,228.94
JJ McGuire General Contractors Inc. 4,253,094.00 3,830,042.88
Van Horne Construction Limited 5,605,177.42 5,047,635.88
Anacond Contracting Inc. Non-Compliant Non-Compliant