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Home My WebLink AboutCOD-018-12 Addendum Staff Report #1 C1aFjRgWff REPORT CORPORATE SERVICES DEPARTMENT Meeting: COUNCIL Date: September 17, 2012 Resolution#: 1,qBy-law#: N/A Report#: Addendum #1 to File#: COD-018-12 Subject: CONTRACT AWARDS DURING COUNCIL RECESS RECOMMENDATIONS: It is respectfully recommended to Council the following: 1. THAT Addendum #1 to Report COD-018-12 be received; and 2. THAT report COD-018-12 be received for information. Submitted by: Reviewed by: - Marie Marano, H.B.Sc., C.M.O., Franklin Wu, Director of Corporate Services Chief Administrative Officer MM/JB/km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: ADDENDUM #1 TO COD-018-12 PAGE 2 1. BACKGROUND 1.1 Report #COD-018-12 to the General Purpose and Administration Committee provided a list of four (4) contracts awarded during Council Summer Recess. 1.2 During preparation of the report COD-018-12 three (3) report memos dealing with contracts awarded during Council Summer Recess were inadvertently overlooked. 1.3 The missing reports are provided and attached hereto for information 2. COMMENTS 2.1 In accordance with Purchasing By-law 2010-112, Part 2, Section 67, the following contracts were awarded during the Council Recess. RFP2012-3, HVAC Services at Various Locations Q2012-14, Air Conditioning at Clarington Animal Shelter CL2012-21, Hancock Neighbourhood Park, Courtice A copy of the recommending Report Memos for the above noted projects are attached as Attachments 1","2", and "3", respectively. 3. CONCURRENCE Not applicable 4. CONCLUSION The actions taken by Staff as documented in the attached Report Memos be provided for Councils information. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Jerry Barber, Purchasing Manager Attachments: Attachment 1 - RFP2012-3, HVAC Services at Various Locations Attachment 2 — Q2012-14, Air Conditioning at Clarington Animal Shelter Attachment 3 - CL2012-21, Hancock Neighbourhood Park, Courtice List of interested parties to be advised of Council's decision: Not Applicable Attachment 1 Clff-MgWR REPORT MEMO PURCHASING SERVICES Date: August 20, 2012 To: Frank Wu, Chief Administrative Officer From: Jerry Barber, Manager, Purchasing Services Report#: PS-017-12 File#: RFP2012-3 Subject: RFP2012-3 — HVAC Services At Various Locations RECOMMENDATIONS It is respectfully recommended to the Chief Administrative Officer the following: 1. THAT Ainsworth Incorporated, Toronto, Ontario, with a total estimated bid price of $298,136.45 (net of H.S.T Rebate), being the highest rank proposal meeting all terms, conditions and specifications of the Request for Proposal RFP2012-3 HVAC Services at Various Locations, be awarded the contract to provide Mechanical Equipment Maintenance for HVAC Services, as required by the Municipality of Clarington Operations Department and Community Services Department; 2. THAT pending satisfactory pricing and service the contract be extended for a fourth and fifth year; 3, THAT the funds expended be drawn from the Department of Operations and Department of Community Services, various operating accounts; and 4. THAT the actions taken during the summer recess be reported to Council for information. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-3330 Attachment 1 REPORT NO.: PS-017-12 PAGE 2 Recommended bv: i Jerry er, Manager, Purchasing Services 6ate Concurrence: as�►� Fred Hogath, Director of Operations Date s -2!� Zak Joe ruana, Director of Community Date Services Approved by: Fr Wu, Chief Administrative Officer V Date MM\JB\bh c: M. Marano, Director, Corporate Services Attachment 1 REPORT NO.: PS-017-12 PAGE 3 1.0 BACKGROUND 1.1 Request for Proposal RFP2012-3 HVAC' Services at Various Locations was advertised electronically on the municipal website. Subsequently, eight (8) proposals were received. 2.0 ANALYSIS 2.1 All proposals met the bid submission requirements and were evaluated based on company background, references, pricing/cost, staff certification/training/ education, proposed equipment service schedule and proposal quality. 2.2 The proposals were reviewed and ranked by staff members from the following departments: Operations, Community Services, Finance and Corporate Services. The criteria was ranked accordingly on a scale from one (poor) to four (excellent) consistent with the RFP guidelines. 2.3 The bidder's with highest ranked written proposal were short listed and subjected to reference checks and interviews. The short listed contractors were Ainsworth Incorporated, Toronto and Tri-Air Systems. 2.4 The references for Ainsworth Incorporated, Toronto and Tri-Air Systems, Markham were satisfactory. The interview was held with both bidders and the presentations were evaluated by the committee members. 2.5 The final score was averaged from the written proposal, reference check and interview score for the two short listed bidders and Ainsworth Incorporated, Toronto achieved the highest ranking. 2.6 The Request for Proposal allows for the user department to develop and negotiate the level of service and rate for the preventative maintenance. The preventative service maintenance is based on the hourly rate and service pricing noted for the equipment. 2.7 Although the final scores are close, with Ainsworth Incorporated ranking higher, the evaluation committee determined that Ainsworth Incorporated offered a more competitive hourly rate, lower percentage mark-up on parts and utilized comprehensive information technology systems (IT) to manage their contracts. The IT Systems are used to take calls, track work orders, schedule service, dispatch trucks and staff, manage contracts and maintain site equipment inventory. 2.8 The Operations, Community Services and Corporate Services Departments concur with the recommendation to award the contract to Ainsworth Incorporated, Toronto, Ontario. Attachment 1 REPORT NO.: PS-017-12 PAGE 4 3.0 FINANCIAL 3.1 The funds for the HVAC preventative maintenance and repairs are to be drawn from the Department of Operations and Department of Community Services, various operating accounts. 3.2 In view of the Council summer recess authorization is requested to award the above contract, in accordance with the Purchasing By-law 2010-112 Part 2, Section 67 - Council Recess Procedures. 3.3 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Operations and the Director of Community Services. 4.0 CONCLUSION 4.1 To award the contract to provide Mechanical Equipment Maintenance for HVAC Services, as required by the Municipality of Clarington Operations Department and. Community Services Department to Ainsworth Incorporated, Toronto, Ontario, being the highest rank proposal meeting all terms, conditions and specifications of the Request for Proposal RFP2012-3 HVAC Services at Various Locations. Attachment: Schedule "A" — Bid Tabulation cc: M. Marano, Director, Corporate Services Attachment 1 SCHEDULE "A" THE MUNICIPALITY OF CLARINGTON TENDER RFP2012-3 BID TABULATION BIDDER Estimated 3 Year Estimated 3 Year Contract Expenditure Contract Expenditure HST included) net of HST *Ainsworth Inc. $331,067.40 $298,136.45 Toronto, ON *Tri-Air Systems $333,669.23 $300,479.47 Markham, ON Black & McDonald Limited $454,632.90 $409,411.01 Scarborough, ON Canadian Tech Air Systems Inc. $370,162.58 $333,342.86 Toronto, ON Direct Energy Business Services $364,783.46 $328,498.80 Limited Toronto, ON E.S. Fox Limited $607,121.88 $546,732.06 Kingston, ON Main Air Systems Inc. $328,343.70 $295,683.68 Mississauga, ON Summit Mechanical $415,984.63 $374,607.04 Peterborough, ON *short list for interview **preventative maintenance requirements and rate to be negotiated Attachment 2 ciffingon REPORT MEMO PURCHASING SERVICES Date: August 13, 2012 To: Frank Wu, Chief Administrative Officer From: Jerry Barber, Manager, Purchasing Service Report#: PS-018-12 File#: Q2012-14 Subject: AIR CONDITIONING AT CLARINGTON ANIMAL SHELTER (COUNCIL RECESS REPORT) RECOMMENDATIONS It is respectfully recommended to the Chief Administrative Officer the following: 1. THAT approval be received for the additional expenditure of$8,576.66 to cover the remaining costs for the completion of the air conditioning project at the Clarington Animal Shelter; and 2. THAT the additional funds be drawn from monies available in various Accounts as follows: 2010 Capital A/S Bldg Improvements: 110-19-190-81910-7401 $ 1,137.69 2012 A/S Other Capital 100-19-190-00000-7520 $ 4,000.00 2012 A/S Furniture & Fixtures 100-19-190-00000-7506 $ 3,438.97 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-3330 Attachment 2 REPORT NO.: PS-018-12 PAGE 2 Recommended b : Jerry r anager, Purchasing Services bate Concurr 1� a-• atti icipal Clerk Date Concurrence: b� P 6l'l 4uo' I Nancy Taylor, Director of Finance U Dat Approved by: �) 6A31 S; Frank Wu, Chief Administrative Officer Date MM\JB\km cc: M. Marano, Director, Corporate Services Attachment 2 REPORT NO.: PS-018-12 PAGE 3 1.0 BACKGROUND The process of acquiring air conditioning and increased air control for the Clarington Animal Shelter began in 2011 whereby a Consultant was hired to develop technical specifications for an air conditioning unit which would meet the challenges of this building as well as meet all regulations and codes. Specifications were provided by MapleTherm Engineering Inc. Throughout the process of obtaining specifications and obtaining pricing for this project it was determined that the existing power supply also needed to be upgraded. Electrical specifications were acquired to ensure that adequate power was obtained for the equipment as well as still allowing for potential future electrical requirements for this facility. MapleTherm Engineering Inc. was contacted and cost estimates obtained. Based on the information provided by MapleTherm Engineering Inc. Report CLD-017-12 was submitted requesting additional funding for the project copy attached as Attachment 1. Upon receiving approval from Council for the additional funding, Purchasing prepared and issued the Request for Quotations using the specifications provided by MapleTherm Engineering Inc. IQ2012-18 was issued for the Electrical Upgrade at the Clarington Animal Shelter. This document was advertised on the Municipality's website. Six firms downloaded the document. Five (5) submissions were received with Advanced Electrical Services, Ajax, being the lowest compliant bidder with a bid price of $7,637.09 (Net HST Rebate). As part of the Electrical Upgrade for this facility certain work needs to be performed directly by Veridian. Their pricing was underestimated by the Consultant and came in at $17,995.28 (Net HST Rebate). The original estimate for all electrical work including Veridian's portion was $10,000.00. Q2012-14 was issued for the Supply and Installation of the Air Conditioning Unit. This document was advertised on the Municipality's website. Six firms downloaded the document. Four (4) submissions were received with Prairie Plumbing, Oshawa being the lowest compliant bidder with a bid price of $38,713.57 (Net HST Rebate). REPORT NO.: PS-018-12 PAGE 4 3.0 FINANCIAL 3.1 The total estimated cost for this project is as follows: Electrical Upgrade Veridian $17,995.28 Electrical Upgrade Advanced Electrical $ 7,637.09 Supply & Install of A/C unit Prairie Plumbing $38,713.57 Contingency (estimated) $ 4,611.92 Total Estimated Cost $68,957.86 3.2 Current Funding for this project is a follows: UECF 2011 Capital A/S Bldg Improvement 110-19-190-81910-7401 $60,381.20 Leaving a funding shortfall of $ 8,576.66. 3.3 Shortfall to be funded by: UECF 2010 Capital A/S Bldg Improvement 110-19-190-81910-7401 $ 1,137.69 2012 Operating Budget A/S - Other Capital 100-19-190-00000-7520 $ 4,000.00 A/S - Furniture & Fixtures 100-19-190-00000-7506 $ 3,438.97 Total Additional funding of $ 8,576.66 3.4 Based on the availability of funding in various 2012 operating accounts, it is recommended that these monies be used to cover the shortfall. Attachment 2 REPORT NO.: PS-018-12 PAGE 5 4.0 CONCLUSION 4.1 To award the contract to low compliant bidders of the quotation requests: • Supply and Installation of the Air Conditioning Unit (Q2012-14) to Prairie Plumbing Ltd., Oshawa; • Electrical Upgrade (IQ2012-18) to Advanced Electrical, Ajax; and • Veridian be authorized to complete their portion of the Electrical Upgrade. 4.2 To draw the required additional funds from 2012 budget accounts as noted to cover the shortfall of funds. Attachment 1: Report CLD-017-12 Attachment 2 ClffhigWn REPORT MUNICIPAL CLERK'S DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: May 7, 2012 Resolution#: G1'� 14-/� By-law#: Report#: CLD-017-12 File#: Subject: AIR CONDITIONING AT ANIMAL SHELTER— REQUEST FOR FUNDING RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD-017-12 be received; 2. THAT Council approve the add itional'expenditure of$50,000 to cover the remaining costs for completion of the air conditioning project at the Clarington Animal Shelter; and 3. THAT the additional funds be drawn from the Animal Services Capital Reserve Fund. Submitted b y. RevI wed� l%�" ' �' 'e by. atti L. Ba rie Franklin Wu Municipal Clerk Chief Administrative Officer P L B/CAG CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 Attachment 2 REPORT NO.: CLD-017-12 PAGE 2 1. BACKGROUND In 2006 four ductless air conditioning units were purchased for the Clarington Animal Shelter. At the time, these types of units were selected over a central air system because they were significantly less expensive and it was believed that they would meet our needs. Since 2006, the ductless units have sufficiently kept the shelter rooms adequately cooled, but not without-issue. The animal fur continues to pose difficulties in plugging the unit filters which results in an increased frequency for unit maintenance. In 2010, the ductless unit maintenance activity began to rise; including not only filter issues but also parts replacements. Feedback from our contracted service provider suggested that the units were not suitable for the facility and consideration should be given to replacing the units with a central air conditioning system. Operations staff concurred with this recommendation and funding was included in the 2011 budget. The budgeted amount was based on a very preliminary estimate of our contractor. In 2011 Staff was further advised by our service contractor that parts for the ductless units were becoming increasingly difficult to source and are actually no longer available in Canada. The HVAC system at the Animal Shelter is somewhat complex for the size of the facility. The facility has three furnaces and is divided into several animal rooms. In accordance with the Association of Shelter Veterinarians' standards, temperature and humidity must be controlled to ensure animal comfort and safety. Fresh air is essential for good health and well-being and to limit the spread of infectious diseases. These standards also require between 10 and 20 room air exchanges per hour with fresh air to provide and maintain adequate ventilation to remove heat, dampness, odour, airborne microbes and pollutant gasses such as ammonia and carbon monoxide while introducing fresh oxygenated air. In 2011, Staff initiated the purchasing process which first required technical specifications. We do not have the in-house expertise to develop the specifications and thus contracted the services of MapleTherm Engineering Inc., consultants to provide mechanical specifications for an air conditioning unit for the Animal Shelter. At the conclusion of their contract, MapleTherm advised that contrary to our initial budget estimates of$17,250, based on the complexity of the facility, we could anticipate the air conditioning unit costing significantly more than anticipated. We proceeded to issue the tender documents. During the on-site visit with the prospective bidders, the issue of power supply was questioned. MapleTherm undertook a further study of the power supply and concluded that there is insufficient power supply to the facility to accommodate the central air conditioning unit. Attachment 2 REPORT NO.: CLD-017-12 PAGE 3 We are now at somewhat of a cross-road. We have the technical specifications for the air conditioning unit and we know what is required for the electrical upgrade. We do not have the exact pricing to do the upgrade, however we do have solid estimates and we know that we require additional funds to complete the project. 2011 budget $17,250 Technical Specifications $3,358.08 Electrical Upgrade specifications $3,510.72 Remaining budget $10,381.20 Additional funds required to complete the project including: Electrical Upgrade, Air Conditioning Unit, and installation $50,000 The feeding and cleaning work performed by the Shelter staff is very physically demanding and during the warmer months it can get extremely hot in the facility. For the health and comfort of the staff and the animals, it is recommended that staff be authorized to draw the necessary additional funds from the Animal Services Capital Reserve Fund to complete the project, to a maximum of$50,000. This will leave approximately$65,000 in the reserve fund for future animal services capital needs. This reserve fund is replenished at a current rate of$7,000 per year. 2. CONCURRENCE This report has been reviewed by Fred Horvath, Director of Operations, Nancy Taylor, Director of Finance/Treasurer, and Marie Marano, Director of Corporate Service who concur with the recommendations. 3. CONCLUSION Based on the foregoing, staff recommend that Council authorize an additional expenditure of up to $50,000 to complete the air conditioning project at the Animal Shelter and that these funds be drawn from the Animal Services Capital Reserve Fund, CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Anne Greentree, Deputy Clerk List of Interested Parties: None Attachment 3 e REPORT MEMO PURCHASING SERVICES Date: August 7, 2012 To: Frank Wu, Chief Administrative Officer From: Staff, Purchasing Services Report#: PS-015-12 File#: CL2012-21 Subject: CL2012-21, HANCOCK NEIGHBOURHOOD PARK, COURTICE (COUNCIL RECESS REPORT) RECOMMENDATIONS It is respectfully recommended to the Chief Administrative Officer the following: 1. THAT Mopal Construction Ltd., Gormley, with a bid price of$506,355.00 (net of H.S.T. rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2012-21, be awarded the contract for Hancock Neighbourhood Park development as required by the Municipality of Clarington, Engineering Department; and 2. THAT the funds required in the amount of $566,000.00 (which includes $506,355.00 for tendering, survey, design and contingency) be drawn from the Engineering Department Account#110-32-325-83365-7401. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-3330 Attachment 3 REPORT NO.: PS-015-12 PAGE 2 Recommended by: Jerry er, Manager, Purchasing Services Da e Concurrence: TH Cannella, Director of Engineering Date Concurrence: 6( Nancy Taylor, Director of Finance Date Approved by: r Frank Wu, Chief Administrative Officer Date M M\J B\km cc: M. Marano, Director, Corporate Services REPORT NO.: PS-015-12 PAGE 4 2.5 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering. 3.0 FINANCIAL 3.1 The total project cost, including tender price of $506,355.00, survey, design and contingencies amounts to 566,000.00 (Net of HST Rebate). The funding required for the project is outlined in the memo from Engineering Services marked Attachment 2 and summarized below. 3.2 Funding for this project will be paid by the following: Engineering Department—2012 Capital Budget Hancock Neighbourhood Park Account# 110-32-325-83365-7401 $566,000.00 4.0 CONCLUSION 4.1 To award the contract to Mopal Construction Ltd., Gormley, Ontario for Tender CL2012-21 for the Hancock Neighbourhood Park development. Attachments: Attachment 1 — Bid Tabulation Attachment 2 — Memo— Engineering Recommendation Attachment 3 — Location Map cc: M. Marano, Director, Corporate Services Attachment 3 REPORT NO.: PS-015-12 PAGE 3 1.0 BACKGROUND 1.1 Tender CL2012-21 for Hancock Neighbourhood Park development was advertised in the Daily Commercial News and electronically on the municipal website and the Ontario Public Buyers Website with 16 documents issued. Subsequently, 8 bids were received and tabulated as per "Attachment V. 1.2 Tenders were invited on the basis of a project total cost for required work with additional playground features such as a gazebo, additional paving, benches, park entry features and alternate seeding instead of sod being quoted separately as provisional items. 2.0 ANALYSIS 2.1 A summary of bids received for the Municipality's requirements including the selected provisional items is attached and marked as Attachment 1". 2.2 The recommendation is to award the contract including selected provisional items to Mopal Construction Ltd., Gormley with a bid price of$506,355.09 (net of H.S.T. rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of CL2012-21 for Hancock Neighbourhood Park development. 2.3 After review and analysis of the bids by the Engineering Department and Purchasing, it was mutually agreed that the low, compliant bidder, Mopal Construction Ltd., be awarded the contract for the Hancock Neighbourhood Park project. 2.4 Mopal Construction Ltd., Gormley has not provided similar service to the Municipality in the past, however, a review of municipal references indicates that Mopal Construction Ltd. has completed similar project satisfactorily. Attachment 3 Attachment 1 THE MUNICIPALITY OF CLARINGTON TENDER CL2012-21 HANCOCK NEIGHBOURHOOD PARK BID TABULATION BIDDER TOTAL BASE BID TOTAL BASE BID SELECTED TOTAL BID PROVISIONAL INCLUDING HST Included Net of HST ITEMS PROVISIONAL Rebate ITEMS Net of HST Rebate Net of HST Rebate Mopa) Construction Limited $517,971.07* $466,452.25 $39,902.84 $506.355.09 Gormley, ON Rutherford Contracting Ltd. $551,564.72 $496,701.12 $43,914.85 $540,615.97 Gormley, ON Royalcrest Paving & $568,582.12* $519,118.48 $36,858.49 $555,976.97 Contracting Toronto, ON Hawkins Contracting Services $571,260.70* $520,683.98 $51,962.73 $572,646.71 Limited. Markham, ON Nick Carchidi Excavating $616,999.45 $555,627.11 $46,170.87 $601,797.98 Janetville, ON Forest Ridge Landscaping $626,043.79 $563,771.82 $40,676.00 $604,447.82 Newmarket, ON Cedar Springs Landscape Group $638,819.70 $575,276.93 $41,282.52 $615,559.45 Ltd. Ancaster, ON Dol Turf Restoration Ltd. $646,280.65 $581,995.73 $49,216.72 $631,212.45 Bondhead, ON TBG Landscape Inc. $671,904.37* $600,939.02 $64,281.76 $665,220.78 Brooklin, ON • Extension Error Attachment 3 Attachment 2 Leadit:g floe Way MEMO T4: Jerry Barber, Purchasing Manager FROM: Peter Windolf, Park Development Manager DATE: August 2, 2012 SUBJECT: Hancock Neighbourhood Park Construction Tender CL2012-21 I have reviewed the low bid by Mopal Construction Ltd. and offer the following comments: In 2012 Council approved $566,000 for the construction of Hancock Neighbourhood Park. I recommend award of the contract in the amount of$506,355 (net of H.S.T. rebate) for the park development project. This figure includes provisional items 1a, 1b and 1c. Mopal Construction Ltd, has never worked directly for the Municipality but they constructed Rosswell Park in Courtice for a developer in 2004. 1 have also worked with them on park developments in other municipalities and have found their work to be acceptable, Subject to your review of their recent references I am confident they will be able to complete the project to our satisfaction. A contingency allowance of approx. 9.35% is carried forward. Construction inspection and contract administration will be done by municipal staff. The Engineering Services Department advises the following breakdown for the above referenced project: Project Breakdown Total Project Value $506,355 contract award $47,256 contingency allowance 12 389 survey, design, and printing $566,000 2012 Approved Budget Amount- Hancock Neighbourhood Park $566,000 Construction 110 32 325 83365 7401 Budget over(under) 0 Attachment 3 Hancock NeighbourhDod Park Construction CL.2012-29 2 Should you have any questions, please feel free to contact me. Regards, Peter Windolf, GALA, SLA Manager Park Development Attachment Cc Nancy Taylor, Director of Finance Tony Cannella, Director of Engineering Attachment 3 Attachment 3 [ ul �.-`"'�� eoi;be� e��nr"I s?�i•, i.S�I' a1r _ M K � 5 r hu 1 �L,1`Nash Rd, t 3 C0. ' URT �[1•I03�131_ F' - HANCOCK NE)GHBOURHOOD PARK