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Home My WebLink AboutTR-83-96 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT #3 REPORT COUNCIL MEETING Meeting: File# Date: OCTOBER 15, 1996 Res. # Report#: TR-83-96 File#: 13y-Law# Subject: TENDER CL96-18 - CLARKE MUSEUM STORAGE SHED Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report No. TR-83-96 be received; 2. THAT Kraco Carpentry Service Limited, Bowmanville, Ontario with a total bid in the amount of $78,997.00 being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL96-18 be awarded the contract for the construction of Clarke Museum storage shed; 3. THAT the attached By-Law marked Schedule A be approved; and 4. THAT the required funds be drawn from the Clarke Museum Reserve Fund. 1.0 BACKGROUND: 1.1 Council approved in Report Number TR-09-96,the request of the Clarke Museum to construct a new facility and that funding be provided from the Clarke Museum reserve Fund conditional on the municipal tendering process being followed and an upset tender limit of $ 60,000.00 (Attachment #1). 1.2 Tenders were called in the Summer and seven bids were received and one was rejected. Bid results are found on Attachment #2. 1.3 As the lowest bid exceeded the approved budget limit, discussions were held with the Museum Board Chair, curator and the Architect to reduce the scope of work originally tendered. As a result $ 14,224.00 was identified which brought the lowest bid to $ 73,829.00 excluding GST. ../2 PAPEa° RE�.I�eE THIS IS PRI'iEO ON REGVDLc`D PAPER REPORT TR-83-96 - 2 - OCTOBER 15, 1996 1.4 Professional Services including the architect and permit requirements from the Ministry of Transportation and the Region of Durham was $ 7,500.00. As a result, the revised project budget for consideration is as follow: Building Construction $ 73,829.00 Professional Services $ 7,500.00 Gst 3% $ 2,439.00 Total LKJ68.00 1.5 The Clarke Museum Board will be contributing a $ 5,000.00 cheque to the Project from their fundraising efforts. This leaves a balance of$ 18,768.00 over the approved budget line. Since the Clarke Museum Reserve Fund has a balance of $ 82,000.00, it is requested that consideration be given to increase the original commitment to $78,768.00 allowing the project to proceed. 1.6 As Council has an existing lease agreement for use of the Orono Armories and currently artifacts are being stored there by the Museum, relocation of these has to be considered. 1.7 As the tenant only requires the parade square area at this time, it is suggested that the pieces of equipment can be stored at the former pumping station on East Beach Road. 1.8 The tenant at the Orono Armories Building has been very cooperative and understanding with the delays in terms of fulfilling the terms of the agreement made with the Municipality in March 1996. 1.9 The Treasurer has reviewed the funding requirements and concurs with the recommendations. Respectfully submitte..�i,._—__ Reviewed by, Jf C+ i ( r C , �_--F`red��ric orvattR:D.M.R.,R.R.F.A, W. H. Stockwell, Pro anager Chief Administrative Officer rie Marano, H.BSc.,A.M.C.T., Treasurer FH:MM:sa Attachment THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON ATTACHMENT NO.1 REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# Date: February 19, 1996 Res. # Report#: TR Q !Q6 File#: By-Law# Subject: CLARKS MUSEUM - CONSTRUCTION OF NEW FACILITY Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-9-96 be received; 2. THAT direction be provided on either of the following options: (A) THAT the request of the Clarke Museum to construct a new facility be endorsed with funding to be provided from the Clarke Museum Reserve Fund conditional on the following: THAT the tendering process of the Municipality be followed; That the tender recommended by the Clarke Museum in conjunction with Municipal Staff be brought to Council to be awarded; and That the tender be within the upset limit of$60,000; OR (B) THAT the Clarke Museum be requested to find alternative municipal storage space through discussions with the Chief Administrative Officer and appropriate staff; That any funds required for alterations and climate control be expended from the Clarke Museum Reserve Fund to a maximum of$10,000; and That the Clarke Museum Board be advised that the construction of a new facility is deferred for future consideration; and 3. THAT the Clarke Museum Board be advised of Council's decision. RPAPE`RR PAPER 1H45 6 PRINTED ON RECVCtED PAPER TR-9-96 Pa--e - 3 - 4.2 The Clarke Museum Reserve Fund was established with bonds dedicated by Ontario Hydro in the amount of$30,000 which were held by the Clarke Museum. Wh 2n the Province directed that they were not to maintain any separate Reserve Funds, the bonds were turned over to the Municipality and the Reserve Fund was established. For a number of years the Municipality transferred $7,000 annually into the Reserve Fund from the Tax Levy to help build up that fund for potential future expansion. This transfer was discontinued in 1994 when the expenditure control plan and social contract funding cuts were imposed by the Province. 5.0 Conclusion 5.1 If Council approves the request of the Clarke Museum Board, it is recommended that the tendering process take place through Municipal Staff. This will ensure all tender specifications provide for appropriate building codes and other appropriate requirements. Drafting of tender specifications and review of tender submissions would be done in conjunction with Museum Staff with resulting recommendations made to Council for final approval. 5.2 Alternatively, if Council determines that it is in the Municipality's best interest to defer the construction of a new facility, Staff under the direction of the Chief Administrative Officer will explore with Museum staff the existing municipal facilities for suitability. It is recommended that staff be given authorization make alterations for climate control, etc., as required up to a maximum limit of$10,000. Council would then be provided with information in this regard. Respectf ly submitted, Reviewed by, e A. Marano, H.BSc.,A.M.C.T., W.H. Stockwell, Treasurer. Chief Administrative Officer. MM/hjl Attachments 7 03 ATTACHMENT NO.2 SCHEDULE "A" CL96-18 - CONSTURCTION OF A STORAGE BUILDING CLARKE MUSEUM BIDDER BID AMOUNT Kraco Carpentry Service Ltd. Bowmanville $ 88,045.00 Ken Green Regional Construction Bowmanville 99,985.00 R. Bouma Construction Bowmanville 100,962.00 Veenstra Construction Ltd. Bowmanville 114,900.00 Emerald General Contracting Pickering 127100.00 Hollinger Construction Limited Pickering 132,600.00 Metro East Concrete Bowmanville 134,200.00 Imperial Builders of Canada Cobourg Rejected G.S.T. Extra SCHEDULE A THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 96- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Kraco Carpentry Service Ltd. , Bowmanville, Ontario, for the Construction of a Storage Shed, Clarke Museum. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington with the Corporation Seal, a contract between Kraco Carpentry Service Ltd. and said Corporation. 2 . THAT the Contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of October, 1996 . By-law read a third time and finally passed this day of October, 1996 . Mayor Clerk m" I /If ILI `100 25MPO CONG SLAB WfTH FlBRE]AESH RE7NF. °/` 120V 9,16AmP O m1n. SEAR.ER LILAR L i OVER min.400 GA/WUIM B I COMPACTED TO 15 PROCTOR DENSTIY LCEIUGAASUR GFMNACE I SOUTH ELEVATION A-2 SCALE 1:100 I I I a + ----------------------------------------------------- I I I I I I I E FIN. FLOOR ELEV. -260.75m ' ROOF PANEL TYPE i N U S TRUSSES ROOF TRUMES -0• / I tOOlmp x4 CNCLOT PANELBOAAO BOLT-UP LINTEL (IRIS TYPE T-2) I .✓.OICCONNECT/EMEftlOR METER SAW eT6rm�PIER FoOn1q 10mm/PER F00nN0 (5EE OETAi.0/M2) I O/H LEANDE ANiT. 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