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Home My WebLink AboutADMIN 72-86 TOWN OF NEWCASTLE 1 s' REPORTFile # 0 /� Res. # ___ -- --- By-Law # MEETING: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: DECEMBER 15 1936 RENT #: ADMIN.72-36 FILE #: SUBJECT: STATUS REPORT REGARDING THE NEW ADMINISTRATIVE FACILITY RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Commitee recommend to Council the following: 1 . That Report #ADMIN. 72-36 be received; 2. That in accordance with Section 6.01 of the Town's Purchasing By-Law that the architectural firm of A. J. Diamond and Partners be directed to undertake a "Pre-Qualification" procedure for all bidders prior to the actual tender being issued regarding the new Administrative Facility as outlined in Report #ADMIN. 72-36; and 3. That the architectural firm of A. J. Diamond and Partners be advised in order to initiate this procedure immediately. BACKGROUND AND COMMENT: During the past several months, the Town's Architect with respect to the new Administrative Facility (A. J. Diamond and Partners) has undertaken a considerable amount of work with respect to the design of this facility. During this period of time the Architect has met with the Sub-Committee members responsible for this project and various Town staff in order to finalize those aspects related to detailed design. 0 (a ) ADMIN. 72-86 -2- II As a result of this exercise, I am pleased to advise that the Architect will be in a position to make a presentation to Council at its meeting of January 12th, 1987. Specifically, the Architect will provide an overview and have details available with respect to the following: a) Final architectural , structural , mechanical and electrical drawings and specifications; b) Final cost estimates related to (a) above; c) Final costs with respect to the landscaping of the site. On January 12th, 1987, the approval of Council will be required with respect to the above in order to initiate the tendering process related to the construction of the facility. The Town's Architect has suggested that it would be appropriate to "Pre-Qualify" all bidders prior to the actual tender being issued. The process for "Pre-Qualification" would require advertising within the next two weeks in the Daily Commercial News as well as the local newspapers requesting interested bidders to submit various information with respect to their respective qualifications and a certified cheque in the amount of $200,000.00, in accordance with the Town's Purchasing By-Law for bid deposits where the total amount of the bid exceeds $2M (refer to excerpt entitled Schedule "B" attached) . Subsequently, the Architects would select from those responding the contractors believed to be the most qualified to undertake a project of this magnitude. It is expected that a list of approximately six contractors (who would then be invited to submit a tender on the new Administrative Facility) would be presented to Council at its meeting of January 12th, 1987. The actual tender call (which would not be advertised) would then take place during the week of January 19th , 1987 . The process of "Pre-Qualifying" bidders as suggested has certain advantages related to the elimination of the possibility of a low bidder, who in fact is not qualified , being awarded the contract. In addition, it requires any bidder to submit a bid which is very realistic. Furthermore, this process would help to ensure the respective contractor's financial stability and credibility. ADMIN. 72-86 -3- Accordingly, it is recommended that in accordance with Section 6.01 of the Town's Purchasing By-Law (refer to excerpt entitled Schedule "A" attached) , that the Architect be directed to undertake a "Pre-Qualification" procedure for all bidders prior to the actual tender being issued. Respectfully submitted, Ao anc a��, r easurer L ence E. is 'ff, Chief Adm'f , t�ative Officer i att. SCHEDULE "A" S.09 Corp,)r,tl.iorr Employee; or, Jny eler.terl otlirjdl , shall not. divulgC price; received for- any goods except the total bid arnnurt in the case of "public tenders" and "sealed bid requests". All prices recorded during the opening of tenders, that am part of the Corporation's permanent record and maintained in the Clerk's Department, shall be made available to the public, upon request, pursuant to the provisions of the Municipal Act, R.S.O., 1980. Total bid amounts for "sealed bid requests" will be revealed upon request. 5.10 Notwithstanding the provisions of this By-law, emergency purchase of goods may be made by the Purchasing Agent in circumstances which could result in costly departmental downtime, danger to life and/or property damage. In all such cases, a Report shall be filed Jointly by the Designated Official and the Purchasing Agent to Committee and/or Council, should the value of the purchase exceed the guidelines established within this By-law. In the absence of the Purchasing Agent, emergency purchases may be made by a Designated Official and such purchases confirmed by a ` purchase order issued by the Purchasing Agent, as soon as practicable. 6. TENDERING PROCEDURES The following procedures shall apply to the purchase of all goods estimated to be In excess of Fifteen Thousand Dollars ($15,000). X6.01 "Adver6iir4 All tenders shall be called by Public Advertisement, unless otherwise directed by Council and/or Committee. 6.02 Tender Closing Time All tender closing times shall be established by the Corporation. 6.03 Release of Information to Bidders The Corporation shall supply the following materials to all Prospective bidders: a) Two copies of the official tender forty relating to the tender called; -" b) One standard tender envelope approprlately imprinted; c) Tendering information, I.e. plans, specifications, profiles, etc.; d) Where a deposit is required for tender documents, such fee shall be paid to the Corporation by cash, money order, bank draft or certified cheque. Refunds shall only be made when all required tender documents are returned to the Corporation in good condition. r SCHEDULE "B" 10. ` li�if!`15':f�17(I`i) 1�US11S All t"I"It?rs shall be accongranied by an executed bonding agreement, when bonding is required. All tenders requiring bid deposits shall have such deposits made Payable to the "Corporation of the Town of Newcastle" and shall be in the fonn of a certified cheque, bank draft, money order or cash and shall be enclosed in the same envelope as the Tender. Bid deposits shall be submitted in accordance with following schedule, unless otherwise specified. Total Amount of Bid Minimum Deposit Required 5 20,000.00 or LESS $ 1,000.00 $ 20,000.01 to $ 50,000.00 $ 2,000.00 $ 50,000.01 to $ 100,000.00 $ 5,000.00 S 100,000.01 to $ 250,000.00 $ 10,000.00 $ 250,000.01 to $ 500,000.00 $ 25,000.00 $ 500,000.01 to $1,000,000.00 $ 50,000.00 $1,000,000.01 to $2,000,000.00 $ 100,000.00 $2,000,000.01 or OVER $ 200,000.00 When bonding is a condition of the tender call, a Performance Bond and/or a Labour and Material Payment Bond in the amount specified in the tender documents must be furnished by the bidder prior to execution of the contract. Both the bond and the form of bond shall meet the requirements of the Treasurer. 11. WITHDRAWAL OF TENDERS 11.01 Anyone submitting a tender can only withdraw the tender prior to the close of tenders. Requests received following the close of tenders will not be accepted. 11.02 Anyone wishing to withdraw a tender may do so in writing and deliver the same to the Office of the Clerk. 11.03 All tenders withdrawn prior to being deposited in the tender box shall be returned and the withdrawal of the tender acknowledged in writing. 11.04 All withdrawals received relating to tenders deposited in the tender box shall be deposited and all of the related documentation returned unopened following the tender opening. i