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HomeMy WebLinkAboutFIN-2022-287 - T22-033 Uniroyal-Goodrich Park and Fenwick Park ImprovementsFinancial Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: June 20, 2022 SUBMITTED BY: Ryan Scott, Manager of Procurement, 519-741-2200 ext. 7214 PREPARED BY: Harvey Mariera, Procurement Specialist, 519-741-2200 ext. 7217 WARD(S) INVOLVED: 8 and 10 DATE OF REPORT: June 13, 2022 REPORT NO.: FIN-2022-287 SUBJECT: T22-033 Uniroyal-Goodrich Park and Fenwick Green Improvements RECOMMENDATION: That Tender T22-033 Uniroyal-Goodrich Park and Fenwick Green Improvements, be awarded to Quality Property Services. Toronto, Ontario, at their quoted price of $219,553.74., plus H.S.T. of $23,146.45, for a total of $232,700.19, provided a satisfactory contract is executed. REPORT HIGHLIGHTS: The purpose of this report is to obtain approval to proceed with an award as per Purchasing By- law 2017-106; The reason this report is coming forward is that the value of the bid being recommended for award is in excess of both, the Council approved budget, and temporary measures approved by Council through FIN-2022-149 Temporary Measures Supply Chain and Inflationary Trends; There were two (2) solicitations received for this procurement; and This report supports the delivery of core services. BACKGROUND: As part of the capital improvements program, Uniroyal Goodrich Park (Ward 10) and Fenwick Green (Ward 8) are two neighbourhood parks identified for upgrades that have been in use for many years. The purpose of the upgrades is to also meet accessibility standards, replace aging park infrastructure, and address operational constraints while creating park spaces that reflect the current standards and needs of their communities. Uniroyal-Goodrich Park is a well-used and valued park and active community garden site. Community engagement was conducted between 2017 and 2019. Following engagement, a two- phase approach to site rehabilitation was proposed. The site improvements include the addition of a small play area that meets current Canadian Safety Association (CSA) standards. The Uniroyal- Goodrich Park site works (Phase 1) originally commenced in 2019 and where completed in late 2021. Phase 2 work (installation of play elements and other infrastructure and minor landscaping), are currently incomplete. Staff believe it is important to complete these enhancements to fully open the park for public use. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Fenwick Green is a well-used park with drainage issues identified surrounding, and within, the existing play area. Working with the Councillor, opportunities to add inclusive play options as well as seating areas and accessible picnic tables were determined and prioritized when addressing the existing drainage issues. Both parks have been deemed a priority. The scope of the work for this tender includes: Uniroyal-Goodrich Park Completion of the play area works initiated (Phase 2) and installation of play equipment to bring the design of the play area in line with current safety and accessibility standards, and operational needs Completion of community gathering opportunities with site furnishings including seating, picnic tables and a waste receptacle. Fenwick Green Address existing drainage issues surrounding and within the existing play area Updating the play space with the addition of new play amenities to bring the design of the play area in line with current accessibility standards, and operational needs New community gathering opportunities with a seating area and accessible picnic table New tree planting to provide shade REPORT: Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by twenty-one (21) interested parties and by the closing date of Monday May 2, 2022, two (2) tenders had been received. The following tenders were received: Bid Price Quality Property Services Toronto, Ontario $232,700.19 * Hardscape Concrete & Interlock. Cambridge, Ontario $297,295.94 Uniroyal-Goodrich and Fenwick Green Park budgets were established as part of the 2019 capital budget cycle. Between 2019 and 2022 staff have been seeing significant upward inflation (well above the budget applied ~2%), on many elements within parks and open spaces, in particularly in regards to play equipment. Additional to this, as identified in FIN-2022-149, staff are seeing significant budgetary pressures as a result of global supply chain pressures and high demand for contractors to perform work, with labour market challenges. In addition to inflationary pressures on elements within parks, staff believe that the significant overage reflects market pressure on contractors to perform the works. Staff do not believe that deferring work and reducing the scope of work to meet a lower budget will result in a satisfactory community experience, nor will deferring work and re-tendering result in lower pricing. The tenders were reviewed by C. Bacon, Landscape Architect, and A. Visneski, Mgr Parks and Opens Space Design and Development, who concur with the above recommendation. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: The net cost for this tender (A), is fair and reasonable for a project of this scope however, the upset limit is over the funding available (B) for this project. Funding for this project is included within the approved capital budget. The estimated deficit (D) will be funded by the surplus on the Rolling Meadows trail project. T22-033 Uniroyal-Goodrich Park and Fenwick Green Improvements Estimated Cost Tender T22-033 costs, including HST 232,700.19 less: HST rebate (23,146.45) Net Cost Being Awarded 209,553.81 A Projected Other - costs for decommissioning and repurposing equipment 10,000.00 Total Estimated Cost 219,553.74 C Budget 2022 Capital Budget 110,000.00 Parks Improvement Fund 62,500.00 Total Budget 172,500.00 B Total Estimated Surplus/(Deficit) (B - C) (47,053.74) E COMMUNITY ENGAGEMENT: INFORM council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department