HomeMy WebLinkAboutFCS-11-144 - T11-034 Sportsfield Artificial Turf and Lighting
REPORT TO:
Committee of the Whole
DATE OF MEETING: 2011-06-27
SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214
PREPARED BY: Larry Gordon, Director of Supply Services
WARD(S) INVOLVED: 9
DATE OF REPORT: 2011-06-21
REPORT NO.: FCS-11-144
SUBJECT: T11-034 Sportsfield Artificial Turf and Lighting
www.kitchenerca
RECOMMENDATION:
That Tender T11-034, Sportsfield Artificial Turf and Lighting, be awarded to Davan Landscape
Design/Build Inc., Puslinch, Ontario at their tendered price of $1,513,082.09, less $22,248.00
(items removed), plus $150,324.80 (additional items), plus H.S.T. of $213,350.66, for a total of
$1,854,509.55; and further,
That the Mayor and City Clerk be authorized to execute an agreement satisfactory to the City
Solicitor.
BACKGROUND:
The City of Kitchener athletic field utilization has steadily increased over the last seven years. In
2003, sportsfields were booked approximately 65% of the available time on Monday to
Thursday and only 45% of the time Friday to Sunday. Through consultation with the user
groups, it was determined that through better maintenance processes and appropriate user fees
that field uses would increase.
Necessary changes were made to better position our fields for our users. In 2010, our
sportsfields are being utilized greater than 95% of the available time with additional requests not
being considered because of the lack of availability. As well as new sport requests such as
rugby, football, cricket and disc sports. Due to the current level of maintenance, requests are
for more time on the Al and A2 fields. To meet the additional requests, synthetic sportsfields
have become a necessity.
Our Al and A2 fields are booked out at a maximum of 450 hours of use per season. These
hours have been set because any additional use above these hours would cause greater wear
and tear on the grass and additional operating costs to repair. While under repair, there is a
continuous loss of revenue. Each year it costs $30,000.00 to maintain an Al and A2 field.
Through the cultural practices, mowing and repair we are able to meet the level of service
currently expected.
S~a~'Re~port
finance and Corporate Services department
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Through comparisons, to replace a natural grass field with a synthetic field would increase our
available hours from 450 to 2000 hours per season. As well, the operating expenses at the
synthetic field would be $5,000.00 per year since there would be no need to cut, fertilize, aerate
or repair the wear areas in the field.
The season would start the beginning of March and be extend to the end of December versus
the May to end of October schedule today.
REPORT:
Tenders were advertised publicly in The Record, the Daily Commercial News, on the City of
Kitchener website and the Internet through the Ontario Public Buyers Electronic Tendering
Information System. Thirty-two (32) potential bidders downloaded the tender documents, and
by the closing date of Thursday June 16, 2011, five (5) tenders had been received.
The following tenders were received:
Bid Price Adjusted
Bid Price
Davan Landscape Design/Build Inc. Puslinch ON $ 1,709,782.76 $ 1,854,509.55
Dol Turf Restoration Ltd. Bond Head ON $ 1,740,274.58
Gateman-Milloy Inc. Kitchener ON $ 1,749,171.67
Ottavio Ciccarelli and Son Contracting Ltd. Ancaster ON $ 1,989,669.30
NMP Golf Construction Ste-Madeleine QC $ 2,121,187.22
The tender received from Davan Landscape Design/Build Inc. has been adjusted to reflect the
following:
Line items 6.9 and 6.10, which are to install recycled asphalt paving, were removed from the
tender and line items 8.2 and 8.3, which are to install asphalt paving in the Alternate prices,
were added. Using the asphalt paving verses the recycled asphalt, which is granular material,
will allow for a formalized parking lot with painted lines, provide less maintenance (recycled
asphalt requires top up and grading every year) and no migration of material onto the artificial
fields.
Alternate price item 8.1 to light the Rosenberg baseball diamond was added to this award. The
existing baseball diamond at Rosenberg Park will be lit as part of this work since the City
removed a lit baseball diamond from Woodside Park.
The tenders were reviewed by M. Klementti, RK & Associates, the City's Consultants for the
project, A. DeWitt, Landscape Architect, G. Hummel, Manager of Park Planning &
Development-Operations, M. Parris, Landscape Architectural Intern, and D. Dychuck,
Operations Supervisor -Fields, who concur with the above recommendation.
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Staff Re~p~r~
I~~rc~~nT~~ Finance and Corporate Services 1~eparfinent w~+w.kitthenerca
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
The City of Kitchener's purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
FINANCIAL IMPLICATIONS:
Funding will be provided from Internal Orders 52000563 and 39169 - Sportsfield Artificial Turf &
Lighting
Financial report is attached.
Budget estimate is $2,000,000.
Surplus funding to be transferred back to Parkland Reserve Fund.
COMMUNITY ENGAGEMENT:
Not applicable
Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
ACKNOWLEDGED BY: Services
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