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Home My WebLink AboutINS-14-097 - Increase to PO#205890 - Sports Lighting - Peter Hallman Ball Yard REPORT TO: Special Council DATE OF MEETING: 2014-12-08 SUBMITTED BY: Jim Witmer, Interim Deputy CAO, Infrastructure Services Department, 519-741-2600 ext. 4657 PREPARED BY: Tim O’Brien, Landscape Architect, 519-741-2600 ext. 4399 WARD(S) INVOLVED: 3 DATE OF REPORT: 2014-11-12 REPORT NO.: INS-14-097 SUBJECT: Increase to Purchase Order 205890 Sports Lighting – Peter Hallman Ball Yard ___________________________________________________________________________________ RECOMMENDATION: That purchase order 205890 Sports Lighting – Peter Hallman Ball Yard, issued to G.K. Sullivan’s Electric Inc., Kitchener, Ontario be increased in the amount of $22,882., plus H.S.T. of $2,974.66, for a total of $25,856.66. BACKGROUND: At its March 3, 2014 meeting, Council awarded tender T14-015 Sports Lighting – Peter Hallman Ball Yard to G. K. Sullivan’s Electric Inc. at their tendered price of $176,767., including a contingency of $10,000., plus H.S.T. of $22,979.71, for a total of $199,746.71 to construct new sports lighting at Peter Hallman Ball Yard. Replacement sports lighting was required at Peter Hallman Ball Yard to maintain service on two lit ball diamonds that previously utilized lighting materials that were over 10 years old and were no longer able to meet the requirements for night time play. New remotely controlled, high efficiency technologies replaced the existing lighting materials and now achieve excellent quality night lighting while using less power overall. The improved energy efficiencies also enabled new sports field lighting to be constructed on the park’s third ball diamond, where no lighting previously existed and no night play previously occurred. No lighting poles or other infrastructure beyond new lamps and wiring were required to construct the new lighting on diamond 3, as the original pole construction on diamonds 1 and 2 were planned a decade ago to also accommodate future lighting on diamond 3. The net result is better service in terms of an increase in playing field time, increased quality lighting, and improved efficiencies in terms of power demand and overall operating cost to maintain the newly upgraded lighting infrastructure. The new lighting system was completed and used during the August 2014 World’s Fastball Championship, hosted by the City of Kitchener at Peter Hallman Ball Yard. 3. - 1 REPORT: During their contracted work at Peter Hallman Ball Yard, G. K. Sullivan’s Electric Inc. reported several instances of damaged below ground conduit and wiring that required excavation and reconstruction in order to incorporate same into the finished lighting system. The new sports lighting could not be made operational without undertaking the additional repair work. The additional work was not anticipated and was not part of the contract work scope. Due to the importance of achieving a complete and operational sports lighting system at Peter Hallman Ball Yard by the opening date of the World’s Fastball Championship tournament (August 8, 2014) and due to the fact that the total value of the work including the additional work did not exceed the allocated capital budget for this project and that G. K. Sullivan’s Electric Inc. was already on site and judged to be in the best position to efficiently accomplish the unanticipated work, staff gave site direction to the contractor to proceed with the additional work. The purchase order was increased by 10%, the allowable amount as per Chapter 170.11.4 (Purchasing and Materials Management) of Kitchener’s Municipal Code. The increase to cover additional work in the amount of $22,882., was completed by the contractor prior to August 8 2014. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Quality of Life - Maintaining and extending efficient service at Peter Hallman Ball Yard, the City’s premier fastball park facility, contributes positively to the community’s overall quality of life. 3. - 2 FINANCIAL IMPLICATIONS: Thetotalprojectcost(A),isfairandreasonableforaprojectofthisscopeandtheupsetlimit (includingthe10%increasetotheoriginalpurchaseorderandtheadditionalwork)isstillwithin thebudgetallowance(B)providedwithinthebudget.Fundingforthisprojectisincludedwithin theapprovedcapitalbudget.Theestimatedsurplus(D)willremaininthegeneralprovision accounttofundfutureMajorParkDevelopmentprojects. Cz-z{Ò©äE©;7;© SportsLightingPeterHallmanBallYard 9·z·;7/· OriginalTenderT14015cost176,767.00 Add:10%PurchaseOrderIncrease17,676.70 22,882.00 Add:AdditionalWork SubtotalBeforeHST217,325.70 Add:ApplicableHST3,824.93 TotalProjectCost221,150.63A ProjectedAdditionalCosts EstimatedCost221,150.63C .Ò7m;·E©·wztw;E©250,000.00B 9·z·;7{Ò©¦Ò5;Ez-z·./28,849.37D COMMUNITY ENGAGEMENT: INFORM – The originally tendered sports lighting work was posted to the City’s website with the rd agenda in advance of the March 3 2014 council meeting at which time the tender was awarded. The recommended PO is for completed works directly related to the contract awarded. ACKNOWLEDGED BY: Jim Witmer, Interim Deputy CAO Infrastructure Service Department 3. - 3