HomeMy WebLinkAboutFCS-17-159 - T17-111 Upper Canada Park Sportsfield Redevelopment
REPORT TO:Committee of the Whole
DATE OF MEETING:2017-09-11
SUBMITTED BY:Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY:Adam Buchholtz, Buyer,519-741-2200 ext. 7217
WARD(S) INVOLVED:Ward 4
DATE OF REPORT:2017-08-29
REPORT NO.:FCS-17-159
SUBJECT:T17-111 Upper Canada Park Sportsfield Redevelopment
___________________________________________________________________________
RECOMMENDATION:
That Tender T17-111 Upper Canada Park Sportsfield Redevelopment, be awarded
to Gateman-Milloy Inc.,Kitchener, Ontario, at their adjusted tendered price of
$1,851,723.18, plus H.S.T. of $240,724.01, for a total of $2,092,447.19.
BACKGROUND:
The Upper Canada Park Master Plan was completed in 2015 and took a comprehensive
look at how to complete necessary upgrades to aging recreational infrastructure while
addressing community needs for the surrounding park space in an efficient and cost
effective manner.
The current phase of Upper Canada Park improvements (as approved by Council
March 20, 2017 within report INS-17-008) includes the reconfiguring and optimizing of
the four (4) underutilized softball diamonds and one (1) blast ball diamond, installation
of drainage, irrigationand other diamond infrastructure upgrades. Electrical servicing
and conduit will be installed in preparation for future lighting. The works will also include
pedestrian pathways, multi-use pathway improvements, community park features such
as a new shade structure, new basketball court, relocated playground with improved
accessibility, and new tree plantings.
The work will begin in the fallof 2017andcontinue throughthe summerof 2018 with
diamonds re-opening for play for the 2019 playing season.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
REPORT:
Tenders were advertised publicly on the City of Kitchener website and the internet
through the Ontario Public Buyers Electronic Tendering Information System.
Documents were downloaded by twenty-five (25) interested parties and by the closing
date of Tuesday, August 15, 2017,two (2) tenders had been received.
The tenders were reviewed by M. Parris, Landscape Architect, Operations,S. Bendo,
Stantec, the City’s Consultant on the project, and A. Buchholtz, Buyerwho concur with
the above recommendation.
The following tenders were received: Adjusted
Bid Price Bid Price
Gateman-Milloy Inc. KitchenerON$2,515,752.66 $2,092,447.19
39 Seven Inc. Guelph ON $2,655,529.90-
Due to budget constraintsitems from the form of tender were deleted, after the tender
closed, in order to reduce the scope of project to be within the allocated budget. The
changes includedremoval of the fencing as it was an item which could be severed out
and dealt with under other existing City contracts which will realize savings for the City
on this item. Thisdeferreditem will be completed in the future as a separate projectto
be consideredthroughthe 2018 budget process.Based on the review by Staff and the
project consultant, the pricing received for the items remaining within the contract award
are fair and consistent with projects of a similar scope.
The bid received by39 Seven Inc. was incomplete and has been disqualified.
Notwithstandingthat there was onlyone compliant bidder, Staff recommend proceeding
with award to maintain the project schedule for diamonds to be re-opened in spring
2019. Not proceeding with award at this time, will impact the 2019 playing season.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic
vision through the delivery of core service.
FINANCIAL IMPLICATIONS:
The net cost for this tender (A), is fair and reasonable for a project of this scope and the
upset limit is within the funding available (B) for this project. Funding for this project is
included within the approved capital budget. The estimated surplus (D) will be used to
fund future park projects.
T17-111
Upper Canada SportsfieldRedevelopment
The total budget for all phases of this project is 1,900,000.00
Estimated Cost for this Phase of Work
Tender T17-111 costs, including HST2,092,447.19
less: HST rebate(208,133.59)
Net Cost Being Awarded1,884,313.60 A
Projected Costs: Staff Time/Permitting 5,000.00
Total Estimated Cost for this Phase of Work$1,889,313.60 C
Budget for this Phase of Work
District Park Development Capital Account 1,525,000.00
Community Trail Capital Account 175,000.00
Playground AODA Capital Account 75,000.00
Neighbourhood Park Development Capital Account 125,000.00
Total Budget for this Phase of Work$1,900,000.00 B
Estimated Surplus/(Deficit) for thisPhase of Work (B -C)10,686.40 D
Estimated Surplus/(Deficit) from previous phases-
Total Estimated Surplus/(Deficit) $10,686.40 E
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
INS-17-008 – Ball Diamond Improvements Update – March 20, 2017 Council
meeting;
INS-15-014 – Upper Canada Park Master Plan – October 5, 2015 Council
meeting
ACKNOWLEDGED BY: Michael Goldrup,Acting Deputy CAO, Finance and Corporate
Services