Report to: General Committee                                                        Report Date: June 11, 2007

 

 

SUBJECT:                          Award of Tender 052-T-07 Construction of Villages of  Fairtree Community Park

PREPARED BY:               Linda A. Irvine, Manager, Parks and Open Space

                                            Alex Moore, Senior Construction Buyer

 

 

RECOMMENDATION:

THAT the report entitled “Award of Tender 052-T-07, Construction of Villages of Fairtree Community Park” be received;

 

AND THAT the contract for Tender 052-T-07 for the construction of Villages of Fairtree Community Park be awarded to the lowest priced qualified bidder, Gateman-Milloy Inc. in the amount of $1,368,321.79, exclusive of GST;

 

AND THAT a contingency in the amount of $136,832.00 exclusive of GST,  be established to cover any additional construction and consultant costs and that the Director of Planning and Urban Design be authorized to approve expenditure of this contingency amount up to the specified limit and to provide a monthly statement of these expenditures to the Town Treasurer;

 

AND THAT the award be funded from Planning and Urban Design’s Capital Budget account 81-5350-6259-005, Villages of Fairtree Community Park in the amount of $1,445,900.00 and account 81-5350-6654-005, Wismer Neighborhood Park 3 in the amount of $149,863;

 

AND THAT upon payment of all invoices associated with this project, any remaining funds will be returned to the original funding sources.

 

AND FURTHER THAT staff be authorized and directed to do all things necessary to give effect to this resolution.

 

EXECUTIVE SUMMARY:

Not Required

 

1. Purpose                     2. Background                      3. Discussion                        4. Financial        

 

5. Others (Environmental, Accessibility, Engage 21st, Affected Units)             6. Attachment(s)

 

PURPOSE:

The purpose of this report is to award the contract for the construction of Village Fairtree Community Park located south of Cedarwood Public School, east of Elson Street, and east of Markham Road.

 

BACKGROUND:

Nak-Design was hired as the consulting landscape architects to provide design and contract administration services and to administer any sub-consultants as required.

 

A Public Information Meeting was held to receive community input, parks concepts were presented to the Building and Parks Construction Committee and to Development Services Committee to receive Council input, and the Operations Department has reviewed the plans and provided input on operational matters. Throughout the park design process, members of the local cricket clubs as well as the Principal of the adjacent public school also provided comments.  

A contingency of $136,832.00 has been established to cover any additional and unanticipated design and/or construction costs including authorized contingencies and approved change orders associated with this project.

 

OPTIONS/ DISCUSSION:

The construction tender 052-T-07 was issued in accordance with the Purchasing By-law 2004-341.  Staff and the consultant have reviewed the bid documents and are satisfied that all terms, conditions, bid prices and specifications comply with the Town’s requirements. 

 

FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)

 

Total Estimated Project Costs:

 

Total Budget

$1,445,900.00

Internal Capital Admin. Fee (2%)

$     30,103.00

Consultant Fees (NAK-Design)

$     59,300.00

Miscellaneous Costs

$       1,206.21

Current Budget Available (unspent)

$1,355,290.79

 

 

Construction Costs

$1,368,321.79

Contingency – Consulting Fees and Construction

$   136,832.00

 

 

Project Shortfall

($  149,863.00)

Shortfall will be covered through transfer of budget from 81-5350-6654-005 (Wismer neighborhood park 3), which currently has budget remaining of $240,900 after all construction and design commitments.

BID INFORMATION

Advertised

ETN

Bids closed on

May 9,2007

Number picking up bid documents

6

Number responding to bid

5

 

DETAILED PRICING INFORMATION:

Company

Prices

Gateman-Milloy Inc.

$1,368,321.79

Rutherford Contracting Ltd.

$1,441,779,88

Note:  Prices are exclusive of GST

 

Three (3) bidders were disqualified for not meeting the required mandatory criteria. The recommended proponent was 2nd lowest at bid opening and was approximately 5% higher than the low bidder who was disqualified.

 

The tender was evaluated on the selection of the lowest qualified bid. The bids have been verified for accuracy and compliance with the tender terms and conditions.

 

The consultant and Town staff have checked the references of the lowest bidder and report that this company has a good reputation in the industry and is qualified to do the work.

 

PROJECT SCHEDULE:

Subject to Council’s award of this tender, construction of this project is scheduled to commence July 2007 and should be completed by Spring 2008, weather permitting. 

 

ENVIRONMENTAL CONSIDERATIONS:

None

 

ACCESSIBILITY CONSIDERATIONS:

None

 

ENGAGE 21ST CONSIDERATIONS:

None

BUSINESS UNITS CONSULTED AND AFFECTED:

The Finance Department has reviewed this report and their comments have been incorporated.

 

 

RECOMMENDED

                            BY:    ________________________         

                                      Valerie Shuttleworth, MCIP, RPP      

                                      Director, Planning and Urban Design

 

 

 

                                      ________________________

                                      Jim Baird, MCIP, RRP

                                      Commissioner, Development Services

 

 

 

ATTACHMENTS:

None

 

 

Q:\Development\Design\linda\Parks\052-T-07 Draft staff report (Fairtree).doc