160613 ar113 rotary spray park tender award

REQUEST FOR DECISION File # 1220 1220--20, 6240 6240--20 Report To:

Mayor and Council

From:

Director of Facilities and Grounds

Presenter:

Director of Facilities and Grounds

Subject:

Administration Report No. 0113/16 Rotary Spray Park Tender Award

Meeting:

Regular Council

Meeting Date:

13 Jun 2016

RECOMMENDATION: "THAT, Council acknowledge that the tenders received for the Rotary Spray Park came in over budget, AND THAT, staff be authorized to enter into negotiations with the lowest bidder, TGK Irrigation Ltd., from Burnaby, BC to investigate cost savings that would decrease the total cost of the work to the budgeted amount of $611,000, AND FURTHER THAT, if negotiations are successful, that the Spray Park Installation project tender be awarded to TGK Irrigation Ltd." CITY MANAGER'S COMMENTS: Support recommendation.

KEY ISSUES(S)/ CONCEPTS DEFINED: The Rotary Spray Park will be a major addition to the community. The scope of the project includes a new splash pad, rubberized safety surface, walking/skating loop, boardwalk area, additional seating, and other amenities. Staff worked with Urban Systems to finalize the design, utilizing equipment supplied by Rec Tec Industries.

The project was tendered and the qualified bids received were as follows: TGK Irrigation Ltd. from Burnaby, BC Kalmar Construction from Fort St. John, BC

$722,820.00 GST Included $787,643.02 GST Included

TGK Irrigation Ltd is the low bidder and they are qualified to perform the work as stipulated in the contract, based on their experience and references; however their bid is more than the

remaining budget for this project.

Budget Engineering Spray Features Remainder Low Bid (no GST) Difference (over remaining budget)

$876,000.00 -$63,300.00 -$200,825.13 $611,874.87 $688,400.00 $76,525.13 (13%)

RELEVANT POLICY: Council Policy No. 22/14 - City Purchasing and Tendering Policy ALTERNATIVE RECOMMENDATION: "THAT, Council award the tender for the Spray Park Installation to the low bidder, TGK Irrigation Ltd. from Burnaby, BC, based on the unit rates in their tender submission dated June 6, 2016, with the total tendered amount being $722,820.00, AND THAT, the additional funds required to complete this phase of the project be allocated from reserves."

OR "THAT, Council direct staff to re re--tender the spray park installation."

IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC GOALS: A vibrant and diversified economy where local businesses are retained and business opportunities are expanded; citizens' interests are represented and promoted efficiently through political and economic spheres; and the vitality of downtown is maintained and enhanced as a commercial and cultural destination.

A safe, healthy, active and family family--friendly community.

A planned and sustainable community where community infrastructure is well well--maintained to meet the needs of both current and future generations; the natural environment is preserved, protected and enhanced; and where municipal spending and tax policies are affordable and sustainable over time.

COMPLIANCE WITH STRATEGIC PRIORITIES: GENERAL: ORGANIZATIONAL:

Staff will direct the consultant (Urban Systems) to work with the low bidder, TGK Irrigation Ltd (TGK), to review their bid and negotiate the contract to fit the budget. This could include reducing the some of the quantities of works specified.

FINANCIAL: This project is budgeted at $846,000 as part of the 2016 capital plan. The City applied for and received $30,000 in grant funding from Tire Stewardship BC, making the total funding for the project $876,000.

FOLLOW UP ACTION: COMMUNITY CONSULTATION: COMMUNICATION: The community will be informed of the planned shut down for the construction.

OTHER COMMENTS: The schedule for the construction will be determined by the contractor, and should begin as soon as they are able to mobilize. The construction window will be 8 to 12 weeks long and should conclude on September 30, 2016. The new park will officially open in Spring 2017.

If this project is re re--tendered, this will delay the start of the project by approximately 1 month.

In 2015, Council authorized staff to apply for $320,000 in funding from the Canada 150 Community Infrastructure Program. This application was not approved in 2015; however the program was opened up in 2016 and staff have begun the process to apply for the same funding for this project.

Attachments: Record of Tender Opening Spray Park Installation CFSJ Spray Park Installation - Tender Summary Letter

CFSJ Spray Park Installation - Tender Summary

RESPECTFULLY SUBMITTED: Craig Stanley, Director of Facilities and Grounds 19 May 2016

City of Fort St. John

FORT ST JOHN

10631 100 Street

Fort St. John. BC [ VU 3ZS

(250)7878150 City Hall (250)7878181 Facsimile

The Energetic City

Tender: Spray Park Installation

Contact: Craig Stanley

Owner: City of Fort St. John Closing: Tuesday, June 7, 2016 Time: 12:00 p.m.

Contractor Name

Bonding Attached?

T6^ ^<\ i\cJ^\L^k_

AL^0.

^W,u fla^Ltchon.

^_ ^M.

Witnessed:

Submitted Tender Price

. ,^7^^^^> -7%-7 W^.^

Revisions to Tender Price

Revised Tender Price

June 7, 2016

File: 1958.0380.02-T

City of Fort St. John 10631-100th Street Fort St. John, BC V1J 3Z5 Attention: RE:

Craig Stanley, Director of Facilities and Grounds

CITY OF FORT ST. JOHN – SPRAYPARK INSTALLATION TENDER SUMMARY

Two (2) tender(s) were received at the City of Fort St. John by 12:00 PM on June 7, 2016, for the above referenced project. We have reviewed the tender submissions for compliance with the contract documents and for mathematical errors. Please find below a summary of our review: Submitted By

Total Tender Sum (GST included)

1

TGK Irrigation Ltd

$ 722,820.00

2

Kalmar Construction Ltd

$ 787,682.92

The following is a summary of our review of the two compliant submissions: TGK Irrigation Ltd Submitted Total Tender Sum $ 722,820.00 (GST included) 

No errors found.

Kalmar Construction Ltd Adjusted Total Tender Sum $ 787,643.02 (GST included) 

Math error increased Total Tender sum by $39.90



Required list of Spray Park experience in Appendix 4B was not included.

10808 - 100th Street, Fort St. John, BC V1J 3Z6 | T: 250.785.9697

Attention:

1958.0380.02-T

File:

Craig Stanley, Director of Facilities and Grounds

Date:

June 7, 2016

Page:

2 of 2

Based on an award to the lowest bidder, the following is our understanding of the budget: BUDGET SUMMARY Tender Price (no GST)

$

688,400.00

Owner Supplied Materials

$

200,825.13

Engineering

$

63,300.00

Total Cost

$

952,525.13

Ownerâ&#x20AC;&#x2122;s Budget

$

876,000.00

Surplus (Deficit)

$

(76,525.13)

Sincerely,

URBAN SYSTEMS LTD.

Rob Close Contract Administrator /klw \\usl.urban-systems.com\projects\Projects_FSJ\1958\0380\02\C-Correspondence\C1-Client\2016-06-07 CFSJ Spraypark Installation - Tender Summary Letter.docx

Project # 1958.0380.02 June 7, 2016 Page 1 of 3

TENDER SUMMARY City of Fort St. John - Spraypark Installation Tender Closing June 7, 2016

Tender Closing Date: June 7, 2016 at 12:00 PM Brief Description See MMCD Master Municipal Specifications and Supplementary Specifications for Additional Details and Descriptions

TGK Irrigation Ltd

Kalmar Construction Ltd

Unit

Est. Qty.

1 1.4.10 Barrier Concrete Curb and Gutter 03 30 53 - Cast-In-Place Concrete

lm

5

$

150.00

$

750.00

$

235.00

$

1,175.00

2 1.5.6 3 1.5.3 4 1.5.3 5 1.5.3 Division 11 - Equipment 11 68 16 Play Structures

Remove Existing Concrete Splash Pad Reinforced Concrete Splash Pad - 120mm thick Reinforced Concrete Steps 200mm Concrete Curb edger

m m2 lm lm

50 445 43 53

$ $ $ $

160.00 145.00 450.00 150.00

$ $ $ $

8,000.00 64,525.00 19,350.00 7,950.00

$ $ $ $

105.00 111.00 505.00 215.00

$ $ $ $

5,250.00 49,395.00 21,715.00 11,395.00

Remove Existing Spray Fixtures Install Owner Supplied Spray Fixtures Install Owner Supplied Shade Structures Install Owner Supplied Boulder Seating (outside of Splash Pad) Recycled Rubber Safety Surface

LS LS LS

1 1 1

$ $ $

3,500.00 71,500.00 23,500.00

$ $ $

3,500.00 71,500.00 23,500.00

$ $ $

6,760.00 155,628.00 30,980.00

$ $ $

6,760.00 155,628.00 30,980.00

Item

Section

Unit Price

Amount

Unit Price

Amount

Division 3 - Concrete 03 30 20 - Concrete Walks, Curbs And Gutters

6 7 8

1.1.1 1.1.2 1.1.3

9

1.1.4

2

LS

1

$

2,500.00

$

2,500.00

$

-

$

-

730

$

151.00

$

110,230.00

$

129.70

$

94,681.00

ls

1

$

5,500.00

$

5,500.00

$

19,060.41

$

19,060.41

m3

950

$

50.00

$

47,500.00

$

21.28

$

20,216.00

m2 m3

600 20

$ $

26.00 125.00

$ $

15,600.00 2,500.00

$ $

17.92 140.00

$ $

10,752.00 2,800.00

m2

1550

$

8.00

$

12,400.00

$

9.52

$

14,756.00

m2 m2 m3

1050 200 20

$ $ $

56.00 32.00 268.00

$ $ $

58,800.00 6,400.00 5,360.00

$ $ $

48.93 26.96 230.98

$ $ $

51,376.50 5,392.00 4,619.60

10 1.1.5 Division 26 - Electrical 26 56 01 - Roadway Lighting

m

11 1.9.1 Lighting Division 31 - Earthwork 31 24 13 - Roadway Excavation, Embankment and Compaction Common Excavation - On-Site Re-Use/Offsite disposal 12 1.8.5 including stripping 13 1.8.9 Subgrade Preparation 14 1.8.10 Replace Unsuitable Subgrade (Optional Work) 31 32 19 - Geosynthetics 15 1.6.1 Geosynthetics - Geotextile Division 32 â&#x20AC;&#x201C; Roads and Site Improvements

2

32 11 23 - Granular Base 16 17 18

1.4.2 1.4.2 1.4.2

Granular Base 300mm Thickness for trail Granular Base 100mm Thickness for paver area Granular Base variable Thickness for fill areas

Project # 1958.0380.02 June 7, 2016 Page 2 of 3

TENDER SUMMARY City of Fort St. John - Spraypark Installation Tender Closing June 7, 2016

Tender Closing Date: June 7, 2016 at 12:00 PM Brief Description See MMCD Master Municipal Specifications and Supplementary Specifications for Additional Details and Descriptions Division - Concrete 32 12 16 3 - Hot-Mix Asphalt Concrete Paving

TGK Irrigation Ltd

Kalmar Construction Ltd

Unit

Est. Qty.

m2 lm

930 30

$ $

48.00 15.00

$ $

44,640.00 450.00

$ $

40.85 15.00

$ $

37,990.50 450.00

Remove and stockpile existing unit pavers onsite Unit Paving - reuse of existing stockpiled Unit Paving -Install Owner Supplied Unit pavers (Optional 23 1.6.3 Work) 24 1.6.3 Unit Paving -Supply and Install wood textured pavers 32 91 21 - Topsoil and Finish Grading

m2 m2

710 315

$ $

10.00 12.00

$ $

7,100.00 3,780.00

$ $

12.00 133.00

$ $

8,520.00 41,895.00

m2

100

$

25.00

$

2,500.00

$

133.00

$

13,300.00

m2

120

$

45.00

$

5,400.00

$

227.00

$

27,240.00

25 1.4.1 32 92 23 - Sodding

100mm Imported Topsoil

m

3

1300

$

45.00

$

58,500.00

$

2.00

$

2,600.00

26 1.8.2 Division 33 – Utilities

Nursery Sod

m2

1300

$

8.00

$

10,400.00

$

8.00

$

10,400.00

lm

100

$

32.00

$

3,200.00

$

10.64

$

1,064.00

28 1.8.1, 1.8.2 100mm PVC Watermain - Native Backfill 29 1.8.4 50mm Water Service Connection 30 1.8.13 Tie to Existing watermain 33 30 01 – Sanitary Sewers

lm ea ls

55 1 1

$ $ $

250.00 4,800.00 7,875.00

$ $ $

13,750.00 4,800.00 7,875.00

$ $ $

235.20 8,932.00 6,003.20

$ $ $

12,936.00 8,932.00 6,003.20

31 1.6.3 100mm Sanitary Service 33 40 01 – Storm Sewers

ea

1

$

6,850.00

$

6,850.00

$

4,883.20

$

4,883.20

32 1.6.1, 1.6.2 33 1.6.5 34 1.6.6 35 1.6.9 33 42 13 – Pipe Culverts

lm lm lm ea

62 36 95 1

$ $ $ $

185.00 145.00 95.00 1,850.00

$ $ $ $

11,470.00 5,220.00 9,025.00 1,850.00

$ $ $ $

218.40 196.00 128.80 1,680.00

$ $ $ $

13,540.80 7,056.00 12,236.00 1,680.00

lm

20

$

95.00

$

1,900.00

$

128.80

$

2,576.00

ea

3

$

1,275.00

$

3,825.00

$

3,640.00

$

10,920.00

Item

Section

19 1.5.1, 1.5.2 Asphalt Pavement - Upper Course # 1 - 50mm thickness 20 1.5.7 Saw Cut Asphalt or Concrete Pavements 32 14 01 - Unit Paving 21 22

1.6.3 1.6.3

Unit Price

Amount

Unit Price

Amount

33 01 30.1 - CCTV Inspection Of Pipelines 27 1.6.2 33 11 01 - Waterworks

CCTV Pipeline Inspection

Storm Main - 200mm diameter - Native Backfill Spraypark Drain Lead 150mm diameter Perforated Lead 100mm diameter Drainage Tie-In 200mm diameter into existing manhole

36 1.5.1, 1.5.2 Culvert Pipe PVC 100mm diameter 33 44 01 – Manholes and Catchbasins 37

1.5.2

Type 2 Lawn Drain

Project # 1958.0380.02 June 7, 2016 Page 3 of 3

TENDER SUMMARY City of Fort St. John - Spraypark Installation Tender Closing June 7, 2016

Tender Closing Date: June 7, 2016 at 12:00 PM

Item

Section

Brief Description See MMCD Master Municipal Specifications and Supplementary Specifications for Additional Details and Descriptions

Unit

Est. Qty.

TGK Irrigation Ltd

Unit Price

Amount

Kalmar Construction Ltd

Unit Price

Amount

Division 3 - Concrete Summary Subtotal

$

668,400.00

$

Contingency Allowance

$

20,000.00

$

20,000.00

Tender Price

$

688,400.00

$

750,174.21

5% GST

$

34,420.00

$

37,508.71

Tender Price with GST

$

722,820.00

$

787,682.92

730,174.21