Report to Committee of the Whole

Transcription

1 Report to Committee of the Whole To: Mayor Linton and Members of Council Prepared By: Dan Wilson, Managing Director of Corporate Services / Treasurer Report: COR Date: 19 Mar 2018 RE: Request for Proposal #44-17: Playground Installations - Veterans Park & Elora Meadows Park Recommendation: THAT the Council of the Township of Centre Wellington award Request for Proposal #44-17 regarding Playground Installations, Site 1 - Veterans Park to Openspace Solutions Inc. at an upset limit of $48,393.44, exclusive of HST. AND THAT the Council of the Township of Centre Wellington award Request for Proposal #44-17 regarding Playground Installations, Site 2 - Elora Meadows Park to Openspace Solutions Inc. at an upset limit of $139,996.94, exclusive of HST. AND THAT the funding for both playgrounds be revised as shown in report COR dated March 19, Summary: The scope of work for this proposal call was for the supply of all labour, material and equipment necessary for the design, supply, delivery and installation of playground equipment at the following locations: Site 1: Veterans Park 32 William Street Site 2: Elora Meadows Park 109 Marr Drive Report: The Township s Purchasing Policy requires: Council approval of any proposal call having an expected value of more than $10,000; Proposal unit values or contents not be disclosed and held in confidence; A Selection Committee is to be identified and will be responsible for evaluating vendor responses using established scores identified in the proposal call; and Only the final contract awarded price of the successful proponent will be available upon award.

2 The proposal was advertised on the Township s website ( and on the Ontario Public Buyers Association s website. There were 15 registered Plan Takers. Responses were received from: ABC Recreation Henderson Recreation Equipment Limited New World Park Solutions Inc. Openspace Solutions Inc. Park N Play Design Co. Ltd. PlayKSL PlayPower LT Canada, Inc. Responses were evaluated and scored by the Selection Committee comprised of the Managing Director of Community Services, Brian Detzler, Manager of Parks & Facilities Operations, Matt Tucker, and Urban Forestry Project Manager, Mathieu Alain. The meeting was chaired by the Township s Senior Buyer, Sandi Wiles. Identified evaluation criteria in the proposal included: References/Experience; Play Opportunities; Play Value; Safety; Durability; Appearance; Warranty; and Fees. It is the Selection Committee s recommendation to award a contract to the highest scored proponent for each site as follows: Site 1: Veterans Park The Township is looking to replace the existing outdated equipment. Openspace Solutions Inc. is the highest scored proponent, at a cost of $48, (which includes alternative pricing for the installation of geotextile fabric and engineered wood fibre instead of sand, and excludes HST). The installation of the wood fibre will facilitate consistent accessible travel to and from the new play structure. Please refer to Attachment 'A' for a park design photo (subject to potential colour change and minor design adjustments).

3 Site 2: Elora Meadows Park This is a new park, with the Township looking to install new playground structures. Openspace Solutions Inc. is the highest scored proponent, at a cost of $139, (excluding HST). Please refer to Attachment 'B' for a park design photo (subject to potential colour change and minor design adjustments). Corporate Strategic Plan: This project in line with the following Strategic Plan objectives: To manage and develop clean, creative, diverse and livable communities. Build healthy communities for all ages. To ensure adequate and sustainable funding meets Centre Wellington's service requirements. Financial Implications: Capital Project Analysis: Site 1 - Veterans Park Approved Budget $50,000 Cost per Proposal $49,250 (rounded, includes non-rebate HST) Net under budget $ 750 Site 2 - Elora Meadows Park Approved Budget $140,000 Cost per Proposal $142,465 (rounded, includes non-rebate HST) Net over budget ($ 2,465) The Veterans Park playground installation is a replacement of existing structures, and is funded through the Parks Equipment Replacement Reserve. Elora Meadows Park is identified as a growth related project within the Township's Development Charge (DC) Background Study, with 90% funding from DCs. Therefore it is recommended that the additional project costs be funded as follows: Development Charges (90%) $2,220 General Capital Reserve $ 245 Total $2,465 Consultation: This report has been prepared in consultation with: Managing Director of Community Services, Brian Detzler Manager of Parks & Facilities Operations, Matt Tucker

4 Urban Forestry Project Manager, Mathieu Alain Senior Buyer, Sandi Wiles Attachments: Attachment A - Park Design Photo - Veterans Park Attachment B - Park Design Photo - Elora Meadows Approved By: Andy Goldie, Chief Administrative Officer

5 Attachment 'A'

6 Attachment 'B'