HomeMy WebLinkAboutCS 41-12 city co A Report to
— Executive Committee
•PICKERING Report Number: CS 41-12
Date: September 10, 2012
From: Everett Buntsma
Director, Community Services
Subject: Tender No. T-16-2012
- Dixie Road Streetlight Replacement
- File: A-1440
Recommendation:
1. That Report CS 41-12 of the Director, Community Services regarding the tender
for the Dixie Road Streetlight Replacement project be received;
2. That Tender No.T-16-2012 submitted by Fellmore Electrical, in the amount of
$162,656.32 (HST included), be accepted;
3. That the total gross project cost of $221,416.32 (HST included), including the
tender amount and other associated costs, and the total net project cost of
$199,392.25 (net of HST rebate) be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to increase
the finance from the Federal Gas Tax, as provided for in the 2011 approved
Streetlight Capital Budget from $90,000.00 to $199,392.25; and
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: Within the 2011 Streetlights Capital Budget, Dixie Road
Streetlight Replacement was approved as a project due to the hydro pole replacement
and relocation being undertaken by Veridian Connections. The City hired NEXGEN
UTILITIES to undertake detail design in coordination with Veridian's work. As the City is
replacing the existing high pressure sodium lights with energy efficient LED lights, the
project is eligible for Federal Gas Tax funding. As this will be the City's pilot project for
LED streetlights, efficiencies or savings will be determined and evaluated over the next
year.
The low bid submitted by Fellmore Electrical in the amount of$162,656.32 (HST
included), and a net project cost of$199,392.25 (net of HST rebate) is recommended
for approval.
• Report CS 41-12 September 10, 2012
Subject: Tender No. T-16-2012
Dixie Road Streetlight Replacement
Page. 2
Financial Implications:
1. Tender Amount
Tender No. T-16-2012 $143,943.65
HST (13%) 18,712.67
Total Gross Amount $162,656.32
2. Estimated Project Costing Summary
Tender No. T-16-2012 Dixie Road Streetlight Replacement $143,943.65
Miscellaneous Costs 5,000.00
Consultant Fees (NEXGEN UTILITIES) 30,000.00
Contingency 17,000.00
Sub Total — Costs 195,943.65
HST (13%) 25,472.67
Total Gross Project Costs 221,416.32
HST Rebate (11.24%) (22,024.07)
Total Net Project Costs $199,392.25
3. Source of Funds
Roads Capital Budget
Account Code Budget Required
5325.1101.6181 $90,000.00 $199,392.25
Net Project Costs (over) under Approved Funds ($109,392.25)
The over-expenditure was due to current market value for a project of this nature being
higher than originally budgeted in 2011.
This over-expenditure in the amount of$109,392.25 will be funded from the same
source of funds as approved in the 2011 Capital Budget. The Dixie Road Streetlight
Replacement project includes the introduction of LED technology which will result in
energy savings and is therefore, deemed eligible for Federal Gas Tax funding.
Discussion: As part of the 2011 Streetlight Capital Budget, Dixie Road
Streetlight Replacement was approved as a construction project. This project was
initiated as a result of Veridian Connections advising the City in 2010 that they were
CORP0227-07/01 revised
Report CS 41-12 September 10, 2012
7. 7
Subject: Tender No. T-16-2012
Dixie Road Streetlight Replacement
Page 3
relocating their pole line on Dixie Road. Veridian advised the City that we would have to
make arrangements to complete a streetlight design for Veridian's review and approval
for the transfer of the existing streetlights or for the installation of new streetlights on the
new poles. The City deemed this as an opportunity as a pilot project to replace existing
high pressure sodium streetlights with the new energy efficient LED streetlight
technology.
The City hired an electrical consultant, NEXGEN UTILITIES, to undertake the detail
design and preparation of the tender documents. NEXGEN completed a review of
luminaries for Dixie Road between Finch Avenue and Kingston Road. NEXGEN tested
several different high performance LED fixtures with many different variations such as
the number of LED's, drive current and different distribution types. The main fixtures
that were tested are:
• Holophane (Acuity Lighting) with the LEDgend model;
• Cooper Lighting with the Ventus model;
• Lumec (Philips) with the Roadsta model;
• Luxlite with their induction cobrahead.
NEXGEN found that the road was very difficult to light properly due to the road
classification Arterial Class C with medium pedestrian conflict. Typically, a road like this
would require lighting in a staggered configuration from both sides of the road.
However, installing lights on both sides of the road would cost several times more
because it would be necessary to over-dig the existing boulevard, install road crossing
ducts by directional bore under Dixie Road, and would require additional poles.
NEXGEN `s recommendation was the Ventus fixture by Cooper Lighting solely because
it is the only fixture that meets the IESNA (Illuminating Engineering Society North
America) recommended practice for both the roadway and sidewalk illumination.
Tender No. T-16-2012 was issued on Friday, July 27, 2012 and closed on Wednesday,
August 15, 2012. Six bidders responded of which five bidders submitted a tender for
this project and one was unable to bid.
The following documents have been reviewed by the Coordinator, Health & Safety and
deemed acceptable:
• Health & Safety Policy
• Current WSIB Workplace Injury Summary Report
• Certificate of Clearance issued by Workplace Safety & Insurance Board
• Certificates of Qualification
The Certificate of insurance has been reviewed by the Manager, Finance & Taxation
and deemed acceptable.
CORP0227-07/01 revised
Report CS 41-12 September 10, 2012
Subject: Tender No. T-16-2012
Dixie Road Streetlight Replacement
Page 4 •
Fellmore Electrical's references have been checked and are deemed acceptable by the
Supervisor, Engineering & Capital Works. In conjunction with staffs review of the
contractor's previous work experience with the City of Pickering the tender is deemed
acceptable.
Upon careful examination of all tenders and relevant documents received, the
Community Services Department, Engineering Services Division recommends
acceptance of the low bid submitted by Fellmore Electric, for Tender No. T-16-2012 in
the amount $162,656.32 (HST included) and that the total net project cost of
$199,392.25 be approved.
Attachments: •
1. Supply & Services Memorandum dated August 15, 2012.
2. Location Map
Prepared By: Approved/Endorsed By:
D re Selsk , C`-T, C�M III 1' Everett B tsm PD, CMM
Y �/
Supervisor, Engineering & Capital Works Director, Community Services
Caryn Kong, CGA Gillis Paterson, CMA
Senior Financial Analyst Director, Corporate Services & Treasurer
Capital Debt Management
•
•
era A. Fe g= acher
CSCMP, CR 0, CPPB, C.P.M., CMMIII
Manager, Supply & Services
CORP0227-07/01 revised
•
•
Report CS 41-12 September 10, 2012
Subject: Tender No. T-16-2012
Dixie Road Streetlight Replacement
Page 5
1,,- ----) 1 _
( , • _di ,
Richa d W. Hoporn, P. Eng.
Divi ' n Head, Engineering Services
DS:ds
Recommended for the consideration
of Pickering ity Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
4 Cliff 114
,111m, .4141
PICKERING • Memo
To: Richard Holborn August 15, 2012
Division Head, Engineering Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
•
Subject: Tender No. T-16-2012
Tender for Street Light Replacements — Dixie Road
File: F-5400-001
Tenders have been received for the above project. An advertisement was placed in the Daily
Commercial News and on the City's website inviting companies to download the tendering
documents for the above mentioned tender. Six (6) bidders responded of which five (5) bidders
submitted a tender for this project.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit
prices and extensions unit prices shall govern and extensions will be corrected accordingly,
which has been done.
All deposits other than the low three bidders may be returned to the applicable bidders as
provided for by Purchasing Procedure No. PUR 010-001, Item 13.03(w). Three (3) bids have
been retained for review at this time.
Copies of the tenders are attached for your review along with the summary of costs.
SUMMARY
HST Included
Bidder Total Tendered After Calculation Check
Amount
Fellmore Electrical $162,656.32 $162,656.32
Langley Utilities Contracting Ltd. $176,543.29 $176,543.29
Stacey Electric Company Ltd. $188,373.83 $188,373.83
Otonabee Electrical Services Ltd. $197,378.80 $197,378.80
Black & McDonald Ltd. $201,118.34 $201,118.34
Rand Electric Unable to Bid
i ...:., -. t-../o17 '/G-,
Pursuant to Information to Bidders Item 28, the following will be requested of the low bidder for
your review during the evaluation stage of this tender call. Please advise when you wish us to
proceed with this task. 'T i
(a) A copy of the Health and Safety Policy to be used on this project (currently dated
and signed);
(b) A copy of the current Workplace Injury Summary Report issued by Workplace
Safety & Insurance Board (in lieu of the Workplace Injury Summary Report
document, a copy of the current CAD 7, NEER, or MAP reports may be
. submitted);
(c) a copy of the current Certificate of Clearance issued by Workplace Safety &
Insurance Board;
(d) The City's certificate of insurance or approved alternative form shall be
completed by the bidder's agent, broker or insurer;
(e) a copy of a valid Ontario Electrical Contractor Licence issued by the Electrical
Contractors Registration Agency of the Electrical Safety Association( ECRA/ESA) and
copies of valid Licenses for all Master Electricians who will be assigned to this
project;
(f) a copy of valid certificates of qualifications issued by the Ontario Ministry of Training,
Colleges and Universities for all of the company's Journeyman Electricians and
Powerline Technicians who will be assigned to this project;
(g) list of Sub-Contractors in accordance with General Conditions Item 32; and
(h) Waste Management Plan to be used on this project in accordance with Tendering
Specifications Item 18.
Please include the following items in your Report to Council:
(a) if items (a) through (f) noted above, are acceptable to the Co-ordinator, Health &
Safety;
(b) if item (d) - Insurance - is acceptable to the Manager, Finance &Taxation;
(c) any past work experience with the low bidder Fellmore Electrical including work
location;
(d) without past work experience, if reference information is acceptable;
(e) the appropriate account number(s) to which this work is to be charged;
(f) the budget amount(s) assigned thereto;
(g) Treasurer's confirmation of funding;
(h) related departmental approvals; and
(i) related comments specific to the project.
Please do not disclose any information to enquiries except you can direct them to the City's
website for the unofficial bid results as read out at the public tender opening. Bidders will be
advised of the outcome in due course.
If ` ou require further information, please feel free to contact me or a member of Supply &
Se ices.
V F^'
Attachments
August 15, 2012
Tender No. T-16-2012 Page 2
Tender for Street Light Replacements - Dixie Road
I4-I
cu
to
z
1 W
a
U c
m
U
i:
a)
CL a
U co
N c
X ca
CA M ,q.. N I h
a -a N 0o r "1 to o
a a ;� "� QA K c a\ : o c
m E E N 'Z A ° E
. nz
3 ~ ,o ` ■ n1 ■ N. m E
Q �E' ER fR ER ER ER O I W
Y
W c c
m CO
I E N E
d r
U a
p CU
N 1 d o
-
C
..
o Q s N I ~ m 1 \ \ \
o
Z c) C
W 7 = o
d J ~
O a a - O C
o c CO
13 13 0 0
~ 4 m m 1Z
tic .
I
0 � \ \
•
p a)a
O o
uc
-
cc ti c a
a) c
a
rn
N E
T3 O N
C N a)
, -
CB r
71)--
ci
z
-a mci C
C J a) O
>
c >
L ( U m c W'
45 co U
> A '6 o - W
oNpl, •
ro 1.L. O
-J U) CC U
41 PORT# L"''1
City o0 I 1,:,_.
;fAw _ T S IG 11 sT1 1cit�'_
ION_ N V[ ENGINEERING SERVICES DIVISION
Attachment for Tender T-16-2012
w ' ELO
OVNCANNpN ORivE A Lp0E5T ER WORTH U �LW"�v�pRE ` ROSEOPO Ti
'- CES. G gT W w
SOU ENT
�;'^�� jTh S m
CRACTON .0„.--
U ORESC
\ PR ? U �A 71
/ , 1. Z \ /SOU `
j >ou:: Jv N � O O MOUNTCASTLE A cc U c',...,, OUGN p /
/�F O O PPOGE" ci, 0R P"p5 V
1y`r[v ; W\\CRESCE J U O WQ ` OpwR
O U mp (REDB■RO r,a" \,BOG ,1 N U N OZ \y\'
O W JJ ppt UPRE Y� E pQ, m J
(\ 4 W
b ' N \ ''''' 2 5% O\F� C 1 p J 2 O 5 S/`/O\\/)'
J � N mO.-z.,CRESCENT �( j YW ��F�O mU
J mW l a m w wC FO !
a ��O m 7 fR ORVyE RO C'
w J S CLENANNA j � O _ W Q
N
J 2 �" Q oO p f
G 0L/U� 16 "4°L O��\^\1 tt V Oy N w C2 9\
\ '. A cRESC� Co O \ 17:f)Z % // �\):54:1 m ma2ao �o m �o ws J W m t G , w O E 7O U „,',: 11
O P� 4
Yd Jp{P W W 7 '41, ,
"UE '� 0 U m \ / / ,6' 0
4 P E ' O GREpSR l LRn5,\ o-?G Ya1 \
i N Z U Ou PS N\\/� 3t �' y10� `M \
RES///5 O \�4 /
�\°�,� ��
y.. � o�' SUBJECT
o o� s
,
-- c { AREA i A° , GosToo
9. v 7,e,%.-• R
° /\RESGROGE 0 u o T
Location Map — Dixie Road
Proposed Construction Includes:
Dixie Road —The proposed works to include the design and installation of streetlights on
Dixie Road from Kingston Road to Finch Avenue in conjunction with reconstruction/
relocation of Veridian hydro line.