HomeMy WebLinkAboutApril 11, 2016
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Executive Committee Agenda
Monday, April 11, 2016
Council Chambers
2:00 pm
Chair: Councillor Pickles
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2
ENG 07-16 April 11, 2016
Subject: Claremont Park Master Plan Page 2
other site works in order for it to be completed as one project. The total estimated cost
of these works is $350,000.
Discussion: The Claremont Park Master Plan has been developed by City
of Pickering staff, in consultation with the Claremont District Community Association,
Claremont Lion's Club, Claremont Baseball Associations and residents of the Hamlet of
Claremont.
The Master Plan process was initiated through a Notice of Motion of Council on April 22,
2014. The Notice of Motion was a result of discussions with members of the Claremont
District Community Association, who were seeking Council support for improvements to
the existing outdoor skating rink in the park. The existing rink is constructed on an
asphalt surface surrounded by puck boards. It does not have a refrigeration system and
there is no direct access to water for flooding purposes. With the fluctuating
temperatures that have been experienced over the last number of winters, and the type
of surface, it has been difficult to maintain a usable ice surface.
It was recognized that prior to proceeding with any improvements to the skating rink, the
residents of Claremont should be consulted and that a master plan should be prepared
for the entire park area. The potential costs for upgrades to the outdoor rink and other
park features were recognized as being substantial and that funding options from
external sources such as potential sponsorships and federal and provincial
infrastructure programs should also be investigated.
A working group established that included representatives from the City of Pickering,
the Claremont District Community Association, Claremont Lion's Club, and the
Claremont Baseball Associations. The working group met a number of times; to
consider and prioritize potential park upgrades, to review concept plans, to review the
comments received from the residents of Claremont and to finalize the Master Plan that
is being presented to Council for endorsement.
A Public Open House was held at the Claremont Community Centre on Wednesday,
June 24, 2015 from 6:00 to 8:00pm with 31 residents registering. The concept drawings
for the Master Plan were put on display in the lobby of the community center one week
prior to the meeting and were left on display until early September. A number of
changes were made to the Master Plan based on comments received from residents.
The proposed Master Plan includes the following work and features:
@I Parking area expansion along the north park limits (approximately 45 spaces)
including lighting
Reorientation and reconstruction of the north ball diamond including a new
backstop, lighting, outfield warning track and fence
CORP0227-07/01 revised
ENG 07-16 April11, 2016
Subject Claremont Park Master Plan Page 3
* Removal of the south ball diamond as it is redundant
~ Relocation of the children's play area to a more central location and the upgrades
required to meet the new accessibility standards
Reorientation of the skating rink (east-west) with new a concrete pad, dasher
board system, pre-engineered roof structure for shade, equipment and storage
rooms, and a gathering area with benches
Trail system with lighting, to provide pedestrian connections from the Claremont
Community Centre to the Royal Canadian Legion, Old Brock Road and
Livingston Street, complete with a pedestrian bridge across the drainage swale at
the east end of the site
Optional skateboard facility (skate spot) located on the south-west corner of the
site, adjacent to Old Brock Road and the Legion
Naturalized area and storm water quality facility located on the south-east corner
of the site, to intercept the additional rain water coming from the ice rink roof and
the parking area expansion
General site landscaping in the form of shade trees, predominantly along the trail
system and in the naturalized area
The existing tennis courts are to remain as they were reconstructed in 2013-2014. The
existing parking area was also resurfaced in 2014.
The working group discussed at length the option of providing a refrigerated ice pad and
the decision was made not to include a refrigeration system. They were of the opinion
that the initial investment as well and the continued staffing, operational and
maintenance costs for this option would be excessive for the amount of use the ice pad
would receive.
The option of installing a roof over the pad was considered to be desirable. It will help
to shade the pad to extend the life of the ice surface and keep the majority of snow off
the surface during the winter. It also provides a covered area that can be used in the
summer for various other activities such as the Claremont Festival, baseball banquets,
and concerts. The space could also be used as a multi-sport area with temporary
basketball or volleyball nets, or set up for lacrosse or ball hockey. Portable skateboard
features could also be set up, to gauge the interest of skateboarding in Claremont
before committing to the construction of a more permanent facility.
A preliminary budget estimate was prepared for the proposed works with the total
estimate being approximately $2.75 million. This includes a contingency, design fees
and net HST. The Master Plan could be implemented in phases, as funding becomes
CORP0227-07/01 revised
3
CR 03-16
Subject: Pickering Food Truck Festival
April 11, 2016
Page 2
Discussion: The CFTF is a non-profit organization with a mandate to produce Culinary
Arts and Culture Festivals across Canada with the goal of promoting the Food Truck
movement while supporting the local community.
The Pickering Food Truck Festival is a family friendly event with free admission and
features live music, a beverage area (with liquor license) and a children's midway. In
2015, the Pickering Food Truck Festival attracted over 20 trucks to Esplanade Park and
10,000 plus visitors.
The Pickering Food Truck Festival also collected donations for their charity of choice,
SickKids Foundation. In 2015, over $25,000 was raised on behalf of SickKids
Foundation and a cheque was presented during a Council meeting on October 26,
2015.
In recent weeks, CFTF have requested to extend the Pickering Food Truck Festival to
include Friday operations and to conclude later on Saturday. The event requires road
closures on Esplanade North and South. A summary of time changes is shown below.
2015 Hours of Operation 2016 Requested Hours of
Operation
Friday, August 5 Set-up 6:00pm -11:00 pm
Saturday, August 6 Noon-9:00pm Noon -11 :00 pm
Sunday, August 7 Noon -9:00 pm Noon -9:00 pm
CFTF is requesting access to electrical, water, picnic tables, restroom facilities, and
recycling units, as part of their six day permit which includes two days for event set-up
and one day for event clean-up.
City of Pickering staff from applicable Departments (including Engineering & Public
Works, Corporate Services and Fire Services) have commented on this festival request
and support the event in principle, subject to a number of event/festival requirements
being met during the event planning process and prior to the event. The requirements to
be imposed upon the CFTF include but are not limited to the following:
• proof of 5 million dollars in liability insurance
• payment of required by-law enforcement officers
• proof of Liquor Licence
o City approval of vendor listing
o designation of non-smoking areas
CORP0227-07/01 revised
11
Report CR 06-16 April11, 2016
Subject: Tender for Don Beer Arena Roof Replacement
Executive Summary: The flat roof over rink 2 at the Don Beer Arena is 26 years
old and at the end of its economic life cycle. In recent years, numerous flashing repairs
and roof membrane patches were installed which created multiple weakness points in
the continuity of the overall roofing system. To that end, Tender No. T-8-2016 was
prepared and advertised on the City's website.
The low bid submitted by Foran's Roofing & Sheetmetal Limited in the amount of
$402,280.00 (HST included) is recommended for approval. The total gross project cost
is estimated to be $511,890.00 and the total net project cost is estimated at
$460,973.00 (net of HST rebate).
Financial Implications:
1. Tender Amount
Tender No. T-8-2016
HST (13%)
Total Gross Tender Cost
2. Estimated Project Costing Summary
Tender No. T-8-2016
Upgrade white gravel (energy enhancement)
Deck replacement allowance
Miscellaneous metal & sealants
Contingency
Total Cost
HST (13%)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
$356,000.00
46,280.00
$402,280.00
$356,000.00
30,000.00
16,000.00
15,000.00
36,000.00
$453,000.00
58,890.00
$511,890.00
(50,917 .00)
$460,973.00
15
1 6
Report CR 06-16
Subject: Tender for Don Beer Arena Roof Replacement
3. Approved Source Funds
Don Beer Arena
Approved Code Source of Funds
5715.1606.6181 Debt -10 Year
Property Taxes
Total Funds
I Project Cost under (over) approved funds by
Discussion:
Budget
$480,000.00
$480,000.00
Apri111, 2016
Required
$460,000.00
973.00
$460,973.00
$19,027.00
Project specifications were developed based on the findings and recommendations of
periodic roofing inspections and condition audits performed by Garland Canada Inc.
Garland were instrumental in the replacement of the roof over rink 1 at the Don Beer
Arena in 2012. The existing 4-ply built up felt roof and insulation over rink 2 will be
replaced with new insulation and a 2-ply hot-applied modified bitumen system with a
flood coat of pea gravel. Based on experience from rink 1, it is expected that some
portions of the existing steel roof deck will have deteriorated and require replacement.
The low bid is sufficiently below budget to allow for upgrading of the standard 'grey' pea
gravel to white dolemite. White stone is more reflective, reducing the amount of passive
heat gain on the roof, which also reduces the heat load on the ice surface below. Less
heat radiating onto the ice surface means less energy use and wear on the refrigeration
system. The roof of rink 1 at Don Beer Arena was replaced using a similar system,
including white dolemite pea gravel.
Bids have been received to the tendering call, which closed on Wednesday, March 16,
2016 for the Don Beer Arena Roof Replacement. A mandatory site visit was held on
Thursday, March 3, 2016 and seven bidders attended, of which four bidders submitted a
tender for this project.
The low bidder, Foran's Roofing & Sheetmetal Limited, has submitted a copy of the
Health & Safety Policy, the current WSIB Workplace Injury Summary Report and
Clearance Certificate, confirmation of Ministry of Labour Health and Safety Awareness
Training for every worker and supervisor on this project, and all are acceptable to the
Coordinator, Human Resources. Certificate of Insurance is deemed acceptable to
Manager, Budgets & Internal Audit. In conjunction with the foregoing approvals, staff
have reviewed the previous work experience of Foran's Roofing & Sheetmetal Limited,
the references provided and the bonding available on this project and the bid is deemed
acceptable.
o;..sr~"' Total Tendered Amount /After Calculation Check
Automatic rejection-Addendum #3 not acknowledged .
Nortex Roofing Ltd. . Reference: Purchasing Policy No. PUR 010, Item
23.02-11, Information to E}idders-Item 9, 13, 22, 24,
25, 26, 40, 41, 42, Addendum #3.
Automatic rejection -Addendum #3 not acknowledged.
!CI Roofing Ltd.· Reference: Purchasing Policy No. PUR 010, Item -
23.02 -11, Information to Bidders-Item 9, 13, 22, 24,
25, 26, 40, 41, 42, Addendum #3.
Automatic rejection-Addendum #3 not acknowledged.
Crawford Roofing Corp. Reference: Purchasing Policy No. PUR 010, Item
23.02 -11, Information to Bidders-Item 9, 13, 22, 24,
25, 26, 40, 41, 42, Addendum #3.
~
Automatic rejection -Addendum #3 not acknowledged.
ASEAL Roofing & Sheet Metal Reference: Purchasing Policy No. PUR 010, Item
23.02-11, Information to Bidders-Item 9, 13, 22, 24,
25, 26, 40, 41, 42, Addendum #3.
Automatic rejection--' Late bid.
Can-Sky Ropfing & Sheet Metaline. Reference: Purchasing Policy No. PUR 01 a·, Item
23.02 -1, lnfprmation to Bidders -Item 1, 2, 3, 5, 20
and 25
Automatic rejection-Late bid.
Reference: Purchasing Policy No. PUR 010, Item
Bidder's Name Not Shown on Bid 23.02-1, Information to Bidders-Item 1, 2, 3, 5, 20
Envelope. and 25.
Bid envelope time stamped in Corporate Services and
handed back to the bidder.
Pursuant to Information to Bidders Item 27, Tendering Specifications Item 20 and General
Conditions Item 12, the following documentation will be requested of the low bidder for your
review during the evaluation stage of this tender call. Please advise if we are to proceed with
collecting the following:
(a) A copy of the currently dated and signed Health and Safety Policy to be used on this
project;
(b) A copy ofthe 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 IVJAP reports may be submitted);
(c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
March 17, 2016
Tender No. T-8-2016 Page 2
Don Beer Arena Roof Replacement . 19
22
The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the Don Beer
Arena Roof Replacement project in the City of
Pickering and the issuance of debentures in
the amount of $460,000.00.
Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier
municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and,
Whereas Subsection 401 (1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and,
Whereas Subsection 401 (3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and,
Whereas The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
Whereas the Council of the City wishes to proceed with debenture financing for the Don
Beer Arena Roof Replacement project; and
Whereas before authorizing the construction in respect of the Don Beer Arena Roof
Replacement project, the Council of the City had the Treasurer update the City's Annual
Repayment Limit, the Treasurer calculated the estimated annual amount payable in
respect of such project and determined that such annual amount would not cause the
City to exceed the updated limit and therefore, Ontario Municipal Board approval is not
required as per Section 401 of the Municipal Act, 2001, as amended, and the
regulations made thereunder;
And whereas after determining that Ontario Municipal Board approval is not required,
the Council of the City approved report CR 06-16 on the date hereof and awarded
Tender No. T-8-2016 for the Don Beer Arena Roof Replacement project;
BY-LAW NO Page 2
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. That the City proceed with the project referred to as "Don Beer Arena Roof
Replacement";
2. That the estimated costs of the project in the amount of $460,973.00 be financed as
follows:
a) That the sum of $460,000.00 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed ten years;
b) That the sum of $973.00 be funded from property taxes;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2016 or such subsequent
year in which the debentures are issued and continuing thereafter until the
debenture financing is repaid. ·
By-law passed this 18th day of April, 2016
David Ryan, Mayor
Debbie Shields, City Clerk
23
ENG 05-16 April11, 2016
Subject Request for Proposal No. RFP-4-2016
Consulting Services for Replacement of the Wilson and Altona Bridges Page 2
It is recommended by the Evaluation Committee that The Greer Galloway Group Inc. be
retained to undertake the Engineering Design for the replacement of the Wilson & Altona
Bridges at a cost of $110,645.08 (HST included).
In accordance with Section 10.04 of the Purchasing Policy, where the project cost of a
consulting assignment is more than $50,000.00, the award is subject to the approval of
Council.
Financial implications:
1. Proposal Amount
Proposal No. RFP-4-2016
Wilson & Altona Bridges Combined Cost
HST (13%)
Total Gross Project Amount
2. Estimated Project Costing Summary
Proposal No. RFP-4-2016
Contingency (20% )
Toronto and Region Conservation Authority Permit Approval and
Review Cost
Sub Total-Costs
HST (13%)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
3. Approved Source of Funds
Project Account
Wilson Bridge 5320.1505.6250
Altona Bridge 5320.1605.6250
Source of Funds
Rate Stabilization
Reserve
Roads & Bridges
Reserve Fund
Budget
$250,000.00
$250,000.00
$97,916.08
12,729.08
$110,645.16
$97,916.00
19,583.00
$30,000.00
$147,499.00
19,175.00
$166,674.00
(16,579.00)
$150,095.00
Required
$75,048.00
$75,047.00
Total: $500,000.00 $150,095.00
I Net project costs (over) under approved funds $349,9o5.oo I
25
26
ENG05-16 April 11, 2016
Subject Request for Proposal No. RFP-4-2016
Consulting Services for Replacement of the Wilson and Altona Bridges Page 3
The 2015 Roads Capital Budget included $250,000.00 for the completion of the
engineering design of the Wilson Bridge Replacement and the 2016 Roads Capital
Budget included $250,000.00 for the completion of the engineering design of the Altona
Bridge.
The Greer Galloway Group Inc. provided a cost estimate for designing both bridges
individually and a reduced cost estimate if they were awarded the assignment to design
both bridges. There is a cost savings of approximately $19,932.00 (HST extra) for
designing and providing contract administration and supervision services for both bridges
at the same time.
Discussion: In 2014, the City of Pickering hired the consulting firm of
Keystone Bridge Management to undertake the Municipal Bridge Appraisal for the City's
bridges and culverts. The appraisal concluded that Bridge No. 7002-Wilson Bridge,
located on Seventh Concession Road, 2.1 kilometers east of York/Durham Road 30, and
Bridge No. 10002-Altona Bridge, located on Pickering/Uxbridge Town line Road, 2.25
kilometers east of York/Durham Road 30, require replacement.
A Request for Proposal (RFP) for Consulting Services for the Wilson & Altona
Bridges Replacement was issued
RFP-4-2016 was issued on February 4, 2016 to submit a proposal to undertake the
Engineering Design of the Wilson & Altona Bridges Replacement. The RFP process was
closed on March 1, 2016, with 7 proposals submitted.
The Greer Galloway Group Inc. is recommended for selection
The Evaluation Committee, consisting of members from the Engineering & Public Works
Department, evaluated the 7 proposals that were received, using the criteria outlined in
the RFP-4-2016.
The City received submissions from the following 7 consulting firms:
• The Greer Galloway Group Inc.
• Aecom Canada Limited
• Candevcon Limited
• GHD Limited
• Mcintosh Perry Consulting Engineers Limited
• Morrison Hershfield
• Planmac Eng Inc.
Seven proposals were received by the closing date and time of Tuesday, March 1, 2016.
The proposals were reviewed by the Evaluation Committee consisting of staff from the
Engineering & Public Works Department. It was scored based on the consultant's
experience on similar projects, their understanding of the project, proposed work plan
and deliverables, project team overview, quality of their references, quality of their
ENG 05-16 April 11, 2016
Subject: Request for Proposal No. RFP-4-2016
Consulting Services for Replacement of the Wilson and Altona Bridges Page 4
proposal and their pricing. The Greer Galloway Group Inc. received the highest average
score.
The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and
Certificate of Clearance issued by the Workplace Safety & Insurance Board have been
reviewed and deemed acceptable. The Certificate of Insurance has been reviewed by
the Manager, Budgets & Internal Audit, and is deemed acceptable.
It is recommended that The Greer Galloway Group Inc. be retained to undertake the
Engineering Design for the replacement of the Wilson & Altona Bridges in the amount of
$110,645.08 (HST included), and that a net project cost of $150,095.00 (net of HST
rebate) be approved.
Attachments:
1 . Location Maps
2. Supply & Services Memorandum dated March 22, 2016
27
n 1n ubli
rtment
Attachment for Request for Proposal
ot:;;-10
016
E ineering Design Services-for lson Bridge Replacement
Location Map
Wilson Bridge-Located on the Seventh Concession Road, 2.1 km east of
York/Durham Road #30, at the West Duffins Creek tributary road crossing.
29
ENG 06-16
Subject: Asphalt Resurfacing on Various City Streets
Tender No. T-5-2016
April11, 2016
Page 3
Discussion: As part of the 2016 Capital Budget asphalt resurfacing on
Canso Drive, Eyer Drive, Glenanna Road, McPherson Court, Shadybrook Drive,
Stonepath Circle and The Esplanade North were approved as construction projects.
Tender No. T-5-2016 was issued on Thursday, February 18, 2016 and closed on
Wednesday, March 9, 2016 with ten bidders responding. The low bid submitted by Four
Seasons Site Development Ltd. is recommended for approval. The total gross project
cost is estimated at $1,387,895.00 (HST included), with an estimated total net project
cost of $1,249,842.00 (net of HST rebate).
References for Four Seasons Site Development Ltd have been checked and are
deemed acceptable by the Manager, Capital Projects & Infrastructure. The Health &
Safety Policy, proof of Confined Space Entry Procedure and a list of employees trained
in confined space entry procedure, a current WSIB Workplace Injury Summary Report,
and Certificate of Clearance issued by the Workplace Safety & Insurance Board and
Ministry of Labour Training Certificates as submitted by Four Seasons Site
Development Ltd. have been reviewed by the Coordinator, Human Resources, and
deemed acceptable. The Certificate of Insurance has been reviewed by the Manager,
Budgets & Internal At,Jdit, and is deemed acceptable. In conjunction with staff's review of
the contractor's previous work experience and the bonding available on this project, the
tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the
Engineering & Public Works Department recommends acceptance of the low bid
submitted by Four Seasons Site Development Ltd, for Tender No. T-5-2016 in the
amount of $1,128,329.30 (HST included), and that the total net project cost of
$1,249,842.00 be approved.
Attachments:
1. Supply & Services Memorandum dated March 11, 2016
2. Record of Tenders Opened and Checked
3. Location Maps
CORP0227-07/01 revised
35
E
42
ineering & Publ
for
Resurfacing on
Project Area No. 1
De
Location Map -Canso Drive
ent
6
Page 11
44
O(o -{ (,o
Engineering & Public Works Department
Attachment for Tender T-5-2016
Asphalt Resurfacing on Various City Streets
Project Area No. 3
Location Map -Glenanna Road
Page 13
Engineering & Public rks Department
Attachment for Tender T-5-2016
Asphalt Resurfacing on Various City Streets
Project Area No. 4
Location Map -McPherson Court
Page 14 45
46
Engineering & Public Works Department
Attachment for Tender T-5-2016
Asphalt Resurfacing on Various City Streets
Project Area No. 5
Location Map -Shadybrook Drive
Page I 5
Engineering & Public Works Department
Attachment for Tender T-5-2016
Asphalt Resurfacing on Various City Streets
Project Area No. 6
Location Map -Stonepath Circle
Page !6 4 7
50
FIN 06-16 April 11, 2016
Subject: Commodity Price Hedging Agreements Report Page 2
Natural Gas
The 2016 draft natural gas budget is $381,740. To protect the City's budget plan, the
City has entered into the LAS Natural Gas Procurement Program for the period
November 1, 2015 to October 31, 2016 at the hedge price of 14.9¢/m3.
Electricity
The 2016 draft hydro budget for all City operations including streetlights is $2.6 million.
The LAS Electricity Procurement Program hedged purchase price is $26.01/MW
(program fees included), which equates to a per kWh contracted price of 2.602¢/kWh,
for the period of January 1, 2016-December 31,2016. This results in an expected all-
inclusive commodity cost of 1 0.53¢/kWh.
Discussion: Volatile shifts in utility pricing create significant challenges in
maintaining utility budgets. This uncertainty in energy pricing can impact decision
making and cost controllability for the City. The LAS Hedge Procurement Program
stabilizes energy pricing, which assists in maintaining the Council approved budget
every year. The City has hedged 65% of the City's municipal natural gas and electricity
requirements at the prices contained in this report with the remaining 35% of the City's
energy consumption being purchased at spot market prices for the 2016 term. This
spot market exposure provides cost savings opportunities to the City compared to the
current Regulated Price Plan (RPP), in addition to the price stability provided by the
hedge purchase price.
LAS Natural Gas Hedge Procurement Program -Enrolled April -2006
Commodity Expenditure-2015-$369,326
Current Contract Price-November 1, 2015-October 31, 2016-14.9¢/m3
Hedged Volume-65%
The LAS 2016 hedged purchase price for the purchase only portion of natural gas
decreased by 11.8% (or 2¢/m3) from the 2015 rate. However, the delivery charge has
increased over the same period which partially offsets any potential savings from the
hedge purchase price.
LAS Electricity Procurement Program -Enrolled January-2011
Commodity Expenditure-2015-$2,368,714
Current Contract Price -January 1, 2016 -December 31, 2016 -2.602¢/kWh
Total Expected LAS Commodity Rate -10.53¢/kWh which includes: 65% Hedge
Price+ 35% Average Hourly Ontario Energy Price+ Average Global Adjustment
The LAS 2016 hedged purchase price portion decreased by 20% (or 0.666¢/kWh) from
the 2015 rate. It is estimated that an all-inclusive cost avoidance of 0.85¢/kWh should
be realized, compared to the average Time of Use rates of 11.38¢/kWh. Additionally,
LAS hedged a block of off-peak power for municipal streetlight accounts that is
expected to realize a cost avoidance of 1 .42¢/kWh compared to the current Rate