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HomeMy WebLinkAboutOctober 2, 2017c;./yo/ DICKERING Executive Committee Agenda Monday, October 2, 2017 Council Chambers 2:00 pm Chair: Councillor Pickles Anything highlighted denotes an attachment or link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. To manoeuver back to the agenda page use the Ctrl + Home keys simultaneously, or use the "bookmark" icon to the left of your screen to navigate from one report to the next. For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 Iroberts©pickering.ca /4cf DICKERING Executive Committee Meeting Agenda Monday, October 2, 2017 Council Chambers - 2:00 pm Chair: Councillor Pickles (1) Disclosure of Interest (II) Delegations 1. Scott Bryk Highway of Heroes Living Tribute 2. Tony Harold Re: Airbnb Governance (III) Matters for Consideration Pages 1. Fire Chief, Report FIR 01-17 1-6 Supply & Delivery of Self -Contained Breathing Apparatus (SCBA) Equipment -Quotation No. Q-73-2017 Recommendation 1. That Quotation No. Q-73-2017 submitted by Dependable Emergency Vehicles in the amount of $818,885.79 (plus HST) be accepted; 2. That the total project cost of $785,535/9 (plus HST), including the amount of $33,350.00 as credit for used SCBA Equipment purchased from the City of Pickering by Dependable Emergency Vehicles be approved; and 3. That Council authorize the Director, Finance & Treasurer to finance the net project costs of $799,362.00 as follows: a) the internal loan approved in the 2017 Fire Services Capital budget in the amount of $288,000.00 be revised to reflect the increase life of the asset from five years to ten years; b) the sum of $450,000.00 as provided for in the 2017 Fire Services Capital Budget be increased by $61,176.00 to be funded by a transfer from the Third Party Contribution -OPG Reserve Fund; For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 Irobertspickering.ca DICKERING Executive Committee Meeting Agenda Monday, October 2, 2017 Council Chambers - 2:00 pm Chair: Councillor Pickles c) the sum of $186.00 from property tax; and d) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. (IV) Other Business (V) Adjournment PICKERING Report to Executive Committee Report Number: FIR 01-17 Date: October 2, 2017 From: John Hagg Fire Chief Subject: Supply & Delivery of Self -Contained Breathing Apparatus (SCBA) Equipment - Quotation No. Q-73-2017 - File: D-1000-001 Recommendation: 1. That Quotation No. Q-73-2017 submitted by Dependable Emergency Vehicles in the amount of $818,885.79 (plus HST) be accepted; 2. That the total project cost of $785,535.79 (plus HST), including the amount of $33,350.00 as credit for used SCBA Equipment purchased from the City of Pickering by Dependable Emergency Vehicles be approved; and 3. That Council authorize the Director, Finance & Treasurer to finance the net project costs of $799,362.00 as follows: a) the internal loan approved in the 2017 Fire Services Capital budget in the amount of $288,000.00 be revised to reflect the increase life of the asset from five years to ten years; b) the sum of $450,000.00 as provided for in the 2017 Fire Services Capital Budget be increased by $61,176.00 to be funded by a transfer from the Third Party Contribution - OPG Reserve Fund; c) the sum of $186.00 from property tax; and d) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing. 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: Fire Services' existing supply of SCBA equipment has reached the end of its useful life for firefighting operations. The SCBA ranges in age from six to sixteen years old and does not meet the current National Fire Protection Association (NFPA) standard. For the purpose of replacing the SCBA Quotation No. 0-73-2017 was prepared and advertised on the City's website The low bid was submitted by Dependable Emergency Vehicles to become the top ranked Respondent. Upon further review of the requirements, Fire Services has adjusted some quantities and considered optional pricing, which is permitted in the Terms of Reference, for a quotation FIR 01-17 October 2, 2017 Subject: Quotation No. Q-73-2017, Supply & Delivery of SCBA Equipment Page 2 amount of $818,885.79 (plus HST). Dependable Emergency Vehicles has offered $33,350.00 for our current supply of used SCBA equipment that will be subtracted from the quotation amount. The total gross project cost is estimated to be $887,656.00 (HST included) and the total net project cost is estimated at $799,362.00 (net of HST rebate). Financial Implications: 1. Quotation Amount Quotation No. Q-73-2017 Credit for Used SCBA Equipment HST (13%) Total Gross Quotation Cost $818,885.79 (33,350.00) $785,535.79 102,119.65 $887,655.44 2. Estimated Project Costing Summary Quotation No. Q-73-2017 Credit for Used SCBA Equipment Total Cost HST (13`)/0) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $818,886.00 (33,350.00) $785,536.00 102,120.00 $887,656.00 (88,294.00) $799,362.00 . Approved Source of Funds Approved Code 5340.1701.6178 Source of Funds Budget Required Internal Loan — 10 Year $350,000.00 $288,000.00 RF—Third Party 450,000.00 511,176.00 Contribution — OPG 7501.0006 Property Tax 0 $800,00CLOO Total Funds 186.00 $799,362.00 Project Cost under (over) approved funds by $638.00 CORP0227-07/01 revised 2 FIR 01-17 October 2, 2017 Subject: Quotation No. Q-73-2017, Supply & Delivery of SCBA Equipment Page 3 There are $61,176.00 of uncommitted funds in the Third Party Contribution -OPG Reserve Fund, and these funds will be directed to this project. The corresponding amount required for the internal loan will be reduced due to the availability of the Third Party Contribution -OPG Reserve Fund. Discussion: Specifications for this project were developed based on consultation with Purchasing staff, the Fire Services Joint Health and Safety Committee, and Training Division staff. Fire Services has not purchased replacement SCBA since 2011. Our current supply of SCBA ranges in age from six to sixteen years old and does not meet the current standard: (2013) NFPA 1981: Standard on Open -Circuit Self -Contained Breathing Apparatus (SCBA) for Emergency Services. Further, Fire Services currently uses two models of SCBA; this replacement project will ensure that all the SCBA are the same model. The new 2013 NFPA standard includes increased lens integrity testing, new voice intelligibility requirements, end -of -service time indicator changes, requirements for emergency breathing support systems, introduction of a universal PASS sound and an updating of the intrinsic safety standards. The purchase of 45 minute cylinders to replace the current 30 minute cylinders has been included in this project. These cylinders will provide additional breathing air for firefighters when they are working in hazardous areas. This project also includes face mask -mounted thermal imaging cameras that will be utilized by captains. These face mask -mounted thermal imaging cameras will help captains locate trapped victims, locate the seat of a fire and will greatly enhance their ability to work safely and more efficiently inside fires. The City and Ontario Power Generation have a Memorandum of Understanding that states "Self- contained breathing apparatus shall be the same and air cylinders shall be interchangeable." For this reason, only SCOTT brand distributors were able to submit quotations for this project. Bids have been received to the quotation call, which closed on Tuesday, August 29, 2017. Two companies submitted quotations for this project. The top ranked Respondent (low bidder), Dependable Emergency Vehicles, has submitted a currently dated and signed Health & Safety Regulation form and a current VVSIB Clearance Certificate. The 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 Dependable Emergency Vehicles. The references provided on this project and the quotation is deemed acceptable. Upon careful examination of all quotations and relevant documents received, the Fire Services Department recommends that Quotation No. Q-73-2017 submitted by Dependable Emergency Vehicles in the amount of $887,655.44 (HST included) and that the total net project cost of $799,362.00 be approved. CORP0227-07/Cil revised FIR 01-17 October 2, 2017 Subject: Quotation No. Q-73-2017, Supply & Delivery of SCBA Equipment Page 4 Attachments: 1. Supply & Services Memorandum August 31, 2017 Prepared By: Approved/Endorsed By: on Yoshida Dqu y Fire Chief Vera A. Fe emacher CSCMP, CPPO, CPPB, C.P.M.,CMM HI Manager, Supply & Services JY:jm Stan Karwowski Director, Finance & Treasurer n Hagg Fire Chief Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer tot7 CORP0227-07/01 revised 4 Attachment # 1 to Report FIR 01-17 P CKE RI NG Memo. To: John Hagg Fire Chief From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Fire Services Supervisor, Supply & Services Subject: Quotation No. Q-73-2017 Supply & Delivery of SCBA Equipment Closing: Tuesday, August 29, 2017 at 12:00 Noon - File: F-5300-001 August 31, 2017 Quotation Q-73-2017 was sent to six (6) potential bidders. An advertisement was placed on the City'swebsite on August 9, 2017, and two (2) Companies have responded. There are 3 stages in the evaluation process which are outlined in Part 2 — Evaluation of Quotations of the Terms of Reference. Stage I determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. One (1) of the submissions was provided the opportunity to rectify deficiencies, and has satisfied the mandatory requirements within the rectification period. Two (2) quotations proceeded to Stage II, which consists of a review of the quotations to determine whether the mandatory technical requirements as set out in Section C of the Request for Quotation Particulars (Appendix D) have been met, which is not applicable for this quotation. Two (2) quotations proceeded to Stage III, which consists of an evaluation of the submitted pricing in accordance with the price evaluation method set out in the Pricing Form (Appendix C). A budget of $800,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. Dependable Truck & Tank Ltd. is the top ranked Respondent with, a submitted price of $821,559.59 (HST excluded), in accordance with Appendix ID — Request for Quotations Partic.-rulars, Item B; Material Disclosures, the foflowind documents, will be requested from Dependable Truck & Tank Ltd (a) A copy of the C•ity's Health and Safety Form currently dated and signed; and • The- City's certificate of insurance or approved alternative form shall be competed by the ;bidder's agent, broker OF iriSLTSF. 5 Attachment # 1 to Report FIR 01-17 Please advise if Supply & Services is to proceed with this task. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. In accordance with Purchasing Policy, Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Subject to receipt of approvals on Health & Safety and insurance documents, please provide your recommendation in memo form, as well as an on-line requisition. Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the contract has been awarded. If you/require further information, please contact myself or a member of Supply & Services. VAF/sb Attachment(s): (4) Quotation No. Q-73-2017 Page 2 of 2 Supply & Delivery of SCBA Equipment