HomeMy WebLinkAboutFIR 01-23Report to
Executive Committee
Report Number: FIR 01-23
Date: March 6, 2023
From: Steve Boyd
Fire Chief
Subject: Supply and Delivery of a Fire Pumper Rescue Replacement
-Proposal No. RFP2022-7
-File: A-1440-001-23
Recommendation:
1.That RFP No. RFP2022-7 submitted by Dependable Truck & Tank Limited for the supply
and delivery of a Fire Pumper Rescue Apparatus in the amount of $1,262,486.00 plus HST
be accepted;
2.That the total gross project cost of $1,550,909.00 (HST included) and the total net project
cost of $1,396,642.00 (net of HST rebate) be approved;
3.That the Director, Finance & Treasurer be authorized to finance the total net project cost in
the amount of $1,396,642.00 as follows:
a)the sum of $1,200,000.00 from the previously approved 2022 Capital Budget be
increased to $1,390,000.00, be financed by the issue of debentures by The Regional
Municipality of Durham over a period not to exceed 15 years;
b)the sum of $6,642.00 be funded from property taxes;
c)the annual debenture repayment charges in the amount of approximately $156,493.00
be included in the annual Current Budget for the City of Pickering commencing 202 3,
or such subsequent year in which the debentures are issued, and continuing thereafter
until the debenture financing is repaid;
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 draft By-law attached to this report be enacted; and
5.That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: As approved in the 2022 Capital Budget, the Fire Services
Department will require one pumper rescue apparatus to replace the 2006 Smeal pumper
rescue apparatus currently in service.
For the purpose of supplying this apparatus, RFP2022-7 was advertised on the City’s website on
November 17, 2022. Two proposals were received and proceeded to the Stage II evaluation.
FIR 01-23 March 6, 2023
Subject: Supply and Delivery of a Fire Pumper Rescue Replacement Page 2
The Evaluation Committee scored the quotations and established Dependable Truck & Tank
Limited as the highest-ranking Respondent.
The total gross project cost is estimated to be $1,550,909.00 (HST included) and the total net
project cost is estimated at $1,396,642.00 (net of HST rebate).
Financial Implications:
1. Proposal Amount
RFP No. RFP2022-7 $1,262,486.00
HST (13%) 164,123.18
Total Gross Quotation Cost $1,426,609.18
2. Estimated Project Costing Summary
RFP No. RFP2022-7 $1,262,486.00
Tools and Equipment
Contingency
Sub Total Cost
100,000.00
10,000.00
$1,372,486.00
HST (13%) 178,423.00
Total Gross Project Cost $1,550,909.00
HST Rebate (11.24%) (154,267.00)
Total Net Project Cost $1,396,642.00
FIR 01-23 March 6, 2023
Subject: Supply and Delivery of a Fire Pumper Rescue Replacement Page 3
3. Approved Source of Funds
2022 Fire Services Capital Budget
Account
Code
C10700.2209.504300
C10700.2209-504200
C10700.2209.504300
Source of Funds
Debt – 15 Years
Subtotal – Debt 15
Years
Property Taxes
Total Funds
Available
Budget
$984,000.00
216,000.00
$1,200,000.00
0.00
$1,200,000.00
Required
$1,288,240.00
101,760.00
$1,390,000.00
6,642.00
$1,396,642.00
Project Cost under/(over) approved funds by $(196,642.00)
This apparatus will require necessary tools and equipment that will require custom mounting and
fitting in order to ready it for service. A portion of the funds will be required for the purchase and
installation of this equipment.
Discussion: This pumper rescue apparatus, as approved in the 2022 Capital Budget and
posted to the City’s website under RFP2022-7, will be primarily utilized to respond to emergency
incidents throughout the City that include structure fires, automobile accidents, medical
emergencies, industrial alarms, and specialized rescues. It is designed to be highly
maneuverable and carry specialized equipment, 1,900 liters of water, and has a pump capacity
rating of 7,000 liters per minute.
The estimated time to have this apparatus built and placed in-service is 18 months after the
successful respondent is awarded. This time allows Pickering Fire Services’ and Operations staff
to carefully oversee the construction of the apparatus and ensure it is fully operational before i t is
deemed ready for service. This includes installing required tools and equipment that have not
been included in the purchasing contract, and training Operations and Fire Services staff on the
apparatus’ maintenance and use.
When the apparatus is ready for service it will be added to the Pickering Fire Services vehicle
fleet. It will replace City vehicle 540, the 2006 Smeal pumper rescue apparatus. The 2006 Smeal
pumper rescue apparatus has reached its 15-year service life and is due for replacement.
Specifications for this apparatus were developed based on consultation with Purchasing staff,
City Operations staff, and the Fire Services Joint Health and Safety Committee, and Training
Division staff.
Submissions have been received for RFP2022-7, which closed on January 12, 2023 with two
respondents submitting quotations for this project.
FIR 01-23 March 6, 2023
Subject: Supply and Delivery of a Fire Pumper Rescue Replacement Page 4
Fire Services staff have reviewed the previous work experience of Dependable Truck & Tank
Limited, the references provided, and the proposal is deemed acceptable. Dependable Truck &
Tank Limited has successfully completed two previous projects with Pickering Fire Services that
include the 2018 Fire Pumper Tanker (FIR 02-18) and the 2017 Fire Pumper Rescue (FIR 02-
17).
This apparatus will require the purchase of specialized vehicle extrication equipment, rescue
saws, fire hose, nozzles, a ventilation fan, and various hand tools for emergency response.
Fire Services is requesting additional funds of $196,642.00 for this project. There has been a
significant price increase to this fire apparatus and to the specialized tools that are required to
place this apparatus in service.
In 2021, a similar fire pumper rescue was awarded and the total net project cost was
$999,554.00 (net of HST rebate), reference Report to Council FIR 02-21. There are minimal
variances between the specifications for the 2021 pumper rescue and this current pumper
rescue.
Upon careful examination of all quotations and relevant documents received, the Fire Services
Department recommends the acceptance of the RFP submitted by Dependable Truck & Tank
Limited for RFP2022-7 in the amount of $1,426,609.18 (HST included) and that the total net
project cost of $1,396,642.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Summary Memorandum dated January 26, 2023
2. Draft By-law for the Supply and Delivery of a Fire Pumper Rescue Replacement project
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Jason Yoshida Steve Boyd
Deputy Fire Chief Fire Chief
Original Signed By: Original Signed By:
Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
JY:jm
FIR 01-23 March 6, 2023
Subject: Supply and Delivery of a Fire Pumper Rescue Replacement Page 5
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
To: Stephen Boyd
Fire Chief, Fire Services
January 26, 2023
From: Kayla Horne
Buyer, Supply & Services
Copy: Administrative Assistant, Fire Services
Deputy Fire Chief, Fire Services
Manager, Supply & Services
Subject: Proposal No. RFP2022-7
Supply & Delivery of One (1) Fire Pumper Rescue Replacement
Closing Date: Thursday, January 12, 2023 at 2:00 pm
-File: F-5300-001
RFP2022-7 was advertised on bids&tenders portal on November 17 2022. Two proposals were
received and proceeded to Stage II evaluation.
The Evaluation Committee, consisting of City Staff from Fire Services and Operations, conducted
independent evaluations of the proposals. A summary of consensus scores is completed and a
copy is attached.
In accordance with Item 2.5 Stage IV – Ranking and Contract Negotiations, all scores from Stage
II and Stage III have been added together, the proponents have been ranked based on their total
scores. The Evaluation Committee has confirmed that contract negotiations will not be required.
Dependable Truck & Tank Limited is the highest ranking proponent in the amount of
$1,262,486 plus HST.
A budget of $1,200,000 was provided to Supply & Services for this procurement. If the
recommendation to award exceeds the budgeted a mount, refer to Financial Control Policy Item
11 for additional instructions.
In accordance with Purchasing Policy Item 10.04, where written proposals are obtained by the
Manager in accordance with procedures set out in Section 06 and funds are a vailable in the
approved budget:
(c)An award over $50,000 is subject to the additional approval of Council.
Please include the following items in your Report to Council:
1.any past work experience with the highest ranking proponent Dependable Truck & Tank
Limited including work location;
2.the appropriate account number(s) to which this work is to be charged;
3.the budget amount(s) assigned thereto;
4.Treasurer’s confirmation of funding;
5.related departmental approvals; and
6.related comments specific to the project.
Memo
Attachment #1 to Report FIR 01-23
RFP2022-7 Page 2 of 2
Upon receiving Council’s approval, an approved requisition will be required to proceed.
Do not disclose any information to enquiries during this time. The Proponent s will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Sup ply &
Services.
KH
The Corporation of the City of Pickering
By-law No. /23
Being a by-law to authorize the Supply and
Delivery of a Fire Pumper Rescue
Replacement project in the City of Pickering
and the issuance of debentures in the amount
of $1,390,000.00.
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 m ay 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
Supply and Delivery of a Fire Pumper Rescue Replacement project; and,
Whereas before authorizing the Supply and Delivery of a Fire Pumper Rescue
Replacement project in the City of Pickering, 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, the Ontario
Land Tribunal (OLT) 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 Land Tribunal approval is not required, the
Council of the City approved report FIR 01-23 on the date hereof and approved the
Supply and Delivery of a Fire Pumper Rescue Replacement project in the City of
Pickering;
Attachment #2 to Report FIR 01-23
By-law No. /23 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 “Supply and Delivery of a Fire
Pumper Rescue Replacement”;
2.That the estimated costs of the project in the amount of $1,396,642.00 be financed
as follows:
a). the sum of $1,390,000.00 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed 15 years;
b). the sum of $6,642.00 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 2023 or such subsequent
year in which the debentures are issued and continuing thereafter until the
debenture financing is repaid;
By-law passed this 27th day of March, 2023
___________________________________
Kevin Ashe, Mayor
___________________________________
Susan Cassel, City Clerk