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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