HomeMy WebLinkAboutFIR 01-24Report to Council
Report Number: FIR 01-24
Date: February 26, 2024
From: Steve Boyd
Fire Chief
Subject: Supply and Delivery of a Fire Pumper Rescue Replacement
- Quotation No. RFQQ2023-29
- File: A-1440-001-24
Recommendation:
1. That response for RFQQ2023-29 submitted by Safetek Emergency Vehicles Limited for the
supply and delivery of one Aerial Ladder Apparatus in the amount of $2,259,430.00 (plus
HST) be accepted;
2. That the total gross project cost of $2,564,456.00 (HST included) and the total net project
cost of $2,309,372.00 (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 $2,309,372.00 as follows:
a) the sum of $2,000,000.00 from the previously approved 2023 Capital Budget be
increased to $2,300,000.00, be financed by the issue of debentures by The Regional
Municipality of Durham over a period not to exceed 10 years;
b) the sum of $9,372.00 be funded from property taxes;
c) the annual debenture repayment charges in the amount of approximately $305,136.00
be included in the annual Current Budget for the City of Pickering commencing 2025,
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 2023 Capital Budget, the Fire Services
Department will require one aerial ladder apparatus to replace the 2011 Smeal pumper rescue
apparatus currently in service.
A Second Stage Quotation, RFQQ2023-29 was advertised on the City¶V portal November 21,
2023 and closed on January 19, 2024. Two proposals were received and proceeded to the
Stage II evaluation.
FIR 01-24 February 26, 2024
Subject: Supply and Delivery of a Fire Pumper Rescue Replacement Page 2
The Evaluation Committee scored the quotations and established Safetek Emergency Vehicles
Limited as the top-ranked Respondent.
In accordance with Purchasing Policy Item 06.11(c), 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 over $250,000.00,
the Manager may approve the award, subject to the approval of the Director, Finance &
Treasurer, CAO, and Council.
The total gross project cost is estimated to be $2,564,456.00 (HST included) and the total net
project cost is estimated at $2,309,372.00 (net of HST rebate).
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy
Community.
Financial Implications:
1. Proposal Amount
$2,259,430.00 RFP No. RFQQ2023-29
HST (13%) 293,725,90
Total Gross Quotation Cost $2,553,155,90
2. Estimated Project Costing Summary
$2,259,430.00 RFP No. RFQQ2023-29
Contingency 10,000.00
Sub Total Cost $2,269,430.00
HST (13%) 295,026.00
Total Gross Project Cost $2,564,456.00
HST Rebate (11.24%) (255,084.00)
Total Net Project Cost $2,309,372.00
FIR 01-24 February 26, 2024
Subject: Supply and Delivery of a Fire Pumper Rescue Replacement Page 3
3. Approved Source of Funds
Account Code Source of Funds Approved Budget Required
C10700.2307 Debt ± 15 Years $2,000,000.00 $0.00
C10700.2307 Debt ± 10 Years 0.00 2,300,000.00
Property Taxes C10700.2307 0.00 9,372.00
Total Funds $2,000,000.00 $2,309,372.00
Project Cost under/(over) approved funds by $(309,372.00)
The original approved funding source through debentures is being reduced from 15 years to 10
years to save on interest costs.
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 aerial ladder apparatus, as approved in the 2023 Capital Budget and posted
to the City¶V website under RFQQ2023-29, 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, 1,500 liters of water, and has a pump capacity
rating of 6,000 liters per minute.
The estimated time to have this apparatus built and placed in-service is 30 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 it 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
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When the apparatus is ready for service it will be added to the Pickering Fire Services vehicle
fleet. It will replace City vehicle 542, the 2011 Smeal pumper rescue apparatus. The 2011 Smeal
pumper rescue apparatus will have reached its end of service life and will be due for
replacement before this aerial ladder apparatus is ready for service.
Specifications for this apparatus were developed based on consultation with Purchasing staff,
City Operations staff, the Fire Services Joint Health and Safety Committee, and Training Division
staff.
A Second Stage Quotation, RFQQ2023- ZDV DGYHUWLVHG RQ WKH &LW\¶V SRUWDO on November 21,
2023 and closed on January 19, 2024. Two proposals were received and proceeded to the
Stage II evaluation.
FIR 01-24 February 26, 2024
Subject: Supply and Delivery of a Fire Pumper Rescue Replacement Page 4
Canoe Procurement Group is a collaborative agency which the City is a member of, and
therefore, meets the criteria of a Cooperative Purchase as per Section 13.01 of the Purchasing
Policy.
Fire Services staff have reviewed the previous work experience of Safetek Emergency Vehicles
Limited, the references provided, and the proposal is deemed acceptable. Safetek Emergency
Vehicles Limited has successfully completed several previous projects with Pickering Fire
Services that include the 2020 Aerial Ladder Truck (FIR 01-20, Resolution # 385/20) and the
2015 Fire Pumper Rescue Truck (FIR 03-15, Resolution # 65/15). Safetek Emergency Vehicles
Limited was awarded the 2020 Fire Pumper Rescue Truck (FIR 02-21, Resolution # 581/21) and
is currently completing this project.
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 $309,372.00 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 2020, a similar aerial ladder truck was awarded to Safetek Emergency Vehicles Limited and
the total net project cost was $1,510,641.00 (net of HST rebate), reference Report to Council
FIR 01-20. There are minimal variances between the specifications for the 2020 aerial ladder
truck and this current aerial ladder truck.
Upon careful examination of all quotations and relevant documents received, the Fire Services
Department recommends the acceptance of the RFP submitted by Safetek Emergency Vehicles
Limited for RFQQ2023-29 in the amount of $2,553,155.90 (HST included) and that the total net
project cost of $2,309,372.00 (net of HST rebate) be approved.
Attachment:
1. Draft By-law for the Supply and Delivery of a Fire Pumper Rescue Replacement project
FIR 01-24 February 26, 2024
Subject: Supply and Delivery of a Fire Pumper Rescue Replacement Page 5
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
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Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
The Corporation of the City of Pickering
By-law No. /24
Being a by-law to authorize the Supply and Delivery of
a Fire Pumper Rescue Replacement in the City of
Pickering and the issuance of debentures in the
amount of $2,300,000.00.
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 may 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
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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, WKH &RXQFLO RI WKH &LW\ KDG WKH 7UHDVXUHUXSGDWH WKH &LW\¶V
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 01-24 on the date hereof and approved the Supply and Delivery
of a Fire Pumper Rescue Replacement project in the City of Pickering;
By-law No. /24 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 ³Supply and Delivery of a Fire Pumper
Rescue Replacement´;
2.That the estimated costs of the project in the amount of $2,309,372.00 be financed as
follows:
the sum of $2,300,000.00 be financed by the issue of debentures by The Regional
Municipality of Durham over a period not to exceed 10 years;
the sum of $9,372.00 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 2025 or such subsequent year in which
the debentures are issued and continuing thereafter until the debenture financing is repaid;
By-law passed this 26th day of February, 2024
___________________________________
Kevin Ashe, Mayor
___________________________________
Susan Cassel, City Cler