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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 DSSDUDWXV¶ PDLQWHQDQFH DQG XVe. 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 JY:jm 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 ³&LW\´  DQG 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