HomeMy WebLinkAboutOES 13-04
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REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 13-04
Date: March 25, 2004
From:
Stephen Reynolds
Division Head, Culture & Recreation
Subject:
Quotation No. Q-18-2003
Quotation for Fire Alarm Systems Upgrade - Pickering Recreation
Complex
File: CO3000
Recommendation:
1.
That Report OES 13-04 regarding the Fire Alarm Systems Upgrade at the
Pickering Recreation Complex be received and that:
2.
Quotation No. Q-18-2003 submitted by Siemens Building Technologies for the
replacement of the existing fire alarm system with a two stage fully addressable
fire alarm system in the amount of $90,118.00 plus GST be accepted;
3.
The total gross project cost $104,451.26 and a net project cost of $97,618.00
including quotation amount and other project costs identified in the report, be
approved;
4.
Staff at the City of Pickering be given the authority to give effect thereto.
Executive Summary:
City Council approved funds in the 2003 Capital Budget for the replacement of the fire
alarm panel at the Pickering Recreation Complex. The detailed design and
development of project specifications was completed in December 2003. Quotations
have been received and reviewed for the supply and installation of a new fire alarm
panel and upgrades to the system. The new system will bring the Recreation Complex
into compliance with current regulations and fire codes to ensure public safety.
The City of Pickering Fire Services Division recommends the installation of a fully
addressable two stage fire alarm system for the Pickering Recreation Complex.
The Manager, Supply & Services, the Director, Operations & Emergency Services and
the Division Head, Culture & Recreation recommend acceptance of the low quotation
submitted by Siemens Building Technologies. This will include basic work and option
B, a fully addressable, two-stage system as recommended by the City Fire Prevention
Staff and option C, five year annual maintenance testing.
Report OES 13-04
Date: March 25, 2004
Subject:
Quotation No. Q-18-2003
- Quotation for Fire Alarm Systems Upgrade
Page 2
Financial Implications:
1.
Quotation Amount
Q-18-2003 - Quotation for Fire Alarm Systems Upgrades
Part A - Basic Work $71,979.00
Part B - Option B 6,219.00
Part B - Option C 11,920.00
Subtotal $90,118.00
G.S.T. 6,308.26
G.S.T. Rebate (6,308.26)
Total Amount $90,118.00
2.
APPROVED SOURCE OF FUNDS
Account
Project Code
Amount
2003 Capital Budget - Current Levy
(carry forward account)
Future Years: 2004-2008 Current
Budget (five year annual maintenance
testing costs payable over five years)
3263-0999
03-2731-005-08
$80,000.00
$11,920.00
2731-2481
Total Approved Funds
$91,920.00
3.
Estimated Project Costing Summary
Q-18-2003 Quotation for Fire Alarm System Upgrades and $ 90,118.00
Five Year Annual Maintenance Testing
Consulting Fees 7,500.00
Subtotal $97,618.00
G.S.T. 6,833.26
Total Gross Project Cost $104,451.26
G.S.T. Rebate (6,833.26)
Total Net Project Cost $ 97,618.00
CORPO227-07/01
Report OES 13-04
Date: March 25, 2004
Subject:
Quotation No. Q-18-2003
- Quotation for Fire Alarm Systems Upgrade
Page 3
4.
Project Costs (over) Approved Funds
($5,698.00)
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs. The
overexpenditure of $5,698.00 will be financed from the 2004 current budget.
Background:
Bids for Quotation No. Q-18-2003 were received on Tuesday, January 20, 2004 at
12:00 pm. Twelve (12) companies were invited to participate on December 17, 2003
via facsimile of which seven (7) attended the mandatory site visit and four (4) have
responded by the closing deadline noted above. A copy of the summary showing a
comparison of pricing completed by Supply & Services is attached.
The City's Fire Services Division (Fire Prevention) recommends the installation of a fully
addressable two stage fire alarm system for the Recreation Complex. This type of
system is most appropriate for buildings with large occupant loads with persons
generally unfamiliar with the building. This system also has the ability to be
expandable. History has demonstrated that a number of changes have taken place
within the building and any future changes can be accommodated by the fire alarm
system saving any associated costs that are inherent with the existing system.
In a two stage system, an alert signal is sounded upon the activation of an alarm to
alert trained personnel to take action before the evacuation procedure is initiated. The
second stage of the alarm may be initiated by use of a general alarm circuit through the
use of a key in a manual pull station. The most common signal for the alert is a slow
temporal rate of 20 strokes per minute and a high rate or continuous signal for the
evacuation alarm signal. Alert and alarm signals may use the same audible devices.
In a single stage system, the alarm or evacuation signal is sounded immediately upon
receipt of an alarm, and generally sounds all audible signals continuously and operates
all visual signals throughout the building.
The low bidder for Part A and Part B Options (B&C) is Siemens Building Technologies
Ltd. Siemens Building Technologies Ltd. have not performed previous work for the City
of Pickering but references have been checked and are determined to be satisfactory.
A credit reference check with Dun & Bradstreet has also been completed and is also
determined to be satisfactory.
Leber Rubes, Fire Protection and Building Code Consulting Engineers have confirmed
Siemens Building Technology Ltd. have met the quotation requirements and is qualified
to undertake this project. Leber Rubes identified the replacement of the existing fire
CORPO227-07/01
Report OES 13-04
Date: March 25, 2004
Subject:
Quotation No. Q-18-2003
- Quotation for Fire Alarm Systems Upgrade
Page 4
alarm system with a two stage fully addressable fire alarm system along with Part A -
Basic Work and the five year annual maintenance testing cost showing Siemen Building
Technologies to be the lowest bid and to be the best choice. While included in the total
project cost the annual maintenance testing cost will be charged to the respective
current operating budget over the next five years starting in 2004.
The Health & Safety Policy, to be used by this company, Certificate of Clearance issued
by Workplace Safety and Insurance Board (WSIB) and WSIB Cost and Frequency
Record dated March 3, 2004 have all been reviewed by the Coordinator, Health &
Safety, Human Resources and are deemed to be acceptable.
Upon careful examination of all quotations received and relevant documents received
(Healthy & Policy, WSIB Cost and Frequency Record, WSIB Clearance Certificate and
Certificate of Insurance), the Manager, Supply & Services, the Director, Operations &
Emergency Services and the Division Head, Culture & Recreation recommend the
acceptance of the low bid submitted by Siemens Building Technologies Ltd. in the
amount of $90,118.00 (G.S.T. extra) and that the total net project cost of $97,618.00 be
approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1.
2.
3.
Supply & Services Memorandum dated February 3, 2004 with pricing summary
Letters from Leber Rubes dated February 13, 2004 and March 1, 2004
Site Map
Prepared By:
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Supervisor, Facilities Operations
Everett unts
Director, Operations & Emergency Services
CORP0227 -07/01
Report OES 13-04
Date: March 25, 2004
Subject:
Quotation No. Q-18-2003
- Quotation for Fire Alarm Systems Upgrade
Page 5
Funding Approved:
-;:--y~::. -
Gillis A. Paterson
Director, Corporate Services & Treasurer
Vera A. Felgemacher
Manager, Supply & Services
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Stephe,n Re olds
Division ead, Culture & Recreation
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Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
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CORP0227-07/o1
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CORPORATE SERVICES DEPARTMENT
MEMORANDUM
February 3, 2004
To:
Steve Reynolds ",..-
Division Head, Culture & Recreation
Len Hunter
Supervisor, Facility Operations
From:
Barbara Tran
Buyer
Subject:
Quotation No. Q - 18 - 2003
Quotation For Fire Alarm Systems Upgrade - PRC
CLOSING: Tuesday, January 20, 2004, 12:00 Noon
Quotations have been received for the above project. Twelve (12) companies were
invited to participate on December 17 via facsimile, of which seven (7) attended the
mandatory site visit and four (4) have responded by the closing deadline noted above.
Copies are attached. Quotations shall be irrevocable for 60 days after the official closing
date and time. Be mindful of this timing.
Pursuant to Supplementary Standard Conditions Item 10, the following documents will
be requested of the low bidder for your review during the evaluation stage of this
quotation call:
(a) a copy of the Health & Safety Policy to be used on this project;
(b) a copy of the current Cost and Frequency Report issued by Workplace Safety &
Insurance Board (in lieu of the Cost and Frequency document, a copy of the
current CAD 7, NEER, or MAP reports may be submitted);
(c) a copy of the current Certificate of Clearance issued by Workplace Safety &
Insurance Board;
(d) the City's certificate of insurance shall be completed by the bidder's agent, broker
or insurer;
Steve Reynolds
". .~ 1'3'- 01
¡'\Ì.:n.X<.! j¡: -Qf2S February 3, 2004
pa..Cje 2. ot '3 Page 2
In the absence of the Safety & Training Co-ordinator, the Manager, Human Resources
will review the documents and advise of their acceptability as related to the City's health
and safety requirements. A copy will be provided to you for your consideration as well.
The Purchasing Analyst will undertake credit reference check with Dun & Bradstreet for
the low bidder and advise you of the summary, for your consideration in this review.
A comparison of pricing is shown on the attached summary. Continue to utilize the
services of Rex Heath, Fire SeNices as required. During your review, remember that
an award exceeding $75,000 is subject to Council approval.
The low bidder for Part A + Part B Options (A+B+C) is Siemens Building Technologies,
Ltd. However, you require a subjective re\li~V\I oftheproj~~t and all pricingß!~?~JQr
each bidder particUlàrly-'in the areas of Unit Price Breakdown - New System Devices.
Once you have determined which items are required, each quotation is to be compared
equally and a summary of pricing prepared to conclude who the low bidder is. We
require this conclusion as soon as possible in order that we can proceed to ask for
Health & Safety documentation from the low bidder and undertake their credit reference
check.
Include the following items in your report to Council should the award be in excess of
$75,000 or in your response memo to Supply & Services if the award is under $75,000 -
(a) any past work experience with the low bidder, including work location;
(b) if no past work experience with low bidder, if references are satisfactory;
(c) the appropriate account number(s) to which this work is to be charged;
(d) the budget amount(s) assigned thereto;
(e) related departmental approvals;
(f) Treasurer's approval of funding;
(g) any reason(s) why the low bid is not acceptable, if applicable; and
(h) related comments specific to the project.
If you are providing Leber Rubes with any of the information enclosed herein, please
ensure costs are not disclosed to enquiring bidders. Bidders will be advised of the
outcome once approval has been given to accept a quotation. Should Leber Rubes
discover an inconsistency in the quotations during their review, they should contact the
City as soon as possible.
If you require further information, please feel free to contact me.
/lJhA" /1 /,
LJPcí /!/{/¡iil! J!(j i..A
Barbara Tran
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Attachments
i-\' IACHhtN #,,",.L TO REPORJ#~E-S I 3> -oLf
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Summary Q - 18 . 2003 - Fire Alah'h Svs~Upgrade . fB.Ç
GST Extra
Siemens Building
TechnoJoaies
Vipond Inc
Simclex Grinnel
3,630
1,477
9,486
45,010
12376
71,979
1,500
1,750
14,500
40,000
6700
64,450
7,000
2,860
15,200
36,072
10500
71,632
18,000
8,200
34,688
35,373
10847
107,108
3,275 7,000 5,170 8,583
6,219 15,500 16,530 19,067
2,300 2,200 3,975 2,400
2,300 . 2,288 4,094 2,400
2,370 , 2,380 4,175 2,520
2,450' 2,475' 4,342" -. 2,640--
2500 2574 4429 2640
93,393 98,867 114,347 147,358
Add. Del. Add. Del. &!!!:. Del. &!!!:. Del.
242 160 250 185 225 80 210 158
121 80 70 50 60 30 135 105
218 150 125 80 210 76 225 170
140 100 85 60 75 30 170 128
182 120 100 70 190 70 210 158
300 200 150 120 340 80 350 265
182 120 120 70 175 25 275 205
280 190 160 125 330 76 365 275
678 450 325 250 670 90 515 385
242 160 160 125 300 70 350 265
242 160 175 140 150 30 340 255
267 180 175 140 205 40 330 250
315 210 195 160 160 40 350 265
146 100 110 79 175 28 285 215
182 120 175 140 175 30 300 225
255 170 200 155 195 50 335 250
Sub Total. Unit Price Breakdown 3,992 2,670 2,575 1,949 3,635 845 4,745 3,574
Alarmstat Fire & Security System Unable to bid
Brampton Fire & Security System Unable to bid
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LEBER
RUBES
February 13, 2004
FAXIEMAIL
Len Hunter
Pickering Civic Complex
One The Esplanade
Pickering, ON
L lV 6K7
------.-..-.-..-------........
Dear Mr. Hunter,
RE:
Tender Review and Recommendation for Fire Alarm Retrofit for
Pickering Recreation Complex
Our Project No. 2002-155
The tendering pro::ess for the retrofit of the fire alarm system at me Pickering Recreation
Complex has been completed. This doçum~nt will provide a review of the process and the
res1l1ts far the selection ora contractor. The contractors were Com-Plex Systems Ltd., Siemens
Building Technologies, Simp1exGrinnell, and Vipond Inc.
Back£:round
A quick review of tile quotation documents will help lhe client to understand the Pari A and Part
B breakdown prices. The Part A - Basic 'Work is for the replacement of the existing fire alann
system with a siTIgh:~ stage partially addressable fire ahmn system. The Part B - Options Option
A shows. the cost for the replacement of the existing fire alarm system with a two stage partially
addressable fire alarm system) Option B shows the cost for the replacement of the e'Xisting fire
a1arm system with a nvo stage fully addressable fire alarm system and Option C shows the annual
maintenance testing (as per ULC/S536) costs over a five year period.
The 'UrÜt Price BreakJo\ovn - New System Devices' on page I'Q-4 are the unit costs that arc used
if fhere is a need to add or delete a dcvlce(s) tì-om the angina] design, For example, if the client
decided to rnal,e structural changes to the Pickering Recn;ation rentrc building during the fire
~JJroíect, l\.ubes v/ou!ù ,¡dvisc the dient ho\'/ the ,;truc:tu.ral dw.psrc miÍ;::ht Ì1Bve
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it t be that a ne\'i c,n 'j,nd ~¡ nc','j smoke
to be ad.à.ed àuc to the structlllaJ changes ;:u1d that thes;;; device" be instal1cd by LÌ1e
FIRE ?í10TECT10fIJ MilD 8UILDH\!G CODE CO¡\jSUl.TING ¡:;NG~l'JEi=:RS
2300 YO!'~GE STREET, SUiTE 2100, P,O. BOX 2372, TOROI'JTO, CANADA M4P 1E4, TEL: (416) :';15.9331 FAX: (416) 515-1640
1725 ST, LA.URENT 8LVD" SUiTE 225, OTItWVA, CI~.NJ~DA KIG 3V4, TEL: (fi13! 247-1313 FAX: 1613) 21\7-1315
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contractor (as an extra to the job) while they are on site. The contractor's Ul.'1it costs would be
used 10 determine the extra cost to add these devices. The design submitted by Lcber Rubes for
the tender package 1S complete and it is not expected that thc addition/deletion will be needed
during this project '
Contractor Price Comparisons
The tenders were received and reviewed for content and compliance with the tender requ.ircments
to confirm the validity of the tenders. The following provides a review of the tenders for the
instal1ation pfthe equipment and includes a recommendation on the selection offhe contractor.
The Com-Plcx Systems bid for an ONYX NFS-3030 system is the least expensive for Part A -
Basic Work, OptioT'l A together with Part A, and Option C . annual maintenance prices.
~TheSiemeng. Building'I'eGhnologics-bid. for theirMXL. systemisJhe .sec_Qnc:thigh.~sJ faJJ)<l:t1A~
They have the lowest price for Option B, the replacement of the existing fire alarm system with a
two stage fully addressable fire alarm system, together wiih Part A.
The SimpJexGrinnell hid fOT their 41 ODD system js the second lowest for Part A. However, their
annual maintenance prices (Option C) Me marc than two times higher than the other bids,
Whether ornot Option C is added to this contract or becomes part of a separate contract, the
a11TIual maintenance amounts ha\/e an impact over the next five years,
The overall Vipond bid for an omx 1\¡'FS-3030 system was high relative to the other
contractors, Comparison of the sub-totals for Part A and Part B - Options A & B, on the attached
chart, indicates that their pricing is at least 1.5 times higher than any of the other bid sub-totals.
Recommcndation
Part A - Basic Work
Review of the Basic Work, without any of the options, shows Com-Flex Systems Ltd. to be the
lowest bid ($64,450) and they Iernair1 the lowest bid if you add Option C, the five year annual
maintcmnce testing cost ($76,367).
Part 1B - Option A
Review ofthe option for the replacement of the existing ñre alarm system with a two stage
partially addressable fire alarm system, along with PaTt A - Basic Work, shows Com-Plex
Sy'Stcms Ud, to be the lowest bid ($ïl,450) and they n;maìn the lowest bid if you add Option C,
the five year 3.nnual ffiaintens.:nce testing cost ($83,367),
opï:lon the; 2CCrrJI.':..I;.r ':;\¡r¡g lice a:':i,':.'J'I1 ü
3c1ò;:ess3.b1e fne ala,"TD system, along with Pan p" -'Nork, sÌlOV/S Siemens Building
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Technologi~s to be the lowest bid ($78,198) and they remain the lowest bid if you add Option C,
the five year annual maintenance testing eost ($90,118).
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AI] four contractors are quite fami1iar with fire alarm system installations. However, both Com.
Plex Systems Ltd, and Vipond are distributers of the Notifier product and. Lm1ike Siemens
Building Technologies and SimplcxGrinnell who are manufacturers of their own products, they
might not be capab1e of ensuring parts and support in the future.
The lowest bid for the basic work was received from Com-Plcx Systems Ltd. which appears to be
rea1istic and is generally consistent with the pre-design construction budget forecasts. In our
estimation, they should be. considered as the ccmtractor for this project if the client should enoose
the replacement of the exi sting fire alarm system with a single stage p<Jrtially addressable fife
alarm system. On the other hand, if the client should choose the replacement of the existing fire
alarm system with a lw() stage fully addressable fife alarm system (Option B), Siemens Building
Technologies would be the best choice.
.An itemized breakdown of the Part A and Part B costg are provided on the attached chart.
We trust you will find this recommendation acceptable. Tfyou should require any additional
information or further detai1, please do not hesitate to call.
Best Regards,
.,cc.,,~------
Dana Honsberger
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Bid Comparison Chart
LcaL: ¡"íi\L/UL ,.) ¡¡,Iv.
BID COf\.¡Pi\RISON
r
[part ~ -B@sic Wnrk
Pd ENGINFcHlNG, DWGS" PERMITS. START ...uP, SUPV. 8. ADMIN,
,
I f'\2 AS BUilT DWeS.. TRAINING &. DOCUMENTATION
I AJ ¡';¡i\IN EQUiP. - FIRE ALARM PANEL CCU AND ANNUNCIATOR (partially addreSS<3ble 1
1--- 5lage system)
I A4 FIRE AlARM EQUIPMENT DEVICES (partially addressabie 1-stage'system)
I N5 VERIFIC;mON AND TESTING FIRE ALARM EQUIPMENT DEVICES
I
-_.
..
$:WEC, iTEM DESCRIPTION
..-"'.....
.
SUB-TOTAL OF BASIC WORK
1--.
OPTIŒU\L ITEJ¡;S
OPT-A P!\RTlfI,LLY ADDRESSABLE 2-STAGE SYSTEM
O1"Tf-ß FUI-LY f¡DDRESSABLE: 2-STAGE SYSTEM
OPT-C 5 YEAR i\N¡¡UAL ~NlINTENANCE AS PER VLC-S5J6 (Payable over 5 years)
-
-"
SUB-TOTAL OF BASIC BID AND OPTION A ..,.
SUB-TOTAL OF BASIC BID AND OPTION B
SUB-TOTAL OF BASIC BID AND OPTION C
SUB-TOTAL OF BASIC BID AND OPTION A 8. G
SUB-TOTAL OF BASIC BID AND OPTION B 8. G
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1,750.00
14,500.00
MJ,OOO.OO
6,700,00
64.450.00
7,000,(}()
15,500.00
11,917,00
'71A$Q.Q~
79,951>.00
76,36T.QQ
, . 8~~~7;OO
91.861.00
3,630.00
1,477,00
9,486,00
: 45.010.00
12,376.00
11,979.00
3,275,00
6,219.00
11.920.00
I 15,254.00'
": :7ß;198:oif
83,699.00
87,174.00
l '. 90~f:i:ø.OO
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Project II: 2002-'155
SimplexGJinnoli
7,000.00
2,860,00
15,200.00
36,072.00
10,500.00
71,632.00
5,170.00
16,530.00
21,015.00
76,602.00
68.162.00
92,641.00'
97,817 .00
109,171.00
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Com-Plex Systems I Si.:..9mens Building
LId, 'Technologies
Vipond 1m;,
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18,000,00
0,200.00
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34,ß88,OU
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35,:J73.00
10.ß47.00
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107,108.00
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8,583.00
19,067,00
12,600,00
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115,691.00 ic
m
126,175.00 -c
0
119.708.00 .. ~
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128,291.00 ,#:
1Jß,775.00 10 (
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PAGE 1 OF 1
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March 1, 2004
FAX
Len Hunter
Pickering Civic Complex
One The Esplanade
Pickering, ON
Ll V 6K7
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Dear Mr. Hunter,
RE:
Tender Recommendation for Fire Alarm Retrofit for
Pickering Recreation Complex
Our Project No. 2002-155
Based on the tender review and recommendation letter dated February 13, 2004, Leber Rubes
recommends that the client proceed with Optlon B, a two stage fully addressable file alarm
system. The Pickering Recreation Complex should be treated as a tVi'O stage system since it is
easier 10 investigate a fire alarm prior to the evacuation of the building. This initial investigation
time will also prevent building evacuations whenever there axe malicious alarms (when someone
operates a manual pull station in order to evacuate the build-ing as part of a prank, e1c). A two
stage fully addressable system will meet the current building needs from an operational
standpoint. This option will also ensure that the client has a fire alarm system with current
technology which wi11 allow for future additions and upgrades to the 'fire alarm system. Siemens'
Building Technologies was the lowest bidder for Option B. Siemens has a reputable service
history and the abiI1ty to maintain the system for at least the next 15-20 years. We recommend
thlit Siemens Building Technologies be issued the contract for Option B, a two stage ru1ly
addressab1e fire alarm system.
We tm3t you wîJl find this recommendation acceptable. Tryou should require any additional
information or further detaìl, please do not hesitate to call.
Be::;L Regan1s,
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FIRE PROTECTION AND BUILDING CODE CONSULTIN<3 ENGINEERS
2300 VONGE STREET, SUITE 210O, P.O. sox 2372, TORONTO, CANADA M4P1,E4, TEL: (415) 515-9331 FAX: (4 16) 515-1640
1725 ST. LAURENT BLVD" SUITE :225, OTTAWA, CANADA K1G 3V4, TEL: (613) 2~7-'3'3 FAX: (513) 247.1315
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OPERATIONS & EMERGENCY
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1 :4000
PLOT DATE,
February 27/2004
REPORT TO COUNCIL
FIRE ALARM SYSTEM UPGRADES
PICKERING RECREATION COMPLEX
SCALE,
L:\MPandE'\ThBma/ic MaooinQ\Maos\O&E:S - Cul/UrB & RBCreo/ion\AttachmBn/ far RBpart\2004 C&R-Reparl-OI,dwg