HomeMy WebLinkAboutCS 40-09
Ctq REPORT TO
EXECUTIVE COMMITTEE
TAT
1 ICKERIlyG Report Number: CS 40-09
Date: October 13, 2009
b
From: Gillis A. Paterson
Director, Corporate Services & Treasurer.
Subject: Tender / Contract Approval
- Councils' Summer Recess
Recommendation:
1. That Report CS 40-09 of the Director, Corporate Services & Treasurer regarding tender and
contract approvals during Councils' Summer Recess be received; and,
2. Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief
Administrative Officer contained in this Report during Council's summer recess being
Tender No. T-11-2009 Durham Purchasing Co-operative for the Supply and Delivery of
Culvert; Tender No. T-13-2009, Supply and Delivery of. Fire Rescue Equipment; Tender No.
T-16-2009, Asphalt and Concrete Repairs; Tender No. T-20-2009, Supply and Delivery of
Two (2) One-Ton Dump Trucks; and Tender No. T-21-2009, Reconstruction of Luna Court.
Executive Summary: Council is required to approve contracts awarded by the Chief
Administrative Officer during recesses of Council. The tender and contract approvals contained
in this report were approved by the Chief Administrative Officer during the summer recess of
Council which met City Policy and were within the approved Budget.
Financial Implications: There are no financial implications pertaining to this report as those
projected costs that exceeded Budget totaling $17,986 are more than offset by those that were
under budget, totaling $44,158. This results in a total net under expenditures of $26,172.
Sustainability Implications: In accordance with sustainability initiatives and with the
G.I.P.P.E.R.'s (Governments Incorporating Procurement Policies to Eliminate Refuse) Guide
3rd Edition, October, 2002, a waste management plan was requested by the City and received
from the contractor undertaking the work for Asphalt and Concrete Repairs (T-20-2009) and
Reconstruction of Luna Court (T-21-2009).
Background: On May 21, 2002 Council passed Resolution #8,0/02 Item 4 authorizing the
Chief Administrative Officer act in Council's approving capacity on behalf of Council during any
recess, break or absence of City Council, which states in part:
Report CS 40-09 Date: October 13, 2009
Subject: Tender / Contract Approval Page 2
97 - Councils' Summer Recess
"2. That, subject to the Council approved Purchasing Policy & Procedures, the Chief
Administrative Officer be authorized to act in Council's approval capacity on behalf of
Council during any recess, break or absence of City Council on the condition that:
(a) such actions are in compliance with the Purchasing Policy & Procedure as
approved under Resolution 136102, and
(b) the costs thereof are within the budget previously approved by Council, and
(c) a report respecting those approvals is subsequently submitted to Council."
Circumstances were such that four Tenders required approval by the Chief Administrative
Officer during Council's summer 2009 recess. It is recommended that Council receive this
Report for information and ratify the approval of Tender No. T-11-2009. Durham Purchasing
Co-operative - Supply and Delivery of Culvert; Tender No. T-13-2009, Supply and Delivery
of Fire Rescue Equipment; Tender No. T-16-2009, Asphalt and Concrete Repairs; Tender
No. T-20-2009, Supply and Delivery of Two (2) One-Ton Dump Trucks; and Tender No. T-
21-2009, Reconstruction of Luna Court.
Therefore, under authority of the foregoing, the following was approved by the Chief
Administrative Officer during the "summer recess" of Council:
Tender No. T -11 - 2009, Tender for the Durham Purchasing Co-operative for the Supply
and Delivery of Culvert
The low bid Tender No. T - 11 - 2009 submitted by Atlantic Industries be approved.
Financial Implications:
1.
TENDER AMOUNT
T-11-2009 $32,611.93
GST 1,630.60
PST 2,608.95
Sub-Total 36,851.48
GST Rebate (1,630.60)
Total $35,220.88
2.
APPROVED SOURCE OF FUNDS
2009 Roads Current Budget
Item Account Code Source of Funds Budget Required
Supply & 2320.2408.0003 Project funded from
Delivery of 2009 Current Budget. $25,000 $35,220.88
Culvert Partially offset by
Revenue.
FUNDS AVAILABLE' $25,000 $35,220.88
Report CS 40-09 Date: October 13, 2009
Subject: Tender / Contract Approval Page 3
- Councils' Summer Recess 198
3.
ESTIMATED PROJECT COSTING SUMMARY
T-11-2009 - Tender for the Durham Purchasing
Co-operative for the Supply & Delivery of Culvert
product
Associated Costs
Tender Cost (T-11-2009) Supply & Delivery of $94,098.41
Culvert product
City of Pickering's portion of the Durham $32,611.93
Purchasing Co-operative Supply & Delivery of
Culvert product
Total Costs - Supply & Delivery of Culvert
$32,611.93
product
GST 1,630.60
PST 2,608.95
Total Gross Cost 36,851.48
GST Rebate (1,630.60)
Total Net Cost
$35,220.88
Project Cost under (over) approved funds by ($10,220.88)
Tender No. T-13-2009, Supply and Delivery of Fire Rescue Equipment;
The low bids Tender No. T - 13 - 2009 submitted by vendors identified in Attachment 1
be approved.
Financial Implications:
1.
TENDER AMOUNT
T-13- 2009
Supply & Delivery of Fire Rescue Equipment $129,779.30
PST Exempt
GST 6,488.96
Total Gross Purchase Cost $136,268.26
GST Rebate (6,488.96)
Total Net Purchase Cost $129,779.30
1
Report CS 40-09 Date: October 13, 2009
Subject: Tender / Contract Approval Page 4
19 9 - Councils' Summer Recess
Under Council Report No. OES 42-08, a total of $1,260,000 was approved for the purchase of a
Heavy Rescue Vehicle for Fire Services of which $607,900 was for associated equipment. This
quote was for a portion of that equipment. The total combined costs for all equipment
purchased to date is within the approved funding.
Tender No. T-16-2009, Asphalt and Concrete Repairs;
The low bid tender of Serve Construction Limited be approved.
1.
TENDER AMOUNT
T-16-2009 $145,265.00
GST 7,263.25
Sub Total 152,528.25
GST Rebate (7,263.25)
Total $145,265.00
2.
APPROVED SOURCE OF FUNDS
2009 Roads Current Budget
Item Account Code Source of Funds Budget Required
Asphalt & Concrete
Repair Program 2320.2408.0002 Property Taxes $100,000 $100,000
Walkway repairs 2718.2482.0000 Property Taxes 25,000 25,000
Concrete and 2132.2482.0000 Property Taxes 10,000 10,000
asphalt walkways
Newspaper Pads 2613.2407.0000 Property Taxes 2,500 2,500
FUNDS AVAILABLE $137,500 $137,500
3.
ESTIMATED PROJECT COSTING SUMMARY
T-16-2009 - Tender for Asphalt and Concrete Repairs
Associated Costs
Tender Cost (T-16-2009) Supply & Delivery of Asphalt and
Concrete Repairs $145,265.00
GST 7,263.25
Total Gross Cost 152,528.25
GST Rebate (7,263.25)
Total Net Cost $145,265.00
Project Cost under over approved funds b $7,765.00
Report CS 40-09 Date: October 13, 2009
Subject: Tender / Contract Approval Page 5
- Councils' Summer Recess G 0 0
Tender No. T-20-2009, Supply and Delivery of Two (2) One-Ton Dump Trucks
The low bid tender of Colombo Motors LP be approved.
1.
APPROVED SOURCE OF FUNDS
2009 Roads Current Budget
Item Account Code Source of Funds Budget Required
Replace Unit 5320.0901.6157 Invest in Ontario Grant $60,000 $44,670.96
#030
1999 Ford
F350 One-Ton
Dump Truck.
Replace Unit 5780.0904.6157 Project Funded by $60,000 $44,670.96
#720 Property Taxes
1994 Ford
F350 One-Ton
Dump Truck
FUNDS AVAILABLE $120,000 $89,341.92
2.
TENDER AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY
T-20-2009 $82,524.00
Air Conditioning Tax 200.00
Sub Total 82,724.00
GST 4,136.20
PST 6,617,92
Sub-Total 93,478.12
GST Rebate (4,136.20)
Total $89,341.92
Total Cost Per Unit $44,670.96
Project Cost under (over) approved funds by $30,658.08
Report CS 40-09 Date: October 13, 2009
Subject: Tender / Contract Approval Page 6
20 1- Councils' Summer Recess
Tender No. T-21-2009. Reconstruction of Luna Court
The low bid tender of C.Valley Paving Limited be approved.
1.
TENDER AMOUNT
T-21-2009 $ 98,169.50
GST 4,908.48
Subtotal $103,077.98
GST Rebate (4,908.48)
Total $ 98,169.50
2.
APPROVED SOURCE OF FUNDS
2008 Roads Capital Budget
Item Account Code Source of Funds Budget Required
Luna Court 5320.0823.6250 Provincial T.I. Grant $125,000 $111,500
FUNDS AVAILABLE $125,000 $111,500
3.
ESTIMATED PROJECT COSTING SUMMARY
T-21-2009 - Tender for Luna Court
Reconstruction , $98,170
Associated Costs
Miscellaneous Costs 830
Materials Testing 2,500
Construction Contingency 10,000
Total 111,500
GST 5,575
Total Gross Project Cost 117,075
GST Rebate (5,575)
Total Net Project Cost $111,500
Project Cost under (over) approved funds by $13,500.00
Report CS 40-09 Date: October 13, 2009
Subject: Tender / Contract Approval Page 7
- Councils' Summer Recess 202
Attachments:
1. Operations & Emergency Services Memorandum, MP&E Division, July 14, 2009
2. Operations & Emergency Services Memorandum, Fire Services Division, July 20, 2009
3. Operations & Emergency Services Memorandum, MP&E Division, August 24, 2009
4. Operations & Emergency Services Memorandum, MP&E Division August 20, 2009
5. Operations & Emergency Services Memorandum, MP&E Division August 20, 2009
6. Resolution #80/02, Item #4
7. Resolution #85/00, Item #1
Prepared By: Approved / Endorsed By:
y
Vera A. Felg macher Gillis A. Paterson
C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer
Manager, Supply & Services
GAP:vaf
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Co n '
c. d 0
T s J. Quinn, MR. C M III
Chief Administrative Office
City off? ATTACHMENT#-L-TOi r0RT# CS y
M i
- : RI 7G
PICKERING MEMO
29
G PCf _ SERVICES
To: Thomas.J. Quinn July 14, 2009
Chief Administrative Officer
Thomas Melymuk I,i,
(Acting) Chief Administrative Officer
From: Everett Buntsma
Director, Operations & Emergency Services
Copy: Director, Corporate Services & Treasurer
Division Head, Municipal Property & Engineering ✓
Superintendent, Municipal Operations
.Supervisor, Roads Operations
Subject: Tender No. T-11-2009
Tender for Supply & Delivery of Culvert
File. A-1440
A co-operative tender with Durham Purchasing Co-operative has been received which closed on
Wednesday, June 17, 2009 for the supply and delivery of culvert product for repair and
maintenance activities. Eight bidders obtained packages and three companies submitted a bid.
The lowest bid submitted was from Atlantic Industries Limited in the amount of $94,098.41
(GST/PST included) of which $36,851.48 (GST/PST included) is the City of Pickering's portion.
The total net cost is estimated to be $35,220.88 to the City (net of GST.rebate) and will be funded
from the 2009 Current Budget.
Recommendation:
1: That Tender T-11-2009 submitted by Atlantic Industries Limited in the amount of for
$94,098.41 (GST/PST included) of which $36,851.48 (GST/PST included) is the City of
Pickering's portion be approved for the period July 1, 2009 to June 30, 2010 and be subject
to annual review and extension to. the contract by the Manager, Supply & Services at
agreed upon percentage rates up to the maximum increase indicated by the bidder in the
form of tender;
2. That the total gross cost for the City's portion of $36,851.48 (GST/PST included) including
the tender amount and other associated costs and the total net cost of $35,220.88, be
approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project as
follows:
a) the sum of $35,220.88 to be funded from the 2009 Current Budget;
4. That the Director, Corporate Services & Treasurer be authorized to take any actions
necessary in order to effect the foregoing; and 204
5. That the appropriate City of Pickering officials be authorized to take necessary action to
give effect hereto.
Executive Summary:
As part of the 2009 Roads Current Budget, Pickering's estimated portion of the Durham
Purchasing Co-operative for the Supply and Delivery of Culvert product was approved for repair
and maintenance activities. Tender T-11-2009 was issued on Monday, June 1, 2009 and closed
on Wednesday June 17, 2009 with eight bidders obtaining tendering packages, and three
companies submitting a bid. The Operations & Emergency Services Department, Municipal
Property & Engineering Division recommends acceptance of the low bid received from Atlantic
Industries Limited in the amount of $94,098.41 (GST/PST included) of which $36,851.48
(GST/PST included) is the City of Pickering's portion. The total net cost is estimated to be
$35,220.88 to theCity (net of GST rebate).
The City's purchasing policy requires staff to Report to Council on results of the tender and
financing in order to proceed with this project in a timely manner. The Chief Administrative Officer
has the authority to accept this tender during summer recess of Council.
Financial Implications:
1.
TENDER AMOUNT
T-11-2009 $32,611.93
GST 1,630.60
PST 2,608.95
Sub-Total 36,851.48..
GST Rebate (1,630.60)
Total $35,220.88
2. .
APPROVED SOURCE OF FUNDS
2009 Roads Current Budget
Item Account Code Source of Funds Budget Required
Supply & 2320.2408.0003 Project funded from
Delivery of 2009 Current Budget. $25,000 $35,220.88
Culvert Partially offset by
Revenue.
FUNDS AVAILABLE $25,000 $357220.88
July 14, 2009 Page 2
Tender No. T-11-2009
Tender for Supply & Delivery of Culvert
3. 205
ESTIMATED PROJECT COSTING SUMMARY
T-11-2009 - Tender for the Durham Purchasing
Co-operative for the Supply & Delivery of Culvert
product
Associated Costs
Tender Cost (T-11-2009) Supply & Delivery of
Culvert product $940098.41
City of Pickering's portion of the Durham
Purchasing Co-operative Supply & Delivery of $32,611.93
Culvert product
Total Costs - Supply Delivery of Culvert $32,611:93
product
GST 1,630.60
PST 2,608.95
Total Gross Cost 361851.48
GST Rebate (1,630.60)
Total Net Cost 35,220.88
Project Cost (under) over approved funds by $10,220.88
The total estimated net cost has exceeded the approved budget, however, the tender is based on
estimated quantities for a wide array of products that may or may not be purchased. The City will
only purchase product that is required and will be cognizant of budget limitations.
Tender T-11-2009 provides pricing for the period of July 1, 2009 to'June 30, 2010 with the option to
extend for yearn commencing July 1, 2010 and expiring June 30, 2011 and an option to extend to
year 3 commencing July 1, 2011 and expiring June 30, 2012. An extension is subject to the.
Durham Purchasing Co-operative Group's approval of the company's proposed price increase, and
the company's.satisfactory performance, not withstanding the approval of the participants
governing bodies in accordance with terms and conditions of the tender. Maximum price
increases, in percentage, have been indicated by the bidder for year 2 and year 3.
For the City of Pickering, the 2010 and 2011 current budgets will reflect the amounts in the
awarded contract.
The Director Corporate Services & Treasurer has reviewed the budgetary implications and the
financing of the expenditures contained in this report and concurs.
July 14, 2009 Page 3
Tender No. T-11-2009
Tender for Supply & Delivery of Culvert
Sustainability Implications: 206
As part of our Sustainable Roads program, the supply & delivery of culvert products meets the
City's requirement for sustainability. Atlantic Industries Limited products meet current
environmental standards. This project will reduce maintenance requirements and cost in the
future.
Background:
As part of the 2009 Current Budget, Pickering's estimated portion of the Durham Co-operative for
the Supply & Delivery of culvert product was identified for repair and maintenance activities.
Tender T-11-2009 was issued on Monday, June 1, 2009 and closed on Wednesday, June 17,
2009 with eight bidders obtaining tendering packages and three companies submitting a bid.
The low bid was received from Atlantic Industries Limited in the amount of $94,098.41 (GST/PST
included). The total gross tender cost for the City's portion of the project is estimated to be
$36,851.48 for an estimated net cost to the City of $35,220.88 (net of GST rebate). References
for Atlantic Industries Limited have been checked and are deemed acceptable by the Supervisor,
Roads Operations. The Health & Safety Policy, current WSIB NEER Firm Summary Statement,
Certificate of Clearance issued by Workplace Safety & Insurance Board and Certificate of
Insurance as submitted by Atlantic Industries Limited have been reviewed by the Coordinator,
Health & Safety and are deemed acceptable.. Concurrence of the recommendation to award to
Atlantic Industries Limited has been received from all Durham Purchasing Cooperative
participating agencies. In conjunction with staffs check of references submitted on this project,
the tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the Operations &
Emergency Services Department, Municipal Property & Engineering Division recommends the
acceptance of the low bid submitted by Atlantic Industries Limited for Tender T-11-2009 in the
amount of $36,851.48 (GST/PST included) and that the total net project cost of $35,220.88 be
approved.
This report has been prepared in conjunction with the Manager, Supply & Services who concurs
with the foregoing.
Attachments:
1. Supply & Services Memorandum dated June 19, 2009.
July 14, 2009 Page 4
Tender No. T-11-2009
Tender for Supply & Delivery of Culvert
1
Prepare By: Approved/Endorsed By:
t
Supervisor, Roads erations Everett Buntsma, Director
Operations & Emergency Services
(S erintendent, Municipal Operations Rich rd Holbor , Division Head
Mu icipaI Property & Engineering
Vera A. Felgemacher Gillis A. Paterson, Director
C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer
Manager, Supply Services
RH:cr
Attachment: Supply & Services Memorandum dated June 19, 2009
A 1 plS r r!
µ1E Pp , ~ L L
G
July 14, 2009 Page 5
Tender No. T-11-2009
Tender for Supply & Delivery of Culvert
caq oo 2 0 8
NICKERING MEMO
To: Richard Holborn June 19, 2009
Division Head, Municipal Property & Engineering
From: Vera A. Felgemacher
Manager, Supply & Services
Copy:
Subject: Tender No. T-11-2009
Tender for Supply & Delivery of Culvert
Closing:. June 17, 2009
The City of Pickering is the Calling Agency on behalf of. the Durham Purchasing Co-operative for
the Supply and Delivery of Culvert product.
Tenders have. been received for the above project. Eight companies were provided tendering
packages via courier. An advertisement was placed on the City's Website. One bidder's
package was returned marked "moved" with. no forwarding information and one bidder
responded "unable to bid". Three acceptable bids were submitted for this project.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit
prices and extensions; unit prices shall govern and extensions will be corrected accordingly,
which has been done.
No bid deposit was required for this tender.
The attached summary indicates that the City's portion of this. co-operative call is valued at
$32,611.93 (GST/PST extra). The total bid for all Agencies combined is $94,098.41 (GST and
PST included).
Each Agency has been provided with a copy of the bids submitted, Record of Tenders Opened
and Checked and Summary per participant and in total. Each Agency is requested to review
and provide concurrence to award the work to the overall low bidder. Once all Agencies have
responded, this information will be provided to you for inclusion in your report to Council:
LO9
Pursuant to Information to Bidders Item 20, the following will be requested of the low bidder for
your review during the evaluation stage of this tender call
(a) a copy of the currently dated Health and Safety Policy to be used on this project;
(b) a copy of the current Workplace Injury Summary Report issued by Workplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report 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 completed by the bidder's agent, broker or insurer;
Include the following items in your Report to Council:
(a) if items (a) through (d) noted above, are acceptable to the Co-ordinator, Health & Safety
(b) any past work experience with Atlantic Industries Limited including work location;
(c) without past work experience, if reference information is acceptable;
(d) the appropriate account number(s) to which this work into be charged;
(e) the budget amount(s) assigned thereto;
(f). Treasurer's confirmation of funding;
(g) related departmental approvals;
(h) any reason(s) why the low bid of Atlantic Industries Limited is not acceptable; and
(i) related comments specific to the project.
Please do not disclose any information to enquiries except you.can direct them to the City's
website for the unofficial bid results as read out at the Public tender opening. Bidders will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
VF/jh
Attachments
I
June 17, 2009
Tender No. T=11-2009 Page 2
Tender for Supply & Delivery of Culvert
I
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PICKERING MEMO
212
To: Thomas J. Quinn July 20, 2009
Chief Administrative Officer
Thomas Melymuk
(Acting) Chief Administrative Officer
From: Everett Buntsma
Director, Operations & Emergency Services
Copy: Director, Corporate Services & Treasurer
Fire Chief
Deputy Fire Chief, Training & Fire Prevention
Manager, Supply & Services
Subject: Tender No. T-13-2009
Tender for Supply & Delivery of Fire Rescue Equipment
File: A-1440-001-09
Tender T-13-2009 for the supply & delivery of Fire Rescue Equipment, was issued on June 22,.
2009 and closed on Wednesday, July 8, 2009. Seventeen bidders obtained bid packages and ten
companies submitted. a bid.
This tender required bidders to submit. pricing on various equipment which had been categorized
into.eighteen separate sections. The total of the lowest bids submitted is in the amount of .
$136,268.26 (GST included/PST exempt). The total net cost is $129,779.30 (net of GST rebate).
Attachment.1 provides a summary of the lowest bids submitted for each category.
Recommendation:
1. That Tender T-13-2009, submitted for the supply & delivery of Fire Rescue Equipment by the
vendors identified in Attachment 1, at a total cost of $136,268.26 (GST included) be
accepted;
2. That the total gross purchase cost of $136,268.26 .(GST included) and the total net purchase
cost of $129,779.30 be approved; and,
3. That the appropriate officials of the City of Pickering be given the authority to give effect
hereto.
,21 3
Executive Summary: Report to Council OES 42-08 was approved by Council on December
15, 2008. That Report approved the purchase of a Heavy Rescue Vehicle and associated
equipment. That report also indicated that subsequent reports on equipment would be
forthcoming. The City's purchasing policy requires staff to Report to Council on the results of the
tender and financing in order to proceed. The Chief Administrative Officer has the authority to
accept this tender during summer recess of Council.
Financial Implications:
Tender- T-13- 2009
Supply & Delivery of Fire Rescue Equipment $129,779.30
PST Exempt
GST 6,488.96
Total Gross Purchase Cost $136,268.26
GST Rebate (6,488.96)
Total Net Purchase Cost $129,779.30
The total financing. for the associated costs (Extrication Tools, Fire Rescue Equipment, High Angle
Equipment and IceMater Rescue Equipment) related to the Heavy Rescue Vehicle was
addressed under Council Report OES 42-08 in the amount of $607,900. The amount of financing
included in Recommendation 2 of this report confirmed the amount required for the Fire Rescue
Equipment component only. The other associated equipment has been sourced through separate
quotes. The total combined costs for all equipment purchased to date is within the approved
funding.
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and.the
financing of the expenditure;contained in this report and concurs.
Sustainability Implications: This equipment incorporates the latest technology pertaining to
recycled and reusable materials, rechargeable batteries and non-corrosive lubricating oils. This
equipment may be used in multiple operations and has an expected long service life.
Background: The purchase of a Heavy Rescue Vehicle and associated Fire Rescue
Equipment was identified and approved by Council per Resolution #262/08. Tender T-13-2009
was prepared to provide a competitive bid for the provision of Fire Rescue Equipment to complete.
the equipping of the Heavy Rescue Vehicle. This equipment can be provided by suppliers that do
not have sole rights to the equipment required to complete the outfitting of the Heavy Rescue
Vehicle.
July 20, 2009 Page 2
Tender No. T-13-2009
Tender for Supply & Delivery of Fire Rescue Equipment
Upon careful examination it. i the recommendation of Pickering , ire Services that the low bid from
the vendors identified` in the Supply & Services summary, Attachment 1, in the amount of
$1361268.26 (GST included) be accepted and the net purchase cost of $129,779.30 be an'TvT1pd.
The supply and delivery of the Fire Rescue Equipment reported under this report.represents the
final major component of the associated costs identified in OES 42-08 for the Heavy Rescue
Vehicle. The internal loan amount required for the financing of the associated costs can now be
finalized and Corporate Services will now prepare the official promissory note.
This report has been prepared in conjunction with the Senior Purchasing Analyst who concurs
with the foregoing.
Attachments:
1. Summary of Low Bid - T-13-2009 Supply & Delivery of Fire Rescue Equipment
2. Supply rvices Memorandum dated July 9, 2009
3. Rec of T riders opened and checked
Prepa Approved / Endors d By:
Gord Ferguson Everett a
Deputy Fire Chief Director, Operations & Emergency Services
Training & Fire P vention
x
Mike Gamba Bill Douglas
Ch' Tr g
Officer Fire ief
. f
Bi6b Ku ma iilis A. Paterson
Senior Purc sing Analyst Director, Corporate Services & Treasurer
MG:nrm
Attachments
Recommended for the consideration ~t
of Pickering City Council
2
00,
Tho as . Quinn, RD W, C III /
Chief Administrative Officer
July 20, 2009 Page 3
Tender No. T-13-2009
Tender for Supply & 'Delivery of Fire Rescue Equipment
I-I TIC.' A me nT _I.-
Summary of Low Bia - T-13 -2009 - Supply & Delivery of Fire Rescue Equipment
215
Section Bidder Amount
1 ResQTech Systems $4,646.00
.2 M&L Supply $54,376.00
3 Canadian Safety Equipment $3,731:75
4 Canadian Safety Equipment $5,863.00
5 Canadian Safety Equipment $2,760..00
6 Commercial Solutions $2,458:10
7. Canadian Safety Equipment $15,836.00
:8 Commercial Solutions $5,220.00
: 9 Commercial-Solutions .$1,388.50
x:10 A.J. Stone $1,848.00
~,,i 1 Canadian Safety Equipment $1,160.00
2 Commercial Solutions $20,032.00
13 No Bid
14 Canadian Safety Equipment $3,330.95
15 No Bid
J 6 Commercial Solutions $555.00
x:17 Canadian Safety Equipment $663.00
,1"8 A.J. Stone Co. $5,911.00
Sub Total $129,779.30
GST 6,488.96
Total $136,268.26
21 6
I ~KE RIND MEMO
To: Bill Douglas July 9, 2009
Fire Chief RECEIVED—
~
JUL 1 3 2009
From: Vera A. Felgemacher .
Manager, Supply & Services Fire Services
pickerinq
Copy:
Subject: Tender No. T-13-2009 - Tender..for Supply and Delivery Fire Rescue Equipment '
Closing: July 8; 2009
Tenders. have.been received for the above project. Seventeen (17) companies were invited to
participate. An advertisement was placed on the City's Website. Ten (10) bidders responded and
submitted a tender for this project.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No.. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices
and extensions; unit prices shall govern and extensions will be corrected accordingly, which has
been done.
Copies of the tenders are attached for your review along with the summary of costs.
Information to Bidders Item # 5 states: The bidder may bid on any or all sections - No. 1 to No. 20
as stated on Specification pages S-2 to S-5. All items in any or all sections must be bid complete.
and information must -be provided where requested, unless otherwise specified.
Specifications - Item. 43 states: Pricing shall be on listed equipment only. No substitutions will be
accepted.
SUMMARY
2 7 GST extra/PST exempt
Canadian ResQTech Commercial Class A Fire &
A.J. Stone Ltd. Safety M&L Supply Rescue
Equipment Systems. Inc Solutions
Section UNABLE TO BID
1 5;520.00 x,646.00
2
54,3` 6.00
3 3, 731.75;. 5,650.00
4 5;863.00 6,203.03
5 2760.OQ
6 3,396.00 2,458.10
7 15,836,0
C}i
8 5,220.04
9 1,445.00 1,3
88 5d
10,
i848,00,
2,110.00
11 1,160 00'
12 21,930 00 20,032 00
13 ` _
14 4 390 00 3,330 95 4,156.00 ~ 3,444.50
15
l~Id
16 895.00 585.00 5:55 00
17 .675.00 663,00 725.00 715.00 850.00
18. $191 1.00
Low Bid Summary:
Section #1 - ResQTech Systems Section #10 - A.J. Stone
Section #2 - M&L Supply Section 411 -.Canadian Safety Equipment
Section #3.- - Canadian Safety Equipment Section #12 - Commercial Solutions
Section #4 - Canadian Safety Equipment Section #13 -No Bid
Section #5 - Canadian Safety Equipment Section #14 - Canadian Safety Equipment.
Section #6 - Commercial Solutions Section #15 = No Bid
Section #7 Canadian Safety Systems Section #16 - Commercial Solutions
Section #8 - Commercial Solutions Section #17.- Canadian Safety Equipment
Section #9 - Commercial Solutions Section #18 - A.J. Stone Co.
Tenders received.from the following bidders were rejected.
Bidder Reference
Aero Fire Automatic rejection Addenda not acknowledged. Reference:
Purchasing By-law No. 5900Procedure No. PUR 010-001, 10,04,
Items 7-(1.2), IB 3(b), IB 1.8, IB 19,16 20, Addendum 43.
Acklands- Automatic rejection - Bid qualified/restricted by. an attachmentladded
Grainger statement (Limitation of Liability). Reference: Purchasing By-law No.
.5900-01, Procedure No. PUR 010-001, 10.04, Items 7-(5), 7-(15); IB 18,
16 15, I R 19, I B 20.
July 9, 2009
Tender No. T-13-2009 Page 2
Tender for Supply and Delivery of Fire Rescue
Equipment
21 18
Bidder Reference
International Automatic Rejection - Revised Page S-4 not completed and returned -
Safety bid received on documents other than those provided in the request. Bid
Systems contains alterations to the bid document not call for. Failure to return
documents as specified. Reference: Purchasing By-law No. 5900-01,
Procedure No..PUR 010-001, 10.04, Items:7-(6), Item 7-(15) IB 3(b), IB
18, IB 19, IB 20, Addendum #2.
Century Vallon Automatic rejection - Bid contains alterations to bid document (Page S-3,
Page Revised S-4) not called for. Failure to return documents as
specified. Reference: Purchasing By-law No. 5900-01, Procedure No.
PUR 010-001,10.04, Item 7-(15); IB 3b, IB 15, IB 18, IB 19, IB 20.
Code 4 Fire Automatic rejection.- Late - Bid received after the specified closing date
.Rescue and time. Reference: Purchasing By-law No. 5900-01, Procedure No.
PUR 010-001, 10.04, Item 7-(1), IB 1, IB 14, IB 19, IB 20.
Include the following items in your Report to Council:
(a) without past work experience, if reference information is acceptable;
(b) the appropriate account number(s) to which the equipment is to be.charged;
(c) . the budget amount(s) assigned thereto;
(d) Treasurer's confirmation of funding;
(e) related departmental approvals;
(f) any reason(s) why the low bids are not acceptable; and
(g) related comments specific to the project.
Note CAO may approve an award of a tender during Recess of Council. Your report. to CAO
should include the same information and be in the same format as if reported to Council..
Please do not disclose . any information to enquiries except you can direct them -to the City's
website for the. unofficial bid results as read out at the Public tender opening. Bidders will be
'advised of the outcome in due course.
If you require further information, • please feel free to contact me or a member of Supply &
Services
VAF/bk
Attachments
July 9, 2009
Tender No. T-13-2009 Page 3
Tender for Supply and Delivery of Fire Rescue
Equipment
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City v~ PUTACHMENT 3 TO REPORT #
222
PICKERING j MEMO
a r G ~ .
To: Thomas J. Quinn sAugust 24, 2009
Chief Administrative-cer
e~
From: Everett Buntsma -~U
Director, Operations & Emergency erv' es -
Copy: (Acting) Chief Administrative Offic, r
Director, Corporate Services & Trea urer
Division Head, Municipal Property & Engineering
Superintendent, Municipal Operations
Supervisor, Roads Operations
Subject: Tender No. T716-2009
Tender for Asphalt and Concrete Repairs
File A-1440
Tenders have been received which closed on Wednesday, July 29, 2009 for the supply and
delivery of asphalt and concrete repairs. Ten companies were invited' of which four companies
submitted a bid.
The lowest bid submitted was from Serve Construction Ltd in the amount of $152,528.25 (GST
and PST included). The total net cost is estimated to be $145,265.00 to the City (net of GST
rebate) and will be funded from the 2009 Current Budget.
Recommendation:
1. That Tender No T-16-2009 submitted by Serve Construction Ltd for asphalt and concrete
repairs in the amount of $152, 528.25 (PST and GST included) and the total net cost of
$145,265.00 be approved..
2. That the Director, Corporate Services & Treasurer be authorized to finance the project as
follows:
a) the sum of $145,265.00 to funded from. the 2009 Current Budget
3. That the Director, Corporate Services & Treasurer be authorized to take any actions necessary
in order to effect the foregoing; and
4. That the appropriate City of Pickering officials be authorized to take necessary action to give
effect hereto.
223
Executive Summary:
As part of the 2009 Roads Current Budget, a line item was approved for an asphalt and concrete
repair program. Tender T-16-2009 was issued on Monday, July 13, 2009 and closed on
Wednesday, July 29, 2009 with four companies submitting a bid. The Operations & Emergency
Services Department, Municipal Property & Engineering Division recommends acceptance of the
low bid received from Serve Construction Ltd in the amount of $152,528.25 (GST and PST
included).
The City of Pickering purchasing policy requires staff to report to Council on the results of the
tender and financing in order to proceed with this project in a timely manner. The Chief
Administrative Officer has the authority to accept this tender during summer recess of Council.
Financial Implications:
1.
TENDER AMOUNT
T-16-2009 $145,265.00
GST 7,263.25
Sub Total 152,528.25
GST Rebate 7 263.25
Total $145,265.00
2.
APPROVED SOURCE OF FUNDS
2009 Roads Current Budget
Item Account Code Source of Funds Budget Required
Asphalt & Concrete.
Repair Program 2320.2408.0002 Property Taxes. $100,000 $1,00,000
Walkway repairs 2718.2482.0000 Property Taxes 25,000 25,000
Concrete and asphalt 2132.2482.0000 Property Taxes 10,000 10,000
walkways
Newspaper Pads 2613.2407.0000 Property Taxes 2,500 2,500
FUNDS AVAILABLE $137,500 $137,500
RECEIVED
CITY OF PICKERIN(:
AUG 2 7 2009
SUPPLY AND SERVICES
August 24,2009
Tender for Asphalt and Concrete Repairs Page 2
Tender No. T-16-2009
3. 224 "
ESTIMATED PROJECT COSTING SUMMARY
T-16-2009 - Tender for Asphalt and Concrete
Repairs
Associated Costs
Tender Cost (T-16-2009) Supply & Delivery of
Asphalt and Concrete Repairs $145,265.00
GST 7,263.25
152,528.25
. Total Gross Cost
GST Rebate (7,263.25)
Total Net Cost $145,265.00
Project.Cost under (over) approved funds by ($7,765.00)
The total estimated net cost has exceeded the forecasted budget; however, the tender is based
on estimated quantities for a wide array of services and repair locations. The City will only
undertake repairs that are critically required and will be cognizant of budget limitations. Other
programs within the same account may be altered (reduced) in order. to compensate for additional
expenditures for this program.
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the
financing of the expenditures contained in this report and concurs.
Sustainability Implications:
The supply & delivery of asphalt and concrete repairs meets the City's requirement for
sustainability in our roads maintenance program. Serve Construction. Ltd meets current
environmental standards. This program will reduce maintenance requirements and cost in the
future and reduce liability.
Background:
As part of the 2009 Current Budget, an asphalt and concrete repair program was identified and
approved. Tender T-16-2009 closed on Wednesday, July 29, 2009 with ten bidders obtaining
tendering packages, and four companies submitting a bid. The low bid was received from Serve
Construction Ltd in the amount of $152,528.25 (GST/PST included) for an estimated net cost,to.
the City of $145,265.00 (net of GST rebate).
August 24,2009
Tender for Asphalt and Concrete Repairs Page 3
Tender No. T-16-2009
RefNn~ces for Serve Construction Ltd have been checked and are deemed acceptable by the
Coordinator, Roads & Maintenance Contracts. Serve Construction Ltd. has also provided
satisfactory work for the City, most recently through Q-45-2008 for asphalt and concrete repairs.
The Health & Safety Policy, current WSIB NEER Firm Summary Statement, Certificate of
Clearance issued by Workplace Safety & Insurance Board and Certificate of Insurance as
submitted by Serve Construction Ltd. have been reviewed by the Coordinator, Health & Safety
and are deemed acceptable. In conjunction with staffs check of references submitted on this
project and experience with this contractor, the tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the Operations &
Emergency Services Department, Municipal Property & Engineering Division recommends the
acceptance of the low bid submitted by Serve Construction Ltd. for Tender T-16-2009 in the
amount of $152,528.25 (GST/PST included) and that the total net project cost of $145,265.00 be
approved.
This report has been prepared in conjunction with the Manager, Supply & Services who concurs
with the foregoing.
Attachments:
1. Supply & Services Memorandum dated July 29, 2009.
Prepared By: Approved/Endorsed By:
Bill Starr.,'Coordinator Everett Bu.4 sni8r, Director
Roads & Maintenance Contracts Operations & Emergency Services
J n Hannah Ric and Hol orn, Division Head
uperintendent, nicipal Operations M~'r icipal Property & Engineering
Vera A. Felgemache Gillis A. Paterson, Director
C.P.P., CPPO, CPPB, C.P:M., CMM III Corporate Services & Treasurer
Manager, Supply & Services
BS:aw
August 24,2009
Tender for Asphalt and Concrete Repairs Page 4
Tender No. T-16-2009
I
226
I~;I
. - I I
PIC~ERIN MEMO.
To: Richard Holborn July 29, 2009
Division Head, Municipal Property & Engineering
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Coordinator, Infrastructure Maintenance Contracts
Subject: Tender No. T-16-2009
Tender for Asphalt and Concrete Repairs
Closing: July 29, 2009
Four (4) Tenders have been received for the above project. Ten (10) companies were invited
to participate of which four (4) bidders responded and submitted a tender for this project. An
advertisement was placed in the Daily Commercial News and on the City's Website.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit
prices and extensions; unit prices shall govern and extensions will be corrected accordingly,
which has been done.
SUMMARY.
PST & GST included
Bidder Total Tendered. Amount $ After Calculation Check $
Serve Construction Ltd. $152,528.25 $152,528.25
Royalcrest Paving $165,716.25 $165,716.25
Bennington Construction Ltd. $208,388.25 $208,388.25
Trisan Construction $228,252.05 $228,252.05
Pursuant to Information to Bidders Item 21, the following will be requested of the low bidder for
your review during the evaluation stage of this tender call. Please advise when you wish us to
proceed with this task.
(a) a copy of the current and dated Health and Safety Policy to be used on this project;
227
(b) a -copy of the current Workplace Injury Summary Report issued by Workplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of
the current CAD 7, NEER, or MAP reports may be submitted);
(c) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d) the City's Certificate of Insurance shall be completed by the bidder's agent, broker or
insurer;
Include the following items in your Report to Council:
(a) if items (a) through (d) noted above, are acceptable to the Co-ordinator, Health & Safety
(b) any past work experience Serve Construction Ltd. including work location;
(c) without past work experience, if reference information is acceptable;
(d) the appropriate account number(s) to which this work is to be charged;
(e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding;
(g) related departmental approvals;
(h) any reason(s) why the low bid of Serve Construction Ltd.is not acceptable; and
(i) related comments specific to the project.
Note - CAO may approve an award of a tender during Recess of Council. Your report to CAO
should be in memo.format and include the same information as if reported to Council.
Please do not disclose any information to enquiries except you can direct them to the City's
website for the unofficial bid results as read out at the Public tender opening. Bidders will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Services:
wk
Vera A. Felgemacher
VF/j9
Attachments
Tender No. T-16-2009
Tender for Asphalt and Concrete Repairs Page 2
228
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2 2 9
PICKERI MEMO
To: Thomas J. Quinn . August 20, 2009
Chief Administrative, Officer cN,EF A~!'
From: Everett Buntsma
Director, Operations & Emergency Servi es
Copy: .(Acting) Chief Administrative Officer
Director, Corporate Services & Treasurer
Division Head, Municipal Property & Engineering
Superintendent, Municipal Operations
Supervisor, Fleet Operations
Subject: Tender No. T-20-2009
Tender for Supply & Delivery of Two (2) One-Ton Dump Trucks
File: A-1440
Tenders have been received, which closed on Wednesday, July 22, 2009 for the supply and
delivery of two One-Ton Dump Trucks. Seven companies were invited to bid of which six
companies responded and submitted a bid. The lowest bid submitted was from Colombo Motors
LP in the amount of $93,478.12 (PST and GST included) with a total net cost to the City of
$89,341.92.
Recommendation:
1. That Tender No. T-20-2009 submitted by Colombo Motors LP for the Supply and Delivery
of two -(2) One-Ton Dump Trucks in the amount of $93,478.12 (PST and GST included) be
accepted;
2.. That the total gross purchase cost of $93,478.12 (GST and PST included) and net
purchase cost of $89,341.92 be approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project as
follows:
a). that the purchase of one vehicle in the amount of $46,73.9.06 (PST and GST included)
be funded from Invest Ontario Grant as identified in the 2009 Capital Budget;
b) that the purchase of one vehicle in the amount of $46,739.06 (PST and GST included)
be funded from Property Taxes as identified in the 2009 Capital Budget;
4. That the Director, Corporate Services & Treasurer be authorized to take any action
necessary in order to effect the foregoing;. and
230.
5. That the appropriate City of Pickering officials be authorized to take necessary action to
give effect hereto.
Executive Summary:
The replacement of City Unit #720 a 1994 Ford F350 Dump Truck and Unit #030 a 1999 Ford
F350 Dump Truck has been identified and approved by Council in the 2009 Capital Budget for
Parks and Roads respectively. These vehicles are utilized for a variety of maintenance work
throughout the City.
The City's purchasing policy requires staff to Report to Council on results of the tender and
financing in order to proceed with this project in a timely manner. The Chief Administrative Officer
has the authority to accept this tender during summer recess of Council.
Financial Implications:
1.
APPROVED SOURCE OF FUNDS
2009 Roads Current Budget
Item Account Code Source of Funds Budget Required
Replace Unit 5320.0901.6157 Invest in Ontario Grant $60,000 $44,670..96
#030
1999 Ford
F350 One-Ton
Dump Truck
Replace Unit 5780.0904.6157 Project Funded by $60,000 $44,670.96
#720 Property Taxes
1994 Ford
F350 One-Ton
Dump Truck
FUNDS AVAILABLE $120,000 $89,341.92
RECEIVED
CITY OF PICKERING
AUG 2 7 2009
SUPPLY AND SERVICES
August 20, 2009 Page 2
Tender No. T-20-2009
Tender for Supply & Delivery of Two (2) One-
Ton Dump Trucks
231
. 2.
TENDER AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY
T-20-2009 $82,524.00
Air Conditioning Tax 200.00
Sub Total 82,724.00
GST 4,136.20
PST 6,617,92
Sub-Total 93,478.12
GST Rebate (4,136.20)
Total .$89,341.92
Total Cost Per Unit $44,670.96
Project Cost under (over) approved funds by $30,658.08
i
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the
financing of the expenditures contained in this report and concurs.
Sustainability Implications:
The engine powering these vehicles meets the Environmental Protection Agency's latest standard
for vehicle emissions. This will significantly reduce the amount of harmful emissions produced by
the operation of these vehicles in the delivery of service to the City of Pickering.
Background:
The replacement of City Unit #030, a 1999 Ford F350 One-Ton Dump Truck and City Unit #720., a
1994 Ford F350 One-Ton Dump Truck was identified and approved by Council in the 2009 Capital
Budget. Supply & Services invited seven (7) bidders to participate in the bidding process of which
six (6) have submitted a tender for this project. Upon careful review of all tenders submitted, it is
the recommendation of the Municipal Property & Engineering Division that the bid submitted by
Colombo Motors LP in the amount of $93,478.12 (PST and GST included) be accepted.
This report has been prepared in conjunction with the. Manager, Supply & Services who concurs
with the foregoing.
Attachments:
1. Supply & Services Memorandum dated July 23, 2009.
August 20, 2009 Page 3
Tender No. T-20-2009
Tender for Supply & Delivery of Two (2) One-
Ton Dump Trucks
Prepared By: Approved/Endorsed By: 2
Everett-Buntsmbi Director
r t Smith
~Sdpervisor, Fleet Operations Operations & Emergency Services
oh Hannah )Richirrdd Holbor , Division Head
erintendent, Municipal Operations pal Property & Engineering
era A..Fq gemacher Gillis A. Paterson, Director
C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer
Manager, Supply & Services
RH:cr
August 20, 2009 Page- 4
Tender No. T-20-2009
Tender for Supply & Delivery of Two (2) One-
Ton Dump Trucks
233
Cry o~
DING MEMO'
PICKS
To: Richard Holborn July 23, 2009
Division Head, Municipal Property & Engineering
From: Bob Kuzma
Senior Purchasing Analyst
Copy:
Subject: Tender No. T-20-2009 - Tender for Supply and Delivery of Two (2) One Ton Trucks
with Dump Body
Closing: Wednesday, July 22, 2009
Tenders have been received for the above project. Seven (7) companies were invited to
participate. An advertisement was placed on the City's Website. Six (6) bidders responded
and submitted a tender for this project.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit
prices and extensions; unit prices shall govern and extensions will be corrected accordingly,
which has been done.
Copies of the tenders are attached for your review along with the summary of costs. Each line
item provides a space for the bidder to indicate a "Yes, No, Specify" to provide the City with
information and details to subjectively review each line item and the sum total of all specifications.
Specifications Item # 5 states:
Where a minimum is called for, the item shall meet or exceed the capacity, size or
performance specified.
a) A mark in the "yes" space shall mean compliance with the specification and can be
further detailed in the SPECIFY space.
b) A mark in the."no" space shall mean a deviation from the specification and must be
further detailed in the SPECIFY space. Deviations will be evaluated and acceptance
of these deviations is within the discretion of the City of Pickering
Specifications Item # 6 states: 234
Specifications Items #41, #52, #53, #54, allows for a choice of approved equipment, the bidder
must indicate the' equipment being bid for each specification in the "YES" space provided.
SUMMARY
GST/PST included
Bidder Total Tendered Amount $ After Calculation Check $
Colombo Motors LP $93,478.12 $93,478.12
Maclver Dodge Ltd., $95,892.34 $95,892.34
Formula Ford Sales $101,935.04 $101,935.04
Donwa Ford Sales $102,127.14 $102,127.14
Durham Truck & Equipment $103,056.00 $103,056.00
Eloqui Ltd. $106,661.82 $106,687.82
Include the following items in your Report to Council:
(a) without past work experience, if reference information is acceptable;
(b) the appropriate account number(s) to which this work is to be charged;
(c) the budget amount(s) assigned thereto;
(d) Treasurer's confirmation of funding;
(e) related departmental approvals;
(f) any reason(s) why the low bid of Colombo Motors LP is not acceptable; and
(g) related comments specific to the project.
Note - CAO may approve an award of a tender during Recess of Council. Your report to CAO
should be in memo format and include the same information as if reported to Council.
I
Please do not disclose any information to enquiries except you can direct them to the City's
website for the unofficial bid results as read out at the Public tender opening. Bidders will be
advised of the outcome in due course.
If you require further information; please feel free to contact me or a member of Supply &
Services.
/bk
Attachments
July 23, 2009
Tender No. T-20-2009 Page 2
Tender for Supply and Delivery of Two.(2) One
Ton Trucks with Dump Body
235
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236
PICKERING MEMO
To: Thomas J. Quinn August 20, 2009
Chief Administrative Officer'
From: Everett Buntsma -
Director, Operations & Emergency.$eMb"es A 2-6
Copy: (Acting) Chief Administrative Officer
Director, Corporate Services & Treasurer
Division Head, Municipal Property & Engineering-°~
Superintendent, Municipal Operations
Supervisor, Engineering & Capital Works
Subject: Tender No. T-21-2009
Tender for Reconstruction of Luna Court
File: A-1440
Tenders have been received which closed on Wednesday, August 5, 2009 for the
reconstruction of Luna Court. Fifteen companies were invited to participate, of which 6
bids were received.
The following is a summary of the bids received.
Recommendations:
1. That Tender T-21-2009 submitted by C. Valley Paving Limited in the amount of
$103,077.98 (GST included) be accepted;
2. That the total gross project cost of $117,075 (GST included) including the tender
amount and other associated costs and the total net project cost of $111,500, be
approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the
project as follows:
a) the sum of $111,500 to be funded from Provincial grants approved in the 2008
Roads Capital Budget;
4. That the Director, Corporate Services & Treasurer be authorized to take any
actions necessary in order to effect the foregoing; and
5. That the appropriate City of Pickering officials be authorized to take necessary
23 fiction to give effect hereto.
Executive Summary:
As part of the 2008 Roads Capital Budget Luna Court was approved as a construction
project. Tender T-21-2009 was issued on Thursday, July 16, 2009 and closed on
Wednesday, August 5, 2009 with six bidders responding. The total net project cost is
estimated to be $111,500 to the City (net of GST rebate).
The City's purchasing policy requires staff to Report to Council on results of the tender
and financing in order to proceed with this project in a timely manner. The Chief
Administrative Officer has the authority to accept this tender during summer recess of
Council.
.Financial Implications:
1
TENDER AMOUNT
T-21-2009 $ 98,169.50
GST 4,908.48
Subtotal $103,077.98
GST Rebate (4,908.48)
Total $ 98,169.50
2.
APPROVED SOURCE OF FUNDS
2008 Roads Capital Budget
Item Account Code Source of Funds Budget Required
Luna Court 5320.0823.6250 Provincial T1 Grant $125,000 $111,500
FUNDS AVAILABLE $125,000 $111,500
RECEIVED
CITY OF PICKERING
AUG 2 7 2009
SUPPLY AND SERVICES
August 20, 2009 Page 2
Tender No. T-21-2009
Tender for reconstruction of Luna Court
3. 2 3 8
ESTIMATED PROJECT COSTING SUMMARY
T-21-2009 - Tender for Luna Court
Reconstruction $98,170
Associated Costs
Miscellaneous Costs 830
Materials Testing 2,500
Construction Contingency 10.000
Total 111,500
GST 5,575
Total Gross Project Cost 117,075
GST Rebate. (5,575)
Total Net Project Cost $111,500
Project Cost under (over) approved funds by $13,500
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs.
Sustainability Implications:
This project will reduce maintenance requirements and cost in the future.
Backgro.und:
As part of the 2008 Capital Budget, Luna Court was approved as a construction project.
Tender T-21-2009 was issued on Thursday, July 16, 2009 and closed on Wednesday,
August 5, 2009 with fifteen bidders obtaining tendering packages, and six companies
submitting a bid.
The low bid was received from C. Valley Paving Limited in the amount of $103,077.98
(GST included). The total gross project cost is estimated to be $117,075 for an estimated
net cost to the City of $111,500 (net of GST rebate). References for C. Valley Limited
have been checked and are deemed acceptable by the Supervisor, Engineering & Capital
Works. The Health & Safety Policy, Confined Space Awareness Training and a list of
employees trained, current WSIB Council Amendment to Draft #7 (CAD-7), Certificate of
Clearance issued by Workplace Safety & Insurance Board and Certificate of Insurance as
submitted by C. Valley Limited have been reviewed by the Coordinator, Health & Safety
and are deemed acceptable. In conjunction with staff's check of references submitted on
this project, the tender is deemed acceptable.
August 20, 2009 Page 3
Tender No. T-21-2009
Tender for reconstruction of Luna Court
Upon careful examination of all 'Lenders and relevant documents received, the Operations
& Emergency Services Department, Municipal Property & Engineering Division
recommends the acceptance of the low bid submitted by C. Valley Paving Limited for
Tender T-21-2009 in the amount of $103,077.98 (GST included) and that the total net
proj"pst of $111,500 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Location Map
2. Supply & Services Memorandum dated August 6, 2009
Prepared By: Approved/Endorsed By
Darrell Selsky Everett Buntsma
Cs-
Supervisor Engineering & Capital Works Director, Operations & Emergency
Services
. -77-=
Vera A. Felgemachor Rich rd Holbor ; Division Head
C.P.P., CPPO, CPPB, C.P.NI., CMM III M icipal Property & Engineering
Manager, Supply & Services
"Gillis A. Paterson, Director
Corporate Services & Treasurer
RH:ds
August 20, 2009 Page 4
Tender No. T-21-2009
Tender for reconstruction of Luna Court
ICI,
I 240
MUNICIPAL PROPERTY & ENGINEERING
Attachment for Tender T-21-2009
LUNA COURT
09-
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Road Reconstruction (new granular base, asphalt and curb/gutter)
Repairs to the Existing Storm Sewer System.
0 Remove and Replace Sidewalk Bays as required.
9 Landscape Restoration (grading and sodding where required).
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PICKERING MEMO
To: Richard Holborn August 6, 2009
Division Head, Municipal Property & Engineering
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Coordinator, Infrastructure Maintenance Contracts
Subject: Tender No. T-21-2009
Tender for Luna Court Reconstruction
Closing: August 5, 2009
Six (6) Tenders have been received for the above project. Fifteen (15) companies were invited
to participate of which six (6) bidders responded and submitted a tender for this project. An
advertisement was placed in the Daily Commercial News and on the City's Website.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking, tendered unit
prices and extensions; unit prices shall.govern and extensions will be corrected accordingly,
which has been done.
All deposits other than the low three bidders may be returned to the applicable bidders as
provided for by Purchasing Procedure No..PUR 010-001, Item 10.03(w). Three bids have
been retained for review at this time.
A copy. of bids received is attached for review.
SUMMARY
PST & GST included
Bidder Total Tendered Amount $ After Calculation Check $
C. Valley Paving Ltd. $103,077.98 $103,077.98
Dig-Con International Limited. $105,082.48 $105,082.48
Bennington Construction Ltd. $110,115.60 $110,115.60
Coco Paving Inc. $132,850.73 $132,850.73
Royalcrest Paving & Contracting Ltd. $153,453.51 $153,453.51
Bar-Quip Construction Limited $173,439.00 $173,439.00
- I
Pursuant to information to Bidders item 20, the following 1~ be requestec of the low bidder for
your review during the evaluation stage of this tender call. Please advise when you wish us to
proceed with this task.
243
(a) a copy of the current and dated Health and Safety Policy to be used on this project;
(b) a copy of the current Workplace Injury Summary Report issued by Workplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of
the current CAD 7, NEER, or MAP reports may be submitted);
(c) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d) Proof of compliance with amended Confined Space Entry Regulations (September 30,
2006).
(e) a list of employees trained in the confined space entry procedure who will be working on
this project
(f) the City's certificate of insurance or approved alternate shall be completed by the bidder's
agent, broker or insurer;
Include the following items in your Report to Council:
(a) if items (a) through (d) noted above, are acceptable to the Co-ordinator, Health & Safety
.(b) any past work experience C. Valley Paving Ltd. including work location;
(c) without past work experience, if reference information is acceptable;
(d) the appropriate account number(s) to which this work is to be charged;
(e) the budget amount(s) assigned thereto;
(f) .Treasurer's confirmation of funding;
(g) related departmental approvals;
(h) any reason(s) why the low bid of C. Valley Paving Ltd. is not acceptable; and
(i) related comments specific to the project.
Note - CAO may approve an award of a tender during Recess of Council. Your report to CAO
should be in memo format and include the same information as if reported to Council.
Please do not disclose any information to enquiries except you can direct them to the City's
website for the unofficial bid results as read out at the Public tender opening. Bidders will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
/jh
Attachments
Tender No. T-21-2009
Tender for Luna Court Reconstruction Page .2.
RE -)-09
PORT #22LS/'
ADMINISTRATION DEPARTMENT
d 4
CLERK'S DIVISION
MEMORANDUMMAY L 2002
May 27, 2002
TO: Tom Quinn, Chief Administrative Officer
Gil Paterson, Director, Corporate Services & Treasurer
FROM: Bruce Taylor, Clerk
SUBJECT: Referrals from Council Meeting of May 21, 2002
Please be advised that the Council of.the City of Pickering passed Resolution #80/02, Item #4, at the
Council Meeting of May 21, 2002, as follows:
1. That Report to Council CAD 0402 seeking authorization by the Chief Administrative
Officer to act in Council's approval capacity on behalf of Council during any recess,
break or absence of City Council be received; and
2. That subject to the Council approved Purchasing Policy & Procedure, the Chief
Administrative Officer be authorized to act 'in Council's approval capacity on behalf
of Council during any recess, break or absence of City Council on the condition that:
a) such actions are in compliance with the Purchasing Policy & Procedure as
approved under Resolution 136/01; and
b) the costs thereof are within the budget previously approved by Council; and
c) a report respecting those approvals is subsequently submitted to Council.
3: That appropriate officials of the City of Pickering be authorized to give effect thereto.
Bruce Taylor
BT:dk
Copy: T.J. Quinn, Chief Administrative Officer
INTER-DEPARTMENTAL MEMORANDUM
245
CLERK' S DIVISION
RECEIVED
DATE: June 6, 2000 CITY OF PICKBlFiPNC
JUNQ0&0
CORPORATE SERVICES
TO: G. Paterson
Director, Corporate Services & Treasurer
FROM: ` Bruce Taylor
City Clerk
Please be advised that the Council of the City. of Pickering passed Resolution 85/00, Item #1 at
the Council Meeting of June 5, 2000, as follows:
"That Report to Council CS 12-00 regarding authority for the Director, Corporate Services,
& °Treasurer to recommend project financing approval during recesses of Council be
received, and
1. The Director, Corporate Services & Treasurer be authorized to recommend and
approve project financing to the Mayor and Chief Administrative Officer for
projects contained in the annual capital budget. or 'current budget, during
recesses of City Council; and
2. That appropriate officials of the, City, of Pickering be authorized to give effect
thereto.
This resolution is sent to you for your information.
Bruce Taylor, City Clerk
cc. T.J. Quinn, Chief Administrative Officer