HomeMy WebLinkAboutCS 24-12 cis 00 Report to
• " ° Executive Committee
I KERIN Report Number: CS 24-12
Date: June 11, 2012 1 41
From: Everett Buntsma
Director, Community Services
Subject: Tender No. T-17-2012
- Tender for School Crossing Guard Program
- File: A-1440
Recommendation:
1. That Report CS 24-12 of the Director, Community Services regarding Tender T-
17-2012 for the administration, supply and service of the School Crossing Guard
Program be received;
2. That Tender No. T-17-2012 submitted by Staffing Services in the total tendered
amount of$1,356,000 (HST included) with a net project cost of$1,221,120 be
approved for the three year period from September 2012 to June 2015, subject to
the annual review and extension to the contract by the Manager, Supply &
Services;
3. Further that the appropriate City of Pickering officials be authorized to take
necessary action to give effect hereto.
Executive Summary: The current contract for the administration, supply and service
of the school crossing guard program as per Tender T-4-2009 will expire on June 30,
2012. Tender T-17-2012 was issued on Monday, April 23, 2012 and closed on Monday,
May 14, 2012. Five companies were invited to participate and an advertisement was
placed on the City's website. One bidder responded and submitted a tender.
The Community Services Department, Engineering Services Division recommends
acceptance of the bid submitted by Staffing Services, the current service provider.
The City's 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.
Report CS 24-12 June 11, 2012
•
Subject: Tender T-17-2012
1 4 2 Tender for School Crossing Guard Program Page 2
Financial Implications: The annual cost for the provision of school crossing guards
is provided for in account 2230.2399.0000. In the 2012 Current Budget, costs were
estimated for the period of September 2012 to December 2012 for the new contract.
Based on the tender received by Staffing Services, the 2012 budget for crossing guards
will be exceeded by $8,342, or 2.22% which will be offset by funds available elsewhere
at year-end. The 2013 and 2014 Current Budgets will reflect the amounts in the
awarded contract.
Discussion: The City of Pickering currently contracts the placement of 36
school crossing guard stations, the locations of which are outlined on the attached
sketch (Attachment 1). The current contract for the supply and administration for
school crossing guard services, T-4-2009, will expire on June 30, 2012. The service
provider, Staffing Services,was awarded the contract for the 2009/2010 school year
and was extended for the optional second 2010/2011 and third 2011/2012 school
years.
Tender T-17-2012 was issued on Monday, April 23, 2012, and closed on Monday, May
14, 2012. Five companies were invited to participate, and the tender was advertised on
the City's website, with one bidder responding and submitting a tender for this service.
The bid submitted by Staffing Services in the total tendered amount of$1,356,000
(HST included) for three years is deemed acceptable. References provided, the
proposed contract implementation scheme, the policy/practice regarding absenteeism
and vacations and the policy/practice regarding training of both guard and supervisory
staff have been checked and are deemed acceptable by the Supervisor, Engineering &
Capital Works. The Health and Safety Policy, current WSIB Workplace Injury Summary
Report, and Certificate of Clearance issued by Workplace Safety & Insurance Board as
submitted by Staffing Services have been reviewed by the Coordinator, Health &
Safety. The Certificate of Insurance has been reviewed by the Manager, Finance &
Taxation and is deemed acceptable. This tender maintains the current number of
crossing guard stations and conditions of service for year one of the.2012/2013 school
year (September 2012 to June 2013 ). The term of this contract is to include three
school years from September 2012 to June 2015 inclusive. Each progressive school
year's service is subject to acceptable health and safety documentation and satisfactory
performance evaluation prior to the start of service. The City reserves the right not to
extend to the subsequent school year, should the requested documentation set out in
Information to Bidders Item 27 not be acceptable and/or the performance evaluation not
be acceptable, if in so doing the best interests of the City will be served. In conjunction
with staffs review of the contractor's previous work experience, check of references
submitted, and review of relevant documentation during the evaluation stage, the
tender is deemed acceptable.
•
CORP0227-07/01 revised
Report CS 24-12 June 11, 2012
Subject: Tender T-17-2012 1
Tender for School Crossing Guard Program Page 3
Upon careful examination of the tender and relevant documents received, the
Community Services Department, Engineering Services Division recommends the
acceptance of the bid submitted by Staffing Services for Tender T-17-2012 in the total
tendered amount of$1,356,000 (HST included) for three years and that the total net
project cost of$1,221,120 be approved.
Attachments:
1. Location Map
2. Supply & Services Memorandum dated May 14, 2012
Prepared By: Approved/Endorsed :y:
fd(3/
f
Nath-n Eme Everett Buntsm. PD, CMM
Coord nator, Traffic Operations Director, Community Services
idol u
Vera A. Fel'emacher Gillis A. Paterson, CMA
C.P.P., CPPO, CPPB, C.P.M., CMM Ill Director, Corporate Services & Treasurer
Manager, Supply & Services
, /,
/
Darre 'elsky, C.E.T., MM I Ric rd W. H born, P. Eng.
Supervisor '/ Div' ion Head, Engineering Services
Engineering & Capital Works
DS:ds
Attachments
Recommended for the consideration
of Pickering City Cou 1
I / l �.e 26/ 20(2
11�
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
• ATTACHMENT# ./ _ TO REPORT#e S • 4--1,2
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ATTACHMENT# TOREPORT# GS W-t2✓
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� � 01# RECEIVED 1 45
Memo
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MAY 1.5 2012
CITY OF PICKERING
ENGINEERING SERVICES
To: Richard Holborn, May 14, 2012
Division Head, Engineering Services
From: Vera A Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
Subject: Tender No. T-17-2012
Tender for School Crossing Guard Program
- File: F-5400-001
Tenders have been received for the above project. Five (5) companies were invited to
participate. An advertisement was placed on the City's Website. Three (3) companies
downloaded tendering packages, of which one (1) bidder 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 13.03 (r) provides checking tendered unit
prices and extensions unit prices shall govern and extensions will be corrected accordingly,
which has been done.
A copy of the tender is attached for your review along with the summary of costs.
SUMMARY
HST Included
Bidder Total Tendered Amount After Calculation Check
Staffing Services $1,356,000.00 $1,356,000.00
Pursuant to Information to Bidders Item 27, 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) The Company's proposed contact implementation scheme;
b) The Company's policy/practice regarding absenteeism and vacations;
c) The Company's policy/practice regarding training of both guard and
supervisory staff;
ATTACHMENT# %L TOREPORT# CS act-12.,
d) the Company's certification of confirmation of Guard_andilape&sory staff
1 4. 6 successful completion,of a Police Record Check
e) The company's certification of confirmation of Guard and supervisory staff
successful completion of the Company's Guard training-program
f) A copy of the Health and Safety Policy to be used on this project;
g) 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);
h) A copy of the current Clearance Certificate issued by Workplace Safety &
Insurance Board; -
i) The City's certificate of insurance or approved alternative form shall be
completed by the bidder's agent, broker or insurer;
Please include the following items in your Report to Council:
a) if items (a) through (e) noted above are acceptable to the Division Head,
Engineering Services
•
b) if items (f) through (h) noted above, are acceptable to the Co-ordinator, Health
& Safety;
c) if item (i) noted above is acceptable to the Manager, Finance &Taxation;
d) any past work experience with the low bidder Staffing Services including work
location;
•
e) without past work experience, if reference information is acceptable;
f) the appropriate account number(s) to which this work.is to be charged;
g) the budget amount(s) assigned thereto;
h) Treasurer's confirmation of funding;
i) related departmental approvals; and
j) 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 &
S rices.
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Attachments
May 14, 2012 Page 2
Tender No. T-17-2012
Tender for School Crossing Guard Program