HomeMy WebLinkAboutCR 01-14 Ca/ 00 _ Report to
°° Executive Committee
PICKERIN Report Number: CR 01-14
Date: May 12, 2014
From: • Marisa Carpino
Director, Culture & Recreation
Subject: Fire Alarm Panel Upgrade for Pickering Civic Complex
- No. RFP-3-2014
- File: A-1440
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Recommendation:
1. That Report CR 01.-14 of the Director, Culture & Recreation regarding the Fire
Alarm Panel Upgrade for Pickering Civic Complex be received;
2. That proposal No. RFP-3-14 submitted by Vickery Electric Contracting Ltd. in the
amount of$125,769.00 (HST included) be accepted;
3. That the total gross project cost of$188,484.00 (HST included), including the
amount of the proposal and other associated costs, and the total net project cost
of$169,736.00 (net of HST rebate), be.approved;
4. That Council authorize the Division Head, Finance &Treasurer to finance the
projects as follows:
a) the sum of$169,000.00, as provided for in the 2013 Civic Complex
Capital Budget be financed by the issue of debentures by the Regional
Municipality of Durham over a period not to exceed five years;
b) the balance amount of$736.00 to be funded from property taxes;
c) the annual repayment charges in the amount of approximately $38,000.00
be included in the annual Current Budget for the City of Pickering
commencing 2015, or such subsequent year in which the debentures are
issued, and continuing thereafter until the debenture financing is repaid,
and any financing cost to be paid out of the Current Budget;
5. That the draft by-law attached to this report be enacted; and
6. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect hereto.
Executive Summary: The existing fire alarm system at Pickering Civic Complex
was installed in 1988 and is past the normal life expectancy of a fire alarm system. As a
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Report CR 01-14 May 12, 2014
Subject: Fire Alarm Panel Upgrade for Pickering Civic Complex Page 2
result, the Civic Complex has experienced multiple faulty alarms over the past few
years. Additionally, the system fails to meet current accessibility standards. The new
fire panel system will be installed in accordance with CAN/ULC-S524-06 and will comply
with the Ontario Building Code (2006) and current Accessibility Standards.
Staff have determined that the most cost-efficient solution is to replace the system in its
entirety. To that end, Request for Proposal No. RFP-3-2014 was prepared, advertised
on the City's website and released to interested proponents. Vickery Electric
Contracting Ltd. is the highest scoring proponent with a price of$125,769.00 (HST
included). The total gross project cost is estimated to be $188,484.00 and the total net
project cost is estimated at $169,736.00 (net of HST rebate).
Financial Implications:
1. RFP-3-2014
Fire Alarm Panel Upgrade for Pickering Civic $111,300.00
Complex
' HST (13%) 14469.00
Total Gross RFP Cost $125,769.00
•
2. Estimated Project Costing Summary
RFP-3-2014 Fire Alarm Panel Upgrade for Pickering Civic $111,300.00
Complex
Miscellaneous Costs $2,000.00 •
Consulting Cost $30,500.00 .
Fire Safety Plan Upgrade 10,000.00
Construction Contingency 13,000.00
Total Cost. $166,800.00
HST (13%) 21,684.00
Total Gross Project Costs $188,484.00
HST Rebate (11.24%) (18,748.00)
Total Net Project Costs $169,736.00
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Report CR 01-14 May 12, 2014
Subject: Fire Alarm Panel Upgrade for Pickering Civic Complex Page 3
3. Approved Source of Funds
Civic Complex
Approved Code Source of Funds Budget . Required
5700.1304.6181 Debt 5-Year $250,000.00 $169,000.00
Property Taxes 736.00
Total Funds $250,000.00 $169,736.00
Project Cost under (over) approved funds by $80,264.00
Discussion: The existing fire alarm system at the Pickering Civic Complex was
installed in 1988. The system is a single-stage Simplex 4100 and is past the normal
life expectancy of a fire alarm system. The system has also experienced faulty
communication cards and destructive water damage to wiring in the underground.
Faulty Supervisory Alarms often occur usually as a result of power supply abnormal
ground faults; the monitoring company is contacted and sometimes fire services
• dispatched, resulting in additional operating and staff costs. Additionally, the system
fails to meet current accessibility standards. The new fire panel system will be installed
in accordance with CAN/ULC-S524-06 and will comply with the Ontario Building Code
(2006) and current Accessibility Standards.
The decision was made by staff to retro-fit the Civic Complex with a new fire alarm
system. The new system design is to be a two-stage fire alarm system with
programmed timer sequences to switch the system sequence of operation to a one-
stage system after business hours and on weekend and holidays. The highlights of the
system are fully accessible equipment with new audible and visual alarms, and
improved communication with public with intercom paging system. The new system will
also require an updated fire plan.
Terms of reference for this project were posted on the City's website. A mandatory site
visit was held on Wednesday.March 3, 2014 and 17 companies attended, of which 8
submitted a proposal by the closing date and time of March 25, 2014 at 12:00 noon.
One addendum was issued. Submissions were reviewed and evaluated by Leber Rubes
Inc (LBI), project engineers, and relevant City staff and the proposal from Vickery
Electric Contracting Ltd. was the highest scoring proponent.
The Health & Safety Policy, a current WSIB Workplace Injury Summary Report, and
WSIB Clearance Certificate have been reviewed by the Coordinator, Health & Safety
and deemed acceptable. Certificate of Insurance is deemed acceptable to Manager,
Budgets and Internal Audits. In conjunction with this, the staff have reviewed the
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Report CR 01-14 May 12, 2014
Subject: Fire Alarm Panel Upgrade for Pickering Civic Complex Page 4
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contractor's previous work experience, references and bonding available on this project,
. and the proposal is deemed acceptable. Vickery Electric Contracting Ltd. has been an
electrical contract service provider for the City of Pickering and has completed work to
the satisfaction of City staff.
Upon careful examination of all proposals and relevant documents received, the
Culture & Recreation Department recommends the acceptance of the proposal No.
RFP-3-2014 submitted by Vickery Electric Contracting Ltd. in the amount of
$125,769.00 (HST included) and that the total net project cost $169,736.00 be
approved.
Attachments: .
1. Location Map
2. Supply. & Services Memorandum dated April 10, 2014
3. Supply & Services Memorandum dated April 22, 2014
4. Evaluation Committee — Summary of Average Scores
5. Being a by-law to authorize the Fire Alarm Panel Upgrade for Pickering Civic
Complex and the issuance of debentures in the amount of $169,000
Prepared By: Approved/Endorsed By:
4
\---6,„,,,,4, ,A.,1/4,.... C-, 1
Marcos Moreira Marisa Carpino /
(Acting) Supervisor, Facilities Operations Director, Culture”ecreation
__ f d?-,. ‘
Brian J. Du eld Stan Ka. •ws''
Manager, Facilities Operations Division e-d, corporate Services
i & Treasu -r
l
2( \ , t
Vera A. Felgemacher/ Paul Bigioni
C.P.P., CPPO, CPPB, C.P.M., CMM Ill Director,.Cor.• - - ,.rvices & City
Manager, Supply & Services Solicitor
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1
Report CR 01-14 May 12, 2014
Subject: Fire Alarm Panel Upgrade for.Pickering Civic Complex Page 5
•
Caryn Kong, CGA
Senior Financial Analyst-Capital &
Debt Management
MM:mc
Recommended for the consideration
of Pickering Cit Council
I / , /
tor¢
Tony Prevedel, P.Eng.
Chief Administrative Officer
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A:iTTACHMENT# 1 -TO REPORT#_, Q l -- I L4
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ENGINEERING&PUBLIC ATTACHMENT FOR CULTURE &
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WORKS DEPARTMENT
CAPITAL PROJECTS _ _
PICKERING CIVIC COMPLEX- FIRE ALARM N
INFRASTRUCTURE � �'�
RECREATION REPORT __
SCALE: N.T.S April 23/2014 PANEL UPGRADE- RFP-3-2014 ti Ci�,M N I C
37
AITACHMEN# 2 TO REPORT# CtS (DI -- ( y.
.
Memo
To: Marisa Carpino April 10, 2014
Division Head, Culture & Recreation
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Facilities Operations
Subject: RFP-3-2014, Fire Alarm Panel Upgrade - Pickering Civic Complex
- File: F-5300-001.
Terms of Reference for the above project were posted on the City's website. A mandatory site
meeting was held on Wednesday, Wednesday, March 3, 2014 and seventeen companies
attended of which eight submitted a proposal by the closing date and time. One addendum was
issued. '
A preliminary review of the submissions has been undertaken. Stage I, the request for proposal
document provided proponents the opportunity to rectify deficiencies in their submission. Four
were required. Eight of the submissions are to proceed to Stage II — scoring by the City of each
qualified proposal on the basis of the rated criteria of the following items outlined in Part 3 of the
document.
This compliance checklist is to be used in evaluating the "overall completeness and quality of
submission". Each item is to be reviewed more closely by the Evaluation Committee members
and scored to reflect each item's relevance and value.
Please refer to Terms of Reference— Evaluation of Submissions, Page 5 for instructions on
how the proposals are to be evaluated by the Evaluation Committee members.
Health & Safety documentation has been reviewed by the Coordinator, Health & Safety and a
score out of 5 points has been applied to the evaluation form. Insurance documentation has
been reviewed by the Manager, Budgets & Internal Audit and a score out of 5 points has been
applied to the evaluation form. Pricing has been evaluated and a score has been applied to the
evaluation form.
Attachments are as follows:
1. Stage 1 - Evaluation
2. Evaluation Form (to be used by Evaluation Committee Members)
3. Copy of Terms of Reference
4. Copy of the proposal received
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Please co-ordinate an appropriate date and time to arrange a meeting for the evaluation
committee. Each member shbuld review the submissions carefully according to the criteria
before the meeting time.
If you require further information, please contact me or a member of Supply & Services.
•
VAFTjg .
Attachments .
April 10, 2014 Page 2
RFP-3-2014, Fire Alarm Panel Upgrade -
Pickering Civic Complex 3 9
•
RFP-3-2014
Fire Alarm Panel Upgrade - Pickering,Civic Complex
Stage II - Evaluation Rated Criteria
Stage II will consist of a scoring by.the City of each qualified proposal on the basis of the rated criteria.
The following is an overview of the categories and weighting for the rated criteria of the RFP.
Proponents who do not meet a minimum threshold score for a category will not proceed to Stage III of
the evaluation process.
Rated Criteria Category Weighting (Points)` Threshold :
Experience on Similar Projects 15 10
Understanding of Project 15 10-
Work Plan and Deliverables 20 15
Quality of References 15 10
Quality and Completeness of Proposal 5 3
letter from Surety Company, Insurance,
Health & Safety Documentation 15 10 .
Pricing 15 10
Total Points 100 68
Experience on Similar Projects = 15 Points
The proposal shall include information that provides:
•
a. The roles and responsibilities of the Proponent and any of its agents, employees and sub-
contractors who will be involved in providing the Deliverables, together with the identity of
those who will be performing those roles and their relevant respective expertise.
b. Provide three (3) examples of past projects within the last three (3) years that are comparable
•in scope and magnitude. The current project status, budgeted costs versus actual costs;
scheduling issues and resolutions, design challenges, and efficiencies.
Understanding of Project= 15 Points .
The proposal shall include information that provides:
c. Information that the Proponent understands the requirements of this project; Proponents must
relate these objectives to past experience or expertise of the Proponent and/or their team;
d. Identification of"value-added" services; and
e. A summary of the problems or issues associated with the work and how they were handled.
Work Plan and Deliverables = 20 Points
The proposal shall include:
a. Detailed work schedule that'identifies project tasks, approach and ability to achieve the
completion date; .
b. Proposed new fire alarm panel and related equipment specifications, layout, flexibility, energy
efficiency, space utilization and maximization, etc.; .
c. Proposed guarantees and warranties for quality of workmanship and materials; and
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d. Product literature that details technical information, operation, etc. for all proposed new
equipment.
Quality of References — Total Points = 15 Points
Relevance of projects similar in scope and value completed over the last three (3) years. Complete
Appendix D —.Reference Form
Quality of Proposal —Total Points = 5 Points
Presentation of proposal, examples, details, content organization and how well instructions are
followed.
Letter from Surety Company, Insurance, Health & Safety Documentation — Total Points = 15
Points
All documentation and certificates stated in Item D, Other Mandatory Requirements, being current
and valid.
Pricing — Total Points = 15 points •
Proponents should review and complete the Rate Bid Form at Appendix C.
Pricing will be scored based on a relative pricing formula using the total amount as set out in Rate Bid
Form.
Each proponent will receive a percentage of the total possible points allocated to price for the
particular category it has bid on by dividing that proponent's price for that category into the lowest bid
price in that category. For example, if a proponent bids $120.00 for a particular category and that is
the lowest bid price in that category, that proponent receives 100% of the possible points for that
category (120/120 = 100%). A proponent who bids $150.00 receives 80% of the possible points for
that category (120/150 = 80%), and.a proponent who bids$240.00 receives 50% of the possible
points for that category (120/240 = 50%). .
Rating Criteria . . Scoring
Lowest total amount
-- x . Total available points = Score for proposal with second lowest
Second lowest total amount . total amount
•
Lowest total amount
x Total available points = Score for proposal with third lowest total
Third lowest total amount total amount
And so on, for each proposal.
41
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,,, iIACHNENd -0REPORT# . Q 19
_V_ _ --M -- Memo
- - ,
To: Marisa Carpino April 22, 2014
Director, Culture & Recreation •
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Facilities Operations •
Supervisor, Facilities.Operations
Subject: RFP-3-2014, Fire Alarm Panel Upgrade - Pickering Civic Complex. .
- File: F-5300-001
Further to memo dated April 10, 2014, eight proposals proceeded to Stage II of the evaluation
process. Each member of the Evaluation Committee has completed evaluating the eight
proposals, completing Stage II of the evaluation process.
An Evaluation Committee meeting was held Tuesday, April 22, 2014 at 1:30 p.m. and a combined
average score for the proposals received was determined. The combined average score of the
proposal then proceeded to Stage III of the evaluation process. Stage III consists of a scoring of
the price submitted. At the conclusion of Stage III, all scores from Stage II and Stage III of
proposals have been added together.
Vickery Electric Contracting Ltd. is the highest scoring proponent with a price of$125,769.00
(HST included) for the Fire Alarm Panel Upgrade - Pickering Civic Complex.
In accordance with Purchasing Policy Item 06.12_where the compliant quotation or tender meeting
specifications and offering best value to the City is acceptable or where the highest,scoring
proposal is recommended and the estimated total purchase price is over $125,000, the Manager
may approve the award, subject to the approval of the Director, Treasurer, CAO and Council.
An approved requisition is required to proceed.
Ple se do not disclose any information to proponents. Enquiries may be redirected to Supply &
Se ices.
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All Ar REPORT#. g — 1-4
The Corporation of the City of Pickering
By-law No.
•
Being a by-law to authorize the Fire Alarm
Panel Upgrade for Pickering Civic Complex,in
the City of Pickering and the issuance of
debentures in the amount of$169,000
Whereas Section 11 of the Municipal Act,-2001, as amended, provides that a lower-tier
municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and,
Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and,
Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and,
Whereas The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
Whereas the Council of the City wishes to proceed with debenture financing for the Fire
Alarm Panel Upgrade for Pickering Civic Complex; and
Whereas the Council of the City wishes installation to proceed in respect of the Fire
Alarm Panel Upgrade for Pickering Civic Complex; and
Whereas before the Council of the City authorizes the issuance of debentures for the
Fire Alarm Panel Upgrade for Pickering Civic Complex on the date hereof the Council of
the,City had the Treasurer update the City's Annual Repayment Limit, the Treasurer
calculated the estimated annual amount payable in respect of such project and
determined that such annual amount would not cause the City to exceed the updated
Limit and therefore, Ontario.Municipal Board approval is not required as per Section
401 of the Municipal Act, 2001, as amended, and the regulations made thereunder;
And whereas after,determining that Ontario Municipal Board approval is not required,
the Council of the City approved report CR 01-14 on the date hereof and awarded RFP-
3-2014 for the Fire Alarm Panel Upgrade for Pickering Civic Complex;
45
BY-LAW NO Page 2
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. That the City proceed with the project referred to as "Fire Alarm Panel Upgrade for
Pickering Civic Complex";
2. That the estimated costs of the project in the amount of$169,736 be financed as
follows:
a) That the sum of$169,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five years at a
rate to be determined;
b) That the sum of$736 be funded from property taxes;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2015 or such subsequent
year in which the debentures are issued and continuing thereafter until the
debenture financing is repaid.
By-law passed this 20th day of May, 2014.
David Ryan, Mayor
•
Debbie Shields, City Clerk
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