HomeMy WebLinkAboutFIN 03-15 00 _L Report to
6 z s
Executive Committee
PICKERING
Report Number: FIN 03-15
Date: January 12, 2015
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Tender/ Contract Approval
- Approvals During Council Recess 2014
Recommendation:
1. That Report FIN 03-15 of the Director, Corporate Services & City Solicitor regarding
tender and contract approvals during Council Recess be received; and,
2. That Council pass a resolution ratifying the approval of the Tenders and Contracts by
the Chief Administrative Officer during Councils' recess being, Tender No. T-16-2014,
Brick Cladding & Masonry Repairs, Quotation No. Q-42-2014 One New Latest Model
Year, Four Wheel, Pure Vacuum Multi Functional Street Sweeper, and Quotation No.
Q-51-2014, Seniors and Person with Disabilities Snow Clearing Program.
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 Council's
recess this year. They met the City's Purchasing Policy and were within the approved
Budget.
Financial Implications: The capital projects listed and described in this report are
being funded from various sources as approved by Council in the Capital Budget. The
service program for snow clearing will be funded from property tax, as approved in the
2014 current budget and the proposed 2015 current budget.
No. T-16-2014 Net Project Costs under (over) Approved Funds $95,000.00
No. Q-42-2014 Net Project Costs under (over)Approved Funds $51,422.00
No. Q-51-2014 Net Project Costs under (over)Approved Funds $ 546.00
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Report FIN 03-15 January 12, 2015
Subject: Tender/Contract Approval Page 2
- Council's Recess 2014
Discussion: Purchasing Policy Item 07 authorizes the Chief Administrative Officer to
act on behalf of Council in approving an award of a project, and the Treasurer is
authorized to approve financing for same, during any recess, break or absence of City
Council, on the condition that:
(a) The project is in a budget approved by Council;
•
(b) Such actions are in compliance with the Purchasing Policy and the Financial
Control Policy;
(c) The project is not debt financed; and
(d) A report respecting those approvals is subsequently submitted to Council.
The circumstances were such that two quotations and one tender required approval by the
Chief Administrative Officer during Council's 2014 recess. It is recommended that Council
receive this Report for information and ratify the approval of Tender No. T-16-2014, Brick
Cladding & Masonry Repairs, Quotation No. Q-42-2014, One New Latest Model Year,
Four Wheel, Pure Vacuum Multi Functional Street Sweeper, and Quotation No. Q-51-
2014, Seniors and Person with Disabilities Snow Clearing Program.
Therefore, pursuant to the Purchasing Policy, the following was approved by the Chief
Administrative Officer during the "recess" of Council.
Tender No. T-16-2014 Brick Cladding & Masonry Repairs
The low bid submitted by Brook Restoration Ltd. for Tender No. T-16-2014 in the amount
of$128,946.45 (HST included) be approved.
Financial Implications:
1. Tendered Amount
Tender No. T-16-2014 $114,111.90
HST 13% 14,834.55
Total $128.946.45
34
Report FIN 03-15 January 12, 2015
Subject: Tender/Contract Approval Page 3
- Council's Recess 2014
2. Estimated Project Cost Summary
Central Library Civic Complex
Tender Amount T-16-2014 $79,559.00 $34,553.00 $114,112.00
Miscellaneous Costs 3,486.00 1,514.00 5,000.00
Consulting Fees 17,430.00 7,570.00 25,000.00
Project Contingency 13,944.00 6,056.00 20,000.00
Total Project Costs 114,419.00 49,693.00 164,112.00
HST (13%) 14,874.00 6,460.00 21,334.00
Total Gross Project Cost 129,293.00 56,153.00. 185,446.00
HST Rebate (11.24%) (12,861.00) (5,585.00) (18,446.00)
Total Net Project Cost $116,432.00 $50,568.00 $167,000.00
3. Approved Source of Funds
Civic Complex and Library Capital Budget
Location Project Code Source of Funds Budget Required
Library 5800.1406.6181 Internal Loan 5 year $192,000.00 $116,000.00
5800.1406.6181 Property Taxes 0.00 432.00
Civic 5700.1401.6250 Prov. Grant— Invest 70,000.00 50,568.00
Complex in Ontario
Total Funds $262,000.00 $167,000.00
Project Cost under (over) approved funds by $95,000.00
Quotation No. Q-42-2014 Supply and Delivery of One New Latest Model Year, Four
Wheel, Pure Vacuum, Multi-Functional Street Sweeper
The Quotation No. Q-42-2014 in the amount of$276,035.38 (HST included) submitted by
Amaco Construction Equipment Inc. be accepted;
Financial Implications:
1. Quotation Amount
Quotation No. Q-42-2014 $244,279.10
HST 13% 31,756.28
Total $276,035.38
35
Report FIN 03-15 January 12, 2015
Subject: Tender/Contract Approval Page 4
- Council's Recess 2014
2. Estimated Project Cost Summary
Quotation No. Q-42-2014
Four Wheel, Pure Vacuum, Multi- $244,279.00
Functional Street Sweeper
HST 13% 31,756.00
Gross Project Cost 276,035.00
HST Rebate (11.24%) (27,457.00)
Total Net Project Cost $248,578.00
Project Cost under (over) approved funds by $51,422.00
3. Approved Source of Funds
. Four Wheel, Pure Vacuum, Multi-Functional Street Sweeper
Description Account Code Source of Funds Budget Required
Quotation No. 5320.1403.7610 RF-DC Roads $270,000.00 $223,720.00
Q-42-2014 & Related
5320.1403.7610 Rate , 30,000.00 24,858.00
Stabilization
Reserve
Total Funds $300,000.00 $248,578.00
Quotation No. Q-51-2014 Seniors and Persons with Disabilities Snow Clearing
Program
The low quotation submitted by Gray's Landscaping & Snow Removal Inc. for Quotation
No. Q-51-2014 for Year 1 of the 3-year Seniors and Persons with Disabilities Snow
Clearing Program in the amount of$11,701.72 (HST included) be approved.
Financial Implications: . Quotation Amount
Quotation No. Q-51-2014, Year 1 $10,355.50
(per snow clearing and salting service)
HST 13% 1.346.22
Total 0 $11,701.72
(12 callouts X $11,701.72 = $140,421.00)
•
36
Report FIN 03-15 January 12, 2015
Subject: Tender/Contract Approval Page 5
- Council's Recess 2014
1. Estimated Project Cost Summary
Quotation No. Q-51-2014
Seniors and Person with Disabilities Snow $124,266.00
Clearing Program, Year 1 (based on 12
call outs)
HST 13% 16,155.00
Gross Project Cost 140,421.00
HST Rebate (11.24%) (13,967.00)
Total Net Project Cost $126,454.00
Project Cost under (over) approved funds by $546.00
2. Approved Source of Funds
Seniors and Persons with Disabilities Snow Clearing Program
Description Account Code Source of Funds Budget Required
No. Q-51-2014
Seniors and
Persons with 2132.2482.0000 Property Taxes $127,000.00 $126,454.00
Disabilities Snow
Clearing Program
Total Funds $127,000.00 $126,454.00
Based on the results of the quotation, the anticipated number of clearings required in Year
1, and the expansion of the program to 440 participants, the 2015 Current Budget will
reflect a cost of$127,000.00 for this program.
Attachments:
•
1. Supply & Services Memorandum dated August 6, 2014
2. Culture & Recreation Memorandum dated August 15,2014
3. Supply & Services Memorandum dated October 2, 2014
4. Engineering & Public Works Memorandum dated October 8, 2014
5. Supply & Services Memorandum dated October 30, 2014
6. Supply& Services Memorandum dated October 31, 2014
7. Engineering & Public Works Memorandum dated November 4, 2014
37
•
Report FIN 03-15 January 12, 2015
Subject: Tender/Contract Approval Page 6
- Council's Recess 2014
Prep ed By: Approved/Endorsed By:
Vera A. Felgemacher Stan Karwows
C.P.P., CPPO, CPPB, C.P.M.,CMM III Division Head, Finance & Treasurer
Manager, Supply & Services
Paul Bigio
Director, ( s‘so -te Services &City Solicitor
Recommended for the consideration
of Pickering City Council
/ /i /471 ZD/¢
Tony Prevedel, P.Eng.
Chief Administrative Officer
•
•
38
•
;TTACE-HMENT#�_TO REPORT# L 3, r1;
(' °ie CULTURE&RECREATION DIVISION
RECEIVED switimaiiiii
PICKERING ABEY TO Memo
❑FWD ❑COPY O Ci:�Cll T
CAO COUNCIL 111
• CLERK To: Marisa Carpino ' �
� August 6, 2014
Director, Culture & Recreation ■ HUMAN RESOURCES-
N1PE OPS CENTRE .
FAC OPERATIONS .OFFICE SUSTAIN 1111111
From: Vera A. Felgemacher C&R SUPERVISORS .PLAN&DEV
Manager, Supply & Services
Copy-. Manager, Facilities Operations
•
Subject: Tender No. T-16-2014 •
Tender for Brick Cladding and Masonry Work
- File: F-5400-001
Tenders have been received for the above project. An advertisement was placed In the.Daily
. Commercial News and on the City's website inviting companies to download the tendering
documents for the above mentioned tender.A mandatory site visit was held on Thursday, July 24,
2014. Six companies attended the site visit of which five bidders submitted a tender.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 90 days after the official closing date and time.
Purchasing Policy 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.
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 13.03(w). Three (3) bids have been retained
for review at this time.
Copies of the tenders are attached for your review and you will see Unit Prices for Additional Work
are shown in Table 1, Table 2, Table 3 and Table 4.
. Summary
Harmonized Sales Tax Included
Bidder Total Tendered Amount Total Tendered Amount
Base Bid$ Optional Price$
-
After After
Calculation Calculation
Check Check
Brook Restoration Ltd. 89,901.56 89,901.56 39,044.89 39,044.89
Clifford Restoration Limited 99,948.50 99,948.50 43,674.50 43,674.50
Colonial Building Restoration 124,808.50 124,808.50 51,132.50 51,132.50
Wall Savers Ltd. 133,624.76 133,624.76 - 90,927.71 90,711.88 -
LOMAX Management Inc. Automatic rejection—substitution for Agreement to Bond in
the form of a certified cheque, bank draft or money order or
• irrevocable letter of credit were not provided. Reference:
• • • Purchasing Policy No. PUR 010, Item 23.02- 10 (c).
Information to Bidders Item 9, 12, 26, 27, 28, 55, Tendering
_ Specifications Item 8 and 9. •
39
•
Pursuant to Information to Bidders Item 29, the following will be requested of the low bidder,
Brook Restoration Ltd. for your review during the evaluation stage of this tender call, subject to
your request. Please advise if you would like us to proceed with this task.
(a) a copy of the currently dated and signed Health & 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) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training certificates
for every worker and supervisor who will be working on this project;
(e) the City's certificate of insurance completed by the.bidder's agent, broker or insurer;
(f) list of Sub-Contractors in accordance with General Conditions Item 30; and
(g) Waste Management Plan to be used on this project in accordance with Tendering
Specifications Item 22.
WSP Canada Inc. as the consultants on this project will be reviewing submissions and making
recommendations to you. The consultant should also review carefully all submittal information
based on tendering instructions. If the consultant notices any infractions or information missing
during the evaluation, please contact a member of Supply & Services as soon as possible.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as explained
below excludes HST.
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 and the estimated total
purchase price is over$75,000 and up to $125,000, the Manager may approve the award,
subject to the approval of the Director, Treasurer and the•CAO.
• As such, the low bid submitted by Brook Restoration Ltd.for the base bid of$79,558.90 and the
optional price of$34,553.00 for a sub total of$114,111.90 plus HST may be approved by the
Manager for this dollar limit, subject to the approval of the Director, Treasurer and the CAO.
Please include the following items in your memorandum:
1. if Items (a) through (d) noted above are acceptable to the Co-ordinator, Health & Safety;
2. if the Certificate of Insurance is acceptable to the Manager, Budgets & Internal Audit;
3. if the list of subcontractors is acceptable;
4. if the Waste Management Plan is acceptable;
5. any past work experience with the low bidder Brook Restoration Ltd. including work
location; •
6. without past work experience, if reference information is acceptable;
7. the appropriate account number(s)to which this work is to be charged;"
August 6, 2014
Tender No. T-16-2014 Page 2
Tender for Brick Cladding and Masonry Repairs
40
he budget amount(s) assigr,_J thereto;
9. reasurer's confirmation of funding;
10. related departmental approvals; and
11. related comments specific to the project.
An approved requisition will also be required.
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 &
Se ices.
VAF
Attachments
•
•
August 6, 2014
Tender No. T-16-2014 Page 3
Tender for Brick Cladding and Masonry Repairs
41
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43
ATTACHMENT#. TO REPORT# -
Cal a - •
�:� Memo
liCet_40E411111111
•
To: Tony Prevedel August 15, 2014
Chief Administrative Officer
From: Marisa Carpino
Director, Culture & Recreation cITY R
OF PICKERIN'G
ECEIVED
Copy: Director, Corporate Services &City Solicitor AUG 1 6 2014
Division Head, Finance & Treasurer
Chief Administrative Officer, Pickering Public Library SUPPLY AND SERVICES
Manager, Facilities Operations
Manager, Supply & Services • -
(Acting) Supervisor, Facilities Operations
•
Subject: Tender No. T-16-2014
Brick Cladding & Masonry Repairs
- File: A-1440-001-14
Overview: The Brick.Cladding & Masonry Repairs at the Central Library and at the Civic Centre
were approved in the 2014 Capital Budget in the amount of$192,000.00 and $70,000.00
respectively.
Bids have been received and acceptance of the low bid submitted by Brook Restoration Ltd. in the
amount of$128,946.45 (HST included) is recommended.
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, and the estimated total
purchase price is over$75,000.00 and up to $125,000.00, the Manager may approve the award .
subject to the approval of the Division Head, Finance &Treasurer and the CAO.
Recommendation:
1. That Tender No. T-16-2014 submitted by Brook Restoration Ltd. in-the amount of
$128,946.45 (HST included) be accepted;
2. That the total gross project cost of$185,446.00 (HST included) and a net project cost of
$167,000.00 (net of HST.rebate) be approved;
3. That the Division Head, Finance &Treasurer be authorized to finance the project in the
amount of$167,000.00 as follows:
•
44 •
•
•
a. the sum of$116,000.00 by undertaking a five-year internal loan at a rate to be
determined for the Central Library component;
b. the balance of$432.00 to be funded from property taxes for the Central Library
component;
c. the sum of$50,568.00 to be funded from Provincial Grant-Investing in Ontario for
the Civic Complex component.
4. Further that the appropriate City of Pickering officials be authorized to take necessary action
to give effect thereto.
•
Executive Summary:
The Central Library and Civic Complex, built in 1990, had remedial exterior envelope repairs
• completed in 2013 as Phase One of the recommended work identified in the Genivar Inc.
consultants report dated October 14, 2011. Phase Two of the work was approved in the 2014
Capital Budget and was scheduled to be completed in the late summer of 2014. This Tender No.
T-16-2014 will complete the outstanding work and complete the remedial work identified in the
original report.
Bids have been received and acceptance of the low bid in the amount of$128,946.45 (HST
included) submitted by Brook Restoration Ltd. is recommended.
Financial`Implications:
1. Tender Amount
T-16-2014 $114,111.90
HST 13% 14,834.55
Total 128,946.45
2. Estimated Project Cost Summary
Central Library Civic Complex
Tender Amount T-16-2014 $ 79,559.00 $ 34,553.00 $ 114,112.00
Miscellaneous Costs $ 3,486.00 $ 1,514.00 $ 5,000.00
Consulting Fees $ 17,430.00 • $ 7,570.00 $ 25,000.00
Project Contingency $ 13,944.00 $ 6,056.00 $ 20,000.00
•
Total Project Costs $ 114,419.00 $ 49,693.00 $ 164,112.00
HST (13%) 14,874.00 6,460.00 21,334.00
Total Gross Project Cost $ 129,293.00 $ 56,153.00 $ 185,446.00
HST Rebate (11.24%) (12,861.00) (5,585.00) (18,446.00)
Total Net Project Cost $116,432.00 $50,568.00 $167,000.00
August 15, 2014 Page 2
Tender No. T-16-2014
Brick Cladding & Masonry Repairs at the Central Library & Civic Complex
45
t i
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3. Approved Source of Funds
Civic Complex and Library Capital Budget
Location Project Code Source of Funds Budget Required
Library 5800.1406.6181 Internal Loan 5 year $192,000.00 $116,000.00
5800.1406.6181 Property Taxes $0.00 $432.00
Civic 5700.1401.6250 Prov. Grant— Invest $70,000.00 $50,568.00
Complex in Ontario
Total Funds $262,000.00 $167,000.00
Project Cost under (over) approved funds by $95,000.00
Discussion:
The Brick Cladding & Masonry Repairs at the Central Library& Civic Complex were approved in
the 2014 Capital Budget in the amount of$192,000.00 and $70,000.00 respectively. This project
is Phase Two of the project. Phase One was completed in 2013.
The Central Library and Civic Complex, built in 1990,,have both experienced masonry problems in
the form of delamination of the through wall flashing at lower roof/exterior wall interfaces and
around windows. Localized mortar joint repairs, precast stone masonry unit repairs and sealant
replacement are also needed to resolve these issues and prevent continuing deterioration.
The City of Pickering retained the services of Genivar Inc. to complete an Exterior Wall
Investigation and received their report dated October 14, 2011. After reviewing the report, staff
accepted the recommendation of Genivar Inc. (now known as WSP Canada Inc.) to implement a
phased repair of the areas identified in the report. Phase One was successfully completed in
2013. The remaining work, identified as Phase Two, formed the scope of work of Tender T-16-
2014. •
Bids have been received to the tendering call, which closed on Wednesday, August 6, 2014 for
the Brick Cladding & Masonry Repairs at the Central Library& Civic Complex. An advertisement
was placed in the Daily Commercial News and on the City's website. A mandatory site visit was
held on Thursday, July 24, 2014 and six bidders attended of which five bidders responded and
submitted a tender for this project. The low bid was submitted by Brook Restoration Ltd.
August 15, 2014. Page 3
Tender No. T-16-2014 •
Brick Cladding & Masonry Repairs at the Central Library & Civic Complex
46
The Health and Safety Policy, Ministry of Labour Awareness Training, Clearance Certificate
issued by the Workplace Safety and Insurance Board (WSIB), and a current WSIB Workplace •
• Injury Summary Report, as submitted by Brook Restoration Ltd. have been reviewed by the
Coordinator, Health &Safety and are deemed acceptable. The Certificate of Insurance has been
reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with
staffs review of the contractor's previous work experience, check of references and bonding
available on this project, the tender is deemed acceptable.
•
Upon careful examination of all tenders and relevant documents received, the Culture &
Recreation Department recommends the acceptance of the low bid submitted by Brook
Restoration Ltd. for Tender No. T-16-2014 in the amount of$128,946.45 (HST included) and that
the total net project cost of$167,000.00 be approved.
Attachments:
•
1. Supply & Services Memorandum dated August 6, 2014
•
•
•
•
•
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August 15, 2014 Page 4
Tender No. T-16-2014
Brick Cladding & Masonry Repairs at the Central Library & Civic Complex
•
47
C 1
Prepared By: Approved/Endorsed By: .
Brian J. D ie d. Marisa Carpino, MA
Manager,facilities Operations Director, Culture & Rec dr ion
Vera A. Felgemacher Stan Karwowski, MBA, CPA, CMA •
C.P.P., CPPO, CPPB, C.P.M., CMM Ill Division Head, Finance &Treasurer
Manager, Supply & Services •
Caryn Kong, CPA, CGA Cathy Grant
Senior Financial Analyst— Capital Chief Executive Officer, Pickering Public Library
& Debt Management
4,„",/gii
J
Paul Bigioni
Director, Corporate Services & City
Solicitor
:mc •
Approval
/ I °v, Zo r
Tony Prevedel, P.Eng.
Chief Administrative Officer
August 15, 2014 Page 5
Tender No. T-16-2014
Brick Cladding & Masonry Repairs at the Central Library & Civic Complex
48
ATTACHMENT#,`TO REPORT#
• QV,
"CM�. Memo iirAffe_3 1 it1i '
To: Richard Holborn October 2, 2014
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Bob Kuzma
Supervisor, Public Works Administration
Subject: Quotation No. Q-42-2014
Quotation for Supply and Delivery of One New Latest Model Year, Four Wheel, Pure
Vacuum, Multi Functional Street Sweeper
Closing Date: August 26, 2014
- File: F-5300-001
Further to the memo dated September 2, 2014, four quotations proceeded to Stage II of the
evaluation process.
Stage II consists of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference
and Governing Law, the top-ranked respondent as established under the evaluation will be selected
to enter into a contract for the provision of the Deliverables.
An Evaluation Committee meeting was held by Public Works staff on Monday, September 29, 2014
and each member of the Evaluation Committee has completed evaluating the two quotations. A
combined average score for each quotation was determined, completing Stage II of the evaluation
process.
Amaco Construction Equipment Inc. is the highest ranking respondent. The total purchase price is
$244,279.10, HST extra.
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 and the 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 "on-line" requisition will be required to proceed after receiving requisite approvals
noted above.
Please do not disclose pricing to enquiries. Calls can be redirected to Supply & Services.
Respondents will be advised of the outcome in due course. If you require further information or
assistance, please contact me or a member of Supply & Services.
VAFIjg
Attachments
49
A f t CI-iIIENT.#-.: TO REPORT#. -1 D -i
S`
caq
= Office of the CACMemo
att._ atileC Received O CT 2 1 2014
File
Fol■ow l}i.,
To: Tony Prevedel Mayor Corn Sery
Y October 8, 2014
• Chief Administrative Officer Council I C&R
_ Directors Eng Services
From: Richard Holborn ._ SMT j _-, Oper & Fac
Director, Engineering & Public Works _ Clerk ;Corp Services
_ Fire Ot`ice Sustain
Copy: Division Head, Finance &Treasurer Human Res Plan & Dev
Manager, Supply& Services Legal & LS I
• (Acting) Manager, Operations & Fleet Services
Supervisor, Public Works Administration
Subject: Quotation No. Q-42-2014
Quotation for the Supply and Delivery of One New Latest Model Year, Four Wheel, Pure
Vacuum, Multi-Functional Street Sweeper
File: A-1440
•
Overview: The supply and delivery of a new Street Sweeper was approved by Council in.the
2014 Roads Capital Budget.
Two quotations were.received and the highest ranking respondent Amaco Construction Inc. in the
amount of$244,279.10 (HST extra) is recommended; 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 and the estimated purchase price is over$125,000 the Manager, may
approve the award, subject to the approval of the Director, Treasurer, CAO and Council.
Recommendation:
1. That Quotation No. Q-42-2014, in the amount of$276,035.38 (HST included) submitted by
Amaco Construction.Equipment Inc. be accepted;
2. That the total gross project cost of$276,035.00 (HST included) and the total net project cost
of$248,578.00 (net of HST rebate) be approved;
3. That the Division Head, Finance &Treasurer be authorized to fund the project as follows;
a) That the sum of$248,578.00 (including net HST) be funded from the Rate Stabilization
reserve (10%) and the DC Roads & Related reserve (90%) as identified in the 2014
Roads Capital budget; and
4. That the appropriate City of Pickering officials be authorized to take necessary action to give
effect thereto.
•
50
Financial Implications.:-
1. Request foratiotatkons Amount
Quotation No :Q-42-2014
Four Wheel;-Pure Vacuum;Multi-Functional
Street Sweeper:. _ _ __.. _...._ -......
$244,279.10
HST 13%-""..--: . _ - 31,756.28
Gross Quotation Amount $276,035.38
2. Approved Source of Funds _ •
Four Wheel, Pure Vacuum, Multi-Functional Street Sweeper
Description . _ Account Code Source of Funds Budget Required
Four Wheel, Pure .
Vacuum, Multi-Functional 5320.1403.7610 RF DC-Roads & $270,000.00 $223,720.00
Street Sweeper Related
5320.1403.7610 Rate Stabilization 30,000.00 24,858.00
Reserve
Total Funds $300,000.00 $248,578.00
3. Estimated Project Cost Summary •
Quotation No. Q-42-2014
Four Wheel, Pure Vacuum, Multi-Functional $244,279.00
Street Sweeper
HST 13% 31,756.00
Gross Project Cost 276,035.00
HST Rebate (11.24%) (27,457.00)
Net Project Cost $248,578.00
Project Cost under(over) approved funds by $51,422.00
Discussion: A new, Four Wheel, Pure Vacuum, Multi-Functional Street Sweeper was identified
and approved in the 2014 Roads Capital Budget. Specifications for this purchase were based on
efficient and effective street sweeper technologies. An advertisement was placed on the,City's
website inviting companies to download the quotation document. Two companies responded by
the closing date and time. .
October 8, 2014 Page 2 of 4
Quotation No. Q-42-2014 - -
Four Wheel, Pure Vacuum, Multi-Functional Street 0
Sweeper
51
An Evaluation Committee consisting of Engineering & Public Works staff met on-September 29,
2014 where each committee member evaluated the two quotations. A combined average score
for each quotation was determined as part of Stage II of the evaluation process,
After careful review of all submissions received, the Evaluation Committee and the Engineering &
Public Works Department recommends acceptance of the quotation submitted by Arnaco
Construction Equipment in the amount of$276,035.38 (HST included), and that the total net cost
for this quotation in the amount of$248,578.00 (including net HST) be approved.
•
In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized to
act on behalf of Council in approving an award of a project, and the Treasurer is authorized to
approve financing for same, during any recess, break or absence of Council on conditions that
have been met for this project.
Attachments:
1. Supply& Services Memorandum dated October 2, 2014 .
Prepared By: Approved/Endorsed By:
/ �►
•Bob }ku ma, CSCMP,A.M.C.T. Richard HollocIrn, P. Eng.
uervisor, Public Works Administration Director, Engineering & Public Works
Stan Karwowski, MBA
Division Head Head Finance &Treasurer
• •'L'Vera A. Felgemathr
•
C.SCMP, CPPO, CPPB, G.P.M., CMM III
Manager, Supply&Services
October 8, 2014 Page 3 of 4
Quotation No. Q-42-2014
Four Wheel, Pure Vacuum, Multi-Functional Street
Sweeper •
52
Approval
I ,;7 ,- 7 z-D 4
c..
Tony Prevedel, P.Eng.
Chief Administrative Officer
•
•
October 8, 2014 Page 4 of 4
Quotation No. Q-42-2014
Four Wheel, Pure Vacuum, Multi-Functional Street •
Sweeper
53
aO ATTACHMENT# TO REPORT# -
, Memo
To: Richard Holborn October 30, 2014
Division Head, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: (Acting) Manager, Municipal Operations & Fleet Services
Subject: Quotation No. Q-51-2014
Seniors and Persons with Disabilities Snow Clearing Program
Closing Date: October 21, 2014
- File: F-5300-001
Quotations have been received for the above project. An advertisement was posted on the City's
website inviting companies to download the quotation document. One post closing addendum
was issued. Two companies submitted a quotation for this work.
There are 2 stages in the evaluation process which are outlined in Part 2 — Evaluation of
Quotations of the quotation document.
Stage I, determines which submissions satisfy all the mandatory requirements and provides the
companies the opportunity to rectify any deficiencies. None were required. Two quotations will
proceed to Stage_II which consists of scoring each qualified quotation on the basis of the rated
criteria outlined in Part 2 of the quotation document.
Health & Safety documentation has been reviewed by the Coordinator, Health & Safety and a
score out of 8 points has been applied to the evaluation form. Insurance documentation has
been reviewed by the Manager, Budgets & Internal Audit and a score out of 2 points has been
applied to the evaluation form. Pricing has been evaluated and a score out of 30 points has
been applied to the evaluation form.
Please refer to Part 2, Item 2.2.4, Page 6 for instructions on how each of the quotations are to
be evaluated by the Evaluation Committee members.
The following list of attachments has been provided to assist the committee members in
completing the evaluations:
1. Stage II — Evaluation of Rated Criteria;
2. Evaluation Form (to be used by Evaluation Committee Members);
3. Copies of the quotations received; and
4. Copy of Request for Quotation Document.
Please co-ordinate an appropriate date and time to arrange a meeting for the evaluation
committee. Each member should review the submissions carefully according to the criteria
before the meeting time.
54
•
Request for Quotation for Seniors and Persons with Disabilities Snow Clearing Program
Q-51-2014
Stage II - Evaluation of Rated Criteria
Stage II will consist of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference
and Governing Law, the top-ranked respondent as established under the evaluation will be selected
to enter into a contract for the provision of the Deliverables. The selected respondent will be expected
to enter into a contract within the timeframe specified in the selection notice. Failure to do so may,
among other things; result in the disqualification of the respondent and the selection of another
respondent, or the cancellation of the RFQ.
The following is an overview of the categories and weighting for the rated criteria of the RFQ.
•
2.2 Mandatory Requirements
2.2.1 Submission and Rectification Date
Other than inserting the information requested on the mandatory submission forms set out in the
quotation, a respondent may not make any changes to any of the forms. Respondents submitting
quotations that do not meet the mandatory requirements will be provided an opportunity prior to the
Rectification Date to rectify any deficiencies.
2.2.2 Quotation Form
Each quotation must include a Quotation Form (Appendix B) completed and signed by the
respondent.
•
2.2.3 Other Mandatory Criteria
The Company shall submit a list of tentative sub-contractors (Appendix G) that may be used to
supplement their own forces in performance of the work. The City reserves the right to review and
approve each sub-contractor. Sub-contractors not approved by the City will not be permitted to
perform work on City property in fulfillment of this Contract.
The Company shall submit the following documents with their quotation submission:
(a) a copy of the City's Health & Safety Policy Regulations form currently signed and
dated (form attached);
(b) a copy of the current Workplace Injury Summary Report issued by Workplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report, 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) Provide a signed and dated Ministry of Labour-Worker/Supervisor Safety Awareness
training certificate (information regarding this request is available at
http://www.labour.gov.on.ca/english/hs/training/index.php); and
(e) a certificate of insurance completed by the Company's agent, broker or insurer (City
form is attached).
2.2.4 Rated Criteria
Price and Non-Price Factors
55
Stage II will consist of an evaluation of the quotation to determine the high score based on the
following criteria:
Rated Criteria Category W(Peighting -.
oints)
Price 30
• Vehicles and Equipment 10
Reference Checks 10
Health & Safety Documentation 10
Total Points 60
•
Price Evaluation = 30 Points
Each respondent will receive a percentage of 30 of the total possible points allocated to the price
by dividing that respondent's average total—Appendix B, Schedule A (Year 1 +Year 2 + Year 3)
plus Average Total—Appendix B, Schedule B (Year 1 + Year 2 +Year 3) from the lowest
Average Total —Appendix B, Schedule A (Year 1 + Year 2 +Year 3) plus Average Total
Appendix B, Schedule B (Year 1 +Year 2 +Year 3) submitted by any respondent and multiplying
by the total available points allocated to Price.
In the event of a tie score, the selected respondent will be determined in accordance with the
City's Purchasing Procedures.
Vehicles and Equipment= 10 Points
All proposed vehicles and equipment to be used on this project as stated in Appendix D —Vehicle
and Equipment List are considered acceptable to the City. Lower scores will be assigned to
Companies relying on aged equipment, or lacking the diversity of equipment required to best
perform the full scope of work identified herein.
Reference Checks = 10 Points
The City will verify some or all of the listed references, at its discretion, in order to assess
satisfaction with services provided. Similarity in scope and value of listed references will be
considered. Past performance on work performed for the City of Pickering will be given
consideration for scoring in this category.
Health & Safety Documentation = 10 Points
All health & safety documentation and Insurance certificate stated in Item D, Other Mandatory
Requirements, provided, current and valid.
2.2.5 Reference Form (Appendix C)
Each respondent must complete the Reference Form (Appendix C) and include it with the
quotation submission.
2.2.6 Appendix D — Equipment List(Appendix D)
Each respondent must complete the Equipment List (Appendix D) and include it with the
quotation submission.
56
2.2.7 Appendix E — Certificate of Insurance
Each respondent must provide a certificate of insurance completed by the Company's agent,
broker or insurer and include it with the quotation submission.
2.2.8 Appendix F — Health and Safety Regulations
Each respondent must provide a copy of the City's Health & Safety Policy Regulations form currently
signed and dated and include it with the quotation submission.
•
•
•
•
•
57
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58
ATTACHMENT# 6r TO REPORT# PIA! 03-i5
•
_ Memo
itortnimEl •
To: Richard Holborn October 31, 2014
• Director, Engineering & Public Works •
•
From: Vera A. Felgemacher -
Manager, Supply & Services •
Copy: (Acting) Manager, Municipal Operations & Fleet Services •
Subject: Quotation No. Q-51-2014
Quotation for Seniors and Persons with Disabilities Snow Clearing Program
- File: F-5300-001
Further to the memo dated October 30, 2014, two quotations proceeded to Stage II of the
evaluation process.
Stage II consists of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference
and Governing Law, the top scoring respondent as established under the evaluation will be selected
to enter into a contract for the provision of the Deliverables.
An Evaluation Committee meeting was held by City staff on Friday, October 31, 2014 and each
member of the Evaluation Committee has completed evaluating the two quotations. A combined
average score for each quotation was determined, completing Stage II of the evaluation process.
Gray's Landscaping & Snow Removal Inc. is the highest ranking respondent. The estimated Year 1
cost for the Seniors and Persons with Disabilities Snow Clearing Program is expected to exceed
$125,000.00, HST extra.
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 and the total purchase price is over
$125,000, the Manager may approve the award, subject to the approval of the Director, Treasurer
CAO, and Council.
Refer to Item 07.01 of the Purchasing Policy for approvals during Council recess.
An approved "on-line" requisition will be required to proceed after receiving requisite approvals
noted above. Extending the blanket order for Year 2 and Year 3 is not automatic and is subject to
satisfactory service and performance evaluations.
Please do not disclose pricing to enquiries. Calls can be redirected to Supply & Services.
Resp dents will be advised of the outcome in due course. If you require further information or
assist nce, please contact me or a member of Supply &Services.
4 VAFTjg •
Attachments -
59
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;TTACHMENT#--Z._TC REPORT#Ii& 3-l�
s
(';tq ° . -
:-Eti=vgititri.7!
,�JIt41 [ Memo
To: Tony Prevedel November 4, 2014
Chief Administrative Officer
From: Richard Holborn
Director, Engineering& Public Works
Copy: Division Head, Finance &Treasurer
Manager, Supply &Services
Supervisor, Parks Operations
Supervisor, Public Works Administration
•
Subject: Quotation No. Q-51-2014
Seniors and Persons with Disabilities Snow Clearing Program
File: A-1440
Overview
Council approved by Resolution 283/14, Report PW-03-14 of the Director, Engineering & Public
Works requesting an expansion of the 2014-2015 Seniors & Persons with Disabilities Snow
Clearing Program, from 350 to 375 participants to accommodate program growth and residents in
the Hamlets of Brougham, Claremont, Greenwood, and Whitevale. At the time of the report, staff
were unable to confirm the number of participants. Registration took place from September 10,
2014 to October 24, 2014, resulting in 440 approved applications. A lottery system was to take
place in order to bring the applications down to 375, but staff are recommending that all 440
applications be approved, which is an increase of 65 applications.
Quotation Q-51-2014 closed on October 21, 2014 and two companies submitted a quotation by
the closing date and time. An evaluation committee consisting of the Director, Engineering &
Public Works, Supervisor, Public Works Administration, Foreperson, Parks Operations'and Buyer,
Supply & Services met on Friday, October 31, 2014 to review and evaluate the submissions. A
combined average score for each quotation was determined as part of Stage II of the evaluation
process.
The highest ranking respondent was Gray's Landscaping & Snow Removal Inc. Year 1 of a 3-
year quotation for the winter season (November 2014—April 2015) is expected to exceed
$125,000.00, HST extra, based on increasing the number of applications to 440. 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$125,000.00, the
Manager, may approve the award, subject to the approval of the Director, Treasurer, CAO and
61
•
Council. During Council recess, the Chief Administrative Officer is authorized to act on behalf of
Council in approving an award of a project, and the Treasurer is authorized to approve financing
for same, during any recess, break or absence of Council.
Financial Implications
The cost to expand the snow clearing program to the Hamlets and increase the number of
approved applications to 440 is expected to exceed $125,000.00, HST extra, in year 1 of a 3-year
contract. Funding for this program is provided for in the Property Maintenance,account
2132.2482.0000 of the current,budget.
The Engineering and Public Works Department is recommending that an increase in funding be
included in the 2015 budget to accommodate all 440 applicants. Staff have also increased the
estimated number of snow fall events requiring services to reflect the average number of snowfalls
over the past two years. It is estimated that the program funding requirements will increase by
approximately 12% to meet the additional needs, as well as the projected increase in winter snow
events.
As previously indicated, staff are exploring the possibility of including a pay for service program for
the 2015/2016 season program, and will be providing a report for Council's consideration prior to
the 2015 budget process and be proposed in the 2015 Summary of Fees & Charges to be in effect
for the 2015/2016 program.
Recommendations
After careful review of all submissions received, the Evaluation Committee and the Engineering &
Public Works Department recommends acceptance of the quotation submitted by Gray's
Landscaping &Snow Removal Inc. for Quotation No. Q-51-2014 for year 1 of the 3-year Seniors
and Persons with Disabilities Snow Clearing Program.
Attachments:
1. Supply & Services Memorandum dated October 31, 2014
November 4, 2014 Page 2 of 3
Quotation No. Q-51-2014
Seniors and Persons with Disabilities Snow Clearing
Program .
•
62
Prepared By: Approved/Endorsed By:
•
•1;.?/ , �, i _ _
Richrd Holbo'r'n, P. Eng. Stan Karwowski, MBA CPA, CMA
Director, Engineering & Public Works Division Head, Finance &Treasurer
-3l
Vera Felgemacher
CSCMP, CPPO, CPPB, CPM, CMM HI •
Manager, Supply & Services •
RH:ds
Approval
Tony PrevgeI�P'
�Chief Administrative Officer
•
•
•
November 4, 2014 Page 3 of 3
Quotation No. Q-51-2014
Seniors and Persons with Disabilities Snow Clearing
Program
63