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HomeMy WebLinkAboutENG 04-15 Cali =' Report to Council PICKERING Report Number: ENG 04-15 Date: March 23, 2015 From: Richard Holborn Director, Engineering & Public Works Subject: Tender for Streetlight Maintenance and Electrical Locates - Tender No. T-1-2015 - File: A-1440 • Recommendation: 1. That Report ENG 04-15 of the Director, Engineering & Public Works regarding Tender No. T-1-2015 for Streetlight Maintenance and Electrical Locates be received; 2. That Tender T-1-2015 as submitted by Langley Utilities Contracting Ltd. in the total tendered amount of$1,262,471.03 (HST included) with a net project cost of $1,136,894.27 ( net of GST rebate) be approved for the three period from April 1 2015 to February 28, 2018, subject to the annual review by the Director, - Engineering & Public Works, and extension to the contract by the Manager, Supply & Services; 3. That the appropriate City of Pickering officials be given authority to give effect hereto. Executive Summary: The 2015 Current Budget includes funding for the maintenance and repair of the City's approximately 7,500 street light luminaires, and for providing electrical utility locates. The current three year contract for the provision of municipal street light maintenance, repairs and underground locates expired on February 28, 2015 and was extended to March 31, 2015. Staff has issued a tender for a new three year service contract. Tender No. T-1-2015 was issued on January 27, 2015 and closed on February 12, 2015. The low bid of$1,262,471.03 (HST included), submitted by Langley Utilities Contracting Ltd., the City's current service provider, is recommended for approval. Financial Implications: This tender is for a three year term. The first contract term is tentatively scheduled from the date of award to February 29, 2016. The second term is tentatively scheduled from March 1, 2016 to February 28, 2017. The third contract term is tentatively scheduled from March 1, 2017 to February 28, 2018. The City reserves the right to not extend the second or third term should the Contractor's performance not be satisfactory. 54 ENG 04-15 March 23, 2015 . Subject: Tender for Streetlight Maintenance and. Electrical Locates Tender No. T-1-2015 Page 2 • The proposed funding requirements for this tender, subject to Council approval, would be as follows: 1. Tender Amount Tender No. T-1-2015 Year 1 (2015) Year 2 (2016) Year 3 (2017) Total (3 Years) Tender Amount $357,603.00 $368,533.00 $391,095.00 $1,117,231.00 (HST (13%) 145,240.03 Gross Tendered Amount $1.262,471.03 2. Total Project Cost Tender No. T-1-2015 Tender Amount (3 Years) $1,117,231.00 Total Tender Amount (excluding taxes) 1,117,231.00 HST (13%) 145,240.00 Gross Project Cost 1,262,471.00 HST Rebate (11.24%) (125,577.00) Net Project Cost $1.136.894.00 • 3. Approved Source of Funds Tender No. T-1-2015 Account Code Budget Required Year 1 2325.2478.0000 $390,000.00 $363,897.00 Project Cost under (over) approved funds (Year 1) $26,103.00 While the contract establishes unit pricing for the repair and maintenance of the City's street light infrastructure, actual costs incurred are based on actual deficiency quantities (failed components, underground,faults, and motor vehicle collisions etc.) The funding for this tender will be included in the Streetlight Current Budget for the three year contract period. In 2015, the budget is $390,000.00. CORP0227-07/01 revised 55 ENG 04-15 March 23, 2015 Subject: Tender for Streetlight Maintenance and Electrical Locates Tender No. T-1-2015 Page 3 Discussion: The three year municipal street light maintenance contract expired on February 28, 2015 and was extended to March 31, 2015, and staff has issued a tender for this work. Tender No. T-1-2015 was issued on January 27, 2015 and closed on February 12, 2015 with four bidders responding. The low bid of$1,262,471.03 (HST included), submitted by Langley Utilities Contracting Ltd., the City's current service provider, is recommended for approval. The total tendered contract value for 2015 is $363,897.00 (net of HST rebate). This amount is less than the 2015 budget of$390,000.00 which provides $26,103.00 of available funding for additional required hardware such as poles, arms and luminaires. As this hardware varies by style and is an unknown quantity, it is a provisional item and therefore not included in the calculated value of the contract. The Health & Safety Policy, MOL Safety Awareness Training, Master Electrician #6012130, WSIB Injury Summary Statement and Certificate of Clearance issued by Workplace Safety& Insurance Board as submitted by Langley Utilities Contracting Ltd., have been reviewed by the Coordinator, Health & Safety, and deemed.acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit, and is deemed acceptable. Langley Utilities Contracting Ltd. Is currently working for the City on Tender T-17-2011 for Street Light Maintenance & Electrical Locates and have provided satisfactory service and workmanship: In conjunction with staffs review of the contractor's previous work experience and bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering & Public Works Department recommends that the low bid Tender No. T-1- 2015, submitted by Langley Utilities Contracting Ltd. in the amount of$1,262,471.03 (HST included) be approved. In accordance with the Purchasing Policy Item 06.12 (c), an award over $125,000.00 is subject to Council approval. Attachments: 1. Supply & Services memorandum dated February 17, 2015 CORP0227-07/01 revised 56 ENG 04-15 March 23, 2015 Subject: Tender for Streetlight Maintenance and Electrical Locates Tender No. T-1-2015 Page 4 Prepared By: Approved/Endorsed By: \---- fiae-A,fAll(al, li OMike Pelzowski, CE`I Ri and Holb.rn, P. Eng. Coordinator, Roads & Infrastructure erector, Engineering & Public Works tenance Contracts c_Main f ( f • Darrell Selsky, CET, CMM Ill/ Stan Karwowski, MBA CPA, CMA Manage , Capital Projects & Infrastructure Division Head, Finance.&Treasurer • Vera A. Fel macher CSCMP, C PO, CPPB, CPM, CMM Ill Manager, Supply & Services DS:ds Recommended for the consideration . • of Pickering City Council . i / 20 5 I /I /1 , Vete , !G l Tony Prevedel, P.Eng. Chief Administrative Officer. CORP0227-07/01 revised 57 Cthi c14 L -lk EP F# 6O r.[rORF 17 tJG PICKERING Memo To: Richard Holborn February 17, 2015 Director, Engineering & Public Works • From: Vera A. Felgemacher • Manager, Supply & Services Copy: Manager, Capital Projects & Infrastructure Subject: Tender No. T-1-2015 Tender for Street light Maintenance and Electrical Locates File: F-5400-001 Tenders have been received for the above project. An advertisement was placed on the City's website inviting companies to download the tendering documents for the above mentioned tender. Three addenda were issued. Four bids were submitted of which three were accepted as responsive and compliant with mandatory submission criteria at close. 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 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. Copies of the tenders are attached for your review along with the summary of costs. Summary Harmonized Sales Tax Included . Bidder' Total Tendered After Calculation Check- Langley Utilities Contracting Ltd. $1,262,471.03 $1.262,471.03 Fellmore Electrical $1,304,649.88 $1,304,649.88 Contractors Ltd Aline Utility Ltd. $1,321,667.80 $1,321,667.80 Automatic rejection -addenda not acknowledged. Reference: Purchasing Dundas Power Line Ltd. Policy No. PUR 010, Item 23.02 (11), IB Item 9, 13, 24, 26, 27, 28V, 36, 37, 38, and Addendum No. 1, 2 and 3 58 ATTACHMENT#1_. TO REPORT# ✓ _of Pursuant to Information to Bidders Item 29, 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 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) 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 or approved alternative form shall be completed by the Bidder's agent, broker or insurer; (f) a copy of a valid Ontario Electrical Contractor Licence issued by the Electrical Contractors Registration Agency of the Electrical Safety Association( ECRA/ESA) and copies of valid Licenses for all Master Electricians and Powerline Technicians who will be assigned to this project; (g) a copy of valid certificates of qualifications issued by the Ontario Ministry of Training, Colleges and Universities for all of the Company's Journeyman Electricians and Powerline Technicians who will be assigned to this project; (h) a plan outlining how an emergency response time of less than 2 hours is to be achieved; and (i) such further information, as the City may request in writing. • In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out 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$125,000, the Manager may approve the award, subject to approval of the Director, Treasurer, CAO and Council. Please include the following items in your memorandum: • 1. if Items (a) through (g) 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 Langley Utilities Contracting 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; 8. the budget amount(s) assigned thereto; 9. Treasurer's confirmation of funding; . 10. related departmental approvals; and S 11. related comments specific to the project. . February 17, 2015 Tender No. T-1-2015 Page 2 ,,Tender Light Maintenance and Electrical Locates AT ACkMEW'#_,L TO REPORT# ■1 014- IS 3 of • After Council approval, an approved "on-line" requisition will be required to proceed. 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 youWequire further information, please feel free to contact me or a member of Supply & Services. VAF/rr .Attachments • • • • • February 17, 2015 Tender No. T-1-2015 Page 3 Street Light Maintenance and Electrical Locates 60 ATTACHMENT# 1 . TOREPORT# E146 04-lb.....) • ,y, of . `� ,w Cl) C m O . w E as • E '- 2 a • •• \ co • O il . C . • O • m 1, • • •• U m , v 0 '� 1` .. 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