HomeMy WebLinkAboutENG 11-15 Cali 054 Report to
Executive Committee
PICKERING
Report Number: ENG 11-15
Date: June 8, 2015
From: Richard Holborn
Director, Engineering & Public Works
Subject: School Crossing Guard Program
Tender No. T-8-2015
File: A-1440
Recommendation:
1. That Report ENG 11-15 of the Director, Engineering & Public Works regarding
Tender No.T-8-2015, to provide all labour, equipment and services including
administration for the operation of the City's School Crossing Guard Program be
received;
2. That Tender No. T-8-2015 submitted by Staffing Services in the total tendered
amount of$1,695,000.00 (HST included),with a net project cost of$1,526,400.00
(net of HST rebate) be approved for the three year period from September 2015 to
June 2018, subject to the annual review and extension to the contract by the
Manager, Supply & Services; and
3. 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 of the school
crossing guard program will expire on June 30, 2015. Tender No. T-8-2015 was issued
on Friday, March 27, 2015 and closed on Wednesday, April 15, 2015 with two bidders
responding. The low bid in the amount of$1,695,000.00 (HST included), submitted by
Staffing Services, the City's current service provider, is recommended for award.
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.
Financial Implications: The annual cost for the provision of the school crossing
guard program is provided for in account 2230.2399.0000. In the 2015 Current Budget,
costs were estimated for the period of September 2015 to December 2015 for the new
contract. Based on the tender received by Staffing Services, the 2015 budget for the
school crossing guard program will be exceeded by $17,744.00 which will be offset by
savings available within the Engineering and Public Works Department. The 2016 and
2017 Current Budgets will reflect the amounts in the awarded contract.
188
Report ENG 11-15 June 8, 2015
Subject: School Crossing Guard Program
Tender No. T-8-201,5 Page 2
The proposed funding requirements for this tender, subject to Council approval, would
be as follows:
1. Tender Amount
Tender No. T-8-2015 Year 1 Year 2 Year 3 Total (3 years)
(2015) (2016) (2017)
Tender Amount $500,000.00 $500,000.00 $500,000.00 $1,500,000.00
(HST (13%) 195,000.00
Gross Tendered Amount $1.695.000.00
2. Total Project Cost
Tender No. T-8-2015
Tender Amount (3 Years) $1,500,000.00
Total Tender Amount (excluding taxes) 1,500,000.00
HST (13%) 195,000.00,
Gross Project Cost 1,695,000.00
HST Rebate (11.24%) (168,600.00)
Net Project Cost $1.526,400.00 .
•
3. Approved Source of Funds
' Tender No. T-8-2015 Account Code Budget Required
Year 1 2325.2478.0000 $430,000.00 $447,744.00
Project Cost.under (over) approved funds (Year 1). ($17,744.00)
Discussion: The City of Pickering currently contracts the placement of 36
school crossing guard stations, the locations of which are outlined on the attached map
(Attachment 1). The current contract for the supply and administration for school
crossing guard services, Tender No. T-17-2012, will expire on June 30, 2015. The
service provider, Staffing Services, was awarded the contract for the 2012/2013 school
year and was extended for the optional second (2013/2014) and third (2014/2015)
•
school years.
C0RP0227-07/01 revised
189
Report ENG 11-15 June 8, 2015
Subject: School Crossing Guard Program
Tender No. T-8-2015 Page 3
Tender No.T-8-2015 for the City's School Crossing Guard Program was issued on
Friday, March 27, 2015, and closed on Wednesday, April 15, 2015 with two bidders
responding. The low bid in the amount of$1,695,000.00 (HST included) for three years,
submitted by Staffing Services, the City's current service provided, is deemed
acceptable.
The following items submitted by Staffing Services have been checked and are deemed
acceptable by the Manager, Capital Projects & Infrastructure:
• provided references
• proposed contract implementation scheme
• policy/practice regarding absenteeism and vacations
• policy/practice regarding training of both guard and supervisory staff
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 and is
deemed acceptable.
The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal
Audit and is deemed acceptable.
This tender maintains the current number of crossing guard stations and conditions of
service for year one, which is the 2015/2016 school year (September 2015 to June
2016). The term of this contract is to include three school years from September 2015 to
June 2018 inclusive.
Each subsequent school year's service is subject to acceptable health and safety
documentation and satisfactory performance evaluation of the prior year's 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 26 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.
Upon careful examination of the tender and relevant documents received, the
Engineering & Public Works Department recommends the acceptance of the low bid
submitted by Staffing Services for Tender No. T-8-2015 in the total tendered amount of
$1,695,000.00 (HST included) for three years and that the total net project cost of
$1,526,400.00 (net of HST rebate) be approved.
•
Attachments:
1. School Crossing Guard Program Location Map
2. Record of Tenders Opened and Checked —Tender No. T-8-2015
3. Supply & Services Memorandum dated April 16, 2015
CORP0227-07/01 revised
190
Report ENG 11-15 June 8, 2015
Subject: School Crossing Guard Program
Tender No. T-8-2015 Page 4
Prepared By: Approved/Endorsed By:
/V, (--77 Nathan Emery Rich d Holborn, P. Eng.
Coordinator, Traffic Operations Dir,Q6or, Engineering & Public Works
C— // '
Darr II elsky, C.E.T., CMM Ill Stan Karwowski, MBA, CPA, CMA
Man ger, Capital Projects & In rastructure Division Head, Finance & Treasurer
Vera A. F6Igemacher •
CSCMP, CPPO, CPPB, CPM, CMM Ill
Manager, Supply & Services
NE:mjh
•
Recommended for the consideration
of Pickering City Council
1 / /
I / ',e / 147t 2 1, Zo/S
Tony Prevedel, P.Eng.
Chief Administrative Officer
•
CORP0227-07/01 revised
191
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ATTACHMENT# 2 TOREPORT# FN67 /1-/C-
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193
ATTACHMENT# -3 TO REPORT#
City 00 A f of 2--
�_ N_,ti tea,;:- •
PICKERING Memo
To: Richard Holborn April 16, 2015
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Capital Projects & Infrastructure
Subject: Tender No. T-8-2015
School Crossing Guard Program
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.
One addenda was issued and 2 bids were received.
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.
All deposits other than the deposits of at least 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). Two
(2) bids have been retained for review at this time.
Copies of tenders are attached for your review and copy of the Record of Tenders Opened and
Checked is attached.
Summary
HST Included
Bidder Total Tendered After Calculation
Amount Check
Staffing Services $1695,000.00 $1,695,000.00
Neptune'Security Services Inc. $2,034,000.00 $2,034,000.00
•
Pursuant to Information to Bidders Item 26, 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
9 y
proceed with this task.
(a) a copy of the 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);
194(c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board;
— ATTACHMENT#_? _TOREPORT# — / J1 y 1
-- = LL....of Z
- (d) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training certificates for
every worker and supervisor who will be assigned to this project; .
(e) the City's certificate of insurance shall be completed by the Bidder's agent, broker or insurer;
(f) If the Bidder is not a limited Company, pursuant to the relevant Provincial or Federal legislation, '
a copy of the most recent business or partnership registration form filed with the Ministry of
Governance and Consumer Service; and
(g). Such further information, as the City may request in writing.
In accordance with the Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST, however, a Report to Council is requested.
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.Report to Council
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; .
d) the Company's certification of confirmation of Guard and supervisory staff 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;
j) Copies of Ontario Ministry of Labour,. Health and Safety Awareness Training
certificates for every worker and supervisor who will be working on this project;
After approval, an approved "on-line" requisition will be required to proceed.
Enquiries can be directed 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 y require further information, please feel free to contact me or a member of Supply&
Se ices.
CA, ��
VAFIkm 1
Attachments
April 16, 2015 _
Tender No. T-8-2015 Page 2
School Crossing Guard Program 1-95