HomeMy WebLinkAboutFIN 23-15 °q Report to
Executive Committee
PI 113MWEMI-
Report Number: FIN 23-15
Date: October 5, 2015
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Tender/Contract Approval
- Approvals During Council Recess 2015
Recommendation:
1. That Council pass a resolution ratifying the approval of the Tenders and Contracts by the
Chief Administrative Officer during Council's recess being: RFP-4-2015, Consulting
Services for Structure Repairs & Associated Works — Palmer Bridge; Tender No. T-14-
2015, Asphalt and Concrete Repairs; Quotation No. Q-19-2015, Supply and Delivery of
Two Sidewalk Tractors; Quotation No. Q-38-2015, Phase 1 Tree Canopy Replacement—
Tree Removal Services, Supply, Delivery and Planting of Trees;
2. That Council authorize the Division Head, Finance & Treasurer to change the financing
allocation for the Multi-Purpose Sidewalk Tractor Account 5311.1504.6178 to
Development Charges City's Share Reserve ($11,623) and Development Charges
Reserve Fund — Operations Services ($104,605); and,
3. That the appropriate staff of the City of Pickering be given authority to take the necessary
actions to give effect thereto.
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 met the City's Purchasing Policy, were within the approved Budget
and were approved by the Chief Administrative Officer during Council's recess this year.
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.
Recommendation 2 provides the Treasurer the authority to switch the financing sources for the
multi-purpose sidewalk tractor from City funded (property tax base) to developer funding. The
net result is a savings of$92,982 to the taxpayer.
Report FIN 23-15 October 5, 2015
Subject: Tender/Contract Approval Page 2
- Council's Recess 2015
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 on proposal, one tender and three quotations required
approval by the Chief Administrative Officer during Council's 2015 recess. It is recommended
that Council receive this Report for information and ratify the approval of RFP-4-2015,
Consulting Services for Structure Repairs & Associated Works - Palmer Bridge; Tender No.
T-14-2015, Asphalt and Concrete Repairs; Quotation No. Q-19-2015, Supply and Delivery of
Two Sidewalk Tractors; Quotation No. Q-38-2015, Tree Canopy Replacement- Tree Removal
Services; and Quotation No. Q-39-2015, Phase I Tree Canopy Replacement- Stump
Removal, Supply, Delivery and Planting of Trees (As Required). Therefore, pursuant to the
Purchasing Policy, the following was approved by the Chief Administrative Officer during the
"recess" of Council.
Request for Proposal No. RFP-4-2015 RFP-4-2015, Consulting Services for Structure
Repairs & Associated Works - Palmer Bridge
That Request for Proposal No. RFP-4-2015, in the amount of$155,100.00 (HST extra)
submitted by AECOM Canada Ltd. be accepted.
Financial Implications:
1. Proposal Amount
Proposal No. RFP-4-2015 $155,100.00
HST 13% 20,163.00
Total $175.263.00
Report FIN 23-15 October 5, 2015
Subject: Tender/Contract Approval Page 3
- Council's Recess 2015
2. Estimated Project Cost Summary
Request for Proposal No. RFP-4-2015 $155,100.00
Contingency (10%) 15,510.00
Subtotal $170,610.00
HST (13%) 22,179.00
Total Gross Project Cost $192,789.00
HST Rebate (11.24%) (19,177.00)
Total Net Project Cost $173,612.00
3. Approved Source of Funds
• Account Code Source of Funds Budget Required
Detail Design & 5320.1408.6250 York Region SEC $285,000.00 $173,612.00
Approvals Funding Agreement
Total Funds $285,000.00 $173,612.00
Project Cost under (over) approved funds by $111,388.001
Tender No. T-14-2015, Asphalt and Concrete Repairs
That Tender No. T-14-2015 for Asphalt and Concrete Repairs submitted by Serve
Construction, in the amount of$146,861.58 (HST included) be accepted.
Financial Implications:
1. Tender Amount
Tender No. T-14-2015
Part A— Engineering — Maintenance Work
Asphalt and Concrete Repairs $35,416.00
Sidewalk Repairs 86,292.00
Part B — Development Services — 8,258.00
Maintenance Work
Sub Total $129,966.00
HST (13%) 16,896.00
Total Gross Tendered Amount $146,862.00
Report FIN 23-15 October 5, 2015
Subject: Tender/Contract Approval Page. 4
- Council's Recess 2015
2. Estimated Project Cost Summary
Tender No. T-14-2015 $129,966.00
HST (13%) 16,896.00
Total Gross Project Cost
$146,862.00
HST Rebate (11.24%) (14,609.00)
Total Net Project Cost
$132,253.00
3. Approved Source of Funds
2015 Approved Current Budget
Account Source of Funds Available Budget Required
2320.2408.0002 Property Taxes $50,000.00 $36,039.00
2323.5981.0000 Federal Gas Tax 100,000.00 87,811.00
2613.2407.0000 Property Taxes 25,000.00 8,403.00
Total Funds $175,000.00 $132,253.00
Project Cost under (over) approved funds by $42,747.00
Quotation No. Q-19-2015, Supply and Delivery of Two Sidewalk Tractors
That Quotation No. Q-19-2015, submitted by R.P.M. Tech Inc. for one new latest model year
non-articulating, tracked sidewalk tractor with snow plow and sand/salt spreader in the amount
(HST o f$149,433.00 ( S extr a) be accepted; and
That Quotation No. Q-19-2015 submitted by Joe Johnson Equipment for one new latest model
year articulating multi-purpose sidewalk tractor with snow plow and sand/salt spreader be
accepted in the amount of$111,717.00 (HST extra) be accepted.
Financial Implications:
1. Quotation Amount
Quotation No. Q-19-2015
One Non-Articulating Tracked Sidewalk Tractor $149,433.00
One Articulating Multi-Purpose Sidewalk Tractor 111,717.00
Subtotal $261,150.00
HST (13%) 33,949.50
Total Gross Quotation Cost $295,099.50
Report FIN 23-15 October 5, 2015
Subject: Tender/Contract Approval Page 5
- Council's Recess 2015
2. Estimated Project Costing Summary
Quotation No. Q-19-2015 Supply and Delivery of Two Sidewalk Tractors
One Non-Articulating Tracked Sidewalk Tractor $149,433.00
One Articulating Multi-Purpose Sidewalk Tractor 111,717.00
Two Two-way radios ( to be purchased separately) 5,000.00
Sub Total $266,150.00•HST (13%) 34,600.00
Total Gross Project Cost $300,750.00
HST Rebate (11.24%) (29,915.00)
Total Net Project Cost $270,835.00
3. Approved Source of Funds
2015 Property Maintenance Capital Budget
Description Account Code Source of Funds Available Required
Budget
Non-Articulating 5311.1503.6178 Vehicle Replacement $190,000.00 $154,607.00
Tracked
Sidewalk Tractor DC City's Share 139,500.00 104,605.00
Multi-purpose 5311.1504.6178 Reserve
Sidewalk Tractor DC Reserve Fund — 15,500.00 11,623.00
Operations Services
Total Funds $345,000.00 $270,835.00
Net Project Cost under (over) Approved Funds $74,165.00
Phase
Quotation No. Q-38-2015, Tree Canopy Replacement—Tree Removal Services
That Quotation No. Q-38-2015—Tree Canopy Replacement - Tree Removal Services as
submitted by W.M. Weller be accepted.
Financial Implications:
1. Estimated Project Cost Summary
Quotation No. Q-38-2015 $206,250.00
Contingency (20%) 41,250.00
Sub Total - Costs $247,500.00
HST (13%) 32,175.00
Total Gross Project Costs $279,675.00
HST Rebate (11.24%) (27,819.00)
Total Net Project Costs
$251,856.00
Report FIN 23-15 October 5, 2015
Subject: Tender/Contract Approval Page 6
- Council's Recess 2015
2. Approved Source of Funds
2015 Approved Capital Budget
Account Source of Funds Available Budget Required
5311.1509.6131 Rate Stabilization $550,000.00 $251,856.00
Reserve
Total Funds $550,000.00 $251,856.00
Project Cost under (over) approved funds by $298,144.00
Phase 1 Quotation No. Q-39-2015, Tree Canopy Replacement—Stump Removal, Supply,
Delivery and Planting of Trees (As Required)
That Quotation No. Q-39-2015 Part 1- Stump Removal Services, in the amount of$42,500
(plus HST) submitted by M. Franks Landscaping be accepted;
That Quotation No. Q-39-2015 Part 2 — Supply& Delivery of Trees, in the amount of$119,250
(plus HST) submitted by Dutchmaster Nurseries Ltd. be accepted; and
That Quotation No. Q-39-2015 Part 3, Planting of Trees, in the amount of$73,000 (plus HST)
submitted by M. Franks Landscaping be accepted.
Financial Implications:
1. Quotation Amount
Quotation No. Q-39-2015
Part 1 — Stump Removal Services $42,500.00
Part 2 — Supply and Delivery of Trees 119,250.00
Part 3 —Tree Planting 73,000.00
Sub Total $234,750.00
HST (13%) 30,518.00
Total Gross Quotation Amount $265,268.00
2. Estimated Project Cost Summary
Quotation No. Q-39-2015 $234,750.00
HST (13%) 30,518.00
Total Gross Project Cost $265,268.00
HST Rebate (11.24%) (26,386.00)
Total Net Project Cost
238,882.00
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Report FIN 23-15 October 5, 2015
Subject: Tender/Contract Approval Page 7
- Council's Recess 2015
3. Approved Source of Funds
2015 Approved Capital Budget
Account Source of Funds Available Budget Required
5311.1509.6131 Rate Stabilization $1,000,000 $238,882.00
Reserve
Total Funds $1 000,000 2 : : :2.00
Project Cost under (over) approved funds by $761,118.00
The residual funds ($761,118.00) will be used in Phase 2 of the project. It is anticipated that
Phase 2 will commence in'Spring 2016.
Attachments:
1. Memorandum dated August 31, 2015 re RFP-4-2015.
2. Memorandum dated August 6, 2015 re T-14-2015.
3. Memorandum dated August 26, 2015 re Q-19-2015.
4. Memorandum dated August 21, 2015 re Q-38-2015.
5. Memorandum dated August 6, 2015 re Q-39-2015.
Pre red By: Approved/Endorsed By:
Vera A. F gemacher Stan Karwowski
C.P.P., C PO, CPPB, C.P.M.,CMM III Division Head, Finance & Treasurer
Manager, Supply & Services
Paul Bigioni
Director, Corporate Services & City Solicitor
Report FIN 23-15 October 5, 2015
Subject: Tender/Contract Approval Page 8
- Council's Recess 2015
Recommended for the consideration
of Pickering City Council
2(, 20/S
Tony Prevedel, P.Eng.
Chief Administrative Officer
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CITY OF PICKPRING ATTACHMENT#_TO REPORT# -IS
Cal 01)
SEP 4 2015 Office of the C
-` ,. � = - • PLY AND SERVICES Received SEP 0 i 2 e m o
14C4111'40t4ia. File
Follow Up
Mayor i Com Sery
J Council C&R
To: Tony Prevedel Directors Eng ServAWQUSt 31, 2015
Chief Administrative Officer SMT Doer& Fac • _
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Clerk Corp Services
From: ' Richard.Holborh Fire f Office Sustain
Director, Engineering & Public Works Human Res i Plan & Dev •
Legal & LS J
Copy: Division Head, Finance & Treasurer . •
Manager, Capital Projects & Infrastructure
Manager, Supply & Services
Senior Coordinator, Landscape & Parks Development
Subject: Request for Proposal No. RFP-4-2015
Consulting Services for Structure Repairs &Associated Works- Palmer Bridge •
- File: A-1440
. Overview: As part of the Southeast Collector (SEC) Trunk Sewer enhancement funding
agreement with the Region of York, one of the approved projects was to rehabilitate the Palmer
Bridge which included the detail design and approvals. The total estimated project cost for this
enhancement as included in the agreement is $2,185,000.00. As part of the 2014.Roads Capital
Budget, $285,000.00 of these funds were approved by Council for the completion of design
drawings-and tender documents in preparation for tender and construction to follow in the summer
of 2016. •
Supply & Services issued Terms of Reference on June 24, 2015 for Consulting Services for
Structure Repairs &Associated Works - Palmer Bridge. An advertisement was posted on the
City's web site. One proposal was received by the closing date and time of Thursday, July 16,
2015.
The proposal was reviewed by the Evaluation Committee consisting of staff from the Engineering
& Public Works Department. It was scored based on the consultant's experience on similar
projects, their understanding of the project, proposed work plan and deliverables, project team
overview, quality of their references, quality of their proposal and their pricing. AECOM Canada•
Ltd. is recommended for acceptance with a lump sum price of$155,100.00 (HST extra).
In-accordance with Purchasing Policy Item 10.04 (b) where the project or annual cost of a
consulting or professional service assignment is expected to be more than $30,000 the Manager
shall obtain written proposals in accordance with procedure s set out in Section 0.6 and: (b) an
award over$50,000 is subject to the additional approval of Council.
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• Furthermore, in accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is
authorized`1A act ono behalf ofC.ouncii"cfuring Council recess in approving an award of a project,
and the Tr-easurer is.autl orized to9approve financing of the same.
.
Recommendation:
1. that Request for Proposal No. RFP=4-2015, in the amount of$155,100.00 (HST extra)
submitted by AECOM Canada•Ltd. be accepted;-
2. That the total gross project cost of$192,789.00 (HST included) and the total net project cost
of $173,612.00 (net of HST.,rebate) be approved;
3. that the Division Head Finance &Treasurer be authorized to finance the net project cost of
;173,612.00 from York,Regon ECs Funding Agreement as provided in the 2014 Capital
Eitidget,--and
4. That the appropriate City of Pickering officials be authorized to take necessary action to give •
effect thereto.
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Financial Implications:
1. Request for Proposal Amount
Request for Proposal No. RFP-4-2015 $155,100.00
HST 13% • 20,163.00
Total $175,263.00
2. Estimated Project Cost Summary
Request for Proposal No. RFP-16-2013 $155,100.00
Contingency (10%) 15,510.00
Subtotal 170,610.00
HST (13%) - 22,179.00
Total Gross Project Cost 192,789.00
HST Rebate (11.24%) (19,177.00)
Total Net Project Cost $173,612.00
3. Approved Source of Funds
Description Account Code Source of Funds Budget Required
Detail Design & 5320.1408.6250 York Region SEC $285,000.00 $173,612.00
Approvals Funding Agreement
Total Funds $285,000.00 $173,612.00
Project Cost under (over) approved funds by $111,388.00
August 31, 2015 Page 2
Request for Proposal No. RFP-4-2015
Consulting Services for Structure Repairs &Associated
Works - Palmer Bridge
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Discussion: As part of SEC Trunk Sewer enhancement funding agreement with Region of
York, one of the approved projects was to rehabilitate the.Palmer Bridge which included the detail
design and approvals. The total estimated project cost for this enhancement as included in the
agreement is $2,185,000.00. As part of the 2014 Roads Capital Budget, $285,000.00 of these
funds were approved by Council for the completion of design drawings and tender documents in
preparation for tender and construction to follow in the summer of 2016.
AECOM Canada Ltd. is currently working for the City, providing Consulting Services for Structure '
Repairs &Associated Works for the Michell Bridge and Consulting Services to prepare detail
design and tender documents for Sideline 12 Bridge Guide Rail Improvements, and are deemed
acceptable by the Manager, Capital Projects & Infrastructure. The Health & Safety Policy, a
current WSIB Workplace Injury Summary Report and the Certificate of Clearance issued by the
Workplace Safety & Insurance Board and Ministry of Labour, Health and Safety Awareness
Training certificates have been reviewed by the (Acting) Coordinator, Health & Safety, and are
deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets &
Internal Audit and is deemed acceptable.
The Engineering & Public Works'Department recommends acceptance of the proposal submitted
by AECOM Canada Ltd. in the amount of$155,100.00 (HST extra), and that the total estimated
net project cost of$173,612.00 be approved. .
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repa ed By: Approved/Endorsed By:
044/1g, / • /
Darrell Selsky, CET; CMM III Richa d Holb• n, P. Eng.
Manager, Capital Projects & Dire or, Engineering & Public Works
Infra-tructure
Vera A. Felgemacher Stan Karwowski, MBA CPA, CMA
CSCMP, CPPO, CPPB, CPM; CMM III Division Head Finance &Treasurer
Manager, Supply & Services
Approval _
1 icif'
Tony.Prevedel, P.Eng.
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Chief Administrative Officer
DS:mjh .
- Attachment Supply & Services Memorandum dated August 13, 2015
August 31, 2015 ' Page 3
Request for Proposal No. RFP-4-2015
Consulting Services for Structure Repairs &Associated
Works — Palmer Bridge
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Utak US 1611
Memo
To: Richard Holborn August 13, 2015
Director, Engineering.& Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Capital Projects & Infrastructure -
Sr. Coordinator, Design & Asset Management •-
Supervisor, Supply & Services
Subject: Request For Proposal No. RFP-4-2015
Consulting Services for Structure Repairs &Associated Works — Palmer Bridge
Rehabilitation
- File: F-5300-001
Terms of Reference for the above project were issued on June 24, 2015. An advertisement was
posted on the City's website. One (1) proposal was received by the closing date and time of
Thursday, July 16,2015.
The proposal received contained the mandatory requirements for Stage 1 Evaluation, and
proceeded to Stage II. The Evaluation Committee (consisting of the Manager, Capital Projects &
Infrastructure, and Sr. Coordinator, Design &Asset Management) conducted independent
evaluations of the proposal, and met on Wednesday, August 6, 2015 to review their scoring. A
combined average score for the proposal was completed and a copy of the spreadsheet is
attached.
Reference: Appendix E — RFP Particulars — Item D — Rated Criteria
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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 Ill
of the evaluation process.
Rated Criteria Category W:e ghting.(Points) Threshold
Experience on Similar Projects 25
Understanding of Project 15
Work Plan and Deliverables 20
• Project Team Overview 10
Quality.of References 10
Total Rated Criteria Points • 80 56
Pricing 20
Total Points . 100
Experience on Similar Projects = 25 Points
Provide three (3) relevant examples of past projects within the last five (5) years that are
comparable in scope. This should include a project synopsis that identifies the team members
assembled who worked on the project, the current project status, budgeted costs versus actual
costs, scheduling issues and resolutions, and design challenges, efficiencies. Provide client
names, contacts and up-to-date contact phone numbers. The City may contact the references
provided as part of its evaluation process.
Understanding of Project = 15 Points
The Proposal should include information that provides:
a. Information that the Proponent understands the objectives and requirements of this project.
" Proponents must relate these objectives to past experience or expertise of the Proponent .
and/or their team; and
b. A summary of the risks, problems or issues associated with the work and how they will be
mitigated. • :
Work Plan and Deliverables =20 Points
The Proponent is to provide a written response which clearly and concisely details the
following:
a. An indication of when the Company can commence the work;
b. 'A detailed work plan for tasks 1- 4 indicating and detailing the method, tasks, deliverables;
c. A schedule that identifies work phases (by Gantt Chart or other similar illustration) including
key dates for major deliverables (design development, working drawings, tender
specifications, tendering, construction administration and post construction) in the proposed
detailed work plan;
d. Proposed staffing roles and the amount of time that they will be dedicated to this project;
and
e. State the assumptions regarding the roles and involvement of the City staff.
Project Team Overview = 10 Points
It is important that the work be provided by a staff team that can demonstrate knowledge of,
and experience in providing similar services for projects of comparable nature, size and scope.
In particular, the Proponent should provide an overview of the key personnel who would be
primarily involved in the project and include the following:
a. Identify the prime firm submitting the Proposal and the sub-consultant firms that will be
assembled to undertake the work.
b. The name, title, mailing address, phone number, fax number and e-mail of the Design
Project Leader;
c. Condensed resumes and professional credentials of each individual on the Project Team
that highlights their education, training, and work history;
d. The respective roles of the team members and their current office locations. Team
members named in this RFP cannot be replaced without prior written approval from the
City;
Request for Proposal No. RFP-4-2015
Consulting Services for Structural Repairs &. Page 2 of 5
Associated Works,— Palmer Bridge
Rehabilitation
e. Current and future project list that will be undertaken by. members of the Proponent's team
including their current workload (i.e., identify other competing priorities that are assigned to
each member within this project timeline); and
f. Organizational chart that clearly defines the chain of command for each individual with the
team.
Quality of References — Total Points = 10 Points
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Relevance of projects similar in scope and value completed over the last five (5) years.
Complete Appendix D — Reference Form
Reference: Appendix E — RFP Particulars — Item E — Pricing
Proponents should review and complete the Rate Bid Form at Appendix C.
Pricing - Total Points = 20 Points
Pricing will be scored based on a relative pricing formula using the Consulting Services for
Structure Repairs &Associated Works (Part One) lump sum price set out in the 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%).
Lowest lump sum price
------------- x Total available points = Score with second-lowest lump sum price
Second-lowest lump sum price
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Lowest lump sum price .
----------------- x Total available points = Score with third-lowest lump sum price
Third-lowest lump sum price . .
And so on, for each proposal.
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Request for Proposal No. RFP-4-2015 .
Consulting Services for Structural Repairs & . Page 3 of 5
Associated Works— Palmer Bridge
Rehabilitation .
A summary of the submitted pricing (excluding HST) and paints awarded for the proposal is
shown below, as well as in the attached spreadsheet:
Available Points
Vendor Name Quoted Amount Points Awarded
AECOM Canada Ltd. $155,100.00 100 93
AECOM Canada Ltd. has received the highest overall points. The total cost to provide this '
service is $155,100.00 plus HST.
A budget of$285,000 was provided to Supply & Services for this procurement.
The following documents were submitted with the proposal as a mandatory requirement, and
have been evaluated and approved by the Employment & Compensation Specialist and the
Manager, Budgets & internal Audit:
(a) The City's Health & Safety Policy Acknowledgement form currently dated and signed;
(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; and
(e) The City's certificate of insurance shall be completed by the bidder's agent, broker or
insurer.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST.
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As such, 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:
(c) Over$125,000, the Manager may approve the award, subject to the approval of the Director,
Treasurer, GAO and Council.
Please include the following items in your report:
1. if Items (a) through, (d) noted above are acceptable to the Co-ordinator, Health & Safety or
designate;
2. if Item (e) is acceptable to the Manager, Budgets & Internal Audit;
3. if the list of subcontractors is acceptable;
4. any past work experience with the low bidder AECOM including work location;
5. without past work experience, if reference information is acceptable;
6. the appropriate account number(s) to which this work is to be charged;
7. the budget amount(s) assigned thereto;
Request for Proposal No. RFP-4-2015
Consulting Services for Structural Repairs & Page 4 of 5
Associated Works — Palmer Bridge
Rehabilitation
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8. Treasurer's confirmation of funding;
9. related departmental approvals; and
10. related comments specific to the project.
After receiving Council's approval, an approved "on-fine" requisition will be required to proceed.
Do not disclose any information to enquiries during this time. The Proponent will be advised
of the outcome in due course. An award notice will be placed on the City's website upon
receipt of all required approvals.
If yy o.0 require further information, please feel free to contact me or a member of Supply &
Se ices.
VAF/rr
attachments (1)
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Request for Proposal No. RFP-4-2015
Consulting Services for Structural Repairs & • Page 5 of 5
Associated Works — Palmer Bridge
Rehabilitation
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ATTACHMENT# � TO REPORT# IN a3-IS
C';fy o0
Memo
PICKERING Office of the CAO
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Received AUG. I{ 2 2015
File
• Follow Up
To: Tony Prevedel Mayor ACugm st 6, 2015
Chief Administrative Officer —
Council ; C&R
Stan Karwowski Directors 1 Eng Services
Division Head, Finance &Treasurer SMT • Oder & Fac
Clerk Corp Services
From: Richard Holborn _ Fire . I Office Sustain
Director, Engineering & Public Works _ Human Res, flan & Dev
Legal & LS l
Copy: Manager, Capital Projects & Infrastructure . .
Manager, Supply & Services,
Subject: Tender No. T-14-2015 •
- Tender for Asphalt and Concrete Repairs
File: A-1440
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Overview: . As part of Roads Current Budget each year a service contract is called for Asphalt
and Concrete Repairs at various locations throughout the City. This service contract is
administered by staff from the Engineering & Public Works Department.
Tender T-14-2015 was called on Tuesday, June 23, 2015 and closed on Wednesday, July 15,
2015 with five bidders responding. The low bid submitted by Serve Construction in the amount of
$146,861.58 (HST included) is being recommended for approval.
In accordance with Purchasing Policy Item 06.12 (c) 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. .'
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.
Recommendation: .
- 1. That Tender No. T-14-2015 for Asphalt and Concrete-Repairs submitted by Serve =-
Construction, in the amount of$146,861.58 (HST included) be accepted;
2. That the appropriate City of Pickering officials be authorized to take necessary'action to
give effect thereto
}
, Financial Implications
w1.Jenader:A-mount, )
Tender No, T-14-20150::.:
Part A— Engineering — Maintenance Work
Asphalt and Concrete Repairs; $35,416.00
• Sidewalk Repairs 86,292.00
Part B— Development Services — • , $8,258.00
Maintenance Work :, .
Sub Total $129,966.00
HST (13%} o- __. 16,896.00
•
Total Gross Tender Amount . . $146,862.00
2. Estimated Project Cost Summary •
Tender No. T-14-2015 $129,966.00
HST (13%) - 16,896.00-'
Total Gross Project Cost . . $146,862.00
HST Rebate (11.24%) (14,609.00)
Total Net Project Cost $132,253.00
3. Approved Source of Funds
2015 Approved Current Budget
Account Source of Funds Available Budget Required
2320.2408.0002 Property Taxes $50,000.00 $36,039.00
2323.5981.0000 Federal Gas Tax 100,000.00 87,811.00
2613.2407.0000 Property Taxes 25,000.00 8,403.00 .
Total Funds $175,000.00 . $132,253.00
. Project Cost under{over) approved funds by $42,747.00
August 6, 2015 Page 2 of 3
T-14-2015 Tender for Asphalt and Concrete Repairs
' I
Discussion: As part of Roads Current Budget each year a service contract is called for
Asphalt and Concrete Repairs at various locations throughout the City. This annual maintenance
repair contract consists of the removal and replacement of concrete curb and gutter, removal and
replacement concrete sidewalk, asphalt driveway restoration and asphalt road repairs. this
service contract is administered by staff from the Engineering & Public Works Department.
Upon evaluation of the received tenders based on price, Serve Construction is recommended to
be awarded Tender No. T-14-2015 for Asphalt and Concrete Repairs in the amount of
$146,861.58 (HST included).
References for Serve Construction have been reviewed and deemed acceptable by the Manager,
Capital Projects & Infrastructure. The Health & Safety Policy, a current WSIB Workplace Injury
Summary Report and the Certificate of Clearance issued by the Workplace Safety& Insurance
Board and Ontario Ministry of Labour, Health and Safety Awareness Training certificates have
been reviewed by the (Acting) Coordinator, Health & Safety, and are deemed acceptable. The
- Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is
deemed acceptable.
le-spared By: Approved/Endorsed By:
•
Darrell Selsky, CET, CMM III Rich d Holb•rn, P. Eng.
Manager, Capital Projects & ' frastructure Dretor, Engineering & Public Works
•
Sta. Karowowski, MBA, CPA, CMA
ion Head, Finance & Treasurer
Vera A. F/ Igemacher
CSCMP, CPPO, CPPB, C.P.M., CMM III
• Manager, Supply & Services
Approval
,
Tony Prevedel, P.Eng.
Chief Administrative Officer .
DS:mjh 0 .
Attachment Memorandum from Manager, Supply & Services dated July 15, 2015
August 6, 2015 0 0 Page 3 of 3
T-14-2015 Tender for Asphalt and Concrete Repairs .
('Hq o�
PICKERING Memo
To: Richard Holborn July 15, 2015
Director, Engineering & Public Works
City of Pickering
From: Vera A. Felgemacher Engineering&Public Work
Manager, Supply & Services 2 8 2015
Copy: Manager, Capital Projects & Infrastructure
Supervisor, Supply & Services Received
Coordinator, Road & Infrastructure Contracts
Subject: Tender No. T-14-2015
Tender for Asphalt and Concrete Repairs -
File: F-5400-001 •
Tender T-14-2015 was advertised on the City's website with 23 potential Respondents being
notified by Supply & Services of the bid and 5 submissions were received by the official closing
date and time. •
• 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.
- I
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 and the Record of Tenders Opened and Checked is attached for your review.
• Summary
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Serve Construction I $146,861.58 $146,861.58 •
GMP Contracting $252,992.31 $253,025.08
Aloia Bros. Concrete Contractors Ltd. $265,907.87 $265,907.87
Aqua Tech Solutions $345,134.77 $345,134.77 -
Brennan Paving & Construction Ltd. $795,016.02 $795,016.02
Pursuant to Information to Bidders Item 23 and Tendering Specifications Item 18, the following
documentation will be requested of the low bidder for your review during the evaluation stage
of this tender call. Please advise if we are to proceed with collecting the following information:
(a) A copy of the Health and Safety Policy to be used on this project;
(b) A copy of th, urrent Workplace Injury Summary , port 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 Clearance Certificate 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; and
(f) A copy of the Waste Management Plan to be used for this project.
A budget of$125,000.00 was provided to Supply & Services for this procurement.
As such, 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:.
(c) Over$125,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council.
Please include the following items in your report:
Y P
1. if Items (a) through (d) noted above are acceptable to the Co-ordinator, Health & Safety or
designate;
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 Serve Construction 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
11. related comments specific to the project.
•
After receiving Council's approval, an approved con-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 or to Supply.& Services. 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 &
Services.
VAF/rr
T`( Attachments
•
July 15, 2015
Tender No. T-14-2015 Page 2
Asphal an. oncre e -epairs
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CITY OF PrCKERING ATTACHMENT#=TO REPORT# 2-1 I
AUG 3 2015
C'rtq 00
SUPPLY AHD SERVICES Memo
V-.-_
PICKERING
To: Tony Prevedel August 26, 2015
Chief Administrative Officer
• Stan Karwowski
•
Division Head, Finance &Treasurer
From: Richard Holborn
Director, Engineering & Public Works
Copy: Manager, Supply & Services
Senior Financial Analyst, Capital& Debt Management
Supervisor, Public Works Administration
Subject: Quotation No. Q-19-2015
Quotation for the Supply and Delivery of Two Sidewalk Tractors
File: A-1440
Overview: The replacement of a 1995 articulated sidewalk tractor with a non-articulating
tracked sidewalk tractor was approved in the 2015 Property Maintenance Capital Budget, funded
from the Vehicle Replacement Reserve. The addition of this tracked sidewalk tractor will allow for
greater versatility and performance in providing sidewalk winter control. Also, a new articulating
rubber tire multi-purpose sidewalk tractor was approved as an addition to the City's fleet
complement, primarily due to growth in the Duffin Heights community, funded through
development charges. The Duffin Heights area has grown from a few homes on Brock Road to its'
current size of approximately 1000 residential units completed or under construction. Residential
development will continue in this area with the possibility of having approximately 1,700 residential
units.
On April 16, 2015 an advertisement was placed on the City's website inviting companies to download
the quotation document. Five companies responded by the closing date of Thursday, May 7, 2015.
Five submissions were received for an articulating rubber tire sidewalk tractor and one submission
was received for a non-articulating tracked sidewalk tractor. The quotations submitted by Joe
Johnson Equipment for an articulating sidewalk tractor in the amount of$111,717.00 (HST extra)
and R.P.M. Tech Inc. for a non-articulating tracked sidewalk tractor in the amount of $149,433.00
(HST extra) received-the highest scores from the Evaluation Committee, meet the .required
specifications, and are recommended for approval.
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 $125,000.00, the Manager may approve the award, subject to
consultation with the appropriate Director, Treasurer, CAO and Council.
Furthermore, in accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is
authorized to act on behalf of Council during Council recess in approving an award of a project,
and the Treasurer is authorized to approve financing of same.
Recommendation: .
1. That Quotation No. Q-19-2015, submitted by R.P.M. Tech Inc. for one new latest model year
non-articulating, tracked sidewalk tractor with snow plow and sand/salt spreader in the
amount of$149,433.00 (HST extra) be accepted; :
2. That Quotation No. Q-19-2015 submitted by Joe Johnson Equipment for one new latest
model year articulating multi-purpose sidewalk tractor with snow plow and sand/salt spreader
be accepted in the amount of$111,717.00 (HST extra) be accepted; . .
3. That the total gross project cost of$300,750.00 (HST included).and the total net project cost
of$270,835.00 (net of HST rebate) be approved;
4. That the Division Head, Finance & Treasurer be authorized to finance the total net project
cost of$270,835.00 as follows;
a) the sum of$154;607.00 to be funded from the Vehicle Replacement Reserve;
b) the sum of$104,605.00 to be funded from the Development Charges (DC) City's Share
Reserve; and
c) the sum of$11,623.00 to be funded from Development Charges (DC) Reserve Fund -
Operations Services; and •
5. That the appropriate City of Pickering officials be authorized to take necessary action to give
effect thereto.
Financial Implications
1. Quotation Amount
Quotation No. Q-19-2015
Non-Articulating Tracked Sidewalk Tractor . $149,433.00
Articulating Multi-Purpose Sidewalk Tractor 111,717.00
Subtotal 261,150.00
HST (13%) 33,949.50
Total Gross Quotation Cost $295,099.50
August 26, 2015 Page 2 of 4
Quotation No. Q-19-2015 .
•
•
2. Estimated Project Costing Summary
Quotation No. Q-19-2015 for Supply and Delivery of Two
Sidewalk Tractors
One Non-Articulating Tracked Sidewalk Tractor $149,433.00
One Articulating Multi-Purpose Sidewalk Tractor 111,717.00
Two Two-way radios ( to be purchased separately) 5,000.00
Sub Total $266,150.00 •
HST (13%) 34,600.00
Total.Gross Project Cost 300,750.00
HST Rebate (11.24%) (29,915.00)
Total Net Project Cost $270,835.00
3. Approved Source of Funds
2015 Property Maintenance Capital Budget
Description Account Code . Source of Funds Available Required
Budget
Non-Articulating 5311.1503.6178 Vehicle $190,000.00 $154,607.00
Tracked Sidewalk Replacement
Tractor
•
Multi-purpose . 5311.1504.6178 DC City's Share 139,500.00 104,605.00
Sidewalk Tractor Reserve
DC Reserve Fund — 15,500.00 11,623.00
Operations Services
Total Funds $345,000.00 $270,835.00
Net Project Cost under (over) Approved Funds $74,165.00
Discussion: •
The purchase of a new articulating multi-purpose sidewalk tractor with snow plow and salt
spreader and a replacement non-articulating tracked sidewalk tractor with snow plow and salt
spreader was approved in the 2015 Property Maintenance Capital Budget. Specifications for the
articulating sidewalk tractor was derived from previous purchases. Specifications for the non-
articulating tracked sidewalk tractor was derived from specifications adopted by other •
municipalities. .
•
August 26, 2015 Page 3 of 4
Quotation No. Q-19-2015
•
The amount submitted in the 2015 Capital Budget was an estimate based on previous purchases
of sidewalk tractors that meet the City's specific requirements. However, competition and current
market value has resulted in a net project cost of$270,835.00 which is approximately 22% less
than the approved funds, and results in a savings of approximately $74,165.00.
An Evaluation Committee consisting of Public Works staff met on June 4, 2015 and June 15, 2015
and each committee member evaluated the quotations based on the rated criteria. 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 Joe Johnson
Equipment Inc. for an articulating sidewalk tractor in the amount of$111,717.00 (HST extra)
and R.P.M. Tech Inc. for a non-articulating tracked sidewalk tractor in the amount of$149,433.00
(HST extra) and that the total net project cost of$270,835.00 (net of HST rebate) be approved.
•
Prepared By: Approved/Endorsed By:
Bob Kuzma, SCMP, AMCT RI, and Holborn, P. Eng.
Supervisor, ublic Works Administration Director, Engineering & Public Works
• ■ , r
• 4.el Stan Karwowski, MBA, CPA, CMA
Division Head, Finance &Treasurer
Vera A. Felgemacher
CSCMP, CPPO, CPPB, CPM, CMM III
Manager, Supply & Services
Approval
f i . 3 1 2 o/5
Tony Prevedel, P.Eng.
Chief Administrative Officer
•
BK:mjh
Attachment Supply & Services Memorandum dated May 22, 2015
Supply & Services Memorandum dated July 6, 2015
August 26, 2015 Page 4 of 4
Quotation No. Q-19-2015
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- Memo
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••
To: Richard Holborn • May 22, 2015
Director, Engineering & Public Works
•
From: Vera A. Felgemacher
Manager, Supply & Services •
Copy: Supervisor, Parks Operations • •
Supervisor, Supply&Services •
Subject: Quotation No. Q-19-2015
• Supply & Delivery of Two Sidewalk Tractors . •
- File: F-5300-001 •
Quotations have been received for the above project.An advertisement was placed on the
City's website. Five submissions were received for Item#1 -One.(1) New Latest Model Year
Multi-Purpose Sidewalk Tractor With Snow Plow and Sand/Salt Spreader. One submission
was received for. Item #2 - One (1) New Latest Model Year Non-Articulating, Tracked Sidewalk
Tractor With Snow Plow and Sand/Salt Spreader. The companies responded by the official
closing date and time •
•
•
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. Six quotations
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.
•
Please refer to Part 2, Item 2.3, Page 6 for instructions on how each of the quotations is to be
evaluated by the Evaluation Committee. Coordinate 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.
Once completed, return to Sue Burgess, Buyer. Pricing has been evaluated, and a score out of
30 points will be applied to the evaluation form and an average total score for each respondent
will be determined. This evaluation results will be provided to you for your review and approval.
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• The following documents are:attached to.assistth.e Evaluation Committeeto complete their - . . . .
evaluations: • . • . . .
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1_ Stage II—Evaluation of Rated Criteria; . •
2. Evaluation Form (to be used by Evaluation Committee); ' • .
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3. Copies of the quotations;•and V
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4- Copy of.Request for Quotation pOcument . * . .. .
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Please direct enquiries to Supply.&S.erviOes.. RespOndents Will be-advised of the outcome in due . • .
cours.e. V .
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A budget of$'345,000 was provided to Supply & Services for this prOCUrerrient.
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• .
AS A total award, the value is over$1.25,000. As such; in actordanbe with Purchasing Polidy Rem . . ..
0842,Vithere 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, CAC and Council. . S .
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If you require further informatiOn, please contact.me ora member of SAM .ct.SeNioes. • . •
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Quotation No. 0-19-231. . Page 2
Supply& Delivery of Two Sidewalk Tractors .
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ift4,—
�1� . Memo
•
To: Richard,Holborn - July 6, 2015
Director, Engineering &Public Works' •
From: Vera A. Felgemacher
Manager, Supply& Services
Copy: Supervisor, Parks Operations
Supervisor, Public Works Administration • •
Supervisor, Supply & Services ••
Subject: Quotation No. Q-19-2015 '
• Supply & Delivery of Two Sidewalk Tractors
• • - File: F-5300-001
•
Further to the memo dated May 22, 2015,five quotations proceeded to Stage II evaluation for
• Item #1.- one (1) new latest model year Multi-purpose sidewalk tractor with snow plow and
sand/salt spreader. One.quotation proceeded to Stage II evaluation for Item #2 •- one (1) new
latest model year non-articulating,tracked sidewalk tractor with snow plow and sand/salt •
spreader.
. Reference: Part 2--Evaluation of Quotations — Item 2.3 • •Stage 11—Rated Criteria
Stage 11 consists of a scoring by the City of each submission on the basis of the rated criteria for
each unit as identified below:
•
• _ z.Raedrtierta :... e:::o - -
Conformance to General Specifications and Warranty • 70 •
. . Total Price 30 •
Total Points - 1G0
Conformance to General Specifications and Warranty. = 70 Points.
•
• • All specifications must be fulfilled in accordance with Appendix A, Deliverables— Item 6;
and; •
•• Standard Warranty term and coverage •
•
•
Stage Ill -Pricing Evaluation _•
Stage IIl will consist of a scoring of the pricing submitted.The evaluation of price will be
undertaken after the evaluation of mandatory requirements and any rated requirements has been
completed.
•
•
•
Pricing -Total Points =30 Points
Pricing will be scored based on a relative pricing formula using the total price for each unit set out
. in the Rate Bid Form.
Each will receive a percentage of the total possible points allocated to price by dividing that-
' Respondent's price into the lowest bid price. For example, if a Respondent bids $120.00 for a
. particular category and that is-the lowest bid price, that Respondent receives 100% of the possible •
points (120/120 = 100%).A Respondent Who bids $150.00 receives 80% of the possible points
(120/150 = 80%), and a Respondent who bids $240.00 receives 50% of the possible points
- (120/240 = 50%). .
Lowest total price • •
---------------- ----- x Total available points = Score for quotation with the second-lowest
Second-lowest total price . total price
Lowest total price •
------ . ------ . x Total available points = Score for quotation with third-lowest total
Third-lowest total price price
And so-on, for each quotation. .
•
In the event of a tie score,the selected Respondent will be determined in accordance with the•
City's Purchasing Procedures. .
A summary of Stage II evaluation results for each unit is attached. Joe Johnson Equipment is the
highest-scoring respondent for Item#1 (one new latest model year multi-purpose sidewalk tractor
with snow plow and sand/salt spreader) in the amount of$111,717 plus HST.
R.P.M.Tech Inc. is the highest-scoring and only respondent for Item#2 (one new latest model
year non-articulating,tracked sidewalk tractor with snow plow and sand/salt spreader) in the
amount of$149,433 plus HST:•The total cost to purchase both units is$261,150'plus HST. The
cost of a snow blower attachment or•infrared asphalt heater for each unit is not included in these
amounts.
•
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. 0
Do not disclose any information to enquiries during this time. Respondents will be advised-
of the outcome in due course. '
If you requ're further information, please feel free to contact myself or a member of Supply •
& Services •
• VAF/ b
Attachments .
Quotation No. Q-19-2015 Page 2 of 2
Supply& Delivery of Two Sidewalk Tractors
qty 00 __ ATTACHMENT# LI TO REPORT#
Memo
PICKERING
To: Tony Prevedel August 21, 2015
Chief Administrative Officer
From: Richard Holborn
Director, Engineering & Public Works
Copy: Division Head, Finance &Treasurer
Manager, Capital Projects & Infrastructure
Manager, Supply & Services
Coordinator, Forestry Management
Subject: Quotation No. Q-38-2015
- Tree Canopy Replacement—Tree.Removal Services .
File: A-1440
Overview: Due to the sigpificant damage to the City's street and park trees from the ice
storm that started on December 21, 2013, a Tree Canopy Replacement Program was created to
remove and replace these damaged trees. A total of$1,000,000.00 was included in the 2015
Capital Budget for this program. This program consists of two quotations; Q-38-2015 Tree Canopy
Replacement - Tree Removal Services with a budget of$550,000.00 and Q-39-2015 Tree Canopy
Replacement— Stump Removal, Supply, Delivery and Planting of Trees with a budget of
$450,000.00.
•
Infaccordance with Purchasing Policy Item 06.12 (c) where the compliant quotation or tender
meeting specifications and offering best value to the City is 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 Council. •
Furthermore, in accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is
authorized to act on behalf Council during Council recess in approving an award of a project, and
the Treasurer is authorized to approve financing of same.
A budget of$550,000.00 of the approved $1,000,000.00 was provided to Supply & Services for this
procurement. W.M. Weller Tree Service Ltd. is the highest scoring respondent and provided the
lowest hourly rates for the Aerial Tree Removal Crew and each additional Climber/Operators and
Labourer.
Recommendation:
1._ _ That Quotation No Q-38-2015 -Tree Canopy_Replacement - Tree Remova l Services as
submitted by W.M. Weller be accepted;
2. • That the total gross project cost of$279,675.00 (HST included) and the total net project cost
of$251,856.00 (net of HST rebate) be approved;
•
3. That the Division Head, Finance & Treasurer be authorized to finance the net project cost of
$ 251,856.00 by a transfer from the Rate Stabilization Reserve; and
4. That the appropriate City of Pickering officials be authorized to take necessary action to give
effect thereto.
Financial Implications
1. Estimated Project Cost Summary
Quotation No. Q-38-2015 $206,250.00
Contingency (20%) 41,250.00
Sub Total - Costs 247,500.00
HST (13%) 32,175.00
Total Gross Project Costs 279,675.00
HST Rebate (11.24%) (27,819.00)
Total Net Project Costs $251,856.00
2. Approved Source of Funds
2015 Approved Capital Budget
Account Source of Funds Available Budget Required
5311.1509.6131 Rate Stabilization $550,000.00 $251,856.00
Reserve •
Total Funds $550,000.00 $251,856.00
Project Cost under (over) approved funds by $298,144.00
The approved 2015 budget for the Tree Canopy Replacement Program is $1,000,000.00.However,
this has been allocated between two components; tree removal ($550,000.00) and Stump
Removal, Supply, Delivery and Planting of Trees ($450,000.00).
As the estimated project cost is based upon an estimated removal cost per tree and an estimate of
removing 375 trees in 2015 a contingency of 20% was provided to allow for a fluctuation in these
two variables...
The remaining funds will be used to complete the tree removal project in 2016.
Discussion: The approved 2015 Capital Budget for Property, Maintenance provided funding
in the amount of $1,000,000.00 for the Tree Canopy Replacement Program. This amount was
based on removing and replacing approximately 1000 trees at a $1,000.00 per tree. A further
breakdown for the tree removal portion only was estimated to be $550.00 per tree. To proceed with
this quotation staff are recommending to proceed with removing 375 trees this year. A new
quotation will be called in early 2016 to complete the project with any funds remaining. •
• August 21, 2015 Page 2 of 3
Quotation No. Q-39-2015 .
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Upon evaluation of the quotations received W.M. Weller Tree.Service Ltd. is the highest-scoring
respondent and provided the lowest hourly rates for the Aerial Tree Removal Crew and each
additional Climber/Operators and Labourer. It is recommended that Quotation No. Q-38-2015
submitted by W.M Weller Tree Service Ltd. be accepted.
A budget of$550,000.00 of the approved $1,000,000.00 was provided to Supply & Services for this
procurement. The funds for this project are available from account number 5311.1509.6131. .
References for W.M. Weller Tree Service Ltd. have been reviewed and deemed acceptable by the
Coordinator, Forestry Management. The Health & Safety Policy, a current WSIB Workplace Injury
Summary Report and the Certificate of Clearance issued by the Workplace Safety & Insurance
Board and Ministry of Labour, Health and Safety Awareness Training certificates have been
reviewed by the (Acting) Coordinator, Health & Safety, and are deemed acceptable. The Certificate
of Insurance has been reviewed by the Manager,-Budgets & Internal Audit and is deemed
acceptable.
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Pre ared By: Approved/Endorsed By: •
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Darrell Selsky, CET, CMM III Richard Holborn, P. Eng. I
Manager, Capital Projects & Infrastructure Director, Engineering & Public Works
1s /1/5()
4tu -cC4(, ctA
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Scott Stan Karowowski, MBA,CPA, CMA
Coordinator, Forestry Management Division Head, Finance &Treasurer
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hi Vera A. Felgemacher
CSCMP, CPPO, CPPB, C.P..M., CMM III
Manager, Supply & Services
Approval . •
i, - i /1'6 4,25. 2...4, zois
•Tony Prevedel, P.Eng.
Chief Administrative Officer
SM:mjh
Attachment July 15, 2015 Memo from Manager Supply & Services Quotation No.Q-38-2015
August 21, 2015 Page 3 of 3
Quotation No. Q-39-2015
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,. '�� �._ Memo
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To: Richard Holborn July 15, 2015 •
• Director, Engineering & Public Works
From: Vera A. Felgemacher •
Manager, Supply&Services
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• Copy: Manager, Capital Projects & Infrastructure
Coordinator, Forestry Management • •-
Supervisor, Supply&Services
Subject: Quotation No. Q-38-2015
Tree Canopy Replacement—Tree Removal Services (As Required)
- File: F-5300-001 •
•
Further to the memo dated July 2, 2015, nine (9)quotations proceeded to Stage II evaluation for '•
Tree Canopy Replacement—Tree Removal Services (As Required).
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Reference: Part 2-Evaluation of Quotations-Item 2.2.6 -Rated Criteria •
Price and Non-Price Factors: .
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Stage II consisted of an evaluation of the quotation to determine the high score based on
the following criteria: •
• •
• Part A-Tree Removal Services •
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Part A- Hourly Rate=Anal Tree Removal Crew 50 .
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Part A—Hourly Rate-Additional Climber/Operator 20
• for each crew"as required" .
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Part A—Hourly Rate-Additional Labourer for each 20
crew-"as required
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Training and staff to determine best qualifications 10
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Total • 100
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Training and Staff= 10 Points
Provide details of the Staff assigned to this Work(full names)and all relevant experience and
training in providing tree removal services. Please include years of experience and relevant
certifications. •
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Price Evaluation —90 Points
Each respondent will receive a percentage of the total possible points allocated to the price by .
• dividing that respondent's price by the lowest bid price per item per year. The total score will be
based on the sum of scores from Year 1. - ,
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Part B - Optional Equipment Rates will not be included in the price evaluation.
Example only: •
. Bid Price -Hourly Rates (Part A) •
• Company A Company B
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Part A- Hourly Rate—Arial Tree Removal Crew $9.00 $1 0.00
Score- Company A Aerial Tree Removal Crew-$9.00/$9.00 = 100%x 50 = 50.00 points • •
Score- Company B—Aerial Tree Removal Crew-$9.00/$10.00 =90.00%x 50=45.00 points.
And so on,for each unit price bid. •
In the event of a tie score,the selected respondent will be determined in accordance with the City's
Purchasing Procedures. •
A summary of the Stage II evaluation results for each unit is attached.
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W.M.Weller Tree Service Ltd. is the highest-scoring respondent and provides the lowest-cost
. hourly rates for the Aerial Tree Removal Crew and each additional Climber/Operator and
Labourer(as required).
In accordance with Part 3 —Terms of Reference and Governing Law, Material Disclosures,the
following documents will be requested from W.M.Weller Tree Service Ltd..:
a) a copy of the Health &Safety Policy to be used on this project (currently dated and
signed);
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 submitted); - •
c) a copy of the current Certificate of Clearance issued by Workplace Safety& Insurance
Board; •
d) a certificate of insurance completed by the Company's agent, broker or insurer(City form
is available); .
e) Ministry of Labour— SupervisoriWorker Health &Safety Awareness training certificates
•
Quotation No. Q-38-2015 Page 2 of 4
Tree Canopy Replacement—Tree Removal - •
Services (As Required) • • '
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for Supervisorsand_Workers assigned to this project. Information regarding this
requirement is available at: htto://www.labour.gov.on.ca/enolish/hs/trainingrndex.ph0;
•f) Signed statement from the Company attesting that the following training has been
completed by Company staff who will be working on City worksites as required:
• Fall arrest;
• Tree rescue; •
• •Chainsaw operation; •
• Chipper operation;
• Traffic control as per the Ontario Ministry of Transportation (MTO) and
Ontario Ministry of Labour (MOL) rules and regulations as amended;
• Emergency First-Aid(minimum of two persons per crew); and
• Utility Line Clearing Certificate. • •
g) Signed statement from the Company attesting to the availability of all personal protective
• equipment required by Provincial legislation safety requirements—including, but not
• limited to:
• C.S.A. class B.hard hat;
• • C.S.A. safety glasses; •
• • C.S.A. hearing protection; •
• • C.S.A. boot protection; • •
• MTO approved traffic safety clothing; •
• Fall arrest and support equipment for tree climbers; and
• Chain saw pants and gloves; •
.h) Copy of a valid I.S.A. Certified Arborist Certificate; and
i) further information as the City may require, as requested in writing.
•
Documentation is to be provided within 5 business days of written request by the City, and must
• be again provided, generally within 2 days from date of any future requests made by the City.
The City's findings shall be used to serve the best interests.of the Corporation of the City of .
Pickering.
• Please advise if we are to proceed with this task.
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. •
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• A budget of$550,000 was provided to Supply& Services for this project.
•
Quotation No. 4-38-2015 • Page 3 of 4 •
Tree Canopy Replacement—,Tree Removal •
Services (As Required) • •
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• Please provide your recommendation in memo form, as well as an on-fine requisition. •
Do not disclose any information to enquiries during this time. Respondents 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& •
Services.
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VAF/sb
\O Attachments (1)
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Quotation No. Q-38-2015 Page 4 of 4
Tree Canopy Replacement—Tree Removal •
Services (As Required)
City a0 ._
ATTACHMENT#.51 TO REPORT# rig c=.13 - /S
- == Office the
ce of O
PICKERING Received Al1G 1
File
Follow I Jp
•
Mayor
To: Tony Prevedel Council cc om&R ��r�'ust 6, P015
Chief Administrative Officer j
Directors Eng Services
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SMT i Oner & Fac
From: Richard Holborn Clerk , i Corp Services
Director, Engineering & Public Works _ Fire Of=:ce Sustain
Cbpy: Division Head, Finance &Treasurer
Human Res lean & Dev
• Manager, Capital Projects & Infrastructure Legal & LS
Manager, Supply & Services
Coordinator, Forestry Management -
Subject: Quotation No. Q-39-2015
- Tree Canopy Replacement—Stump Removal, Supply, Delivery and Planting of
Trees (As Required)
File: A-1440
• Overview: Due to the significant damage to the City's street and park trees from the ice
storm that started on December 21, 2013, a Tree Canopy Replacement Program was created to
remove and replace these damaged trees. A total of$1,000,000 has been budgeted to remove and
replace approximately 1000 trees. This program consists of two quotations; Q-38-2015.Tree •
Canopy Replacement—Tree Removal Services-(As Required) with a budget of$550,000 and Q-
39-2015 Tree Canopy Replacement-Stump Removal, Supply, Delivery and Planting of Trees (As
Required) with a budget of$450,000.
In accordance with Purchase Policy Item 06.12 (c) 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.
A budget of$450,000 of the approved $1,000,000 was provided to Supply & Services for this
procurement. The total cost for Part 1, Part 2 and Part 3 is $234,750 plus HST. The award for Part
.1 and Part 3 to M. Franks Landscaping totals $115,500 plus HST, and the award for Part 2 to
Dutchmaster Nursery's Ltd. Totals $119,250 plus HST.
•
Recommendation:
1. That Quotation No. Q-39-20.15 Part 1- Stump Removal Services, in the amount of$42,500
• (plus HST) submitted by M. Franks Landscaping be accepted;
2. That-Quotation No. Q-39-2015 Part 2 — Supply & Delivery of Trees, in the amount of
$119,250 (plus HST) submitted by Dutchmaster Nurseries Ltd. be accepted;
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•
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3. That Quotation No. Q:397.2015 Part 3, Planting of Trees, in the amount of $73,000 (plus
. ; HST);s•ubmitted by M:Fr "riks Landscaping be accepted;
4. _Th_a '_kheltotal cost of$234,750 (plus HST) for Part 1, Part 2 and Part 3 be approved; and
5. That the appropriate City of Pickering officials be authorized to take necessary action to give
effect thereto
Financial Implications
1. Quotation Amount
Quotation No. Q-39-2015
Part 1 —Slump Removal Services $42,500.00
Part's=Suppler and-Delivry.of Trees $.119,250.00
Part 3 —Tree Planting $73,000.00
Sub Total $234,750.00
HST (13%) $30,518.00
Total Gross Quotation Amount $265,268.00 .
2. Estimated Project Cost Summary
Quotation No. Q-39-2015
Quotation No. Q-39-2015 $234,750.00
• HST (13%) $30,518.00
Total Gross Project Cost $265,268.00
HST Rebate (11.24%) (26,386.00)
Total Net Project Cost • $238,882.00
3. Approved Source of Funds
2015 Approved Capital Budget
Account Source of Funds Available Budget Required
5311.1509.6131 Rate Stabilization $1,000,000 • $238,882.00 •
Reserve
Total Funds $1,000.000 $238.882.00
Project Cost under (over) approved funds by $761,118.00
The balance of the Tree Canopy Replacement funds will be required for Q-38-2015 Tree Canopy—
Tree Removal Services (As Required) which will be reported on and awarded separately.
August 6, 2015 Page 2 of 3
Quotation No. Q-39-2015 0
•
Discussion: Upon evaluation of the received quotes based on price, M. Franks
Landscaping is recommended to be awarded Quotation No. Q-39-2015 Part 1, stump removal
services for$42,500.00 plus.HST and Part 3, planting of trees for$73,000.00 plus HST.
Dutchmaster Nurseries Ltd is recommended to be awarded Q-39-2015 for Part 2 - supply and
delivery of trees for$119,250.00 plus HST. A budget of$450,000 of the approved $1,000,000 was
provided to Supply & Services for this procurement. The total cost for Part 1, Part 2 and Part 3 is
$234,750 plus HST. The funds for this project are available from account number 5311.1509.6131.
References for M. Franks Landscaping and Dutchmaster Nurseries Inc. have been reviewed and
deemed acceptable by the Coordinator, Forestry Management. The Health & Safety Policy, a
current WSIB Workplace Injury Summary Report and the Certificate of Clearance issued by the
Board and Ontario Ministry Workplace ce Safet & Insurance o ry of Labour, Health and Safety Awareness
p Safety
Training certificates have been reviewed by the (Acting) Coordinator, H ealth & Safety, and are
deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets &
Internal Audit and is deemed acceptable.
Prepared By: Approved/Endorsed By: •
A ,
Darrell Se sky, CE , CMM I • Rich rd Holborn, P. Eng.
Manager, Capital Projects & Infrastructure Dire/tor, Engineering & Public Works
0461 Scott McKay Sta Karwowski, MBA, CPA, CMA •
Coordinator, Forestry Management Divi on Head, Finance &Treasurer
-4 t
Vera A. elgemacher •
CSCMP, CPPO, CPPB, C.P.M., CMM III
• Manager, Supply & Services
Approval
6AX .
t3 t Zo L�
Tony Prevedel, P.Eng.
Chief Administrative Officer
SM:mjh
Attachment July 6, 2015 Memo from Manager Supply & Services Quotation No.Q-39-2015
August 6, 2015 • Page 3 of 3
Quotation No. Q-39-2015 .
•
C+
ll/ a
1 Memo
To: Richard Holborn July 6, 2015
• Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply&Services
Copy: Manager, Capital Projects &.Infrastructure
Supervisor, Supply& Services -
Coordinator, Forestry Management •
Subject: Quotation No. Q-39-2015
Tree Canopy Replacement–Stump Removal, Supply, Delivery and Planting of Trees
(As Required)
- File: F-5300-001
Quotations have been received for the above project. Sixteen (16) companies were invited to
participate and an advertisement was placed on the City's website. Five quotations were received
by the closing date and time. •
•
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 submission.requirements and
provides Respondents the opportunity to rectify deficiencies. All five Respondents satisfied the
mandatory requirements and proceeded to Stage 11, which consisted of an evaluation of the
quotation to determine the scoring for Part 1, Part 2 and Part 3, based on the following criteria:•
•-- _- 'Rated;Criteri;.�C.-:- = _= - - -=-- _ --
--- a.__atir�`o:� - -
•
_._..__:.:__..-,_�.:��u----._�:_���...-._= •_�-_�•---::.Points::=�_�=Price-Part 1 -Stump Removal Services 50 •
Total Points 50 •• •
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-•_-._..._....:..._.._:�:.:-'_•:fir'
... ...—. terra C-a.e�o::>�-���__=�-�,:�;a-717:41-rAdiglititt -
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Price– Part 2 -Supply and Delivery of Trees 50
Total Points • 5.0
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Rated Criteria Category . Weighting
(Points)
Price—Part 3—Tree Planting 50
Total Points 50
Stage ill--Pricing Evaluation.
Stage III will consist of a scoring of the pricing submitted. The evaluation of price will be
undertaken after the evaluation of mandatory requirements and any rated requirements has been
completed.
Each Respondent will receive a percentage of 50 of the total possible points for each Part,
allocated to price for total price quoted"by dividing that Respondent's total price quoted into the
lowest total quoted price. For example, if a Respondent quotes a total price of$120.00 and that is
the lowest total price,that Respondent receives 100% of the possible points (120/120 = 100%). A
Respondent who quotes a total price of$150.00 receives 80% of the possible points (120/150 =
80%), and a Respondent with a total price of$240.00 receives 50% of the possible points
(120/240=50%).
•
Lowest Total Price .
x Total available points= Score with second
• Second-Lowest Total Price lowest total price
Lowest Total Price
------ x Total available points = Score with third
Third -Lowest Total Price lowest.total price
•
And so on, for each quotation.
In the event of a tie score, the selected Respondent will be determined in accordance with the
City's Purchasing Procedures.
•
A summary of the Stage II evaluation results for each Part is attached. The results are as •
follows: .
Part 1 — Stump Removal Services—M. Franks Landscaping is the highest-scoring
Respondent, in the amount of$42,500.00 + HST. .
Part 2 —Supply& Delivery of Trees— Dutchmaster Nurseries Ltd. Is the highest-scoring
Respondent, in the amount of$119,250.00 + HST.
•. Part 3— Planting of Trees—.M. Franks Landscaping is the highest-scoring Respondent, in the
amount of$73,000.00 plus HST. .
Quotation No. 0-39-2015 • Page 2 of 4
• Tree Canopy Replacement— Stump Removal, .
Supply, Delivery& Planting of Trees (As
Required) .
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• • In accordance with Appendix A, Deliverables, the Company engaged for Part 1 Stump
Removal and Part 3—Planting of Trees -(Mr. Franks Landscaping)will be required to provide
the following documents for evaluation:
(a) a copy of the Health and Safety Policy to be used on this project, currently dated
and signed;
(b) a copy of the current Workplace Injury Summary.Report issued by Workplace
Safety& Insurance Board (in lieu of the Cost and Frequency 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) a copy of the Supervisors certification by the International Society of Arboriculture -
(ISA)as part of the Certified Arborist Program (CAP);
(e) Equipment descriptions, supporting the requirements for the removal, loading and
transporting of stumps and related materials; ' •
(f) Equipment descriptions, supporting the requirements for loading, transporting, .
unloading and planting of trees;
(g) Ministry of Labour Health &Safety Awareness Training for Supervisors and
Workers that will be assigned to this project;
(h) Outline of the Company's standard'stumping crew, in order to satisfy the current
requirements under the Occupational Health &Safety Act; and • •
(i) Outline of the Company's standard planting crew, in order to satisfy the current
.requirements under the Occupational Health &Safety Act
•
Please advise if you would like us to proceed with this task.
A-budget of$450,000 was provided to Supply& Services for this procurement.The total cost for Part
1, Part 2 and Part 3 is$234,750 plus HST.
• In accordance with Purchasing Policy Item 06.12 (c),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.
. Please include the following items in your Report to Council: •
1. if Items (a), (b);(c) (f), (g) noted above are acceptable to the (Acting)-Co-ordinator, Health
& Safety;
2. if Items (d) and (e) noted above are acceptable to the Manager, Capital Projects & -
Infrastructure -
3.• if the Certificate of Insurance is acceptable to the Manager, Budgets & Internal Audit;
4. • any past-work experience with the M. Franks Landscaping. including work location;
5. without past work experience, if reference information is acceptable;
• 6. the appropriate account-number(s)to which this work is to be charged;
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• Quotation No. Q-39-2015 Page 3 of 4
Tree Canopy Replacement—Stump Removal,
Supply, Delivery & Planting of Trees (As
Required) •
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7. the budget amount(s)assigned thereto;
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8. Treasurer's confirmation of funding; •
9. related departmental approvals; and, •'
10. related comments specific to the project.
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After Council approval, an approved "on-line" requisition will be required to proceed.
Please direct all enquiries to Supply&Services. Respondents will be advised of the outcome when
the contract has been awarded. . •
If y u require further information, please contact me or a member of Supply&Services.
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VAF/s
Attachment •
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Quotation No. Q-39-2015• Page 4 of 4
Tree Canopy Replacement—Stump Removal,
Supply, Delivery& Planting of Trees (As
Required)