HomeMy WebLinkAboutCS 16-16 C4 oY Report to
P 1CKE Ri SIG
Executive Committee
Report Number: CS 16-16
Date: December 5, 2016
From: Marisa Carpino
Director, Community Services
Subject: Seniors and Persons with Disabilities Snow Clearing Program
- Revision to Width of Path of Travel
- Extension of Contract
- Quotation No. Q-51-2014, Purchase Order No. BL 160671
- File: A-1440
Recommendation:
1. That Council approve the revision of the City's Seniors and Persons with Disabilities Snow
Clearing Program that increases the path of travel from the driveway to the closest house
entry from 2 feet to 3 feet commencing with the 2016/2017 winter season;
2. That the existing 3 year contract with Gray's Landscaping & Snow Removal Inc. ending April
30, 2017 be extended by one term to include the 2017/2018 winter season from November
1, 2017 to April 30, 2018; and
3. That the appropriate City officials be authorized to take the necessary actions as indicated in
this report.
Executive Summary: The City's Seniors and Persons with Disabilities Snow Clearing
Program accommodates 440 households. Under the terms and conditions of the existing
program, a path of travel measuring 2 feet (or 24 inches) wide is cleared from the applicants
driveway to the closest house entry. Based on public feedback and staff consultation, it is
recommend that the width of this path of travel be increased to 3 feet (or 36 inches) in order to
better accommodate program participants, particularly those who require the use of wheelchairs
or scooters.
The path of travel currently being provided under the existing program cannot accommodate
typical mobility devices including wheelchairs which are approximately 30 inches wide and
scooters which are approximately 26 inches wide. Widening the path of travel to 3 feet (or 36
inches) will improve accessibility which is especially important for a program of this nature which is
specifically intended to support Seniors and Persons with Disabilities.
Gray's Landscaping & Snow Removal Inc. currently has Purchase Order No. BL 160671 with the
City to perform the services associated with this program in accordance with terms, conditions and
specifications of Quotation No. 0-51-2014 which does not include the provision to amend the
width for the path of travel. This 2016/2017 winter season, specifically November 1, 2016 to April
30, 2017, represents the final term of a 3 year contract. In response to staff's inquiry to widen the
path of travel, Gray's Landscaping & Snow Removal Inc. have provided a written offer to increase
Report CS 16-16 December 5, 2016
Subject: Seniors and Persons with Disabilities Snow Clearing Program Page 2
the path of travel from 2 feet to 3 feet wide at no extra cost during the current 2016/2017 winter
season, subject to the existing 3 year contract be extended for one additional term from November
1, 2017 to April 30, 2018 to include the 2017/2018 winter season. The offer also specifies that
during the one additional term, Gray's Landscaping & Snow Removal Inc. will charge the City an
additional cost of$3 per household per dispatch to accommodate this increased path of travel.
Staff recommend that the City accept the offer submitted by Gray's Landscaping & Snow Removal
Inc. in order to allow for the immediate implementation of this enhanced level of service and
provide improved accessibility to program participants.
Financial Implications: The additional annual cost to increase the path of travel from 2 to 3
feet for households registered in this program is approximately $15,840 plus HST. This is based
on $3 per 440 maximum registered households for approximately 12 snow events estimated to
occur in a typical winter control season. Gray's Landscaping & Snow Removal Inc. has offered to
absorb this additional cost for the duration of the existing contract ending April 30, 2017 subject to
the existing 3 year contract be extended by one term to include the 2017/2018 winter season.
Fees quoted for the increased path of travel would come into effect with the 2017/2018 winter
season.
The approved 2016 Current Budget includes $110,000 under the Property Maintenance cost
centre (2132.5320) for the Seniors Snow Removal Program. This increase in service will have no
impact to the 2016 Current Budget. The proposed 2017 Current Budget prepared by staff will
include for the future anticipated cost of this program enhancement.
Discussion: The City of Pickering has been operating the Seniors and Persons with
Disabilities Snow Clearing Program since 1975 and currently has 400 households registered. The
program currently provides for a 2 foot wide path of travel cleared from the driveway to the nearest
house entry. The City is committed to providing services that meet best practices for accessibility.
Based on public feedback and staff consultation, the Seniors and Persons with Disabilities Snow
Clearing Program has been determined to provide a path of travel that is restricting to the public,
particularly for those with mobility issues and require the use of wheelchairs and/or scooters which
measures beyond 24 inches. Therefore, staff recommend that the Seniors and Persons with
Disabilities Snow Clearing Program be enhanced to provide participants with a 3 foot wide path to
be cleared from the driveway to the house entry.
The vendor performing snow removal services for this program is Gray's Landscaping & Snow
Removal Inc. and have performed satisfactorily to date. The final term of the 3 year contract will
expire April 30, 2017. In response to our inquiry to increase the width in the path of travel, Gray's
Landscaping & Snow Removal Inc. has provided staff with an offer to increase the path of travel
from 2 feet to 3 feet wide for households registered in the 2016/2017 winter program at no cost
based on the condition that their contract be extended by one term at which time an additional
cost of$3 per household per dispatch will be charged to the City. Based on the maximum
available registrations and anticipated snow events per year, the additional cost is estimated to be
$15,840 plus HST per year.
CORP0227-07/01 revised
Report CS 16-16 December 5, 2016
Subject: Seniors and Persons with Disabilities Snow Clearing Program Page 3
Under the City of Pickering Purchasing Policy, staff do not have the authority to extend an existing
contract beyond its term or to change the conditions of a contract once it has been awarded. As
such, staff are requesting Council's approval to endorse staff's recommendation to allow for the
immediate implementation of this enhanced program at no cost to the City for the 2016/2017
winter season and to allow for the extension of the contract with Gray's Landscaping & Snow
Removal Inc. for one additional term to include the 2017/2018 winter season at an additional cost
of$3 per household per dispatch to be reflected in the proposed 2017 Current Budget.
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Attachments:
1. Not applicable.
Prepared By: Approved/Endorsed By:
1i, •
•
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Bna 4444 Marisa Carp( o
Division Head, Operations Director, Community Services
BD:lb
Recommended for the consideration
of Pickering Cit Council
',',/ /107. 21 Zo l 4
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised