HomeMy WebLinkAboutFIR 01-17DICKERING
Report to
Executive Committee
Report Number: FIR 01-17
Date: October 2, 2017
From: John Hagg
Fire Chief
Subject: Supply & Delivery of Self -Contained Breathing Apparatus (SCBA) Equipment
- Quotation No. Q-73-2017
- File:. D-1000-001
Recommendation:
1. That Quotation No. Q-73-2017 submitted by Dependable Emergency Vehicles in the amount
of $818,885.79 (plus HST) be accepted;
2. That the total project cost of $785,535.79 (plus HST), including the amount of $33,350.00 as
credit for used SCBA 'Equipment purchased from the City of Pickering by Dependable
Emergency Vehicles be approved; and
3. That Council authorize the Director,. Finance & .Treasurer to finance the net project costs of
$799,362.00 as follows:
a) the internal loan approved in the 2017 Fire Services Capital budget in the amount of
$288,000.00 be revised to reflect the increase life of the asset from five years to ten
years;
b) the sum of $450,000.00 as provided for in the 2017 Fire Services Capital Budget be
increased by $61,176.00 to be funded by a transfer from the Third Party Contribution -
OPG Reserve Fund;
c) the sum of $186.00 from property tax; and
d) the Treasurer be authorized to make any changes, adjustments, and revisions to
amounts, terms, conditions, or take any actions necessary in order to effect the
foregoing.
4. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: Fire Services' existing supply of SCBA equipment has reached the end
of its useful life for firefighting operations. The SCBA ranges in age from six to sixteen years old
and does not meet the current National Fire Protection Association (NFPA) standard. For the
purpose of replacing the SCBA, Quotation No. Q-73-2017 was prepared and advertised on the
City's website.
The low bid was submitted by Dependable Emergency Vehicles to become the top ranked
Respondent. Upon further review of the requirements, Fire Services has adjusted some quantities
and considered optional pricing, which is permitted in the Terms of Reference, for a quotation
FIR 01-17
October 2, 2017
Subject: Quotation No. Q-73-2017, Supply & Delivery of SCBA Equipment Page 2
amount of $818,885.79 (plus HST). Dependable Emergency Vehicles has offered $33,350.00 for
our current supply of used SCBA equipment that will be subtracted from the quotation amount.
The total gross project cost is estimated to be $887,656.00 (HST included) and the total net
project cost is estimated at $799,362.00 (net of HST rebate).
Financial Implications:
1. Quotation Amount
Quotation No. Q-73-2017
Credit for Used SCBA Equipment
HST (13%)
Total Gross Quotation Cost
$818,885.79
(33,350.00)
$785,535.79
102,119.65
$887,655.44
2. Estimated Project Costing Summary
Quotation No. Q-73-2017
Credit for Used SCBA Equipment
Total Cost
HST (13%)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
$818,886.00
(33, 350.00)
$785,536.00
102,120.00
$887,656.00
(88,294.00)
$799,362.00
3. Approved Source of Funds
Approved Code
5340.1701.6178
Source of Funds
Budget Required
Internal Loan — 10 Year $350,000.00 $288,000.00
RF — Third Party 450,000.00 511,176.00
Contribution — OPG
7501.0006
Property Tax
Total Funds
0
$800,000.00
186.00
$799,362.00
Project Cost under (over) approved funds by
$638.00
CORP0227-07/01 revised
FIR 01-17
October 2, 2017
Subject: Quotation No. Q-73-2017, Supply & Delivery of SCBA Equipment Page 3
There are $61,176.00 of uncommitted funds in the Third Party Contribution -OPG Reserve Fund,
and these funds will be directed to this project. The corresponding amount required for the internal
loan will be reduced due to the availability of the Third Party Contribution -OPG Reserve Fund.
Discussion: Specifications for this project were developed based on consultation with
Purchasing staff, the Fire Services Joint Health and Safety Committee, and Training Division staff.
Fire Services has not purchased replacement SCBA since 2011. Our current supply of SOBA
ranges in age from six to sixteen years old and does not meet the current standard: (2013) NFPA
1981: Standard on Open -Circuit Self -Contained Breathing Apparatus (SCBA) for Emergency
Services. Further, Fire Services currently uses two models of SCBA; this replacement project will
ensure that all the SCBA are the same model.
The new 2013 NFPA standard includes increased lens integrity testing, new voice intelligibility
requirements, end -of -service time indicator changes, requirements for emergency breathing
support systems, introduction of a universal PASS sound and an updating of the intrinsic safety
standards.
The purchase of 45 minute cylinders to replace the current 30 minute cylinders has been included
in this project. These cylinders will provide additional breathing air for firefighters when they are
working in hazardous areas.
This project also includes face mask -mounted thermal imaging cameras that will be utilized by
captains. These face mask -mounted thermal imaging cameras will help captains locate trapped
victims, locate the seat of a fire and will greatly enhance their ability to work safely and more
efficiently inside fires.
The City and Ontario Power Generation have a Memorandum of Understanding that states "Self-
contained breathing apparatus shall be the same and air cylinders shall be interchangeable." For
this reason, only SCOTT brand distributors were able to submit quotations for this project.
Bids have been received to the quotation call, which closed on Tuesday, August 29, 2017. Two
companies submitted quotations for this project.
The top ranked Respondent (low bidder), Dependable Emergency Vehicles, has submitted a
currently dated and signed Health & Safety Regulation form and a current WSIB Clearance
Certificate. The Certificate of Insurance is deemed acceptable to Manager, Budgets & Internal
Audit. In conjunction with the foregoing approvals, staff have reviewed the previous work
experience of Dependable Emergency Vehicles. The references provided on this project and the
quotation is deemed acceptable.
Upon careful examination of all quotations and relevant documents received, the Fire Services
Department recommends that Quotation No. Q-73-2017 submitted by Dependable Emergency
Vehicles in the amount of $887,655.44 (HST included) and that the total net project cost of
$799,362.00 be approved.
r(Iaon0')zmin1 r s, co.1
FIR 01-17
October 2, 2017
Subject: Quotation No. Q-73-2017, Supply & Delivery of SCBA Equipment Page 4
Attachments:
1. Supply & Services Memorandum August 31, 2017
Prepared By:
n Yoshida
u y Fire Chief
Vera A. Fe }f emacher
CSCMP, CPPO, CPPB, C.P.M.,CMM III
Manager, Supply & Services
JY:jm
Approved/Endorsed By:
Stan Karwowski
Director, Finance & Treasurer
n Hagg
Fire Chief
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
Zoi7
CORP0777-n7/M ravicpri
61,4
PICKERING
Attachment # 1 to Report FIR 01-17
Memo
To: John Hagg
Fire Chief
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Administrative Assistant, Fire Services
Supervisor, Supply & Services
Subject: Quotation No. Q-73-2017
Supply & Delivery of SCBA Equipment
Closing: Tuesday, August 29, 2017 at 12:00 Noon
- File: F-5300-001
August 31, 2017
Quotation Q-73-2017 was sent to six (6) potential bidders. An advertisement was placed on the
City's website on August 9, 2017, and two (2) Companies have responded.
There are 3 stages in the evaluation process which are outlined in Part 2 — Evaluation of
Quotations of the Terms of Reference.
Stage !determines which submissions satisfy all the mandatory submission requirements and
provides Respondents the opportunity to rectify deficiencies. One (1) of the submissions was
provided the opportunity to rectify deficiencies, and has satisfied the mandatory requirements
within the rectification period. Two (2) quotations proceeded to Stage II, which consists of a
review of the quotations to determine whether the mandatory technical requirements as set out
in Section C of the Request for Quotation Particulars (Appendix D) have been met, which is not
applicable for this quotation. Two (2) quotations proceeded to Stage III, which consists of an
evaluation of the submitted pricing in accordance with the price evaluation method set out in the
Pricing Form (Appendix C).
A budget of $800,000.00 was provided to Supply & Services for this procurement.
If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy
Item 11 for additional instructions.
Dependable Truck & Tank Ltd. is the top ranked Respondent with a submitted price of
$821,559.59 (HST excluded).
In accordance with Appendix D — Request for Quotations Particulars, Item B: Material
Disclosures, the following documents will be requested from Dependable Truck & Tank Ltd.
(a) A copy of the City's Health and Safety Form currently dated and signed; and
(b) The City's certificate of insurance or approved alternative form shall be
completed by the bidder's agent. broker or insrirPr
Attachment # 1 to Report FIR 01-17
Please advise if Supply & Services is to proceed with this task.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST.
In accordance with Purchasing Policy, Item 06.11, 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 $250,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council.
Subject to receipt of approvals on Health & Safety and insurance documents, please
provide your recommendation in memo form, as well as an on-line requisition.
Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when
the contract has been awarded.
If you require further information, please contact myself or a member of Supply & Services.
VAF/sb
Attachment(s): (4)
Quotation No. Q-73-2017
Supply & Delivery of SCBA Equipment
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