HomeMy WebLinkAboutENG 12-18rr�
DICKERING
Report to
Executive Committee
Report Number: ENG 12-18
Date: June 18, 2018
From: Richard Holborn
Director, Engineering Services
Subject: School Crossing Guard Program
- Quotation No. Q-14-2018
- File: A-1440
Recommendation:
1. That Quotation No. Q-14-2018 submitted by Neptune Security Service Inc. in the total
amount of $1,213,620.00 (HST included) with a net project cost of $1,092,903.00 (net of
HST rebate) be approved for the one year period from September 2018 to June 2019, with
an option in favour of the City to extend the contract on the same terms and conditions for an
additional term of up to two additional one year periods; and
That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: The current contract for the administration of the school crossing guard
program will expire on June 30, 2018. Quotation No. Q-14-2018 was issued on Thursday, April 12,
2018 and closed on Thursday, May 3, 2018 with two bidders responding. The low bid in the
amount of $1,213,620.00 (HST included), submitted by Neptune Security Service Inc., is
recommended for approval. Please note that the total contract amount stated in
Recommendation No.1 is for a full 3 year period should the City exercise its option to renew after
year 1.
In accordance with Section 06,11 of the Purchasing Policy, 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.
Financial Implications: The annual cost for the provision of the school crossing guard program
is provided for in account 2230.2399.0000. In the 2018 Current Budget, costs were estimated for
the period of September 2018 to December 2018 for the new contract in the amount of
$223,872.00 including net HST. Based on the bid received from Neptune Security Services Inc.,
savings in the amount of $86,292.00 including net HST will be realized in 2018.
ENG 12-18
Subject: School Crossing Guard Program
Quotation No. 0-14-2018
June 18, 2018
Page 2
1. Quotation Amount
Quotation No.
0-14-2018
Quotation Amount
HST (13%)
Gross Quotation Amount
Year 1
2018/20/9
$338,000.00
Option
Year 2
20/9/2020
$368,000.00
Option Total
Year 3 (3 years)
2020/202/
$368,000.00 $1,074,000.00
139,620.00
$1,213,620.00
2. Total Project Cost
Quotation No. Q-14-2018
Quotation Amount (3 Years)
Total Quotation Amount (excluding taxes)
HST (13%)
Gross Project Cost
HST Rebate (11.24%)
Net Project Cost
$1,074,000.00
1,074,000.00
139,620.00
1,213,620.00
(120,717.00)
$1,092,903.00
3. Approved Source of Funds
2018 Current Budget (Year 1)
Quotation No. 0-14-2018 Account Code
Year 1 *
2230.2399.0000
Budget
$529,152.00
Required
$442,860.00
* The budget amount of $529,152.00 and the required amount of $442,8660,00 are a blend of 6
months from Tender No. T-8-2015 and 4 months from Quotation No. 0-14-2018.
Project Cost under (over) approved funds (Year 1)
$86,292.00
Discussion: The City of Pickering currently contracts the placement of 35 school
crossing guard stations, the locations of which are outlined on the attached map (Attachment 1).
The current contract for the supply and administration for school crossing guard services, Tender
No. T-8-2015, will expire on June 30, 2018. The service provider, Staffing Services, was awarded
the contract for the 2015/2016 school year and was extended for the optional second (2016/2017)
and third (2017/2018) school years.
Quotation No. 0-14-2018, School Crossing Guard Program, was issued on Thursday, April 12,
2018 and closed on Thursday, May 3, 2018 with 2 bidders responding. The low bid in the amount
of $1,213,620.00 (HST included) for 3 years, submitted by Neptune Security Service Inc., is
recommended for approval.
ENG 12-18 June 18, 2018
Subject: School Crossing Guard Program
Quotation No. Q-14-2018 Page 3
The City's Health & Safety Regulation form and current Certificate of Clearance issued by the
Workplace Safety & Insurance Board has been submitted by Neptune Security Service Inc. The
Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is
deemed acceptable.
The following items submitted by Neptune Security Service Inc. have been reviewed and are
deemed acceptable by the Manager, Capital Projects & Infrastructure:
• provided references
• proposed contract implementation scheme
• policy/practice regarding absenteeism and vacations
• policy/practice regarding training of both guard and supervisory staff
Quotation No. Q-14-2018 maintains the current number of crossing guard stations and conditions
of service for year 1, which is the 2018/2019 school year (September 2018 to June 2019). The
term of this contract is to include 3 school years from September 2018 to June 2021 inclusive.
Each subsequent school years' service is subject to acceptable health and safety documentation
and satisfactory performance evaluation of the prior years' service. The City reserves the right not
to extend to the subsequent school year, should the requested documentation set out in Appendix
D — Request for Quotation Particulars, Material Disclosures, of the Quotation document not be
acceptable and/or the performance evaluation not be acceptable, if in so doing the best interests
of the City will be served. In conjunction with staffs review of the contractor's previous work
experience, check of references submitted, and review of relevant documentation during the
evaluation stage, the quotation is deemed acceptable.
Upon careful examination of the quotation and relevant documents received, the Engineering
Services Department recommends the acceptance of the low bid submitted by Neptune Security
Services Inc. for Quotation No. Q-14-2018 in the total amount of $1,213,020.00 (HST included) for
three years, and that the total net project cost of $1,092,903.00 (net of HST rebate) be approved.
Attachments:
1. School Crossing Guard Program Location Map
2. Supply & Services Memorandum dated May 3, 2018
ENG 12-18
Subject: School Crossing Guard Program
Quotation No. Q-14-2018
June 18, 2018
Page 4
Prepared By:
4/4.
Nathan ErnR y
Coordinator, Traffic Operations
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Scott ooker
Manager, Capital Projects & Infrastructure
Ray Rodrigues
Manager, Supply & Services
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Approved/Endorsed By:
Rich rd Holb•rn, P.Eng.
D -ctor, Engineering Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
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PICKERI NG
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DICKERING
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Memo
To: Richard Holborn May 3, 2018
Director, Engineering Services
From: Jacqueline Charles
Senior Purchasing Analyst, Supply & Services
Copy: Administrative Assistant, Engineering Services
Ray Rodrigues, Manager, Supply & Services
Subject: Quotation No. 0-14-2018
School Crossing Guard Services
Closed: Thursday, May 3, 2018, before 12:00 noon
File: F-5300-001
Quotation Q-14-2018 was advertised on the City's website on April 12, 2018, Two
companies have submitted a bid for this project.
There are three stages in the evaluation process which are outlined in Part 2 - Evaluation of
Quotations of the Terms of Reference.
Stage I determines which submissions satisfy all the mandatory submission requirements and
provides Respondents the opportunity to rectify deficiencies. One of the submissions were
deemed non-compliant with mandatory submission criteria and were provided the opportunity to
rectify any deficiencies. One Respondent satisfied the mandatory requirements within the
rectification period. Two 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 quotations proceeded to Stage 111, which consists of an evaluation of the
submitted pricing in accordance with the price evaluation method set out in the Pricing Form
(Appendix C).
Neptune Security Service Inc. is the top ranked Respondent with a submitted price of
$338,000.00 (HST Excluded).
A budget of $600,000 was provided to Supply & Services for this procurement.
In accordance with Appendix ❑ - Request for Quotations Particulars, Item B: Material
Disclosures, the following documents will be requested from Neptune Security Service Inc.
a) The Company's proposed contact implementation scheme;
b) The Company's policy/practice regarding absenteeism and vacations;
c) The Company's policy/practice regarding training of both guard and supervisory staff;
ATTACHMENT# IuI.I.F`(.3ii5
a-
d) the Company's certification of confirmatro-n-urunTrarid supervisory staff successful
completion of a Police Record Check
e) The company's certification of confirmation of Guard and supervisory staff successful
completion of the Company's Guard training program
f) The City's Health and Safety Form completed, currently dated and signed; and
g) The City's certificate of insurance or approved alternative form shall be completed by the
bidder's agent, broker or insurer.
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 report 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.
JC
Attachment(s): (2)
Quotation No. Q-14-2618 Page 2 of 2
School Crossing Guard Services