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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 I � C Scott ooker Manager, Capital Projects & Infrastructure Ray Rodrigues Manager, Supply & Services NE:mjh 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 jcpx.e_ 4, w/8 ;, Ii ; 11 CHERRYWOOD CLAREM l NT -1 — 11 I I•1 a �' fh; 1 .,..- ari ii �V �� , r � ,J - _, r - _ rr 0 Ril __��'1` • � �i &Of _.-i LEGEND p Grassing w - v - '� - �, V I � CI ' 1 -�I V o 11 =-•� Guard Location — 22 Site # rit rig [cr.-) 4 - la% 3: ,,,,,-77w �' Li 4-�f='R 1 I L.. • la TJ I 40 Ao , iii 1% prj. . ix = ■ poll WILT , • L.,,, opit-- -4 w. - li _. . - t_, :', , 10.01101. id "2 . 0 r- _ il .. peiro 7 4!k\I--, I= ii: -t VP ,.... di 1.,„„ It -, • _ii ., A „._, lik d _ -...,,. .• WNW kilt fig 1 O W 1 ,_ 1] . , PrP. - a ti�. FM LAKE cw�aa o Engineering Services rtment School Crossing Guard Program - G SCALE 1:40 peps RAI Sept,DATE. 2O17 Existingschool crossing locations g PICKERI NG 61,4 DICKERING C.! 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