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Home My WebLink AboutENG 23-18--Cq;of--p](KERJNG From: Richard Holborn Director, Engineering Services Report to Council Report Number: ENG 23-18 Date: September 17, 2018 Subject: Tender for Streetlight Maintenance and Electrical Locates -Tender No. T-20-2018 -File: A-1440 Recommendation: 1. That Tender No. T-20-2018 for Streetlight Maintenance and Electrical Locates submitted by Alineutility Limited in the total tendered amount of $1,380,917.57 (HST included) with a net project cost of $1,243,562.00 (net of HST rebate) funded from the Streetlight Current Budgets, be approved for the 3, 1-year terms from the date of award to September 30, 2021 subject to the annual review of the Contractor's performance; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The 2018 Current Budget includes annual funding for the maintenance and repair of the City's approximately 7,800 streetlight luminaires, and for providing electrical utility locates for the buried streetlight wiring. Staff has issued a tender for a new 3 year service contract. Tender No. T-20-2018 was issued on August 10, 2018 and closed on September 5, 2018. The low bid of $1,380,917.57 (HST included), submitted by Alineutility Limited is recommended for approval. Financial Implications: This tender is for up to a 3-year term. The first contract term is scheduled from the date of award to September 30, 2019. The second contract term is tentatively scheduled from October 1, 2019 to September 30, 2020. The third contract term is tentatively scheduled from October 1, 2020 to September 30, 2021. The City reserves the right to not extend the contract to the second or third term should the Contractor's performance not be satisfactory. ENG 23-18 Subject: Tender for Streetlight Maintenance and Electrical Locates Tender No. T-20-2018 September 17, 2018 Page 2 The proposed funding requirements for this tender, subject to Council approval, would be as follows: 1. Tender Amount Tender No. T-20-2018 Tender Amount (HST 13%) Gross Tendered Amount 2. Total Project Cost Tender No. T-20-2018 Tender Amount (3 Years) HST (13%) Gross Project Cost HST Rebate (11.24%) Net Project Cost Year1 (2018/2019) $395,367.00 3. Approved Source of Funds. Tender No. Account Code T-20-2018 Year1 2325.2478.0000 Year2 (2019/2020) $407,288.51 Year3 (2020/2021) $419,455.44 Budget $402,326.00 * Total (3 Years) $1,222,050.95 158,866.62 $1,380,917.57 $1,222,051.00 158,867.00 1,380,918.00 137,358.00 $1,243,560.00 Required $402,326.00 * As the majority of Year 1 expenditures will occur in 2019, appropriate funds will be requested in the 2019 Current Budget and future annual provisions for 2020 and 2021. While the contract establishes unit pricing for the repair and maintenance of the City's streetlight infrastructure, actual costs incurred are based on actual deficiency quantities (failed components, underground electrical wiring faults, and motor vehicle collisions, etc.) The funding for this tender will be included in the Streetlight Current Budget annually for the 3 year contract period. ENG 23-18 Subject: Tender for Streetlight Maintenance and Electrical Locates Tender No. T-20-2018 September 17, 2018 Page 3 Discussion: Staff has issued a tender for a new 3-year service contract for the maintenance and repair of the City's approximately 7,800 streetlight luminaires and associated infrastructure, and for providing electrical utility locates for the buried streetlight wiring. Tender No. T-20-2018 was issued on August 10, 2018 and closed on September 5, 2018 with 3 bidders responding. The low bid of $1,380,917.57 (HST included), submitted by Alineutility Limited, is recommended for approval. The total tendered contract value is $402,326.00 (net of HST rebate). The majority of this amount will occur in 2019. Appropriate funds will be requested in the 2019 Current Budget. Award of the tender to Alineutility Limited, will be conditional upon receiving the City's Health & Safety form, Certificate of Clearance issued by the Workplace Safety & Insurance Board, Certificate of Insurance and requisite approvals. The previous work experience and references of Alineutility Limited have been reviewed and deemed to be acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends acceptance of the low bid submitted by Alinutility Limited for Tender No. T-20-2018 in the amount of $1,380,917.57 (HST included),, and the total net project cost of $1,243,560.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated September 5, 2018 2. Record of Tenders Opened and Checked ENG 23-18 September 17, 2018 Subject: Tender for Streetlight Maintenance and Electrical Locates Tender No. T-20-2018 Page 4 PreparejB 1: ~ I . ~~--P~ Scott Booker Manager, Capital Projects & Infrastructure Ray Rodrig s Manager, Supply & Services SB:mjh Recommended for the consideration of Pickering City Council Approved/Endorsed By: . ard Holoorn, P. Eng. rector, Engineering Services -Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer f/JJ .s,f. ,o, 7.Dle Tony Prevedel, P.Eng. Chief Administrative Officer ·-10REPOR #_£_'/J{f] :J:5-l9 A TACHMENT#--/ of Ir--04°f-PJ(KERJNG To: Richard Holborn Director, Engineering Services From: Ray Rodrigues Manager, Supply & Services --Copy: Administrative Assistant, Engineering ServiGes Subject: Tender No. T-20-2018 Tender for Streetlight Maintenance and Electrical Locates Closed: Wednesday, SeptembE:lr 5, 2018 -2:00pm File: F-5400-001 Memo September 5, 2018 Tender No. T-20-2018 was advertised on the City's website on August 10, 2018. Three -_companies-h_ave submitted a bid for this project. .A copy of the Record of Tenders Opened and Checked us_ed at the pu_blic tender opening is attached. Tenders shall be irrevocable for 60 days after the official. closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered Lin it prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). Three (3) bids have been retained for review at this time and are attached. Bidder Alineutility Limited Summary (3 Year Total) Harmonized Sales Tax Included Total Tendered Amount $1,380,91_7.57 Langley Utilities Contracting Limited $1,419,602.24 Black & McDonald Limited $1,488,782.71 After Calculation Check $1,380,917.57 $1,419,602.24 $1,488,782.71 Pursuant to Information to Bidders Item 27 and Tendering Specifications Item 21, the following documentation will· be requested of Alineutility Ltd. for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: ATTACHMENT# __ TO EPORT# d-of 'r' --fN(,Z}-tg Enquiries can be directed to the City's website for the unoffidal 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. · .j}r-Attachments September 5, 2018 Tender No. T-20-2018 Page 3 -~o/- P](KER]NG City of Pickering Record of Tenders Opened and Checked Tender Description: Streetlight Maintenance and Electrical Locates Tender No.: T-20-2018 Date: Time: Wednesday, September 5, 2018 .Approx. 2:15 pm Local Time Bidder Name Total Tendered Amount -Black & McDonald Limited $. 1 .-sg 7a2 -71 · Langley Utilities Contracting Limited $; lflq bo2·vf A Line Utility Limited $ I 3 i?D GJr7 -~ Cr·~~ P~sent I r "1 , Bidder Sign In ~·-l l .. ) ,,...~ // ,/ . ; !,-./ ,Q 9c.,,,cc_ •1'7.~·1-✓t /. . l ,: --l,'V ' ,.-· ,,,....;-, . V Other , }..) r ./ ;if:?- ~" ~\ 6 z::= =--= ==-- H _"'-\ -, Comments The information is strictly preliminary, pending review and verification of conformance to terms, conditions and sp~cifications. --------·--·-----····-----···--··-------- ~ -t f; :r: ::s: m z 1-~ ·b-1~ - 0 -:::0 m -0 0 ~ ll: r~-\ .~ .'.3' ~ vj ( . -~