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HomeMy WebLinkAboutFIR 02-21Report to Council Report Number: FIR 02-21 Date: April 26, 2021 From: John Hagg Fire Chief Subject: Supply and Delivery of a Fire Pumper Rescue Replacement - Quotation No. Q2020-5 - File: A-1440-001-21 Recommendation: 1. That RFQ No. Q2020-5 submitted by Safetek for the Supply and Delivery of a Fire Pumper Rescue Replacement project in the amount of $1,045,551.00 (HST included) be accepted; 2. That the total gross project cost of $1,109,961.00 (HST included) and the total net project cost of $999,554.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $999,554.00 as follows: a) the sum of $990,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed 15 years; b) the sum of $9,554.00 be funded from property taxes; c) the annual repayment charges in the amount of approximately $87,500.00 be included in the annual Current Budget for the City of Pickering commencing 2021, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid; 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 draft by-law attached to this report be enacted; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As approved in the 2020 Capital Budget, the Fire Services Department will require one pumper rescue apparatus to replace one pumper rescue apparatus currently in service. For the purpose of supplying this apparatus, Quotation No. Q2020-5 was prepared and advertised on the City’s website on January 27, 2021. The closing date was extended to March 3, 2021 due to specification changes. FIR 02-21 April 26, 2021 Subject: Supply and Delivery of a Fire Pumper Rescue Replacement Page 2 The Evaluation Committee scored the quotations and established Safetek as the highest ranking Respondent. The total gross project cost is estimated to be $1,109,961.00 (HST included) and the total net project cost is estimated at $999,554.00 (net of HST rebate). Financial Implications: 1. Quotation Amount Quotation No. Q2020-5 $925,266.00 HST (13%) 120,285.00 Total Gross Quotation Cost $1,045,551.00 2. Estimated Project Costing Summary Quotation No. Q2020-5 $925,266.00 Tools and Equipment (5340.2003.6178) Contingency Sub Total Cost 50,000.00 7,000.00 $982,266.00 HST (13%) 127,695.00 Total Gross Project Cost $1,109,961.00 HST Rebate (11.24%) (110, 407.00) Total Net Project Cost $999,554.00 3. Approved Source of Funds 2020 Fire Services Capital Budget Description Supply and Delivery of a Fire Pumper Rescue Replacement Expense Code 5340.2003.6159 5340.2003.6178 5340.2003.6159 Source of Funds Debt – 15 Years Subtotal – Debt 15 Years Property Taxes Total Funds Budget $825,000.00 175,000.00 $1,000,000.00 0.00 $1,000,000.00 Required $939,120.00 50,880.00 $990,000.00 9,554.00 $999,554.00 Project Cost under/(over) approved funds by $446.00 FIR 02-21 April 26, 2021 Subject: Supply and Delivery of a Fire Pumper Rescue Replacement Page 3 This apparatus will require necessary tools and equipment that will require custom mounting and fitting in order to ready it for service. A portion of the funds will be required for the purchase and installation of this equipment. Discussion: This pumper rescue apparatus, as approved in the 2020 Capital Budget and bid under Q2020-5, will be primarily utilized to respond to emergency incidents throughout the City that include structure fires, automobile accidents, medical emergencies, industrial alarms, and specialized rescues. It is designed to be highly maneuverable, carry 1900 liters of water, and has a pump capacity rating of 7,000 liters per minute. The estimated time to have this apparatus built and in-service is 18 months after the successful respondent is awarded. This time allows Pickering Fire Services’ and Operations staff to carefully oversee the construction of the apparatus and ensure it is fully operational before it is deemed ready for service. This includes installing any additional tool mounts and equipment mounts not included in the purchasing contract, and training Operations and Fire Services staff on the apparatus’ maintenance and use. When the apparatus is ready for service it will be added to the Pickering Fire Services vehicle fleet. It will replace City vehicle 532, the 2005 Smeal pumper rescue apparatus which is past it’s 15 year service life and is overdue for replacement. Major tools and equipment required for purchase include Hurst eDraulic rescue tools, fire hose, nozzles, and a thermal imaging camera. Specifications for this apparatus were developed based on consultation with Purchasing staff, City Operations staff, the Fire Services Joint Health and Safety Committee, and Training Division staff. Submissions have been received to the quotation call, which closed on March 3, 2021 with two respondents submitting quotations for this project. Fire Services staff have reviewed the previous work experience of Safetek, the references provided and the bid is deemed acceptable. Upon careful examination of all quotations and relevant documents received, the Fire Services Department recommends the acceptance of the RFQ submitted by Safetek for RFQ No. Q2020-5 in the amount of $1,045,551.00 (HST included) and that the total net project cost of $999,554.00 be approved. Attachments: 1. Supply & Services Summary Memorandum dated March 22, 2021 2. Draft By-law for the Supply and Delivery of a Fire Pumper Rescue Replacement project FIR 02-21 April 26, 2021 Subject: Supply and Delivery of a Fire Pumper Rescue Replacement Page 4 Prepared By: Approved/Endorsed By: Jason Yoshida Ray Rodrigues, CPPB Deputy Fire Chief Manager, Supply & Services Caryn Kong, CPA, CGA John Hagg Senior Financial Analyst-Capital Fire Chief & Debt Management Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer JY:jm Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Interim Chief Administrative Officer Original Signed By: Original Signed By: Original Signed By: Original Signed By: Original Signed By: Original Signed By: To: John Hagg Director, Fire Services March 22, 2021 From: Lisa Chang Buyer, Supply & Services Copy: Administrative Assistant, Fire Services Deputy Fire Chief Manager, Supply & Services Subject: Quotation No. Q2020-5 Fire Pumper Rescue Replacement Closing Date: March 9, 2021 at 12:00 Noon. File: F-5300-001 Quotation Q2020-5 was advertised on the City’s website on January 27, 2021 of which two companies have responded. Stage I – Mandatory Submission Requirements – determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies, which was not required for this RFQ. Two quotations proceeded to Stage II – Evaluation. The City conducted negotiations with Safetek Emergency Vehicles Ltd. in accordance with Part 2 – Evaluations, item 3.6 Safetek Emergency Vehicles Ltd. is the top ranked respondent with a submitted price of $925,266 (HST Excluded). A budget of $1,000,000 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. In accordance with Appendix D – Request for Quotations Particulars, Item B: Material Disclosures, the following documents will be requested from Safetek Emergency Vehicles Ltd. (a)A copy of the City’s Health and Safety Policy form currently dated and signed; (b)A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; and (c)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. Memo Attachment #1 to Report FIR 02-21 Page 2 of 2 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. After receiving Council’s approval, an approved “on-line” requisition will be required to proceed. Please direct all enquiries to Supply & Services. Respondents will be advised in due course. If you require further information or assistance, do not hesitate to contact me or a member of Supply & Services. RR/lc The Corporation of the City of Pickering By-law No. /21 Being a by-law to authorize the Supply and Delivery of a Fire Pumper Rescue Replacement project in the City of Pickering and the issuance of debentures in the amount of $990,000.00. Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the “City”); and, Whereas the Council of the City wishes to proceed with debenture financing for the Supply and Delivery of a Fire Pumper Rescue Replacement project; and, Whereas before authorizing the Supply and Delivery of a Fire Pumper Rescue Replacement project, the Council of the City had the Treasurer update the City’s Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and therefore, Local Planning Appeal Tribunal (LPAT) approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Local Planning Appeal Tribunal approval is not required, the Council of the City approved report FIR 02-21 on the date hereof and approved the Supply and Delivery of a Fire Pumper Rescue Replacement project in the City of Pickering; Attachment #2 to Report FIR 02-21 By-law No. /21 Page 2 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as “Supply and Delivery of a Fire Pumper Rescue Replacement”; 2. That the estimated costs of the project in the amount of $999,554.00 be financed as follows: a). the sum of $990,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed 15 years; b). the sum of $9,554.00 be funded from property taxes; c). and such financing arrangements are hereby authorize; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2021 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; By-law passed this 26th day of April, 2021 ___________________________________ Dave Ryan, Mayor ___________________________________ Susan Cassel, City Clerk