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HomeMy WebLinkAboutENG 07-26 Report to Executive Committee Report Number: ENG 07-26 Date: May 4, 2026 From: Richard Holborn Director, Engineering Services Subject: School Crossing Guard Program Single Source - One Year Extension Quotation No. Q2023-37 File:A-1440 Recommendation: 1. That Council approve the award of a one-year extension of the School Crossing Guard contract to Carraway Inc. for the 2026/2027 school year in accordance with the City’s Purchasing Policy Sections 09.03 (d). 2. That Council authorize the Director, Finance & Treasurer to finance the 2026 portion of the School Crossing Guard Program in the amount of $264,730.00 (net HST) as approved in the 2026 Current Budget and that financing for 2027 portion, in the amount of $397,094.00 (net HST) be provided for in the 2027 Current Budget request, for a total amount of $661,824.00 (net HST); and, 3. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. 1.0 Executive Summary: The purpose of this report is to request Council to authorize a one-year contract extension to Carraway Inc., the City’s current school crossing guard service provider, for the 2026/2027 school year. The existing contract for the supply and administration of school crossing guard services was awarded to Carraway Inc. through Quotation No. Q2023-37 for the 2023/2024 school year. The contract was extended for an optional second and third year to the 2025/2026 school year in accordance with the terms and conditions of Quotation No. Q2023-37. The City’s contract with Carraway Inc. is set to expire on June 30, 2026. Staff recommends that the contract with Carraway Inc. be extended for one additional school year until June 30, 2027. Carraway Inc. has provided an excellent level of service on this contract over the last ENG 07-26 May 4, 2026 Page 2 three years, and staff believe a one-year extension would prove to be cost effective and beneficial to the City. There are sufficient funds approved in the 2026 Crossing Guard Current Budget for the first four months of the extension from September 2026 to December 2026. The balance of the extension, from January 2027 to June 2027, will be requested in the 2027 Current Budget. 2.0 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and, Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. 3.0 Financial Implications: The annual cost for the provision of the school crossing guard program is provided for in the Crossing Guard Current Budget account 10505.502260.0000. The one-year extension of the crossing guard contract with Carraway Inc. will see an increase to the cost to the program equal to the Consumer Price Index (CPI) in accordance with the initial bid document. The initial contract with Carraway Inc. stated that CPI would be determined 90 days prior to expiry of the contract on June 30, 2026, therefore the amount of the CPI that will be applied to the contract will not be available until May 2026. Staff however are seeking approval to the extension of this contract prior to the CPI being known to ensure continued coverage of school crossing guards. To estimate the cost of the 2026/2027 crossing guard program for this report, staff has assumed a CPI of 2.1%, which was the annual average for 2025. The estimated cost of the 2026/2027 Crossing Guard Program is detailed in the following table. An amount of $676,289.00 (net HST) was approved in the 2026 Current Budget for the school crossing guard program and includes three additional crossing guard locations, of which only one additional guard station has been added to date. 3.1 Estimated Crossing Guard Program Cost One-year Extension to Contract # Q2023-37 (2026/2027) ENG 07-26 May 4, 2026 Page 3 September 2026 to December 2026 January 2027 to June 2027 Total 2026/2027 $260,151.00 $390,226.00 $650,377.00 HST (13%) 84,549.00 Total Gross Project Cost HST Rebate (11.24%) Net Project Cost $734,926.00 (73,102.00) $661,824.00 The school crossing guard program budget has sufficient funds for the remainder of 2026 (September to December). Funds for the balance of the one-year extension (January – June 2027) will be requested through the 2027 budget process. 4.0 Discussion: The purpose of this report is to request Council to authorize a one-year contract extension to Carraway Inc., the City’s current school crossing guard service provider, for the 2026/2027 school year. The City of Pickering contracts the placement of adult school crossing guards at 37 school crossing stations at various locations across the City. The current contract for the supply and administration of school crossing guard services, Quotation No. Q2023-37, was awarded to Carraway Inc. for the 2023/2024 school year and, was extended for the 2024/2025 and the 2025/2026 school year in accordance with the terms and conditions of Quotation No. Q2023- 37. The current school year ends on June 26, 2026, and the current contract with Carraway Inc., is set to expire on June 30, 2026. Staff recommend that Carraway Inc. be extended by one school year to continue to manage the school crossing guard program until June 30, 2027. In accordance with Purchasing Policy PUR 010, Section 9.03 (d) The extension or reinstatement of an existing contract would prove most cost effective or beneficial. The extension shall not exceed one year. A new procurement process will be initiated in spring 2027. Over the last three years, Carraway Inc. has been providing excellent customer service and has acted on all concerns brought forward by the community and City staff with respect to the placement and training of the school crossing guards in a timely manner. The extension of the existing contract for one additional school year would prove cost effective and beneficial to the City and ensures that there is not a break in service. ENG 07-26 May 4, 2026 Page 4 As a requirement of the extension, the City’s Health & Safety Regulation form, a current Certificate of Clearance issued by the Workplace Safety & Insurance Board, and a Certificate of Insurance will be submitted by Carraway Inc. The Certificate of Insurance will be reviewed by the Division Head, Finance to be deemed acceptable. The recommendation to extend the school crossing guard contract with Carraway Inc. for one year is in accordance with the City’s Purchasing Policy Section 09.03 (d). Attachment: None. Prepared By: Nadeem Zahoor, Manager, Transportation & Traffic Prepared By: Nathan Emery, Coordinator, Traffic Programs & Operations Approved/Endorsed By: Richard Holborn, Director, Engineering Services Approved/Endorsed By: Stan Karwowski, Director, Finance & Treasurer Approved/Endorsed By: Cathy Bazinet, Manager, Procurement Recommended for the consideration of Pickering City Council By: Marisa Carpino, M.A. Chief Administrative Officer