HomeMy WebLinkAboutOES 18-03
CiÚf o~
REPORT TO
FINANCE & OPERATIONS COMMITTEE
Report Number: OES 18-03
Date: May 6, 2003
From:
Richard W. Holborn, P.Eng.
Division Head
Municipal Property & Engineering
Subject:
Tender No. T -6-2003 - Tender for Street Light Maintenance
Recommendation:
1. That Report DES 18-03 regarding a tender for street light maintenance be
received and that;
2. Tender No. T -6-2003 submitted by Veridian Connections, for streetlight
maintenance, in the amount of $360,765.75 be accepted and;
3. That staff at the City of Pickering be given the authority to give effect here to.
Executive Summary:
This contract is for the provision of all materials, labour, machinery, tools and appliances
for the general maintenance, installation and replacement of streetlights and poles in the
City of Pickering for a three (3) year period June 1, 2003 - May 31, 2006 in accordance
with plans and specifications prepared by the City of Pickering and MJS Consultants.
Financial Implications:
Tender T-6-2003 is a three-year contract for streetlight maintenance. Prices for each of
the three years have been received which include typical maintenance based on
estimated quantities, and also 'unit prices for unforeseen, major repairs and
replacements. Prices received by the low bidder are in line with estimates budgeted for
in the 2325 Streetlight Current Budget for 2003. Future budgets will be based on the
contract estimates.
Report OES 18-03
Date: May 6, 2003
Subject: T -6-2003
Tender for Street Light Maintenance
Page 2
Background:
Prior to the deregulation of hydro and the forming of Veridian Connections, the City of
Pickering traditionally used Pickering Hydro for all streetlight installation, repair and
maintenance activities. As the utility arm of Pickering and as a service provider solely to
Pickering residences and businesses, this arrangement was practical and reasonable.
After Pickering Hydro was dissolved, and several municipal hydro suppliers merged and
formed Veridian Connections, a private for profit organization, it was deemed appropriate
for the City to prepare a tender for competitive bids to provide streetlight maintenance
services.
Bids for Tender No. T -6-2003 were received on Wednesday April 9, 2003. Four (4)
companies submitted bids at the time of closing. The low bidder, Veridian Connections
has completed similar projects for the City in the past, and a check of their references for
projects of this caliber has been deemed acceptable by the Division Head, Municipal
Property & Engineering.
The Health and Safety Policy, a copy of the NEER Firm Summary Statement issued by
Workplace Safety & Insurance Board (in lieu of the Cost & Frequency document), and a
copy of the current Certificate of Clearance issued by Workplace Safety & Insurance
Board have been reviewed and deemed acceptable by the Safety & Training Coordinator.
Veridian has supplied copies of Journeyman Power Linemen certificates for staff that will
be assigned to this contract. According to the Electrical Utility and Safety Association,
these qualifications surpass the certifications of Street Light Maintainer and Street Light
Relamper specified in the contract documents.
Upon careful examination of all tenders, and relevant documents received, the
Operations & Emergency Services Department, Municipal Property & Engineering
Division recommends the acceptance of Tender No. T -6-2003, low bid submitted by
Veridian Connections in the total tendered amount of $360,765.75.
Attachments:
1. Memorandum from Manager, Supply & Services
2. Memorandum from Coordinator, Safety & Training
Report OES 18-03
Date: May 6,2003
Subject: T -6-2003
Tender for Street Light Maintenance
Page 3
Prepared By:
Approved I Endorsed By:
Everet tsma
Director, Operations & Emergency Services
Vera A. Felgemacher
Manager, Supply & Services
RWH:ws
Attachments
I:\COUNCIL\OESI8-03.docMay-O3
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
~
/ TOREPORT#()ES I ~-o3
ATTACHMENT# I of 1
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
April 9, 2003
To:
Richard Holborn /'
Division Head
Municipal Property & Engineering
Darrell Selsky
Supervisor, Municipal Works
Bill Starr
Coordinator, Traffic Engineering
From:
Vera A. Felgemacher
Manager, Supply & Services
Subject:
Tender for Street Light Maintenance
Tender No. T - 6 - 2003
Tenders have been received for the above project. Seventeen (17) companies
were invited to participate. An advertisement was placed in the Daily
Commercial News, News Advertiser Community Page and on the City's Website
all of which yielded interest from additional bidders. Twelve (12) bidders picked
up tendering documents for a non-refundable fee of $50.00 per set. A copy of the
Record of Tenders Opened and Checked used at the public tender opening is
attached.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking
tendered unit prices and extensions; unit prices shall govern and extensions will
be corrected accordingly.
Although all deposits other than the low three bidders may be returned to the
applicable bidders as provided for by Purchasing Procedure No. PUR 010-001,
Item 10.03(w), the four bids received are attached for review.
AiTACHMENT#~- TOREPORT# OES 1~-o3
-¿ of ~
Tender for Street Light Maintenance
Tender No. T-6-2003, April 9, 2003
Page 2
Summary
(PST included, GST included)
Veridian Connections
Lan Ie Utilities Contractin Ltd.
D.J. Charlton Power Line Construction Inc.
Dundas Power Line Ltd.
McTea ue Electric
AC/DC Electric
Sa e Electric Limited
MDK Electric
360,765.97
379,254.55
504,676.30
551,859.99
Unable to bid
Unable to bid
Unable to bid
Unable to bid
360,767.75
379,254.55
504,676.30
551,859.99
Pursuant to Information to Bidders Item 21, the following are being requested
of the low bidder for your review during the evaluation stage of this tender
call:
(a) a copy of the Health and Safety Policy to be used on this project;
(b) a copy of the current Cost and Frequency Report issued by Workplace
Safety & Insurance Board (in lieu of the Cost and Frequency document, a
copy of the current CAD 7, NEER, or MAP reports may be submitted);
(c) a copy of the current Certificate of Clearance issued by Workplace Safety
& Insurance Board;
(d) copy of valid certificate(s) of the Municipal Engineers Association (MEA)
or Hydro One certificates of qualifications for all of the contractor's
"Journeyman Linemen" who will be assigned to this project; certificates of
certification for Electrical Safety Authority (ESA) trained "Street Light
Maintainer", "Street Light Relamper" personnel who will be working on
the project, and a list of all other personnel and their job function as it
relates to this project (ie: management, drafting and technical staff)
(e) a plan outlining how an emergency response time of under 2 hours is to
be achieved.
ATTACHMENT#__I, rOREPORT# ()ES I ~-ò 3
3 of 4-
Tender for Street Light Maintenance
Tender No. T-6-2003, April 9, 2003
Page 3
Please review the copies of the bids. Include the following items in your
Report to Council:
(a) if items (a) through (c) noted above, are acceptable to the Safety &
Training Co-ordinator;
(b) any past work experience Veridian Connections including work location;
(c) without past work experience, if reference information is acceptable;
(d) the appropriate account number(s) to which this work is to be charged;
(e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding;
(g) related departmental approvals;
(h) any reason(s) why the low bid of Veridian Connections is not acceptable;
and
(i) related comments specific to the project.
Caryn Kong, Financial Analyst has received credit information on Veridian
Connections and upon its' review, is deemed acceptable.
If you require further information, please feel free to contact me.
Vera A. Felgemacher
Manager, Supply & Services
/bt
Attachments
Copy for: Director, Operations & Emergency Services
CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
Tender Description:
Street Light Maintenance Tender No.: T-6-2003
Date: Wednesday, April 9, 2003Time: Approx.2:15pm
D.J. Charlton Powerline
Construction.
Dundas Power Line Ltd.
Veridian Connections
MDK Electric
V
TO BID March 27/03
UNABLE TO BID March 31/03
UNABLE TO BID April 8103
UNABLE
McTeague Electric
AC/DC Electric
Sage Electric Limited
!~
-I
~
(ì
.:r
.3:
m
Z
~~-
0
-
t~
0
~
:rtl~
:<s
,c>
,.'
AT"!ACHMENlt+__" fOREPORT# dES /1S-o3
----L of -L- '
"
ADMINISTRATION DEPARTMENT
HUMAN RESOURCES DIVISION
MEMORANDUM
From:
Debra Wight
Coordinator, Safety & Training
AEC.:~ ~~,fj'fI/""Y ~
CiTY OF ~ e :\'$ It: '&JI
1 ICvr::t),,~.,....
r..-..,j'fi¡,;¡
APR 2 3 2003
SUPPLY A1~D SERVICES
April 23, 2003
To:
Barbara Tran
Buyer II
Subject:
Veridian Connections
Tender No, T-6-2003, Street Light Maintenance
As requested, I have reviewed the following documents submitted by the above-noted
prospective contractor:
. WSIB Clearance Certificate, dated February 24,2003
. NEER Firm Summary Statement, dated December 31,2002
.. Health & Safety Policy
. Copies of Journeyman Power Lineman Certificates
. Emergency Response Plan
From a health & safety perspective, these documents are acceptable.
If you have any additional questions, please feel free to contact me directly.
-9hl
Attachment: Reviewed documentation