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HomeMy WebLinkAboutCS 50-06 C5,t CitIf o~ REPORT TO EXECUTIVE COMMITTEE Report Number: CS 50-06 Date: September 25, 2006 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Tender / Contract Approval - Councils' Summer Recess Recommendation: 1. That Report CS 50-06 of the Director, Corporate Services & Treasurer reporting on tendering and contract approvals during Councils' Summer Recess be received; and 2. That Council pass a resolution ratifying the approval of the Tenders and Contracts contained in this Report by the Chief Administrative Officer during Council's summer recess (i.e., from June 26 to July 23, 2006 and from July 24, 2005 to September 11, 2006) being RFP-7-2006 Network Switch Replacement Project; the Microsoft (Software) BPS Enterprise Agreement and Tender T-2-2006 Lighting Retrofit Pickering Civic Complex and Pickering Public Library. Executive Summary: Not applicable Financial Implications: Not applicable Background: On May 21, 2002 Council passed Resolution #80/02 Item 4 authorizing the Chief Administrative Officer act in Council's approving capacity on behalf of Council during any recess, break or absence of City Council, which states in part: "2. That, subject to the Council approved Purchasing Policy & Procedures, the Chief Administrative Officer be authorized to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council on the condition that: (a) such actions are in compliance with the Purchasing Policy & Procedure as approved under Resolution 136/02; and (b) the costs thereof are within the budget previously approved by Council; and (c) a report respecting those approvals is subsequently submitted to Council. Report CS 50-06 Date: September 25,2006 () 5.'''' I d Subject: Tender / Contract Approval - Councils' Summer Recess Page 2 Circumstances were such that one RFP and an agreement required approval by the Chief Administrative Officer during Council's summer 2006 recess. It is recommended that Council receive this Report for information and ratify the approval of RFP-7-2006 Network Switch Replacement Project, the Microsoft (Software) BPS Enterprise Agreement and Tender No. T-2-2006, Lighting Retrofit New lighting Fixtures & Provision of Lighting Control Systems at Pickering Civic Complex and Pickering Public Library. Therefore, under authority of the foregoing, the following was approved by the Chief Administrative Officer during the "summer recess" of Council: RFP-7-2006 ReQuest for Proposals - Network Switch Replacement Proiect Approved Budget Financing - 5206.0621.6177 Project Costs (over) under Approved Funds $147,000 $ 92,599 $ 54,400 Total Net Cost excluding GST Proposal No. RFP-7-2006 submitted by Net Cyclops Inc. for Nortel replacement switches and annual equipment maintenance approved; and Net Cyclops Inc. be identified as the vendor of choice to maintain the switches including any enhancements to the Nortel switch system during the life span of the equipment while located within the Civic Complex. Microsoft BPS Enterprise Aareement - Microsoft Software Uparades Approved Budget Financing - 5206.0606.6174 System & Software Upgrades $107,000 $107,000 Total Net Cost excluding GST - Year 1 of 3 years Project Costs (over) under Approved Funds $ o Agreement to purchase Microsoft software upgrades with Software Spectrum, qualified large account reseller (alAR) of the Management Board Secretariat by way of the Microsoft Broader Public Sector (BPS) Enterprise Agreement. C5Z', Report CS 50-06 Date: September 25, 2006 Subject: Tender / Contract Approval - Councils' Summer Recess Page 3 Tender No. T-2-2006 LiQhtinQ Retrofit, New LiQhtinQ Fixtures & Provision of LiQhtinQ Control Systems at PickerinQ Civic Complex and PickerinQ Public Librarv Approved Budget Financing - 5700.0606.6181 Replacement - Upgrade Computerized Lighting System - as per Energy Audit by Siemens 3.5 year payback) - 2005 Federal Gas Tax funding $250,000.00 Project Costs (over) under Approved Funds $191,730.64 $ 58,269.36 Total Net Cost excluding GST Low tender No. T-2-2006 submitted by Dynamic Energy Services Inc. approved. Attachments: 1. Supply & Services Memorandum April, 13, 2006 2. IT Memorandum dated June 22, 2006 3. IT Memorandum dated June 28, 2006 4. Supply & Services Memorandum August 16, 2006 5. Operations & Emergency Services Memorandums (2) August 29, 2006 6. Resolution #80/02, Item #4 Approved I Endorsed By: />?~ _ ~~'0'5- ;~ Gillis A. Paterson Director, Corporate Services & Treasurer Vera A. Felgemacher Manager, Supply & Services GAP:vf Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council l\ /r " CORPORATE SERVICES DEPARTMENT SUPPLY & SERVICES MEMORANDUM ""1_:\~<::D 05,. If. !TO Rl='-'OD'T #fSfJJ"", " 1__ ..' ...1",__ f\. ,.1.....' Date: April 13, 2006 To: Jon Storms Manager, Information Technologies From: Jill Hone Buyer Subject: Request for Proposal RFP-7-2006, Replacement of Computer Switches Terms of reference for the above request for proposals were provided to twelve companies. A mandatory site visit was arranged for Tuesday, March 21 st, 2006 during which nine vendors attended. Seven proposals have been received by the deadline of 12:00 noon Wednesday, April 12, 2006. A compliance checklist and summary is as follows: Mandatory Submission Requirements 8.2. Submissions must include the following mandatory documentation, assembled in the following order and numbered accordingly for ease of reference for the City. Submissions which are not presented as requested or do not include the required information will have an adverse affect on the consideration and evaluation of the bidders' proposal. 1. Bidder's corporate profile including the length of time the company has been established. 2. Provide three (3) examples of similar projects completed within the previous three (3) years that compare in scope, magnitude and value to this project, together with the contact information of the client representatives that may be contacted for a reference. 3. Describe bidder's capacity for superior service, innovation and unique approaches for the replacement of Computer Network Switches. 4. Identify the key team members and describe their individual qualifications, professional designations, capabilities and most recent relevant experience in this type of project. 5. Provide details of work program and work timetable. 6. Cost of proposed solutions. 7. Statement to acknowledge addenda received i.e. #1, #2 as applicable or include the signed Addendum. Where no addenda are issued by the City, a statement to reflect "no addenda" shall be included. 053 RFP-7 -2006, Replacement of Computer Switches April 13, 2006 Page 2 . Mandatory Submission 8.2.1 8.2.2 8.2.3 8.2.4 8.2.5 8.2.6 .. 8.2.7 Requirements, Item 8.2. . . . Albert White Technologies . . . . . . . Bell Canada . . . . . . . Conpute . . . . . . . Cygnal . . . . . . . I ntesys . . . . . . . Net Cyclops Inc. . . . . . . . Network Builders . . . . . . Compliance Checklist It is the responsibility of the user departmentto perform reference checks during the evaluation. Therefore, it is acceptable for the Manager of Information Technology to undertake the reference check and summarize comments for consideration. A copy of each proposal is provided for your information and review in accordance the evaluation form provided. Please advise when you would like to meet to evaluate the proposals as a committee. Results of this proposal are not disclosed to enquiring bidders at this time. They will be advised accordingly of the outcome. Please direct any bidder enquiries to Supply & Services. If you require further information or assistance with the evaluation of this proposal, please contact me at extension 2122. Ijh Attachments Copy: Supervisor, Network Support -\ " ~ \l/ '~i'~' ' . i :/ ""-'. ~)' ;; ,/ CITY OF PICKERING .', [::'" U~\J SITE VISIT ATTENDANCE RECORD Tuesday, March 21,2006, 10:30 A.M. Pickering Civic Complex RFP-7 -2006 Replacement of Computer Network Switches Pickering Civic Complex Company ."-,,',- ",' ....-..",...,...-::...,'.,:.... . -';:::::-.",'....:," ':<... ,......:/'.:/..... . PRINT Your Name' /; /v{ L~A-e-L~- . .:Z-7lc I (_:'~/C J' .~. L ( [Dr ~ 'l.!' 7 ' (~/'1 /. ,);vr.1t-c ,',4?-1t"lf/P{J V;;17}~t(i;( (/JJ;C;y!~f;?Y E. rll/!) ~. (1-, L-.. _ i..C-- J ' ]kLtu k'A.""-'v ! '--- / 1. /'" \,,:)~)MC/< L<s- 9t{j'~/f-~5? -,;:&~ Cc-u LS'~I5. ..// I'd--! .-;- '~!1f;r t.-;.' !?q7M;>U) .in' .1 I ' ~ ."-"",' ~..... 'Is .. ' . ~./ I (}l. if r/'....11;.' .-'" . I.. I '- ,,~.j ,l_(~~_.- '"- . V J r It 1),^ \ ,fud' \ , LIILt - ~ It; . 1?5v G':,~, ~A \)~1~41~(t{)1[~1I3 \11~6-J ~k~~k, i~ 1'Z/0(//'t! '1'c;5 '(,E3f-7C3 3 Lf(fo,99:l. G15 W~/\J/Ol rj;..gL " . \~ .. L,...LU---J !l C~, : ( " {LU I~ .110 G . -<..... G:; N /J -;;> /1 (III.. - Jc(7-f 2/'2.. /' /' /)L.. /"'7/AA/~'1 CITY Staff Present L OUi) (J) C1) .J: o .... .~ en .::.:. C/) ~ X (l) 0 (l) ~ ~E Cl. o C1) Cl. 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W .0 E 0) :2: 0) ~ .E E o U 06j. .,CHMENT#~~~~~T# ~. 5o,()(; ~ 'L" .k':".;" :} V u; ;'1> C I Tv ('1"-' _.::> . "- ik# CORPORATE SERVICES DEPARTMENT '.'''' I ICKERI(\}(" INFORMATION TECHNOLOGY SECTION .JUN 2 32006 MEMORANDUM CORPOR ' Tr- IM C SERVICES June 22, 2006 ;......'__.,~..._."'........,.""" c....~;O'.M=.",...."u......................."'.'._....,..-:""""~,~.......'?~1::""'_~'".;:1-,,_""...'.--::'\,:". L_._._h'_'.' C~/:', () Gillis A Paterson [8ECE!V~~U.1l1 7- 2006 ~ j Director, Corporate Services & Treasurer !L~c.__.._.._..,! ~~Lq~t~~P J Jon G. Storms !_._t-YVD '.f.OPV - CIRCULATE TO: ! : :'M\-.,'C+' COUNCIL ::~:::~' ~::r:::~::r::C:::~::ent (52 rl:~'~:vKG. ~;;~~:~SCOM I Y'E,1 i~ Eiv1ERG. LEGAL :.; .j ..,. .! ".". J J To: ......1 j J .J From: Subject: I \..l....ii-..:::.o.1l . FIRE The 2006 IT capital budget contains a line item with a c.Qs1PJ)L$. purchase of Microsoft software, via the Microsoft B~1e~~ The cost for software purchases for the first year of a three-year contract. The total projected cost of the project is $321,000, including taxes. Initially, it appeared that the item cost, which exceeds $81,000, would require Council's approval before the purchase could be initiated. It also appeared that the cost would require quotations to be called. IT is currently in a Microsoft BPS (Broader Public Sector) Select Agreement (SA) with a Large Account Reseller named Software Spectrum which will expire September 2007 but is renewable every 3 years. IT is recommending the software purchase for 2006 be allotted to Software Spectrum while entering into a Microsoft BPS Enterprise Agreement (EA) for a period of 3 years from the date of signature. The EA is different in nature - product and quantity commitments are established, bundles and standard group of products are available and priced approximately 30 to 40 percent less than the SA because of these commitments. The EA does not cancel the SA and software assurance continues from the SA to the EA First, the software being purchased was developed by Microsoft - the City's standard developer of software for desktop and operating systems. Second, Microsoft has entered into a master agreement with the Management Board Secretariat which is available to the Broader Public Sector, including municipal governments, wherein there is standard government pricing for all governments regardless of the quantity being purchased. (' 6 .'. \.; .... G. Paterson Microsoft Enterprise Aqreement Page 2 June 22. 2006 Third, to receive the government prICing, a municipality must sign a BPS Agreement with a Microsoft authorized reseller and IT has done so with Software Spectrum in the BPS Select Agreement. Only resellers authorized to market on behalf of the software publisher (Microsoft) are eligible for consideration in these agreements. However, it needs to be noted that signing with another authorized reseller would have no negative legal connotations, and would immediately void the previous contract. Pickering was not always signed with Software Spectrum. About four years ago, the City was signed with Soft Choice. The level of customer support was found to be waning, so IT switched to Software Spectrum. Prior to Soft Choice, I believe IT used the services of another reseller as well, although I do not recall the name. Suffice it to say, Software Spectrum has provided the City with both excellent service and pricing, and that is why IT has retained their services. It is certainly possible that other authorized resellers could provide pricing and support for this budget item. Although resellers receive the same costs from Microsoft and cannot seIl the product above the negotiated government price, it is possible some resellers could reduce their profit margin and offer further discounts. Software Spectrum has recently spent many hours assisting the IT Supervisor with understanding what the Microsoft BPS Enterprise Agreement entails, to identify which software and quantity commitment the City needs to include in the Agreement going forward and will provide products and support for a new three year term. As Software Spectrum is an authorized reseller on behalf of the software publisher (Microsoft) and has been providing excellent support to the City, IT entering into the Microsoft BPS Enterprise Agreement with Software Spectrum is recommended. Ganesh Thiagarajan, Sr. Procurement Manager, Management Board Secretariat, has advised the Manager, Supply & Services that staying with a vendor where all is going well in an SA is a good and appropriate transition to an EA. .,"...'0"......-"...._....._. -- ....,,',... "d ~.' .." ~.'~_ .,_ .__ ^U''''."" . I v--. -- ~- ...:.~-,;;'"....,._,.....-.. 063 G. Paterson Microsoft Enterprise Aqreement Page 3 June 22, 2006 To recap: 1. Microsoft has signed an Master Agreement with the Management Board Secretariat, Ministry of Government Services which includes municipalities. The agreement stipulates standard government pricing. 2. To access this Agreement, a municipality must sign a non-binding contract with a reseller authorized to sell on behalf of the software publisher (Microsoft). Pickering is currently signed with Software Spectrum, one of the three largest authorized software resellers in the GT A and also one of five resellers deemed by the Management Board Secretariat as a Qualified large Account Resellers (QlAR) to serve their ministries. 3. For about the past four years, Software Spectrum has provided IT with excellent service and support and would like it to continue with Software Spectrum within the Microsoft BPS Enterprise Agreement. 4. The Manager, Supply & Services has reviewed this memorandu I and edits have been made in certain areas for clarification purposes. . ~Initial) Please advise IT if it can proceed with entering into the Microsoft BPS Enterprise Agreement. ~. _ . r '?~ -;2 C- ;: C . Gillis A. Paterson, C.fvl.i\ . Duector, Corporate Services & Treasurer .'-'.~;i~E~N~' . JUt 1 a 2006 .:pLV-AMO S€.R:ViCES ,~TTACHMENT #3~.~~"., ,'~"". " ~d'" ~. r; ci"'(PT ~ :> . h)' "'..(: \-1"/ \rl;:: C'l' 1.1"', \(;::: C, ',' i\) r.. '" <~~ _ ~ ,.. . ~...... ' 1 ..,: 11 ;) .,"' \. '-.. ~ 1 ., ~ '..~,'. C6,~ "I' ". J: ., n', ; ;~.. 1,._ ~, [Ul,: CORPORATE SERVICES DEPARTMENT C'~ ~J:'i \f J' ~>;r\ (:.:'~\.!;r':::Q v,.;ll 1...1 ",'ll.) v<..ll\J (.,i_V MEMORANDUM From: Jon G. Storms Manager, Information Technology ,=ILE I FOLLOW UP 1"" I__~.W.~':._COPY - CIRCULATE TO: 1=P::::!L;5:~~___- COUNC Il i i ::.,:,;.:iL H<G ! I CAO MGMT COI\l1 " F:~I:_.:"'.'~IEni"'-r-j(: LE R K .___J..:.:......:.:.~l?X~:...~=r::..lljl:!MAN f1ES_=_ =f"5:.':':;:.:j:&~~EI~==1=~=i~ROJ:-i.:r;m:~ '....:....---- l=t CUST. Ct\RE , ; r'.t:! .',.- I r\fi'" ' ..... I...... r '1 'I L...,..........,. ...__._...._.._... GFt u.,::> 1. & I.\Dr,. L._._..L_~_~, ,,,,_,,,_, ....,. ,_~~~_.._M~_L_J.;..~,,.~;~:=.~~~,~..~~ June 28, 2006 To: Thomas J. Quinn Chief Administrative Officer Subject: RFP-7 -2006 Request for Proposals -- Network Switch Replacement Project Please be advised that proposals have been received for the above noted project. Twelve (12) companies were invited to participate. Two (2) addendums were issued. Nine (9) companies attended the mandatory site visit of which seven (7) responded by the closing date and time. In accordance with Reference item 9,5, the two highest scoring proposals were short listed for consideration, they being Net Cyclops Inc. and Bell Canada. Both were invited and made presentations to the evaluation committee during the evaluation process. The current network switches were installed over four years ago. The replacement switches will offer the following benefits to the corporation. First, they are newer; therefore, less prone to failure. If a switch should fail, all pes connected to the switch would not longer be able to communicate with the computer network. Second, the replacement switches will accommodate VolP should the City decide to pursue that option in the future. Third, the switches will allow gigabit (billion) traffic versus the current 100mb (million) capacity. Finally, the project will divide the computer network into subnets, which in turn will offer the network more security should it be attacked. The subnets will also improve traffic-flow efficiency. Purchasing Policy (Section 04.09) states where it expected that the total purchase price of a proposal is greater than $54,000, acceptance of a proposal is subject to Council approval. During the summer recess of Council, the Treasurer and CAO may provide approval as per Report CS 12-00 (Resolution #85/00 Item #1) and Report CAO 04-02 (Resolution #80/02 Item #4) respectively. Proposals shall be irrevocable and valid for acceptance by the City for a period of ninety (90) days from the closing date of April 12, 2006 which is on or about July 12, 2006. Otherwise, extending the irrevocability and acceptance period will have to be made and agreed to by the proponent. Request for Proposal: Network Switch Replacement Project RFP No. RFP-7 -2006 June 28, 2006 Page 2 (' 6 !:~ .} \.) Recommendations 1. That RFP-7-2006 submitted by Net Cyclops Inc., the highest scoring proposal for Nortel replacement switches in the amount of $77,510.93, plus P.S.1. and 8.S.1., be approved. Additionally, the annual equipment maintenance cost of $8,229.00, plus P.S.1. and G.S.1., be also approved, and 2. Net Cyclops be identified as the vendor of choice to maintain the switches, including any enhancements to the Nortel switch system, during the life span of the equipment while located within the Civic Complex. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Financial Implications: RFP-7 -2006 Nortel Switches Annual Maintenance Cost Sub Total P.S.1. G.S.1. G.S.1. Rebate Total $ 77,510.93 8,229.00 $ 85,739.93 6,859.19 5,144.40 -5,144.40 m..S99.12 Attachments: 1. Supply & Services Summary Memorandum 2. April 13, 2006, Site Visit Attendance Record Prepared By: Approved I Endorsed By: ~'i / ~' - /i'~. 'n G. Storms /.' (~>Manager, Information Technology \ , .1 \ C'--~\l0 ~ i Vera A. Felgemacher Manager, Supply & Services }; ) .,7,.-.,.._.,,,,_ .'''. ..,,'".~,.. ""_.,, "',':':""",':';;'<_"7 c--..".:.....".... "."''- ~" 2:~ _~..__.:> ~_,.._", ..,....'",,___ ,"-.i'_~l#h,"'",~ti.~ Gillis A. Paterson Director, Corporate Services & Treasurer vI"~/ ~c1~/ " 6'''' U J iTACHMENT#.J'1 CORPORATE SERVICES DEPARTMENT 1'<"- l:...L" 5"0 . Qt.:: MEMORANDUM August 16, 2006 To: Steve Reynolds Division Head, Culture & Recreation From: Barbara Tran Buyer Subject: Tender - Lighting Retrofit, New lighting Fixtures & Provision of Lighting Control Systems at Pick€rilllg Civic Complex and Pickering Public Library Tender No. T-2-2006 Tenders have been received for the above project. A total of 14 companies were invited to participate of which 12 companies picked up a tendering package for a non- refundable fee of $50.00. One addendum was issued. A mandatory site visit was held on Wednesday, August 9, 2006; 11 bidders signed in and attended of which 5 bidders responded and submitted a tender for this project. An advertisement was placed in the Daily Commercial News, News Advertiser and on the City's website. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrev()ciable for 60 days after the official closing date and time. 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. Summary (PST included, GST included) Company Total Tendered After Calculation Amount $ Check $ Dynamic Energy Services Inc. 203,232.41 203,234.47 Enerqy Network Services Inc. 235,538.11 235,538.11 Canadian Tech Air Systems Inc. 448,993.39 448,993.39 (CTAS) ~ 4 Steve Reynolds C 6 7 T-2-2006 Lighting Retrofit, New lighting Fixtures & Provision of Lighting Control Systems at Pickering Civic Complex and Pickering Public Library Page 2 S ummary - ontlnue Company Total Tendered After Calculation Amount $ Check $ EllisDon Tender documents not returned in sealed envelope, automatic rejection. Reference: Purchasing By-law No. 5900-01, Procedure No. PUR 010-001, 10.04, Item 2; IB 1, 18, 19 and 20. AU Electrical Contracting Ltd. 'Original' Agreement to Bond form was not provided with the tender and therefore is an automatic rejection. Reference: Purchasing By-law No. 5900-01, Procedure No. PUR 010-001. 10.04, Item 9(c). IB 18, 19, and 20; TS 6. Honeywell Limited Unable to bid Siemans Building Technologies Ltd. Unable to bid Black & McDonald Unable to bid MDK Electric Unable to bid C d Pursuant to Information to Bidders Item 22, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise as soon as possible if we are to proceed in this direction. (a) a copy of the Health & 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) the City's certificate of insurance be completed by the bidder's agent, broker or Insurer; (e) a list of subcontractors as per Appendix A, Item 1.1; (f) Valid certificate(s) of qualification (electrician - construction and maintenance) issued by the Ontario Training Adjustment Board for personnel performing electrical service for the City. (9) Copies of current qualification certificates for each such personnel. (h) a copy of the current lock out procedure to be used. (i) a copy of Fall Arrest Policy; - -"t_..,.-~,-.-~~-,,;:"'1"<'-'=:;!~~",,~~~ C 6,) Steve Reynolds T-2-2006 Lighting Retrofit, New lighting Fixtures & Provision of Lighting Control Systems at Pickering Civic Complex and Pickering Public Library Page 3 - ,,;~2P Please review the copies of the bids. Include the following items in your Report to Council: (a) if items (a) through (i) noted above, are acceptable to the Safety & Training Co-ordinator; (b) the appropriate account number(s) to which this work is to be charged; (c) the budget amount(s) assigned thereto; (d) Treasurer's confirmation of funding; (e) related departmental approvals; (f) any reason(s) why the low bid of Dynamic Energy Services Inc. is not acceptable; and (g) related comments specific to the project. MCW as the consultants on this project will be reviewing submissions and making recommendations to you. The consultant should also review carefully all submittal information based on tendering instructions. If the consultant notices any infractions or information missing during the evaluation, please contact me or a member of Supply & Services as soon as possible. Duplicate copies of the bids are attached for the consultant's use. If you require further information, please feel free to contact me. ~U/ Barbara Tran /bt Attachments Copy for: Director, Operations & Emergency Services Supervisor, Facilities Operation "'" m CD it iii' 0 (D 0 ;e. :J CD C'l 0 a. S- CD " a. ~ CI> 0 "0 (D " (D a. a. 0 p -< CIl '" CD a :J ~ '" CIl Ell r0- o. C :J Ell '" '" CIl iii c:; ro- en S;:::C Cij' 00 3 :J Ell ~i :J CJl (0 (0 CD ~= S, ::!. r- '" -, a: ~, 5' m co -l 0. CIl '" :J' :J 0 ~ C1l CI> r 0: -< C1l CI> -<"., -< C1l OJ CIl (J) ~ UJ ![ -I- i- C:C:C: ~~~ OJ OJ OJ r-r-r- ITIIT1IT1 ddd OJ OJ OJ i:3ai:3 - --'--J m 0 (') )> OJ -I C 6~) :J '< -l r 0: (IJ CIl :J )> '- ::l lC OJ 0. 3 cn m ~ a. '< 5" CD CD Z ci' P ~ z .., C1l m Ell 0 ~ ::> fi' 3 (IJ CIl Q!. 0 cO '" C/l ;<- r () '< 0: ~, en cn -g. CIl (0 < < ci" fi' fi' ::l C1l (0 CJl CI> 5" 5" fl fl ~3:;e -Ell_ '-< '" ::> '" -< -< a;:~~i5. -I C1l C1l (0 (IJ '" '" CJl CIl l/l III (0 ;:;:00. ::l a. ~ CD .., )>.... Z n )> 9 7<'0. ::> 0. -I o '" ~ :J ~ [g. I N to - 0 (D CIl 0 o.~ Ol CD :;0 0: m 0 0 '" 0 "C 0 :;0 ~ 0 0 Dl 0 to)> fir " oce ~ nio ::> ., 0.'" CIl '" 3 a. z=i '" ::J 0-< a CIl (II mo 0- a. III :;0" -l-l ~ (f)-o '" 0 )> 0- ::I - c: '"{JO a.!!!. ~~ (C m^ c: zm (II 0.0 - m2;! c ..... :J 5" Oz .. )>G) N Z 0 0 0 en 0 ::J I to m 5 3 0 0 ~ ^ m ;u )> m en "0 0 en "0 G'i a z ?< Z N ..... 01 "0 3 (") 0 3: 3: m z -l en _,,-~!lII" '~l A C. t';, if '1.') ,...,."""""" I ti}'ORT # (S SO'()(. & EMERGENCY SERVICES DEPARTMENT RE & RECREATION DIVISION MEMORANDUM To: Everett Buntsma Director, Operations & Emergency Services From: Len Hunter Supervisor, Facilities Operations Subject: Tender No. T-2-2006 Please be advised that the above Tender for lighting retrofit, new lighting fixtures and provision of lighting control systems at the Pickering Civic Complex and Central library requires approval by the CAO. A summary of the Tender results is attached, prepared by the Divison of Supply & Services dated August 16, 2006. The consulting firm used on this project (MCW) have also reviewed the bids and have provided a recommendation (attached) to proceed with the low bid submitted by Dynamic Energy Services Inc., in the amount of $203,234.47. Capital funds are approved in the 2006 Capital Budget in the amount of $250,000.00 (Acct # 5700.0606.6181 - project code # 06-2124-005-08). Approximately $25,000.00 has already been committed for consulting fees. I have also received confirmation from Veridian that they have approved an incentive grant to the City for this project in the amount of approximately $10,000.00. Other incentives are also being applied for with the Ministry of Natural Resources Canada. After reviewing all of the supporting documentation, I recommend proceeding with the low bid submitted by Dynamic Energy Services Inc. pending satisfactory Health & Safety Securities information being reviewed by the Division of Supply & Services. Please advise if approved and I will forward an on-line requisition for your authorization to proceed with issuing a P.O. number for this project. ~;\ il/t1iJt'y Len Hunter LH:sm Copy: Division Head, Culture & Recreation Maintenance Mechanic, Facilities Attachments "\ t-"j ., l: I .L OPERATIONS & EMERGENCY SERVICES MEMORANDUM () .Z From: RECEIVED . FILE Thomas J. Quinn I.FOi-!:qv~...IP. L J tJ ,< . .... ! l' [j. COpy CI~CUlAT 1: :\:. Chief Administrative Officer ~,i'c ,.\YOf'--I COUNCIL I 'r-;;'::::~:';;:;;:;:;'~~-I""" CAD MGiViT COM . Everett Buntsma (tlPJG.) r~;fC(*:;~ERV. '-'i+CLERI< ; Director, Operations & Emergency servic~-~_iL~:V~~:",& ?E~. _. -1=I.~MAN R'S. _ \(L-Q~.~~.l,::".!~ i:lV1cR(~.:...... __ LEGAL . I CUi. J.j, "'Ee. CORI~ PROJ. & POL. TEender TR-2t-20f't06p . t r--k5:-==~-==t= ~~~l~;~~~~ADM nergy e ro I roJec r.-..(........:...----.. ! Civic Complex & Central Library ~._!N.~~~...._~,._.._~ ,---~""= - File: 0-8300-004-06 ! ;~, To: Subject: Attached is a recommendation from the Supervisor, Facilities Operations to award the above project to the low bid from Dynamic Energy Services Inc. in the amount of $203,234.47. Note that this is well within the budget amount of $250,000, In addition, Veridian will be providing a $10,000 incentive grant and application is being made to Natural Resources Canada for additional grants. These incentive grants will further reduce the City's monetary commitment. Your approval to award this project to Dyna~~~.,..~~.e.r~is~;:~~Yi~eqUested. C". j:>0 I . /"" /" ~Ji:.""?' ) --- EB:djb Attachment Copy: Director, Corporate Services & Treasurer Division Head, Culture & Recreation Supervisor, Facilities Maintenance -.c':""-;--, ~ RECEIVED CITY OF PICKERING SEP .. 1 2006 SUPFtY AID SEflVJCES ----- ,t (:"'J' ~ I ~'. ATIACHMEI\lT # L:TO REPORT' lof l.~S'o'~ - - . .:A..Drv1rNISTRi~ TION DEPARTIVIENT ,r1E Dr.H,n~ Dr nTTCl7()~l\.T '....' ......., 10 ~:;;J\.. t-J' jL,.. -' .2 i;) 1. '--"':' , R F= r: E;:" :, Ci~"Y ~~~'ji" MElv!OH..PJ\.TD U1\tf fyl" i' v ') ;.: ')1'\ f'r. I r\ I !... V LUlU CURPOFi.ATE: ::kH\!tCE::S May 27, 2002 TO: Tom Quinn. Chief Administrative Officer Oil Paterson, Director, Corporate Services & Treasurer FROM: Bruce Taylor, Clerk SUBJECT: Referrals from Council Meeting of May 21,2002 Please be advised that the Council of the City of Pickering passed Resolution #80/02, Item #4, at the Council Meeting of May 21,2002, as follows: 1. That Report to Council CAO 04-02 seeking authorization by the Chief Administrative Officer to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council be received; and 2. That subject to the Council approved Purchasing Policy & Procedure, the Chief Administrative Officer be authorized to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council on the condition that: a) such actions are in compliance with the Purchasing Policy & Procedure as approved under Resolution 136/01; and b) the costs thereof are within the budget previously approved by Council~ and c) a report respecting those approvals is subsequently submitted to Council. 3. That appropriate officials of the City of Pickering be authorized to give effect thereto. // /' ./;/ .. .:>f" // Bruce Taylor E,; 1" ~ di~ (.':OP:)'~ ~ ()Ui~J:l:: {~:nie:f i\.drninistra-civ:E'