HomeMy WebLinkAboutOES 39-08
Ciiq 01
REPORT TO
EXECUTIVE COMMITTEE 4 6
Report Number: OES 39-08
Date: November 10, 2008
From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Facility Snow Removal
- Quotation No. Q-69-2008
File: A-1440
Recommendation:
1. That Report OES 39-08 regarding Facility Snow Removal be received;
2. That Quotation No. Q-69-2008 submitted by C&R Paving Inc. for Snow Clearing
and Salting Service - Facility Parking Lots Schedule A in the amount of $89,000
plus GST for Year 1 and $95,500 plus GST for Year 2 and Schedule C (hourly
rates) Year 1 and Year 2 be accepted; and
3. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary:
Quotations have been received for the provision of Snow Clearing and Salting services
at the Facility Parking Lots for a two year term to commence November 18, 2008.
Staff recommend acceptance of the low bid submitted by C&R Paving Inc. for the 2008-
2009 winter season.
Financial Implications:
1.
QUOTATION AMOUNT
Q-69-2008
GST
Total including GST
GST Rebate
Total
$184,500
9,225
193,725
( 9,225)
$184,500
Report OES 39-08
Subject: Facility Snow Removal
4 7 - Quotation No. Q-69-2008
November 10, 2008
Page 2
2.
APPROVED SOURCE OF FUNDS
Facilities Operations Current Budget
Year 1 (November 18, 2008 - April 30, 2009):
Civic Complex
East Shore (Seniors)
Don Beer
Community Centres
Recreation Complex
- Central Core
- Pool
- Arena
Year 1 Total
Year 2 (November 1, 2009 - April 30, 2010):
Civic Complex
East Shore (Seniors)
Don Beer
Community Centres
Recreation Complex
- Central Core
- Pool
- Arena
Year 2 Total
$184,500 maximum over 2 years
2124-2435 $ 8,000
2572-2435 6,750
2715-2435 10,500
2719-2435 21,250
2731-2435 14,200
2733-2435 14,100
2735-2435 14.200
$89,000
2124-2435 $ 9,000
2572-2435 7,000
2715-2435 11 ,000
2719-2435 23,500
2731-2435 15,000
2733-2435 15,000
2735-2435 15.000
$95,500
The total annual cost of the current contract for Year 1 amounts to $89,000 plus GST.
Year 2 has an increase in annual costs in the amount of $6,500 plus GST, which will be
reflected in the annual operating budget for the 2010 forecast. The extension of Year 2
of the contract to the contractor is contingent upon satisfactory performance in Year 1,
budget, City's requirement and acceptable rates to be reviewed by the City in 2009.
Sustainability Implications: Not Applicable.
Background:
Quotations for Q-69-2008 were received on October 14, 2008. Twelve (12) companies
were invited to participate, and four (4) have responded by the closing deadline.
Quotations shall be irrevocable for 60 days after the official closing date and time.
CORP0227-07/01 revised
Report OES 39-08
November 10, 2008
Subject: Facility Snow Removal
Quotation No. Q-69-2008
48
Page 3
The quotation summary is as follows:
P' .
5 h d I A F Tf
GST E t
r1cmg - c e ue - aCI lies - x ra
Bidder Facilities
Year 1 Year 2
C&R PavinQ $89,000.00 $95,500.00
CSR Services $93,500.00 $93,500.00
Gerrits Property Service $91,775.00 $96,165.00
Lloyd's LandscapinQ $152,613.75 $160,244.00
References for the low bidder have been checked and are determined to be
satisfactory. The Health and Safety Policy, Clearance Certificate issued by Workplace
Safety and Insurance Board and the WSIB Cost and Frequency Record as submitted
by C&R Paving Inc. have been reviewed by the Coordinator, Health & Safety and are
deemed acceptable.
This year's' service contract for snow removal and salting has been significantly re-
worked to better represent a "best practice" approach. Two of the major revisions to the
contract are as follows:
1. The provision of salting has been incorporated with the snow removal contractor.
In this way, the one contractor is responsible for the site and this eliminates
coordination issues with the Operations Centre.
2. The contract has been revised from a "per event" basis to a flat rate seasonal
contract. This provides a firm revenue stream for the contractor, and allows the
contractor to assume the risk on the number and severity of storm events.
As a result of the seasonal contract approach, the City actually attracted four
contractors to bid this contract, three of whom were very competitive.
On a go forward basis, this type of service contract arrangement will provide the City
with an accountable method of monitoring this work. It is difficult to compare previous
budgets, as they were based on "call-outs". This contract method represents a
marginal increase of $14,000 annually but also includes the salting which was not
budgeted for previously. This methodology will also provide the City with a fixed annual
cost which is not affected by uncertainty due to varying winter conditions. The
proposed 2009 draft current budget has been revised to reflect these costs.
The Manager, Supply & Services concurs with this recommendation.
Attachments:
Not Applicable.
CORP0227-07/01 revised
Report OES 39-08
November 10, 2008
Subject:
I;. 49
Facility Snow Removal
Quotation No. Q-69-2008
Page 4
Prepared By:
r;t?J
Tony Prevedel
Division Head, Facilities Operations
Everett Buntsm
Director, Operations & Emergency
Services
~~.
Gillis Paterson
Directo Corporate Services &
Treasur r
I
Vera A. Fe emacher, CPP, CPPO, CPPB,
CPM, CMM III
Manager, Supply & Services
TP:lg
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City \
/1
CORP0227-07/D1 revised