HomeMy WebLinkAboutCS 04-12
9 6 C Report To
Executive Committee
I KERI Report Number: CS 04-12
Date: January 16, 2012
From: Everett Buntsma
Director, Community Services
Subject: Tender No. T-17-2011
- Tender for Street Light Maintenance & Electrical Locates
- File: A-1440
Recommendation:
1. That Report CS 04-12 of the Director, Community Services regarding the tender
for municipal street light maintenance and electrical locates be received;
2. That Tender No. T-17-2011 submitted by Langley Utilities Contracting Limited in
the amount of $611,789.91 (HST included) and a net cost of $543,024.72 (net of
HST rebate) be approved;
3. That the appropriate City of Pickering officials be given authority to give effect
hereto.
Executive Summary: The City of Pickering owns and operates approximately
6,800 street light luminaires.
The current 3 year contract for the provision of municipal street light maintenance and
underground locates expires in February, 2012 and staff have issued a tender for a new
3 year service contract. Tender No. T-17-2011 was issued on November 23, 2011 and
closed on December 15, 2011. The low bid of $611,789.91 (HST included), submitted
by Langley Utilities Contracting Ltd., the City's current provider, is recommended for
approval.
Financial Implications: Labour, equipment, and materials cost will increase by
approximately the rate of inflation. However, the amount of work foreseen for the future
will increase due to mandatory changes in the industry. At this time, it is not known
what affect if any, this will have on the City's annual total cost. However, the annual
operating budget makes provisions for such contingencies and staff monitor the
expenditures carefully.
Report CS 04-12 January16, 2012 7
Subject: Tender for Street Light Maintenance & Electrical Locates Page 2
The proposed funding requirements for this tender, subject to Council approval, would
be as follows:
1. Tender Amount
Tender No. T-17- Yr 1 (2012) Year 2 (2013) Year 3 (2014) Total (3 Years)
2011
Year (Subtotal) $177,785.50 $177,785.50 $185,836.00
$541,407.00
HST (13%) 70,382.91
Sub-Total 611,789.91
HST Rebate (68,765.19)
(11.24%)
Total $543,024.72
While the contract establishes unit pricing for the repair and maintenance of the City's
street light infrastructure, actual costs incurred are based on actual deficiency quantities
(motor vehicle collisions, underground faults and failed components etc.).
The funding for this tender is included each year in the Current Operating Budget. In
2011, the budget was $325,000 which included the previous tender plus the above
mentioned additional costs.
Sustainability Implications: This project provides for ongoing maintenance of the
municipal street lighting system to promote vehicular and pedestrian roadway traffic
safety, and security throughout the City.
Background: The City of Pickering,owns and operates approximately 6,800
street light luminaires. Historically, municipal street lights were designed and
maintained by Pickering HydroNeridian. Due to a ruling by the Ontario Energy. Board,
local energy distributers can no longer perform this work given their ownership
relationship with municipalities.
Consequently, the contracted services for the general maintenance, inspection and
repair (both routine and emergency) of street lights, poles, underground and
aboveground wiring as well as related devices and the provision of construction street
light locates has been provided by a private contractor working under contract to the
City for the past three years.
As the current 3 year municipal street light maintenance contract expires on February
28, 2012, City staff have re-issued a Tender for this work for another three year term.
Of the three companies submitting a tender for this project, Langley Utilities Contracting
Limited has submitted the lowest bid and meets all specifications and contract
requirements in order to complete the work.
Report CS 04-12 January 16, 2012
98
Subject: Tender for Street Light Maintenance & Electrical Locates Page 3
A review and comparison of the unit rates and quantities from previous years indicates
that the costs have remained relatively unchanged. However, it is expected that the
value of the contract and the 2012 budget will increase as numerous mandatory
requirements need to be implemented to ensure public safety. Utility locates, ongoing
pole replacement due to severe cracking, and stray voltage mitigation represent a
significant portion of the anticipated increase in expenditures associated with street light
maintenance. Staff records indicate that the City expenditure for the provision of
underground street light wiring locates (a component of the tender contract) for conflict
avoidance is approximately $40,000 per year.
The Health & Safety Policy, NEER Statement and Certificate of Clearance issued by
Workplace Safety & Insurance Board as submitted by Langley Utilities Contracting Ltd.,
have been reviewed by the Coordinator, Health & Safety, and deemed acceptable. The
Certificate of Insurance has been reviewed by the Manager, Finance & Taxation and is
deemed acceptable. In conjunction with staff's review of the contractor's previous work
experience, check of references submitted and bonding available on this project, the
tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the
Community Services Department, Operations Division recommends acceptance of the
low bid Tender No. T-17-2011, submitted by Langley Utilities Contracting Ltd. in the
amount of $611,789.91 (HST included) be approved.
In accordance with the Purchasing Policy Item 06.12 (c), an award over $125,000 is
subject to Council approval.
Attachments:
1. Supply & Services Memo dated December,15, 2011
Prepared By: Approved/Endorsed By:
Grant Smith ~l verett Buntsma
Manager, Municipal Operations & Fleet 0 Director, Community Services
Services
Report CS 04-12 January 16, 2012 99
Subject: Tender for Street Light Maintenance & Electrical Locates Page 4
Prepared by: Approved/Endorsed By:
Vera A. Felgemacher Gil Paterson
C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer
Manager, Supply & Services
MP:lr
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering ity Council
4, Zo 12,
Tony Prevedel, P. Eng.
Chief Administrative Officer
ATTACFiMENT# I TOREPORT# GS04 -I 2
1 0 0 of .3 _
ICKF IIG Memo
To: Everett Buntsma December 15, 2011
Director, Community Services
From. Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Municipal Operations & Fleet Services
Coordinator, Roads & Infrastructure
Subject, Tender No. T-17-2011
Tender for Street Light Maintenance and Electrical Locates
- File: F-5400-001
Tenders have been received for the above project. An advertisement was placed in the Daily
Commercial News and on the City's website inviting companies to download the tendering
documents for the above mentioned tender. Three (3) bidders submitted a tender for this
project.
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,
which has been done.
Copies of the tenders are attached for your review along with the summary of costs.
SUMMARY
Harmonized Sales Tax Included
r._ - .
Bidder Total Tendered Amount After Calculation Check
_ - -
Langley Utilities Contracting Ltd. $611,789.91 $611,789.91
Fellmore Electrical Contractors Ltd. j $802,002.14 $801,995.36
Black & McDonald Ltd. I $1,376,130.67 $1,376,130.78
_i__ Pursuant to Information to Bidders Item 29, the following will be requested of the low bidder for
your review during the evaluation stage of this tender call. Please advise if you would like us to
proceed with this task.
(a) a copy of the Health and Safety Policy to be used on this project:
(b) A copy of the current Workplace Injury Summary Report issued by Workplace
Safety & Insurance Board (in lieu of the Workplace Injury Summary Report
document, a copy of the current CAD 7, NEER, or MAP reports may be
submitted);
ATTACHMENT#J---m T0REP0RT#M C-{--12 101
of 3 -
(c) a copy of the current Certificate of Clearance issued by Workplace Safety &
Insurance Board;
(d) The City's. certificate of insurance or approved alternative form shall be
completed by the bidder's agent, broker or insurer;
(e) a copy of a valid Ontario Electrical Contractor Licence issued by the Electrical
Contractors Registration Agency of the Electrical Safety Association( ECRA/ESA)
and copies of valid Licenses for all Master Electricians who will be assigned to this
project;
(f) a copy of valid certificates of qualifications issued by the Ontario Ministry of
Training, Colleges and Universities for all of the company's Journeyman
Electricians and Powerline Technicians who will be assigned to this project;
(g) a copy of valid certificate(s) of the Infrastructure Health & Safety Association
(IHSA) trained "Street Light Maintainer - Level 1 and "Street Light Re-
Lamper" 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 (i.e. management,
drafting and technical staff); and
(h) a plan outlining how an emergency response time of less than 2 hours is to be
achieved.
Please include the following items in your Report to Council
(a) if items (a), (b), (c), and (e) through (g) noted above, are acceptable to the Co-
ordinator, Health & Safety;
(b) if item (d) - Insurance - is acceptable to the Manager, Finance & Taxation;
(c) any past work experience with the Langley Utilities Contracting Ltd., including work
location;
(d) without past work experience, if reference information is acceptable;
(e) the appropriate account number(s) to which this work is to be charged;
(f) the budget amount(s) assigned thereto,
(g) Treasurer's confirmation of funding;
(h) related departmental approvals; and
(i) related comments specific to the project.
Note: Tenders shall be irrevocable for a period of sixty (60) days after the official date of
closing.
Please do not disclose any information to enquiries except you can direct them to the City's
website for the unofficial bid results as read out at the public tender opening. Bidders will be
advised of the outcome in due course.
If yo require further information, please feel free to contact me or a member of Supply &
Servi es.
L:aI
VAF/jg
Attachments
_
December 15, 2011
Tender No. T-17-2011 Page 2
Tender for Street Light Maintenance and
Electrical Locates
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