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Home My WebLink AboutCST 26-12 [ ` °. ° - • • • , Executive Committee T� PIT CKERI V T1�T G Report Number: CST 26-12 1 6 ; Date: September 10, 2012 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Tender/ Contract Approval - Council's Summer Recess • Recommendation: 1. That Report CST 26-12 of the Director, Corporate Services & Treasurer regarding tender and contract approvals during Council's Summer Recess be received; and, 2. That Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer during Councils' summer recess being, Request for Proposal No. RFP-1-2012 Architectural & Engineering Design Services New Operations Centre, Tender No. T-2-2012 Liverpool Road Reconstruction, Tender No. T-7-2012, Supply and Installation of Sports Field Lighting Dunmoore Park Softball • Field #1, Tender No. T-14-2012 Rosebank South Park Landscape Construction, Tender No. T-18-2012, West Shore Boulevard Road Improvements and Provincial Vendor of Record (VOR) - Ricoh Print Management Proposal and Purchase of Print Management Software. Executive Summary: Council is required to approve contracts awarded by the Chief Administrative Officer during recesses of Council. The tender and contract approvals contained in this report were approved by the Chief Administrative Officer during the summer recess of Council, which met City Policy and were within the approved Budget. Financial Implications: The capital projects listed and described in this report are being funded from various sources as approved by Council in the Capital Budget and in Report CST 21-12 for debt financing. No. RFP-1-2012 Net Project Costs under (over) Approved Funds $356,286.00 No. T-2-2012 Net Project Costs under (over) Approved Funds $385,609.00 No. T-7-2012 Net Project Costs under (over) Approved Funds $ 28,393.60 No. T-14-2012 Net Project Costs under (over) Approved Funds $ 23,207.00 No. T-18-2012 Net Project Costs under (over) Approved Funds $178,846.00 Provincial VOR Estimated (over) Current Annual Costs ($ 4,903.60) Report CST 26-12 Date: September 10, 2012 Subject: Tender/ Contract Approval Page 2 - Council's Summer Recess 1 6 2 Discussion: Purchasing Policy Item 07 authorizes the Chief Administrative Officer to . act on behalf of Council in approving an award of a project, and the Treasurer is authorized to approve financing for same, during any recess, break or absence of City Council, on the condition that: (a) The project is in a budget approved by Council; (b) Such actions are in compliance with the Purchasing Policy and the Financial Control Policy; (c) The project is not debt financed; and (d) A report respecting those approvals is subsequently submitted to Council. Circumstances were such that two proposals and four tenders required approval by the Chief Administrative Officer during Council's summer 2012 recess. It is recommended that Council receive this Report for information and ratify the approval of Request for Proposal No. RFP-1-2012 Architectural Design Services New Operations Centre, Tender No. T-2-2012 Liverpool Road Reconstruction, Tender No. T-7-2012 Supply and Installation of.Sports Field Lighting Dunmoore Park, Tender No. T-14-2012 Rosebank South Park Landscape Construction and Tender No. T-18-2012 West Shore Boulevard Road Improvements. In addition, with the expiry of the current photocopier contract, a review of all photocopiers, printers, scanners and faxes was undertaken utilizing the selection of the Province of Ontario Vendor of Record, Ricoh Canada Inc. Therefore, under authority of the foregoing, the following was approved by the Chief Administrative Officer during the "summer recess" of Council: Request for Proposal No. RFP-1-2012, Architectural & Engineering Design Services, New Operations Centre The highest ranking proposal submitted by Rounthwaite, Dick and Hadley Architects Inc. (RDH). in the amount of $1,084,125 plus HST be approved. Financial Implications: 1. Proposal Amount Proposal No. RFP-1-2012 — Rounthwaite Dick & Hadley $1,084,125.00 HST (13%) 140,936.25 Gross Estimated Amount $1,225,061.25 HST Rebate (11.24%) (121 ,855.65) Net Cost $1,103,205.60 • Report CST 26-12 Date: September 10, 2012 Subject: Tender/ Contract Approval Page 3 1 6 3, - Council's Summer Recess u� 2. Approved Source of Funds Operations Centre — Municipal Garage Capital Budget Project Code Source of Funds Budget Required 5315.1201.6181 Debt— 20 year $1 ,475,000.00 $1,120,000.00 5315.1201.6181 Property Taxes 0.00 839.72 5315.1201.6181 Development Charges 25,000.00 22,874.28 Reserve Fund Total $1,500,000.00 $1,143,714.00 3. Estimated Project Cost Summary Request for Proposal RFP-1-2012 $1,084,125.00 Miscellaneous Tender Costs 2,000.00 Contingency Architectural Services 32,808.00 Total $1,123,933.00 HST (13%) 146,111.00 Gross Project Cost 1,270,044.00 HST Rebate (11.24%) (126,330.00) Net Project Cost $1,143,714.00 Net Project Costs under (over) Approved Funds $356,286.00 Tender No. T-2-2012, Liverpool Road, Road Reconstruction and Storm Sewer Work Annland Street to Ilona Park Road The low bid submitted by Wyndale Paving Company Limited for Tender No. T-2-2012 in the amount of $547,630.43 (HST included) be approved. Financial Implications: 1. Tender Amount • Tender T-2-2012 $484,628.70 HST (13%) 63,001.73 Sub-Total 547,630.43 HST Rebate (11.24%) (54,472.27) Total $493,158.16 2. Approved Source of Funds Roads Capital Budget Location Project Source of Funds Budget Required Code Liverpool Road 5320.1120 Debt 10 Year $950,000.00 $560,000.00 Internal Loan Reconstruction & Storm Property Taxes 0 4,391 .00 Sewer Work—Annland Street to Ilona Park Rd. Total $950,000.00 $564,391.00 Report CST 26-12 Date: September 10, 2012 Subject: Tender/ Contract Approval Page 4 - Council's Summer Recess 1 6 4 3. Estimated Project Costing Summary Tender T-2-2012 Liverpool Road, Road Reconstruction and $484,629.00 Storm Sewer Work—Annland Street to Ilona Park Road Materials Testing 10,000.00 Miscellaneous Costs 10,000.00 Contingency 50,000.00 Sub Total — Costs 554,629.00 HST (13%) 72,102.00 Total Gross Project Costs 626,731.00 HST Rebate (11.24%) (62,340.00) Total Net Project Costs $564,391.00 Net Project Costs (over) under Approved Funds $385,609.00 Tender No. T-7-2012, Tender for Supply and Installation of Sports Field Lighting — Dunmoore Park, Softball Field #1 The low bid Option C submitted by Wayne Electric Company Limited for Tender No. T-7-2012 in the amount of $174,133.00 (HST included) be approved. • Financial Implications: 1. Tender Amount Request for Tender No. T-7-2012 $154,100.00 HST (13%) 20,033.00 Sub-Total 174,133.00 HST Rebate (11.24%) (17,320.84) Total $156,812.16 • 2. Approved Source of Funds Parks Capital Budget— Dunmoore Park Project Code Source of Funds Budget Required 5780.1205.6181 Federal Gas Tax $ 30,000.00 $ 30,000.00 5780.1205.6181 Donations 20,000.00 20,000.00 5780.1205.6181/5780.1112.6181 Invest in Ontario 94,606.40 Grant $123,000.00 5780.1112.6181 Parkland Reserve 20,000.00 20,000.00 Fund Sub Total $193,000.00 $164,606.40 Additional Donations 0 15,000.00 Total $193,000.00 $179,606.40 Report CST 26-12 Date: September 10, 2012 Subject: Tender/ Contract Approval Page 5 1 ; 5 - Council's Summer Recess 3. Estimated Project Costing Summary Tender No. T-7-2012 $154,100.00 Consultant Fees 6,100.00 Miscellaneous & Tender Costs 1,300.00 • Contingency 15,000.00, Sub Total $176,500.00 HST (13%) 22,945.00 Total Project Cost 199,445.00 HST Rebate (11.24%) (19,838.60) Total Net Project Cost 11794606.40 Net Project Costs under (over) Approved Funds $28,393.60 Tender No. T-14-2012 - Rosebank South Park Landscape Construction The low bid submitted by Colpac Construction Inc. for Tender No. T-14-2012 in the amount of $139,635.23 (HST included) be approved. Financial Implications: 1. Tender Amount T-14-2012 $123,571.00 HST (13%) 16.064.23 Sub-Total 139,635.23 HST Rebate (11 .24%) (13,889.38) Total $125,745.85 2. Approved Source of Funds - 2012 Parks Capital Budget Location Project Code Source of Budget Required Funds Rosebank South 5780.1221.6129 Parkland $250,000.00 $191,793.00 Park Landscape Reserve Fund Construction 5780.1221.6129 Third Party $0.00 $35,000.00 Contributions R.F. (7501.0091) Total Funds Required $250,000.00 $226,793.00 Report CST 26-12 Date: September 10, 2012 Subject: Tender/ Contract Approval Page 6 - Council's Summer Recess 1 6 6 3. Estimated Project Costing Summary T-14-2012 —Tender for Rosebank South Park Landscape Construction $123,571.00 Miscellaneous & Tender Costs 1,500.00 Replacement of Fence along Rail line 8,958.00 Pre-purchase of Trees and Shrubs 15,542.00 Structural Engineering Consultant Fees 2,300.00 Playground Structures and Safety Surfacing 45,000.00 Materials Testing Allowance 1,000.00 Contingency 25.000.00 Total 222,871.00 HST (13%) 28,973.00 Total Gross Project Cost 251,844.00 HST Rebate (11.24%) (25,051.00) Total Net Project Cost $226,793.00 Net Project Cost (over) Under Approved Funds $23,207.00 Tender No. T-18-2012, West Shore Boulevard, Road Improvements, Oklahoma Drive to Sunrise Avenue The low bid submitted by Wyndale Paving Company Limited for Tender No. T-18-2012 in the amount of $448,780.57 (HST included) be approved. Financial Implications: 1. Tender Amount Tender No. T-18-2012 $397,150.95 HST (13%) 51,629.62 Gross Tender Amount 448,780.57 HST Rebate (11.24%) (44,639.77) • Net Tender Amount $404,1140.80 Report CST 26-12 Date: September 10, 2012 Subject: Tender/ Contract Approval Page 7 7 - Council's Summer Recess 2. Approved Source of Funds Roads and External Subdivision Capital Budget Location Project Code Source of Budget Required Funds Tender No. T-18- 5320.1118.6250 Debt 10 Year $330,000.00 $0.00 2012 West Shore 5320.1118.6250 Internal Loan-10 Boulevard Year 0.00 275,000.00 5320.1118.6250 Property Taxes 0.00 1,213.00 5320.1118.6250 Development Charges 0.00 14,478.50 West Shore Reserve Fund Boulevard-Storm (33.7%) Sewer Works 5320.1118.6250 0.00 28,484.50 (Growth Related) City's Share DC Reserve West Shore (66.3%) Boulevard-Storm Sewer Works (Growth Related) (4) Oil Grit 5321.1107.6253 City's Share DC 270,000.00 118,780.20 Separators Reserve (90%) 5321.1107.6253 Development 30,000.00 13,197.80 Charges Reserve Fund (10%) Total 30 000.00_ $451,154.00 Report CST 26-12 Date: September 10, 2012 Subject: Tender/ Contract Approval Page 8 - Council's Summer Recess 1 6 LY 3. Breakdown of Cost-West Shore Boulevard and Oil Grit Separators West Shore Blvd Oil Grit Separators Total Improvements Project Code 5320.1118.6250 5321.1107.6253 Budget $330,000.00 $300,000.00 $630,000.00 Estimated Project Cost Tender No. T-18-2012 279,456.00 117,695.00 397,151.00 Associated Cost: Miscellaneous, Tender& 6,200.00 6,200.00 Material Testing Contingency 28,000.00 12,000.00 40.000.00 Total Cost 313,656.00 129,695.00 443,351.00 HST (1.76%) 5,520.00 2,283.00 7.803.00 Net Project Cost to City 319,176.00 131,978.00 451,154.00 Net Position (Over) $10,824.00 $168,022.00 $178,846.00. Under 4. Breakdown of Growth Related & Improvements Works at West Shore Boulevard City's Work - New - Growth Total Improvements Related Tender Amount 241,156.00 . 38,300.00 279,456.00 Misc & Material 6,200.00 6,200.00 Testing Contingency 24,080.00 3,920.00 28,000.00 Total 271,436.00 42,220.00 313,656.00 New HST Cost to 4,777.00 743.00 5,520.00 City (1 .76%) Net Project Cost to 276,213.00 42,963.00 319,176.00 City Report CST 26-12 Date: September 10, 2012 Subject: Tender/ Contract Approval Page 9 6 - Council's Summer Recess 5. Estimated Project Costing Summary Tender No. T-18-2012 West Shore Boulevard, Road $397,151.00 Improvements —Oklahoma Drive to Sunrise Avenue Materials Testing 5,000.00 Miscellaneous Costs 1 ,200.00 Contingency 40,000.00 Sub Total — Costs 443,351.00 HST (13%) 57,636.00 Total Gross Project Costs 500,987.00 HST Rebate (11.24%) (49,833.00) Total Net Project Costs 4 1 154.00 Net Project Costs (over) under Approved Funds $178,846.00 Provincial VOR -Ricoh Print Management Proposal and Purchase of Print Management Software That the proposal received from Ricoh Canada, based on the terms of Standing Agreement VOR-1027 from the Ministry of Government Services of the Province of Ontario for the provision of multi-function devices and printers be accepted. Financial Implications: 1. Current Annual Cost Annual contract cost—Toshiba— 21 single function $28,000.00 photocopiers Annual HP Printer Cost — 187 units — Consumables 49,000.00 Annual HP Printer Repair Costs 3,600.00 Annual Cost to upgrade existing copiers 6,000.00 Current annual paper cost 27,500.00 Estimated annual energy cost 950.00 Current Annual Cost $115.050.00 2. Proposed Annual Contract Cost - Ricoh Annual cost— Equipment - $5,065.12 per month x 12 months $60,781.44 Estimated annual total cost per copy (CPC) - $5,022.68 per 60,272.16 month x 12 months Current annual paper cost 27.500.00 Total Annual Cost $148.553.60 Report CST 26-12 Date: September 10, 2012 • Subject: Tender/ Contract Approval Page 10 - Council's Summer Recess 1 7 0 3. Estimated Net Annual Increase Net Increase $33,503.60 Less —estimate annual HP printer repairs (3,600'.00) Less —estimated annual HP printer replacement (five year (21,000.00) average) Less —estimated saving paper cost (4,000.00) Less—energy savings TBD Estimated net annual contract cost increase $4.903.60 4. Print Management Software Print Management Software — One time cost only $34,960.00 Savings 2012 — scanner not required (3,000.00) Systems scan for credit card numbers underexpenditure (7,000.00) Back up Tape Replacements — not required (1,000.00) GIS —to be rebudgeted in 2013 as a larger project (23,960.00) Net additional one time cost 0 Attachments: 1. Directive Memorandum dated July 11, 2012, Resolution No. 100/12 2. Community Services Memorandum, July 26, 2012 3. Community Services Memorandum, July 19, 2012 4. Community Services Memorandum, July 27, 2012 5. Community Services Memorandum, July 25, 2012 6. Community Services Memorandum, August 5, 2012 7. Corporate Services Memorandum, August 3, 2012 Prepared By: Approved / Endorsed By: Vera A. Felgemacher Gillis A. Paterson, C.M.A. C.P.P., CPPO, CPP:, C.P.M., CMM III Director, Corporate Services & Treasurer Manager, Supply & ervices GAP:vaf Copy: Chief Administrative Officer Report CST 26-12 Date: September 10, 2012 Subject: Tender/ Contract Approval Page 11 1 7 1 - Council's Summer Recess Recommended for the consideration of Pickering Cit Council Tony Prevedel, P.Eng. Chief Administrative Officer ATTACHMENT#_TO REPORT# --� Legal and Legislative Services 1 ; 2 Clerk's Office Directive Memorandum July 11, 2012 . To: Gil Paterson Director, Corporate Services & Treasurer From Debbie Shields City Clerk Subject: Direction as per Minutes of the Special Meeting of City Council held on July 9, 2012 Director, Corporate Services & Treasurer, Report CST 21-12 Approval of Debt Financing and Internal Loans for Council Approved Capital Projects to be Undertaken During the Summer Recess of Council Council Decision Resolution #100/12 1. That Report CST 21-12 of the Director, Corporate Services & Treasurer regarding:. a) approval of debt financing for the West Short Boulevard Road Improvements - Oklahoma Drive to Sunrise Avenue, Liverpool Road Reconstruction and Storm Sewer Work- Annland Street to Ilona Park Drive, and Architectural Services for the new Operations Centre projects to be undertaken during the summer recess. of Council; and b) approval of internal loans for the Ultraviolet Disinfection System and Pipe Repairs-Dunbarton Pool, and Library-Radio Frequency Identification System (RFID) projects to be undertaken'and awarded during the summer recess of Council be received. • 2. That Council authorize the Director, Corporate Services & Treasurer to finance the projects as follows: • a) the sum of$330,000 for the West Short Boulevard Road Improvements - Oklahoma Drive to Sunrise Avenue as provided for in the 2011 Capital Budget be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed ten years at a rate to be determined; 1r7 Subject: Directive Memorandum July 11, 2012 Page 2 b) the sum of$950,000 for the Liverpool Road Reconstruction and Storm Sewer Work - Annland Street to Ilona Park Drive to be financed by the issue of debentures by the Regional Municipality of Durham over a period.not to exceed ten years at a rate to be determined as provided for in the 2011 Capital Budget; c) the sum of$1,475,000 for the Architectural Services for the new Operations Centre as provided for in the 2012 Capital Budget be financed by the issuance of debentures by the Regional Municipality of Durham or an internal loan for a period not to exceed 20 years or from the proceeds of the sale of City owned • land; d) the sum of up to $125,000 for the Ultraviolet Disinfection System and Pipe Repairs-Dunbarton Indoor Pool as provided for in the 2012 Capital Budget be financed by an internal loan for a period of up to 5 years or from other funds as are available at the discretion of the Director, Corporate Services & Treasurer; e) the sum of up to $250,000 for the Library-RFID as provided for in the 2012 Capital Budget be financed by an internal loan for a period of up to 5 years or from other funds as are available at the discretion of the Director, Corporate Services& Treasurer; f) the annual repayment charges in the amount of approximately$350,000 be included in the annual Current Budget for the City of Pickering commencing in 2013, continuing thereafter until the loans are repaid, and any financing costs be paid out of the Current Budget; and g) the Director, Corporate Services & Treasurer be authorized to take any actions necessary at his discretion in order to give effect to the foregoing including the issuance of internal loans in lieu of debt for any or all of the above projects; 3. That the Director, Corporate Services & Treasurer be authorized to provide any additional funding required from sources available through the 2012 Budgets and in the Financial Control Policy; 4. That the draft by-laws attached to this report be enacted; and 5. That the appropriate City of Pickering Officials be authorized to take necessary action to give effect hereto. Please take any action deemed necessary. 5. ItkiJAD Debbie Shields /Ir RECEIVED CITY OF PICKERING ATTACHMENT#_ _TO REPORT# 'rt v AUG 022012 174. Office of the CAO 2 eni;171:':1.!41 -11#. "P L SAND SERVICES Received JUG.. 3 1 201 SWAZINIZIE File Follow Up Mayor Corn Sery To: Tony Prevedel Council C&R July 26, 2012 Chief Administrative Officer Directors Eng Services SMT Oper & Fac From: Everett Buntsma Clerk Corp Services Director, Community Services Fire Office Sustain Human Res Plan & Dev Copy: Director, Corporate Services & Treasurer Legal & Ls Division Head, Engineering Services Manager, Operations & Fleet Services Manager, Supply & Services Senior Financial Analyst Capital & Debt Management Subject: Proposal No. RFP-1-2012 Architectural & Engineering Design Services New Operations Centre Selection of Architect - File: A-1440 Recommendation: • 1. That this memo of the Director, Community Services, regarding the hiring of an architectural firm for the design, site planning and tender document preparation for the new Operations Centre be received; 2. That proposal No. RFP-1-2012 submitted by Rounthwaite Dick and Hadley Architects Inc. (RDH) in the amount of$1,084,125.00 (plus HST) be accepted and a net proposal cost of 1,103,205.60 (net of HST rebate) be approved; 3. That the total gross project cost of$1,270,044.00 (HST included) and a net project cost of $1,143,714.00 (net of HST rebate), including the proposed amount and other associated costs be approved; 4. That the Director, Corporate Services & Treasurer finance the project as follows: a) the sum of$1,120,000.00 be debt financed, or through an internal loan, or from the proceeds of the sale of City owned land; b) the sum of$22,874.28 be funded from Development Charges Reserve Funds and; c) the balance of$839.72 be funded from property taxes; d) the Treasurer be authorized to make any changes, adjustments, and revisions to 1 7 , amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; and • 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. • • Executive Summary: The existing Operations Centre is located on Tillings Road in the Duffin Heights neighbourhood, and is in part, affecting the ability to construct and occupy a new residential development. The need for relocation to a new site was identified in 2007, and a Feasibility Study was undertaken in 2009. AECOM substantially completed the Feasibility Study and Environmental Assessment in 2010/11, and it was determined that the only viable site was a 10.18ha (25.15 acre) parcel at 1955 Clements Road. Council approved the acquisition of this parcel which was acquired in early 2012, and we now must move forward with the design and construction to promote the development of the Duffin Heights plan. Further, the existing Operations Centre has reached its useful life cycle as it is over 35 years old and does not meet all of the requirements associated with current advanced technologies and regulations for noise abatement, soil protection, winter control operations and methodology, and energy management under regulation 397/11. In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized to act on behalf of Council during Council recess in approving an award of a project, and the Treasurer is authorized to approve financing for same. Financial Implications: 1. Request for Proposal Amount 084 125.00 Request for Proposal No. RFP-1-2012— Rounthwaite Dick & Hadley $1,084,125.00 HST (13%) $1,225,061.25 Gross Estimated Amount ,(121,855.65) 5,061.25 HST Rebate (11.24%) $1,103,205.60 Net Cost Page 2 July 26, 2012 Proposal No. RFP-1-2012 Architectural & Engineering Design Services New Operations Centre Selection of Architect. n c-j 2. Approved Source of Funds I ! Operations Centre — Municipal Garage Capital Budget Budget Required Project Code Source of Funds $1,475,000.00 $1,120,000.00 5315.1201.6181 Debt — 20 year 0.00 839.72 5315.1201.6181 Property Taxes 5315.1201.6181 Development Charges Reserve 25,000.00, 22,874.28 Fund Total $1,500,000.00 $1,143,714.00 3. Estimated Project Cost Summary 084,125.00 Request for.Proposal RFP-1-2012 $1,084,000.00 Miscellaneous Tender Costs 32,808.00 Contingency Architectural Services $1,123,933.00 Total � 146,111.00 HST (13%) 1,270,044.00 Gross Project Cost (126,330.00) HST Rebate (11.24%) $1,143,714.00(126,3 00) Net Project Cost Net Project Costs under (over) Approved Funds $356,286.00 It is necessary to report to Council on projects requiring debt financing or internal loans in order to formalize the borrowing. RFP-1-2012 will be awarded in the summer after Council has recessed, and as a result reporting to Council to include debt financing was not possible. In order to formalize this debt before the Council recess, Recommendation 2 c) of Report to Council CST 21-12 dated July 9, 2012 approved the maximum debt financing in the amount of $1,475,000 based on the 2012 approved Capital Budget. The debt financing together with $25,000 to be funded from the Development Charges Reserve Fund provides for a maximum funding of$1.5 million for this project which includes consulting and design of a new Operations Centre. RFP-1-2012 as reported in this memo pertains to the Architecture & Engineering Services for the new Operations Centre. Based on the magnitude of this project, it will also require project management services for managing through to completion. The balance of the unspent funds in the amount of $356,286 will be retained for funding project management services. Council's approval is required in order to proceed with the awarding of the project management services, which will be the subject of a separate report to Council in September. This report will also summarize the total project cost as a whole. July 26, 2.012 Page .3 Proposal No. RFP-1-2012 Architectural & Engineering Design Services • New Operations Centre Selection of Architect Discussion: Council approved the completion of an Environmental Assessment and Feasibility Study for the new Operations Centre in 2009 in the amount of$100,000. Through 2009 and 2010 this process was conducted by AECOM as per Council approval through Report to Council OES 24-10. This was concluded in late 2010 and a preferred site was selected. Through the approval of the 2011 budget, Council approved the acquisition of the site in the amount of$8 million. Subsequently a Report to Council (CAO 15-11) was prepared and approved by Council to acquire the lands at 1955 Clements Road. The City made an offer to purchase in 2011, and subsequently conducted some due diligence investigation of the site before closing the sale in early 2012. After the site was acquired, an Expression of Interest (RFEI-1-2011) process was undertaken to determine a short list of suitable Architectural and Engineering firms to undertake design, site planning and prepare drawings and specifications for the tender and construction of the new Operations Centre. Eight suitable Architectural and Engineering firms were short listed through this process. Request.for,Proposal No. RFP-1-2012 was released, inviting proposals from eight Architectural and Engineering firms. The proposals were evaluated by a committee comprised of staff from Supply & Services, Community Services, including a representative from Independent Project Managers (IPM) for an independent, experienced, objective, and professional opinion. Based on prescribed criteria, the proposals were evaluated and the three highest ranking • respondents were short listed and selected for interviews. At the conclusion of the interviews, a cumulative score of their proposal and a score of their interview was completed. The proponent with the highest ranking score was the firm of Rounthwaite, Dick and Hadley Architects Inc. (RDH) who were selected for contract negotiations in accordance with the RFP Terms of Reference Item 3.7 (a), which resulted in a revised fee proposal of$1,084,125 plus HST. The evaluation committee recommends that the firm of Rounthwaite Dick and Hadley Architects Inc., be authorized to proceed with the design, site planning and tender document preparation of this project in 2012 and 2013 with construction planned to commence in 2013 after budget approval for construction costs, estimated at $20 million. This project will be before Council during the 2013 budget deliberations, and again at the tendering award stage for commencement of construction. Attachments: 1. Resolution 151/10 (OES 24-10) 2. Resolution 157/11 (CAO 15-11) 3. Memorandum from Supply & Services dated June 14, 2012 4. Memorandum from Supply & Services dated April 17, 2012 • Page 4 July 26, 2012 Proposal No. RFP-1-2012 Architectural & Engineering Design Services New Operations Centre Selection of Architect Approved/Endorsed By: 1 r'' 3 rw > V:7664;460 // Everett Bunts*;NP49✓,/CMM Rich rd Hoib•' , P. Eng. Director, Community Services Di ' ion Head, Engineering Services Gillis A. Paterson - rant Smith Director, Corporat Services & Treasurer . Manager, Operations & Fleet Services Vera A. Felgemacher,/ Caryn Kong CGA C.P.P., CPPO, CPPB, C.P.M., CMM III Senior Financial Analyst Manager, Supply & Services Capital & Debt Management Approval a.9tiovic ,ztez.5. /. zci Tony Prevedel, P.Eng. Chief Administrative Officer EB:Ir • July 26, 2012 Page 5 Proposal No. RFP-1-2012 Architectural & Engineering Design Services New Operations Centre Selection of Architect r7r 1 r % City 00. Memo PICKERING To: Tony Prevedel July 25, 2012 Chief Administrative Officer. From: Gil Paterson • Director Corporate Services & Treasurer • Copy: Director, Community Services Manager, Supply & Services Subject: Request for Proposal —Architectural & Engineering Design Services, New Operations Centre, No. RFP-1-2012 - File: F-300-001 Hadley The proponent with the highest ranking score (84.6) is the firm of R unthda it accordance k RFP Terms of Architects Inc. (RDH) and was selected for contract negotiations in Reference Item 3.7. Their price was $1,239,000 (plus HST). Negotiations resulted in a revised fee proposal of$1,084,125 (plus HST). The Director, Community Services advised you accordingly and has confirmed there is value in the $60,000 difference to the second highest ranking score (84.1) of KNY Architects. A copy of July 3, 2012 correspondence from RDH is attached for your information. If you require further information, feel free to contact me. GP/vaf Attachment City Community Services � 4 _ RECEIVED JUN 4 2u12 . , emo�.` + ir41i:< . 2 x FILE NO. 'KERN BEY.TO I 1 O FWD ❑COPY ❑CIRCULATE_ MAYOR COUNCIL CAO CLERK REC CORP SERVICES ENG SERVICES HUMAN RESOURCES June 14, 2012 To: Everett Buntsma OPS CENTRE LEGAL _ Director, Community Services FIRE FAC OPERATIONS PLAOFFICE N&SUSTAIN DEV From: Vera A. Felgemacher Manager, Supply & Services Copy: Subject: Request for Proposal No. RFP-1-2012 Architectural & Engineering Design Services New Operations Centre Submission Date: Thursday, April 12, 2012, 12:00 Noon (local time) - File: F-5300-001 Further to memo dated April 17, 2012, eight (8) proposals proceeded to Stage II of the evaluation process. Each member of the Evaluation Committee has completed evaluating the eight (8) proposals, completing Stage II of the evaluation process. An Evaluation Committee meeting was held Wednesday, May 16th at 2:00 p.m., to evaluate the eight (8) proposals resulting in a combined average score for each proposal. In Stage III of the evaluation process, a scoring of the pricing was performed and combined for an overall score of each proposal. During Stage IV- Cumulative.Score - all scores were combined and in accordance with Part 3 — Evaluation of Proposals, Item 3.2.4, at the conclusion of Stage III, all scores from Stage II and Stage III were combined and the three (3) highest ranking proponents selected for an interview in Stage V. The three (3) highest ranking proponents were as follows: • Rounthwaite Dick and Hadley Architects Inc. (RDH) • Karp Namisniak Yamamoto Architects Inc. (KNY) • IBI Group (Canada) Inc References provided by the three (3) highest ranking proponents were asked to complete a Reference Evaluation Questionnaire. Results of the Questionnaire were summarized and distributed to the Evaluation Committee and were given the opportunity to review and revise their scoring for Quality of References in Stage II. One committee member revised scoring on their form accordingly. Interviews were arranged with the three (3) highest ranking proponents. The questions and corresponding evaluation points were provided to the proponents prior to the interview. Interviews with the three (3) highest ranking proponents were held on Tuesday, June 12, 2012 and the Evaluation Committee has completed the Stage V review consisting of evaluation of interview meetings (Reference: Stage V- Evaluation of Interview). A copy of the Stage V— Interview— Committee Member evaluation form is attached. 1 tit a . C.tt f e P1CK1RING To: -Richard Holborn April 17, 2012 Division Head, Engineering Services Committee Members From: ° Vera A. Felgemacher _ • Manager, Supply & Services . .. .. - Copy: . Subject: Request for Proposal No. RFP-1-2012 Architectural & Engineering Design Service- New Operations Centre Submission Date: Thursday, April 12, 2012, 2:00 pm (local time) • - File: F-5300-001 — _ Request for Proposals were invited from eight (8) prequalified companies and eight (8) companies responded by the official submission date and time. Two (2) addenda were issued. Evaluation of proposals is performed in five (5) stages. Reference: Part 3, Evaluation of Proposals, Item 3.2 Stages of Proposal Evaluation: 3.2.1 Stage I – Review for Compliance y Stage I will consist of a review to determine which mandatory proposals requirements as of thetSubmissiotnrDate requirements. Proposals failing to satisfy the ma Y will be provided an opportunity to rectify any deficiencies. Proposals failing to satisfy the mandatory requirements as of the Rectification Date will be excluded from further consideration. • 3.2.2 Stage II - Scoring Stage II will consist of a scoring by the City of each qualified proposal on the basis of the rated criteria. . 3.2.3 Stage III – Evaluation of Pricing Stage Ill will consist of a scoring of the pricing submitted. The evaluation of price will be undertaken after Stage I and II have been completed. 3.2.4 Stage IV - Cumulative Score At the conclusion of Stage Ill, all scores from Stage II and Stage Ill will be combined and the three (3) highest ranking proponents will be selected for an interview in Stage V. 1B2P, 3.2.5 Stage V — Evaluation of Interview Stag e V will consist of a scoring of the interview which will be added se o h Stage IV scoring.at ons g the conclusion of Stage V, the highest rankin g prop onent will be in 'accordance with Pad 4 —Terms and Conditions of the RFP process. 3.2.6 Tie Score In the event of a tie score in Stage V, the selected proponent will be determined in accordance with the City's Purchasing Procedures. All six (6) proposals will proceed to Stage II. Attachments are as follows: 1. Evaluation Form — Stage I 2. - Evaluation Form — Stage II (to be used by Evaluation Committee Members). 3. Evaluation•Form — Stage II Rating Criteria 4. Copies of the proposals.received • Please ee. Each co-ordinate an appropriate date and time for a meeting of the evaluation o mitt the meet ng member should review the submissions carefully according to the rating criteria time. Please do not disclose any information to enquiring proponents &during this time -they will be advised of the outcome in due course. Please direct inquiries to Supply en If you require further information, please feel free to contact me or a member of Supply & Services. • VAF/bk Attachments • April 17, 2012 . . • Page 2 Request for Proposal No. RFP-1-2012 Architectural & Engineering Design Service — New Operations Centre Request for Proposal 1 P x Architectural & Engineering Design Services New Operations Centre • RFP-1-2012 Stage 1 —Evaluation Form Stage I will consist of a review to determine which proposals comply with all of as.of mandatory requirements. Proposals failing to satisfy themandatory the Submission Date will be provided an opportunity mi Rectification will Proposals failing to satisfy the mandatory requirements as of the Rect be excluded from further consideration. However, all proposals satisfy the mandatory requirements: Proposals are to include the following mandatory requirements: • A. Submission Form (Appendix C). - B. Rate Bid Form (Appendix D) • C. Reference Form (Appendix E) • D. Acknowledge Addendum #1 and Addendum #2 • • E. Table of Contents (Appendix F) Item C F. Profile (Appendix F) Item C Com•an Item A Item B Item C Item D Item E Item F Aecom Canada ✓ ✓ ✓ ✓ ✓ ✓ Architects Ltd. Barry Bryan ✓ ✓ ✓ ✓ ✓ 1 Associates Ltd. IBI Group (Canada) ✓ ✓ ✓ ✓ ✓ ✓ Inc. Karp Namisniak ✓ ✓ ✓ ✓ Yamamoto ✓ Architects Inc. . Morrison Hershfield ✓ ✓ Ltd. • Reinders & Rieder ✓ ✓ ✓ Ltd. Roundwaite Dick & ✓ ✓ ,/ ✓ Hadley Architects ✓ ✓ Inc. URS Architects & ✓ ✓ ✓ ✓ Engineers Canada ✓ ✓ Inc. • RFP-1-20 i_ Architectural & Engineering Design Services 1 w 4 New Operations Centre Evaluation Form—Stage II Rating Criteria Stage II will consist of a scoring by the City of each q ualified proposal on the basis of the rated criteria.p P Pro onents should refer to Appendix E—RFP Particulars— Section D. Rated Criteria for a breakdown of the Rated p Criteria. D. RATED CRITERIA The following is an overview of the categories and weighting for the rated criteria of the RFP. Rated Criteria Category _ Weighting (Points) Experience on Similar Projects 20 Understanding of Project - 15 _ Work Plan and Deliverables 15 • Project Team Overview _ 15 . - Quality of References — 5 Qualit of Pro•osal .- • . 85 Total Points Experience on Similar Projects= 20 Points ears that are comparable in Provide three (3) relevant examples of past aprOOeect synopsis s thattident identifies the team members scope and magnitude. This should include p 1 Y ps assembled who worked on the project, the current project status, budgeted costs versus actual costs; scheduling issues and resolutions, and design challenges, efficiencies. Provide client names, contacts. and up-to-date contact phone numbers. Please advise the references that the City may be contacting them. Understanding of Project = 15 Points _ The Proposal shall include information that provides: . a. Information that the Proponent understands the objectives Proponent and/or their s project; Proponents must o relate these objectives to past experience or expertise the b. Identification of"value-added" services brought by the Proponent's team; and c. A summary of the risks, problems or issues associated with the Work and how they will be mitigated. Work Plan and Deliverables = 15 Points ' The Proponent is to articulate, clearly and concisely, the following: . a. An indication of how soon the Proponent can commence the work; b. A detailed work plan indicating the method, tasks, deliverables; c. A schedule that identifies Work phases (by Gantt Chart or other similar illustration) including uckey dam n for major deliverables (design development,working drawings, tender documents, and post construction) in the Proponent's detailed work plan; d. Proposed staffing roles and the amount of time, shown in hours, they will be dedicated to this project; e. Identification of the experience/past projects of the cost consultant and their success rate; and f. State the assumptions regarding the roles and involvement of the City staff. Proiect Team Overview = 15 Points It is important that the Work be provided by a staff team that can demonstrate e e and knowledge scope.of,In particular, experience in providing similar services for projects of comparable nature, p 1 ;�, the Proponent should provide an cverview of the key personnel who would be primarily involved in the project and include the following: a. Identify the prime firm submitting the Proposal and the sub-consultant or sub-contractor firms that will be assembled to undertake the work. b. The name, title, mailing address, phone number, fax number and e-mail of the Design Project Leader; c. Condensed resumes and professional credentials of each individual on the Project Team that highlights their education, training, and work history; d. Th e respective roles of the team members and their current office locations. eand mth Project named in • this RFP cannot be replaced without written approval from the City of Manager; e. Current and future project list that will be undertaken by members a e assigned tent' h member their current workload (i.e., identify other competing priorities that this project timeline); and f. Organizational chart that clearly.defines the chain of command for each individual with the team. Qualit of References- Total Points = 15 Points • • ar in scop a and value completed over the last five (5) years. 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O C � (1:1v 0 t y • cD •O 3 rn (!).,` -::0 0 -, :CD N (D .: • (O Request for Proposal - RFP -1-2012 New Operations Centre Total Evaluation Scores Summary Stage V Average Average . Total Score ; Score Average Ranking • Stage IV Stage V Score /100 /20 ` /120 Respondent Rounthwaite Dick and Hadley Architects • Karp Namisniak Yamamoto Architects . IBI Group Evaluation Committee (signatures) Date • ATTACHMENT#_ TO REPORT#c S1 a 6 "/ • Cali al Office of the CAO Received JUL 2 O 2 } I � File igi Follow Up Mayor Corn Sery Council C&R Directors Eng Services To: Tony Prevedel sMT oiler & Faduly 19, 2012 Chief Administrative Officer Clerk Corp Services Fire Office Sustain From: Everett Buntsma Human Res Plan & Dev Director, Community Services Legal & LS Copy: Director, Corporate Services & Treasurer • Division Head, Engineering Services • Manager, Supply & Services Supervisor, Engineering & Capital Works Subject: Tender No. T-2-2012 Liverpool Road, Road Reconstruction and Storm Sewer Work Annland Street to Ilona Park Road - File: A-1440 Recommendation: 1. That Tender No.T-2-2012 submitted by Wyndale Paving Company Limited at a cost of. $547,630.43 (FIST included) be accepted; 2. That the total gross project cost of$626,731 (HST included) and a net project cost of $564,391 (net of HST rebate) including the tender amount and other associated costs be approved; 3. That the Director, Corporate Services &Treasurer finance the project as follows: . a) the sum of$560,000 be financed by the issue of an internal loan over a period not to exceed ten years; b) the balance of$4,391 from property taxes; and 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: As part of the 2011 Roads Capital Budget, Liverpool Road, Road Reconstruction and Storm Sewer Work—Anniand Street to Ilona Park Road was approved as a project. Tender No. T-2-2012 was issued on Friday, June 29, 2012 and closed on Tuesday, July 17, 2012. The low bid submitted by Wyndale Paving Company Limited in tr id amount estimated$5 at,630.43 731(HST included) is recommended for approval. The total gross projec t cost (HST included) with an estimated total net project cost of$564,391 (net of HST rebate). 1 7 In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized to act on behalf of Council during Council recess in approving an award of a project, and the Treasurer is authorized to approve financing for same. Financial Implications: 1. Tender Amount $484,628.70 Tender T-2-2012 63,001.73 HST (13%) 547,630.43 Sub-Total (54,472.27) HST Rebate (11.24%) • $493,158.16 Total 2. Approved Source of Funds Roads Capital Budget Location Project Source of Funds Budget Required Code Liverpool Road 5320.1120 Debt 10 Year $950,000.00 I$t 60,0 0.000 Reconstruction & Storm Property Taxes 0 4,391.00 Sewer Work—Annland Street to Ilona Park Road Total $950,000.00 . $564,391.00 3. Estimated Project Costing Summary Tender T-2-2012 Liverpool Road, Road Reconstruction and $484,629.00 Storm Sewer Work —Annland Street to Ilona Park Road 10,000.00 Materials Testing 0,000.00 Miscellaneous Costs 1 10,000.00 Contingency 554,629.00 Sub Total — Costs 72,102.00 HST (13%) 626,731.00 Total Gross Project Costs (62,340.00) HST Rebate (11.24%) $564,391.00 Total Net Project Costs Net Project Costs (over) under Approved Funds I $385,609.00 July 19, 2012 Page 2 Tender No. T-2-2012 Liverpool Road Reconstruction and Storm Sewer Work Annland Street to Ilona Park Road 19, E It is necessary to report to Council on projects requiring debt financing in order to formalize the borrowing. This project was tendered in late July, 2012, and did not make it to the last Council meeting before the summer recess. In order to formalize this debt before the Council recess, Recommendation 2 b) of Report to Council CST 21-12 dated July 9, 2012, approved for a debenture issue in the sum of $950,000 based on the budget amount approved in the 2011 Capital Budget for this project. Since the actual funding required of$560,000 is lower than the original budget, an internal loan not to exceed 10 years will be issued in lieu of debentures as provided for under Recommendation 2g) of Report CST 21-12. Discussions: As part of the 2011 Roads Capital teet to Budget,onal ParkoRoad was approved as a Reconstruction and Storm Sewer Work—Annland project. Tender T-2-2012 was issued'ted from com June anies o01wh ch f ve responded by the official 2012. Requests for tenders were inv p closing date and time. The low bid submitted by Wyndale Paving Company Limited is recommended for approval. Wyndale Paving Company Limited is currently working for the City on Tender No.T-10-2012 for the East Shore Community Centre Parking Lot Improvements and is deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and Certificate of Clearance issued by Workplace Safety & Insurance Board, confined space entry procedure and a list of employees trained in Confined Space Training, as submitted by Wyndale Paving Company Limited, 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 staffs review of the consultant's previous work experience, check of references submitted and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of the tender and relevant documents received, the Community Services Department, Engineering Services Division recommends acceptance of the low bid submitted by Wyndale Paving Company Limited for Tender No. T-2-2012 in the amount of $547,630.43 (HST included) and that the total net project cost of$564,391 be approved: Attachments: 1. Supply & Services Memorandum dated July 19, 2012 Page 3 July 19, 2012 Tender No.T-2-2012 Liverpool Road Reconstruction and Storm Sewer Work Annland Street to Ilona Park Road Prepared By: Approved/Endorsed By: ( , i _ , �,• 194 4�i�� V' n,}' N ' elsk CET, CMM II Everett`Euntsma, NPD, CMM . Darrell y, �' Supervisor, Engineering & Capital Works Director, Community Services I r , , 1.. 'I I::{ . .; :_ .. ,: -r'f .9 Lam- t'. -^4..P"'∎ ,',, Vera A. Felgemacher f1.,Gillis Paterson, CMA CSCMP, CPPO, CPPB, C.P.M., CMMIII 6' Director, Corporate Services & Treasurer Manager, Supply & Services Caryn Kong, CGA - Senior Financial Analyst . Capital & Debt Management (11'6LIA`j. - `Z/ b1/8Zt: ' . Ad-■• Richard Holborn, P. Eng. Division Head, Engineering Services . DS:ds • Approval opliall (1 6. ,--)6i ,-1,01 , Tony Prevedel, P.Eng.' 4 Chief Administrative Officer July 19, 2012 Page 4 Tender No. T-2-2012 • Liverpool Road Reconstruction and Storm Sewer Work Annland Street to Ilona Park Road • re`s 'I 9 PICKERING Memo . . . To: • Richard Holborn July 19, 2012 Division Head, Engineering Services • revised • From: Vera•A. Felgemacher - Manager, Supply & Services. . • Copy: Supervisor, Engineering & Capital Works Subject: Tender No. T-2-2012 • Tender for Liverpool Road Reconstruction and Storm Sewer Work Annland Street To Ilona Park Road - 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. Five (5) bidders responded'and submitted a tender for this.project. • A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. • Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit . prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been done. • 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 13.03(w). Three (3) bids have been retained for review at this time. . Copies of the tenders are attached for your review along with the summary of costs. • SUMMARY • •HST Included Total Tendered •Bidder After Calculation Check • Amount • Wyndale Paving Co. Ltd. $547,630.43 • $547,630.43 . Mar= King Construction Company Ltd. $584,392.55 $584,392.55 Concord Paving Inc. $628,307.12 $628,307.12 Coco Paving.Inc. $747,895.59 $746,087.59 Hard = Co Construction Ltd. $838,663.40 $838,663.40 �EC 1V D Legal and Legislative Services CITY OTC PICKERING Clerk's Office JUL 1 1 2012 Directive Memorandum SUPPLY AND SERVICES July 11, 2012 To: Gil Paterson Director, Corporate Services & Treasurer From: Debbie Shields City Clerk Subject: Direction as per Minutes of the Special Meeting of City Council held on July 9,2012 • Director, Corporate Services & Treasurer, Report CST 21-12 Approval of Debt Financing and Internal Loans for Council Approved Capital Projects to be Undertaken During the Summer Recess of Council. Council Decision Resolution #100/12 1 . That Report CST 21-12 of the Director, Corporate Services & Treasurer regarding: - a) approval of debt financing for the West ShoreBoulevard Road Icon and Storm Oklahoma Drive to Sunrise Avenue, Liverpool Road Reconstru Sewer Work - Annland Street to Ilona Park Drive, and Architectural Services for the new Operations Centre projects to be undertaken during the summer recess of Council; and Pipe b) approval of internal loans for the Ultraviolet Disinfection System S stem Repairs-Dunbarton Pool, and Library-Radio Frequency Identification Y (RFID) projects to be undertaken and awarded during the summer recess of Council be received. 2. That Council authorize the Director, Corporate Services & Treasurer to finance the projects as follows: a) the sum of$330,000 for the West ShoreBoulevard Road Improvements - Oklahoma Drive to Sunrise Avenue as provided for in the 2011 Capital Budget be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed ten years at a rate to be determined; 197 - Subject: Directive Memorandum July 11, 2012 Page 2 b) the sum of$950,000 for the Liverpool Road Reconstruction and Storm Sewer' Work -Annland Street to Ilona Park Drive to be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceea - ten years at a rate to be determined as provided for in the 2011 Capital.,Budget; c) the sum of $1,475,000 for the Architectural Services for the new Operations Centre as provided for in the 2.012 Capital Budget be financed by the issuance of debentures by the Regional Municipality of Durham or an internal loan for a period not to exceed 20 years or from the proceeds of the sale of City owned land; d) the sum of up to $125,000 for the Ultraviolet Disinfection System and Pipe Repairs-Dumbarton Indoor Pool as provided for.in the 2012 Capital Budget be financed by an internal loan for period of up to 5 years or from other funds as are available at the discretion of the Director, Corporate Services & Treasurer; e) the sum of up to $250,000 for the Library-RFID as provided for in the 2012 Capital Budget be financed by an internal loan for a period of up to 5 years or from other funds as are available at the discretion of the Director, Corporate Services & Treasurer; f) the annual repayment charges in the amount of approximately$350,000 be included in the annual Current Budget for the City of Pickering commencing in 2013, continuing thereafter until the loans are repaid, and any financing costs be paid out of the Current Budget; and g) the Director, Corporate Services &Treasurer be authorized to take any actions necessary at his discretion in order to give effect to the foregoing including the issuance of internal loans in lieu of debt for any or all of the above projects; 3. That the Director, Corporate Services & Treasurer be authorized d to provide Budgets a y additional funding required from sources available through in the Financial Control Policy; 4. That the draft by-laws attached to this report be enacted; and 5. That the appropriate City of Pickering Officials be authorized to take necessary action to give effect hereto. Please take any action deemed necessary. 5 Debbie Shields /Ir • w 0 co a cn 1- Z o °c V • o its R Q. a ta . c O U • 'O Q. c• crs • L. = �. ',) � C N o v . R Q E m` M 4� ''�' c°) < E c 1- U Qa N ' • ....0 1c F= 1- to r ° 0 Y o W D E U o . o E O r c)Z C. • I Q ° N m re W o\ •0 O o ^) < O c • av) a CO c) >- U. W w C F- z N F =' V � \N) 4) 4� U W O ... '0 Q �+ �� Y� ,mil • LL z (tS as O'., �\ p �'� 2 O o 0 \o, • 0 'c o ,L cc vi 6= C p 't7 U !, -p co E! 0 1ti aci n �' 1-ti., `i 1 \ ° " O u cn 0 c c -° c `; c • a) � � `m o o ' Z m t• O ) 6- . • A ..• -1) lc mU U C' 11 `� ti tY CD Cti Y a U T o `o O \\.) .N v c) (-NI '65. 2 o U U • • ATTACHMENT# TO REPORT#rsT..4-� 199 RECEIVED d { CITY OF PICKERING ° Office of the i , AUG 0 1 2012 ,; w 4 , ; jut 3 1 27_1/A e in_.� i i .,,T„f,; Received rii cori lecd.PLYAND SERVdGES File Follow Up _AAevar Corn Se v Council C&R To: Tony Prevedel ^ July 27, 2012 Directors Eng Services Chief Administrative Officer sMr Oper& Fac Clerk Corp Services From: Everett Buntsma Fire Office Sustain Director, Community Services Human Res Plan & Dev Copy: Manager, Operations & Fleet Services Legal & LS Supervisor, Parks Operations ° . • Subject: Tender No. T-7-2012 Tender for Supply and Installation of Sports Field Lighting - Dunmoore Park Softball Field #1 . • - File: A-1440 • . Diamond#1 Overview: As part of the 2012 Parks Capital rehabilitation projects.Dunmoore The replacement of repairs and associated works are being prop osed as Dunmoore Diamond #1 lighting was identified and approved th by is project.in Their 201 snit aKirkland Engineering was retained to provide consulting services for indicated the twenty-two year old light poles should be replaced Capital Budget. t. Additional funds were requested and approved as part of the 2012 Parks p recommended as being the best value to the City is being endorsed by the Community Services Department. In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer and therized to • act on behalf of Council during Council recess in approving an award of a project, Treasurer is authorized to approve financing of same. • Recommendation: 1. That low bid Option C as submitted by Wayne Electric Company Ltd. at a tender amount of $174,133.00 (HST included)be accepted; 2. That the total gross project cost of$199,445.00 (HST included) and a et proje cicost of $179,606.40 (net of HST rebate) including the tendered amount and other be approved; 3. That the Director, Corporate Services &Treasurer be authorized to finance the project as follows: a) the sum of$30,000 as provided in the 2012 Capital Budget— Parks be funded from Federal Gas Tax Grant; 2 0 b) the sum of$94,606.40 as provided in the 2011 & 2012 Capital Budget—Parks be funded from the Invest in Ontario grant; c) the sum of$20,000 as provided in the 2011 Capital Budget— Parks be funded from the Parkland.Reserve Fund, and; d) the donations totalling $35,000 from the Pickering Men's Slow Pitch League and Pickering Recreation Fast ball Association be applied; and . 4. That the appropriate City of Pickering officials be authorized to take necessary action to give ' effect thereto. Financial Implications: • 1. Request for Proposal Amount • 00.00 , 1541 Request for Tender No. T-7-2012 $154,100.00 HST (13%) � 174,133.00 Sub-Total HST Rebate (11.24%) (17,320:84)$156,812.16 Total • 2. Approved Source of Funds Parks Capital Budget— Dunmoore Park Project Code Source of Funds Budget Required 5780.1205.6181 Federal Gas Tax • $ 30,000.00 $ 30,000.00 5780.1205.6181 Donations 20,000.00 20,000.00 5780.1205.6181/5780.1112.6181 Invest in Ontario.Grant $123,000.00 94,606.40 5780.1112.6181 Parkland Reserve Fund 20,000.00 20,000.00 Sub Total $193,000.00 $164,606.40 Additional Donations 0 15,000.00 • Total $193,000.00 $179,606.40 July 27, 2012 Page 2 Tender No. T-7-2012 • Tender for Supply and Installation of Sports Field Lighting, Dunmoore Park Softball Field#1 2J = • 3. Estimated Project Costing Summary $154,100.00 Tender No. T-7-2012 00.00 Consultant Fees 4,1,1100.00 Miscellaneous & Tender Costs 15,000.00 Contingency Sub Total 22,945.00 HST (13%) 199,445.00 Total.Project Cost 19 838.60 HST Rebate (11.24%) . ,17• . 4 Total Net Project Cost Net Project Costs under over Approved Funds $28,393.60 The j roect approved in the 2012 Capital Budget for Dunmoore Park l benches e nrepairs to the p _ Diamond # 1 and associated works such as.replacement of fencing and replacement of lighting. The replacement of the park lighting has e t n deemed d op priority,and undertake will be completed first. The balance of unspent funds fort is prof the repairs to Diamond #1 and associated works noted above to the extent funding is available. $60,000 for the Discussion: As part of the 2011 Capital Budget, Council approved to safety f concerns over replacement si replacement of light fixtures at Dunmoor Park Baseball to provide consulting services and formulate low light levels. Kirkland Engineering wa specifications for the project. Their initial review indicated the twenty-two year old light poles should also be replaced as part of this project. requested and approved in the 2012 Capital Budget, including donations League Additional funds were reque p 20 000. Following approval of the 2012 Capital Budgecreat on Fastball Association Pitch also $ system have committed to donating $30,000. The Pickering R committed to a donation of $5,000, resulting in total donations of$35,000 for the lighting sy replacement. , Supply . Services advertised the project in the Daily Commercial News, as well son the ve City's website. A mandatory site visit was held June er for this project. Three different options for bidders, of which 4 have submitted a ten replacement lighting were offered, and the option that will provide tch Community cost savings in e p -energy use and reduced maintenance is being recommended ineering's review and Department. This recommendation is congruent with Kirkland Eng recommendation. t in an estimated 35% reduction i of The installation of Mus co Light ht Structure system will result use. It is also covered by a 25 year warranty program which will reduce d costs. . Page 3 July 27, 2012 . Tender No. T-7-2012 . Tender for.Supply and Installation of Sports Field Lighting, Dunmoore Park Softball Field #1 The Health & Safety Policy, a current WSIB Workplace Injury Summary Report, and Certificate of Clearance issued by the Workplace Safety & Insurance Board, have been reviewed by the 9 ,- .- 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 bidder's previous work experience, check of references submitted, and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of the tender and relevant documents received, the Community Services Department recommends acceptance of the low bid submitted by Wayne Electric Company Limited for Tender No. T-7-2012, in the amount of$174,133.00 (HST included), and that the total net project cost of$179,606.40 be approved. Attachments: 1. Supply & Services Memo dated June 25, 2012 2. Recommendations from Kirkland Engineering • Prepared By: • Approved/Endorsed B ;: r� .• 7 Grant Smith Everett Buntsma, PD, CMM Manaier, Operations & Fleet Services Director, Community Services Vera A. - •emacher Gillis Paterson, CMA CSCMP, CPPO, CPPB, C.P.M., CMMIII Director, Corporate Services & Treasurer Manager, Supply & Services I Kristine Senior Manager, Accounting Services GS:Ir July 27. 2012 Page 4 Tender No. T-7-2012 Tender for Supply and Installation of Sports Field Lighting, Dunmoore Park Softball Field #1 Approval 203 ;, .7 ICY jt1zoi2 . Tony Prevedel, P. Eng. Chief Administrative Officer • • • Page 5 July 27, 2012 Tender No. T-7-2012 • Tender for Supply and Installation of Sports Field Lighting, Dunmoore Park Softball Field #1 Citg O. • gv, i �� 1-:1! PICKERING • Memo • ______________—_ To: Everett Buntsma . June 25, 2012 Director, Community Services . From: Vera A. Felgemacher - Manager, Supply.& Services . .Copy: Manager, Operations & Fleet Services . - Subject: Tender No. T-7-2012 - • • . . • Tender for the Supply and Installation of Sports Field Lighting - . - Dunmoore Park, Softball Field No. 1 • 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. One.(1) addendum was issued on this project. A mandatory site visit was held on Thursday, June 7, 2012 and eight (8) bidders attended of which four (4) bidders responded and submitted a tender for this project. • . A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date.and.time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides.checking tendered unit prices and extensions unit prices,shall govern and extensions will be corrected accordingly, which has been done. 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 13.03(w). Three (3) bids have been retained for review at this time. Copies of the tenders are attached for your review along with the summary of costs. ,. SUMMARY - HST Included • Option C — Musco Option A - Hubbell Option B - Musco "Light Structure System" •• Bidder Total After . Total After • Total . After Tendered Calculation .Tendered Calculation Tendered Calculation • • _ Amount Check Amount • 'Check • • Amount • Check _ Loc-Pave $162,381.00 $162,381.00 No Bid , No Bid . Construction Ltd. Wayne Electric • $167,805.00 $167,805.00 $161,703.00 $161,703.00 $174,133.00 $174,133.00 • Co. Ltd. . , Black & McDonald $236,762.53 $236,762.53 $230,949.05 $230,949.05 $243,379.05 $243,379.05 . Ltd. • Automatic rejection '— Bid qualified by clarifications added to tendering Electric Sentry document. Reference: Purchasing Policy No. PUR 010., Procedure 23.02, Ltd. •• Item 6; Information to Bidders — Item 21, 24, 26, 27. • 20.�Pursuant to Information to Bidders Item 28, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. (a) a copy of the Health & 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); . (c) a copy of the current Certificate of Clearance issued by Workplace.Safety & Insurance Board; (d) the City's certificate of insurance shall be completed by the bidder's agent, • broker,or insurer; (e) Valid certificate(s) of qualification (electrician - construction and maintenance) . issued by the Ontario Training Adjustment Board for personnel performing electrical service for the City; (f) Copies of current qualification certificates for each such personnel; (g) a copy of the current lock out procedure to be used; • (h) a copy of Fall Arrest Policy; (i) a copy of"genie and man lift licence" for each employee using such equipment.; • (j). list of Sub-Contractors in accordance with General Conditions Item 32; (k) Waste Management Plan to be used on this project in accordance with Tendering Specifications Rem 18. Please include the following items in your Report to Council: (a) if items (a) through (i) noted above, are acceptable to the Co-ordinator, Health & .• Safety; . (b) if item (d) Insurance— is acceptable to the Manager, Finance &Taxation; (c) if item (j) and (k) noted above are acceptable to you; (d) any past work experience with the low bidder for Option A (Loc-Pave Construction Ltd.) or the low bidder for Option B and Option C (Wayne Electric Co-. Ltd.) including • work location; (e) without past work experience, if reference information is acceptable; (f)* the appropriate account number(s) to which this work is to be charged; . (g) the budget amount(s) assigned thereto; - (h) • Treasurer's confirmation of funding; (i) related departmental approvals; and (j) related comments specific to the project. • Kirkland Engineering Ltd. 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 a member of Supply & Services as soon as possible. Duplicate copies of the bids are attached for the consultant's use. • June 25, 2012 Page 2 Tender No. T-7-2012 Tender for the Supply and Installation of Sports • Field Liahtina - Dunmoore Park, Softball Field No. 1 Please do not disclo se 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 r 2 0 6 a vised of the outcome in due course. .1f Lou require further information, please feel free to contact me or a member of Supply & S . vices. . • VAF/jg Attach ents • • • • • • • June 25, 2012. Page 3 Tender No. T-7-2012 Tender for the Supply and Installation of Sports _ _ •- • •.. - • . ..00re Park, Softball Field No. 1 . i In • � � w . m 0 U • 1Q 4 '4 e- c i0 d c pi\ 1 `R C o Z •a�cF M 4,4 o Ts .tH b9 ii to try I e O VI '� 4- a Ki 0 u, CO m c :►• ,� CO p ro ► dE O X n - a o 0 1-a M �i • 0 V Q En ta , En N C E a H 0 % G E A �% • d c - o w t . p~cE r) ' v �a M 0 = cu a •U J U c) N co fA fA . O •p r H Q Ti; N C21 ti) e- E 13 \ . . m • LU c cn -1 a - € • c� pea V a � K U . H O� N ma O 0 O\ a o . u- UO 'O 0 m . !� • C 0 to E co c CY 9 ? Q- c 3 Lii III .0 Z � \ co cc en -0 a o . �_ G) N < J 3 • y o i ∎ L N v W. d ~ C A 7 Cl) d a) C _ d Z +.''Cad, } } . .} . . Q a_.co a �- �, 1 �— 6 C C C 0 LIIIIIII lilt Ci) c. - • 2 n 8 K I R K LA N D ENGINEERING LTD. p.705-745-2831 www.kirklandeng.com 570 Water St. f. 705-741-1526 ' Peterborough,ON K9H 3M8 July 13,2012 Project No.: 4487 City of Pickering One The Esplanade • Pickering, ON. • LI V.6K7 Attention: Grant Smith Subject: Recommendation for Tender No.T-7-2012 • We have reviewed the qualified submissions for the Tender No. T-7-2012,— Tender for the Supply and Installation of Sports Field Lighting — Dunmoore Park, Softball Field No. 1, and • have some observations for you. Based on the information I have received, all of the systems reviewed do meet the lighting requirements. The total light fixture wattage for the Hubbell system, submitted under Option A, is 42kW. The total light fixture wattage for the Musco system, submitted under Option B and Option C, is 27kW. This is a difference of about 35%,or 15kW. The lowest price quoted for Option A is $162,381.00 (Hubbell fixtures quoted). The lowest price quoted for Option B is $161,703.00(Musco fixtures quoted). The lowest price quoted for Option C is $174,133.00 (Musco fixtures and warranty/maintenance package quoted). The difference between the highest of these prices and lowest is approximately$12,500.00. Given the energy savings noted above (approximately 35%) and the value added with the warranty/maintenance package for only an extra 8%a 12,50 notation for Option Cimomly $500 per year over the 25 years), we would recommend q Electric Co. Ltd,be awarded the contract for this work. Kirkland Engineering Ltd. Atati Irv '` Holly Kent,Designer RECEIVED ATTACHMEN # ..TO REPORT# 63-) 2 flr CITY OF PICKERING Lib/ o n JUL 3 01012 - rii,-LYAND SERVICES Office of the CA e Received JUL 1 5 201 File Follow Up Mayor Com Sery To: Tony Prevedel council C&R J.ily 25, 2012 Chief Administrative Officer Directors Eng Services SMT Oper & Fac From: Everett Buntsma clerk Corp Services Director, Community Services Fire Office Sustain Copy: Director, Corporate Services & Treasurer Human Res Plan &'Dev Division Head, Engineering Services Leya� & �s Manager, Supply & Services • Supervisor, Engineering & Capital Works • Subject: 1-14-2012 - Rosebank South Park Landscape Construction - File: A-1440 Recommendations: 1. That Tender No. T-14-2012 submitted by Colpac Construction Inc., in the total tendered amount of$139,635.23 (HST included) and a net cost of$125,745.85 be accepted; 2. That the total gross project cost of$251,844 (HST included) and a net project cost of $226,793 (net of HST rebate) including the total tendered amount and other associated costs be approved; • 3. That the Director, Corporate Services & Treasurer be authorized to fund the project as follows: a) the sum of $191,793 as provided for in the 2012 Capital Budget be funded from the Parkland Reserve Fund; b) the sum of$35,000 be funded from the Third Party Contributions Reserve Fund; and 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. • Executive Summary: As part of the 2012 Parks Capital Budget, the construction of Rosebank South Park was approved as a project for the amount of$250,000. Tender No. T-14-2012 was issued on June 29, 2012 and closed on July 17, 2012 with fourteen bidders responding. The low bid of$139,635.23 (HST included) submitted by Colpac Construction Inc., is recommended for approval. The reconstruction of the existing fence along the rail line, pre-purchase of the trees and shrubs for the site, and the supply and installation of the playground structures and safety surfacing were acquired under separate quotations. The total gross project cost is estimated at - $251,844 (HST included) and the total net project cost is estimated at $226,793 (net of HST rebate). r In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized to act on behalf of Council during Council recess in approving an award of a project, and the Treasurer is authorized to approve financing for same. Financial Implications: 1.Tender Amount T-14-2012 $123,571.00 HST (13%) 16,064.23 Sub-Total 139,635.23 HST Rebate (11.24%) (13,889.38) Total $125,745.85 2. Approved Source of Funds - 2012 Parks Capital Budget Location Project Code Source of Budget Required • Funds Rosebank South 5780.1221.6129 Parkland $250,000.00 $191,793.00 Park Landscape Reserve Fund Construction 5780.1221.6129 Third Party $0.00 $35,000.00 Contributions R.F. (7501.0091) Total Funds Required • $250,000.00 $226,793.00. 3. Estimated Project Costing Summary T-14-2012 —Tender for Rosebank South Park Landscape Construction $123,571.00 Miscellaneous & Tender Costs 1,500.00 Replacement of Fence along Rail line 8,958.00 Pre-purchase of Trees and Shrubs 15,542.00 Structural Engineering Consultant Fees 2,300.00 Playground Structures and Safety Surfacing 45,000.00 Materials Testing Allowance 1,000.00 Contingency 25,000.00 Total 222,871.00 HST (13%) 28,973.00 Total Gross Project Cost 251,844.00 HST Rebate (11.24%) (25,051.00) July 25, 2012 Page 2 Rosebank South Park Landscape Construction 2 : i Total Net Project Cost $226,793.00 • 1 Net Project Cost (over) Under Approved Funds $23,207.00 In the 2012 Parks Capital Budget, all the funds for this project were coming from the Parkland Reserve Fund. After the budget was approved and based on Subdivision Agreements, it was confirmed that the City of Pickering had received funds from two local developments for financial compensation for tree loss,.to be used for tree and shrub planting in this neighbourhood. As such, the project funding will be supplemented with the $35,000.00 received from these two developments. These funds are deposited in the Third Party Contribution Reserve Fund and will be drawn to fund expenses when incurred. Due to the additional contributions through the Subdivision Agreement, the City's share of the funding amount will be reduced accordingly. As a result, the total savings realized by the City is estimated to be $58;207.00. • • Discussion: The construction of Rosebank South Park was approved as a project in the 2012 Parks Capital Budget. The project includes the cons truction of a children's playground, recycled asphalt and concrete walkways, a steel gazebo, small wooden bridges, a ledge rock retaining wall and seating. A significant planting of native trees and shrubs will also be done as part of the tree removal compensation provided through subdivision agreements from two local developments. The reconstruction of the existing fence along the rail line, pre- purchase of the trees and shrubs for the site, and the supply and installation of the playground structures and safety surfacing were acquired under separate quotations. Tender No. T-14-2012 was issued on June 29, 2012. An advertisement was placed in the Daily Commercial News and on the City's website. The tender closed on July 17, 2012 with 14 bidders responding. The low bid of$139,635.23 (HST included) submitted by Colpac Construction Inc., is recommended for approval. Colpac Construction Inc. has completed a number of similar projects for the City of Pickering including the reconstruction of the play areas at Shadybrook Park, Brockridge Park, Bayridges Kinsmen Park, and Dunmoore Park and the construction of Nature Haven Park. Their workmanship has been deemed acceptable by the Coordinator, Landscape & Parks Development. The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and Clearance Certificate issued by Workplace Safety & Insurance Board, copy of confined space entry procedure, and list of employees trained in confined space entry procedures, as submitted by Colpac Construction Inc. have been reviewed and deemed acceptable by the Coordinator, Health & Safety. The Certificate of Insurance has been reviewed by the Manager, Finance & Taxation and is deemed acceptable. In conjunction with staffs review of the contractor's previous work experience, check of references submitted and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Community Services Department, Engineering Services Division recommends the acceptance of the low bid submitted by Colpac Construction Inc. for Tender No. T-14-2012 in the amount of$139,635.23 (HST included) and that the total net project cost of$226,793.00 be approved. Page 3 July 25, 2012 Rosebank South Park Landscape Construction Attachments: 21 2 1. Location Map 2. Summary Memorandum from Supply & Services dated July 17, 2012 Prepared By: Approved/Endorsed By: ..,----N i i /', ��'' J/ , / Everett untsma`-N�'D, CMM Arnold Mostert, GALA Coordinator Director, Community Services Landscape & Parks Development . • I rI {�01.L�4 t� c > C �' 1• D elsky, CET, III 4; APasoftCMA Gillis .Supe isor , Director, Corporate Services & Treasurer Engine;-ring & Capital Works , • / / ilks Vera A. Fe�9emacher Rich rd W. Ho/sorn, P. Eng. CSCMP, CPPO, CPPB, C.P.M., CMM Ill Div' ion Head, Engineering Services _. Manager, Supply & Services `/ 1 . Ca' f ryn Kong, CGA . Li Senior Financial Analyst Capital & Debt Management AM/am • Approval „47,,,:all 3 Tony Prevedel , P. Eng. Chief Administrative Officer July 25, 2012 Page 4 Rosebank South Park Landscape Construction • • • " ' i1.--# PICKERIN . Memo To: Richard Holborn . July 17, 2012 Division Head, Engineering Services From: Vera A. Felgemacher Manager, Supply & Services . Copy: Supervisor, Engineering & Capital Works Subject: Tender No. T-14-2012 Tender for Rosebank South Park Landscape Construction • - File: F-5400-001 • Tenders have been received for the above project. An advertisement was placed the in nthe Daily ily Commercial News and on the City's website inviting companies to download documents for the above mentioned tender. One a tender for this was projected on this project. Fourteen (14) bidders responded and submitted • A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been done. 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 13.03(w). Three (3) bids have been retained for review at this time. • Copies of the tenders are attached for your review along with the summary of costs. SUMMARY HST Included Bidder Total Tendered Amount After Calculation Check Colpac Construction Inc. $139,635.23 $139,635.23 Mopal Construction Ltd. $164,754.00 $164,754.00 • Forest Ridge Landscaping Inc. $165,273.18 $165,273.18 Hawkins Contracting Services Ltd. $166,078.93 $166,078.93 TBG Landscape Inc. $173,599.35 $173,599.35 Iron Trio Inc. $177,286.50 $177,286.50 Marnix Infrastructure , $178,334.59 $178,333.24 .52 $205,970.75 Cedar Springs Landscape Group Ltd. $186,125.52 $186,$205,125125.52 Pacific Paving Ltd. 31 794 47, . $247,794.31 Rankine Construction Ltd. $2 $293,053.07 Royalcrest Paving $293,053.07 Civil Underground & Excavation Co. $262,489.96 $265,143.20 Ltd. Automatic rejection—Addendum No. 1 not acknowledged. Reference: Purchasing Policy No. Pine Valley Enterprises Inc. PUR 010, Procedure 23.02, Item 11; Information to Pin Y Bidders — Item 9, 13, 26, 28, 30, 41,42, 43, and Addendum No. 1. Automatic rejection—Addendum No. 1 not acknowledged. Reference: Purchasing Policy No. Terratechnik Environmental PUR 010, Procedure 23.02,Item 11; Information to Bidders - Item 9, 13, 26, 28, 30, 41,42, 43, and Addendum No. 1. Pursuant to Information to Bidders Item 31, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise when you proceed with this task. (a) A copy of the Health and Safety Policy to e u e on ort ipsoje by Workplace (b) A copy of the current Workplace Injury Summary P Safety & Insurance Board (in lieu of the Workplace reports may be o � document, a copy of the current CAD 7, NEER, o submitted); (c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (d) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used ' on this project; (e) A list of employees trained in the confined space entry procedure who will be working on this project; (f) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (g) list of Sub-Contractors in accordance with General Conditions Item 32; (h) Waste Management Plan to be used on this project in accordance with Tendering Specifications Item 19. Refer to Item 07.01 of the Purchasing Policy for approvals during Council recess. Please include the following items in your Report to CAO: (a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health.& Safety; (b) if item (f) — Insurance — is acceptable to the Manager, Finance &Taxation; July 17, 2012 Page 2 Tender No. T-14-2012 Tender for Rosebank South Park Landscape Construction (c) any past work experience with the low bidder Colpac Construction Inc. including work 21 5 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. . . .____ 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 y u require further information, please feel free to contact me or a member of Supply & Ser ices. VAF/jg Attachments • July 17, 2012 Page 3 Tender No. T-14-2012 Tender for Rosebank South Park Landscape Construction 3 tv 9 1 A i— � T N Q. ss (4. ` M) 4 Ars o, E c Qt.: i 11/4- I \r, '■% r\,,'. %0- LI 13I .' t to O YN: . ' r O .'� . Q l... T E0) 63 E0) E0) t0) E0) E0) t0) to (0) t) E0) b9 N O 6 U c . 1 c. if I � p I J O N G m \ \ \ \ \ A \ \ \ I M L V3 O .0) t. I 3 �✓1 . o% `. a o N o N o o Ns. Ns4 i L • w 6 i a) 0 a. d \ ‘) la 1 C •a r d 1-- d O 30 C 'C c . 1 O Q v .) a. N _ Q . .0 .r cl) 04 0 C . . 0 f" - � L ms -xs o 0] se 0 U 13. J a c En U O0 O a) • c > o 13 c- co c O C o O U 0 c Q. a> x -� (n c 'a -6 N w c L.. c -p p Q c O ._O 2 t) c O U U C O -) C J Q O j N � 3'0 0 U .+ -a a J -o c u, 1 0) o w c +c N m O N ...` W O: Y c m f0 — O O 0 C • •.N N U ON S O w N C) 'D 0 a. C . L cis Y U N .2 x U C Y (0 it:J N CS > 8 a) .0 as N Q f0 _I 7 al O. O 'O • ,- c U > O (0 O m O O 0. U J' 0' 2 U H L.L. n C U J f'- 217 N v- O N N c f9 d • H C O V • V 0 a. 0 m ' co 0 c O • (3 CO . a) U C O o 2 G O N O O m 0 c m m `k -.C2) c. O a .•---;- \1,. : . . ,: • >:"\\'. tic° - . . - . T h N o • O .y C W ,■ I-- ,\� 4. a \v w_____ < . --il- y\ -N.2,-..-\ ----\ 1_,,, ,........._,..,(\.. _____ „ , It.`,..... ., U 1 1 • RECEIVED A ACH ENT# G TO REM #_` �(--/; CITY OF PICKEFIING g ;14. AUG 1 .4 2012 �; Memo CORPORATE SERVICE ®ffice of the CAO 1101131It E O�I C K �Receive'd AUG 1 3 2012 CITY AUG 1 4 2012 file - To: Tony Prevedel • Follow Up August 5, 2012 Chief Administrative OfficeSUPPLY AND SERVICE' • Mayor Corn Sery Council C&R • From: Everett Buntsma Directors • Eng Services Director, Community Services SMT Oper& Fac Clerk • Corp Services Copy: Director, Corporate Services & Treasurer Fire Office Sustain Division Head, Engineering Services Human Res Plan & Dev Manager, Supply & Services Legal & LS . Supervisor, Engineering & Capital Works Subject: Tender No. T-18-2012 • West Shore Boulevard, Road Improvements Oklahoma Drive to Sunrise Avenue - File: A-1440 Overview: Tender No. T-18-2012 for West Shore Boulevard Road Improvements Oklahoma Drive to Sunrise Avenue includes both road improvements and storm sewer works. These works were approved as two projects in the 2011 Capital Budget, and is the subject of this memo. In accordance with Purchasing Policy Item 06.12, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable and the estimated total purchase price is over $125,000, the Manager may approve the award, subject to consultation with the appropriate Director, Treasurer, CAO and Council. • Furthermore, in accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is • authorized to act on behalf of.Council during Council recess in approving an award of a project, and the Treasurer is authorized to approve financing of same. • Recommendation: 1. That Tender No.T-18-2012 submitted by Wyndale Paving Company Limited at a cost of $448,780.57 (HST included) be accepted; 2. That the total gross project cost of$500,987 (HST included) and a net project cost of $451,154 (net of HST rebate) including the tender amount and other associated costs be approved; • 3. That the Director, Corporate Services & Treasurer finance the project as follows: 9 a) the sum of$275,000 for the West Shore Boulevard Road Improvements — Oklahoma Drive to Sunrise Avenue be financed by an internal loan over a period not to exceed ten years at a rate to be determined; b) the balance of$1,213.00 for the West Shore Boulevard Road Improvements— Oklahoma Drive to Sunrise Avenue be funded from property taxes; c) the sum of$14,478.50 for the growth related West Shore Boulevard- Storm Sewer Works be funded from the Development Charges Reserve Fund; d) the sum of$28,484.50 for the growth related West Shore Boulevard- Storm Sewer Works be funded from the City's Share DC Reserve; e) the sum of $118,780.20 as provided for in the 2011 Capital Budget for Oil Grit Separators be funded from the City's Share DC Reserve; f) the sum of $13,197.80 as provided for in the 2011 Capital Budget for Oil Grit Separators be funded from the Development Charges Reserve Fund; and • 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive. Summary: This memo serves to report the results of Tender No. T-18-2012 for the West Shore Boulevard Improvements—Oklahoma Drive to Sunrise Avenue. The low bid submitted by Wyndale Paving Company Limited in the amount of$448,780.57 (HST included), and a total net project cost of$451,154 (net of HST rebate) is recommended for approval. Financial Implications: 1. Tender Amount $397,150.95 Tender No. T-18-2012 $39977,150.95 HST (13%) 448,780.57 Gross Tender Amount (44,639.77) HST Rebate (11.24%) U_0_4140.80 Net Tender Amount August 8, 2012 Page 2 Tender No. T-18-2012 West Shore Boulevard, Road Improvements Oklahoma Drive to Sunrise Avenue 2. Approved Source of Funds Roads and External Subdivision Capital Budget Location Project Code Source of Funds $3B0 Oget00 Required re 0 Tender No. T-18-2012 5320.1118.6250 Debt West Shore Boulevard 5320.1118.6250 Internal Loan-10 Year 0.00 275,000.00 5320.1118.6250 Property Taxes 0.00 1 ,213.00 West Shore Boulevard- 5320.1118.6250 Development Storm Sewer Works Charges Reserve 0.00 14,478.50 (Growth Related) Fund (33.7%) West Shore Boulevard- 5320.1118.6250 City's Share DC 0.00 28,484.50 Storm Sewer Works Reserve (Growth Related) (66.3%) (4) Oil Grit Separators 5321.1107.6253 City's Share DC 270,000.00 118,780.20 Reserve (90%) 5321.1107.6253 Development 30,000.00 13,197.80 Charges Reserve • Fund (10%) Total $630,000.00 $451,154.00 3. Breakdown of Cost-West Shore Boulevard and Oil Grit Separators West Shore Blvd Oil Grit Separators Total Improvements Project Code 5320.1118.6250 5321.1107.6253 Budget $330,000.00 $300,000.00 $630,000.00 Estimated Project Cost Tender No. T-18-2012 279,456.00 117,695.00 397,151.00 Associated Cost: 6,200.00 Miscellaneous, Tender & 6,200.00 Material Testing Contingency 28,000.00 12,000.00 40,000.00 Total Cost 313,656.00 129,695.00 443,351.00 HST (1.76%) 5,520.00 2,283.00 7,803.00 Net Project Cost to City 319,176.00, 131,978.00 451,154.00, August 8, 2012 Page 3 Tender No. T-18-2012 . West Shore Boulevard, Road Improvements Oklahoma Drive to Sunrise Avenue Net Position (Over) Under $10,824.00 $168,022.00, $178,846.00 221 4. Breakdown of Growth Related & Improvements Works at West Shore Boulevard City's Work - New -Growth Total Improvements Related Tender Amount 241,156.00 38,300.00 279;456.00 Misc & Material 6,200.00 6,200.00 Testing 3,920.00 28,000.00 Contingency 24,080.00 Total 271,436.00 42,220.00 313,656.00 New HST Cost to City 4,777.00 743.00 5,520.00 (1.76%) ' Net Project Cost to 276,213.00 42,963,00 319,176.00 City 5. Estimated Project Costing Summary $397,151.00 Tender No. T-18=2012• Shore Vert Sun se Avenue • Improvements —Oklahoma 5,000.00 Materials Testing 5,000.00 . Miscellaneous Costs 1,200.00 Contingency 443,351.00 Sub Total— Costs 57,636.00 HST (13%) 500,987.00 Total Gross Project Costs (49,833.00)7. HST Rebate (11.24%) 5451.154.00 Total Net Project Costs Net Project Costs (over) under Approved Funds I $178,846.00 At the time of writing this memo, it has come to the Treasurer's attention that of the works related to West Shore Boulevard- Storm Sewer Works are related management works to maintain the ecological system evelo of ent Frenchman's This proposal was included in the with respect to the potential impacts from future development. Development Charges Background Study (n 005oWt Thus�this hwork is development charges eligible for have been collected, but work did not proceed development charges funding. The funding ratio will be based on what C)was approved Fund the 33.7%.2005 Study in the ratio of City's Share 66.3/o and Development Note that as the City did not collect non-residential DC in the 2005 Study for the storm water management service category, this portion has bee.s included of in non-re of DC e funding 18%ratio. This works out to be 18 of the 66.3% of City's of the 85% of eligible DC cost). Page 4 August 8, 2012 . Tender No. T-18-2012 West Shore Boulevard, Road Improvements Oklahoma Drive to Sunrise Avenue • Table 4 above provides the breakdown of the new work required due to growth and road 2 2 2 improvements work. This breakdown is needed in order to determine the portion deemed eligible for development charges funding. The main component of the road improvements work will be funded 100% by City. The City's share of the growth related portion in the amount of$28,484.50 will be funded from the City's Share DC Reserve; a matching fund set aside for this purpose. The City's share of the cost for the West Shore Boulevard Road Improvements has been approved in the 2011 Budget as a 10-year debt. It is necessary to report to Council on projects requiring debt financing in order to formalize the borrowing. This project was tendered in late July 2012, and did not make it to the last Council meeting before the summer recess. In order to formalize this debt before the Council recess, Recommendation 2 a) of Report to Council CST 21-12 dated July 9, 2012, approved for a debenture issue in the sum of$330,000 based on the budget amount approved in the 2011 Capital Budget for this project. Since the actual funding required for the City's share of$275,000 is lower than the original budget, an internal loan not to exceed 10 years will be issued in lieu of debentures as provided for under Recommendation 2g) of Report CST 21-12. The balance of the City's share will be funded from property taxes. The Oil Grit Separators for the Frenchman's Bay watershed was budgeted for four locations at an estimated cost of$75,000 per location. The locations were to be determined at a later date. Currently, two locations have been determined: West Shore Boulevard and Browning Avenue. Based on the results of Tender No. T-18-2012, the cost came in higher than estimated; only two of the four locations can be accommodated from this budget. The Oil Grit Separators for West Shore Boulevard has been included in Tender T-18-2012. The balance of the unspent funds in the approximate amount of$168,000 will be reserve for the Browning Avenue location. Funds required for the remaining two separators will be re-budgeted in future. Discussions: As part of the 2011 Roads Capital Budget, West Shore Boulevard, Road Improvements—Oklahoma Drive Sunrise Avenue was approved as a project. In the same year, the Oil Grit Separators was approved under the External Subdivision Budget. These two projects are combined together on Tender No. T-18-2012. Tender No. T-18-2012 was issued on Friday, July 13, 2012 and closed Wednesday, August 1, 2012. Requests for tenders were invited from companies of which five responded by the official closing date and time. . The low bid submitted by Wyndale Paving Company Limited is recommended for approval. Wyndale Paving Company Limited is currently working for the City on Tender No.T-10-2012 for the East Shore Community Centre Parking Lot Improvements and Tender No. T-2-2012 for Liverpool Road, Road Reconstruction, Storm Sewer and Boulevard Work, and is deemed. acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, a current August 8, 2012 Page 5 Tender No. T-18-2012 West Shore Boulevard, Road Improvements Oklahoma Drive to Sunrise Avenue 223 WSIB Workplace Injury Summary Report and Certificate of Clearance issued by Workplace Safety & Insurance Board, confined space entry procedure and a list of employees trained in Confined Space Training, as submitted by Wyndale Paving Company Limited, 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 consultant's previous work experience, check of references submitted and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of the tender and relevant documents received, the Community Services Department, Engineering Services Division recommends acceptance of the low bid submitted by Wyndale Paving Company.Limited for Tender No. T-18-2012 in the amount of $448,780.57 (HST included) and that the total net project cost of$451,154 (net of HST rebate) be approved. • Attachments: 1. Supply & Services Memorandum dated August 1, 2012 2. Location Map Prepared By: Approved/Endorsed By: c . ' r .7_61 '' sky ' ,--- - 1)61/ iii" ------ Bunts , Darrell Selsky, CET, MM III 1,,Evere Bt a NPD, CMM Supervisor, Engineering & Capital Works Dire or, Community Services y �) Vera A. Felgemacher Gillis Paterson, CMA CSCMP, CPPO, CPPB, C.P.M., CMMIII Director, Corporate Services & Treasurer Manager, Supply & Services • Caryn Kong, CGA Senior Financial Analyst Capital & Debt Management Page 6 August 8, 2012 Tender No. T-18-2012 West Shore Boulevard, Road Improvements Oklahoma Drive to Sunrise Avenue X24 Richa d Holbv/n, P. Eng. Divi on Head, Engineering Services DS:ds Approval (4/1)„ 11(7 2.012, Tony Prevedel, P.Eng. Chief Administrative Officer • August 8, 2012 Page 7 Tender No. T-18-2012 West Shore Boulevard, Road Improvements_ Oklahoma Drive to Sunrise Avenue • r) r)(.itq o0 ui . x-� .,... I ;Ie' wt uj1�, 7 __ PI KERING Memo To: Richard Holborn • August 1, 2012 Division Head, Engineering Services . . From: Vera A. Felgemacher . Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works . • Subject: Tender No. T-18-2012 Tender for West Shore Boulevard — Road Reconstruction, - Oklahoma Drive to Sunrise Avenue _ • - 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. Eight (8) bidders responded and submitted a tender for this project. A copy of the Record of Tenders Opened and Checked used at the public'tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing.Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit • prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been done. 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 13.03(w). Three (3) bids have been retained for review at this time. Copies of the tenders are attached for your review along with the summary of costs.. . SUMMARY • • HST Included Total.Tendered Bidder After Calculation Check • Amount Wyndale Paving Co. Ltd. $448,780.57 $448,780.57 Mar - King Construction Company Ltd. $465,663.91 $465,663.56 Coco Paving Inc. $485,254.77 $485,254.77. . Bennington Construction Ltd. - $492,652.88 $492,652.88_ Hollingworth Construction Ltd. $511,154.37 $511,154.37 Royalcrest Paving Ltd. $513,540.37 $513,540.37 Midome Construction • $529,800.50 $529,800.50 Miwel Construction $658,005.69 $658,005.58 • Pursuant to Information to Bidders Item 28, the following will be requested of the low bid urs for your review during the evaluation stage of this tender call. Please advise when you wish 6 'proceed with this task. copy(a) A co of the Health and Safety Policy to be used on this project (currently dated and signed); Summary Report issued by Workplace Safety (b) A copy.of the current Workplace Injury & Insurance Board (in lieu of the Workplace Injury Summar be y Report ped)ocument, a copy of the current CAD 7, NEER, or MAP reports y (c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance ( ) mended Confined Space Entry Regulations (September Board; (d) Proof of compliance with a used 30, 2006). Copies of certified Training and Procedures to beds e on this project; • (e) A list of employees trained in the confined space entry p working on this project; approved alternative form shall be completed by (f) The City's certificate of insurance or app the bidder's agent, broker or insurer; (g) .list of Sub-Contractors in accordance with this General in aditiio s Item v3 h Tendering (h) Waste Management Plan to be used on project Specifications Item 18. . • Refer to Item 07.01 of the Purchasing Policy for approvals during Council recess. Please include the following items in your Report to CAO: Health & (a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, He Safety; (b) if item(f) — Insurance — is acceptable to ddeManager,le Paving Co. _tdl including work • (c) any past work experience with the low bidder Y _ location; . information is (d) without past work experience, if ref{o Which this work is to be ctharged; (e) the appropriate account number(s) (f) the budget amount(s) assigned thereto; (g) Treasurer's confirmation of funding; (h) related departmental approvals; (I) related comments specific to the project. Please do not disclose any information to enquiries except you direct he Bidders to the wi II s website for the unofficial bid results as read out at the public ten der opening. advised of the outcome in due course. If yo require further information, please feel free to contact me or a member of Supply & Sery\ces. /1:\ - (..---• i--) VAF/jg Attachments August 1, 2012 Page 2 Tender No. T-18-2012 Tender for West Shore Boulevard — Road . - - Oklahoma Drive to Sunrise Avenue • O • . b4 Z CW GG . G . 0 • h c •• • U U d E y N Q L in -o c r c 0 u r � _ v) p O 4+ p iJ & G . fsl i •' ry) 1.v y� 'L Q iiii .a Q SL >7. J1 . . o ca aj £ -a - c a a • U• 0 6.C Co .• U' c N i c N N U .•• • 0 < O e= O ID not 1"'•. Y UJ 'B a . O o C.) CI- .c a Q . Z Ow • 12 N m A m Z d c N r,� n c\ �o. c- c� 1 Uw 3 o -oO :o O > . p C �� o O y . ' a I • 5. _ • C LI. c o N :w --,,., Lir) \I • c c0 -p ‘' 4) .V. i . :.....:: ." • '6 ' ;• , ',.. ' ,. i Z 3 c \ L a N u C y N (1) C E cn a a' c U Z m A� • F- co 0 - -� ° o . w .Z cu 0) U c o � c o S 0 . dS Ed o U) C O • n_ t' •o) LL • \'• ►• Ed U c o rn o > o •- rn a� a� 3 a H EU c a c`� co rn CO} ,(' ,1 c c o f_ 0 •-a 3 a' 8 v o >' o o•. _i .. ' m 2Li cc• 3 I v U U City 00 ,iai1 ' 2 Q 0. SIONIO��Iel ENGINEERING SERVICES DIVISION . Attachment for Tender T-18-2012 __ i 7 h P` W \\R O COURT w a OKL4HOMA U O LI -VI Q GALLANT / ABINGDON) I /O — O O r 7 U y\ A CRT. A �_ r J a m J COURT' A -1 O Y [D 74 [MINK STREET rn Si L-/ �TONEBRIDGE ml T 1 U tt 2 w/ oN\ 81� ROAD > I L I [ RAVE.`CC E� �+T COURT fil O O JV7Jl.l DOWNLAND •fl -1 I - / AREA . �/ �T 7\SURE, ruLL0 O ENGEL u cRF O�i�F a Sr DE �� O w FkVF�[ H" t AVE. POtt,, W U W e-P H _ BRIAN VICTOR n K m 3 CRy—f. RT. r Q Y 1 ? � � - L a — \� ` a� / �BROADGREEN '1, Fly f qQ LAKE ONTARIO GREEK ____' Location Map —West Shore Boulevard • Proposed Construction Includes: Complete reconstruction and of West Shore Boulevard which includes; • Re-installation of a new and wider road, complete with concrete curb and gutter, new granular base and base asphalt (wider road will accommodate parking and bike lanes); • The road widening will be offset in an effort to preserve the mature trees in the east boulevard • The installation of an Oil-Grit separator as indicated; • Re-installation of new and wider 1.8m concrete sidewalk (east side) Restoration to Project Site • Complete boulevard restoration to all areas affected by construction (fine grading and sodding where required); and • Complete Road line painting and signage as required. . ATTACHMENT#_I TO REPORT#, (sr..?se- City o -_ 2 9 O Office of the CA e m o Received AUG 0 3 20 IICINSI4N IOC File :- Follow Up Mayor Com Sery To: Tony Prevedel Council C&R Ai��ust 3, 2012 Chief Administrative Officer Directors Eng Services SMT Oper & Fac Clerk Corp Services From: Gillis A. Paterson Office Sustain Director, Corporate Services & Treasurer Fire , Human Res Plan & Dev Copy: Manager, Information Technology Legal& LS Manager, Accounting Services - Manager, Finance & Taxation Manager, Supply &Services • Senior Purchasing Analyst Subject: Ricoh Print Management Proposal and Purchase of Print Management Software - File: F-5000-001 Recommendations: 1. That the proposal received from Ricoh Canada, based on the terms of Standing Agreement VOR-1027 from the Ministry of Government Services of the Province of Ontario for the provision of multi-function devices and printers be accepted as follows: i. monthly hardware rental amount of$5,065.12 (HST extra) • ii. estimated cost per copy per month based on a blended rate of$0.0099 resulting in an estimated monthly amount of$5,022.68 (HST extra) 2. That an estimated net total annual cost of$119,953.72 after savings, an increase of$4,903 . over current costs, be accepted; 3. That the purchase of Print Management software at a cost of$34,960.00 (HST extra) be charged to cost centre 2196-5974-0000 (non-budgeted) to be financed from anticipated under expenditures and costs avoided through this contract in the Information Technology budget be approved; . • 4. Further that the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. • • Executive Summary: In review of the RFP results provided by the Province and in L consultation with the Manager, Information Technology and the Senior Purchasing Analyst, it is recomr rerniect•tha: tfie-ERQ-a roye•tfe- mplementation of the proposal from Ricoh Canada utilizing the Standing Agr mertt selected by the Province and offered to the broader public sector.; ' .. .i The contract with Ricoh will be in the for of a five year rental agreement with cancellation privilege as_apposed to a fixed term°*.1sq. Given the foregoing, having an operating agreement extendjng beyond the current term of Coincil_is not a problem as the agreement can be cancelled, with pro rated penalty. Furthermore, thisgreement is not deemed material and therefore the Lease Policy need not apply. f # Financial Implications: 1. u"rrenf Annual�osr • Annual contract cost—Toshiba —21 single function $28,000.00 photocopiers Annual HP Printer Cost— 187 units — Consumables 49,000.00 Annual HP Printer Repair Costs 3,600.00 Annual Cost to upgrade,existing copiers • 6,000.00 Current annual paper cost 27,500.00 Estimated annual energy cost 950.00 Current Annual Cost $115.050.00 2. Proposed Annual Contract Cost- Ricoh Annual cost— Equipment - $5,065.12 per month x 12 months $60,781.44 Estimated annual total cost per copy (CPC) - $5,022.68 per month x 12 months 60,272.16 Current annual paper cost 27,500.00 Total Annual Cost $148.553.60 3. Estimated Net Annual Increase Net Increase $33,503.60 Less—estimate annual HP printer repairs (3,600.00) Less—estimated annual HP printer replacement (five year average) (21,000.00) Less—estimated saving paper cost (4,000.00) Less —energy savings TBD Estimated net annual contract cost increase $4.903.60 August 3, 2012 Page 2 Ricoh Print Management Proposal and Purchase of Print Management Software 4. Print Management Software Print Management Software — One time cost only $34,960.00 Savings 2012 — scanner not required (3,000.00) Systems scan for credit card numbers underexpenditure (7,000.00) Back up Tape Replacements — not required (1,000.00) GIS —to be rebudgeted in 2013 as a larger project (23,960.00) Net additional one time cost • Finally, the net cost after savings will be equal to or less than the estimated cost of upgrading the photocopiers. Therefore, it is recommended staff proceed with the Ricoh proposal. Discussion: The City currently operates 21 single function departmental photocopiers, which are leased from Toshiba Canada. The original 60 month lease agreement expired on July 31, 2010, and was extended a further 24 months to July 31, 2012. The contract has been further extended on a month to month basis for a maximum of three additional months pending consideration of this report. Please note that this proposal does not include replacing the Xerox Model DT4127 production copier in the Copy/Print room, which is leased under a separate 66 month agreement with Xerox Canada and does not expire until 2015. When Council approved the last photocopier contract to Toshiba Canada, Report CS 54-05, also approved the following: "4. The Director, Corporate Services and Treasurer be authorized to alter terms, conditions and/or supplier(s) if necessary in order to meet, maintain and provide departmental photocopy services for the City." The City's Purchasing Policy (Section 17.01) allows for the use of a co-operative method of purchasing with public agencies when advantageous and practical, so long as a competitive method of acquisition is used, consistent with our Purchasing Policy. In this regard, the provincial Ministry of Government Services completed an RFP process in 2010 for the selection of a Vendor of Record (VOR)for Print Imaging Technologies and Services. The Province committed considerable resources on this project and has obtained competitive pricing based on Provincial volumes. VOR-1027 was placed in effect on February.1, 2010 and released to the broader public sector on April 26, 2010. The Province has extended the term of VOR-1027 to January 31, 2013. • Ricoh Canada Inc. has been awarded a contract by the Province as a result of the RFP process for the provision of multi-function devices (MFD), which provides machines that print, scan, facsimile and copy. Terms of the contract fixes an annual rental rate and a cost per copy (CPC) rate for various models for a term up to 60 months. All of the terms, conditions, benefits, service level agreements and pricing have been set out for any eligible organization in the broader public August 3, 2012 Page 3 Ricoh Print Management Proposal and Purchase of Print Management Software sector wanting to participate in the VOR program. The terms, conditions, pricing and service level agreements are not negotiable as they are the same for all participants in the VOR program 3 ? Further to the awarding of this contract by the Province, and consistent with the City's Purchasing Policy, a comprehensive review of the deficiencies of the existing equipment and the needs of the City for multi-function devices (print, scan, facsimile and copy), was conducted by the Information. Technology section of Corporate Services and Ricoh Canada. Ricoh Canada provides,a value added service of reviewing current equipment allocations,and usages, which is compared against recognized industry standards and then provides recommendations on equipment requirements and the reorganizing and reducing the current fleet. This review is aligned with our sustainable initiatives to achieve savings in energy and paper consumption. The deployment of multi-function photocopiers, which provides print, scan, facsimile and photocopy functions will assist the City in reducing costs associated with copying and printing. Networking of the departmental photocopiers with print functions will enable the Information Technology section to significantly reduce the number of departmental and desktop printers, realizing a substantial cost savings. This review encompassed all copiers and printers across all City facilities. In addition, document handling and security considerations were incorporated in the review. 1. Ricoh Proposal As a result of the review of our current equipment, Ricoh has proposed reducing the City's current fleet of 202 devices (photocopiers, printers, scanners & facsimiles) by implementing the following equipment, eventually reducing the number of machines to 56 units consisting of: • 14 - Multi- Function Devices — B/W 20 - Multi-Function Devices — Color 1 - Desktop Multi-function Devices - Color 16 - Printers - B/W 5 - Printers — Color Although the implementation of Ricoh's proposal will result in a justifiably higher annual expense, Information Technology has identified the following annual cost savings as indicated in the Financial Implications Section of this memo. 2. Print Management Software In conjunction with the implementation of Ricoh proposal for MFP devices and upgraded printers, print management software is also recommended by the IT section which will enable the following benefits: a) Security Staff will be required to use an individual security card to print from any networked device which will result in a number of security enhancements. Printing can only occur once the employee has swiped their security card. Printouts left on the printer because they were forgotten will become a thing of the past. Print jobs submitted but not printed will be automatically deleted after 24 hours and if the print is initiated and a change is determined, the print job can be left to expire without August 3, 2012 Page 4 Ricoh Print Management Proposal and Purchase of Print Management Software •wiring the cost of the printout. The print management software will identify staff who has scanned, faxed, and printed documents and if the document is being printed from LaserFiche, the security logs will also identify the document's name. Unauthorized usage of the Ricoh MFPs will not be possible. Documents scanned and faxed will reside on the Ricoh MFP's disk drive and the drive is encrypted to Department of Defense (DoD) standards and is very secure. If the disk drive were removed from the Ricoh MFP, the documents stored on it would not be retrievable. b) Device Management Currently, the City is unable to track who is printing what or how much. The print management software will permit the City to determine who can print color, how many sheets an individual can by print during a given time period, track hi be a considerable eeducgonrl in the number pr rated department. The predicted resulted w sheets. c) Print Anywhere Printouts would print on the Ricoh MFP where the employee swipes their card. If the initiation of the printout occurs within the Civic Complex, but the meeting is at a remote site, the printout can occur at the remote site; thus, eliminating potentially unnecessary copies being printed. d) Departmental Charge-back As a result of the City being able to track who is actually printing, departments can now be assessed costs directly related to their usage. In addition to the cost per copy, it can also be determined how many sheets each department is using; thus, the paper costs could be accurately allocated. New G/L accounts will setup within each cost center starting in 2013. The budgets will reflect these changes. e) Allocation of Resources The print management software would permit the City to determine the areas where the MFPs are mostly used and if the resource usage is supportable. Re-allocation of resources could occur and at minimum, accurate usage numbers would be available during the next replacement cycle. 3. Project Benefits Previous undertakings have concentrated on replacing photocopiers on a one-to-one basis, viewing the photocopier as a copying device rather than a multi-functional device. Information Technology in conjunction with Supply & Services, is proposing to implement a new strategy and a proactive approach to print management. The strategy is to replace all photocopiers and printers with networked multi-functional devices that are capable of performing as printers, scanners, facsimiles and photocopiers. Rather than viewing devices as separate units with separate functionalities, this approach will view the multi-functional device as a print management center. By implementing a multi-functional approach and with the utilization of print g management data security,software, the City will realize improvements in paper-resource management, da Y reduction, and staff and process efficiencies. The Ricoh proposal will enable the City to strategically embrace the future rather than the present day-to-day needs. The greatest benefit is Page 5 August 3, 2012 Ricoh Print Management Proposal and Purchase of Print Management Software the introduction of a state-of-the-art document management solution to replace the current seven year old technology, which will greatly increase efficiency and reduce the copying and printins'4 costs of the City. The Ricoh proposal will introduce a managed service; eliminating the need for staff to order print cartridges, and for IT to maintain the current fleet of printers. Staff efforts can be redirected to higher priority issues. Records management and document security is greatly enhanced by relying on electronic documents rather than printed sheets. The number of pages printed by individual and departments will be monitored having the effect of reducing the number of printed pages. 4. Non Financial Benefits The following identifies those project benefits and initiatives that do not necessarily have an associated cost savings. a) Carbon-footprint Reduction Ricoh is one of the greenest companies in the world. Their manufacturing plants are carbon neutral. The Ricoh implementation would result in the City reducing its yearly carbon footprint by approximately 1 tonne. This equates to a reduction of 5 tonnes over the life of the contract. Continuing the strategy.of communication centers rather than perpetuating the installation of multitudinous printers, the CO2 reduction would be maintained, if not increased. Environmentally, the Ricoh proposal will greatly reduce the City's paper usage and eliminating a substantial number of ink cartridges reducing the amount of landfill waste and the energy required for their manufacture, distribution, and end-of-life disposal. Ricoh is predicting the City's CO2 footprint will be reduced by one tonne per year which fully encompasses the City's sustainability directive and efforts, The annual printed pages is expected to be reduced by 75,000, not only reducing paper consumption, but also the ink cartridges that previously would have been required. The CO2 saved from the felling of trees through to the manufacture of the ink cartridges would be quite substantial. The energy savings by reducing or fleet and replacing non-efficient devices with energy efficient devices will be substantial. Without having the energy requirements of every device being eliminated, it would be difficult to provide an accurate number, but there would definitely be a CO2 reduction with a reduction in land-fill requirements for spent cartridges. b) Foundation for Future Phases Implementing the Ricoh proposal, as recommended, will permit the City to look beyond its current way of conducting its business and permit methods and efficiencies better suited for today's environment as well as the future. During 2013, it is envisioned that departmental LaserFiche and workflow analysis would start with Accounts Payable, resulting in staff efficiencies, reduced paper flow leading to automatic record keeping, workflow, and archiving. The 2013 Budget contains $22,000 for a LaserFiche upgrade that is required regardless of the Ricoh project. The budget also contains $8,000 for consulting to perform the necessary workflow analysis August 3, 2012 Page 6 Ricoh Print Management Proposal and Purchase of Print Management Software C 2 7, 5 c) Reduction in City Costs due to Ontario's VoR Program Previously, the City developed its own RFQ, analysed the results, and then proceeded to enter into a 5-year lease. The entire process would have required both time and effort from Supply & Services and IT employees. In future;the City will participate in the Vendor of Record (VoR) program; thus, saving the cost and effort of performing the required investigation and analysis. d) Managed Service - Currently, IT is responsible for the maintenance of installed printers. The Ricoh proposal would transfer support to Ricoh and eliminate this requirement; thus, permitting IT to enhance the service levels in other support areas. e) Facsimile • Faxes can be sent by any PC through a Ricoh MFP that is fax ready. The sending of the fax will be logged for security reasons. Faxes can also be received and then forwarded electronically to the named recipient without printing one sheet of paper. 5. Project Phases Currently the project entails three phases. Phase 1 — 2012 - Implementation of Ricoh proposal. Phase 2 — 2013 - The 2013 Budget contains $22,000 for the Departmental Laserfiche upgrade. This upgrade will provide the foundation to assist in achieving workflow efficiencies and enhanced archiving capabilities. Workflow analysis within Planning & Development to identify opportunities for efficiencies in staff time, reduce paper flow and automated record keeping, workflows and archiving. Costs of analysis are estimated to be between $8,000 to $10,000. Phase 3 — 2014 -Workflow analysis across the Corporation with a mind to streamlining paper and work flows to provide efficiencies in staff time and improve record and archive information. For example, Clerks, Tax and Accounts Payable areas. • Page 7 August 3, 2012 Ricoh Print Management Proposal and Purchase of Print Management Software Prepared By: Approved/Endorsed By: .*4: -.--- - ,L _(/,Pekie& :7/ .-.1 7 A Gillis A. Paterson Tony Prevedel Director, Corporate Services & Treasurer Chief Administrative Officer eiL------- _ • lJon orms Ma ager, Information Technology 1 /' ob K-'zma i Senior Pur lasing Analyst August 3, 2012 Page 8 Ricoh Print Management Proposal and Purchase of Print Management Software