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HomeMy WebLinkAboutFIN 18-17PICKERING Report to Executive Committee Report Number: FIN 18-17 Date: September 5, 2017 From: Stan KanNowski Director, Finance & Treasurer Subject: Tender/Contract Approval - Approvals During Council Recess 2017 Recommendation: 1. That Report FIN 18-17 of the Director, Finance & Treasurer regarding tender and contract approvals be received; 2. That Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer during Council's recess being: RFP -4-2017 Integrated Transportation Master Plan; T-13-2017 City Hall Accessibility Upgrades at the Pickering Civic Complex; 0-40-2017 Supply and Delivery of Two Multi -Purpose Tractors; and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: Council is required to approve contracts awarded by the Chief Administrative Officer in accordance with Section 07 of the Purchasing Policy. The tender and contract approvals contained in this Report met the City's Purchasing Policy, were within the approved Budget and were approved by the Chief Administrative Officer during Council's recess this year. 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. Discussion: Purchasing Policy Section 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; Report FIN 18-17 September 5, 2017 Subject: Tender/Contract Approval Page 2 - Council's Recess 2017 (c) The project is not debt financed; and (d) A report respecting those approvals is subsequently submitted to Council. The circumstances were such that one proposal, one tender and one quotation required approval by the Chief Administrative Officer during Council's 2017 recess. It is recommended that Council receive this Report for information and ratify the approval of RFP -4-2015 Integrated Transportation Master Plan; T-13-2017 City Hall Accessibility Upgrades at the Pickering Civic Complex; Q-40-2017 Supply and Delivery of Two Multi -Purpose Tractors. Therefore, pursuant to the Purchasing Policy, the following was approved by the Chief Administrative Officer during the "recess" of Council Request for Proposal No. RFP -4-2017 Integrated Transportation Master Plan That Proposal No. RFP -4-2017, for Consulting Services for the preparation of an Integrated Transportation Master Plan submitted by IBI Group Professional Services Inc. in the amount of $387,465.70 (HST included) be accepted. Financial Implications: 1. Proposal Amount Proposal No. RFP -4-2015 HST 13% Total $342,890.00 44, 575.70 $387,465.70 2. Estimated Project Cost Summary Request for Proposal No. RFP -4-2015 Additional Provision Total Project Cost (excluding taxes) HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $342,890.00 1,057.00 343,947.00 44,713.00 $388,660.00 (38,660.00) $350,000.00 3. Approved Source of Funds Account Code Source of Funds Development Charges - 2290.2392.0000 Reserve Fund Studies Total Funds Property Taxes Budget $315,000.00 $315,000.00 Required $35,000.00 $350,000.00 $35,000.00 $350,000.00 Project Cost Under (Over) Approved Funds By $0.00 Report FIN 18-17 Subject: Tender/Contract Approval Council's Recess 2017 September 5, 2017 Page 3 Tender No. T-13-2017 City Hall Accessibility Upgrades at the Pickering Civic Complex That Tender No. T-13-2017 submitted by J.J. McGuire General Contractors Inc. in the revised amount of $514,150.00 (HST included) be accepted. Financial Implications: 1. Tender Amount Tender No. T-13-2017 Cash Allowance (Finish Hardware) Cash Allowance (Adult Change Table) Cash Allowance (Testing & Inspection) Cash Allowance (Roofing) Gross Tender Cost HST (13%) Total Gross Tender Cost $420,000.00 10, 000.00 10, 000.00 5,000.00 10, 000.00 $455,000.00 59,150.00 $514,150.00 2. Estimated Project Cost Summary Gross Tender Cost (T-13-2017) Cabling Council Area Reception Furniture, Fixtures & Equipment Contingency Total Project Cost HST (13%) Total Gross Project Cost HST Rebate (11.24% of Total Project Cost)) Total Net Project Cost $455,000.00 8,000.00 20, 000.00 50, 000.00 63,000.00 $596,000.00 77,480.00 $673,480.00 (66,990.00) $606,490.00 3. Approved Source of Funds 2015 Approved Current Budget Project Code 5700.1602.6183 Total Funds Source of Funds Rate Stabilization Reserve Canada 150 Community Infrastructure Program Available Budget Required $1,159,922.00 $540,490.00 66,000.00 $1,159,922.00 $606.490.00 Project Cost Under (Over) Approved Funds By $553,432.00 Report FIN 18-17 Subject: Tender/Contract Approval - Council's Recess 2017 September 5, 2017 Page 4 Quotation No. Q-40-2017 Supply and Delivery of Two Multi -Purpose Tractors That Quotation No. 0-40-2017 submitted by Joe Johnson Equipment for two 2017 MT7 Trackless Multi -Purpose Tractors including a snow blower, stump grinder and spray tank, in the amount of $294,041.00 (HST extra) be accepted. Financial Implications: 1. Quotation Amount Quotation No. Q-40-2017 HST (13%) Total Gross Quotation Cost $294,041.00 38,225.33 $332,266.33 2. Estimated Project Cost Summary Quotation No. 0-40-2017 Optional Extra — Snow Blower Optional Extra — Spray Tank Optional Extra — Stump Grinder Sub Total HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $260,836.00 15,400.00 4,405.00 13,400.00 $294,041.00 38,225.33 $332,266.33 (33,050.00) $299,216.00 Report FIN 18-17 Subject: Tender/Contract Approval - Council's Recess 2017 September 5, 2017 Page 5 3. Approved Source of Funds Description One Multi -Purpose Tractor One Multi -Purpose Tractor with optional Snow Blower and Spray Tank One Optional Stump Grinder Attachment Total Funds Account Code Source of Funds 5311.1703.6178 DC City's Share (38%) Reserve 5311.1703.6178 DC — Roads & Related (62%) Reserve Fund 5311.1707.6178 Internal Loan — 5yr 5311.1707.6178 Property Taxes Available Budget Required $55,643.00 $50,431.00 89,357.00 82,282.00 0 2,003.00 5780.1721.6178 Property Taxes 13 500.00 13,500.00 $309,500.00 $299,216.00 New Project Cost Under (Over) Approved Funds By $10,284.00 Attachments: 1. Memorandum dated July 12, 2017 regarding RFP -4-2017 2. Memorandum dated June 29, 2017 regarding T-13-2017 3. Memorandum dated June 16, Revised August 4, 2017 regarding Q-40-2017 ared By: Ray Rowrigues Supervisor, Supply & Services Approved/Endorsed By: Stan Karwowski Director, Finance & Treasurer Recommended for the consideration of Pickering City Council rs Tony Prevedel, P.Eng. Chief Administrative Officer .CHMENT#/TO REPORT # PICKERING a i8 -1'Z Memo To: Tony Prevedel July 12, 2017 Chief Administrative Officer From: Richard Holborn Director, Engineering Services Copy: Manager, Capital Projects & Infrastructure Coordinator, Transportation Engineering Subject: Integrated Transportation Master Plan Proposal No. RFP -4-2017 File: A-1440 Overview: As part of the 2017 Engineering Services —Administration Current Budget, the completion of the Integrated Transportation Master Plan was approved as a project with a budget of $350,000.00. Proposal No. RFP -4-2017 was issued on April 27, 2017 and closed on May 25, 2017 with five. proposals being received by the closing date and time. The Evaluation Committee reviewed and evaluated the five proposals received using criteria outlined in the Terms of Reference. As the cost of the highest ranked submission exceeded the approved budget, staff exercised Section 2.5 Stage IV — Ranking and Contract Negotiations of the Request for Proposal document for improved pricing. As a result, the renegotiated proposal cost is within the approved budget amount. It is recommended by the Evaluation Committee that IBI Group Professional Services Inc. be retained to undertake the Integrated Transportation Master Plan at a cost of $387,465.70 (HST included). The total net project cost is estimated to be $350,000.00. In accordance with Section 10.04 of the Purchasing Policy, where the project cost of a consulting assignment is more than $50,000.00, the award is subject to the approval of Council. Furthermore, in accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized to act on behalf of Council during any recess of Council in approving an award of a project, and the Treasurer is authorized to approve financing of same. Recommendation: 1. That Proposal No RFP -4-2017, for Consulting Services for the preparation of an Integrated , Transportation Master Plan submitted by IBI Group Professional Services Inc. in the amount of $387,465.70 (HST included) be accepted; 2. That the total gross project cost of $388,660.00 (HST included), and the total net project cost of $350,000.00 (net of HST rebate) be accepted; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $350,000.00 as follows: a) the sum of $315,000.00 as approved in the 2017 Current Budget to be funded from the Development Charges Reserve Fund Studies; and b) the sum of $35,000.00 as approved in the 2017 Current Budget to be funded from property taxes;. and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this memo. Financial Implications 1. Proposal Amount Proposal from IBI Group Professional Services Inc. dated May 25, 2017 Integrated Transportation Master Plan $342,890.00 HST (13%) 44,575.70 Total Gross Project Cost $387.465.70 July 12, 2017 Integrated Transportation Master Plan Proposal No. RFP -4-2017 Page 2of5 2. Estimated Project Costing Summary Proposal Phases 1, 2, 3 and 4 Additional Provision Total Project Cost (excluding taxes) HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $342,890.00 1,057.00 343,947.00 44,713.00 $388,660.00 (38,660.00) $350 000.00 3. Approved Source of Funds — 2017 Current Budget Account Source of Funds 2290.2392.0000 Development Charges — Reserve Fund Studies Total Funds Property Taxes Available Budget Required $315,000.00 $315,000,00 35,000.00 35,000.00 $350.000.00 $350,000.00 Net Project Cost under (over) Approved Funds $0.00 Discussion: The 2017 Engineering Services — Administration Current Budget included $350,000.00 for the completion of the Integrated Transportation Master Plan. An Integrated Transportation Master Plan (ITMP) is a strategic planning document designed to define the policies, programs and infrastructure improvements required to address existing and future transportation needs. The City of Pickering ITMP will define a city-wide vision for the development of transportation priorities, programs and networks that will guide future municipal transportation investments in an integrated manner. The ITMP is a critical document in determining the municipality's objectives of promoting mobility for all modes of transportation improving existing and future transportation infrastructure and supporting a vibrant downtown through a multi -model network. The study is to be prepared in accordarice to the master planning process as defined in the Municipal Class Environmental Assessment (EA). The completed ITMP will fulfill the requirements of phases 1 and 2 of the Class EA process; that is to identify the need and justification and the design process for all recommended projects. The City of Pickering's current Trails and Bicycle Master Plan, was prepared in 1996. The consultant will review, incorporate and expand upon the City's current Trails and Bicycle Master Plan. The purpose of the proposed Active Transportation Plan for City of Pickering is to build upon July 12,2017 Integrated Transportation Master Plan Proposal No. RFP -4-2017 Page 3 of 5 the existing system of on and off-road pedestrian, trail and cycling facilities; link them together in an integrated network that also supports transit use; and design existing and future programs to promote, educate and encourage more people of all ages to choose active transportation modes of movement more often, throughout the municipality and beyond in an environmentally and financially sustainable manner. A consultant is required to undertake the ITMP and to update the 1996 Trails and Bicycle Master Plan, as part of the ITMP. Proposal No. RFP -4-2017 was issued on April 27, 2017 to obtain proposals to undertake the Integrated Transportation Master Plan. The RFP process closed on May 25, 2017, with five proposals submitted. The proposals were reviewed by the Evaluation Committee consisting of staff from the Engineering Services and City Development Departments. Proposals were evaluated based on the following criteria: • Experience, Qualifications and References • Project Deliverables • Quality and Completeness of Proposal • Pricing IBI Group Professional Services Inc. is the highest ranked proponent. The proposal submitted by IBI Group Professional Services Inc. exceeded the approved budget. In accordance with Section 2.5 of the Request for Proposal document, City staff met with representatives from IBI Group Professional Services Inc. to negotiate improved pricing. As a result, the total net project cost required is within budget. The Health & Safety Statement signed by IBI Group Professional Services Inc. and Certificate of Clearance issued by the Workplace Safety & Insurance Board have been reviewed by the Human Resources Specialist and deemed acceptable. The Certificate of Insurance has been reviewed by - the Manager, Budgets & Internal Audit, and is deemed acceptable. Upon careful examination of all proposals and relevant documents received, the Engineering Services Department recommends the acceptance of Proposal No. RFP -4-2017 submitted by IBI Group Professional Services Inc. in the amount of $387,465.70 (HST included) and that the total net project cost of $350,000.00 (net of HST rebate) be approved. July 12, 2017 Integrated Transportation Master Plan Proposal No. RFP -4-2017 Page 4of5 Prepared By: a � �^I . , Nadeem Zahoor, P.Eng., M.Eng. Transportation Engineer Darrell Seisky, C.E.T., CMM III iaft-RichardHolborn, P.Eng Director, Engineering Services Approved/Endorsed By: ,1-84. Stan Karwowski, MBA, CPA, CMA Manager, Capital Projects & Infra structure Director, Finance & Treasurer Vera A. Felgemacher CSCMP, CPPO, CPPB, CPM, CMM III Manager, Supply & Services Approval sm.fOF Tony Prev-:e ' Eng. Chief Administr'rati Officer NZ:mjh July 12, 2017 Integrated Transportation Master Plan Proposal No. RFP -4-2017 Page 5 of 5 ATTACH DICKERING i "7 Memo To: Tony Prevedel Chief Administrative Officer From: Marisa Carpino Director, Community Services Copy: Director, Finance & Treasurer Division Head, Operations Manager, Supply & Services Manager, Facilities Capital Projects Senior Financial Analyst, Capital & Debt Management Subject: Tender No. T-.13-2017 - City Hall Accessibility Upgrades File: A-1440 June 29, 2017 Overview: The Pickering Civic Complex opened in 1990, prior to many of the legislative requirements included in the present version of the Ontario Building Code. The facility houses most of the City's administration departments, including their respective points of service for residents, businesses and visitors. alike. AECOM Canada Inc. was retained in 2016, as per Request for Proposal RFP -9-2016, to undertake design for renovations to the ground floor of City Hall to include: a) Council Chambers; b) Ground Floor Public Washrooms and Customer Care Service Counter; and c) City Development Service Counter. These public areas are in need of renovation in order to improve service capabilities and to address changes in accessibility legislation since its original construction. AECOM Canada Inc. was tasked with designing the renovation of the three distinct areas in an effort to maintain consistency of its final appearance. - On February 10, 2017,.Request for Proposal RFP -3-2017 was publically released for the Prequalification of general. contractors for Accessibility Upgrades in the Pickering Civic Complex. A total of eight proposals were received by the deadline of Thursday, March 2, 2017. Based on the results of the evaluation rated criteria, two general contractors were successfully prequalified by the City to submit bids for consideration. Tender No. T-13-2017 was released to the prequalified general contractors and was also made available for information to the public on the City's website on May 2, 2017 and closed on May 25, 2017. The lowest submitted compliant bid exceeded the approved budget for the project. Tender T-13- 2017 required bidders to provide a breakdown of pricing by area so staff could assess the costs associated with each of the three project areas. Supply & Services staff were directed to approach the lowest compliant bidder to investigate whether the Company would hold its price for lobby washrooms and service counters, if the Council Chambers renovation (Item 1.1 of tendering document) was removed from the project scope of work. J.J. McGuire General Contractors Inc. have agreed to do so on June 13, 2017. Reducing the scope of work for all other compliant bids in the same manner would not change the resulting lowest bidder. Having deleted Item 1.1, Renovation of Council Chambers, including all related work on north side of main lobby and Item 1.4 Supply & Install Furniture and associated cash allowances which are no longer required, the low bid submitted by J.J. McGuire General Contractors Inc. in the revised amount of $514,150.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $673,480.00 (HST included) and the total net project cost is estimated to be $606,490.00 (net of.HST rebate). Recommendation: 1. That Tender No. T-13-2017 submitted by J.J. McGuire General Contractors Inc. in the revised amount of $514,150.00 (HST included) be accepted; 2. That the total gross project cost of $673,480.00 (HST included), including the amount of the tender, contingency and other associated costs, and the total net project cost of $606,490.00 (net of HST rebate), be approved; • That the Director, Finance & Treasurer be authorized to finance the net project cost of $606,490.00 (net of HST rebate) as follows: a) The sum of $540,490.00 as provided for the 2016 Civic Complex Capital Budget to be funded by a transfer from the Rate Stabilization Reserve; and b) The sum of $66,000.00 to be funded from the Canada 150 Community Infrastructure Program through the Government of Canada. 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. June 29, 2017 Page 2 of 7 City Hall Accessibility Upgrades Financial Implications: 1. Tender Amount Tender No. T-13-2017 Cash Allowance (Finish Hardware) Cash Allowance (Adult Change Table) Cash Allowance (Testing & Inspection) Cash Allowance (Roofing) Gross Tender Cost • HST (13%) Total Gross Tender Cost $420,000.00 10,000.00 10,000.00 5,000.00 10,000.00 $455,000.00 59,150.00 $514,150.00 2. Estimated Project Costing Summary Gross Tender Cost (T-13-2017) Cabling Council Area Reception Furniture, Fixtures & Equipment Contingency Total Project Cost HST (13%) Total Gross Project Cost HST Rebate (11.24% of Total Project Cost) Total Net Project Cost $455,000.00 8,000.00 20,000.00 50,000.00 63,000.00 $596,000.00 77,480.00 $673,480.00 (66, 990.00) $606.490.00 3. Approved Source of Funds 4 Description Project Code Source of Funds City Hall 5700.1602.6183 Rate Stabilization Accessibility Reserve Upgrades Canada 150 Community Infrastructure Program Total Funds Available Required Budget $1,159,922.00 $540,490_00 $66,000.00 $1.159 922.00 $606 490.00 Project Cost under (over) approved funds by $553,432.00 June 29, 2017 City Hall Accessibility Upgrades Page 3 of 7 This project was approved in 2016 in the amount of $1.3.miliion. Design work has proceeded, and was approved by Council in 2016 through Report CR 13-16, RFP -9-2016. A net project cost of $140,078.00 (net of HST rebate) which included the proposal amount and contingency provision has been set -side for this purpose_ Taking into consideration the above design cost, there are unspent funds of $1,159,922.00 available for the current construction component. Additional funds received in 2017 as a result of successful grant application received from the Federal Government's Canada 150 Community Infrastructure Program helps to partially offset the project costs. , Discussion: The Pickering Civic Complex has reached the mid -point of its overall life expectancy and is starting to show signs of age, including the need to update public areas to meet changes in accessibility requirements, point of service needs and technology. The existing ground floor public washrooms are too small to be converted into barrier -free washrooms meeting current building code requirements without losing required fixtures or incurring major expenses. Instead, a new separate universal washroom will be constructed immediately to the north of the existing washrooms which will be re -finished. The new universal washroom will meet current code requirements, including the provision of an adult change table. During the construction, patrons will be directed to the upstairs public washrooms while those on the ground floor are unavailable. Construction of the universal washroom will encroach into the existing space of the Customer Care Centre. As a result, additional floor space in the lobby will be captured into the new Customer Care Centre in order to maintain its current level of service. The existing service counters in this area will be replaced with millwork designed to comply with AODA requirements. Doors accessed by only authorized key card holders will be added to the hallways leading into the Council and Administration office areas in order to improve security and facilitate the lockdown procedures, as required. This enclosed hallway (or vestibule) will create a waiting area with the elimination of the underutilized closets. The City Development service counters on the west side of the ground floor lobby will be replaced to match the layout and style of the new Customer Care Centre service counters, and provide the same level of accessible service. A new meeting room with separate public and private access will be created near the elevator, as well as a permanent security guard station immediately to the north. The new counters will encroach into the lobby to be symmetrical with counters at Customer Care Centre, providing needed space for staff displaced by creation of the new meeting room. A wind screen will be added by the north lobby entrance to protect City Development staff and patrons from gusting winds when the doors are opened. Secure doors will be added to control June 29, 2017 Page 4 of 7 City Hall Accessibility Upgrades access to staff areas from the north entrance. Staff will gain access through all controlled access points using their existing key cards. Renovations of the Customer Care Centre and main floor public washrooms will be compressed to minimize the duration of any disruptions, and will likely begin in early August for a duration of approximately six to eight weeks. During this time, Customer Care staff will be relocated to available space immediately adjacent to the elevator. Those Customer Care staff not directly interacting with the public will be temporarily moved to available workstations elsewhere in City Hall. The security guard will be without a dedicated work station for the duration of this part of the work. Renovations of the City Development service area will not commence until operations at Customer Care Centre are restored. Arrangements will be made for the relocation or creation of temporary service counters to maintain City Development operations. Every effort will be made to mitigate the impact of this project on visitors, Council and staff. Localized disruptions to the parking garage immediately below the areas of work will be required, but scheduled for evenings or weekends whenever possible. The City prequalified two general contractors with experience in this type of project through a prequalification process under Request for Proposal No. RFP -3-2017. AECOM Canada Inc. prepared drawings and specifications for Tender No. T-13-2017, City Hall Accessibility Upgrades at Pickering Civic Complex tendering document. A mandatory site visit was held on May 9, 2017 and the two prequalified bidders attended, of which both bidders have submitted a tender for this project which closed on Thursday, May 25, 2017. As part of the prequalification process, the health andsafety related documents provided by J.J. McGuire General Contractors Inc. were deemed acceptable to the Coordinator, Human Resources, and the previous work experience and references were deemed acceptable to the Community Services Department. Certificate of Insurance and bonding available were deemed acceptable to Manager, Budgets & internal Audit. The submitted Waste Management Plan and proposed list of sub -trades is deemed acceptable to the Community Services Department. In conjunction with the foregoing approvals, the bid is deemed acceptable. The lowest submitted compliant bid exceeded the remaining approved budget for the project. Tender 1-13-2017 required bidders to provide a breakdown of pricing by area enabling assessment of the costs associated with each of the three project areas. Supply & Services staff were directed to approach the lowest compliant bidder to investigate whether the Company -would hold its price for the lobby washroom. and service counter renovations,. if the Council Chambers renovation -was removed from the project scope of work. J.J. McGuire General Contractors Inc. have agreed to do so on June 13, 2017. Reducing the scope of work for all other compliant bids in the same manner would not change the resulting lowest bidder. In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized 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 Council on the condition that: June 29, 2017 Page 5 of 7 City Hall Accessibility Upgrades a) The project is in a budget approved by Council; b) Such actions are in 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. Upon careful examination of all tenders and relevant documents received, the Community Services Department recommends the acceptance of the low bid submitted by J.J. McGuire General Contractors Iric. for Tender No, T-13-2017 in the revised amount of $514,150.00 (HST included) and that the total net project cost of $606,490.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated May 25, 2017 2. Record of Tenders Opened & Checked 3. CAO Memorandum dated June 8, 2017 June 29, 2017 Page 6 of 7 City Hall Accessibility Upgrades Prepared By: {A, 6 �I Si 1/4 -/ IJ Vince Plouffe, OAA, MRAIC Manager, Facilities Capital Projects Approved/Endorsed By: Marisa Carpino, MA Direc-or, Community Services .v£ Stan Kar wowski, MBA, CPA, CMA Director, Finance & Treasurer f�.dvti�� f�l Briar Duffield Divisipn Head, Operations Vera A. Aelgemacher CSCMP, CPPO, CPPB, CPM, CMM 111 Manager, Supply & Services Caryn Kong, CPA, CGA Senior Financial Analyst -Capital and Debt Management Tony Prevedel, P.Eng, Chief Administrative Officer MC:vp June 29, 2017 City Hall Accessibility Upgrades Page 7 of 7 '--O o/ PICKERING Memo Marisa Carpino May 25, 2017 Director, Community Services From: Vera A. Felgemacher Manager, Supply & Seriices Copy: Administrative Assistant, Community Services Supervisor, Supply & Services Subject: Tender No. T-13-2017 Tender for City Hall Accessibility Upgrades at the Pickering Civic Complex Closing: Thursday, May 25, 2017 — 2:00pm File: F-5400-001. Tender No. T-13-2017 was advertised on the City's website on May 2, 2017. A mandatory site visit was held on Tuesday, May 9, 2017 at 10:00 a.m. The two (2) prequalified bidders have. submitted a bid for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall t)e 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 govem and extensions will be corrected accordingly, which has been completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). The two (2) bids have been retained for review at this time and are attached. Summary Harmonized Sales Tax Included J.J. McGuire General Contractors $1,310,800.00 After Calculate®n G--. $1,310,800.00 ROSSCLAIR Contractors Inc. $1,500,301.00 $1,500,301.00 Pursuant to Information to Bidders Item 28 and Tendering Specifications Items 20 and 21, the following documentation will be requested of J.J. McGuire General Contractors for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (b) The City's certificate of insurance or approved alternative form completed by the Bidder's agent, broker or insurer; (c) A completed Sub -contractors List, listing all sub -contractors who may be carrying out any part of this Contract; (d) A completed Accessibility Regulations for Contract Services form; and (e) A Waste Management Plan A budget of $1,050,000.00 was provided to Supply & Services for this procurement. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please include the following items in your report: 1. if Items (a) and (d) noted above are acceptable to the Acting Co-ordinator, Human Resources or designate; 2. if Item (b) is acceptable to the Manager, Budgets & Internal Audit; 3. if Items (c) and (e) are acceptable to Community Services; any past work experience with low bidder J.J. McGuire General Contractors 4. including work location; 5. the appropriate account number(s) to which this work is to be charged; 6. the budget amount(s) assigned thereto, 7. Treasurer's confirmation of funding; 8, related departmental approvals; and • 9. related comments specific to the project. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. May 25, 2017 Tender No, T-13-2017 City Hall Accessibility Upgrades at the Pickering Civic Complex Page 2 Enquiries can be directed to the City's website for the unofficial bid results as read out at the public tender opening or to Supply &Services. Bidders will be advised of the outcome in due course. - If yo require further information, please feel free to contact me or a member of Supply & Ser* es. VAF/sb Attachments May 25, 2017 Tender No. T-13-2017 City Hall Accessibility Upgrades at the Pickering Civic Complex Page 3 0 0 O 0 0 $Si cc Y 0 0 a M. E ® E p b .•U 93 0 0 U , 8A ,O ffi t S O N = es• F_ tiZS 'U N to - CO a • >. $R LO IC N O, � O O H H < Q 0 U 0 • z 0 0 ro 4 E0 CO N S ._ Comments Bidder Sign in Th\H-Th.:L. Total Tendered Amount • P dR V iv • O 9 �; 1 O M O ee Addendum .#1 and #2 Acknowledged Agreement to Bond O p '. N 0 G- Attended Mandatory. Site Visit N N >->- Bidder Name J.J. McGuire General Contractors • RossClair Contractors Inc. X46 DICKERING CAO 22-17 Memo To: Mayor RVan and Members of Council From: Tony Prevedel Chief Administrative Officer Copy: Directors City Clerk Division Head, City Administration Division Head, Operations Supervisor, Facilities Operations. Manager, Customer Care • Subject: Council Chambers & First Floor Renovations - Report CS 16-17 . Tender for City Hall Upgrades (Tender No. T-13-2017) File: 0-8200 June 8, 2017 Due to the concerns raised with respect to the re -design of the Council Chambers, we have pulled Report CS 16-17 scheduled to be considered at Monday's meeting of Council. We want to ensure • that Council are supportive of the end result. Staff have met, and propose the following course of action: 1. Council Chambers Project This will need to be re -designed and retendered. The Director, Finance & Treasurer has advised that staff can prepare a report to Council in September 2017 seeking 2018 pre- budget approval to design and construct the Council Chambers project. This would allow staff to work with a firm to re -design the Chambers with Council's input. We will go out to tender once an overall satisfaction with the design`has been achieved. If the tender is issued in December 2017, we will have bur confirmed project cost in time to be included with precision in the 2018 Capital Budget. This will provide staff with .the opportunity to start the project at the end of June 2018, with the intent to have it completed in October 2018, to coincide with Council recess due to the election. This would minimize the relocation of Council meetings to just the month of September 2018. . 2. Service Counters, Accessible Universal Washroom and•tncreased Security Measures -We are proposing to negotiate with ttie pregUalified-low bidder to continue with the balance of the contract. This work can be awarded by the CAO as per Section 07 of the Purchasing Policy. Work can then proceedwhich allows us the City to keep the Canada.150 grant of $66,000 which was earmarked for the washrooms only (and must be spent before the end of 2017). Please keep in mind that work cannot be completed for the universaVaccessible washroom without encroaching on the Customer Care Centre, and therefore we must proceed accordingly. The following is a brief overview for your reference: Service Counters includes accessible counters, re -alignment of service space and security access controls • Customer Care Centre - 8 City Development — will also include a new meeting room _ Increased Security Access • Designated security guard station CounciVAdministration area will include the removal of a non -accessible service counter, new reception area and security card access to the open office area. Washrooms • New Universal Accessible Washroom (including change tables for children and those with special needs) and upgrades to existing.washrooms We trust you wilt find this course of action acceptable. Please let me know if you have any additional concerns or questions. Otherwise, staff will proceed based on the proposed course of.. action. TP:jh June 8, 2017. Council Chambers and First Floor Renovations Page 2 of 2 ATTACHMEtNT# TO REPORT# kit, JW /7 PICKERING Memo To: Tony Prevedei June 16, 2017 Chief Administrative Officer Reissued August 4, 2017 From: Marisa Carping Director, Community Services - Copy: Director, Finance & Treasurer Division Head, Operations Manager, Supply & Services Senior Financial Analyst, Capital & Debt Management Supervisor, Public Works Administration Subject: Quotation No. Q-40-2017 Supply and Delivery of Two (2) Multi -Purpose Tractors File: A-1440 Overview: Further to memo dated June 16, 2017, this revised memo has been submitted with the recommendation to include in the purchase the stump grinder attachment of which pricing was provided as optional in Q-40-2017. The Property Maintenance section within the Community Services Department currently utilizes seven Mufti -Purpose Tractors. The replacement of one Multi -Purpose Tractor (unit # 755, a 2001 Trackless) and one new Multi -Purpose Tractor, as an addition to the fleet, was approved in the 2017 Property Maintenance Capital Budget, funded from DC's City Share, DC Roads & Related Reserve and an internal five year loan. The purchase of a stump grinder attachment for a skid steer unit #768 was approved in the 2017 Parks Capital Budget. After careful consideration, the stump grinder attachment for a Multi -Purpose Tractor made more economical sense and was recommended for purchase and was included as optional pricing in Q-40-2017. On April 13, 2017, Quotation 0-40-2017 was sent to three companies and an advertisement was placed on the City's website. Three companies responded by the closing date of May 9, 2017. The quotation for two 2017 MT7 Trackless Multi -Purpose Tractors including an optional snow blower, stump grinder and spray tank, submitted by Joe Johnson Equipment, has received the highest score from the Evaluation Committee, meets the required specifications and is recommended for approval. In accordance with Purchasing Policy Item 06,11(c), 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 $250,000.00, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized 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 Council on conditions that have been met for this project. Recommendation: 1. That Quotation No. 0-40-2017 submitted by Joe Johnson Equipment for two 2017 MT7 Trackless Multi -Purpose Tractors including a snow blower, stump grinder and spray tank, in the amount of $294,041.00 (HST extra) be accepted; 2. That the total gross project cost of $332,266.00 (HST included) and the total net project cost of $299,216.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to fund the project as follows; a) The sum of $50,431.00 be funded by a transfer from the DC's City Share Reserve and the sum of $82,282.00 be funded by a transfer from the DC -Operations Facilities & Vehicles Reserve Fund and; b) The sum of $151,000.00 to be financed by aninternal loan for a period of 5 years and the balance of $15,503.00 frorn property taxes; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this memo. Financial Implications Quotation Amount Quotation No. Q-40-2017 HST (13%) • Total Gross Quotation Cost $294,041.00 38 225.33 $332,266.33 2. Estimated Project Costing Summary Quotation No. Q-40-2017 Optional Extra — Snow Blower Optional Extra -- Spray Tank Optional Extra — Stump Grinder Sub Total HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $260,836.00 15,400.00 4,405.00 13,400.00 $294,041.00 38,225.33 $332,266.33 (33,050.001 $299,216.00 August 4, 2017 Quotation No. Q-40-2017 Page 2of4 Approved Source of Funds Description Project Code Source of Funds Available Required Budget One Multi -Purpose 5311.1703.6178 DC's City's Share $55,643.00 $50,431.00 Tractor (38%) Reserve 5311.1703.6178 DC — Roads & 89,357.00 82,282.00 Related (62%) Reserve Fund One Multi -Purpose 5311.1707.6178 Internal Loan — 5yr 151,000.00 151,000.00 Tractor with optional Snow Blower and Spray Tank One Optional Stump Grinder Attachment Total Funds 5311.1707.6178 Property Taxes 5780.1721.6178 Property Taxes 0 2,003.00 13,500.00 13,500.00 $309,500.00 $299,216.00 Net Project Cost under (over) Approved Funds $10,284.00 Discussion: The Property Maintenance section within the Community Service Department currently utilizes seven multi-purpose tractors. Multi-purpose tractors are used primarily for winter control maintenance on City sidewalks. The replacement of one Multi - Purpose Tractor (unit # 755, a 2001 Trackless) and the addition of one new Multi -Purpose Tractor, due to an increase in the current number of kilometers of sidewalks maintained and anticipated future growth, was approved in the 2017 Property Maintenance Capital Budget. A stump grinder attachment for the Multi -Purpose Tractor will allow staff the ability to safely and efficiently remove all stumps including the many ash tree stumps that exist in City parks as a result of the Emerald Ash Borer infestation and resulting tree removals. An Evaluation Committee consisting of Public Works staff met on May 18, 2017 and evaluated the quotations based on the rated criteria. A combined average score for the quotation was determined as part of Stage !land III of the evaluation process. Joe Johnson Equipment has received the highest score. August 4, 2017 Page 3 of 4 Quotation No. Q-40-2017 After careful review of the submission received, Public Works staff recommend acceptance of the quotation submitted by Joe Johnson Equipment for two 2017 MT7 Trackless Multi - Purpose Tractors including a snow blower, stump grinder and spray tank in the amount of $332,266.33 (HST included) and that the total net project cost of $299,216.00 (net of HST rebate) be approved. Prepared By: Rob -Gagen Approved/Endorsed By: Marisa Ca no, MA Supervisor, Parks Operations Director, Community Services SfanjKarwowski, MBA, CPA, CMA Dire4or, Finance &.Treasurer Vera P/ Felgemacher CSCMP, CPPO, CPPB, CPM, CMM 111 Manager, Supply & Services Tony Prevedel, P. Eng. Chief Administrative Officer MC:bk Attachments: Supply & Services Memorandum dated May 17, 2017 Supply & Services Memorandum dated May 24; 2017 Signed Memorandum dated June 16, 2017 August 4, 2017 Page 4 of 4 Quotation No. Q-40-2017 °l PICKERING Memo To: Marisa Carpino Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Community Services Supervisor, Supply & Services Subject: Quotation No. Q-40-2017 Quotation for Supply & Delivery of Two Multi -Purpose Tractors Closing: Tuesday, May 9, 2017 File: F-5300-001 May 17, 2017 Quotation Q-40-2017 was sent to three (3) companies and advertised on the City's website, of which three (3) companies have responded. There are 2 stages in the evaluation process which are outlined in Part 2 — Evaluation of Quotations of the quotation document. Stage I determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. One of the submissions. did not satisfy the mandatory submission requirements and was provided the opportunity to rectify the deficiencies and did within the rectification period. Three quotations proceeded to Stage II, which consists of scoring each qualified quotation on the basis of the rated criteria outlined in Part 2 of the quotation document. Refer to Part 2 — Evaluation of Quotations, item 2.3.2 — Rated Criteria, Page 7 for instructions on how each of the quotations is to be evaluated by the Evaluation Committee. Each member . will review the submissions individually and carefully according to the criteria in the bid document. Upon completion of the individual scoring, return all Evaluation Committee score sheets with signatures to Sue Burgess, Buyer. Pricing has been evaluated by Supply & Services, and a score out of 20 points has been applied to the evaluation form. The completed evaluation results will be provided to the Evaluation Committee for review and approval. The following list of attachments has been provided to assist the Evaluation Committee to complete their individual evaluations: 1. Stage 11— Evaluation of Rated Criteria; 2. Evaluation Form; 3. Spreadsheet showing points awarded for pricing; and 4. Copy of Request for Quotation Document Hard copies of the submissions will be forwarded to the Supervisor, Public Works Administration, for distribution to the Evaluation Committee. Ple.se direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the ' ontract has been awarded. require further information, please contact myself or a member of Supply & Services. VAF/sb Attachm-nts (4) Quotation No. Q-40-2017 Supply & Delivery of Two Multi -Purpose Tractors Page 2 of 2 Dd PICKERING Memo To: Marisa Carpino May 24, 2017 Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Community Services Supervisor, Supply & Services Subject Quotation No: Q-40-2017 Quotation for Supply and Delivery of Two Multi -Purpose Tractors Closing: Tuesday, May 9, 2017 File: F-5300-001 Further to the memo dated May 17, 2017, four quotations proceeded to Stage II evaluation. A summary of the Stage II and III evaluation results for each quotation is attached. Joe Johnson Equipment is the top ranked respondent with a submitted price of $260,836.00 (HST excluded). Delivery times provided by each Respondent are also indicated on the attached spreadsheet. A budget of $296,000.00 was provided to Supply & Services for this procurement. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. In accordance with Purchasing Policy, ]tem 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please provide your recommendation in memo form, as well as an on-line requisition. Please girect all enquiries to Supply & Services. Respondents will be advised in due course. If you r; quire further information or assistance, do not hesitate to contact me or a member of Supply Services. VAF/sb Attachments (1) >p 64 CKERING Memo To: Tony Prevedel Chief Administrative Officer From Marisa Carpino Director, Community Services Copy: Director, Finance & Treasurer Division Head, Operations Manager, Supply & Services Senior Financial Analyst, Capital & Debt Management Supervisor, Public Works Administration - Subject: Quotation No: Q740-2017. Supply and Delivery of Two (2) Multi -Purpose Tractors - File: A-1440 June 16, 2017 Overview: The Property Maintenance section within the Community Service Department currently utilizes seven Multi -Purpose Tractors. The replacement of one Multi -Purpose Tractor (unit # 755, a 2001 Trackless) and one new.Multi-Purpose Tractor, as an addition to the fleet, was approved in the 2017 Property Maintenance Capital Budget, funded from DC's City Share, DG Roads & Related Reserve and an Internal Loan —.5 5 year. On April 13, 2017, Quotation Q-40-2017 was sent to three companies and an advertisement was placed on the City's website. Three companies have responded by the closing date of May 9, 2017. The quotation for two 2017. MT7 Trackless Multi -Purpose Tractors including an optional snow blower and spray tank, submitted by Joe Johnson Equipment, has received the highest score from the Evaluation Committee, meets the required specifications and is recommended for approval. . In accordance with Purchasing Policy Item 06.11(c), 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 $250,000.00, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized 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 Council on --.... conditions that have been met for this project. Recommendation: 1: - That Quotation. No. Q-40-2Q17submitted by Joe Johnson Equipment for two 2017 MT7 • Trackless Multi -Purpose Tractors including a snow blower and spray tank, MI the amount of $280,641.00 (HST extra) be accepted;, 2. That the total gross project cost of$ -317,124.00 (HST included) and the total net project cost of $285,580.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to fund the project as follows; • a) The sum of $50,431,00 be funded by a transfer from the DC's City Share Reserve and the sum of $82,282.00 be funded by a transfer from the DC -Operations Facilities & Vehicles Reserve Fund and; b) The sum of $151,000.00 to be financed by ari internal loan for a period of 5 years and the balance of $1,867.00 from property taxes; and • That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this memo. Financial Implications 1. Quotation Amount Quotation No. Q-40-2017 HST (13%) Total Gross Quotation Cost $280,641,00 36,483.33 $317,12433 2. Estimated Project Costing Summary Quotation No. Q-40-2017 • Optional Extra — Snow Blower Optional Extra — Spray Tank Sub Total HST (13%) Total. Gross Project Cost HST Rebate (11:24%) Total Net Project Cost $260,836.00 15,400.00 4,405,00 $280,641.00 36 483.00 $317;124.00 (31,544.00) • $285-580:00 June16, 2017 Quotation No, Q-40-2017 Page 2 of 4. 3: Approved Source of Funds Property Maintenance Capital Budget Description Project Code One Multi -Purpose 5311.1703,6178 Tractor 5311.1703.6178 One Multi -Purpose 5311.17072178 Tractor with optional Snow Blower and Spray Tank Total Funds Source of Funds Available Required Budget DC's City's Share $55,643.00 $50,431.00 (38%) Reserve DC Roads & 89,357.00 82,282.00 'Related (62%) Reserve Fund Internal Loan — 5yr 151,000.00. 151,000.00 5311.1707.6178 Property Taxes 1,867.00 $296,000.00 $285,580.00 Net Project Cost under (aver) Approved Funds $10,420.00 Discussion: The Property Maintenance section within the Community Service Department currently utilizes seven multi-purpose tractors. Multi-purpose tractors are used primarily for winter control maintenance on City sidewalks. The replacement of one Multi - Purpose Tractor (unit # 755, a 2001 Trackless) and the addition of one new Multi -Purpose Tractor, due to an increase in the current number of kilometers of sidewalks maintained and anticipated future growth, was approved in the 2017 Property Maintenance Capital Budget. An Evaluation Committee consisting of Public Works staff met on May 18, 2017 and evaluated the quotations based on the rated criteria. A combined average sabre for the giaetation was determined as part of Stage II and III of the evaluation process. Joe. Johnson Equipment has received the highest score. After careful review of the submission received, Public Works staff recommend acceptance of the quotation submitted by Joe Johnson Equipment for two 2017 MT7 Trackless Multi - Purpose Tractors including a snow blower and spray tank in the amount of $317,124.33 (HST included) and that the -total net project cost of $285,580:00 (net of HST rebate) be approved. June 16, 2017 Page 3 of 4 Quotation No. Q-40-2017 VBob Kuzlfiia, CSCMP, AMCT Marisa Carpino; MA Supervisor, Public Works Administration Director, Community Services Prepared By: Approved/Endorsed By: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer 1 Vera AY Felgemacher CSCMP, CPPO, CPPB, CPM, CMM III Dr Manager, Supply & Services MC:bk �vedel, P. ng. ministrative Officer Attachments: Supply& Services Memorandum dated May 17, 2017 Supply & Services Memorandum dated May 24, 2017 June 16, 2017 Page 4 of 4 Quotation. No. Q-40-2017 P CKERING Memo To: Marisa Carpino Director, Community Services From: Vera A Felgemacher Manager, Supply & Services Copy: Administrative Assistant,'Community Services Supervisor, Supply & Services Subject: Quotation No. Q-40-2017 Quotation for Supply & Delivery of Two Multi -Purpose Tractors Closing: Tuesday, May 9, 2017 File: F-5300-001 May 17, 2017 Quotation Q-40.2017 was sent to three (3) companies and advertised on the City's website; of which three (3) companies have responded. - There are 2 stages, in the evaluation process which are outlined in Part 2 — Evaluation of Quotations of the quotation document. Stage I determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. One of the submissions did riot satisfy the mandatory submission requirements and was provided the opportunity to rectify the deficiencies and did within the reoffication period. Three quotations proceeded to Stage II, which consists of scoring each qualified quotation on the basis of the rated criteria outlined in Part 2 of the quotation document. Refer to Part 2 - Evaluation of Quotations, Item 2.3.2 -- Rated Criteria, Page 7 for instructions on how each of the quotations is to be evaluated by the Evaluation Committee. Each member will review the submissions individually and carefully according to the criteria in the bid document. - Upon completion of the individual scoring, return all Evaluation Committee score sheets with signatures to Sue Burgess; Buyer. Pricing has been evaluated by Supply & Services, and a score out of 20 points has been applied to the evaluation form. The completed evaluation results will be provided to the Evaluation Committee for review and -approval. The following list of attachments has been provided to assist the Evaluation Committee to complete their individual evaluations: 1. Stage II — Evaluation of Rated Criteria; 2. Evaluation Form; 3. Spreadsheet showing points awarded for pricing; and 4- Copy of Request for Quotation Document Hard copies of the submissions Will be forwardedto the Supervisor; Public Works: Adrrministretion; for, distribution to the Evaluation Committee, Pie se-direCt alt enquiries to Supply & Services, Respondents will be advised of the outcome When the ohtract has been.awarded. If y require further information, please contact rrryseff or a member of Supply & Services. - VAp/sb Attachn(4) Quotation No, Q.-404017 Supply & Delivery of Two.Multi-Purpose Tractors, Page 2 of 2 '" 0 0i PICKERING Memo To: Marisa Carpino Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Community Services Supervisor, Supply & Services Subject: Quotation No. Q-40-2017 Quotation for Supply and Delivery of Two Multi -Purpose Tractors Closing: Tuesday, May 9, 2017 File: F-5300-001 May24, 2017 Further to the memo dated May 17, 2017, four quotations proceeded to Stage ILevaluatior . A summary of the Stage II and III evaluation results for each quotation is attached. Joe Johnson Equipment is the top ranked respondent with a submitted price of $260,836.00 (HST excluded). - - Delivery times provided -by each Respondent are also indicated on the attached spreadsheet. A budget of $296,000.00 was provided td Supply & Services for this procurement. In accordance with Purchasing Policy item 06.04, the authority for the dollar limit as set out below excludes HST. - in accordance with Purchasing Policy, item 06.11, where the .compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250, 000, the Manager may approve the award, subject to the approval of the Director, Treasurer, .CAO and Council. - Please provide your recommendation in memo form, as well as an on-line requisition, Please tract all enquiries to Supply & Services. Respondents will be advised in due course. If you r, quire further information or assistance, -do not hesitate to contact me or a member of. Supplj Services. • VAFIsb Attachments -(1)