HomeMy WebLinkAboutLIB 01-18--Clpof--PJ(KERJNG Report to Council From: Subject: Cathy Grant CEO, Pickering Public Library Report Number: LIB 01-18 Date: September 17, 2018 Supply & Installation of LED Lighting atGeorge Ashe Library -Quotation No. Q-10-2018 -File: A-1440 Recommendation: 1. That the Quotation No. Q-10-2018 submitted by MOK Electric Limited in the amount of $83,349.00 (HST included) be accepted; 2. That the total gross project cost of $91,033.00 (HST included), including the amount of the tender, contingency and o~her associated costs, and the total net project cost of $81,978.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $81,978.00 as follows: a) the sum of $41,978.00, as provided for in the 2014 and 2018 Library Capital Budget by a transfer from the Federal Gas Tax Reserve Fund; b) That capital project 5800.1402.6181 be cancelled and these funds (property taxes $40,000) be allocated to this project; c) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The George Ashe Library was built in 2000 and includes a large, open-concept area for collections and patron activity space. The existing racking and book stacks have been reconfigured and compressed over the years to make room for more materials and new functions. The original, existing light fixtures no longer meet the needs of the space and require replacement to address occupant comfort, access and use of the space. New LED fixtures will replace the older ones, reducing energy use and improving light levels throughout the space. The new fixtures have been selected to ensure lateral light dispersal to avoid shadowing between stacks, should the space be reconfigured again in the future. Work will be completed after hours to minimize disruptions to library operations.
Report LIB 01-18 Subject: Supply & Installation of LED Lighting at George Ashe Library September 17, 2018 Request for Quotation No.Q-10-2018 was issued on June 5, 2018. An optional site visit was held on June 14, 2018. The request for quotation closed on June 26, 2018. Two companies submitted bids for this project. The low bid submitted by MOK Electric Limited in the amount of $73,760.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $91,033.00 (HST included) and the total net project cost is estimated at $81,978.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. Q-10-2018 HST (13%) Total Gross Project Cost 2. Estimated Pro·ect Costin Tender No. Q-10-2018 Contingency Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs 3. Approved Source of Funds Account Code Source of Funds 5800.1804.6500 5800.1403.6181 Federal Gas Tax Federal Gas Tax Property Taxes Total Funds I Project Cost under (over) approved funds by Budget $30,000.00 12,063.00 $42!063.00 $73,760.00 9,588.00 $83,348.00 $73,760.00 6,800.00 $80,560.00 10,473.00 $91,033.00 (9,055.00) $81,978.00 Required $30,000.00 11,978.00 40,000.00 $81,978.00 0 The Financial Control Policy (FIN 030), Sections 11.02 and 11.04, require approval by Council where the project costs exceed the approved budget by more than 10%. The staff room renovation project (5800.1402.6181) at the same facility is cancelled because it is no longer required. Funds from that project are now available to fund the LED lighting improvement project.
Report LIB 01-18 Subject: Supply & Installation of LED Lighting at George Ashe Library September 17, 2018 Discussion: Existing racks, stacks and furniture in the main interior room of the George Ashe Library have been reconfigured and compressed over the years to make room for more materials, activities and functions. The current light fixtures are too dim and directionally focused. They do not provide sufficiently diffused light to accommodate modified layouts. The result is increased shadowing throughout the room and particularly between taller furniture, like stacks and shelves. Patrons have been complaining for several years about the low light levels in the space. Direct exposure to the late afternoon sun in the large windows on the west side also add to the challenges of lighting the library properly. The existing fixtures are older generation fluorescent models and will be replaced with new LED fixtures. The new fixtures will be approximately 50% more efficient than the existing, but additional fixtures must also be added to increase the overall light level in the space. The net result will be unchanged energy use, with significantly improved and balanced lighting levels. Several design iterations and lighting studies were required to identify fixtures which could meet the specific needs of the space, had the appropriate light spread pattern to allow for future reconfiguration without reintroducing the same problem, and which could also reuse the existing mounting poles. Design work proved more costly and lengthy than expected. The selected fixtures were also more expensive than was allowed for in the original budget, but meet the specific needs of the space. Cheaper, more generic fixtures would not solve the unique requirements of this library. Completing the work after hours also increased labour costs, but will avoid a multiple-week shutdown which would otherwise have been required. Funding for proposed renovations to adjacent staff areas at the same facility will be reallocated to allow this project to proceed. Functional use of the main library space is considered a higher priority. The staff area renovations will be re-submitted for consideration in a future budget. Request for Quotation No.Q-10-2018 was issued on June 5, 2018. An optional site visit was held on June 14, 2018. The request for quotation closed on June 26, 2018. Two companies submitted bids for this project. Award to the low bidder, MOK Electric Limited, will be conditional upon receiving the City's Health & Safety form, Certificate of Insurance and Waste Management Plan and requisite approvals. Staff have reviewed the previous work experience of MOK Electric Limited and deemed it to be acceptable. Upon careful examination of all bids and relevant documents received, the Community Services Department recommends the acceptance of Quotation Q-10-2018 submitted by MOK Electric Limited in the amount of $83,348.80 (HST included) and that the total net project cost of $81,978.00 be approved. Attachments: 1. Supply & Services Memorandum dated June 27, 2018 2. Letter from Francis Sim, P.Eng dated August 28, 2018
R~port LIB 01-18 Subject: Supply & Installation of LED Lighting at George Ashe Library Approved/Endorsed By: e, OAA, RAIC Cathy Grant ~ZP~ojects CEO, Pickering Public Library September 17, 2018 Elaine Bird, Director of Support Services tan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer f ~ Ray Rodrigues Manager, Supply & Services VP Recommended for the consideration of Pickering Cit Council Tony Prevedel, P.Eng. Chief Administrative Officer o/4,totB
AT ACHMEN #_,_TO REPORT#il~ 01-l~ -C4of-Pl(KERJNG To: Marisa Carpino Director, Community Services From: Justin MacDonald Buyer, Supply & Services · Copy: Administrative Assistant, Community Services Ray Rodrigues, Manager, Supply & Services Subject: Quotation No. Q-10-2018 Supply & Installation of LED Lighting Fixtures at George Ashe Library Closing: Tuesday, June 26, 2018 at 12:00 Noon. -File: F-5300-001 Memo June 27, 2018 Quotation Q-10-2018 was advertised on the City's website on June 5, 2018. An optional site visit was held on Thursday, June 14, 2018 at 10:00 a.m. 6 companies attended the site visit of which 2 companies have responded. There are 3 stages in the evaluation process which are outlined in Part 2 -Evaluation of Quotations of the Terms of Reference. · Stage I determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. 2 quotations proceeded to Stage II, which consists of a review of the quotations to determine whether the mandatory technical requirements as set out in Section C of the Request for Quotation Particulars (Appendix D) have been met, which is not applicable for this quotation. 2 quotations proceeded to Stage Ill, which consists of an evaluation of the submitted pricing in accordance with the price evaluation method set out in the Pricing Form (Appendix C). MOK Electric Limited is the top ranked Respondent, with a submitted price of $73,760.00 (HST Excluded). A budget of $30,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy · Item 11 for additional instructions. In accordance with Appendix D -Request for Quotations Particulars, Item B: Material Oisclosures, the following documents will be requested from MOK Electric Limited. (a) A copy of the Company's Fall Arrest Policy; (b) a copy of "genie and man lift license" for each employee using such equipment; (c) a copy of the Health & Safety Policy to be used on this project (currently dated and signed); (d) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board;
(e) a certificate of insurance completed by the Company's agent, broker or insurer (City form is attached); (f) Waste Management Plan. (g) A copy of a valid Ontario Electrical Contractor License issued by the Electrical Contractors Registration Agency (ECRA) of the Electrical Safety Association (ESA) and copies of valid licenses for all Master Electricians who may be assigned to this project. (h) Copies of valid certificates of qualifications issued by the Ontario Ministry of Training, Colleges and Universities for all of the Company's Journeyman Electricians who may be assigned to this project. Please advise if Supply & Services is to proceed with this task. 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: (a) Over $30,000 and up to $75,000, the Manager may approve the award, subject to consultation with the appropriate Director and confirmation of financing by the Treasurer. Subject to receipt of approvals on Health & Safety and insurance documents, please provide your recommendation in memo form, as well as an on-line requisition. Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the contract has been awarded. If you require further information, please contact myself or a member of Supply & Services. JM Attachment(s): (3) Quotation No. Q-10-2018 Supply & Installation of LED Lighting Fixtures at George Ashe Library Page 2 of 2
ATTACHMENT REPORT# l-l Francis Sim, P. Eng Professional Engineer 2 Orchard Park Gate, Brampton, ON, L6R 1 W5 V: 905-451-1492 E: fsim@fpsim-eng.com George Ashe Library, Lighting Upgrade Reason for Upgrade: The primary reason for the lighting upgrade was to improve the lighting in the Library. The existing lighting consists of fluorescent lighting fixtures at 12 ft to 16 ft above the floor and about 6 ft to 10 ft above the top of book shelves. The lighting fixtures are T8 full body low bay fixtures. The fixtures are spaced about 12 ft apart side-to-side and about 6 ft apart end-to-end over the book shelves area, and a row, about 8 ft end-to-end, over the reading area. We were advised that the book shelves are not in fixed locations and are often moved. The existing lighting does not relate to the book shelves locations. Some areas do not have light fixtures at all. The site measured illumination levels are from 5 foot-candles to 40 foot-candles. The measured lighting levels confirmed that there is insufficient lighting and there is too much variation in lighting levels. The desired lighting level should be 40-50 foot-candles with fluctuations only within that range. The type of light fixture, the mounting heights, the number of light fixtures and layout of the lighting system together cause the problems presented by the staff. The problems are: • insufficient brightness, • noticeable variations in brightness throughout the library, • shadows at the book shelves. At the administration area, there are pot lights and some jury-rigged pendant fixtures. The lighting in the administration area is very disorganized and poor. Correcting the above-noted problems is the primary reason for the lighting upgrade. Details of Upgrade: The upgrade is to correct the existing lighting problems, namely a lighting system that: a) provide brightness between 40-50 foot-candles, b) even lighting with +/-5 foot-candles variance, HVAC, Electrical, Plumbing, Fire Protection Engineering, Energy reduction retrofit Page 1
c) diffused lighting so as not to create shadows between book shelves, d) energy efficient. All that put together, the new lighting systems will be: 1) Indirect (85% uplight and 15% downlight) lighting using linear fixtures with LED lamps in the book shelves and reading areas. 2) In the administration area, retrofitting existing pot lights with LED lamps and replacing the pendant light fixtures with track light :fixtures. There is of course the cost factor. The engineering took 6 layout and fixture type options. The design selected was the one that met all the goal criteria at the lowest cost. Energy usage implications of Upgrade: This is a difficult one. The existing light fixtures are low in energy efficiency, but there is also not enough light fixtures resulting in low illumination. To achieve the desired illumination level, more light fixtures had to be added. In short, the energy savings would be very high if the same number of light fixtures (with LED lamps) replaces the existing. But then, the existing illumination problems will not be solved. Adding the number of light fixtures to solve the illumination problems, even with LED lamps, reduced the possible amount of wattage savings. The existing lighting system utilizes about 4000 watts of lighting. The new lighting system utilizes about 4000 watts of lighting. The reality is that there is no energy usage reduction. But the old and new lighting systems' are not apple-to-apple because the existing system has serious performance deficiencies. In an abstract way, if the existing lighting system is performing satisfactory, so that the quantity of lighting fixtures do not have to be increased, the savings in energy consumption would have been about 50%. Francis Sim, P.Eng August 28, 2018 HVAC, Electrical, Plumbing, Fire Protection Engineering, Energy reduction retrofit Page 2