HomeMy WebLinkAboutFIR 01-20Cfy �t
DICKERING
Report to Council
Report Number: FIR 01-20
Date: July 27, 2020
From: John Hagg
Fire Chief
Subject: Supply and Delivery of One Aerial Ladder Truck
- Quotation No. Q2020-4
- File: A-1440
Recommendation:
1. That RFQ No. Q2020-4 submitted by Safetek for the supply and delivery of one aerial
ladder truck in the amount of $1,534,030.94 (HST included) be accepted;
2. That the total gross project cost of $1,677,500.00 (HST included) and the total net project
cost of $1,510,641.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net project cost
in the amount of $1,510,641.00 as follows:
a) The sum of $1,473,128.00, as provided for in the 2019 Fire Services Capital
Budget be funded by a transfer from the Development Charges — Protection
Services Reserve Fund;
b) The sum of $37,513.00, as provided for in the 2019 Fire Services Capital Budget
be funded by a transfer from the Seaton Landowners Group FIA Reserve Fund;
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: As approved in the 2019 Capital Budget, the Fire Services
Department will require one aerial ladder truck for the new fire station being built on Zents
Drive for the Seaton Community. For the purpose of supplying this apparatus, Quotation No.
Q2020-4 was prepared and advertised on the City's website on February 20, 2020. The
closing date was extended to May 7, 2020 due to the Covid-19 pandemic.
The Evaluation Committee scored the quotations and established Safetek as the highest
ranking Respondent. The total gross project cost is estimated to be $1,677,500.00 (HST
included) and the total net project cost is estimated at $1,510,641.00 (net of HST rebate).
FIR 01-20
Subject: Supply and Delivery of One Aerial Ladder Truck
July 27, 2020
Page 2
Financial Implications:
1. Quotation Amount
Quotation No. Q2020-4
HST (13%)
Total Gross Quotation Cost
$1,357,549.50
176,481.44
$1,534,030.94
2. Estimated Project Costing Summary
Quotation No. Q2020-4
Tools and Equipment
Pre -construction and Inspection Meetings
Contingency
Sub Total Cost
HST (13%)
Total Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$1,357,550.00
100,000.00
11,963.00
15,000.00
1,484,513.00
192,987.00
$1,677,500.00
(166,859.00)
$1,510,641.00
3. Approved Source of Funds
2019 Fire Services Capital Budget
Description
Supply and
Delivery
of One Aerial
Ladder Truck
Account
Code
5340.1903.6458
Source of Funds
RF DC — Protection
Services
RF — Seaton Land
Group FIA
Total Funds
Available Required
Budget
$1,473,128.00 $1,473,128.00
37,772.00 37,513.00
$1,510,900.00
$1,510,641.00
Project Cost under/(over) approved funds by
$259.00
This apparatus will require necessary tools and equipment that will require custom mounting
and fitting in order to ready it for service. Therefore, a portion of the funds will be required for
the purchase and installation of this equipment.
FIR 01-20 July 27, 2020
Subject: Supply and Delivery of One Aerial Ladder Truck Page 3
Discussion: This aerial ladder truck, as approved in the 2019 Capital Budget and
bid under Q2020-4, will be primarily utilized to respond to structure fires and industrial alarms
in the Seaton Community and the rest of the City. It is designed to be highly maneuverable in
the Seaton Community and the 75 foot ladder will provide an elevated rescue and water
device. This aerial ladder truck will also have the capability to respond to automobile accidents,
medical responses and specialized rescue incidents. Major tools and equipment required for
purchase include Harris portable radios, Hurst eDraulic rescue tools, fire hose, nozzles and a
thermal imaging camera. Specifications for this apparatus were developed based on
consultation with Purchasing staff, City Operations staff, the Fire Services Joint Health and
Safety Committee, and Training Division staff.
The estimated time to have this apparatus built and in-service is 18 months after the
successful Respondent is awarded. This time allows Pickering Fire Services' and Operations
staff to carefully oversee the construction of the apparatus and ensure it is fully operational
before it is deemed ready for service. This includes installing any additional tools and
equipment not included in the purchasing contract, and training Operations and Fire Services
staff on the apparatus' maintenance and use.
When the apparatus is ready for service it will be added to the Pickering Fire Services vehicle
fleet. Until the new fire station is opened, it will be utilized as a spare apparatus and will be put
into service when it is needed. The plan to have this apparatus in service prior to the new
station opening will allow all staff several opportunities to train and work with the apparatus.
Submissions were received to the quotation call of Q2020-4, which closed on Thursday, May
7, 2020 with two Respondents submitting quotations for this project. Fire Services staff have
reviewed the previous work experience of Safetek and the references provided, and the bid is
deemed acceptable.
Upon careful examination of all quotations and relevant documents received, the Fire Services
Department recommends the acceptance of the RFQ submitted by Safetek for RFQ No.
Q2020-4 in the amount of $1,534,030.94 (HST included) and that the total net project cost of
$1,510,641.00 be approved.
Attachments:
1. Supply & Services Summary Memorandum dated July 7, 2020
Approved/Endorsed By:
Ja '•°Yoshida Joh
D: Duty Fire Chief Fire Chief
FIR 01-20 July 27, 2020
Subject: Supply and Delivery of One Aerial Ladder Truck Page 4
Ray Rodrigues, CPPB
Manager, Supply & Services
JY:fn
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Interim Chief Administrative Officer
GtZ =/
PICKERING
Attachment #1 to Report #FIR 01-20
Memo
To: John Hagg July 7, 2020
Director, Fire Services
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, Fire Services
Deputy Fire Chief
Foreperson, Municipal Garage
Mechanic, Municipal Garage
Manager, Supply & Services
Subject: Quotation No. Q2020-4
Supply & Delivery of Aerial Fire Truck
Closing Date: Tuesday, May 5, 2020 before 2:00 noon
File: F-5300-001
Quotation Q2020-4 was advertised on the City's website on February 20, 2020 of which two
company(ies) have responded.
Stage I — Mandatory Submission Requirements — determines which submissions satisfy all the
mandatory submission requirements and provides Respondents the opportunity to rectify
deficiencies. One respondent rectified deficiencies in their submission within the rectification
period. Two proposals proceed to Stage II — Evaluation.
A summary of the Stage II and III evaluation results for each quotation is attached.
Safetek Emergency Vehicles Ltd. is the top ranked respondent with a submitted price of
$1,369,549.50 (HST Excluded).
A budget of $1,510,900 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 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.
Subject to receipt of approvals on Health & Safety and insurance documents, please provide
your recommendation in report form. After receiving Council's approval, an approved "on-line"
requisition will be required to proceed.
Please direct all enquiries to Supply & Services. Respondents will be advised in due
course.
If you require further information or assistance, do not hesitate to contact me or a member
of Supply & Services.
LC
Attachments (3)
Page 2 of 2