HomeMy WebLinkAboutENG 04-22 Report to
Exective Committee
Report Number: ENG 04-22
Date: February 7, 2022
From: Richard Holborn
Director, Engineering Services
Subject: Tender for Streetlight Maintenance and Electrical Locates
-Tender No. T2021-27
-File: A-1440
Recommendation:
1.That Tender No. T2021-27 for Streetlight Maintenance and Electrical Locates as
submitted by Alineutility Limited in the total tendered amount of $1,361,618.42 (HST
included) with a net project cost of $1,226,179.00 (net of HST rebate) be approved for the
3 year period from the date of award to January 31, 2025 subject to the annual review of
the contractor’s performance;
2.That the award for Year 1 with a net project cost of $393,821.00 (net of HST) be
approved and funded from the 2022 Budget, Streetlights cost centre (10520.502380);
3.That upon satisfactory contractor performance review by City staff, that the Director,
Engineering Services be authorized to renew the options for Year 2 and Year 3 with a net
project cost of $408,620.00 and $423,738.00 (net of HST rebate) respectively, be
approved; 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 2022 Current Budget includes annual funding for the
maintenance and repair of the City’s approximately 8,300 streetlight luminaires, and for
providing approximately 1,250 electrical utility locates for the City’s buried streetlight wiring
though the Ontario One Call process.
Staff issued a tender for a new 3 year service contract as the previous 3 year contract has
come to an end. Tender No. T2021-27 was issued on November 17, 2021 and closed on
December 16, 2021. The low bid of $1,361,618.42 (HST included), submitted by Alineutility
Limited is recommended for approval.
ENG 04-22 February 7, 2022
Subject: Tender for Streetlight Maintenance and
Electrical Locates Tender No. T2021-27 Page 2
Financial Implications: This tender is for a 3 year period of 1 year terms with the following
scheduled dates:
•The first term is tentatively scheduled from date of award to January 31, 2023 (Year 1)
•The second term is tentatively scheduled from February 1, 2023 to January 31, 2024 (Year
2); and,
•The third term is tentatively scheduled from February 1, 2024 to January 31, 2025 (Year 3).
The City reserves the right to not extend the contract to the second or third term should the
contractor’s performance not be satisfactory.
The proposed funding requirements for this tender, subject to Council approval, would be as
follows:
1. Tender Amount
Tender No.
T2021-27
Year 1
(2022/2023)
Year 2
(2023/2024)
Year 3
(2024/2025)
Total
(3 Years)
Tender Amount $387,010.00 $401,552.90 $416,409.15 $1,209,524.96
(HST 13%) 50,311.30 52,201.88 54,133.19 157,238.28
Gross Tender $437,321.30 $453,754.78 $470,542.34 $1,361,618.42
2. Total Project Cost
Tender No. T2021-27
Tender Amount (3 Years) $1,204,972.00
HST (13%) $156,646.00
Gross Project Cost $1,361,618.00
HST Rebate (11.24%) $135,439.00
Net Project Cost (3 Years) $1,226,179.00
3. Approved Source of Funds 2022 Current Budget (Year 1)
Tender No. T2021-27 Account Code Budget Required
Year 1 10520.502380
(2325.2478.0000)
$395,000.00 $393,821.00
ENG 04-22 February 7, 2022
Subject: Tender for Streetlight Maintenance and
Electrical Locates Tender No. T2021-27 Page 3
While the contract establishes unit pricing for the repair and maintenance of the City’s
streetlight infrastructure, actual costs incurred are based on actual deficiency quantities (failed
components, underground electrical wiring faults, damaged infrastructure, etc.).
The funding for Years 2 and 3 of this tender will be included annually in the Streetlight Current
Budget for 2023 and 2024.
Discussion: Staff have issued a tender for a new three year service contract for
the maintenance and repair of the City’s approximately 8,300 streetlight luminaires and
associated infrastructure, and for providing approximately 1,250 electrical utility locates for the
City’s buried streetlight wiring though the Ontario One Call process.
Tender No. T2021-27 was issued on November 17, 2021 and closed on December 16, 2021
with 3 bidders responding. The low bid of $1,361,618.42 (HST included), submitted by
Alineutility Limited, is recommended for approval.
For Year 1 of the 3 year contract, the net project cost is $393,821.00 (net of HST rebate). The
majority of Year 1 costs will occur in 2022. Appropriate funds will be requested in the 2022
Current Budget. Extension of the contract to Year 2, and subsequently Year 3 is subject to
satisfactory performance of the contractor through an annual review process.
Award of the tender to Alineutility Limited, will be conditional upon receiving the City's Health &
Safety form, Certificate of Clearance issued by the Workplace Safety & Insurance Board,
Certificate of Insurance and requisite approvals. The previous work experience and references
of Alineutility Limited have been reviewed and deemed to be acceptable.
Upon careful examination of all tenders and relevant documents received, the Engineering
Services Department recommends acceptance of the low bid submitted by Alineutility Limited
for Tender No. T2021-27 in the amount of $1,361,618.42 HST included), and the total net
project cost of $1,226,179.00 (net of HST rebate) be approved.
Attachments:
1.Supply & Services Memorandum date December 22, 2021
2.Record of Tenders Opened and Checked
ENG 04-22 February 7, 2022
Subject: Tender for Streetlight Maintenance and
Electrical Locates Tender No. T2021-27 Page 4
Prepared By: Approved/Endorsed By:
Original signed by:
Scott Booker Richard Holborn, P. Eng.
Manager, Capital Projects & Infrastructure Director, Engineering Services
Original signed by:
Original signed by:
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
SB:MP:mjh
Recommended for the consideration
of Pickering City Council
Original signed by:
Marisa Carpino, M.A.
Chief Administrative Officer
Memo
To: Richard Holborn December 22, 2021
Director Engineering Services
From: Lisa Chang
(Acting) Senior Purchasing Analyst, Supply & Services
Copy: Administrative Assistant, Engineering Services
Subject: Tender No. T2021-27
-Tender for Streetlight Maintenance and Electrical Locates
-Closed: December 16, 2021 – 2:00 pm
File: F-5400-01
Tender No. T2021-27 was advertised on the City’s website on November 17, 2021.Three
companies 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 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 completed by S&S and Alineutility Limited is the compliant low bid at a value of $387,010
(HST excluded).
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).
Three (3) bids have been retained for review at this time and are attached.
Pursuant to Information to Bidders Item 24 Pre-Condition of Award and Item 21 Tendering
Specifications, the following documentation will be requested of Alineutility Limited 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 City’s Health and Safety Policy form currently dated and signed;
(b)A copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(c)The City’s certificate of insurance or approved alternative form completed by the Bidder’s
agent, broker or insurer; and
(d)Waste Management Plan.
A budget of $1,350,000 was provided to Supply & Services for this procurement.
Attachment #1 to Report # ENG 04-22
December 22, 2021 Page 2 of 2
Tender No. T2021-27
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.
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) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or
designate, if required;
2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit;
3. if the list of subcontractors is acceptable to Engineering Services;
4. if Item (d) is acceptable to Engineering Services
5. any past work experience with low bidder Alineutility Limited including work location;
6. without past work experience, if reference information is acceptable to Engineering
Services;
7. the appropriate account number(s) to which this work is to be charged;
8. the budget amount(s) assigned thereto;
9. Treasurer’s confirmation of funding;
10. related departmental approvals; and
11. related comments specific to the project.
After receiving Council’s approval, an approved “on-line” requisition will be required to proceed.
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 you require further information, please feel free to contact me or a member of Supply &
Services.
LC
City of Pickering
Record of Tenders Opened and Checked
Tender Description: Streetlight Maintenance and Electrical Locates
Tender No.: T2021-27
Date: December 16, 2021 - 2:00 pm Local Time
Bidder Name Total Tendered Amount
(HST Excluded) Comments
Fellmore Electrical Contractors LTD $783 926.10
Alineutility Limited $379 260.00
Black & McDonald Limited $797 014.19
City Staff Present
___________________ ____
Other
_________________ _____________________ ________________
The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications.
Attachment #2 to Report # ENG 04-22