HomeMy WebLinkAboutOPS 25-23Report to Council
Report Number: OPS 25-23
Date: October 23, 2023
From: Brian Duffield
Director, Operations
Subject: Seniors & Persons with Disabilities Snow Clearing Program
- RFP2023-8
- File: A-1440
Recommendation:
1. That proposal for Request for Proposal No. RFP2023-8 submitted by Gray’s Landscape
& Snow Removal Inc. in the amount of $168,017.40 (excluding HST) be accepted;
2. That Council authorize the Director, Finance & Treasurer to finance Year 1 (2023) of
the Seniors & Persons with Disabilities Snow Removal Program in the amount of
$221,288.00 (net of HST rebate) as approved in the 2023 Current Budget as follows:
a. The sum of $167,001.00 to be funded from the Casino Reserve; and,
b. The sum of $54,287.00 to be funded from Property Taxes;
3. That financing for 2024 to 2026 of the Proposal be provided in the annual Current
Budgets, for a total amount of $1,830.406.00 (net of HST rebate); 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 Seniors & Persons with Disabilities Snow Clearing Program
is offered to eligible households, including those residing in the Hamlets of Brougham,
Claremont, Greenwood and Whitevale. The existing service contract expired in April of 2023
and RFP2023-8 was issued in June to secure a qualified service provider ready for the
2023/2024 winter control season that starts on November 1, 2023.
Resolution of Council #140/23 increased the registrant capacity, effective for the 2023/2024
winter control season, from 500 to 750 annually. With respect to financial implications, each
year of the contract is considered to run from November 1 to April 30 of the following
calendar year and as a result of this seasonal term, two budget years will be affected.
RFP2023-8 was issued on the City’s bids&tenders portal on June 29, 2023. Three
companies submitted a proposal for this project. The Evaluation Committee, consisting of
City staff from Parks & Property and Roads Operations reviewed and evaluated the
proposals received using criteria outlined in the bid document.
It is the recommendation of the Evaluation Committee that Gray’s Landscaping & Snow
Removal Inc., as the top-ranked proponent, be awarded a three-year contract for the Seniors
OPS 25-23 October 23, 2023
Subject: Seniors & Persons with Disabilities Snow Clearing Program
& Persons with Disabilities Snow Clearing Program in the amount of $168,017.40 (excluding
HST). Pre-conditions of award requirements, as outlined in the bid document, have been
collected, reviewed and approved.
Financial Implications:
1. RFP Amount
Year 1 (November 2023 to October 2024, per occurrence) $54,365.25
Year 2 (November 2024 to October 2025, per occurrence) 55,985.85
Year 3 (November 2025 to October 2026, per occurrence) 57,666.30
RFP2023-8 (3-year total per occurrence) $168,017.40
HST (13%) 21,842.26
Total Gross RFP Cost (3 year total per occurrence) $189,859.66
2. Estimated Project Costing Summary
2023 (November to December: 4 snow events)
$217,461.00
2024 (Full Year: 12 snow events) 658,865.00
2025 (Full Year: 12 snow events) 678,552.00
2026 (January to April: 6 snow events) 461,330.33
Total 2023-2026 $2,016.209.00
HST (13%) 262,107.00
Total Gross Project Costs $2,278,316.00
HST Rebate (11.24%) (226,622.00)
Total Net Project Cost $2,051,694.00
3. Breakdown of Costs by Budget Year
Total RFP Cost 2023 Current
Budget
(November 1 to
December 31)
2024-2026
Current Budgets
Total
$221,288.00 $1,830,406.00 $2,051,694.00
OPS 25-23 October 23, 2023
Subject: Seniors & Persons with Disabilities Snow Clearing Program
4. Approved Source of Funds
Account Code
Source of Funds
Available Budget Required
502520.10305
Casino Reserve
$338,700.00
$167,001.00
502520.10305 Property Taxes 110,100.00
54,287.00
Total Funds $448,800.00 $221,288.00
Project Cost under (over) approved funds by $227,512.00
Below is a breakdown of the per unit snow clearing cost from 2018 to 2026:
After the moderate rate increases from 2018 to 2021, the City realized a spike in the per unit
cost of approximately seven percent from the 2021/2022 to the 2022/2023 winter season due
to the increase in inflation.
Through the competitive purchasing process, the per unit increase for the year 2023 up to
and including 2026 is capped at three percent per year.
$29.72
$30.01 $30.31
$30.76
$32.91
$33.90
$34.91
$35.96
$27.00
$29.00
$31.00
$33.00
$35.00
$37.00
$39.00
2018/2019 2019/2020 2020/2021 2021/2022 2022/2023 2023/2024 2024/2025 2025/2026
Snow Clearing: Per Unit Rate
OPS 25-23 October 23, 2023
Subject: Seniors & Persons with Disabilities Snow Clearing Program
It is also important to note that the snow event occurrences of approximately 12 per year is
based on a 5-year average, and that the actual snow event occurrences could fluctuate. The
City has a Winter Reserve account that, at the Treasurer’s discretion, can be drawn upon in
any given year if the City experiences above average snow events.
Discussion: The Seniors & Persons with Disabilities Snow Clearing Program has been
offered to eligible households since 1975. Over that time, enhancements to the program
have been implemented including those recently approved by Council (Resolution #140/23)
to increase the registrant capacity, effective for the 2023/2024 winter control season, from
500 to 750 annually. The Seniors & Persons with Disabilities Snow Clearing Program has a
sliding fee structure based on applicants’ taxable income level. Applicants in receipt of
Guaranteed Annual Income Supplement (GAINS) are exempt from the fee.
The clearing of snow, under the Seniors & Persons with Disabilities Snow Clearing Program,
starts once snow has stopped falling after 5 cm or 2” of snow has accumulated and City
plows have completed their road routes. Salting will only occur for icy conditions such as
freezing rain or wet snow/rain events that do not meet the 5 cm or 2” accumulation criteria
but are followed by a flash freeze.
The Seniors & Persons with Disabilities Snow Clearing Program will accommodate for the
2023/2024 winter control season, up to 750 households within Pickering including the
Hamlets of Brougham, Claremont, Greenwood and Whitevale. The RFP was structured on a
unit rate per winter snow event that initiates a Seniors & Persons with Disabilities Snow
Clearing Program response. An average of 12 snow events are anticipated per year. Within
the 2023 Current Budget, a total of $448,800.00 has been budgeted to manage the cost
associated with this program and is sufficient to deliver this program for the remainder of
2023. The costs related to 2024 through 2026 will be included in the annual Current Budget
for corresponding years.
Request for Proposal No. RFP2023-8 was issued on the City’s bids&tenders portal on June
29, 2023. Three companies submitted a proposal for this project. The Evaluation Committee,
consisting of City staff from Parks & Property and Roads Operations, reviewed and evaluated
the proposals received using criteria outlined in the bid document.
Proposals were evaluated and scored based on the Proponent’s experience and
qualifications, vehicles and equipment to be used during the contract, GPS and app
documentation of work performed and their pricing. Gray’s Landscaping & Snow Removal
Inc. was the top -ranked proponent and is recommended for award. Pre-conditions of award
requirements, as outlined in the bid document, have been collected, reviewed and approved.
Upon careful examination of all proposals and relevant documents received, the Evaluation
Committee recommends acceptance of Proposal No. RFP2023-8 submitted by Gray’s
Landscaping & Snow Removal Inc. in the amount of $168,017.40 (HST excluded).
Gray’s Landscaping & Snow Removal Inc. has been the vendor for the Seniors & Persons
with Disabilities Snow Clearing Program for the past 11 years and has consistently received
satisfactory vendor performance report during that time. The total gross project cost is
OPS 25-23 October 23, 2023
Subject: Seniors & Persons with Disabilities Snow Clearing Program
estimated to be $2,278,316.00 (HST included) and the total net project cost is estimated at
$2,051,694.00 (net of HST rebate) for the three-year term of the contract.
Attachment: None
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Brian Duffield Stan Karwowski, MBA, CPA, CMA
Director, Operations Director, Finance & Treasurer
Original Signed By:
Cathy Bazinet, CPPB, NIGP-CPP
Manager, Procurement
BD:nm
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer