HomeMy WebLinkAboutCS 28-25Report to Council
Report Number: CS 28-25
Date: September 29, 2025
From: Laura Gibbs
Direc tor, Community Services
Subject: Operations Centre Overhead Door s Emergency Repairs
File: A-1440-001
Recommendation:
That Report CS 28-25 regarding Operations Centre Overhead Doors Emergency Repairs be
received for information.
Executive Summary: The purpose of this report is to notify Council of the emergency
repairs required at the Operations Centre. Seven of the eighteen overhead doors at the
Operations C entre require repairs before the winter season begins.
The winter control season is scheduled to begin on November 3rd . Failure to repair the doors
before this time will jeopardize the City’s capacity to comply with the required response times
for winter control operations. Given the imminent start of the season, emergency repairs are
the only viable option to ensure the overhead doors are operational.
Wilcox Door Service Inc. has submitted quotes totaling $102,959.95 (HST included) for the
emergency repairs. These quotes have been accepted in accordance with Section 12.01 of the
City’s Purchasing Policy (PUR 010) and Section 15 of the Purchasing Procedure (PUR 010
001). The total gross cost for the project is estimated at $133,847.00 (HST included), with a
net project cost of $120,533.00 (net HST).
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe &
Healthy Community.
Financial Implications:
1.Quotation Amount
Overhead door repairs $83,615.00
New door controllers 7,500.00
HST (13%) 11,844.95
Total Gross Quotation Cost $102,959.95
CS 28-25 September 29, 2025
Page 2
2. Estimated Project Costing Summary
Overhead door repairs $83,615.00
New door controllers 7,500.00
Contingency (30%) 27,334.00
Total Project Cost $118,449.00
HST (13%) 15,398.00
Gross Project Costs $133,847.00
HST Rebate (11.24%) (13,314.00)
Total Net Project Costs $120,533.00
3.Approved Source of Funds
Description Source of Funds Account Code Balance
available
Required
Operations Centre
Overhead Doors
Emergency Repairs
Emergency
Operational Needs
Capital Budget
11100.503510 $261,432.96 $120,533.00
Total Funds $261,432.96 $120,533.00
Project Cost under (over) approved funds by $140,899.96
In accordance with Purchasing Policy PUR 010, Section 12.01 in an emergency situation staff
are permitted to obtain such goods and services as are necessary to respond to the emergency.
If the purchase amount exceeds $50,000.00, the Director must notify the Treasurer and CAO
and the Director shall submit a report of the incident to the appropriate Committee and Council
at the earliest possible time.
A larger contingency has been included to allow for unforeseen conditions that could affect the
work, due to the condition of the overhead doors.
Discussion: The purpose of this report is to notify Council of the emergency repairs
required at the Operations Centre. Seven of the eighteen overhead doors at the Operations
Centre require repairs before the winter season begins.
1.Emergency Repair
The Operations Centre is comprised of eighteen bays. The eight northern bays are tempered
vehicle storage and are used to store winter control vehicles at optimum temperatures.
Freezing temperatures can cause the vehicles’ mechanical systems to fail, rendering them
inoperable. The eight central bays are used as repair bays for the winter control vehicles. The
CS 28-25 September 29, 2025
Page 3
two southern bays are interior wash bays. Five of the overhead doors within the tempered
vehicle storage bays require mechanical/electrical repairs and they are currently inoperable.
Two of the overhead doors within the repair bays require repairs to their safety mechanism s.
These doors have been locked out for safety reasons at this time.
For the tempered vehicle storage, if the overhead doors are not repaired immediately, then
there is insufficient space to safely maneuver the winter control vehicles into the bay. This will
cause some rural winter control vehicles to be parked outside, which can cause their
mechanical systems to fail due to cold temperatures. Smaller plow vehicles would also have
insufficient space to safely maneuver into the bay, which will result in staff safety issues. If the
repair bay overhead doors are not repaired im mediately, this will impact the ability for winter
control vehicles to be repaired and return to winter control operations. These issues will impact
response times and provision of winter maintenance.
The provision of winter maintenance is essential to prevent serious delay s, injury, damage,
and restore basic service provided by the City .
2. Procurement
In the event of an emergency, the Purchasing Policy permits the Manager, Procurement to
develop new supply arrangements. Staff followed the procedures outlined in Section 12 of the
Purchasing Policy , with the Director notifying the Treasurer and CAO of the emergency
purchase at the earliest possible time. Since this purchase exceeds $50,000.00 Council is
being notified.
Repairs were first initiated with the City’s existing service provider, Durham Doors. Durham
Doors attempted to order required parts for repair from the overhead door manufacturer,
Butzbach GmbH, but due to delivery times in excess of one year, they were unsuccessful in
doing so. As a result, Durham Doors repaired the doors with parts that were immediately
available; however, this interim solution has not resulted in a return to full operation of the
overhead doors. Staff sought advice from the City of Bram pton, who have faced similar issues
with the doors that were designed by the same architects, using the same product. Brampton
staff recommended Wilcox Door Service Inc., who successfully resolved their issues. Wilcox
has inspected the broken doors at the Operations Centre and provided quotes for the
necessary repairs.
3.Timing
The winter control season is scheduled to begin on November 3rd . Failure to repair the doors
before this time will jeopardize the City’s capacity to comply with the required response times
for winter control operations. Given the imminent start of the season, emergency repairs are
the only viable option to ensure the necessary equipment is operational.
As per Purchasing Policy, Section 12.01, the Community Services Department is notifying
Council of the work being completed by Wilcox Door Service Inc. in the amount of $102,959.95
(HST included). The total net project cost inclusive of contingency is estimated at $120,533.00
(net HST).
CS 28-25 September 29, 2025
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Attachment: None
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Dennis Yip, P.Eng., PMP®, CEM, LEED® AP Laura Gibbs, MBA, MSc.
(Acting) Division Head, Facilities Management Director, Community Services
& Construction
Original Signed ByOriginal Signed By
Vince Plouffe, OAA, MRAIC Stan Karwowski, MBA, CPA, CMA
Division Head, Facilities Management Director, Finance & Treasurer
& Construction
Original Signed By
Cathy Bazinet, CPPB, NIGP-CPP
Manager, Procurement
LG:dy
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original Signed By Richard Holborn For