The URL can be used to link to this page

Home My WebLink AboutOES 18-03 CiÚf o~ REPORT TO FINANCE & OPERATIONS COMMITTEE Report Number: OES 18-03 Date: May 6, 2003 From: Richard W. Holborn, P.Eng. Division Head Municipal Property & Engineering Subject: Tender No. T -6-2003 - Tender for Street Light Maintenance Recommendation: 1. That Report DES 18-03 regarding a tender for street light maintenance be received and that; 2. Tender No. T -6-2003 submitted by Veridian Connections, for streetlight maintenance, in the amount of $360,765.75 be accepted and; 3. That staff at the City of Pickering be given the authority to give effect here to. Executive Summary: This contract is for the provision of all materials, labour, machinery, tools and appliances for the general maintenance, installation and replacement of streetlights and poles in the City of Pickering for a three (3) year period June 1, 2003 - May 31, 2006 in accordance with plans and specifications prepared by the City of Pickering and MJS Consultants. Financial Implications: Tender T-6-2003 is a three-year contract for streetlight maintenance. Prices for each of the three years have been received which include typical maintenance based on estimated quantities, and also 'unit prices for unforeseen, major repairs and replacements. Prices received by the low bidder are in line with estimates budgeted for in the 2325 Streetlight Current Budget for 2003. Future budgets will be based on the contract estimates. Report OES 18-03 Date: May 6, 2003 Subject: T -6-2003 Tender for Street Light Maintenance Page 2 Background: Prior to the deregulation of hydro and the forming of Veridian Connections, the City of Pickering traditionally used Pickering Hydro for all streetlight installation, repair and maintenance activities. As the utility arm of Pickering and as a service provider solely to Pickering residences and businesses, this arrangement was practical and reasonable. After Pickering Hydro was dissolved, and several municipal hydro suppliers merged and formed Veridian Connections, a private for profit organization, it was deemed appropriate for the City to prepare a tender for competitive bids to provide streetlight maintenance services. Bids for Tender No. T -6-2003 were received on Wednesday April 9, 2003. Four (4) companies submitted bids at the time of closing. The low bidder, Veridian Connections has completed similar projects for the City in the past, and a check of their references for projects of this caliber has been deemed acceptable by the Division Head, Municipal Property & Engineering. The Health and Safety Policy, a copy of the NEER Firm Summary Statement issued by Workplace Safety & Insurance Board (in lieu of the Cost & Frequency document), and a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board have been reviewed and deemed acceptable by the Safety & Training Coordinator. Veridian has supplied copies of Journeyman Power Linemen certificates for staff that will be assigned to this contract. According to the Electrical Utility and Safety Association, these qualifications surpass the certifications of Street Light Maintainer and Street Light Relamper specified in the contract documents. Upon careful examination of all tenders, and relevant documents received, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of Tender No. T -6-2003, low bid submitted by Veridian Connections in the total tendered amount of $360,765.75. Attachments: 1. Memorandum from Manager, Supply & Services 2. Memorandum from Coordinator, Safety & Training Report OES 18-03 Date: May 6,2003 Subject: T -6-2003 Tender for Street Light Maintenance Page 3 Prepared By: Approved I Endorsed By: Everet tsma Director, Operations & Emergency Services Vera A. Felgemacher Manager, Supply & Services RWH:ws Attachments I:\COUNCIL\OESI8-03.docMay-O3 Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council ~ / TOREPORT#()ES I ~-o3 ATTACHMENT# I of 1 CORPORATE SERVICES DEPARTMENT MEMORANDUM April 9, 2003 To: Richard Holborn /' Division Head Municipal Property & Engineering Darrell Selsky Supervisor, Municipal Works Bill Starr Coordinator, Traffic Engineering From: Vera A. Felgemacher Manager, Supply & Services Subject: Tender for Street Light Maintenance Tender No. T - 6 - 2003 Tenders have been received for the above project. Seventeen (17) companies were invited to participate. An advertisement was placed in the Daily Commercial News, News Advertiser Community Page and on the City's Website all of which yielded interest from additional bidders. Twelve (12) bidders picked up tendering documents for a non-refundable fee of $50.00 per set. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly. Although all deposits other than the low three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w), the four bids received are attached for review. AiTACHMENT#~- TOREPORT# OES 1~-o3 -¿ of ~ Tender for Street Light Maintenance Tender No. T-6-2003, April 9, 2003 Page 2 Summary (PST included, GST included) Veridian Connections Lan Ie Utilities Contractin Ltd. D.J. Charlton Power Line Construction Inc. Dundas Power Line Ltd. McTea ue Electric AC/DC Electric Sa e Electric Limited MDK Electric 360,765.97 379,254.55 504,676.30 551,859.99 Unable to bid Unable to bid Unable to bid Unable to bid 360,767.75 379,254.55 504,676.30 551,859.99 Pursuant to Information to Bidders Item 21, the following are being requested of the low bidder for your review during the evaluation stage of this tender call: (a) a copy of the Health and Safety Policy to be used on this project; (b) a copy of the current Cost and Frequency Report issued by Workplace Safety & Insurance Board (in lieu of the Cost and Frequency document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; (d) copy of valid certificate(s) of the Municipal Engineers Association (MEA) or Hydro One certificates of qualifications for all of the contractor's "Journeyman Linemen" who will be assigned to this project; certificates of certification for Electrical Safety Authority (ESA) trained "Street Light Maintainer", "Street Light Relamper" personnel who will be working on the project, and a list of all other personnel and their job function as it relates to this project (ie: management, drafting and technical staff) (e) a plan outlining how an emergency response time of under 2 hours is to be achieved. ATTACHMENT#__I, rOREPORT# ()ES I ~-ò 3 3 of 4- Tender for Street Light Maintenance Tender No. T-6-2003, April 9, 2003 Page 3 Please review the copies of the bids. Include the following items in your Report to Council: (a) if items (a) through (c) noted above, are acceptable to the Safety & Training Co-ordinator; (b) any past work experience Veridian Connections including work location; (c) without past work experience, if reference information is acceptable; (d) the appropriate account number(s) to which this work is to be charged; (e) the budget amount(s) assigned thereto; (f) Treasurer's confirmation of funding; (g) related departmental approvals; (h) any reason(s) why the low bid of Veridian Connections is not acceptable; and (i) related comments specific to the project. Caryn Kong, Financial Analyst has received credit information on Veridian Connections and upon its' review, is deemed acceptable. If you require further information, please feel free to contact me. Vera A. Felgemacher Manager, Supply & Services /bt Attachments Copy for: Director, Operations & Emergency Services CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED Tender Description: Street Light Maintenance Tender No.: T-6-2003 Date: Wednesday, April 9, 2003Time: Approx.2:15pm D.J. Charlton Powerline Construction. Dundas Power Line Ltd. Veridian Connections MDK Electric V TO BID March 27/03 UNABLE TO BID March 31/03 UNABLE TO BID April 8103 UNABLE McTeague Electric AC/DC Electric Sage Electric Limited !~ -I ~ (ì .:r .3: m Z ~~- 0 - t~ 0 ~ :rtl~ :<s ,c> ,.' AT"!ACHMENlt+__" fOREPORT# dES /1S-o3 ----L of -L- ' " ADMINISTRATION DEPARTMENT HUMAN RESOURCES DIVISION MEMORANDUM From: Debra Wight Coordinator, Safety & Training AEC.:~ ~~,fj'fI/""Y ~ CiTY OF ~ e :\'$ It: '&JI 1 ICvr::t),,~.,.... r..-..,j'fi¡,;¡ APR 2 3 2003 SUPPLY A1~D SERVICES April 23, 2003 To: Barbara Tran Buyer II Subject: Veridian Connections Tender No, T-6-2003, Street Light Maintenance As requested, I have reviewed the following documents submitted by the above-noted prospective contractor: . WSIB Clearance Certificate, dated February 24,2003 . NEER Firm Summary Statement, dated December 31,2002 .. Health & Safety Policy . Copies of Journeyman Power Lineman Certificates . Emergency Response Plan From a health & safety perspective, these documents are acceptable. If you have any additional questions, please feel free to contact me directly. -9hl Attachment: Reviewed documentation