HomeMy WebLinkAboutCS 50-06
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REPORT TO
EXECUTIVE COMMITTEE
Report Number: CS 50-06
Date: September 25, 2006
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Tender / Contract Approval
- Councils' Summer Recess
Recommendation:
1. That Report CS 50-06 of the Director, Corporate Services & Treasurer reporting on
tendering and contract approvals during Councils' Summer Recess be received; and
2. That Council pass a resolution ratifying the approval of the Tenders and Contracts
contained in this Report by the Chief Administrative Officer during Council's summer
recess (i.e., from June 26 to July 23, 2006 and from July 24, 2005 to September 11,
2006) being RFP-7-2006 Network Switch Replacement Project; the Microsoft
(Software) BPS Enterprise Agreement and Tender T-2-2006 Lighting Retrofit
Pickering Civic Complex and Pickering Public Library.
Executive Summary: Not applicable
Financial Implications: Not applicable
Background: On May 21, 2002 Council passed Resolution #80/02 Item 4
authorizing the Chief Administrative Officer act in Council's approving capacity on behalf
of Council during any recess, break or absence of City Council, which states in part:
"2. That, subject to the Council approved Purchasing Policy & Procedures, the
Chief Administrative Officer be authorized to act in Council's approval capacity
on behalf of Council during any recess, break or absence of City Council on the
condition that:
(a) such actions are in compliance with the Purchasing Policy & Procedure as
approved under Resolution 136/02; and
(b) the costs thereof are within the budget previously approved by Council; and
(c) a report respecting those approvals is subsequently submitted to Council.
Report CS 50-06
Date: September 25,2006
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Subject: Tender / Contract Approval
- Councils' Summer Recess
Page 2
Circumstances were such that one RFP and an agreement required approval by the
Chief Administrative Officer during Council's summer 2006 recess. It is recommended
that Council receive this Report for information and ratify the approval of RFP-7-2006
Network Switch Replacement Project, the Microsoft (Software) BPS Enterprise
Agreement and Tender No. T-2-2006, Lighting Retrofit New lighting Fixtures & Provision
of Lighting Control Systems at Pickering Civic Complex and Pickering Public Library.
Therefore, under authority of the foregoing, the following was approved by the Chief
Administrative Officer during the "summer recess" of Council:
RFP-7-2006 ReQuest for Proposals - Network Switch Replacement Proiect
Approved Budget
Financing - 5206.0621.6177
Project Costs (over) under Approved Funds
$147,000
$ 92,599
$ 54,400
Total Net Cost excluding GST
Proposal No. RFP-7-2006 submitted by Net Cyclops Inc. for Nortel replacement
switches and annual equipment maintenance approved; and Net Cyclops Inc. be
identified as the vendor of choice to maintain the switches including any enhancements
to the Nortel switch system during the life span of the equipment while located within the
Civic Complex.
Microsoft BPS Enterprise Aareement - Microsoft Software Uparades
Approved Budget
Financing - 5206.0606.6174 System & Software Upgrades
$107,000
$107,000
Total Net Cost excluding GST - Year 1 of 3 years
Project Costs (over) under Approved Funds
$
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Agreement to purchase Microsoft software upgrades with Software Spectrum, qualified
large account reseller (alAR) of the Management Board Secretariat by way of the
Microsoft Broader Public Sector (BPS) Enterprise Agreement.
C5Z',
Report CS 50-06
Date: September 25, 2006
Subject: Tender / Contract Approval
- Councils' Summer Recess
Page 3
Tender No. T-2-2006 LiQhtinQ Retrofit, New LiQhtinQ Fixtures & Provision of
LiQhtinQ Control Systems at PickerinQ Civic Complex and PickerinQ Public
Librarv
Approved Budget
Financing - 5700.0606.6181
Replacement - Upgrade Computerized
Lighting System - as per Energy Audit by Siemens
3.5 year payback) - 2005 Federal Gas Tax funding
$250,000.00
Project Costs (over) under Approved Funds
$191,730.64
$ 58,269.36
Total Net Cost excluding GST
Low tender No. T-2-2006 submitted by Dynamic Energy Services Inc. approved.
Attachments:
1. Supply & Services Memorandum April, 13, 2006
2. IT Memorandum dated June 22, 2006
3. IT Memorandum dated June 28, 2006
4. Supply & Services Memorandum August 16, 2006
5. Operations & Emergency Services Memorandums (2) August 29, 2006
6. Resolution #80/02, Item #4
Approved I Endorsed By:
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Gillis A. Paterson
Director, Corporate Services & Treasurer
Vera A. Felgemacher
Manager, Supply & Services
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Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council l\
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CORPORATE SERVICES DEPARTMENT
SUPPLY & SERVICES
MEMORANDUM ""1_:\~<::D
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Date:
April 13, 2006
To:
Jon Storms
Manager, Information Technologies
From:
Jill Hone
Buyer
Subject:
Request for Proposal RFP-7-2006, Replacement of Computer Switches
Terms of reference for the above request for proposals were provided to twelve companies. A
mandatory site visit was arranged for Tuesday, March 21 st, 2006 during which nine vendors
attended.
Seven proposals have been received by the deadline of 12:00 noon Wednesday, April 12, 2006.
A compliance checklist and summary is as follows:
Mandatory Submission Requirements
8.2. Submissions must include the following mandatory documentation, assembled in the
following order and numbered accordingly for ease of reference for the City. Submissions
which are not presented as requested or do not include the required information will have
an adverse affect on the consideration and evaluation of the bidders' proposal.
1. Bidder's corporate profile including the length of time the company has been established.
2. Provide three (3) examples of similar projects completed within the previous three (3) years
that compare in scope, magnitude and value to this project, together with the contact
information of the client representatives that may be contacted for a reference.
3. Describe bidder's capacity for superior service, innovation and unique approaches for the
replacement of Computer Network Switches.
4. Identify the key team members and describe their individual qualifications, professional
designations, capabilities and most recent relevant experience in this type of project.
5. Provide details of work program and work timetable.
6. Cost of proposed solutions.
7. Statement to acknowledge addenda received i.e. #1, #2 as applicable or include the signed
Addendum. Where no addenda are issued by the City, a statement to reflect "no addenda"
shall be included.
053
RFP-7 -2006, Replacement of Computer Switches
April 13, 2006
Page 2
.
Mandatory Submission 8.2.1 8.2.2 8.2.3 8.2.4 8.2.5 8.2.6 .. 8.2.7
Requirements, Item 8.2. .
. .
Albert White Technologies . . . . . . .
Bell Canada . . . . . . .
Conpute . . . . . . .
Cygnal . . . . . . .
I ntesys . . . . . . .
Net Cyclops Inc. . . . . . . .
Network Builders . . . . . .
Compliance Checklist
It is the responsibility of the user departmentto perform reference checks during the evaluation.
Therefore, it is acceptable for the Manager of Information Technology to undertake the reference
check and summarize comments for consideration.
A copy of each proposal is provided for your information and review in accordance the
evaluation form provided. Please advise when you would like to meet to evaluate the proposals
as a committee.
Results of this proposal are not disclosed to enquiring bidders at this time. They will be advised
accordingly of the outcome. Please direct any bidder enquiries to Supply & Services.
If you require further information or assistance with the evaluation of this proposal, please
contact me at extension 2122.
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Attachments
Copy: Supervisor, Network Support
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CITY OF PICKERING
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SITE VISIT ATTENDANCE RECORD
Tuesday, March 21,2006, 10:30 A.M.
Pickering Civic Complex
RFP-7 -2006
Replacement of Computer Network Switches
Pickering Civic Complex
Company
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CORPORATE SERVICES DEPARTMENT '.'''' I ICKERI(\}("
INFORMATION TECHNOLOGY SECTION .JUN 2 32006
MEMORANDUM
CORPOR ' Tr-
IM C SERVICES
June 22, 2006
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Gillis A Paterson [8ECE!V~~U.1l1 7- 2006
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Jon G. Storms !_._t-YVD '.f.OPV - CIRCULATE TO:
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FIRE
The 2006 IT capital budget contains a line item with a c.Qs1PJ)L$.
purchase of Microsoft software, via the Microsoft B~1e~~
The cost for software purchases for the first year of a three-year contract. The
total projected cost of the project is $321,000, including taxes.
Initially, it appeared that the item cost, which exceeds $81,000, would require
Council's approval before the purchase could be initiated. It also appeared that
the cost would require quotations to be called.
IT is currently in a Microsoft BPS (Broader Public Sector) Select Agreement (SA)
with a Large Account Reseller named Software Spectrum which will expire
September 2007 but is renewable every 3 years. IT is recommending the
software purchase for 2006 be allotted to Software Spectrum while entering into
a Microsoft BPS Enterprise Agreement (EA) for a period of 3 years from the date
of signature.
The EA is different in nature - product and quantity commitments are established,
bundles and standard group of products are available and priced approximately
30 to 40 percent less than the SA because of these commitments. The EA does
not cancel the SA and software assurance continues from the SA to the EA
First, the software being purchased was developed by Microsoft - the City's
standard developer of software for desktop and operating systems. Second,
Microsoft has entered into a master agreement with the Management Board
Secretariat which is available to the Broader Public Sector, including municipal
governments, wherein there is standard government pricing for all governments
regardless of the quantity being purchased.
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Microsoft Enterprise Aqreement
Page 2
June 22. 2006
Third, to receive the government prICing, a municipality must sign a BPS
Agreement with a Microsoft authorized reseller and IT has done so with Software
Spectrum in the BPS Select Agreement.
Only resellers authorized to market on behalf of the software publisher
(Microsoft) are eligible for consideration in these agreements. However, it needs
to be noted that signing with another authorized reseller would have no negative
legal connotations, and would immediately void the previous contract.
Pickering was not always signed with Software Spectrum. About four years ago,
the City was signed with Soft Choice. The level of customer support was found
to be waning, so IT switched to Software Spectrum. Prior to Soft Choice, I
believe IT used the services of another reseller as well, although I do not recall
the name. Suffice it to say, Software Spectrum has provided the City with both
excellent service and pricing, and that is why IT has retained their services.
It is certainly possible that other authorized resellers could provide pricing and
support for this budget item. Although resellers receive the same costs from
Microsoft and cannot seIl the product above the negotiated government price, it
is possible some resellers could reduce their profit margin and offer further
discounts. Software Spectrum has recently spent many hours assisting the IT
Supervisor with understanding what the Microsoft BPS Enterprise Agreement
entails, to identify which software and quantity commitment the City needs to
include in the Agreement going forward and will provide products and support for
a new three year term. As Software Spectrum is an authorized reseller on behalf
of the software publisher (Microsoft) and has been providing excellent support to
the City, IT entering into the Microsoft BPS Enterprise Agreement with Software
Spectrum is recommended. Ganesh Thiagarajan, Sr. Procurement Manager,
Management Board Secretariat, has advised the Manager, Supply & Services
that staying with a vendor where all is going well in an SA is a good and
appropriate transition to an EA.
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Microsoft Enterprise Aqreement
Page 3
June 22, 2006
To recap:
1. Microsoft has signed an Master Agreement with the Management Board
Secretariat, Ministry of Government Services which includes municipalities.
The agreement stipulates standard government pricing.
2. To access this Agreement, a municipality must sign a non-binding contract
with a reseller authorized to sell on behalf of the software publisher
(Microsoft). Pickering is currently signed with Software Spectrum, one of
the three largest authorized software resellers in the GT A and also one of
five resellers deemed by the Management Board Secretariat as a Qualified
large Account Resellers (QlAR) to serve their ministries.
3. For about the past four years, Software Spectrum has provided IT with
excellent service and support and would like it to continue with Software
Spectrum within the Microsoft BPS Enterprise Agreement.
4. The Manager, Supply & Services has reviewed this memorandu I and edits
have been made in certain areas for clarification purposes. . ~Initial)
Please advise IT if it can proceed with entering into the Microsoft BPS Enterprise
Agreement.
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. Gillis A. Paterson, C.fvl.i\ .
Duector, Corporate Services & Treasurer
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MEMORANDUM
From:
Jon G. Storms
Manager, Information Technology
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June 28, 2006
To:
Thomas J. Quinn
Chief Administrative Officer
Subject:
RFP-7 -2006
Request for Proposals -- Network Switch Replacement Project
Please be advised that proposals have been received for the above noted
project. Twelve (12) companies were invited to participate. Two (2) addendums
were issued. Nine (9) companies attended the mandatory site visit of which
seven (7) responded by the closing date and time.
In accordance with Reference item 9,5, the two highest scoring proposals were
short listed for consideration, they being Net Cyclops Inc. and Bell Canada. Both
were invited and made presentations to the evaluation committee during the
evaluation process.
The current network switches were installed over four years ago. The
replacement switches will offer the following benefits to the corporation. First,
they are newer; therefore, less prone to failure. If a switch should fail, all pes
connected to the switch would not longer be able to communicate with the
computer network. Second, the replacement switches will accommodate VolP
should the City decide to pursue that option in the future. Third, the switches will
allow gigabit (billion) traffic versus the current 100mb (million) capacity. Finally,
the project will divide the computer network into subnets, which in turn will offer
the network more security should it be attacked. The subnets will also improve
traffic-flow efficiency.
Purchasing Policy (Section 04.09) states where it expected that the total
purchase price of a proposal is greater than $54,000, acceptance of a proposal is
subject to Council approval. During the summer recess of Council, the Treasurer
and CAO may provide approval as per Report CS 12-00 (Resolution #85/00 Item
#1) and Report CAO 04-02 (Resolution #80/02 Item #4) respectively.
Proposals shall be irrevocable and valid for acceptance by the City for a period of
ninety (90) days from the closing date of April 12, 2006 which is on or about July
12, 2006. Otherwise, extending the irrevocability and acceptance period will
have to be made and agreed to by the proponent.
Request for Proposal: Network Switch Replacement Project
RFP No. RFP-7 -2006
June 28, 2006
Page 2
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Recommendations
1. That RFP-7-2006 submitted by Net Cyclops Inc., the highest scoring
proposal for Nortel replacement switches in the amount of $77,510.93,
plus P.S.1. and 8.S.1., be approved. Additionally, the annual equipment
maintenance cost of $8,229.00, plus P.S.1. and G.S.1., be also approved,
and
2. Net Cyclops be identified as the vendor of choice to maintain the switches,
including any enhancements to the Nortel switch system, during the life
span of the equipment while located within the Civic Complex.
This report has been prepared in conjunction with the Manager, Supply &
Services who concurs with the foregoing.
Financial Implications:
RFP-7 -2006
Nortel Switches
Annual Maintenance Cost
Sub Total
P.S.1.
G.S.1.
G.S.1. Rebate
Total
$ 77,510.93
8,229.00
$ 85,739.93
6,859.19
5,144.40
-5,144.40
m..S99.12
Attachments:
1. Supply & Services Summary Memorandum
2. April 13, 2006, Site Visit Attendance Record
Prepared By:
Approved I Endorsed By:
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MEMORANDUM
August 16, 2006
To:
Steve Reynolds
Division Head, Culture & Recreation
From:
Barbara Tran
Buyer
Subject:
Tender - Lighting Retrofit, New lighting Fixtures &
Provision of Lighting Control Systems at Pick€rilllg Civic Complex
and Pickering Public Library
Tender No. T-2-2006
Tenders have been received for the above project. A total of 14 companies were invited
to participate of which 12 companies picked up a tendering package for a non-
refundable fee of $50.00. One addendum was issued. A mandatory site visit was held
on Wednesday, August 9, 2006; 11 bidders signed in and attended of which 5 bidders
responded and submitted a tender for this project.
An advertisement was placed in the Daily Commercial News, News Advertiser and on
the City's website. A copy of the Record of Tenders Opened and Checked used at the
public tender opening is attached. Tenders shall be irrev()ciable for 60 days after the
official closing date and time.
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.
Summary
(PST included, GST included)
Company Total Tendered After Calculation
Amount $ Check $
Dynamic Energy Services Inc. 203,232.41 203,234.47
Enerqy Network Services Inc. 235,538.11 235,538.11
Canadian Tech Air Systems Inc. 448,993.39 448,993.39
(CTAS)
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Steve Reynolds C 6 7
T-2-2006 Lighting Retrofit, New lighting Fixtures & Provision of Lighting Control
Systems at Pickering Civic Complex and Pickering Public Library Page 2
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ummary - ontlnue
Company Total Tendered After Calculation
Amount $ Check $
EllisDon Tender documents not returned in sealed
envelope, automatic rejection. Reference:
Purchasing By-law No. 5900-01, Procedure
No. PUR 010-001, 10.04, Item 2; IB 1, 18,
19 and 20.
AU Electrical Contracting Ltd. 'Original' Agreement to Bond form was not
provided with the tender and therefore is
an automatic rejection. Reference:
Purchasing By-law No. 5900-01,
Procedure No. PUR 010-001. 10.04, Item
9(c). IB 18, 19, and 20; TS 6.
Honeywell Limited Unable to bid
Siemans Building Technologies Ltd. Unable to bid
Black & McDonald Unable to bid
MDK Electric Unable to bid
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Pursuant to Information to Bidders Item 22, the following will be requested of the low
bidder for your review during the evaluation stage of this tender call. Please advise as
soon as possible if we are to proceed in this direction.
(a) a copy of the Health & 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) the City's certificate of insurance be completed by the bidder's agent, broker or
Insurer;
(e) a list of subcontractors as per Appendix A, Item 1.1;
(f) Valid certificate(s) of qualification (electrician - construction and maintenance)
issued by the Ontario Training Adjustment Board for personnel performing
electrical service for the City.
(9) Copies of current qualification certificates for each such personnel.
(h) a copy of the current lock out procedure to be used.
(i) a copy of Fall Arrest Policy;
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Steve Reynolds
T-2-2006 Lighting Retrofit, New lighting Fixtures & Provision of Lighting Control
Systems at Pickering Civic Complex and Pickering Public Library Page 3
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Please review the copies of the bids. Include the following items in your Report to
Council:
(a) if items (a) through (i) noted above, are acceptable to the Safety & Training
Co-ordinator;
(b) the appropriate account number(s) to which this work is to be charged;
(c) the budget amount(s) assigned thereto;
(d) Treasurer's confirmation of funding;
(e) related departmental approvals;
(f) any reason(s) why the low bid of Dynamic Energy Services Inc. is not acceptable;
and
(g) related comments specific to the project.
MCW as the consultants on this project will be reviewing submissions and making
recommendations to you. The consultant should also review carefully all submittal
information based on tendering instructions. If the consultant notices any infractions or
information missing during the evaluation, please contact me or a member of Supply &
Services as soon as possible. Duplicate copies of the bids are attached for the
consultant's use.
If you require further information, please feel free to contact me.
~U/
Barbara Tran
/bt
Attachments
Copy for: Director, Operations & Emergency Services
Supervisor, Facilities Operation
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I ti}'ORT # (S SO'()(.
& EMERGENCY SERVICES DEPARTMENT
RE & RECREATION DIVISION
MEMORANDUM
To:
Everett Buntsma
Director, Operations & Emergency Services
From:
Len Hunter
Supervisor, Facilities Operations
Subject:
Tender No. T-2-2006
Please be advised that the above Tender for lighting retrofit, new lighting fixtures and
provision of lighting control systems at the Pickering Civic Complex and Central library
requires approval by the CAO. A summary of the Tender results is attached, prepared by
the Divison of Supply & Services dated August 16, 2006. The consulting firm used on this
project (MCW) have also reviewed the bids and have provided a recommendation
(attached) to proceed with the low bid submitted by Dynamic Energy Services Inc., in the
amount of $203,234.47. Capital funds are approved in the 2006 Capital Budget in the
amount of $250,000.00 (Acct # 5700.0606.6181 - project code # 06-2124-005-08).
Approximately $25,000.00 has already been committed for consulting fees. I have also
received confirmation from Veridian that they have approved an incentive grant to the City
for this project in the amount of approximately $10,000.00. Other incentives are also being
applied for with the Ministry of Natural Resources Canada.
After reviewing all of the supporting documentation, I recommend proceeding with the low
bid submitted by Dynamic Energy Services Inc. pending satisfactory Health & Safety
Securities information being reviewed by the Division of Supply & Services.
Please advise if approved and I will forward an on-line requisition for your authorization to
proceed with issuing a P.O. number for this project.
~;\ il/t1iJt'y
Len Hunter
LH:sm
Copy: Division Head, Culture & Recreation
Maintenance Mechanic, Facilities
Attachments
"\ t-"j .,
l: I .L
OPERATIONS & EMERGENCY SERVICES
MEMORANDUM
()
.Z
From:
RECEIVED
. FILE
Thomas J. Quinn I.FOi-!:qv~...IP. L J tJ ,<
. .... ! l' [j. COpy CI~CUlAT 1: :\:.
Chief Administrative Officer ~,i'c ,.\YOf'--I COUNCIL
I 'r-;;'::::~:';;:;;:;:;'~~-I""" CAD MGiViT COM .
Everett Buntsma (tlPJG.) r~;fC(*:;~ERV. '-'i+CLERI< ;
Director, Operations & Emergency servic~-~_iL~:V~~:",& ?E~. _. -1=I.~MAN R'S. _
\(L-Q~.~~.l,::".!~ i:lV1cR(~.:...... __ LEGAL .
I CUi. J.j, "'Ee. CORI~ PROJ. & POL.
TEender TR-2t-20f't06p . t r--k5:-==~-==t= ~~~l~;~~~~ADM
nergy e ro I roJec r.-..(........:...----.. !
Civic Complex & Central Library ~._!N.~~~...._~,._.._~ ,---~""=
- File: 0-8300-004-06
!
;~,
To:
Subject:
Attached is a recommendation from the Supervisor, Facilities Operations to
award the above project to the low bid from Dynamic Energy Services Inc. in the
amount of $203,234.47.
Note that this is well within the budget amount of $250,000,
In addition, Veridian will be providing a $10,000 incentive grant and application is
being made to Natural Resources Canada for additional grants. These incentive
grants will further reduce the City's monetary commitment.
Your approval to award this project to Dyna~~~.,..~~.e.r~is~;:~~Yi~eqUested.
C". j:>0 I .
/""
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~Ji:.""?' )
---
EB:djb
Attachment
Copy: Director, Corporate Services & Treasurer
Division Head, Culture & Recreation
Supervisor, Facilities Maintenance
-.c':""-;--,
~
RECEIVED
CITY OF PICKERING
SEP .. 1 2006
SUPFtY AID SEflVJCES
-----
,t
(:"'J'
~ I ~'.
ATIACHMEI\lT # L:TO REPORT' lof l.~S'o'~
- - .
.:A..Drv1rNISTRi~ TION DEPARTIVIENT
,r1E Dr.H,n~ Dr nTTCl7()~l\.T
'....' ......., 10 ~:;;J\.. t-J' jL,.. -' .2 i;) 1. '--"':' ,
R F= r: E;:" :,
Ci~"Y ~~~'ji"
MElv!OH..PJ\.TD U1\tf
fyl" i' v ') ;.: ')1'\ f'r.
I r\ I !... V LUlU
CURPOFi.ATE: ::kH\!tCE::S
May 27, 2002
TO: Tom Quinn. Chief Administrative Officer
Oil Paterson, Director, Corporate Services & Treasurer
FROM: Bruce Taylor, Clerk
SUBJECT: Referrals from Council Meeting of May 21,2002
Please be advised that the Council of the City of Pickering passed Resolution #80/02, Item #4, at the
Council Meeting of May 21,2002, as follows:
1. That Report to Council CAO 04-02 seeking authorization by the Chief Administrative
Officer to act in Council's approval capacity on behalf of Council during any recess,
break or absence of City Council be received; and
2. That subject to the Council approved Purchasing Policy & Procedure, the Chief
Administrative Officer be authorized to act in Council's approval capacity on behalf
of Council during any recess, break or absence of City Council on the condition that:
a) such actions are in compliance with the Purchasing Policy & Procedure as
approved under Resolution 136/01; and
b) the costs thereof are within the budget previously approved by Council~ and
c) a report respecting those approvals is subsequently submitted to Council.
3. That appropriate officials of the City of Pickering be authorized to give effect thereto.
// /'
./;/
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//
Bruce Taylor
E,; 1" ~ di~
(.':OP:)'~ ~ ()Ui~J:l:: {~:nie:f i\.drninistra-civ:E'