HomeMy WebLinkAboutCS 45-07
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REPORT TO
EXECUTIVE COMMITTEE
11 0
Report Number: CS45-07
Date: October 9, 2007
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Tender / Contract Approval
- Councils' Summer Recess
Recommendation:
1. That Report CS 45-07 regarding tendering and contract approvals during Councils'
Summer Recess be received; and,
2. Council pass a resolution ratifying the approval of the Tenders and Contracts by the
Chief Administrative Officer contained in this Report during Council's summer
recess being Tender No. T-1-2006, Cleaning Services, Tender No. T-4-2007 David
Farr Park Dam Removal Project and Request for Proposal No. RFP-2-2007 Health
& Safety Consultant Service, Standard Operating Procedures.
Executive Summary: Not applicable
Financial Implications: Not applicable
Sustainability Implications: In accordance with sustainability initiatives and with
the G.I.P.P.E.R.'s (Governments Incorporating Procurement Policies to Eliminate
Refuse) Guide 3rd Edition, October, 2002, a waste management plan was requested by
the City and received from the contractor undertaking the work for the David Farr Park
Dam Removal Project, Tender T - 4 - 2007.
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:
Report CS 45-07
Date: October 9, 2007
Subject: Tender I Contract Approval
- Councils' Summer Recess
Page 2
. . 11 1
(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."
Circumstances were such that two Tenders and one Proposal required approval by the
Chief Administrative Officer during Council's summer 2007 recess. It is recommended
that Council receive this Report for information and ratify the approval of Tender No. T-
1-2006 - Cleaning Services; Tender No. T-4-2007 - David Farr Park Dam Removal
Project; and Proposal No. RFP-2-2007 - Health & Safety Consultant Service, Standard
Operating Procedures.
Therefore, under authority of the foregoing, the following was approved by the Chief
Administrative Officer during the "summer recess" of Council:
Tender No. T - 1 - 2006. Cleanina Services - Auaust 1. 2007 to March 31. 2009
Tender No. T - 1 - 2006 submitted by Arsenal Cleaning Services for cleaning services
for the remainder of the contact term that being August 1, 2007 to March 31, 2009 be
approved.
1. Total Net Tender Amount:
T-1-2006 - Tender for Cleaning Services
(remaining 20 month term)
$290,968
2.
Source of Funds:
Year 2 (August 1/07 - March 31/08):
Civic Complex 2124-2435
Works Centre 2315-2435
East Shore (Seniors) 2572-2435
Community Centres 2719-2435
Libraries 2745-2435
Recreation Complex 2731-2435
Year 2 Total
$ 21,040
$ 8,320
$ 11,260
$ 20,172
$ 30,472
$ 23,760
$115,024
Year 3 (April 1/08 - March 31/09):
Civic Complex
Works Centre
East Shore (Seniors)
Comm.Centres
Libraries
2124-2435
2315-2435
2572-2435
2719-2435
2745-2435
$ 32,184
$ 12,720
$ 17,226
$ 30,858
$ 46,608
Report CS 45-07
Date: October 9,2007
Subject: Tender / Contract Approval
- Councils' Summer Recess
Page 3
11 2
Recreation Complex 2731-2435
Year 3 Total
$290,968 maximum over 20 months
$ 36,348
$175,944
The total cost of the previous cleaning contractor (In-Pro) for the remaining 20 months
was $272,865.
An increase in cost for the current cleaning contractor (Arsenal) for the remaining 20
months in the amount of $18,103 will be reflected in annual operating budgets over the
next two years. These higher costs will be budgeted accordingly in future Operating
Budgets (2008,2009).
Tender No. T-4-2007 David Farr Park Dam Removal Proiect
Approved Budget
Financing - 5780.0508.6129
- 5780.0627.6129
- 5311.0712.6181
$300,000
$150,000
$150,000
$ 50,000
Total Net Cost excluding GST
Project Costs (over) under Approved Funds
~787
$117,213
Low tender No. T-4-2006 submitted by S&F Excavating Ltd. be approved.
Proposal No. RFP-2-2007 Health & Safety Consultant Service, Standard Operatina
Procedures
Approved Budget
Financing - 2711-2392
- 2290-2392
$35,000
$15,000
$20,000
Project Costs (over) under Approved Funds
$2EU 30
$ 8,870
Total Net Cost excluding GST
Highest scoring proposal submitted by Durham College School of Continuing Education
be approved.
Report CS 45-07
Date: October 9,2007
Subject: Tender / Contract Approval
- Councils' Summer Recess
Page 4
11 3
Attachments:
1. Operations & Emergency Services Memorandum July 5, 2007
2. Operations & Emergency Services Memorandum July 24, 2007
3. Correspondence Arsenal Cleaning Services Ltd. June 25, 2007
4. Operations & Emergency Services, Culture & Recreation Division Memorandum
August 21, 2007
5. Resolution #80/02, Item #4
Prepared By:
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Approved I Endorsed By:
d '*; .'
Vera A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
~. ----.
.-s;:5_ .' ~-~
Gillis A. Paterson
Director, Corporate Services & Treasurer
GAP:vf
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
1 l
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, '-rACHMENT #Lro REPORT#: ..tiJiS-(j)p
OPERATIONS & EMERGENCY SERVICES DEPARTMEf\T
11 4
MEMORANDUM
July 5,2007
...-.b..,.....,..~.._':............,..:..--.
To: Thomas J. Quinn
Chief Administrative Officer
From: Everett Buntsma
Director, Operations & Emergency Services
Subject:
Tender T -4-2007
David Farr Park Dam Removal Project
File: A ..2130
Tenders have been received for the above noted capital works construction project.
Eight companies were invited to participate, of which seven acceptable bids were
received.
The following is a summary of the bids received.
SUMMARY
PST included, GST included
Bidder Total Tendered After Calculation
Amount $ Check $
S & F Excavatinq Ltd. 193,748.92 193,754.22
The Ontario Construction Co. Ltd. 199,534.40 199,534.40
R & M Construction 243,076.60 243,07'6.60
Dig-Con International Ltd. 263,162.97 26:),162.97
Royalcrest Pavinq Ltd. 268,899.44 26B,899.44
Eliroa Construction& Materials 328,228.13 32E?,228.13
Evans Contractinq Ltd. 375,111.74 ___~75, 111.74
Hollandia Land & Environmental UNABLE TO 810
Solutions
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RECEIVED
CITY OF PICKERING
,JUL 1 L 2007
SUPPLY AND SERVICES
Subject: Tender. T-4-2007
David Farr Park Dam Removal Project
July 5, 2007
Page 2
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11 5
1. That Tender T-4-2007 sub l'tted by S & F Excavating Limited for David arr Park
Dam Removal Project at a cas - ~Slb. roved;
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Recommendations:
2. That the total gross project cost of $318,000 (GST included) including the tender
amount and other associated costs, and the total net project cost of $300,000 be
approved;
Financial Implications:
1.
TENDER AMOUNT
r T-4-2007
GST
Sub-Total
GST Rebate
Total
$182,787.00
10,967.22
193,754.22
(10,967.22)
$182,787.00
,
2.
APPROVED SOURCE OF FUNDS
Parks Ca ital Bud et and Pro ert Maintenance Bud et
Budqet Account Code Source of Funds
Parks Cap 2005 5780.0508.6129 Parkland Res. Fund
Parks Cap 2006 5780.0627.6129 Parkland Res. Fund
Prop. Main2007 5311.0712.6181 Property Taxes
FUNDS AVAILABLE
Budqet
150,000
150,000
50,000
350,000
Required
150,000
150,000
0,000
300,000
3.
ESTIMATED PROJECT COSTING SUMMARY
T-4-2007 - Tender for Dam Removal Project
David Farr Park
$182,787
Associated Costs
Costs for Amphitheatre removal (works completed)
Consultant Fees
Materials Testing
Miscellaneous Costs
Costs for Associated Pathway Works
Construction Contingency
Total
10,500
50,000
5,000
5,000
11,000
35,713
$300,000
Subject: Tender. T-4-2007
David Farr Park Dam Removal Project
July 5, 2007
Page 3
11 6
GST
18,000
$318,000
(18,000)
$300,000
Total Gross Project Cost
GST Rebate
Total Net Pro'ect Cost
Sustainability Implications:
The dam removal and reconstruction of the watercourse will enhance the flow of fish
passage by removing the obstacle. The dam removal will increase aesthetics and
safety and continue to provide open space usage for the community, thereby satisfying
the social and environmental lens of sustainability.
Background:
As part of the 2005 and 2006 Parks Capital Budget and the 2007 Property Maintenance
Capital Budget, the David Farr Park Dam Removal was identified as a construction
project. In 2006 the Amphitheatre was retrofitted into an ice skating rink at a cost of
$10,500. The Dam Removal Project at David Farr Park includes the removal of the
existing dilapidated concrete dam and gabion walls, reconstruct the Pine Creek water
course with rock edge and ripples, restore the natural vegetation along the stream
banks, create a wetland area, remove existing walkway and pave new one from
Glenanna Road to the playground and introduce a butterfly meadow along Glennanna
Road. Other associated pathway works at a cost of approximately $11,000 are not part
of this Tender and will be carried out by a different contractor. Tender T-4-2007 was
issued on Wednesday, June 6, 2007 and closed on Wednesday, June 20, 2007 with
seven (7) bidders responding. The total gross project cost is estimated to be $ 318,000
for an estimated net cost to the City of $ 300,000 (net of GST rebate). S (~ F Excavating
Ltd.'s bid and references have been reviewed and are deemed acceptable by Schollen
& Company, the City's design consultant for this project. The Health & Safety Policy,
current WSIB Council Amendment to Draft 7 (CAD-7), Certificate of Insurance as
submitted by S & F Excavating Ltd. have been reviewed by the Coordinator, Health &
Safety and are deemed acceptable. Financial information as provided by D & B for S &
F Excavating Ltd. has been reviewed by the Purchasing Analyst and in conjunction with
Schollen and Company's review of the contractor's previous work experience and the
bonding available on this project, the tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the
Operations & Emergency Services Department, Municipal Property & Engineering
Division recommends the acceptance of the low bid submitted by S & F Excavating Ltd.
for Tender T-4-2007 in the amount of $193,754.22 (GST included) and that the total net
project cost of $ 300,000 be approved.
Subject: Tender. T -4-2007
David Farr Park Dam Removal Project
July 5, 2007
Page 41 1 7
This report has been prepared in conjunction with the Manager of Supply & Services
who concurs with the foregoing.
Upon your approval for this tender and associated costs, we will proceed with an online
requisition to issue a Purchase Order.
Attachments:
1. Location Map
2. Supply & Services Memorandum, June 20, 2007
3. Schollen and Company Letter of Recommendation
Prepared by:
c)~_
qt;:el/ Selsky - ~
Supervisor
Engineering & Capital Works
Everett Buntsma
Director
Operations & Emergency Services
K
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illi Paterson
Director
Corporate Services & Treasurer
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Vera Felgemacher
Manager, Supply & Services
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Attachments
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11 8
MUNICIPAL PROPERTY & ENGINEERING
Attachment for Tender No. T-4-2007
DAVIDFARR PARK
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PROPOSED CONSTRUCTION INCLUDES:
DAVID FARR PARK - Pine Creek Works (Phase II)
. existing concrete dam and gabion walls are to be removed
. reconstruct the Pine Creek water channel with rock edge and
ripples
. restore the natural vegetation along the stream banks
. create a wetland area
. remove existing walkway and pave new one
. introduce a butterfly meadow along Glenanna Road
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MEMO
.... _:-.::_ SCHOillN &. COMPANY INC.
=='= 2,0 Duncan MlIll100d . SlAe 109
Don Mills. Ontario
MJ8 JJ5
Teleo/"lolie< 416.441.3044
,i:ocslmde. 416.J41.~O\a
e.mail: de.sIQ"@1chollenc"dcompcny,ccm
To:
Ms Doris Chee
Coordinator, Landscape & Parks Development
City of Pickering
11 9
From:
Mark Schollen
'CHOIlIR l CompallY .IIC.
Re:
David Farr Park Dam Removal
Tender No. T -4-2007
Recommendation for Award
Date:
27 June 2007
Doris: Further to your request, the references provided by S + F Excavating Limited
were contacted by the undersigned to confirm their capability to successfully
complete the above noted project. The following references were contacted:
Mr Steve Wilson - Town of Aurora
Mr Bill Gould - Town of Newmarket
Mr Bill McGregor - City of Barrie
All three references were favourable with respect to the contractor's performance
related to scheduling, quality of work and timely rectification of deficiencies. All
three references stated that they would not hesitate to retain S+F Excavation
limited to undertake other projects in the future.
In response, we recommend that the contract for the David Farr Park Dam
Removal project be awarded to S+F Excavation Limited.
Should you require additional information related to the reference check please do
not hesitate to contact me.
Cc: Mr Darrell Selsky, City of Pickering
Schollen & Company Inc.
Landscape Architects and Environmental Restoration Consultants
120
MEMO
SCHOUEN ~~ COMPANY INC.
220 :JUf'1con M~~ 10Cd . Sune 109'
Den Mtj.;, Omc;lD
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Tel~crCf"a' Jl,~'.~Jl.JOA4
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To:
Ms. Doris Chee
Coordinator, Landscape and Parks Development
City of Pickering
From:
Mark Scholl en
SCHOUEN & COMPANY INC.
Re:
David Farr Park Dam Mitigation Project
Tender Evaluation
Project Number: 26032
Date:
June 27, 2007
Doris: . Further to your request, Schollen & Company Inc has competed a
comparative evaluation of the bids received for the David Farr Park Dam Removal
Tender (T-04-2007). We have prepared the attached matrix that provides a
summary of the bids in comparison to each other as well as the pr'9liminary cost
estimate prepared by our firm based upon the evaluation. S&F Excavating Limited
was confirmed to have provided the lowest bid for the contract We have reviewed
their prices and have found them to be consistent with those within our database.
We have also checked all of the bids for arithmetic errors and have confirmed the
accuracy of the totals. We have not had the opportunity to work with S&F
Excavating Limited in the past and therefore cannot ofier an opinion on the
expertise or capability of this firm to perform the specified wok. VI/e recommend
that a reference check be completed to confirm the capability and reputation of the
firm prior to award of the contract as a precautionary measure. We will be pleased
to contact the references listed in the tender form on the City's be'1alf with your
approval.
Should you require additional information or have any questions or concerns,
please do not hesitate to contact the undersigned.
Yours truly,
SCHOUEN & COMpANY INC.
c-::"" .
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Mark Schollen, BLA, OALA, CSLA
Principal
c.c. Mr. Darrell Selsky, City of Pickering
CORPORATE SERVICES DEPARTMENT
MEivlORANDUiVl
1 21
June 20, 2007
To: Richard Holborn
Division Head
Municipal Property & Engineering
Darrell Selsky
Supervisor, Engineering & Capital Works
From:
Barbara Tran
Buyer
Subject:
Tender No. T-4-2007
Tender for Dam Removal Project
David Farr Park
CLOSING: Wednesday, June 20, 2007,
Tenders have been received for the above project. Seven companies were
invited to participate. An advertisement was placed in the Daily Commercial
News, News Advertiser and on the City's Website yielding interest from
additional bidders and a total of 10 companies picked up a tendering package
for a non-refundable fee of $50.00.
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 10.03 (r) provides checking
tendered unit prices and extensions; unit prices shall govern and extensions
will be corrected accordingly, which has been done.
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). Therefore, the copies of bids from the low three (3) bidders are
attached for review.
T-4-2007 Tender for Dam Removal Project
Juna 20, 2007
Page 2
I .
122
SUMMARY
(PST included, GST included)
Bidder Total Tendered After Calcul,ation
Amount $ Check $;
S & F Excavating Ltd. 193,748.92 193,754.22
The Ontario Construction Co. Ltd. 199,534.40 199,534.40
R & M Construction 243,076.60 243,076.60
Dig-Con International Ltd. 263,162.97 263,162.97
Royalcrest Paving Ltd. 268,899.44 268,899.44
Elirpa Construction & Materials 328,228.13 328,228.13
Evans Contracting Ltd. 375,111.74 375,111.74
Hollandia Land & Environmental
Solutions UNABLE TO BID
Pursuant to Information to Bidders Item 21, the following will be requested of the
low bidder for your review during the evaluation stage of this tender call. E'lease
. advise Supply & Services as soon as possible if we are to proceed in this
direction.
(a) a copy of the Health and Safety Policy to be used on this project;
(b) a copy of the current Workplace Injury Summary Report issued by
Workplace Safety & Insurance Board (in lieu of the Workplace Injury
Summary Report 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; and
(d) the City's certificate of insurance completed by the bidder's agent, broker
or insurer.
Include the following items in your Report to Council:
(a) if items (a) through (d) noted above, are acceptable to the Safety & Training
Co-ordinator;
(b) any past work experience S & F Excavating Ltd. 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 S & F Excavating Ltd. is not acceptable; and
(i) related comments specific to the project.
T-4-2007 Tenderfor Dam Removal Project
June 20, 2eO?
Page 3
123
Schollen & Company Inc. as the consultants en 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 a member of Supply & Services as soon as possible. Duplicate
copies of the bids are attached for the consultant's use.
Please do not disclose any information to enquiries. Bidders will be advised of
the outcome in due course. If you require further information, please feel free to
contact
If you require further information, please feel free to contact me or a member of
Supply & Services.
cJRJ&t~
Barbara Tran
Ibt
Attachments
Copy for: Director, Operations & Emergency Services
CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
Tender Description: Dam Removal Project - David Farr Park
Bid I Agreement I Addendums Total Amount
Deposit to Bond No. % Tendered
acknowled ed y,y.
V/ \/
Date: Wednesday, June 20, 2007 Time: Approx.2:15pm
Bidder Name
Dig-Con International
Ltd.
Elirpa Construction &
Materials
Evans Contracting LJd.
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S & F Excavating Ltd.
C/TY ~i,a!f~resent .' q)V-1
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Tender No.: T -4-2007
BIDDER'S SIGN IN
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COMMENTS
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ATTACHMENT # ,..&-, TO REPORT # J.2."iK-,f>l
OPERATIONS & EMERGENCY SERVICES DEPARTMENT
1 2 5
MEMORANDUM
July 24, 2007
From:
Everett Suntsma
Director, Operations & Emergency Services
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To:
Thomas J. Quinn
Chief Administrative Officer
Saba Gajadharsingh
Division Head, Human Resources
,J:~~AVOR
; COU~lt ~G
':~Eclc;T.Q~
: CORP SERV
, PLAN & DEV
l,OPER & EMERG
, CUL & REC
;:IRE
Andrew C. Allison
City Solicitor
!\i:PF
Subject:
Heath & Safety
Standard Operating Procedures (SOP)
File: A-4600-001-07
Please be advised that responses have been received from three bidders with respect
to the Re uest for Proposals to engage a consultant to complete SOP' ~j~
the . y.
he low bid received from Durham College in the am nt of $26,130.00 plus GST /
n c~mmend that they be engaged immediately to co enc_
wor ou Ined in the RFP.
Pending satisfactory performance of this phase of the work program, we will be
recommending that Durham College also be engaged to conduct "Train the Trainer"
education in order to prepare or the ro ut" of the new SOP's.
is requested.
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Sab' a' harSingh-#;/
ES:ks
Attachments
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THOM,AS , .
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CORPORATE SERVICES DEPARTM~I""~~~~~
,1 I 8NINi\i'ifld i 1ISNIi!:l1'.!
MEMORANDUM rl -'T"~)31l S3:)1^~3S 3'dl::J.J
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Everett Buntsma j _.._~. :01 'A3,.l\i!
Director, Operations & Emergency Servicer--,.. . ~~ :'o~ ~- ~~-'I
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Vera A. Felgemacher L...L__._.7_...._._.1~.~.~~~:~:~=_~JJ
Manager, Supply & Services . ';LXJ!A.lGS I' :)c.:;~)JeL'.j::: ~i! SU'Jl+:::;i,,-,::-!() j
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July 18, 2007
To:
From:
Subject:
Request for Proposal - Health & Safety Consultant Service
No. RFP-2-2007
Supply & Services released the above noted request for proposal on J1uly 7, 2007
inviting five companies of which three companies submitted proposals by the closing
date and time of Tuesday, July 26,2007.
A copy of the summary memorandum issued by Supply & Services is attached.
Evaluation committee members individually reviewed and scored each proposal
completing the evaluation form based upon the evaluation criteria in the terms of
reference. The committee convened on Friday, July 13, 2007. An averagE~ total score
of each proposal was calculated by the committee creating a shortlist for review and
consideration. A copy of this summary is attached for information.
The proposal submitted by Durham College School Continuing Education received the
highest score. The evaluation committee recommends the acceptance of proposal No.
RFP-2-2007 submitted by Durham College School Continuing Education to develop
approximately 39 Interdepartmental Procedures and approximately 28 Standard
Operating Guidelines for the City, subject to acceptability of the health and safety
documentation.
The Health & Safety documentation submitted by Durham College School Continuing
Education will be reviewed by Susan Kamin, Coordinator, Health & Safety for
acceptability and will advise accordingly. This review is standard procedure..
In accordance with Purchasing Policy PUR 010.001 Item 04.09 a proposal award
between $26,500 and $53,100 requires the approval of the Chief Administrative Officer.
If you re uire further information, feel free to contact me.
cA
Vera A. Fe~emacher
Manager, Supply & Services
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attachments
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
127
July 4, 2007
To:
Susan Kamin
Coordinator, Health & Safety
~(Q)(P)W
From:
Vera A. Felgemacher
Manager, Supply & Services
Subject:
Request for Proposal - Health & Safety Consultant Service
No. RFP-2-2007
Terms of reference for the above request for proposals were provided to five (5)
consulting firms. Three (3) proposals have been received by the deadline of 2:00
PM Tuesday, June 26,2007.
A preliminary review to ensure the "Mandatory Submission Requirements" appear
in a submission has been undertaken. Each item is to be reviewed more closely by
committee members and scored to reflect each item's relevance and value.
In accordance with Terms of Reference Item 4:
Submissions will be reviewed by an evaluation committee consisting of a
Coordinator, Health & Safety, the Division Head, Human Resources, the Manager,
Supply & Services and the Supervisor, Infrastructure Management, and evaluated
according to the criteria described in the proposal document. The committee to
rank the submissions lowest to highest score will tabulate an average score per
submission. The evaluation committee for consideration and approval will
recommend the highest scoring submission.
I will leave it with you to determine an appropriate date and time to arrange a
meeting for the evaluation committee, to review the submissions and evaluation
criteria. One copy of each proposal is being provided directly to you with a copy of
this memorandum.
Please do not disclose any information to enquiries. Bidders will be advised of the
outcome in ue course.
If you require further information or assistance feel free to contact me.
C_.....i
Vera A. Felgerrfacher
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c'J,?se;v:[t:CilypiclV\lg. F=~tsimile 416.321.2522
June 25, 2007
George Kandelas, President
RECElVED
CITY OF PICKERING
JUN 2 6 2007
SUPPLY AND SERViCES
<C~)~W
Arsenal Cleaning Services Ltd.
80 Nashdene Road Unit 7
Toronto, ON
M1V 5E4
Subject:
Tender No. T.1-2006
Tender for Cleaning Services
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The purpose of this correspondence is to solicit a response from you to the
following questions for the City's review at this time. Please select one, sign, and
return at your earliest convenience.
~ The tender sLlbmitted by Arsenal Cleaning Services Ltd, dated January 31,
2006 for tllG above project is available for acceptance by the City without
any change to the terms, conditions, specifications and pricin';l, with a
possible start date of August 1, 2007
OR
o The tender submitted by Arsenal Cleaning Services Ltd. datecl JanualY 31,
2006 for the above project is available tor acceptance by thE' City without
any change to the terms, conditions, specifications and pricing except as
detailed on Appendix A, with a possible start date of August 1 i ?007.
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Ver A. Folgemacher, C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
Copy: Division Head, Culture & Recreation
supervisor, Facilities Operations
APPROVED
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Gillis A. Paterson, C.M-A.
Director, Corporate Services & Treasurer
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OPERATIONS & EMERGENCY SERVICES DEPARTMENT
CULTURE & RECREATION DIVISION
MEMORANDUM
129
August 21, 2007
To:
Stephen Reynolds,
Division Head, Culture and Recreation
From:
Len Hunter, .
Supervisor, Facilities Operations
Subject:
In-Pro Cleaning Contract Termination
In-Pro Cleaning Systems Incorporated's contract with the City of Pickering to clean
various facilites was terminated on August 1, 2007 for various reasons. In-Pro
Cleaning Systems has been the successful bidder for cleaning services for the past two
contracts, beginning on March 1, 2003 for a three-year term and then again in 2006 for
a further 3-year term. Small problems have arisen over the years but since the current
contract was awarded in March of 2006, the problems had increased to a point that was
unacceptable to the City. These problems generally had to do with the cleanliness of
our buildings, lack of supervision of staff, inattention to detail and staff turnover.
With facility and library staff members in attendance, monthly meetings were held with
the owners of In-Pro Cleaning Systems in 2007 to discuss the problems. Lists of
problems were given to the In-Pro owners and monthly cheques withheld as per the
specifications of the contract (April, May, June and July). A detailed chart was
prepared by staff listing dates and problems that arose in 2007 and reoccurred over
and over. A final letter was sent by the Manager, Supply and Service, dated July
6,2007, to In-Pro Cleaning Systems, advising that due to the ongoing problems with no
corrective action being taken by this company, the decision was made to terminate the
contract with In-Pro Cleaning Systems Inc. effective August 1,2007.
The City then awarded the contract to Arsenal Cleaning Services effective August 1,
2007. Arsenal Cleaning Services' bid was the 2nd lowest received in the 2006 tender
and they have agreed to take over the remainder of the contract at the same tendered
costs submitted in 2006. In addition to all facilities in the current cleaning contract,
the new addition at Fire Hall #5 was added to the contract at this time.
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In Pro Cleaning Contract Termination
August 21, 2007
1 3 0
Page 2
All outstanding invoices have been paid to In Pro Cleaning Systems but thel $50,000.00
performace bond has been retained to cover all additional expenses incurred due to
the termination of the contract.
A smooth transition has taken place at this point and Arsenal Cleaning Services are
performing to the City's satisfaction and as per the terms of the contract.
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ADMINISTRATION DEPARTMENT
CLERK'S DNISION
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MEMORANDUM
MA Y 1. b 2002
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I.J,JH ORATE ::,tY;\/lCf.8
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:
I, 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
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Copy: T.J. Quinn, Chief Administrative Officer