HomeMy WebLinkAboutOES 28-09
REPORT TO
EXECUTIVE COMMITTEE
PICKERING Report Number: OES 28-09
Date: June 8, 2009
7
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Tender No. T-4-2009
- Municipal School Crossing Guard Program
- File: A-1440
Recommendation:
1. That Report OES 28-09 of the Director, Operations & Emergency Services
regarding Tenders received for the administration, supply and service of the
municipal school crossing guard program be received;
2. That Tender No. T-4-2009 submitted by Staffing Services in the total tendered
amount of $999,553.80 (GST included) with a net project cost of $951,956.00 be
approved for the period September 2009 to June 2012, subject to the annual
review and extension to the contract by the Manager, Supply & Services;
3. That Council authorize the Director, Corporate Services & Treasurer to take any
actions necessary in order to effect the foregoing; and
4. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect hereto.
Executive Summary: As the current contract for the administration, supply and
service of the municipal school crossing guard program as per quotation Q-17-2007 will
expire on June 30, 2009, Tender T-4-2009 was issued on Thursday, April 9, 2009 and
closed on Wednesday, April 29, 2009 with three bidders responding, of which one bid
was deemed acceptable.
The Operations & Emergency Services Department, Municipal Property & Engineering
Division recommends acceptance of the bid submitted by Staffing Services.
The City's purchasing policy requires staff to Report to Council on the results of the
tender and financing in order to proceed with this project in a timely manner.
Report OES 28-09 June 8, 2009
Subject: Tender T-4-2009
08 School Crossing Guard Program Page 2
Financial Implications: The annual cost for the provision of school crossing guards
is provided for in account 2230.2399.0000. In the 2009 Current Budget, costs were
estimated for the period of September 2009 to December 2009 for the new contract.
The tender received by Staffing Services is within budget for this period. The total cost
for crossing guards for 2009 will be within the budget provision of $330,000. The 2010
and 2011 Current Budgets will reflect the amounts in the awarded contract.
Sustainability Implications: The concerns as presented to and the recommendations
as generated by staff address traffic safety issues within the Corporate Healthy society
objectives and the efficiencies gained through the service delivery of this contract
satisfies the economic lens of sustainability.
Background: The City of Pickering currently contracts the placement of 36
school crossing guard stations, the locations of which are outlined on the-sketch
attached. The current contract for the supply and administration for school crossing
guard services, Q-17-2007 will expire on June 30, 2009. The service provider, Adecco
Employment Services Limited was awarded the contract for the 2007/2008 school year
and extended for the optional second 2008/2009 school year.
Tender T-4-2009 was issued on Thursday, April 9, 2009, advertised on the City's
.website and closed on Wednesday April 29, 2009 with three bidders responding of
which one bid was deemed acceptable. The bid submitted by Staffing Services in the
total tendered amount of $999,554.00 (GST included) for 3 years is deemed
acceptable. References, the proposed contract implementation scheme, the policy/
practice regarding absenteeism and vacations and the policy/ practice regarding
training of both guard and supervisory staff have been checked and are deemed
acceptable by the Coordinator, Traffic Operations. The Health and Safety Policy,
current WSIB Council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued
by Workplace Safety & Insurance Board and Certificate of Insurance as submitted by
Staffing Services have been reviewed by the Coordinator, Health & safety and are
deemed acceptable. This tender maintains the current number of crossing guard
stations and conditions of service for the 2009/2010 school year (September 8, 2009 to
June 30, 2010) with the possibility of extending the contract to the Company for two
additional years (the 2010/2011 and 2011/2012 School Crossing Guard Program). The
City reserves the right to: extend the contract period to the Company for the 2010/2011
School Crossing Guard Program based on the Company's 2010/2011 rates; extend the
contract period to the Company for the 2011/2012 School Crossing Guard Program
based on the Company's 2011/2012 rates, if in so doing the best interests of the City
will be served.. In conjunction with staff's review of the contractor's previous work
experience, check of references submitted and the securities available on this project,
the tender is deemed acceptable.
CORP0227-07/01 revised
Report OES 28-09 June 8, 2009
Subject: Tender T-4-2009
School Crossing Guard Program Page 3
00,
Upon careful examinations of all tenders and relevant documents received, the
Operations & Emergency Services Department, Municipal Property & Engineering
Division recommends the acceptance of the bid submitted by Staffing Services for
Tender T-4-2009 in the total tendered amount of $999,553.80 (GST included) for three
years and that the total net project cost of $951,956 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Location Map
2. Supply & Services Memorandum dated April 30, 2009
Prepared By: Approved/Endorsed By:
Mik elzow CET Ever untsma
Co rdinator, r ffic Operations Director, Operations and Emergency Services
Vera A: elgemacher Gillis A. Paterson
C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer
Manager, Supply & Services
Rirnicipal rd W. Hol orn, P. Eng
Di on Head,
M Property & Engineering
RH:mp
Attachments
Copy: (Acting) Chief Administrative Officer
Chief Administrative Officer
Manager, By-law Services
Superintendent, Municipal Operations
CORP0227-07/01 revised
Report OES 28-09 June 8, 2009
Subject: Tender T-4-2009
Q School Crossing Guard Program Page 4
Recommended for the consideration of
Pickering City Council
Thomas J. umn, R., CM III
Chief Administrative Officer
CORP0227-07/01 revised
.~REPORT# OF, 2.8-01
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PICKERING MEMO
To: Richard Holborn April 30, 2009
Division Head, Municipal Property & Engineering
From: Vera A. Felgemacher
Manager, Supply & Services RECEIVED
Copy: Supervisor, Engineering & Capital Works APR 3 0 2009
Subject: Tender No. T-4-2009 CITY OF PICKERING
Tender for School Crossing Guard Program MUNICIPAL PROPERTY& ENGINEERING
Closing: April 29 2009
Tenders have been received for the above project. Five (5) companies were invited to
participate. An advertisement was placed on the City's Website. Four (4) companies
purchased tendering packages, of which three (3) bidders responded and submitted a tender
for this project.
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). One (1) bid.has been
retained for review at this time.
SUMMARY
PST & GST included
Bidder Total Tendered Amount $ After Calculation Check $
-Staffing Services $999,554.00 $999,553.80
Adecco Employment Services Automatic rejection - Certified cheque submitted was insufficient.
Ltd. Reference: Purchasing By-law No. 5900-01, Procedure No. PUR 010-
001, 10.04, Item 9(d), IB Item 17, 18, 19, and TS Item 2
Cannon Security and Patrol Automatic rejection - Tender deposit not submitted. Reference:
Purchasing By-law No. 5900-01, Procedure No. PUR 010-001, 10.04,
Services Item 9(c), IB Item 17, 18, 19, and TS Item 1, 2
f'O REPORT# 0 ES 2-$
of M~
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. Please advise when you wish us to
proceed with this task.
(a) a copy of the current and dated 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;
(d) the City's Certificate of Insurance shall be 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 Co-ordinator, Health & Safety
(b) ° any past work experience Staffing Services 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 Staffing Services is not acceptable; and
(i) related comments specific to the project.
Please do not disclose any information to enquiries except you can direct them to the City's
website for the unofficial bid results as read out at the Public tender opening. Bidders will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
VF/j
Attachments
April 16, 2009
Tender No. T-6-2009 Page 2
Tender for Waterfront Trial - Western Gateway
Project