HomeMy WebLinkAboutCS 33-10
Report To
_ Executive Committee
PICKERIN Report Number: CS 33-10
Date: September 7, 2010
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: Tender / Contract Approval
- Councils' Summer Recess
Recommendation:
1. That Report CS 33-10 of the Director, Corporate Services & Treasurer regarding tender
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 Councils' summer recess being
Tender No. T-1.2-2010, Supply & Delivery of One (1) 16 Foot Wide Area Mower; Tender
No. T-13-2010, Supply & Delivery of Two(2) One Ton Trucks with Dump Body, Quotation
No. Q-54-2010, Supply & Delivery of Two(2) Hybrid SUV 4WD and Tender No. T-15-2010,
Valley Farm Sidewalk & Boulevard and Glenanna Road Streetscaping.
Executive Summary: Council is required to approve contracts awarded by the Chief
Administrative Officer during recesses of Council. The tender and contract approvals contained
in this report were approved by the Chief Administrative Officer during the summer recess of
Council which met City Policy and were within the approved Budget.
Financial Implications: The capital projects listed above were funded from various sources.
The projected costs are below budget in the amount of $69,210 and the surplus funds will be
returned to the various funding. sources. Therefore, there are no financial implications
pertaining to this report.
Sustainability Implications: The addition of the vehicles of Quotation Q-54-2010 will bring
the number of Hybrid vehicles in the City's fleet to six. The use of Hybrid vehicles has proven to
reduce fuel consumption while also providing a visible commitment to the reduction of harmful
emissions. The engine powering the equipment of Tender T-13-2010 and T-12-2010 meets the
Environmental Protection Agency's Tier III level for emission standards. This will significantly
reduce the amount of harmful emissions produced by the operation of the equipment.
Report CS 33-10 Date: September 7, 2010
Subject: Tender / Contract Approval Page 2
- Councils' Summer Recess 274
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 136102; 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 Quotation required approval by the
Chief Administrative Officer during Council's summer 2010 recess. It is recommended
that Council receive this Report for information and ratify the approval of Tender No. T-
12-2010, Supply & Delivery of One (1) 16 Foot Wide Area Mower; Tender No. T-13-
2010, Supply & Delivery of Two(2) One Ton Trucks with Dump Body and Quotation No.
0-54-2010, Supply & Delivery of Two(2) Hybrid SUV 4WD. Therefore, under authority
of the foregoing, the following was approved by the Chief Administrative Officer during
the "summer recess" of Council:
Tender No. T-12-2010, Supply & Delivery of One (1) 16 Foot Wide Area Mower
The low bid Tender No. T-12-2010 submitted by Turf Care Products Canada for the
Supply and Delivery of one (1) 16 Foot Wide Area Mower be approved.
Financial Implications:
1.
APPROVED SOURCE OF FUNDS
2010 Parks Capital Budget
Item Account Code Source of Funds Budget Required
Replace Unit #747 5780.1012.6178 Parkland Reserve $125,000 $73,634
2002 Toro Sixteen Foot Fund
Wide Area Mower
FUNDS AVAILABLE $ 125,000 $ 73,634
Report CS 33-10 Date: September 7, 2010
Subject: Tender / Contract Approval Page 3
275- Councils' Summer Recess
2.
TENDER AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY
T-12-2010 $72,360.00
HST 9,406.80
Sub Total $81,766.80
HST Rebate (8,133.26)
Total Net Purchase Cost $73,633.54
Project Cost under (over) a roved funds b $ 51,366
Tender No. T-13-2010, Supply & Delivery of Two(2) One Ton Trucks with Dump
Body
The low bid Tender No. T-13-2010 submitted by Colombo Motors LP for the supply and
delivery of two (2) One Ton Trucks with Dump Body be approved.
Financial Implications:
1.
APPROVED SOURCE OF FUNDS
2010 Roads Capital Budget
Item Account Code Source of Funds Budget Required
Replace Unit 5320.1001.6157 Vehicle Replacement $50,000 $41,474.33
#032 Surcharge Reserve
2002 Ford
F350
Additional One 5320.1002.6157 Vehicle Replacement $50,000 $41,474.32
Ton. Truck with Surcharge Reserve
Dump Body
FUNDS AVAILABLE $100,000 $82,948.65
Report CS 33-10 Date: September 7, 2010
276
Subject: Tender / Contract Approval Page 4
- Councils' Summer Recess
2.
TENDER AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY
T=13-2010 $81,514.00
HST 10,596.82
Sub Total $92,110.82
HST Rebate (9,162.17)
Total Net Purchase Cost $82,948.65
Project Cost under over approved funds b $17,051.35
Quotation No. 0-54-2010, Supply & Delivery of Two(2) Hybrid SUV 4WD
The low bid Quotation No. Q-54-2010 submitted by Forbes Ford Sales Ltd. for the
supply and delivery of two (2) Hybrid SUV - 4WD be approved.
Financial Implications:
1.
APPROVED SOURCE OF FUNDS
2010 MP&E and Parks Capital Budget
Item Account Code Source of Funds Budget Required
Replace Unit #630 5335.1001.6157 Federal Gas Tax $39,000 $38,603.68
1999 Chevrolet
Blazer
Additional Hybrid 5780.1017.6157 Federal Gas Tax $39,000 $38,603:67
SUV 4WD
FUNDS AVAILABLE $78,000 $77,207.35
2.
QUOTATION AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY
Q-54-2010 $75,872 .00
HST 9,863.36
Sub Total 85,735.36
HST Rebate (8,528.01)
Total Net Purchase Cost $77,207.35
Project Cost under over approved funds b $792.65
Report CS 33-10 Date: September 7, 2010
Subject: Tender / Contract Approval Page 5
- Councils' Summer Recess
Tender No. T-15-2010, Valley Farm Sidewalk & Boulevard and Glenanna Road
Streetscaping
The low bid by Bennington Construction Ltd. for T-15-2010, (with the deletion of several
provisional items) in the amount of $242,047.47 {HST included) and that the net project cost of
$224,281 be approved.
Financial Implications:
1. Tender Amount
Valley Farm Road Glenanna Road Combined projects
Tendered Amount $164,493.30 $ 62,938.00 $227,431.30
Less provisional items (13,230.00) (13,230.00)
Sub-total $151,263.30 $ 62,938.00 $214,201.30
HST (1,3%) $19,664.23 $8,181.94 $27,846.17
Sub-total $170,927.53 $71,119.94 $242,047.47
HST-Rebate (11.24%) (17,001.99) 7 O( 74.23) (24,076.22)
Total $153,925.54 $64,045.71 $217,971.25
2. Approved Source Of Funds
2009 Sidewalks Capital Budget
Item Account Code Source of Funds Budget Required
Reconstruction 5323.0901.6250 Provincial Grants $150,000 $150,000
Valley Farm
Rd. Sidewalk
& Blvd.
Funds Available $150,000 $150,000
Additional 5323.0901.6250 Provincial Grants $5,147
Funds
Required
Grand Total Funds Required $155,147
2007 Civic Complex Capital Budget
Report CS 33-10 Date: September 7, 2010
Subject: Tender / Contract Approval Page 6
- Councils' Summer Recess
Pattern 5700.0704.6181 Internal Loan (8-year) $38,000 $7,134
Concrete in 5700.0704.6181 Community Facilities $62,000 $62,000
Front Entrance Reserve Fund
Area
Funds Available $100,000 $69,134
3. Estimated Project Costing Summa
T-15-2010 - Reconstruction Valley Farm Rd.
Sidewalk & Blvd. $164,494
Associated Costs
Deletion of Provisional Items (13,230)
Topographic Survey $1,200
Total Costs - Valley Farm Rd. Sidewalk & B.Ivd. $152,464
HST (13%) $19,820
Total Gross Cost $172,284
HST Rebate (11.24%) (17,137)
Total Net Cost $155,147
Project Cost under (over) approved funds by ($5,147)
T-15-2010 - Glenanna Road Streetscaping $62,938
Associated Costs
contingency $5,000
Total Costs - Glenanna Road Streetscaping $67,938
HST (13%) $8,832
Total Gross Cost $76,770
HST Rebate (11.24%) 7S .636)
Total Net Cost $69,134
Project Cost under (over) approved funds by $30,866
Grand Total Net Project Cost $224,281
Report CS 33-10 Date: September 7, 2010
Subject: Tender / Contract Approval Page 7
- Councils' Summer Recess
Attachments:
1. Operations & Emergency Services Memorandum, July 14, 2010
2. Operations & Emergency Services Memorandum, July 15, 2010
3. Operations & Emergency Services Memorandum, July 19, 2010
4. Operations & Emergency Services Memorandum, August 19, 2010
5. Resolution #80/02, Item #4
6. Resolution #85/00, Item #1
Prepared By: Approved / Endorsed By:
Vera A. Felgemacher Gillis A. Paterson, C.M.A.
C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer
Manager, Supply & Services
GAP:vaf
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering Ci Cou i
/I 1, fjrrl YVI
wffj
Tony Pr v del, P. Eng. g~ 2016
Chief Administrative Officer I-fT
I
ATTACHMENT#~-TO REPORT#,.533- /,0
278
PICK RING. Memo
To: Tony Prevedel July 14, 2010
Chief Administrative Officer
From: Everett Buntsma
Director, Operations & Emergency Services
Copy: Director, Corporate Services & Treasurer
Superintendent, Municipal Operations
Supervisor, Fleet Operations
Subject: Tender No. T-12-2010
Tender for Supply & Delivery of One (1) 16 Foot Wide Area Mower
File: 'A-1440
Tenders have been received, which closed on Wednesday, June 16, 2010 for the supply and
delivery of one (1) Sixteen Foot Wide Area Mower. Two (2) companies were invited to bid. An
advertisement was also placed on the City's website. Three bidders have responded and
submitted a tender for this project. The lowest bid submitted was from Turf Care Products Canada
in the amount of $81, 766.80 (HST included) with a total net cost to the City of $ 73,633.54
Recommendation:
1. That Tender No. T-12-2010 submitted by Turf Care Products Canada for the Supply and
Delivery of one (1) Sixteen Foot Wide Area Mower in the amount of $81,766.80 (HST
included) be accepted;
2. That the total gross purchase cost of $81,766.80 (HST included) and net purchase cost of
$ 73,633.54 be approved;
j 3. That the Director, Corporate Services & Treasurer be authorized to finance the project
from the Parkland Reserve Fund as identified in the 2010 Capital Budget.
4. That the appropriate City of Pickering officials be authorized to take necessary action to
give effect hereto.
i
i
i
E ve Summary:
The replacement of City Unit #747, a 2002 Toro Sixteen Foot Wide Area Mower was approved by
Council in the 2010 Capital Budget. This equipment is utilized to maintain parkland as well as
open green space within the City of Pickering.
The City's purchasing ',policy requires.staff to Report to Council on results of the tender and
finaricing in order to proceed with this project in a timely manner. The Chief Administrative Officer
has the authority to accept this tender during summer recess of Council.
Financial Implications:
1.
APPROVED SOURCE OF FUNDS
2010 Parks Capital Budget
Item Account Code Source of Funds Budget Required
Replace Unit 5780.1012.6178 Parkland Reserve Fund $125,000 $73,634
#747
2002 Toro
Sixteen Foot
Wide Area
Mower
FUNDS AVAILABLE $ 125,000 $ 73,634
2.
TENDER.AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY
T-12-2010 $72,360.00
HST $9,406.80
Sub Total $81,766.80
HST Rebate -8,133.26
Total Net Purchase Cost 73,633.54
Project Cost under (over) approved funds by $ 51,366
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the
financing of the expenditures contained in this report and concurs.
- I
July 14, 2010, Page 2
One (1) Sixteen Foot Wide Area Mower
i
Sustainability Implications: 2 8 0
The engine powering this equipment meets the Environmental Protection Agency's Tier III level for
emission standards. This will significantly reduce the amount of harmful emissions produced by
the operation of the equipment.
Background:
The replacement of City Unit #747, a 2002 Toro Sixteen Foot Mower was identified and approved
'by Council in the 2010 .Capital Budget. Supply & Services invited two vendors to participate in the
bidding process. As well, an advertisement was placed on the City's website. A total of three (3)
vendors have submitted a tender for this project. Upon careful review of all tenders submitted, it is
the recommendation of the Operations & Facilities Division that the bid submitted by Turf Care
Products Canada in the amount of $81,766.80 (HST included) be accepted..
This report has been prepared in conjunction with the Manager, Supply & Services who concurs
with the foregoing.
Attachments:
1. Supply & Services Memorandum dated June 23, 2010.
Prepared By: Approved/Endorsed y:
/Lzrant Smith Everett untsm , irector
Supervisor, Fleet Operations Operations & Emergency Services
Vera A. Felg macher Gilli A. Paterson, Director
C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer
Manager, Supply & Services
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July 14, 2010.. l.4 Zoto Page 3
One (1) Sixteen Foot Wide Area Mower
i
281
CRq o¢~
1~. MEMU
To: Everett Buntsma June 23, 2010
Director, Operations & Emergency Services
From: Bob Kuzma
Senior Purchasing Analyst
Copy:
Subject: Tender No. T-12-2010 - Tender for Supply and Delivery of One (1) 16 FT. Wide
Area Mower
Closing:, Wednesday, June 16, 2010
Tenders have been received for the above project. Two (2) companies were invited to
participate. -An advertisement was placed on the City's Website. 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 010-00.1, 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.
Copies of the tenders are attached for your review along with the summary of costs. Each line
item provides a space for the bidder to indicate a "Yes, No, Specify" to provide the City with
information and details to subjectively review each line item and the sum total of all specifications.
Specifications Item # 4 states:
Where a minimum is called for, the item shall meet or exceed the capacity, size or.
performance specified.
a) A mark in the. "yes" space shall mean compliance with the specification and can be
further detailed in the SPECIFY space.
b) A mark in the "no space shall mean a deviation from the specification and must be
further detailed in the SPECIFY space. Deviations will be evaluated and acceptance
of these deviations is within the discretion of the City of Pickering
282
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ATTACHMENT# TO REPORT #-33-/o
Call OR- 8 3
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I ;I CITY OF PICKERIN RECEIVED UL 2 12010
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PIC BRING I Lk 21 2010 FILE emo
FOLLOW UP
-copy- FWD
ATE SERVICES
To: Tony Prevedel MAYOR COUNCIL July 15, 2010
Chief Administrative Officer COUNCIL PKG CAO MGMT COM
From: Everett Buntsma DIRECTORS CORP sERV
Director, Operations & Emergency Se s OFFICE BUST
C&R PLAN & DEV
Copy: Director, Corporate Services & Treasu e ENG SERV LEGAL & LS
Superintendent, Municipal Operations FIRE CLERK
Supervisor, Fleet Operations OPRR &,.FAC HUMAN RES
Subject: Tender No. T-13-2010
Tender for Supply & Delivery of Two(2) One. Ton Trucks with Dump Body
File: A-1440
Tenders have been received, which closed on Wednesday, June 28, 2010 for the supply and
delivery of two (2) One Ton Trucks with Dump Body. An advertisement was placed on the City's
website. Five (5) bidders have responded and submitted a tender for this project. The lowest bid
submitted was from Colombo Motors LP in the amount of $92,110.82 (HST included) with a total
net cost to the City of $82,948.65
Recommendation:
1. That Tender No. T-13-2010 submitted by Colombo Motors LP for the supply and delivery
of two(2) One Ton Trucks with Dump Body in the amount of $92,110.82 (HST included) be
accepted;
2. That the total gross purchase cost of $92,110.82 (HST included) and net purchase cost of
$82,948.65 be approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project from
the Vehicle Replacement Surcharge Reserve as identified in the 2010 Roads Capital
Budget.
4. That the appropriate City of Pickering officials be authorized to take necessary action to
give effect hereto.
Y
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the
financing of the expenditures contained in this report and concurs. 284
Sustainability Implications:
The engine powering this equipment meets the Environmental Protection Agency's Tier III level for
emission standards. This will significantly reduce the amount of harmful emissions produced by
.the operation of the equipment.
Background:
The replacement of City Unit #032, a 2002 Ford F350, and the purchase of an additional unit was
identified and approved by Council in the 2010 Roads Capital Budget. An advertisement was
placed on the City's website. A total of five (5) vendors have submitted a tender for this project.
Upon careful review of all tenders submitted, it is the recommendation of the Operations &
Facilities Division that the low bid submitted by Colombo Motors LP in the amount of $92,110.82
(HST included) be accepted.
This report has been prepared in conjunction with the Manager, Supply & Services who concurs
with the foregoing.
Attachments:
1. Supply & Services Memorandum dated June 23, 2010.
Prepared By: Approved/Endorsed By:
Gran Smith Everett Buntsma, Director
Supervisor, Fleet Operations Operations & Emergency Services
r
Vera A. Fe gemacher j, Gillis A. Paterson, Director
C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer
Manager, Supply,& Services
too%
GS:cr
July 15, 2010 NR~~Ff►c~ Page 3
Two (2) One Ton Truck with Dump Body ~wti ~ ®f0
285
~Cfl~ O~
~I G M WRE0 M 0
To: Everett Buntsma July 5, 2010
Director, Operations & Emergency Services
From: Bob Kuzma
Senior Purchasing Analyst
Copy:
Subject: Tender No. T-13-2010 - Tender for Supply and Delivery of Two (2) One Ton
Trucks with Dump Body
Closing: Monday, June 28, 2010
Tenders have been received for the above project. An advertisement was placed on the City's
Website. Five (5) 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 010-0011 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.
Copies of the tenders are attached for your review along with the summary of costs. Each line
item provides a space for the bidder to indicate a "Yes, No, Specify" to provide the City with
information and details to subjectively review each line item and the sum total of all specifications.
Specifications Item # 5 states:
Where a minimum is called for, the 'item shall meet or exceed the capacity, size or
performance specified. See Information. to Bidders Item # 6 ,
a) A mark in the "yes" space shall mean compliance with the specification and can be
further detailed in the SPECIFY space.
b) A mark in the no space shall mean a deviation from the specification and must b
further detailed in the SPECIFY space. Deviations will be evaluated and acceptance
of these deviations is within the discretion of the City of Pickering
286
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ATTACHMENT#-3 TO REPORT#_~L_33--/O
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Ira T n RECEIVED
A~ PILES tro
i_ iCc _V-
C®PY FWD
July 19, 2010
To: Tony Prevedel MAYOR COUNCIL
Chief Administrative Officer
COUNCIL PKG i CAO IAGMT COM
F
From: Everett Buntsma DIRECTORS - ; CORP SERV
Director, Operations & Emergency OFFICE SUST
giR PLAN & DEV
Copy: Director, Corporate S@rVICeS & Tre ENG SERV LEGAL & LS
Superintendent, Municipal Operatio FIRE CLERK
Supervisor, Fleet Operations OPER & FAC HUMAN RES
Subject: Quotation No. Q-54-2010
Quotation for Supply & Delivery of Two(2) Hybrid SUV 4WD
File: A-1440
Quotations have been received, which closed on Wednesday, July 14, 2010 for the supply and
delivery of two (2) Hybrid SUV, 4WD. Four (4) companies were invited to participate of which
three(3) have responded The lowest bid submitted was from Forbes Ford Sales Ltd. in the amount
of $85,735.36 (HST included) with a total net cost to the City of $77,207.35.
Recommendation:
1. That Quotation Q-54-2010 submitted by Forbes Ford Sales Ltd. for fhe Supply and
Delivery of two (2) Hybrid SUV, 4WD. in the amount of $85,735.36 (HST included) be
accepted;
2. That the total gross purchase cost of $85,735.36 (HST included) and net purchase cost of
$77,207.35 be approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project from
the Federal Gas Tax Grant as provided in the 2010 Municipal Property & Engineering -
Admin and Parks Capital Budget.
4. That the appropriate City of Pickering officials be authorized to take necessary action to
give effect hereto.
Executive Summary: 288
The replacement of City Unit #630, a 1999 Chevrolet Blazer, as well as the purchase of an
additional new unit was approved by Council in the 2010 Capital Budget. These vehicles are
utilized to provide transportation for Supervisory staff within the City of Pickering.
The City's.purchasing policy requires staff to Report to Council on results of the quotation and
financing in order to proceed with this project in a timely manner. The Chief Administrative Officer
has the authority to accept this quotation during summer recess of Council.
Financial Implications:
APPROVED SOURCE OF FUNDS
2010 MP&E and Parks Capital Budget
Item . Account Code Source of Funds Budget Required
Replace Unit 5335.1001.6157 Federal Gas Tax $39,000 $38,603.68
#630
1999
Chevrolet
Blazer
Additional 5780.1017.6157 Federal Gas Tax $39,000 $38,603.67
Hybrid SUV
4WD
FUNDS AVAILABLE $78,000 $77,207.35
2.
QUOTATION AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY
Q-54-2010 $75,872 .00
HST 9.863.36
Sub Total . 85,7357.36
HST Rebate (8,528.01)
Total Net Purchase Cost $77,207.35
Project Cost under (over) approved funds by $ 792.65
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the
financing of the expenditures contained in this report and concurs.
July 19, 2010 Page 2
Two (2) Hybrid SUV, 4WD
_ L
289
Sustainability Implications:
The addition of these units will bring the number of Hybrid vehicles in the City's fleet to six. The
use of Hybrid vehicles has proven to reduce fuel consumption while'also providing a visible
commitment to the reduction of harmful emissions.
Background:
The replacement of City Unit #630, a 1999 Chevrolet Blazer, and the purchase of an additional
unit was identified and approved by Council in the 2010 Capital Budget. A total of three (3)
vendors have submitted bids. Upon careful review of all quotes submitted, it is the .
recommendation of the Operations & Facilities Division that the low bid submitted by Forbes Ford
Sales. Ltd. in the amount of $85,735.36 (HST included) be accepted.
This report has been prepared in conjunction with the Manager, Supply & Services who concurs
with the foregoing.
Attachments:
1. Supply & Services Memorandum dated July 14, 2010.
Prepared By: Approved/Endorsed By:
Grant Smith Everet ntsma, Director
Supervisor, Fleet Operations. Operations & Emergency Services
Vera A. Felgemach r Gillis' A. Paterson, Director
C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer
Manager, Supply & Services
GS:cr
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July 19, 2010 Page '3
Two (2) Hybrid SUV, 4WD
city o~ 2 9 0 j
b &RIAN
ICKE
To: Everett Buntsma July 14, 2010
Director, Operations & Emergency Services
From: Bob Kuzma
Senior Purchasing Analyst.
Copy:
Subject: Q-54-2010 - Quotation for
Supply Delivery of Two (2)
Hybrid SUV 4 WD
Quotations have been received for the above project. Four (4) companies were invited to
participate of which three (3) responded. Quotations. shaII be irrevocable for 60 days after the
official closing date and time.
Copies of the quotations are attached for your review along with the summary of costs. Each line
item provides a space for the vendor to indicate a "Yes, No, Specify" to provide the City with
information and details to subjectively review each line item and the sum total of all
specifications. Specifications Item 4(b) states: A mark in the "no" space shall mean a deviation
from the specification and must be further detailed in the SPECIFY space. Deviations will be
evaluated and acceptance of these deviations is within the discretion of the City of Pickering .
SUMMARY
After.
Vendor Amount HST Total Calculation
Check
Forbes Ford Sales Ltd. $75,872.00 $9,863.36 $85,735.36 $85,735.36
Donway Ford Sales Ltd. $76,272.00 $9,915.36 $86,187.36 $86,187.36
Formula Ford Sales Ltd. $76,404.00 $9,932.52 $86,336.52 $86,336.52
The quotation submitted by Forbes Ford Sales Ltd. in the total amount of $85,735.36, tax
included, is the low quotation, subject to further evaluation and review of specifications.
In accordance with Purchasing Policy Item 04.05, an award exceeding $81,000.00 is subject to
Council approval.
C~fy a~ -
II CAO
I I RECEIVED J" . 1 12010
PICKERING FILE EMO
FOLLOW UP
COPY FWD
To: Tony Prevedel MAYOR COUNCIL ' A gust 19, 2010
Chief Administrative Officer COUNCIL PKG CAO N1GMTCOM
From: Everett Buntsma DIRECTORS CORP SERV
Director, Operations & Emergency Se is ES OFFICE SUST
C&R PLAN & DEV
Copy: Director, Corporate Services & Treasu r ENG SERV LEGAL & LS
Division Head, Engineering Services FIRE CLERK
Supervisor, Engineering & Capital Wor S OPER &_RAC HUMAN.RES
Co-ordinator, Landscape & Parks Dev to ment
Subject: T-15-2010
Tender for Valley Farm Sidewalk & Boulevard and Glenanna Road Streetscaping
File: A-1440
Tender T-15-2010 was issued for the reconstruction of the sidewalk and. boulevard-on the west
side of Valley Farm Road, between Kingston Road and North Esplanade and the east side of
Glenanna Road, between North Esplanade and South Esplanade. Four companies submitted a
bid by closing. time on August 11, 2010.
.The low bid of $256,997.37 (including HST) was received from. Bennington Construction Ltd. and
has been deemed compliant.
Recommendation:
1. That the bid submitted by Bennington Construction Ltd. in the amount of $256,997.37
(including HST) less the provisional items in the amount of $14,949.90 (including HST) for
a net amount of $242,047.47 (including HST) be approved;
2. That the net project cost of $224,281 (including net HST) be approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project as
follows:
a) the sum of $150,000 as provided for in the 2009 Capital Budget be funded from
Provincial Grants;
b) the additional funds required for Valley Farm Road sidewalk and boulevard in the
amount of $5,147 be funded from Provincial Grants;
PPR-Ovgr
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CHIE
F Ali ICER
OF~
c) the sum of $69,134 as provided for in the 2007 Capital Budget be funded from:
i) Community Facilities Reserve F and in the amount of $62,000
ii) 8-Year Internal Loan in the amount of $7,134; and
4. That the Chief Administrative Officer provide acceptance of T-15-2010 to proceed..
Executive Summary:
As part of the 2009 Sidewalks Capital Budget, Valley Farm Road sidewalk and boulevard was :
approved for reconstruction. As part of the 2007 Civic Complex Capital Budget, the reconstruction
of walkways in front of the Civic Complex was approved. Tender T-15-2010 was issued to
combine these two projects as the type of construction was very similar in nature. The Operations
& Emergency Services Department, Engineering Services Division recommends. acceptance of
the bid received from Bennington Construction Ltd. (with the deletion of several provisional items)
for the amount of $242,047.47 (HST included). The.City's purchasing policy states that tenders
over $81,000 require Council approval in order to proceed. The Chief Administrative Officer has
designated authority during a recess of Council.
Financial. Implications:
1. Tender Amount
Valley Farm Road Glenanna Road Combined projects
Tendered Amount $164,493.30 $ 62,938.00 $227,431.30
Less provisional items (13,230.00) (13,230.00)
Sub-total $151,263.30 $ 62,938.00 $214,201.30
HST (13%) $19,664.23 $8,181.94 $27,846.17
Sub-total $170,927.53 $71,119.94 $242,047.47
HST-Rebate (11.24%) (17,001.99) (7,074.231 (24,076.22)
Total $153,925.54 $64,045.71 $217,971.25
August 19, 2010
Tender T-15-2010 Page 2
Valley Farm Sidewalk & Boulevard and
Glenanna Road Streetscaping
2. Approved Source Of Funds
2009 Sidewalks Capital Budget
Item Account Code Source of Funds Budget Required .
Reconstruction 53210901.6250 Provincial Grants $150,000 $150,000
Valley Farm
Rd. Sidewalk
& Blvd.
Funds Available $150,000 $150,000
Additional 5323.0901.6250 Provincial Grants $5,147
Funds
Required
Grand Total Funds Required $155,147
2007 Civic Complex Capital Budget
Pattern 5700.0704.6181 Internal Loan (8-year) $38,000 $7,134
Concrete in 5700.070.4.6181 Community Facilities $62,000. $62,000
Front Entrance Reserve Fund
Area
Funds Available $100,000 $69,134
3. Estimated Project Costing Summa
T-15-2010 - Reconstruction Valley Farm Rd.
Sidewalk & Blvd. $164,494
Associated Costs
Deletion of Provisional Items (13,230)
Topographic Survey $1,200
Total Costs - Valley Farm Rd. Sidewalk & Blvd. $152,464
HST (13%) $19,820
Total.Gross Cost $172,284
HST Rebate (11.24%0) (17,137)
Total Net Cost $155,147
Project Cost under (over) approved funds by ($5,147)
August 19, 2010
Tender T-15-2010 Page 3
Valley Farm Sidewalk & Boulevard and
Glenanna Road Streetscaping
The total estimated net project cost is over the approved budget amount as approved in the 2009
Capital Budget, however, the Director, Corporate Services & Treasurer has advised that there are
additional Grant funds that can cover the slight over run in cost.
T-15-2010- Glenanna Road Streetscaping $62,938
Associated Costs
contingency $5,000
Total Costs - Glenanna Road Streetscaping $67,938
HST (13%) $8,832
Total Gross Cost $76,770
HST Rebate (11.24%) (7,636)
Total Net Cost $69,134
Project Cost under (over) approved funds by $30;866
Grand Total Net Project Cost. $224,281
Sustainability Implications:
The Valley Farm Road sidewalk and boulevard reconstruction will reduce the amount of
maintenance required in these areas. The work will remove the existing trip hazards; reducing the
City of Pickering's liability. The existing brick pavers on .the Valley Farm Road boulevard are to be
removed and reused on 'a re-leveled base. The new tree planters have been designed to provide,
a better drained root zone and more topsoil for a better growing environment for the trees.
Background:
As part of the 2009 Sidewalks Capital Budget, the sidewalk and boulevard on Valley Farm Road
was approved for reconstruction. The current sidewalk had brick bands between the bays on the
corners that were constructed in a manner that has caused settlement and trip hazards after many
years of service. The brick pavers along the boulevard have also been settling over time and
require re-levelling. Operations staff removed the brick bands in 2009 and put asphalt in their
place as a temporary measure. The existing boulevard trees have also been replaced several
times. Staff have been advised that at the time of their removal, water was found.to be ponding in
the tree wells and the growing medium was inadequate. The proposed construction will address
the issues noted above. The brick bands will be constructed in a reveal cast in the concrete
sidewalk, to avoid settlement. The brick pavers in the boulevard will be removed by Operations
staff (as a cost savings) and re-laid by the contractor. The trees will be replanted in poured-in-
place raised concrete planters. The planter area will be sub-excavated and clear stone placed on
the bottom to provide better drainage and additional topsoil placed.
August 19, 2010
Tender T-15-2010 Page 4
Valley Farm Sidewalk & Boulevard and
Glenanna Road Streetscaping
As part of the 2007 Civic Complex Capital Budget, the sidewalk replacement in the front of the
Civic Complex was approved for construction. The sidewalk and boulevard on the east side of
Glenanna Road from North Esplanade to South Esplanade is proposed to be reconstructed with
poured concrete sidewalk with brick banding to match the walkways on the west side of Glenanna
Road. This will be the first phase in the reconstruction of the walkways around the Civic Complex.
The same type, construction is proposed for any following phases.
As the projects are similar in nature, it was decided to tender the. two of them together. Four bids
were received for Tender T-15-2010 with the low bid coming from Bennington Construction Ltd.
The three references provided by Bennington Construction Ltd. were checked and favourable
responses were received on their past performance.
The Operations & Emergency Services Department, Engineering Services Division recommends
that the bid by Bennington Construction Ltd. for T-15-2010, (with the deletion of several
provisional items) in the amount of $242,047.47 (HST included) and that the net project cost of
$224,281 be approved.
This reporthas been prepared in conjunction with the Director, Corporate Services Treasurer
who'concurs with the foregoing.
Attachments:
1.. Supply & Services Memorandum dated August 12, 2010.
Prepared By: Approved/Endorsed By.
4'
Arnold Mostert Evere - untsma
Coordinator Director
Landscape & Parks Development Operations & Emergency Services
1
R and Holb rn Gillis A. Paterson
ivision Head Diiector
Engineering Services Corporate Services & Treasurer
EB:am
August 19, 2010
Tender T-15-2010 Page 5
Valley Farm Sidewalk & Boulevard and
Glenanna Road Streetscaping
I
'Ro R +.1uu ~ AUG 12 2010
CITY OF PICKERING
City 00 ENGINEERING SERVICES
I
P KERIN
Memo..
To: Richard Holborn August 12, 2010
Divisional Head, Engineering Services
From: Alex Ramirez
Buyer, Supply & Services
Copy: Darrell Selsky
Supervisor, Engineering & Capital Works
Subject: Tender No. T-15-2010
Tender for Valley Farm Sidewalk & Boulevard Reconstruction & Glenanna Road
Streetscaping
Closing Date: August 11, 2010
F-5400-001
.Tenders have been received for the above project. An advertisement was placed in the Daily
Commercial News and on the City's.website inviting companies. to download-the'tendering
documents and drawings for the above mentioned tender: No addendums were issued on 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. OUR .010-001, Item 10.03 (r) provides checking tendered unit
prices and extensions; unit prices shall govern and extensions will be corrected accordingl,
which has been done. Y,
Although all deposits other than the low three bidders maybe returned to the applicable
bidders as provided for by Purchasing Procedure No. PUR 010-001, item 10.03(w), the four.
(4) bids have been retained for review. at thistime.
SUMMARY
Harmonized Sales Tax included
Bidder.
Total Tendered Amount Afer Calculation Check
Bennington. Construction . $ 256,996.92 $ 256,997.37
Dig-Con international $ 297,777 04
$ 297,,813.20
Trisan Construction $ 316,404.87
$ 316;404.87
Aloia Bros Concrete
Contractors $.368,688.49 $ 368,744.99
..wv ~ ICJ ~ TU V
Pursuant to Information to Bidders Item 20, the following will be requested of the selected
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 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,lnjury Summary Report document, a copy of
the current CAD 7, NEER, or MAP reports may be submitted);
(c)' A copy of the current Clearance Certificate issued by Workplace .Safety & Insurance
Board;
(d) The City's certificate of insurance or approved alternative form shall be completed. by
the bidder's agent;. broker or insurer;
(e) list of. Sub-Contractors in accordance with General Conditions Item. 34 and page 21;
(f) Such further information, as-the City may request in writing.
Include the following items in your Report to Council:
(a) if items (a) through (e) noted above, are~acceptable to the Co-ordinator, Health & Safety;
(b) if item (e) - Insurance - is acceptable to the Manager, Taxation;
(c) any past work experience with the low bidder including work location;
(d) without past work experience, if reference information is acceptable;
(e). the. appropriate account number(s) to which this work is to be charged;
(f) the budget amount(s) assigned thereto;
(g). Treasurer's confirmation. of funding;
(h) related departmental approvals;
any reason(s) why the low bid is not acceptable; and
(j) 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 readout 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.
VAF/ar
Attachments
August 12,2010. Page 2
Tender No. T-15-2010
Tender for Valley Farm Sidewalk & Boulevard
Reconstruction & Glenanna Road Streetscaping
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' ATTACHMENT # TO REPORT #513
291 ADMINISTRATION DEPARTMENT
CLERK'S DIVISION
R ~j
! ' c E
MEMORANDUM fAIAY L 6 2002
May 27, 2002
TO: Tom Quinn, Chief Administrative Officer
Gil 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.
l4'ruce Taylor
BT:dk
Copy: T.J. Quinn, Chief Administrative Officer
ATTACHMENT #A- TO REPORT #J~US - % b
INTER-DEPAR'rMENTAL MEMO NDUM 2 9 2
CLERK'S DIVISION
I
DATE: June 6, 2000 CITY OF PICKERING
JUN 0. 6 2000
CORPORATE 'SERVICES
TO: G. Paterson
Director, Corporate Services & Treasurer
FROM: Bruce Taylor
City Clerk
Please be advised that the Council of the City of Pickering passed Resolution .85/00, Item #1 at
the Council Meeting of June 5, 2000, as follows:
That Report to Council CS 12-00 regarding authority for the Director, Corporate Services
& Treasurer, to recommend project financing approval during recesses of Council be
received, and
1. The Director, Corporate Services & Treasurer be authorized to recom. mend and
approve project financing to the Mayor and Chief Administrative Officer for
projects contained in the annual capital budget or, current budget; during
recesses of City Council; and
2. That appropriate officials of the City of Pickering be authorized to give effect
thereto.
This resolution is sent to you for your information.
Bruce Taylor, City Clerk
cc. T.J. Quinn, Chief Administrative Officer