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HomeMy WebLinkAboutFCS-14-201 - CAO Approved Tenders - Election RecessStaff Report rTC.�r R finance and Corporate Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: 2014 -12 -15 SUBMITTED BY: Larry Gordon, Director of Supply Services, 519 - 741 -2200 ext. 7214 PREPARED BY: Larry Gordon, Director of Supply Services, 519 - 741 -2200 ext. 7214 WARD(S) INVOLVED: N/A DATE OF REPORT: 2014 -11 -25 REPORT NO.: FCS -14 -201 SUBJECT: CAO Approved Tenders — Election Recess RECOMMENDATION: For information. BACKGROUND: In accordance with staff report FCS -14 -137 (August 11, 2014), the Chief Administrative Officer was delegated authority to approve any tenders which otherwise could not be bought before Council in a timely manner between the period of September 16, 2014 through November 30, 2014, provided that the total costs are within the approved budgets contained in the relevant Departmental budgets and that a report regarding these tenders is brought to Council at its next regular meeting. REPORT: The following recommendations were approved during the Council recess and copies are provided for information: 1. Annual Fire Life System Inspection, Maintenance and Repair — Purchase Order Extension 2. E14 -085 —Consultant Services —Project Management Services (Amended) 3. E14 -087 — Consultant Services — Glendale Road & Pandora Avenue North Road Reconstruction 4. E14 -096 —Consultant Services — 2014 Bridge Inspections 5. E14 -103 Consultant Services — Melitzer Creek Trail Bridge & Stream Restoration 6. -1 6. P14 -066 Snow Clearing & Removal — City Parking Lots 7. P14 -074 Playground Construction —Victoria Park 8. Q14 -083 Double Conveyor Pizza Oven 9. T14 -051 Margaret Avenue Bridge (Victoria Street North to Breithaupt) Bridge Replacement 10. T14 -081 Nomex Firefighter Station Wear 11. T14 -090 Duke & Ontario Street — 2014 Localized Parking Garage Repairs 12. T14 -102 Three (3) Diesel Powered Self- Propelled, Zero Turn Ride -On 1,575 mm (61 ") Rotary Mowers with Tracks and Front Plow 13. T14 -110 Two (2) Hitachi Appliances and Services The individual recommendations as approved by the CAO are attached for Council's information. FINANCIAL IMPLICATIONS: All tenders awarded by the CAO were within approved budgets. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 6. -2 :rf> or I M' W-- R P140 and Corporate Services Dp arfmnt �±.. ._. k1t7reYw . REPORT TO: Jeff Willmer, Chief Administrative Officer DATE OF MEETING: .2014-10-31 SUBMITTED BY:. PREPARED BY: WARD(S) INVOLVED: DATE OF REPORT: REPORT NO.: SUBJECT: RECOMMENDATION: Larry Gordon, Director of Supply Services, 619-741-2200 ext. 7214 Ryan Scott, Buyer, 519- 741 -2200 ext 7216 NIA 2014 -10 -24 FCS -14 -188 Annual Fire Life System Inspection, Maintenance and Repair - Purchase Order Extension That contract purchase order 901000 to Chubb Edwards, Waterloo, Ontario, be increased from $104,363. to $343,076. plus HST. BACKGROUND: On September 16, 2013, Council approved the recommendation to award Tender T13 -062 Annual Fire Life System Inspection, Maintenance and Repair to Chubb Edwards, based on their fixed unit prices for a three (3) year term with an option to renew for one (1) additional three (3) year term. Due to major sprinkler deficiencies, the awarded amount of $104,363. has been reached. The estimated spend for the remaining 23 months is $238,713. The actual spend will depend on the level of activity. REPORT: Due to aging infrastructure and expanding city growth, the use of this service has exceeded expectations. Major sprinkler deficiencies at a number of our buildings required updating or repair to be compliant with the current Ontario Fire Code, in order to obtain certification and ensure public safety. Therefore an extension of the contract purchase order is being- requested. . J.'Edmondson, Manager of Facilities 'Management and M. Wigzell, Supervisor of Facilities Management concur with the above recommendation. 6. -3 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. The City of Kitchener's purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services. FINANCIAL IMPLICATIONS: Funding will be provided from various facilities management operating accounts, which will necessitate a deferral of other non - life - safety maintenance activities. COMMUNITY ENGAGEMENT: INFORM - Potential vendors are informed of bid opportunities through the public posting of bid documents as outlined 'in the City's Purchasing By -Law. Vendors, local media and the general public are informed of purchasing recommendations to Council through the public reports which are included with the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 6. -4 Staff Report KIT(;HENER finance and Corporate Services Department www.kitchenerra REPORT TO: Jeff Willmer, Chief Administrative Officer DATE OF MEETING: October 1, 2014 SUBMITTED BY: Larry Gordon, Director of Supply Services, 519 - 741 -2200 ext. 7214 PREPARED BY: Steve Rudak, Buyer, 519 -741 -2200 ext. 7213 WARD(S) INVOLVED: NIA DATE OF REPORT: 2014 -09 -18 REPORT NO.: FCS -14 -173 SUBJECT: E14 -085 - Consultant Services -- Project Management Services (Amended) RECOMMENDATION: That award of Expression of Interest E14 -085 — Consultant Services — Project Management Services be amended to award to Prior &, Prior Associates Ltd., Markham, Ontario, at their estimated fee of $615,260., plus H.S.T. of $66,983.80, for a total of $582,243.80, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND. Council approved SAP Customer Relationship & Billing (SAP) as the replacement for the existing Customer Information System (CIS) as part of the 2014 budget process. CIS is a critical application used at the City of Kitchener to manage and bill over a half billion dollars of revenue in property tax and utilities annually. An external assessment of CIS concluded that the existing application is approaching the end of its lifecycle and cannot be sustained. Council's final decision to replace the aging CIS system with SAP resulted from four years of detailed analysis and extensive discussions with Council, which included: • An external assessment of CIS leading to Council direction to pursue due diligence on the acquisition of SAP tax and utility solutions to replace CIS in 2010 • Further detailed research into SAP solutions and other alternatives from 2011 to 2013 • Definition of business requirements and the fit with SAP through a "mini- blueprinting" process in 2012, based on an Expression of Interest process awarded by Council • Findings and recommendations presented through three staff reports and a budget issue paper in 2012 and 2013 City staff issued an Expression of Interest on August 1, 2014 for Consultant Services - SAP Project Management. The project management function reports to the City Project Sponsor and has overall responsibility for project execution, quality, schedule and deliverables. Additional key 6. -5 responsibilities include providing leadership to City staff assigned to the project, building strong ,relationships and maintaining constant communication with key project stakeholders across the organization, and managing the Systems Integrator. It is necessary to retain an external project manager due to the lack of in -house experience in project managing the end -to -end implementation of Enterprise -grade applications on this scale, and SAP Customer Relationship and Billing in particular. Having a project manager acting for the City with in -depth experience and knowledge is a core risk management strategy for the project, to ensure that the City's time, cost and quality goals will be achieved, The project budget represents the total estimated cost for the implementation project, including systems integration fees, project management and change management fees, software and hardware costs, staff secondments to the project team, contingency, HST, and other charges. The purchase price for the SAP software was approved by Council on June 16, 2014 and the systems integration services was awarded, subject to a satisfactory contract being negotiated, to Capgemini by Council on August 25, 2014. Tenders /proposals for hardware and other project components will be brought to the Committee of the Whole for Council's approval in the future. REPORT: In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of Professional Services /Consultants, a Consultant's Review Committee was established consisting of D. Chapman, Deputy GAO & City Treasurer (Finance and Corporate Services), J. Evans, Director of Revenue & Deputy City Treasurer, A. Ahkoon, Manager, Enterprise Resource Planning, S. Rudak, Buyer and L. Gordon, Director of Supply Services. Expressions of interest were advertised publicly on the City of Kitchener website and on the internet through the Ontario Public Buyers Association Electronic Tendering Information System relative to this project. Documents were downloaded by thirty (30) interested parties, and by the closing date of Friday August 15, 2014, eight (8) responses had been received. The review committee met on Thursday August 21, 2014, to review the submissions and a shortlist of three (3) candidates was selected for further interviews. The Committee met on Tuesday September 2, 2014 to interview the shortlisted candidates. The Committee originally elected to award the project to SJH Consulting Inc., Oshawa, Ontario but, subsequent to Council approval on September 16, the consultant declined the award. As a result, the Committee has elected to award the engagement to the next firm ranked most favourably by the Selection Committee, The Committee rated consultants on the following criteria; • 8 -10 year's experience managing large system implementation projects SAP Implementation experience • Experience building stakeholder relationships across all levels of the organization • Experience managing vendor relationships and working collaboratively with vendor Project Manager • Experience presenting to senior executive -level management • Municipal /Public Sector experience • Understanding of task to be completed • Recent public sector experience • Proposed project team 6. -6 • Cost of Consultant's fees • Effectiveness of presentationlinterview A listing of the responding parties follows for your reference: Modis Ouest Business Solution Inc. Prior & Prior Associates Ltd. PROEX Inc. Raysa Enterprises Inc. Group Sapergy Consulting Inc. SJH Consulting Inc. The Createch Group Toronto ON Toronto ON Markham ON* Toronto ON Richmond BC Montreal QC Oshawa ON Mississauga ON ALIGNMENT WITH CITY OF KIITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. The City of Kitchener's purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services. 6. -7 FINANCIAL IMPLICATIONS: The net cost for this expression of 'interest (A), is fair and reasonable for a purchase of this scope and the upset limit is within the budget allowance (B) provided within the' budget. Funding for this purchase is included within the epproved capital budgets. The estimated surplus (D) will remain within the SAP Implementation Project budget, and. will be used to fund. future phases of this project including potential external quality assurance services. Expression of Interest E14.085 Project Management Services for SAP Implementation Project The total budget for all phases of this project is 1 g,912,S61.C10 .Estimated Cast for this Phase of Work 83,64&08 Expression of Interest E14 -085 casts including HST 552,243:80 less: HST rebate on tender (57,915 20) Net Cost Being Awarded 524,328:60 A Costs incurred to Date 65,721.92 Total Estimated Cost for this Phase of Work 524,328'.60 C Sudget.'for this Phase of Work Contribution from .Revenue. 83,64&08 -Gas Utility 316,601,16 Sanitary Utility 55,721.92 stormwater Utility. 65;721.92. Water .Utility 65,721.92 Total Budget for this Phase of Work L97,472.00 B Estimated Surplus/(Deficit)for this Phase of Work ( - C) 73,143.40 D COMMUNITY ENGAGEMENT: INFORM a Potential vendors are informed of bid opportunities through the public posting of bid documents as outlined in the City's Purchasing By -Law. Vendors, local media and the. general public are hforrned of purchasing recommendations to Council through the public reports which are helUded vf±ith the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO City Treasurer, Finance and Corporate Services 6. -8 Staff Report 1� ,Nh-R Finance and CorpordeServims Dgponment wwwk�tc r►e.ur REPORT TO: Jeff Willmer, Chief Administrative Officer . DATE OF MEETING: 2014 -10.08 SUBMITTED BY: Larry Gordon, Director of Supply Services, 519- 741 -2200 ext. 7214 PREPARED BY: Larry Gordon, Director of Supply Services, 519- 741 -2200 ext. 7214 WARD($) INVOLVED: Ward 10 DATE OF REPORT: 2014 -09 -26 REPORT NO.: FCS -14 -174 SUBJECT: E14.087 — Consultant Services — Glendale Road & Pandora Avenue North Road Reconstruction RECOMMENDATION: That Expression of Interest E14 -087 — Consultant Services — Glendale Road & Pandora Avenue North Road Reconstruction, be awarded to MTE Consultants Inc., Kitchener, Ontario at their estimated fee of $197,345.18, including contingencies of $17,840.47 plus H.S.T. of $25,654.87, for a total of $223,000.05, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: The Glendale Road and Pandora Avenue North reconstruction project has been initiated to address the infrastructure issues which currently exist. The infrastructure along Glendale Road and Pandora Avenue has generally reached the end of its useful life and requires full replacement. The project includes the reconstruction of all underground services (sanitary sewer, storm sewer and watermain) as well as sanitary and water service connections to the property line. The asphalt roadway will be reconstructed as well as sidewalks and curbs. Construction is expected to occur in 2016. REPORT: in accordance with Chapter 170 of the Municipal Code pertaining 'to the Selection of Professional Services /Consultants, a Consultant's Review Committee was established consisting of K. Mick, Design and Approvals Engineer, S. Bishop, Design and Construction Project Manager, S. Allen, Manager, Engineering Design & - Approvals and L. Gordon, Director of Supply Services. Expressions of interest were advertised publicly on the City of Kitchener website and on the internst through the Ontario Public Buyers Association Electronic Tendering Information System 6'. 9 relative to this project. Documents were downloaded by eighteen (18) interested parties, and by the closing date of Thursday August 28"', 2014, eight (8) responses had been received. The review committee met on Wednesday, September, 10', 2014, to review the submissions and a shortlist of three (3) candidates was selected for further interviews. The Committee met on Wednesday, September 20, 2014 to interview the shortlisted candidates. The Committee elected to award the project to MTE Consultants Inc., Kitchener, Ontario. The Committee rated consultants on the following criteria: Evaluation of Proposed Project Manager • Completeness of the Proposal Qualifications /Expertise • Variety & Quality of Disciplines in House/in Consortium • Past Performance • Knowledge of the City (re: this area) • Amount of City Work Completed in the Past ' Proposed Project Team • Effect of Interview • Cost of Consultant's Fee • Effectiveness of Work Plan A listing of the responding parties follows for your reference: MTE Consultants Inc. Kitchener ON AECOM Kitchener ON Meritech Engineering Cambridge ON Conestogo Rovers & Associates Ltd. Waterloo ON Parsons Inc. Kitchener ON WaiterFedy Kitchener ON IBI Group Waterloo ON WSP Guelph ON ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of .public funds within a supportive policy framework. The City of Kitchener's purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services. 6.-10 FINANCIAL IMPLICATIONS: In addition to the costs anticipated in this expression of interest, the design and implementation of these types of projects typically involves city staff and resources from across the corporation. These costs are included in the line item "Projected Costs: Staff Time /Permitting /Material testing ", and will be itemized when they exceed $125,000. Included in this line item are staff time and expenses for all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation Planning. The line item also includes all regulatory permitting, geotechnical and material testing, detouring and traffic control, alternate access and parking requirements and any other miscellaneous costs. Projects utilizing in -house staff will include costs for inspection during construction and contract administration. The net cost for this expression of interest (A), is fair and reasonable for a purchase of this scope and the upset limit is within the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital budget. The estimated surplus (E) will remain within the account and will be used towards the construction phase of the project. Expression of Interest E14 -087 �.. Glendale /Pandora Reconstruction The total budget for all phases of this project is 2,390,751.00 Estimated Cost for this Phase of Work Expression of Interest E14087 costs, including HST 223,000.05 less: HST rebate on tender (22,181.59) Net Cost Being Awarded 200,818.46 A Costs lncurred to Date 8,848.06 Projected Costs: Staff TimelMaterial Testing 91,683.00 Total Estimated Cost for this Phase of Work 301,349.52 C Budget for this Phase of Work Sanitary Utility 173,593.00 Storm Water U utility $6797.00 , Water Utility 116,987.00 Intensification Allowance 6,865.00 Total Budget for this Phase of Work 384,242.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) 82,892.48 b Estimated Surplusl(Deficit) from previous phases - Total Estimated Surplusl(Deficit) 82,892.48 E 6. - 11 COMMUNITY ENGAGEMENT: INFORM - Potential vendors are informed of bid opportunities through the public posting of laid documents as outlined In the City's Purchasing By -Law. Vendors, local media and the general Public are informed of purchasing recommendations to Council through the public reports which are included with the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 6.-12 A 1Staff Reprt: � - R FinanreQndCoOrate Services Department �w�rr�lrcne�,e�ra REPORT TO: Jeff Wiillmer, Chief Administrative Officer DATE OF MEETING 2014 -10 -16 SUBMITTED BY: Larry Gordon, Director of Supply Services, 519 - 741 -2200 ext. 7214 PREPARED BY: Larry Gordon, Director of Supply Services, 519 - 741 -2200 ext. 7214 WARD(S) INVOLVED: All DATE OF REPORT: 2014 -10 -07 REPORT NO.: FCS -14 -177 SUBJECT: E14 -096 Consultant Services -- 2014 Bridge Inspections RECOMMENDATION: That Expression of Interest E14 -096 Consultant Services — 2014 Bridge Inspections, be awarded to AECOM Canada Ltd., Kitchener, Ontario, at their estimated fee of $44,360., including contingencies of $3,840. plus H.S.T. of $6,766.80, for a total of '$50,126.80, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: Engineering Services intends to retain a consultant with experience in the inspection of bridges to meet its legislated responsibility for ensuring the structural integrity of City owned bridges. Provincial legislation requires that all bridges be inspected at least once every two years. The City of Kitchener requires all City owned bridges to be inspected before the end of 2014. The main work is to complete visual inspections of all City bridges, evaluate the condition of all bridge elements, material defects and submit a detailed report on condition rating, performance deficiencies, maintenance needs as per Ontario Structure Inspection Manual (OSIM). REPORT: in accordance with Chapter 170 of the Municipal Code pertaining to the Selection of Professional Services /Consultants, a Consultant's Review Committee was established consisting of S. Shah, Design Engineer, R. Wheatley, Asset Management Technician and L. Gordon, Director of Supply Services. Expressions of Interest were requested from four (4) consulting firms and by the closing date of Thursday September 25, 2014, one (1) Expression of Interest had been received. The Committee elected to award the project to AECOM Canada Ltd., Kitchener, Ontario. 6.-13 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. The City of Kitchener's purchasing policies and practices ensure openness, fairness and transparency in-the procurement of goods and services. FINANCIAL IMPLICATIONS: In addition to the costs anticipated in this tender, the design and implementation of these types of projects typically involves city staff and resources from across the corporation. These costs are included in the line item "Projected Costs: Staff Time /Permitting /Material testing ", and will be itemized when they exceed $125,000. Included in this line item are staff time and expenses for all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation Planning. The line item also includes all regulatory permitting, geotechnical and material testing, detouring and traffic control, alternate access and parking requirements and any other miscellaneous costs. Projects utilizing in -house staff will include costs for inspection during construction and contract administration. The net cost for this expression of interest (A), is fair and reasonable for a purchase of this scope and the upset limit is within the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital budget. The estimated surplus (E) will remain within the project to fund future reviews and appraisals as a result of the inspection. Expression of Interest E14 -096 Consultant Services -- 2014 Bridge Inspections Legislated Bridge Inspection The total budget for all phases of this project is Estimated Cost for this Phase of Work Expression of Interest E14 -096 costs, including HST less: HST rebate on tender Net Cost Being Awarded Projected Costs: Staff Time Total Estimated Cost for this Phase of Work Budget for this Phase of Work Revenue Fund Total Budget for this Phase of Work Estimated Surplus/(Deficit) for this Phase of Work (B - C) Estimated Surplusl(Deflcit) from previous phases Total Estimated Surplus /(Deficit) $32,000.00 50,126.80 (4,986.06)__ 45,14D.74 A 5;749.00 50,889.74 C 32,000.00 32,000.00 B (18,$89.74) D 44, 330.73. 25,440.99 E 6.-14 COMMUNITY ENGAGEMENT: INFORM Potential vendors are informed of bid opportunities through the public posting of bid documents as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are informed of purchasing recommendations to Council through the public reports which are included with the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 6.-15 taff rt . 'T ,Nia :. f 1poo al oro . Jr0re sod(es ent r�vw,�itch�rr�rra REPORT TO: Jeff Willmar, Chief Administrative Officer DATE'OF MEETING: .2014 -11 -24 SUBMITTED BY: Larry Gordon, Director of Supply Services, 519 -749 -2200 ext. 7214 PREPARED BY: Larry.Gordon, Director of Supply Services, 519 - 749 -2200 eXt. 7214 WARD (S) INVOLVED: 1 DATE OF REPORT: 2014 -11-05 REPORT NO.: FCS- 14 -193- SUBJECT: E14 -103 Consultant Services - Melitzer Creek Trail Bridge & Stream Restoration RECOMMENDATION: That Expression of Interest E14 -103 Consultant Services - Melitzer Creek Trail Bridge & Stream Restoration, be awarded to AHY ©TECH Geomorphic, Guelph, Ontario .at their estimated fee of $41,321.50, Including contingencies of $3,756.50 plus H.S.T. of $5,371.80, for a total of $46,693.30, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: Melitzer Creek is. located in the northeastern portion of , the City of Kitchener and has a Watershed drainage area of.250 hectares. The Melitzer Creek trail bridge. is located near the end of the creek, east of Sunbridge Crescent, and within 30m of the Grand River..The trail bridge is currently closed due to channel erosion and associated safety concerns. Approximately 35 meters of Melitzer Creek is actively eroding directly upstream of the Grand River due to a combination of factors. To address the stream erosion issues, and to make the bridge safe for pedesirian passage, this study has been commissioned. To complete this study The City of Kitchener is seeking professional Engineering Consulting Services involving. determination of stormwater peak flows and erosion thresholds, stream restorationlstabilization design, bridge design and contract administration services for the construction stage of the project. The consultant will determine the best options to prevent this problem from reoccurring.. This study is expected to be completed by the end of July, 2095. REPORT: In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of Professional Services /Consultants, a Consultant's Review Committee was established consisting of M. Wilson, Engineering Technologist, N. Gollan, Manager, Stormwater Utility, T. -A.li p JAW. Lq- , 6.-16 b 4 O'Brien, Landscape Architect, C. Musselman, Senior Environmental Planner and L. Gordon, Director of Supply Services. Expressions of interest were advertised publicly on the City of Kitchener website -and on the internet through the Ontario Public Buyers Association Electronic Tendering Information System relative to this project. Documents were downloaded by twenty- nine .(29) interested. parties, and by the closing date of Monday October 21P, 2014, seven (7) responses had been received. The review committee met on Tuesday October 2e, 2014, to review the submissions. The Committee elected to award the project to AHYDTECH Geomorphic, Guelph, Ontario. The Committee rated consultants on the following criteria: C Evaluation of Proposed Project Manager e Project Team — completeness and experience • Understanding and approach including work plan and schedule • Cost • Past Performance • Knowledge of City (re: this area) • Amount of City Work completed in the past • Value added approach A listing of the responding parties follows for your reference: AECOM Kitchener ON AHYDTECH Geomorphic Guelph. ON Amec Environment & Infrastructure Burlington ON Aquafor Beech Limited Guelph ON Goo Morphlx Ltd. Milton ON Matrix Solutions Inc. Breslau ON.. . MMM Group. Limited Kitchener ON ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. The City of Kitchener's purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services.. 6.-17 S FINANCIAL IMPLICATIONS: The net cost for this Expression of Interest (A), is fair and reasonable for a purchase of this scope and the upset limit is within the budget allowance (B) provided. within the budget. Funding for this purchase is included within the approved capital budget. The estimated surplus (E) will be returned to the Storm Water Management Implementation'capital.account upon completion of the Melitzer Creek Trail Bridge and Stream Restoration, Expression of Interest E14-103 Mellitzer Creek Trait Bridge and .Stream Restoration The.total budget for all phases of this project is Estimated Cost for this (Phase of Work Expression of Interest E14 -103 less: HST rebate on Expression of Interest Net Cost Being Awarded Costs Incurred to Date Projected Costs: Staff Time Total Estimated Cost for this Phase of Work Budget for this Phase of Work Storm Water Management Maintenance Program Total Budget for this Phase of Work Estimated Surplusl(Deficit) for this Phase of Work (B - C) Estimated Surplus /(Deficit) from previous phases Total Estimated Surplus /(Deficit) COMMUNITY ENGAGEMENT: $ 160,000.00 46,693,30 (4,W-54), 42,048.76 A 5,783.00 10,000,00 57,83116 C 60 000,130 B 2,168.24 D 2,168.24 E INFORM - Potential vendors are informed. of bid opportunities through the public posting of bid documents as outlined in 'the City's Purchasing By -Law. Vendors, local media and the general public are informed of purchasing recommendations to Council through the public reports which are included with the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 6.-18 i Saf R�por# K1'T!C:I�,t R .: Hnanteafid: ' arateSenn*ex.D, arirnenx ; ......wwwk!#E'lworca: . REPORT TO: Jeff Willmer, Chief Administrative Officer DATE OF MEETING: 201440 -08 SUBMITTED BY: Larry Gordon, Director of Supply Services, 519-741-2200 ext. 7214 PREPARED BY: Steve Rudak, Buyer, 519- 741 -2200 ext. 7213 WARD(S) INVOLVED: All DATE OF REPORT: 2014 -09 -06 REPORT NO.: FCS -14 -167 SUBJECT: P14 -068 Snow Clearing & Removal Services - City Parking Lots RECOMMENDATION: That Proposal P14 -066 Snow Clearing & Removal Services - City Parking Lots, be awarded to Humphries Lawn & Snow Removal, Kitchener, Ontario, at their proposed rates, for one (1) year with an option to extend for two (2) additional twelve (12) month terms. BACKGROUND: This service ensures City parking lots are cleared in the most efficient and economical mannef possible. This is an outsourced requirement as the City does not have the resources to provide an adequate level of service response. The price for plowing, clearing and removal to a designated dumping area is fixed for the term of contract. The average annual spend over the past three (3) years is $68,052,00. The actual spend will depend on the level of activity throughout the term of contract. REPORT: This Proposal was advertised publicly on the City of Kitchener website and the Internet through the Ontario Public Buyers. Electronic Tendering Information System. Documents were downloaded by twenty three (23) interested parties, and by the closing date of Thursday August 21, 2014, five (5) proposals had been received. Proposals were reviewed by P. McCormick, Manager, Parking Operations and T. Konstantinidis, Supervisor, Parking Operations, who concur with the above recommendation. .: act-" f A i-gC— 6. - 19 The following proposals were received: Conestoga Contracting Group Inc Elmira ON Helmutz Interlock Incorporated Kitchener ON Heritage Stoneworks Limited Kitchener ON Humphries Lawn & Snow Removal Kitchener ON R.M. Adams Trucking Limited Kitchener ON Proposals were rated on the cost components proposed by parking lot: to clear, to remove and transport, and dump the snow in appropriate locations: The price for service has not changed from the previous contract, ALIGNMENT WITH CITY OF KITCHENER STRATEGIC. PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of .public funds within a supportive policy framework. The City of Kitchener's purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services. FINANCIAL IMPLICATIONS: Funding will be provided from the Parking Operating budget. COMMUNITY ENGAGEMENT: INFORM - Potential vendors are informed of bid opportunities through the public posting of bid documents as outlined in the. City's Purchasing By-Law. Vendors, local media and the general ` public are informed of purchasing recommendations to Council through the public reports which are included with the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, f=inance. and Corporate Services 6. -20 ort .. .. . . . Staff R ,.. . . rnal�l a d. 'WorateSerrrlce;! ep rCm f invki irerto REPORT TO: Jeff Willmar, Chief Administrative Officer DATE OF MEETING: 2014 -1048 SUBMITTED BY: Larry Gordon, Director of Supply services, 519- 741 -2200 ext. 7214 PREPARED.BY: Rudy Kruppa, Buyer, 519 7741 -2200 ext. 7217 WARD(S) INVOLVED: .9 DATE OF REPORT: 2014 -10 -02 DEPORT ISO.: FCS -14 -176 SUBJECT: P14 -074 Playground Construction —Victoria Park RECOMMENDATION: That Proposal P14 -074 Playground Construction - Victoria Park be. awarded to Crozier Enterprises Ltd., Toronto, Ontario, at their proposed price of $300,000., plus HST of $39,000. for a Iota I of $335,000. BACKGROUND: The Victoria Park playground was identified and approved for replacement through the capital budget process. This. will involve the removal and replacement of the existing play equipment in the junior and senior play areas with the exception of the..large spiral. slide. The existing swing areas and splash pad will not be affected. The evaluation process included working group }) consultation consisting of staff as well as members of the public (Grand River Accessibility Advisory Committee, Victoria Park Working Group, Victoria Park Neighbourhood Association and KidsAbility) to assess the current playground, establish parameters for the Request for Proposal and to evaluate proposals submitted by playground suppliers. REPORT. This Proposal was advertised publicly on the City of Kitchener website and the Internet through the Ontario Public Buyers Electronic Tendering Information System. Proposal documents were downloaded by twenty (20) interested parties, and by the closing date of Thursday August 14, 2014, eight (8) proposals had been received. Proposals were reviewed by a committee consisting of D. Ritz, Supervisor Design/Development, Y. Westerveld Cardoso, Landscape Architectural Intern, R.. Fairbairn, Operations Supervisor, P. Hawthorne, Parks. Maintainer Services and R. Kruppa, Buyer, who concur with the above recommendation. 6. -21 The following proposals were received: ABC Recreation Ltd. Paris ON Blue Imp Medicine Hat AB Crozier Enterprises Ltd, Toronto ON * Earthscape Ontario Wallenstein ON _ Henderson Recreation Equipment Ltd. Simcoe ON KSL Design Brantford ON Kompan Playscapes Arva ON PlayPower LT Canada Inc. Paris ON. The. proposals were rated on the following criteria: a, Play Value b. Safety C. Cost d. Durability e. Appearance . f. Warranty ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction. Ensure responsible use of public .funds within a supportive policy framework. The City of Kitchener's purchasing. poiicies and practices ensure openness, fairness and -transparency in the procurement of goods and services., 6. -22 FINANCIAL IMPLICATIONS: The' net cost for this proposal (A), is fair and reasonable fora project of this scope and the upset limit is within the budget allowance (B) provided within the budget. f=unding' for this project is included within the approved capital budget. The estimated deficit (D) will be funded by the Victoria Park General Provision account. 1 Financial Summary for Proposal P14 -074 Playground Construction -Victoria. Park As at September 24, 2014 Estimated Cost Proposal P14 -074 costs, including HST 339,000.00 less: HST rebate on proposal _ (33,720.00) ...a.) Net Cost Being Awarded 305,280.00 A Costs Incurred to Date Projected Costs - Estimated Cost 305,280.00 C Budget for this Phase of Work 300,000.00 B Estimated Surplus /(Deficit) (B '- C) (5,280.00) D Budget estimate is $300,000.00 COMMUNITY ENGAGEMENT: INFORM - Potential vendors are informed of bid opportunities through the public posting of bid documents as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are informed of purchasing recommendations to Council through the public reports which . are included with the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan�Chapman, Deputy'-'CAO.­& City �reasurer,- Finance and Corporate Services 6. -23 .. -staff..., Rpo ::I is Finance: and 'Services m rat . rvwww,k chi er, REPORT TO: Jeff Wilimer, Chief Administrative Officer DATE OF MEETING: 2014 -11 -24 SUBMITTED BY: Larry Gordon, Director of Supply Services, 619 -741 -2200 ext. 7214 PREPARED BY: Steve Rudak, Buyer, 519.741.2200 ext.7213 WARD(S) INVOLVED: 10 DATE OF REPORT: . REPORT NO.: SUBJECT. RECOMMENDATION: 2014-11 -21 FCS -14 -197 Q14 -083 — Double Conveyor Pizza Oven That Quotation Q14 -083, Double Conveyor Pizza Oven, be awarded to STOP Restaurant Supply, Kitchener, Ontario, at their quoted price of $31,427.60, plus H.S.T. of $4,085.59, for a total of $36,513.19. BACKGROUND: The Kitchener Memorial Auditorium Complex (the-Aud) requires a replacement pizza. oven in order to prepare pizzas for the customers attending events at the Aud. The current pizza oven is at the end of its lifecycle and parts can no longer be supplied to repair or service the existing equipment. The pizza oven was purchased in 2803 and the life cycle is approximately 10 years. Pizza is a popular food item at events and if the equipment is not replaced, the Aud is at risk of not having pizza which could cause a loss of revenue. REPORT: Quotations were advertised publicly on the City of Kitchener website and the Internet through the Ontario Public Buyers Electronic Tendering Information System. Documents were downloaded by eight (8) interested parties, and by the closing date. of November 7, 2014, three (3) Quotations had been received. The following tenders were received: Hendrix Restaurant Supply London, Ontario Dayco Distributing Limited Oshawa, Ontario STOP Restaurant Supply Kitchener, Ontario Bid Price $33,820.90 $34,945.05 $35,513.19 6. -24 The bid received from Hendrix Supply does not include installation as specified in the RFQ and the bid from Dayco Distributing was not prepared utilizing the Form of Quotation, therefore, it is - incomplete. The quotation was reviewed by J. Coulter, Supervisor and S. Rudak, Buyer, who concur with the above recommendation. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. The City of Kitchener's purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services. FINANCIAL IMPLICATIONS: Funding will be provided from cost centre 52000527- 700035 KMAC — General Site Upgrading. This cost centre is for general provision upgrading at the site, which are projects that are completed annually and funded through this account. There will be some painting and general cosmetics that will be deferred in order to fund the oven. Currently, there is $103,490. In this account. COMMUNITY ENGAGEMENT: INFORM - Potential vendors are informed of bid opportunities through the public posting of bid documents as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are informed of purchasing recommendations to Council through the public reports which are included with the Council agenda-the week prior to the Council meeting. - ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 6. -25 Staff Report E MIIEN�i-R Finance wdCor arateServices Department www.kltci�en�r a REPORT TO:. Jeff Willmar, Chief Administrative Officer DATE OF MEETING: 2014 -10 -16 SUBMITTED BY: Larry Gordon, Director of Supply Services, 519 - 741 -2200 ext. 7214 PREPARED BY: Larry Gordon, Director of Supply Services; 519.741 -2200 ext. 7214 WARD(S) INVOLVED: 10 DATE OF REPORT: 2014 -10 -09 REPORT NO.: FCS -14 -179 SUBJECT: T14 -051 Margaret Avenue Bridge (Victoria Street North to Breithaupt) Bridge Replacement RECOMMENDATION: That Tender T14 -051 Margaret Avenue Bridge (Victoria Street North to Brelthaupt) Bridge Replacement, be awarded to Alliance Verdi Civil Inc., Bolton, Ontario, at their tendered price of $4,621,710.80, including provisional items and contingencies of $836,450., plus H.S.T. of $600,822.40, for a total of $5,222,533.20. BACKGROUND: The Margaret Avenue bridge, over the Goderich- Exeter railway, located 70m north of Victoria Street North has been closed since June 2013 following the receipt of a structural engineers' report recommending it be closed immediately because of a structural. design deficiency that may lead to the possibility of abrupt failure. A peer review of the initial recommendation also supported the original findings. Subsequently the existing bridge was removed in fall, 2013. This bridge replacement project comprises of the construction of a new bridge, including abutments with crash walls, deck with precast box girders, RSS walls, retaining wails, parapet walls and railings, gas main crossing and utility ducts and includes coordination with railways, utilities, railway flagging and track protection. Margaret Avenue is currently closed to through traffic at this bridge location. Access to all properties within the contract limits will be maintained as long as possible. Pedestrian access to the nearby businesses will be maintained a# all times. 6. -26 REPORT: . Tenders were advertised :publicly in the Daily Commercial News, on the City of Kitchener Website and the Internet through the Ontario Public Buyers Electronic Tendering - information System. Documents were picked up by seventeen (17) interested parties and by the closing date of Thursday October 2, 2014, six (6) tenders were received. The tenders were'reviewed by d. Bui bbers, Hatch Mott MacDonald, the City's Consultant for the project and S. Shah, Design Engineer who concur with the above recommendation. The following tenders were received: Bid Price Alliance Verdi Civil Inc. Balton ON i $5,222,533.20 Looby Construction Limited Dublin ON $5,512,194.60 McLean Taylor Construction Limited St. Marys ON $5,518,128.65 Facca Inc. Ruscom ON $6,180,857.62 Toronto Zenith Concord ON $6,212,498.18 Clearwater Structures Inc. Ajax ON $7,389,206.85 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. The City of Kitchener's purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services. 6.-27 FINANCIAL IMPLICATIONS: In addition to the costs anticipated in this tender, the design and implementation of these types of projects typically involves city staff and resources from across the corporation. These costs are included in the line item "Projected Costs: Staff Time /PermittingfM ate rial testing ", and will be I when they exceed $125,000. 'Included in this line item are staff time and expenses for all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation Planning. The line item also includes all regulatory permitting, geotechnical and material testing, detouring and traffic control, alternate access. and . parking requirements and any other miscellaneous costs. Projects utilizing in -house staff will include costs for inspection during construction and contract administration. The net cost for this tender (A), is fair and reasonable for a purchase of this scope and the upset limit is within the total budget for this phase of work (B). Funding.for this purchase is spread . between 2014 -2016 in accordance with the 2014 budget issue paper Cap 05 — Margaret Avenue Bridge Replacement, and staff report INS 14 -048. If the estimated surplus (E) is realized, the 2016 budget component for this project will be reduced to better reflect actual costs. Tender T14 -051 Margaret Avenue Bridge Replacement The total budget for all phases of this project is Estimated Cost for this Phase of Work Tender T14 -0.51 costs, including HST less: HST rebate on tender Net ,Cost Being Awarded Costs Incurred to Date Projected Costs: Staff TimelMateriai Testing Total Estimated Cost for this Phase of Work Budget for this Phase of Work Federal Gas Tax Reserve Gas Utility Contribution from Revenue External Recovery Total Budget for this Phase of Work $6,410,473.00 5,222,533.20 519,480.06 4,703,053.14 A 1,095,544.46 117 991.00 5,916,588.60 C 4,807,973.00 395,000.00 1,200,000.00 7,500.00 6,410,473.00 = B Estimated Surplusl(Deficit) for this Phase of Work (B - C) 493,884.40 D Estimated Surplus/(Deficit) from previous phases - Total Estimated Surplusl(Deficit) 493,884.40 E 6. -28 COMMUNITY ENGAGEMENT' INFORM - Potential vendors are informed of bid opportunities through the public posting of bid documents as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are. informed of purchasing recommendabons to Council through the public reports which are included with the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 6. -29 Staff peport"" �T�I?. Financegnd(orp mft Servrte0epa)"er�t REPORT TO: Jeff Willmer, Chief Administrative Officer DATE OF MEETING: 2014 -10 -16 WWWkttrhe %(# . SUBMITTED BY: Larry Gordon, Director of Supply Services, 519- 741 -2200 ext. 7214 PREPARED BY: Ryan Scott, Buyer, 519- 741 -2200 ext. 7216 WARD(S) INVOLVED:' NIA DATE OF REPORT: 2014 -10 -10 REPORT NO.: FCS -14 -180 SUBJECT: T14 -081 Nomex Firefighter Station Wear RECOMMENDATION: That Tender T14 -081 Nomex Firefighter Station Wear, be awarded to Kehoe Law Enforcement (LE) Distributors Inc., Cambridge, Ontario, at their tendered price of $93,319.92, plus H.S.T. of $12,131.59, for a total of $105,451.51, for a one (1) year term, with an option to renew for two (2) additional twelve (12) month terms. BACKGROUND: The collective agreement between the Corporation of the City of Kitchener and the Kitchener Professional Fire Fighters' Association (KPFFA) provides for station uniforms which must be worn by suppression and training staff who are covered. under the agreement while on duty. This station wear is compliant with the National Fire Protection Association (NFPA 1975), meets Joint Occupational Health and Safety Committee (JOHSC) concerns and responds to grievance commitments. The tender is based on fixed unit prices and on an estimate of station uniforms projected for replacement as per the collective agreement. The average annual spend over 'the past three (3) years was $23,934.85. Actual spend will depend on the number of uniforms purchased over the term of the contract. REPORT: Tenders were advertised publicly an the City of Kitchener website and the Internet through the Ontario Public Buyers Electronic Tendering Information System. Documents were downloaded by twenty -four (24) interested parties, and by the closing date of Thursday October 2, 2014, three (3) tenders had been received. 6. -30 The following tenders were received: Bid Price Kehoe Law Enforcement (LE) Distributors Inc. Cambridge ON $105,451.51 OPS Inc. Hanover ON $112,387.54 Novacks Uniform Solutions London ON $147,410.96 The price for firefighter station wear has increased 142% from the previous contract. The current station wear was 65135 polyester /rayon and 75125 polyesterlwool which has the potential hazard of melting in fire conditions. NFPA 1975 advises against any use of polyester or synthetic materials not tested for thermal stability. The JOHSC has deemed the station wear for suppression and training staff as unsafe and has recommended the station wear material be changed to Nomex IIIA or the 93% Nomex/5% Kevlar /2% antistatic with the accompanying NFPA labeling. The intent is to purchase two uniforms per staff member this year and revert back to the collective agreement to purchase as required moving forward. The tender was reviewed by C. Riley, Assistant Platoon Chief, who concurs with the above recommendation. ALIGNMENT WITH CITY OF KITCHENER. STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. The City of Kitchener's purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services. FINANCIAL IMPLICATIONS: Funding will be provided from the Fire Capital Account - Personal Protective Equipment. COMMUNITY ENGAGEMENT: INFORM - Potential vendors are informed of bid opportunities through the public posting of bid documents as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are informed of purchasing recommendations to Council through the public` reports which are included with the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: -Dan Chapman,- Deputy CAO & City Treasurer, Finance and Corporate Services 6. -31 IF--V REPORT TO. Jeff Willrner, Chief Administrative Officer DATE OF MEETINP: 2014-10 -08 SUSMITTE® ST': harry pardon; Director of Supply Services 619 - 741,2200 ext. 7.21 PREPARED '15Y: Rudy Kruppa, Sayer, 519- 741 -2200 extw 7217 WARD(S) .INVOLVED: 10 DATE OF REPORT: 2014 -10 -02 REPORT -NO.: FC5 -14 -17 .SUBJECT: T14 -090 Duke & Ontario Street 21314 Localized Parking Garage Repalrr; RECOMMENDATION: ThOt Tendor T14 -090 Duke'& Ontario 8treej 2014 Localized Parking G arage R ®pairs Ibe awarded to - Maas: Contracting Ltd., . Esranpt ®n; Ontario,.. at their.. nd�?red prim off 151,970:00, plans H.S.T. of $i 9,756.10 for jj'jgial• pf $171,726.10 BACKGROUND: The first phase of the muiti -year parking garage rehabilitation program was undertaken in 2405 'to instaii a new external post- tensioning system. In. addition to new slab post- tensioning, localize d concrete repairs-, - helical ramp repairs, exterior painting and . installation' of new waterproofing systems were.included in the program ending in 2013. The Duke & Ontario. Street 'Parking Garage is in.generally good condition but is experiencing both age - related and premature deterioration in the form. of waterproofing failure and concrete deiaminations in isolated locations #hroughout the ' garage warranting the need for localized repairs and maintenance. These repairs will correct.- existing deficiencies in the structure, waterproofing, and drainage system, as well as improve aesthetic and functionality issues the- , parkade is currently experiencing. Future repairs over the next 4-5 years will include recoating the 10 year old waterproof wear course extending the expected service life of ,the waterproofing to 13 =15 years. This work will both extend the service life of the existing waterproofing and help protect the slab from moisture and chloride infiltration- 0 6. -32 REPORT: Tenders were advertised publicly on the City of Kitchener Website and the Internet through the Ontario Public Buyers Electronic Tendering Information System. Documents were downloaded by twenty -two (22) interested parties and by the closing date of Thursday September 11, 2014, four (4) tenders had been received. The tenders%were reviewed by S. Karkhel, Read Jones.Chr- 1ptafPersen Consulting Engineers, the City's Consultant for the project, and P. McCormick, Manager, Parking Operations who concur with the above recommendation. The following tenders were received; Bid Price , Mass Contracting Ltd. Brampton ON $171,726,10..* Heritage Restoration Inc'. Toronto ON $209,970.95 SST Group of Construction Co. Ltd. Toronto ON $227,553.75 Horseshoe. Hill Construction Ltd. Bolton ON $285,805.25 ALIGNMENT WITH CITY OP KITCHENER STRATEGIC PLAN: Theme: Financial Management Strateglq Direction: Ensure responsible use of public funds within a supportive. policy framework. The City of Kitchener's purchasing .policies :acrd .practices ensure openness; fairness' an,d transparency in the procurement of goods acid =servlces:' 6.-'33 FINANCIAL IMPLICATIONS! The net cost for this tender (A), is fair and reasonable for a project of this scope and the upset -limit is-within the funding available (B) for this project. Funding for this project is included within the approved capital budget. The estimated surplus (D) -will - remain :within the account to fund future garage repairs and membrane replacements. This account is built up over several years to fund the life cycle replacement costs related to the garage membranes. For example City Hall membrane replacement is planned for 2018 at an approximate cost of 1.2M Financial Summary for Tender_ T14 -09® Duke and Ontario Garage Repairs Internal Order Group - Parking Garage Repairs As at Sept 26th, 2014 Estimated Cost Tender T1 4-090 costs, including HST 171,726.10 :r less: HST rebate on tender (19 7.56.10 ::. Net Cost Being Awarded . 161,97.0.00 A Projected. Costs - Estimated Cost 151,970.00 C Available funding: Current Balance' 697,607.80 Total funding available 697,60-7.80 l3 Estimated - Surplus/(Deficit) (6 -C) . 545,637.80.r D COMMUNITY ENGAGEIifIENT: INFORM - Potential vendors are informed of bid. opportunities through the public posting of bid _ documents as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are informed of purchasing recommendations to Council through the public reports which are included witli the Council agenda the week prior to the. Council meeting. . ACKNOWLEDGED BY: Dan Chapman, Deputy .CAO & City Treasurer, Finance and Corporate Services 6. -34 ta'Re art KI c R unceaid CorporateServuesLepartmo. ►v s.kttlr rrertp REPORT TO: Jeff Willmer, Chief Administrative Officer DATE OF MEETING: 2014 -10 -31 SUBMITTED BY: Lard Gordon, Director of Supply Services, 619-741-2200 ext. 7214 PREPARED BY: Laurie Stecho, Supervisor of Purchasing, 519 - 741 -2200 ext. 7:089 WARD(S) INVOLVED: NIA DATE OF REPORT: 2014 -10 -21 REPORT NO.: FCS -14 -184 SUBJECT: T14 -102 Three (3) Diesel Powered Self- Propelled, Zero Turn Ride - On 1,675 mm (61 ") Rotary Mowers with Tracks and Front Plow RECOMMENDATION: That Tender T14 -102 Three (3) Diesel Powered Self - Propelled, Zero Turn Ride -On 1,575 mm (61 ,,) Rotary Mowers with Tracks and Front Plow, he awarded to Turf Care Products Canada Limited, Newmarket, Ontario, at their tendered price of $139,350., plus H.S.T. of $18,115.60, for a total of $157,465.50. BACKGROUND: One unit will replace 211600 and the two (2) additional units are for INS - Operations, as approved for replacement in the 2015 Annual Fleet Equipment Review. These units are used for cutting grass in the summer and plowing sidewalks in the winter. The current unit is thirteen (13) years old with an eleven (11) year lifecycle. REPORT: This Tender was advertised publicly on the City of Kitchener-website and the Internet through the - Ontario Public Buyers Electronic Tendering Information System. Documents were downloaded' by seven (7) interested parties, and by the closing date of Thursday October 9, 2014, one (1) tender had been received. Tenders were reviewed by M. Born, Manager of Fleet, who concurs with the above recommendation. The following tender was received: ' Bid Price Turf Care Products Canada Limited Newmarket ON 157,465.50 6. -35 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. The City of.Kitchener's purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services. FINANCIAL IMPLICATIONS: The net cost for this tender (A), is fair and reasonable for a purchase of this scope and the upset limit is within the budget allowance (B) provided within the budget. Funding for this equipment is included within the approved capital budget. The estimated surplus (D) will remain within the .Equipment Reserve Fund to fund future equipment purchases. Tender T14 -102 Supply three (3) Self - Propelled Zero Turn Mowers with Tracks for Plowing Estimated Cost for this Tender Tender T14 -102 costs including HST less: HST rebate on tender Net Cost Being Awarded Projected Costs for Additional Outfitting Total Estimated Cost for this Tender Budget for this Tender Replacement of unit 211600 plus two additional units fdr Operations Estimated Surplus/(Deficit) for this Tender (B - C) COMMUNITY ENGAGEMENT: $ 157,466.50 $ (15,662.94) $1.41,802.56 A $141,802.56 C $ 150,000.00 B $ 8,197.44 D INFORM - Potential vendors are informed of bid opportunities through the public posting of bid documents as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are informed of purchasing recommendations to Council through the public reports which are included with'the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan Chapman, Deputy CAQ & City Treasurer, Finance and Corporate Services 6. -36 ta.. ,Wort .. J?n andtara>' SrvYee �eprtiner.. :.: wwiv,kltchenetta REPORT TO: Jeff Wilimer, Chief Administrative Officer DATE OF MEETING: 2014 -11 -24 . , SUBMITTED BY: tarry Gordon, Director of Supply Services, 519 -741 -2200 ext. 7214 PREPARED BY: Ryan Scott, Buyer, 519- 741 -2200 ext. 7216 WARD(S) INVOLVED: NIA DATE OF REPORT: 2014 -11 -24 REPORT NO.: FCS -14 -194 SUBJECT: T14 -110 Two (2) Hitachi Appliances and Services RECOMMENDATION, That Tender T14 -110 Two (2) Hitachi Appliances and Services, -be awarded to Capgaminl Canada Inc, Toronto, Ontario, at their tendered -price of $268,500, plus `H.S.T. of $34,905, for a total of $30$,405. BACKGROUND: Council approved SAP Customer Relationship ,& Billing (SAP). 'as� the replacement for the existing Customer Information System (CIS) as part of the 2014 budget process. CIS is a critical application used at the City of Kitchener to manage and bill over a half billion dollars of revenue in property tax and utilities annually. An external assessment of CIS concluded that the existing application is approaching the end of its lifecycle and cannot be sustained. Councils final decision to replace the aging CIS system with SAP resulted from four years of detailed analysis and extensive discussions with Council, which included: • An external assessment of CIS leading to Council direction to pursue due diligence on the acquisition of SAP tax and utility solutions to replace CIS in 2010 • Further detailed research into SAP solutions and other alternatives from 2011 to. 2013 • Definition of business requirements and the fit with SAP through a "mini- blueprinting" process.in 2012, based on an Expression of Interest process awarded by Council • Findings and recommendations presented through three staff reports and a budget issue paper in 2012 and 2013 Hitachi servers and installation- services are key components, of the systems landscape that will support the SAP software environment. The- project budget represents the total estimated cost for the implementation project, including systems integration fees, project management and change management fees, software and hardware costs, staff secondments to the project team, contingency, HST, and other charges. f. -37 i� Y.I i REPORT: Tenders were advertised publicly on the dity of Kitchener website •and the Internet through -the Ontario Public Buyers Electronic. Tendering Information System...Docurnents were downloaded by -four (4) interested parties and by the closing date of Friday November 21, 2014, two (2) tenders had been received. S The following tenders were received: Bid Price Capgemini Canada Inc. Toronto ON $303;405.00 Hitachi Data Systems Toronto ON $338,984.71 The tender was reviewed by M. Bolger,. Manager of Business System_ s & . Database Administration and M. Daugherty, Database Administrator, ,who Concur with the above recommendation. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: aricial.Manage'm' ent. :..' Theme: Fin .. . .. ... . Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. ' The City. of Kitcheners. purchasing policies and practices ensure openness, fairness and transo.arency in the; procurement of goods and services:, 6. -38 4 IN FINANCIAL IMPLICATIONS: The net cost for this tender (A), is fair and reasonable. for a purchase of this scope and the upset limit is within the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital budgets. The estimated surplus (D) will remain within the SAP Implementation Project budget, and will be used to fund additanal hardware required and budgeted for this project. Tender T14 -110 Hardware for SAP Implementation Project The total budget for all phases of this project.is Estimated Cost for this Phase of Work Tender T14 -110 costs including HST less: HST rebate on tender Net Cost Being Awarded Costs Incurred to Date Total- Estimated Cost for this Phase of Work Budget for this Phase of Work Contribution from Revenue Gas Utility Sanitary Utility Stormwater Utility Water Utility Total Budget for this Phase of Work Estimated Surplus /(Deficit) for this Phase of Work (B - C) COMMUNITY ENGAGEMENT: $ 19,812,661.00 303,405.00 (30,179.39) 273,225 -61 A 273,225.61 C 63,501.62 240,388.99 49,894.13 49,894.13 49,894.13 453,583.00 B 180,357.39 D INFORM - Potential vendors are informed of bid opportunities through the public posing of bid documents as outlined in the City's Purchasing By -Law. Vendors; local media and the general public are informed of purchasing recommendations to Council through the public reports which are included with the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 6. -39