HomeMy WebLinkAboutFCS-16-135 - T16-074 Arena Refrigeration Preventive Maintenance Repair Services
REPORT TO: Committee of the Whole
DATE OF MEETING: 2016-08-29
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Ryan Scott, Buyer, 519-741-2200 ext. 7216
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2016-08-12
REPORT NO.: FCS-16-135
SUBJECT: T16-074 Arena Refrigeration: Preventive Maintenance &
Repair Services
___________________________________________________________________________
RECOMMENDATION:
That Tender T16-074 Arena Refrigeration: Preventive Maintenance & Repair
Services, be awarded to Cimco Refrigeration, London, Ontario, at their tendered
price of $3,425.40, plus H.S.T. of $445.30, for a total of $3,870.70 for a twenty (20)
month term, with an option to renew for two (2) additional twelve (12) month
terms.
BACKGROUND:
Arena refrigeration is an ongoing maintenance, repair and operational requirement. The
tendered price is for preventative maintenance only which consists of start-up,
midseason, and shut down services, as well as, annual and monthly oil monitoring
services. Staff, does not have the necessary knowledge, licenses and/or certification
for servicing ice refrigeration equipment.
To better align the contract with business operations, the first term of the contract has
been extended to twenty (20) months. This will allow the contract to expire at the end of
the season, as opposed to the current timing which has the contract expiring one month
into ice season.
The average annual spend over the past three (3) years was $115,094.30, before taxes.
This spend includes all maintenance activities (preventative maintenance, service
repairs, etc.). The tendered price was only for the preventative maintenance portion.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
1. vii. - 1
The actual spend will depend on the level of repair services required throughout the
term of the contract in order to keep the equipment operational throughout the season.
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 thirteen (13) interested parties and by the closing date of Thursday
August 11, 2016, two (2) tenders had been received.
The following tenders were received:
Bid Price
Cimco Refrigeration London ON $ 3,870.70 *
Black & McDonald Limited Stoney Creek ON $ 7,785.52
The price for all maintenance activities (preventative maintenance, service repairs, etc.)
has decreased 2% from the 2016 contract.
The tender was reviewed by J. Coulter, Supervisor, Event Operations (Aud), R. Baulk,
Supervisor of Community Arenas and R. Scott, Buyer, who concur with the above
recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic
vision through the delivery of core service.
FINANCIAL IMPLICATIONS:
Funding will be provided from various operating accounts.
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
1. vii. - 2