HomeMy WebLinkAboutFCS-17-146 - Summary of 2017 Tenders, Appr'd by CAOI
Staff Report
tic t R Finance and CorporateServices Department wmkitchenerca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2017-08-28
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2017-07-17
REPORT NO.: FCS -17-146
SUBJECT: Summary of Tenders Approved by the Chief Administrative
Officer
RECOMMENDATION:
For information
BACKGROUND:
In accordance with Chapter 115, Corporate Leadership Team, section 115.5.5 "the
Chief Administrative Officer shall approve tenders each year during the months of June,
July and August, 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."
Administrative awards during the Council summer recess enable an efficient and timely
procurement process.
REPORT:
The following recommendations for award were within budget and approved during the
Council summer recess:
1. T17-100 Eight (8) 5,080 KG (11,200 LB.) G.V.W. Dual Rear Wheel Crew Cab
and Chassis
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
0j
2. T17-101 One (1) 80 kW (107 net peak power to ISO 9249) Standard All -Wheel
Drive, Rubber Tired Industrial Tractor with a Front End Loader and an
Extendable Backhoe
3. T17-096 Refurbish and Maintenance of Parking Pay and Display Equipment
4. E17-097 Fairmount Road (Sheldon Avenue to Montgomery Road) and Franklin
Street North (Weber Street to Trafalgar Avenue) Reconstruction
5. T17-107 Four (4) 7,935 kg (17,500 Ib.) G.V.W. Dual Rear Wheel Crew Cab and
Chassis
6. E17-095 Consultant Services -Centreville Neighbourhood
7. T17-080 Towing Services
8. T17-088 Kitchener Market Garage Traffic Topping Replacement
Appendix 1 provides copies of the awards made by the Chief Administrative Officer
during July and August 2017 for Council's information.
FINANCIAL IMPLICATIONS:
All recommendations awarded by the Chief Administrative Officer were within approved
budgets.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
6.-2
DATE OF MEETING: 2017-07'
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer 519-741-2200 ext. 7217
WARD(S) INVOLVED: Ward 2
DATE OF REPORT: 2017-07-20
REPORT NO.: FCS -17-138
SUBJECT: E17-095 Consultant Services - Centreville Neighbourhood
Roadway Reconstruction
RECOMMENDATION:
That Expression of Interest E17-095 Consultant Services - Centreville
Neighbourhood Roadway Reconstruction, be awarded to Associated Engineering
(Ont.) Ltd., Kitchener, Ontario, at their estimated fee of $683,712.89, including
contingencies of $62,155.72, plus H.S.T. of $88,882.68 for a total of $772,595.56,
based on a satisfactory contract being negotiated and an upset fee being
established.
P
BACKGROUND:
The Centreville Neighbourhood reconstruction project, consisting of Centreville Street,
Florence Avenue, Guerin Avenue, Huber Street, Jansen Avenue (Centreville Street to
Guerin Avenue), and Walker Street, has been initiated to address the infrastructure
issues that currently exist. The total length of all streets is approximately 1,600 metres.
The infrastructure has 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 including sidewalks and curbs.
This phase of the project is for consulting services to complete the preliminary design,
final design, tendering, contract administration and inspection. Construction is expected
to occur in 2019 and 2020.
*** This information is available in accessible formats upon request. *�
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
6.-3
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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 & Approvals Engineer, S. Shah, Design Engineer, B.
Garcia, Engineer Construction Project Manager and A. Buchholtz, Buyer.
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 eighteen
(18) interested parties and by the closing date of Monday June 26, 2017, eleven (11)
responses had been received.
The review committee met on Wednesday July 5, 2017, to review the submissions and
a shortlist of four (4) candidates* was selected for further interviews. The Committee
met on Tuesday July 18, 2017 and Wednesday July 19, 2017 to interview the shortlisted
candidates. The Committee recommends awarding the project to Associated
Engineering (Ont.) Ltd., 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 Houselin 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 Fees
• Effectiveness of work plan
A listing of the responding parties follows for your reference:
AECOM Canada Ltd.
Associated Engineering (Ont.) Ltd.
CIMA Canada Inc.
Cole Engineering Group Ltd.
GHD
IBI Group Professional Services (Canada) Inc.
J. L. Richards & Associated Limited
Meritech Engineering
MTE Consultants Inc.
Parsons
WSP Canada Group Limited
*Shortlisted candidates
Markham ON
Kitchener ON*
Mississauga ON
Markham ON
Waterloo ON*
Waterloo ON*
Guelph ON
Cambridge ON
Kitchener ON*
Kitchener ON
Markham ON
6.-4
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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:
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 (D) will remain in the account and be used towards the construction
phase of the project.
Expression of Interest E17-095
Centreville Neighbourhood Reconstruction
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Expression of Interest E17-095 costs, including HST
less: HST rebate on Expression of Interest
Net Cost Being Awarded
Costs to date
Projected Costs: Staff Time - Engineering
Projected Costs: Staff Time - Operations
Projected Costs: Staff Time - Kitchener Utilities
Projected Costs: Staff Time - Transportation Planning
Projected Costs: Detouring
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
AIRP - Sanitary Utility
AIRP - Storm Water Utility
AIBP - Water Utility
Total Budget for this Phase of Work
Estimated Surplus/(Deficit) for this Phase of Work (B - C)
5,458,181.00
772,595.56
(76, 849.29)
695,746.27 A
22,020.51
110,856-00
9,738.00
7,727.00
13,966.00
3,300.00
$863,353.78 C
405, 945.00
202, 973.00
273,573.00
$882,491.00 B
19,137.22 D
6.-5
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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
6.-6
DATE OF MEETING: 2017-07 ,_ ,? 8'
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer 519-741-2200 ext. 7217
WARD(S) INVOLVED: Ward 2 & 10
DATE OF REPORT: 2017-07-18
REPORT NO.: FCS -17-135
SUBJECT: E17-097 Consultant Services - Fairmount Road (Sheldon
Avenue to Montgomery Road) and Franklin Street North
(Weber Street to Trafalgar Avenue) Reconstruction
RECOMMENDATION:
That Expression of Interest E17-097 Consultant Services - Fairmount Road
(Sheldon Avenue to Montgomery Road) and Franklin Street North (Weber Street
to Trafalgar Avenue) Reconstruction, be awarded to Associated Engineering
(Ont.) Ltd., Kitchener, Ontario, at their estimated fee of $462,533.50, including
contingencies of $42,048.50 plus H.S.T. of $60,129.36, for a total of $522,662.86,
based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
The infrastructure for the above noted streets has reached the end of its useful life and
requires full replacement.
Fairmount Road between Sheldon Avenue and Montgomery Road is approximately 425
metres long. The roadway is approximately 9 metres wide and has two lanes with no
concrete curb and gutter. Fairmount Road has mostly residential properties with existing
sidewalk on both sides from Montgomery Road to Jackson Avenue; and does not
currently have sidewalk between Jackson Avenue and Sheldon Avenue North.
Franklin Street North between Weber Street East and Trafalgar Avenue is
approximately 590 metres long. The roadway is approximately 9 metres wide and has
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
6.-7
C;
two lanes with partial curb and gutter. Franklin Street has mostly residential properties
and some commercial properties with existing sidewalk on both sides.
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 including sidewalks and curbs.
This phase of the project is for consulting services to complete the preliminary design,
final design, tendering, contract administration and inspection. Construction is expected
to occur in 2019.
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, L. Costa, Design & Construction Project
Manager, Y. Bhattachan, Design & Construction Project Manager and A. Buchholtz,
Buyer.
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 fourteen
(14) interested parties and by the closing date of Monday June 19, 2017, eight (8)
responses had been received.
The review committee met on Wednesday June 28, 2017, to review the submissions
and a shortlist of three (3) candidates' was selected for further interviews. The
Committee met on Monday July 10, 2017 to interview the shortlisted candidates. The
Committee recommends awarding the project to Associated Engineering (Ont.)' Ltd.,
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 Fees
• Effectiveness of work plan
A listing of the responding parties follows for your reference:
6.-8
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AECOM Canada Ltd.
Associated Engineering
CIMA Canada Inc.
Meritech Engineering
Morrison Hershfield Limited
MTE Consultants Inc.
Parsons Corporation
WSP Canada Group Limited
*Shortlisted candidates
Markham ON
Kitchener ON*
Mississauga ON*
Cambridge ON
Toronto ON
Kitchener ON*
Kitchener ON
Markham ON
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:
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 account and will be used towards the
construction phase of the project.
6.-9
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Expression of Interest E17-097
Fairmount Road and Franklin Street N. Reconstruction
The total budget for all phases of this project is
$4,300,622.00
Estimated Cost for this Phase of Work
Expression of Interest E17-097 costs, including HST
522,662.86
less: HST rebate on Expression of Interest
(51,988.74)
Net Cost Being Awarded
470,674.12
A
Costs Incurred to Date
13,450.96
Projected Costs: Staff Time/Material Testing
109,268.00
Total Estimated Cost for this Phase of Work
$593,393.08
C
Budget for this Phase of Work
AIRP - Sanitary Utility
319,910.00
AIRP - Stormwater Utility
159,955.00
AIRP -Water Utility
215,592.00
$695,457.00
B
Estimated Surplus/(Deficit) for this Phase of Work (B - C)
102,063.92
D
Estimated Surplus/(Deficit) from previous phases
-
Total Estimated Surplus/(Deficit)
$102,063.92
E
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
6.-10
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer, 519-741-2200 ext. 7217
WARD(S) INVOLVED: NIA
DATE OF REPORT: 2017-07-19
REPORT NO.: FCS -17-137
SUBJECT: T17-080 Towing Services
RECOMMENDATION:
That Tender T17-080 Towing Services, be awarded to Becker Bros. Trucking Inc.,
Kitchener, Ontario, at their tendered price of $118,990., plus H.S.T. of $15,468.70,
for a total of $134,458.70, with an option to renew for two (2) additional twelve (12)
month terms.
BACKGROUND:
This contract is to provide towing and related services, as requested, by the fleet
department and bylaw enforcement division. The bylaw enforcement division initiates
tag and tow services during snow events and towing of vehicles that are illegally parked.
When a vehicle is towed to an impound lot, the cost is paid by the owner of the vehicle.
The fleet department initiates towing of City owned equipment to and from the Kitchener
Operations Facility when repairs are required and for transporting City owned
equipment to various job sites. When relocation tows are required, the City bears the
cost. This includes the towing of heavy equipment, which requires specialized trucks
which limits the number of vendors able to provide this service.
The contract is based on fixed unit prices for a representative sampling of towing
services used over the last year.
The average annual spend over the past three (3) years was $103,303.16. The actual
spend will depend on the level of activity throughout the term of the contract.
REPORT:
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
6. - 11
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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 one (1) interested party and by the closing date of Thursday July
13, 2017, 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:
Becker Bros. Trucking lnc. Kitchener ON
Bid Price
$134,458.70`
The unit pricing by service requirement for towing services has increased 35% from the
2014 tendered pricing due to increases in fuel and labour rates.
Under the City's requirements, the contractor is to hold 8 to 10 vehicles on standby at all
times to meet service demand which limits the number of towing companies capable of
providing the service. This is to respond effectively to City requirement during snow
events. In the previous 2014 contract for towing services, one submission was received
for this bid opportunity.
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 for this tender will be provided from the Fleet operating budget.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in
advance of the council 1 committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
6.-12
REPORT TO:
.StaffReport
Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2017-08-dq
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Laurie Stecho, Supervisor of Purchasing
519-741-2200 ext. 7089
WARD INVOLVED: Ward 10
DATE OF REPORT: 2017-07-31
REPORT NO.: FCS -17-142
SUBJECT: T17-088 Kitchener Market Garage Traffic Topping
Replacement
RECOMMENDATION:
That Tender T17-088 Kitchener Market Garage Traffic Topping Replacement, be
awarded to Mass Contracting Ltd., Brampton, Ontario, at their corrected tendered
price.of $317,562., including contingencies of $10,000., plus H.S.T. of $41,283.06,
for a total of $358,845.06.
BACKGROUND:���
The Farmers Market parking garage was constructed and opened in 2004. At the time
of construction, a waterproofing membrane was installed on the outdoor section of the
market level. Abrasive and mechanical damage has occurred through market vendor
and garbage removal activities over the years.
In 2009 and 2013, WSP Canada Inc. conducted a structural monitoring program to
determine the amount of salt penetration into the concrete slab as well as to outline
short term and long term repairs to the membrane. Since 2013, localized minor repairs
were made to maintain and repair the traffic topping and to address the worst areas of
deterioration.
This contract is to implement the long term repairs including the complete removal of
the existing membrane; repairs to address concrete delaminations, waterproofing
deterioration, urethane sealant injection crack repairs, replacement of damaged and/or
heavily deteriorated floor drain covers and drain piping; and, installation of a new and
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
6.-13
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more durable membrane. The product that has been specified contains a much harder
surface that is intended to stand-up to the rigors of the Market Vendors.
These repairs are required to maintain the waterproofing systems that are designed to
protect the structural systems and integrity of the parking structure.
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 (20) interested parties and by the closing date
of Thursday July 27, 2017, ten (10) tenders had been received.
The tenders were reviewed by D. Vella, WSP Canada Inc., the City's Consultant for the
project and G. Egerdeen, Interim Manager of Facilities Management, who concur with
the above recommendation.
The following tenders were received:
Bid Price
Mass Contracting Ltd.
Brampton ON
$358,854.10
Macdero Construction
(Ontario) Ltd.
Etobicoke ON
$361,306.00
SST Group of Construction
Companies Ltd.
Toronto ON
$432,366.25
Brook Restoration Ltd.
Toronto ON
$542,626.00
Delbridge Contracting Limited
Mississauga ON
$598,466.08
Birchcliff Construction Ltd
Toronto ON
$621,048.00
Weathertech Restoration
Services Inc.
Dorchester ON
$697,673.30
Structural Contracting Ltd.
Gormley ON
$752,241.00
Associated Building
Restoration Ltd.
Toronto ON
$932,498.60
Triumph Rating & Sheet
Metal Inc.
Toronto ON
$1,213.279.78
Corrected
Bid Price
$358,845.06-
$361,360.20
358,845.06*$361,360.20
Tenders were checked for mathematical accuracy and corrected accordingly.
The tendered pricing is lower than the original project budget due to having this work
completed in one eight week period versus a three year phased approach.
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.
6.-14
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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 be closed
out for reallocation during the 2018 budget process.
Financial Summary for Tender T17-088
Kitchener Market Garage Traffic Topping Replacement
Estimated Cost
Tender T17-088 costs, including HST
368,845.06
less: HST rebate on tender
(35,693.97)
Net Cost Being Awarded
323,161.09 A
Consulting cost 5%
24,942.25
Projected Costs (moving/storage costs)
10,000.00
Estimated Cost
$358,093.34 C
Budget for this work:
Capital from Current - Market Membrane replacement
600,000.00
Total Budget:
$600,000.00 B
Estimated Surplus/(Deficit) (B - C)
241,906.66 D
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in
advance of the council 1 committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
6.-15
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2017-07- 2y -
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Steve Rudak, Buyer 519-741-2200 ext. 7213
WARD(S) INVOLVED: Ward 9 and 10
DATE OF REPORT: 2017-07-10
REPORT NO.: FCS -17-030
SUBJECT: T17-096 Refurbish and Maintenance of Parking Pay &
Display Equipment
RECOMMENDATION:
That Tender T17-096 Refurbish and Maintenance of Parking Pay & Display
Equipment be awarded to Precise ParkLink Inc., Toronto, Ontario, at their
tendered price for refurbished equipment of $53,865., plus H.S.T. of $7,002.45, for
a total of $60,867.45; and,
That Tender T17-096 Refurbish and Maintenance of Parking Pay & Display
Equipment be awarded to Precise ParkLink Inc., Toronto, Ontario, at their
tendered price for data services and maintenance of $26,676., plus H.S.T. of
$3,467.88, for a total of $30,143.88, for a one (1) year term, with an option to renew
for nine (9) additional, twelve (12) month terms.
BACKGROUND: �
Parking Operations has nineteen (19) pay & display machines located at various City
surface parking lots for the purpose of collecting payments. This equipment was
purchased over a six (6) year period between 2001 and 2007, outfitting all parking lots
with the same equipment. This equipment also has a requirement for data services to
communicate data from the equipment.
The current vendor will not be maintaining the existing data technology beyond 2017,
therefore, the equipment needs to be replaced to accept the new technology
deployment slated for 2018. Due to the prohibitive cost of purchasing new equipment,
staff identified that the existing equipment can be replaced with refurbished equipment
"'This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
6.-16
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at a fraction of the cost while maintaining a robust pay & display system. This tender
was for the purchase of nineteen (19) refurbished units as well as the provision of data
services and maintenance fees for a ten (10) year period.
The average annual spend over the past three (3) years on data services and
maintenance fees was $24,417., before taxes.
The actual spend will depend on the level of maintenance required throughout the term
of the contract.
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 one (1) interested party and by the closing date of Thursday June
15, 2017, one (1) tender had been received.
The following tender was received:
Bid Price
Precise ParkLink Inc. Toronto ON $91,011.33
The price for data service and maintenance has increased 1.8% from the 2016 contract.
The tender was reviewed by T. Konstantinidis and S. Rudak, 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:
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. The estimated capital
surplus (D) will remain in the account to fund future parking equipment requirements.
Financial Summary for Tender T17-096
Refurbish & Maintenance of Parking Pay & Display
Equipment
Estimated Cost
Tender T17-096 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Projected Costs
Estimated Cost
2018 2018
Capital Operating Total
60,867.45 30,143.88 91,011.33
(7,002.45) (3,467.88) (10,470.33)
53,865.00 26,676.00 80,541.00 A
$53,865.00 26,676.00 80,541.00 C
6.-17
Budget for this work:
Capital Costs
Operating Costs
Total Budget:
Estimated Deficit (B - C)
COMMUNITY ENGAGEMENT:
55,000.00 55,000.00
26,676.00 26,676.00
$55,000.00 $26,676.00 $81,676.00 B
1,135.00 - 1,135.00 D
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
6.-18
19
1
Staff Repor.t
MER, Finance and Corporate Services Department nvlritchener ca
REPORT TO: Jeff Willmer, Chief Admin.istrative Officer
DATE OF MEETING: TBD
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer, 519-741-2200 ext. 7217
WARD(S) INVOLVED: NIA
DATE OF REPORT: 2017-06-27
REPORT NO.: FCS -17-134
SUBJECT: T17-100 Eight (8) 5,080 kg (11,200 Ib.) G.V.W. Dual Rear
Wheel Crew Cab and Chassis
RECOMMENDATION:
That Tender T17-100 Eight (8) 5,080 kg (11,200 Ib.) G.V.W. Dual Rear Wheel Crew
Cab and Chassis, be awarded to Parkway Ford Sales 1996 Ltd., Waterloo, Ontario,
at their tendered price of $255,544., plus H.S.T. of $33,220.72, for a total of
$288,764.72,
BACKGROUND:
��� �.r � ��c•'�. •l�ry .� ;' Wim• � 7
These units will replace five (5) crew cab dump body trucks (units 427, 420, 418, 417,
and 431) and provide three additional units in INS -- Environmental Services and INS -
Roads & Traffic, as approved for replacement in the 2017 Annual Fleet Equipment
Review. These units will be used for lawn and turf maintenance, side walk salting, road
repair and parks operations. The current units are ten (10) years old with an eight (8)
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 eight (8) interested parties and by the closing date of Thursday
June 22, 2017, five (5) tenders had been received.
Tenders were reviewed by M. Born, Manager of Fleet, who concurs with the above
recommendation.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
6.-19
W
The following tenders were received:
Bid Price
Parkway Ford Sales 1996 Ltd. Waterloo ON $288,765.00
Ridgehill Ford Sales [1980] Ltd. Cambridge ON $289,280.00
Reliable Motors (1992) Ltd. Fergus ON $291,051.84
Blue Mountain Chrysler Ltd. Collingwood ON $336,853.27
Georgian Chevrolet Buick
GMC Inc. Barrie ON $343,520.00
Corrected
Bid Price
$288,764.72*
Tenders were checked for mathematical accuracy and corrected accordingly.
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:
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 T17-100
Supply and Deliver Eight (8) G.V.W. Dual Rear Wheel Crew Cab and Chassis
Estimated Cost for this Tender
Tender T17-100 costs including optional equipment and HST 288,764.72
less: HST rebate on tender (28,723.15)
Net Cost Being Awarded 260,041.57 A
Projected Costs for Additional Outfitting (Includes Dump Body,
Two-way Radio, Cabinets, PDI and Decals) 184,000.00
Total Estimated Cost for this Tender $444,041.57 C
Budget for this Tender
Replacement of units 417, 418, 420, 427 & 431 in
Operations - Environmental Services, and three (3)
additional units in Operations - Roads & Traffic $452,000.00 B
Estimated Surplus/(Deficit) for this Tender (B - C) 7,958.43 D
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in
advance of the council 1 committee meeting.
6.-20
21
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
6.-21
22
1
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R : Finante and Corporate Services Department www.rritchener.ca
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: TBD
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer, 519-741-2200 ext. 7217
WARD(S) INVOLVED: NIA
DATE OF REPORT: 2017-06-23
REPORT NO.: FCS -17-133
SUBJECT: T17-101 One (1) 80 kW (107 net peak power to ISO 9249)
Standard All -Wheel Drive, Rubber Tired Industrial Tractor
with a Front End Loader and an Extendable Backhoe
RECOMMENDATION:
That Tender T17-101 One (1) 80 kW (107 net peak power to ISO 9249) Standard
All -Wheel Drive, Rubber Tired Industrial Tractor with a Front End Loader and an
Extendable Backhoe, be awarded to Strongco Limited Partnership, Kitchener,
Ontario, at their tendered price of $150,600., plus H.S.T. of $19,578., for a total of
$170,178.
BACKGROUND:
This unit will replace a backhoe in INS — Roads & Traffic, as approved for replacement
in the 2017 Annual Fleet Equipment Review. This unit will be used for roads for
concrete, asphalt repairs and buried services repairs. The current unit is twelve (12)
years old with a ten (10) 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 five (5) interested parties and by the closing date of Thursday
June 22, 2017, five (5) tenders had been received.
Tenders were reviewed by M. Born, Manager of Fleet, who concurs with the above
recommendation.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
6.-22
W,
The following tenders were received:
Strongco Limited Partnership
Kitchener ON
Advance Construction Equipment
Waterloo ON
Nortrax Canada Incorporated
Cambridge ON
Delta Power Equipment
Mitchell ON
Toromont Cat Cambridge
Cambridge ON
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Bid Price
$170,178.00*
$175,037.00
$175,613.30
$180,223.70
$184,715.45
The recommendation of this report supports the achievement of the city's strategic
vision through the delivery of core service.
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 T17-101
Supply and Install One (1) 80 kW (107 net peak power to ISO 9249) Standard All -
Wheel Drive, Rubber Tired Industrial Tractor with a Front End Loader and an
Extendable Backhoe
Estimated Cost for this Tender
Tender T17-101 costs including optional equipment and 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 602 in Operations - Roads & Traffic
Estimated Surplus/(Deficit) for this Tender (B - C)
COMMUNITY ENGAGEMENT:
170,178.00
;16,927.44)
153,250.56 A
8.000.00
$161,250.56 C
$194,000.00 B
32,749.44 D
INFORM — This report has been posted to the City's website with the agenda in
advance of the council I committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
6.-23
�V
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
6.-24
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2017-07—PP
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer, 519-741-2200 ext. 7217
WARD(S) INVOLVED: NIA
DATE OF REPORT: 2017-07-18
REPORT NO.: FCS -17-139
SUBJECT: T17-107 Four (4) 7,935 kg (17,500 Ib.) G.V.W. Dual Rear
Wheel Crew Cab and Chassis
RECOMMENDATION:
That Tender T17-107 Four (4) 7,935 kg (17,500 Ib.) G.V.W. Dual Rear Wheel Crew
Cab and Chassis, be awarded to Reliable Motors (1992) Limited, Fergus, Ontario,
at their tendered price of $149,668., plus H.S.T. of $19,443.84, for a total. of
$169,011.84.
BACKGROUND: X'6f
These units will replace four (4) crew cab dump body trucks (units 430, 504, 408 and
432) in INS — Environmental Services, INS - Roads and Traffic and INS - Utilities, as
approved for replacement in the 2017 Annual Fleet Equipment Review. These units
will be used for road, sidewalk maintenance, side walk salting, road repair, utilities
service work and parks operations. The current units are ten (10) years old with an
eight (8) 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 four (4) interested parties and by the closing date of Thursday July
13, 2017, three (3) tenders had been received.
Tenders were reviewed by M. Born, Manager of Fleet, who concurs with the above
recommendation.
*** This information is available in accessible formats upon request.
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
6.-25
The following tenders were received:
Corrected
Bid Price Bid Price
Reliable Motors (1992) Limited Fergus ON $169,011.84*
Parkway Ford Sales 1996 Ltd. Waterloo ON $169,749.00. $169,748.60
Blue Mountain Chrysler Ltd. Collingwood ON $208,949.88
Tenders were checked for mathematical accuracy and corrected accordingly.
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:
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 T17-107
Supply and Deliver Four (4) 7,935 kg (17,500 Ib.) G.V.W. Dual Rear Wheel Crew
Cab and Chassis
Estimated Cost for this Tender
Tender T17-107 costs including optional equipment and HST 169,011.84
less: HST rebate on tender (17,469.54)
Net Cost Being Awarded 151,542.30 A
Projected Costs for Additional Outfitting (Includes Dump Body,
Two-way Radio, Cabinets, PDI and Decals) 128,000.00
Total Estimated Cost for this Tender $279,542.30 C
Budget for this Tender
Replacement of unit 408 in Utilities, unit 430 in Operations -
Roads & Traffic, and units 432 & 504 in Operations -
Environmental Services $295,000.00 B
Estimated Surplus/(Deficit) for this Tender (B - C) 15,457.70 D
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in
advance of the council 1 committee meeting.
6.-26
27
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy .CAO & City Treasurer, Finance and
Corporate Services
6.-27