HomeMy WebLinkAboutFIN-2021-46 - Q21-077 Decorative Outdoor Lighting Supply Partner
REPORT TO: Committee of the Whole
DATE OF MEETING: 2021-09-20
SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214
PREPARED BY: Steve Rudak, Procurement Specialist, 519-741-2200 ext. 7037
WARD(S) INVOLVED: All
DATE OF REPORT: 2021-09-08
REPORT NO.: FIN-2021-46
SUBJECT: Q21-077 Decorative Outdoor Lighting Supply Partner
RECOMMENDATION:
That Quotation Q21-077 Decorative Outdoor Lighting Supply Partner, be awarded to
Gerrie Electric Wholesale Ltd., Burlington, Ontario, at their quoted price of $2,285,608.00,
plus H.S.T. of $297,129.04, for a total of $2,582,737.04, provided a satisfactory contract is
executed.
REPORT HIGHLIGHTS:
The purpose of this report is to obtain approval to proceed with an award as per Purchasing
By-law 2017-106;
There were four (4) quotations received for this procurement;
This report supports Environmental Leadership
BACKGROUND:
The intent of this contract is to complete the standardization of outdoor
street lighting program and to partner with a lighting supply vendor, for the continued supply and
coordination of the LED luminaires and related adaptive lighting control equipment, including
complementary poles and accessories selected for standardization.
This contract is based on fixed unit prices for the immediate installation, and continued supply
of materials including ongoing technical support and coordination with Kitchener-Wilmot Hydro,
and other installation contractors as required. The actual spend will depend on the level of
activity throughout the term of the contract.
The term of the contract is to be for a period of five (5) years, with an option to renew for one (1)
additional, five (5) year term, subject to mutual agreement.
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REPORT:
Quotations were advertised publicly on the City of Kitchener website. Documents were
downloaded by fourteen (14) interested parties and by the closing date of Friday July 30, 2021,
four (4) quotations had been received.
A listing of the respondents follows for your reference:
Acuity Brands Lighting Thornhill, ON
Gerrie Electric Wholesale Ltd Burlington, ON
Salex Scarborough, ON
StressCrete Ltd Burlington, ON
The respondents submissions were reviewed and rated by the selection committee A.
McCrimmon-Jones, Manager Transportation Planning, L. Slijepcevic, Traffic Project
Coordinator, F. Hosseini, Transportation Planning Project Manager, E. Reinink, and R.
Chamberlain, Stantec, and S. Rudak, Procurement Specialist, who concur with the above
recommendation.
The committee recommends awarding this contract to the highest rated respondent with the
lowest price, Gerrie Electric Wholesale Ltd, Burlington, Ontario.
The selection committee rated the submissions on the following criteria:
Company, Management, Experience and Qualifications;
Customer Service, Value and Energy Use Analysis;
Mechanical / Electrical / Photometric Performance;
Ornamental Fixture / Housing Quality;
Warranty; and
Price
STRATEGIC PLAN ALIGNMENT:
This report supports Environmental Leadership.
FINANCIAL IMPLICATIONS
The net cost for this quotation (A), is fair and reasonable for a project of this scope and the
upset limit is below the funding available (B) for this component of the project. Funding for
this project is included within the approved capital budget. The estimated surplus (E) will
remain in the account to fund the future installation and other ancillary costs.
Q21-077 Decorative Outdoor Lighting Supply
Partner
Estimated Cost for this Component
Quotation Q21-077 costs, including HST 2,582,737.04
less: HST rebate (256,902.22)
Net Cost Being Awarded 2,325,834.82 A
Costs incurred to date -
Projected Costs: Staff Time/Permitting/Signage -
Total Estimated Cost for this Phase of Work 2,325,834.82 C
Budget for this Phase of Work
Budget for this component of the work 3,240,000.00
Total Budget for this Phase of Work 3,240,000.00 B
Total Estimated Surplus/(Deficit) 914,165.18 E
COMMUNITY ENGAGEMENT:
INFORM This report has been
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department