HomeMy WebLinkAboutFIN-2022-279 - Non-Standard Procurement - NSP22-046 Two (2) Dustless Regenerative Air Sweepers
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: May 30, 2022
SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214
PREPARED BY: Ian Fischer, Procurement Specialist, 519-741-2200 ext. 7416
WARD(S) INVOLVED: N/A
DATE OF REPORT: May 20, 2022
REPORT NO.: FIN-2022-279
SUBJECT: Non-Standard Procurement - NSP22-046 Two (2) Dustless
Regenerative Air Sweepers
RECOMMENDATION:
That The Equipment Specialist Inc., Hamilton, Ontario, be the sole source provider
for Two (2) Dustless Regenerative Air Sweepers, at their quoted price of $853,500.,
plus H.S.T of $110,955., for a total of $964,455.
REPORT HIGHLIGHTS:
The purpose of this report is to obtain approval to proceed with an award as per
Purchasing By-law 2017-106;
This report supports the delivery of core services and supports Environmental
Leadership.
BACKGROUND:
The City currently operates five (5) street sweepers to support various sweeping activities
on 1,840 curb lane km of roads city-wide (City and Regional roads). Sweeping activities
include ongoing road sweeping, cycling lane sweeping, leaf collection, special event
pre/post clean up and hazardous waste cleanup from accidents and spills, and fine dust.
This includes road sediments and dust that is created from brake pad linings, tire
compounds, asphaltic materials as well as fine particulate from engine exhaust.
Units 14627 and 14628 in INS Roads and Traffic have been approved for replacement
through the Annual Equipment Review. These units will be used for ongoing street and
th
laneway sweeping activities. The current units are both in their seventh (7) year of
operation with an anticipated life cycle of six (6) years.
The current units are not able to capture all particulates during sweeping operation;
especially extremely fine particles. Replacement of the two units allows an opportunity to
improve A high efficiency street
sweeper will allow for the reduction of pollutants on the roads within our city, reduce the
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generation of fine particulate dust during sweeping activities and minimize sediments
entering into the storm sewer system. The use of the sweeper proposed for purchase
(TYMCO Model DST-6)
leadership.
TYMCO Model DST-6 Dustless Regenerative Air Sweepers have been successfully sourced
and deployed in various municipalities including Hamilton, Milton, Oakville, Markham and
Waterloo.
REPORT:
A Standard Procurement (competitive public process) cannot not be conducted as the
design of Dustless Regenerative Air Sweeper is proprietary and can only be supplied by one
particular supplier and no alternative or substitute exists. In addition, there is only one
authorized distributor of this equipment for the Ontario market. This is a specialized piece
of equipment that has production availability and units could be delivered in Q4 of 2022.
The City will heed the following benefits at sourcing these units:
The TYMCO Model DST-6 is the only regenerative air sweeper currently on the market
filtering exhaust air at 0.3 Microns. The proposed unit has been independently certified
as the optimum product for maximum pickup and containment of particulate matter to
a 2.5 micron level;
Certification was completed by Environmental Technology Verification Canada, for air
quality and street sweeper performance;
The TYMCO Model DST-6 sweeper can sweep without using water which reduces
contamination and particulates/sediments from entering the storm water system;
conditions below zero degrees Celsius;
Increased efficiency due to sweeping of all materials in one pass, therefore reducing
the number of passes typically required by our existing mechanical sweepers;
Added suction hose which can be utilized for shoulder and boulevard leaf clean up in
compact locations where we currently use staff labour;
Reduction in maintenance costs as the TYMCO Model DST-6 has fewer wear parts
compared to our current mechanical sweepers which contain high-wear maintenance
prone elevator systems;
Broom replacement costs should also decrease as most of the sweeping uses an air
blast to lift material rather than mechanical abrasion; and
Reduction in daily maintenance costs and time as there are no daily grease points on
this type of sweeper.
As per clause 170.8.2 of the Purchasing By-law 2017--
Standard Procurement process is only permitted under the following circumstances:
c. where there is an absence of competition for technical reasons and the Goods,
Services, Construction, or Consulting Services can only be supplied by one
particular Supplier and no alternative or substitute exists;
As per clause 170.8.3 of the Purchasing By-law 2017-All non-standard
Procurement processes must be approved and conducted in accordance with this By-law
Requirement Procurement Procurement Approval
Value Process Authority
Excluding Taxes
Goods, Up to $99,999 Non-Competitive or Director of
Services, Construction, Limited Competition Supply Services
Consulting Services
Goods, Greater than Non-Competitive or Council
Services, Construction, $100,000 Limited Competition
Consulting Services
The quotation was reviewed by M. Lynch, Manager, Fleet Planning, S. Berry, Manager,
Maintenance Operations Roads and Traffic, D. Miller, Director, Fleet, and R. Lusk,
Director, Operations Roads and Traffic, who concur with the above recommendation.
STRATEGIC PLAN ALIGNMENT:
This report supports core service delivery and Environmental Leadership.
FINANCIAL IMPLICATIONS:
The net cost for this purchase (A), is fair and reasonable for a purchase of this scope, but
the upset limit is beyond the allowance provided within the budget (B). Funding for this
equipment is included within the approved capital budget. The estimated deficit (D) will be
funded from previous surpluses that have been closed out to the Equipment Reserve Fund.
NSP22-046 Two (2) Dustless Regenerative
Air Sweepers
Estimated Cost for this Purchase
Non Standard Procurement NSP22-046 costs including optional
equipment and HST $ 964,455.00
less: HST rebate on tender $ (95,933.40)
Net Cost Being Awarded $ 868,521.60 A
Projected Costs for Additional Outfitting -
Total Estimated Cost for this purchase $ 868,521.60 C
Budget for this Purchase
Replacement units 14627 & 14628 in Roads & Traffic $ 800,000.00 B
Estimated Surplus/(Deficit) for this Purchase (B - C) $ (68,521.60) D
to be funded from Equipment Reserve Fund
COMMUNITY ENGAGEMENT:
INFORM
the 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