City of Kingston Information Report to Council Report Number

Transcription

1 To: From: Resource Staff: Date of Meeting: May 15, 2018 Subject: City of Kingston Information Report to Council Report Number Mayor and Members of Council Desirée Kennedy, Chief Financial Officer and City Treasurer Steve Dickey, Director of Financial Services Ahmed Zayan, Manager of Purchasing Tender and Contract Awards Subject to the Established Criteria for Delegation of Authority for the Month of March 2018 Executive Summary: Section 3.5 of By-Law Number , a By-Law to Establish Purchasing Policies and Procedures, as amended, requires that an information report be provided to Council on a monthly basis detailing the circumstances of all procurements made by delegated authority. In addition, as directed by Council motion, contracts between $20,000 and $50,000 awarded by senior staff are also reported to Council on a monthly basis. Accordingly, this information report provides Council with details of purchases greater than $50,000 that meet the established criteria of delegated authority as well as purchase orders awarded between $20,000 and $50,000 by senior staff for the month of March Recommendation: This report is for information purposes only. Council Meeting 14 May 15,

2 Authorizing Signatures: Desirée Kennedy, Chief Financial Officer and City Treasurer Gerard Hunt, Chief Administrative Officer Consultation with the following Members of the Corporate Management Team: Lanie Hurdle, Commissioner, Community Services Jim Keech, President & CEO, Utilities Kingston Denis Leger, Commissioner, Corporate & Emergency Services Council Meeting 14 May 15,

3 Options/Discussion: Section 3.4 of By-Law Number , a By-Law to Establish Purchasing Policies and Procedures, as amended, provides for the delegation of authority to award contracts greater than $50,000 to the City s commissioners or designates, when all of the following conditions have been satisfied: there is sufficient approved budget; all procedures for the establishment of prices in By-Law Number , as amended, have been followed; the lowest Bid or Proposal is accepted or where the highest scoring proposal in an RFP subject to trade treaty obligations is accepted; and at least three valid responses have been received. All awards and contracts in excess of $50,000 not meeting these provisions are the subject of separate reports to Council for award purposes. Exhibit A to this report provides information on tenders, Requests for Proposals and contracts awarded in the month of March that met the established criteria of delegated authority under Section 3.4 of By-Law Number As directed by Council motion, Exhibit B provides information on purchase orders between $20,000 and $50,000 awarded by senior staff in the month of March. Section 3.1(iv) of By-Law Number identifies the annual budget as financial approval to proceed with a purchase. There is no authority to make purchases that are not within budget parameters. Council also receives budget variance reports on a quarterly basis including quarterly works-in-progress reports that provide an update on the status of capital works. March 2018 procurement activities that are not included in this report are as follows: value of the purchase, if less than $20,000; and awards closing in this time frame that were approved separately by Council at previous Council meetings. Existing Policy/By Law: By-law Number , A By-law to Establish Purchasing Policies and Procedures for the City of Kingston, as amended. Notice Provisions: There are no notice requirements under the Municipal Act, 2001 for this report. Council Meeting 14 May 15,

4 Accessibility Considerations: The Accessibility for Ontarians with Disabilities Act, 2005 is a consideration and forms part of the evaluation criteria of all Requests for Proposals administered by the City of Kingston. Financial Considerations: There are no financial implications to be considered in this report as all procurements noted have been included in previous budgets or budget amendments approved by Council. Contacts: Steve Dickey, Director, Financial Services, Extension 2370 Ahmed Zayan, Manager of Purchasing, Extension 2229 Other City of Kingston Staff Consulted: Applicable City Departments Exhibits Attached: Exhibit A: Tender and Request For Proposal Summary March 2018 Awards Exhibit B: Purchase Order Summary ($20,000 - $50,000) - March 2018 Council Meeting 14 May 15,

5 Tender and Request For Proposal Summary March 2018 Awards (in order of ranking) 1. Request for Proposal: F31-TIS-PW Closing Date: March 7, 2018 Grass Cutting and Lawn Maintenance Report Number Exhibit A Page 1 of 1 Supplier / Service Provider Price per occasion (Excluding Taxes) Sharpe Lawn & Garden Services $ 17, R. Stover Landscape Maintenance $ 15, Better Lawns Landscaping $ 54, The prices quoted are per occasion for lawn care for a prescribed list of locations. Total spend for the year is estimated at approximately $325,000 using a projected number of occasions. Council Meeting 14 May 15,

6 Purchase Order Summary ($20,000 - $50,000) March 2018 Purchase Order Date Description Successful Vendor Value (No Taxes) Group / Department March 2 Consulting services for landscape architectural services for Napier Street parkette improvements F.D. Fountain Inc. $30, Community Services March 6 Consulting services for support of research, strategy and planning activities relating to the Smart City initiative Campbell Patterson Advertising $25, Office of the CAO March 6 TixHub support, maintenance and IT services agreement - one year renewal TixHub Inc. $40, Community Services March 8 Complete community greenhouse gas emission inventories and identify GHG targets Sustainability Solutions Group Workers Cooperative $30, Community Services March 9 Project management/coordination support for airport expansion project WSP Canada Group Limited $45, Corporate & Emergency Services March 9 March 19 Velocity reader equipment and material installation 150hp Bitzer screw compressor replacement for the INVISTA Centre The Get Go Inc. $24, Transportation & Infrastructure Services Cimco Refrigeration $30, Community Services March 20 Consulting services for technical advice for the Planning Division in relation to the Council meeting held on January 17, 2018 Toderian UrbanWorks $45, Community Services Council Meeting 14 May 15,

7 Purchase Order Date Description Successful Vendor Value (No Taxes) Group / Department March 21 Audio visual solution for large conference room at Rideau Heights Community Centre Southeastern Telecommunication Services $37, Corporate & Emergency Services Text messaging services as part of the Customer Relationship Management (CRM) Project Tax assessment software service agreement renewal for one year Building automation system replacement at Rogers K-Rock Centre Twilio Inc. $20, Chief Financial Officer ilookabout Inc. $42, Chief Financial Officer HTS Engineering Ltd. $49, Community Services Digital orthophotography services for GIS Services to assess current conditions and assist with planning First Base Solutions Inc. $26, Chief Financial Officer March 27 March 28 Stump grinding, removal of tree stumps Creative design services for the Grand Theatre Presents 2017/18 season ETC Eco Tree Care Inc. $35, Transportation & Infrastructure Services 1dea Design + Media Inc. $33, Community Services March 28 Supply and installation of electric vehicle charger infrastructure in 6 locations RW Electric Ontario Inc. $28, Community Services March 29 Repair of seal coping stones at the lazy river at Tomlinson Water Park KB Homes Ltd. $21, Community Services Council Meeting 14 May 15,