INFORMATION REPORT TO COUNCIL

Transcription

1 CITY OF KINGSTON INFORMATION REPORT TO COUNCIL TO: FROM: RESOURCE STAFF: Mayor and Members of Council Desirée Kennedy, City Treasurer Janis Morrison, Purchasing Coordinator DATE OF MEETING: April 23, 2013 SUBJECT: Tender and Contract Awards Subject to the Established Criteria for Delegation of Authority for the Month of February 2013 EXECUTIVE SUMMARY: This information report is to: 1. Advise Council of tenders/rfps approved and contracts awarded greater than $50,000 that meet the established criteria of delegated authority for the month of February Report additional information on contracts awarded by senior staff between the $20,000 and $50,000 level for the month of February RECOMMENDATION: This report is for information purposes only. Council Meeting 12 April 23,

2 INFORMATION REPORT TO COUNCIL. April 23, Page 2 - AUTHORIZING SIGNATURES: Desirée Kennedy, City Treasurer Gerard Hunt, Chief Administrative Officer CONSULTATION WITH THE FOLLOWING COMMISSIONERS: Cynthia Beach, Sustainability & Growth Lanie Hurdle, Community Services Denis Leger, Transportation, Properties & Emergency Services Jim Keech, President and CEO,Utilities Kingston (N/R indicates consultation not required) Council Meeting 12 April 23,

3 INFORMATION REPORT TO COUNCIL. April 23, Page 3 - OPTIONS/DISCUSSION: In accordance with the reporting requirements of the purchasing by-law, Exhibit A to this report provides information on tenders/rfps approved and contracts awarded greater than $50,000 that meet the established criteria of delegated authority for the month of February Under Section 3.4 of the purchasing by-law, Council has approved the delegation of authority to approve tender and award contracts greater than $50,000 to the city commissioners or designate, when all of the following conditions have been satisfied: there is sufficient approved budget; all procedures for the establishment of prices in by-law as amended, have been followed; the lowest tender is accepted; at least three tenders have been received. The purchasing by-law requires that all awards and contracts in excess of $50,000 not meeting these provisions are the subject of separate reports to Council for award purposes. As directed by Council motion, Exhibit B provides additional information on contracts awarded by senior staff between the $20,000 and $50,000 level for the same period. Section 3.1(iv) of the purchasing by-law 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. In addition, Council receives budget variance reports on a quarterly basis including quarterly budget works-in-progress reports that provide an update on the status of capital works. February 2013 procurement activities that are not included in this report are as follows: value of the purchase, if less than $20,000; tenders closing in this time frame that were approved separately by Council at previous Council meetings. EXISTING POLICY/BY LAW: By-law 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. 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. This report may be available in alternative formats upon request. Council Meeting 12 April 23,

4 INFORMATION REPORT TO COUNCIL. April 23, Page 4 - FINANCIAL CONSIDERATIONS: There are no financial implications to be considered in this report. CONTACTS: Stephen Dickey, Deputy Treasurer, Financial Services Ext Janis Morrison, Purchasing Coordinator, Financial Services Ext OTHER CITY OF KINGSTON STAFF CONSULTED: David Johnston, Chief Information Officer Damon Wells, Director, Public Works Services Cherie Mills, Manager, Policy Planning Sheldon Laidman, Director, Housing Robert Steele, Manager, Fleet Peter Huigenbos, Acting Director, Real Estate and Construction EXHIBITS ATTACHED: Exhibit A: Tender / RFP Summary February 2013 Exhibit B: Signed Contract Summary ($20,000 - $50,000) February 2013 Council Meeting 12 April 23,

5 Exhibit A Tender/ RFP Summary for February Awards (in order of ranking) Enterprise Managed Print Services Closing Date: September 12, 2012 RFP No. F31-CAT-IST year Cost 4 Office Automation $ 799, Pitney Bowes $ 1,094, Hewlett Packard $ 1,205, Supply of Blue and Grey Recycling Boxes Closing Date: February 6, 2013 RFP No. F31-PWS-SW Peninsula Plastics Limited $ 44, Orbis Canada Limited $ 48, Gracious Living Corporation $ 51, Pavement Markings Closing Date: February 6, 2013 Tender No. EN Metro Pavement Markings Limited $ 470, O Brien Road Marking Limited $ 492, Almon Equipment Limited $ 570, Council Meeting 12 April 23,

6 Exhibit A Tire Service Closing Date: February 6, 2013 RFP No. F31-TPES-TS-FL Service Call Rate/Vehicle (Daily/Evening/Weekly) Kal Tire $ 2, Black Dog Tire $ 3, Van Zuylen Tire and Alignment $ 2, Good Year/Bensen $ 4, Centennial & Princess Intersection Improvements Closing Date: February 6, 2013 Contract No. Eng Coco Paving Incorporated $ 823, AWD Contractors $ 873, Dig N Dirt Construction $ 918, Len Corcoran Excavating Limited $ 931, K. Mulrooney Trucking $ 1,106, Cruickshank Construction $ 1,198, Council Meeting 12 April 23,

7 Supply of Transportation & Processing Services for the City of Kingston Municipal Hazardous and Special Waste Facility Closing Date: February 13, 2013 RFP No. F31-PWS- SW Drain-All Limited $ 82, Photech Environmental Solutions Incorporated $ 93, Brendar Environmental Incorporated $ 126, Veolia Environmental Services $ 163, Exhibit A Renovations for Community & Family Services 362 Montreal Street, Kingston, Ontario RFP No. F31-TPES- Closing Date: February 27, 2013 RCS Cupido Construction Limited $ 1,360, Frecon General Contractors $ 1,497, Emmons & Mitchell Construction Limited $ 1,474, TA Andre & Sons (Ontario) Limited $ 1,644, Anglin Group Limited $ 1,503, Wemp & Smith Construction Limited $ 1,650, Council Meeting 12 April 23,

8 Exhibit B Signed Contract Summary ($20,000-$50,000) - February 2013 Purchase Order Date Project Successful Vendor Value (No Taxes) Group / Department February 1 Population, Housing and Employment Projections Study Meridian Planning $ 38, Sustainability & Growth February 1 Review and Update Municipal Housing Strategy for the City of Kingston and the County of Frontenac OrgCode Consulting Incorporated $ 20, Community Services February 7 Engineering Services for Municipal Class Environmental Assessment for Road Sand and Salt Storage Capacity McIntosh Perry Consulting Engineers Incorporated $ 49, Public Works Services February 15 Install Room Numbering Signage at City Hall, British Whig Building, Memorial Centre, Cataraqui Community Centre and the Transit Building Gorway Group Incorporated $ 49, Transportation, Properties & Emergency Services Council Meeting 12 April 23,