REQUEST FOR DECISION
DATE: June 26, 2017 Report No. EPW-17-033
TO: Laurie Hurst, Chief Administrative Officer
FROM: Jeff Miller, Director of Engineering and Public Works
SUBJECT:
Title
Award of Closed Circuit Television Contract - Street Right of Way Renewal Program, 2017
End
RECOMMENDATION:
Recommendation
That Council approves the awarding of the 2017 Sewer and Drain CCTV Inspection for a cost of $396, 853.20 (inclusive of the GST) to IPI Tech Inc.
Body
RELEVANT POLICY:
N/A
STRATEGIC RELEVANCE:
Well Managed and Maintained Infrastructure - Identify infrastructure repair and proactively plan for replacement needs.
BACKGROUND:
The Street Right of Way Renewal Program is a program initiated by Engineering and Public Works in 2017 for the renewal of the various types of assets contained within the road right of way. This is the first year of this program.
Streets initially are prioritized by their pavement condition indicators as determined by the 2013 pavement condition rating project. Streets are also rated by their classifications and use. The condition and ranking form a combined rating. Streets that are rated high are further reviewed to determine the condition of the underground linear assets as well as the surface assets. This project’s focus is a review and assessment of the mains and services of the underground assets. The results from the program will be used to determine removal and replacement quantities prior to the overlay program.
The tender for this project was issued on June 1, 2017 and closed on June 15, 2017. A total of three bids were received. All the bids were compliant with the tender call. The award of this tender was based on a weighted evaluation criterion. This criterion is as follows:
• Cost - 50 points
• Schedule - 25 points
• Capacity and experience - 15 points
• References - 10 points
A breakdown of the bids received is as follows:
|
|
Evaluation Criterion |
|
Bidder |
Cost |
Schedule |
Experience and Capacity |
References |
Total |
|
IPI Tech Inc. |
50 ($396,853.20) |
15 |
15 |
10 |
90 |
|
1051735 BC Ltd |
38 ($483,167.50 |
21 |
12 |
10 |
81 |
|
Mar-Tech |
22 ($644,877.40) |
21 |
12 |
10 |
65 |
ISSUES:
1. Rationale for Selected Option
Staff has reviewed the tenders, based on the evaluation it is Staff’s recommendation that the tender be awarded to IPI Tech Inc. for a cost of $396,853.20.
This tender is under the project budget and fulfills the entire scope of work laid out in the tender call. The preferred bid will take longer than the other bids but staff has determined that extra time can be incorporated into the second phase of the program without any significant delays. In the remaining two categories, the preferred bid scored the highest points for each category.
2. Organizational Implications
This project has been incorporated into the Manager of Engineering’s work plan for 2017. Resources from Engineering and Public Works will be utilized as required to assist in the undertaking of the project. There are no significant operational impacts being expected due to the work.
3. Financial Implications
The budget for this project was set at $400,000. The preferred bid is $396,853.20 (not including GST). This work is eligible for GST rebate for the Township and therefore does not impact the budget.
4. Sustainability & Environmental Implications
The project will clean and asset the condition of the collection mains and the public portion of the service laterals. This will assist the Township in determining a replacement strategy. The condition information will also be added to the asset database which will be incorporated into forthcoming asset management plans which will provide a frame work for the replacement of the assets in a sustainable manner.
5. Communication & Engagement
The preferred bidder will be notified of the award of the contract and they will enter into a contract between the Township and themselves. The remaining bidders will be notified of the results of the evaluation and the status of their bids.
ALTERNATIVES:
1. That Council approves the awarding of the 2017 Sewer and Drain CCTV Inspection for a cost of $396,853.20 (not including GST) to IPI Tech Inc.
2. That Council does not approve the awarding of the 2017 Sewer and Drain CCTV Inspection for a cost of $396,853.20 (not including GST) to IPI Tech Inc. and directs staff to cancel the tender and re-tender with work.