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Staff Report
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Report To: General Government Committee
Date of Meeting: March 29, 2021 Report Number: FSD-015-21
Submitted By:
Reviewed By:
File Number:
Trevor Pinn, Director of Financial Services
Andrew C. Allison, CAO
CL2016-12
Resolution#: GG-267-21
By-law Number:
Report Subject: Traffic Sign Reflectivity Inspection Program
Recommendations:
1. That Report FND-015-21 be received;
2. That the Purchasing Manager in consultation with the Director of Public Works be
given the authority to extend contract CL2016-12 Traffic Sign Reflectivity Inspection
Program for an additional one-year term ending December 31, 2021;
3. That Advantage Data Collection be awarded the additional one-year extension to
their existing contract CL2016-12 for Traffic Sign Reflectivity Inspection for an
approximate value of $65,000 (Net HST Rebate);
4. That the estimated funds required for the additional one-year term in the amount of
$65,000 (Net HST Rebate) be funded by the Municipality as provided from the
following accounts:
Description
Account Number
Amount
Safety Devices/Traffic Signs/Misc. Oper. Supply
100-36-384-10315-7112
$65,000
5. That all interested parties listed in Report FND-015-21 and any delegations be
advised of Council's decision.
Municipality of Clarington Page 2
Report FSD-015-21
Report Overview
To request authorization from Council to extend contract CL2016-12 Traffic Sign Reflectivity
Inspection Program for an additional one-year term ending December 31, 2021.
1. Background
1.1 In 2016, the Chief Administrative Officer approved the award of contract CL2016-12 for
Traffic Sign Reflectivity Inspection. The Report PS-005-16 is attached.
1.2 The contract was for an initial one-year term from 2016 to 2017 and had the option of
extending up to four additional one-year terms, expiring December 2020. The additional
one-year term will cover the 2021 inspection requirements, ending December 31, 2021.
1.3 In 2021, the Public Works Department will be completing a business case analysis to
determine both the benefits and challenges of completing this mandatory inspection
work in-house. Commencing in 2022, it is feasible that the cost to purchase the
necessary equipment and to hire an additional seasonal staff person (student or
temporary labourer) could result in significant savings.
1.4 Seeing as this service is typically awarded as a multi -year contract, issuing the contract
for a one-year term may not achieve the low unit pricing that has been secured in the
past.
1.5 Advantage Data Collection agreed to extend the Traffic Sign Reflectivity Inspection
contract one additional one-year term beyond the initial five-year term and complete the
service for the 2021 year at their current contract price plus standard CPI Increase.
2. Analysis
2.1 This contract extension falls within the 2021 traffic sign reflectivity inspection budget.
2.2 Advantage Data Collection's pricing and performance has been satisfactory under this
contract for the past five years.
3. Financial
3.1 The estimated funding for the additional one-year term is $65,000 (Net HST Rebate).
The work will be funded from the 2021 approved budget allocation as provided from the
following accounts:
Municipality of Clarington
Report FSD-015-21
Page 3
Description
Account Number
Amount
Safety Devices/Traffic Signs/Misc. Oper. Supply
100-36-384-10315-7112
$65,000
3.2 Pricing submitted for Traffic Sign Reflectivity Inspection remained firm for the first and
second contract year. For the third, fourth and fifth contract year, unit prices were
adjusted on the anniversary date of the contract award by the annual percentage
change in the most recent issuance of the Consumer Price Index (CPI), All Items,
Ontario as published by Statistics Canada and the pricing remined firm for the contract
year. For the sixth one-year term, unit prices will be adjusted using the same method.
3.3 At the time of approval in 2016, the total estimated contract value for the five-year term
was $188,000 (Net HST Rebate). The annual budget for traffic sign reflectivity
inspection increased every year after the award in 2016. In 2018, a Road Network Audit
was completed identifying approximately 1,700 new locations that needed traffic signs
installed and this added to the annual inspection requirements and budget from 2018
forward. The approximate five-year contract value, including the additional signs added
during the period, is $249,600 (Net HST Rebate).
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that approval be granted to extend contract CL2016-12
Traffic Sign Reflectivity Inspection for one additional one-year term with Advantage Data
Collection.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or
dferguson(a)-clarington.net .
Attachments:
Attachment 1 — Report PS-005-16
Interested Parties:
List of Interested Parties available from Department.
Attachment 1 to Report FSD-015-21
Purchasin
Date: June 15, 2016
To: Frank Wu, Chief Administrative Officer
From: David Ferguson, Purchasing Services
Report#: PS-005-16
File#: CL2016-12
Subject: CL2016-12 — Traffic Sign Reflectivity Inspection
Recommendations:
Report
Services
It is respectfully recommended to the Chief Administrative Officer the following:
a) That report PS-005-16 be received;
b) That Advantage Data Collection with an estimated annual bid in the amount of
$37,605.26 (Net of H.S.T. Rebate), being the lowest responsible bidder meeting all
terms, conditions and specifications of Tender CL2016-12 be awarded the contract
for the provision of Traffic Sign Reflectivity Inspection;
c) That the funds expended be drawn from the respective operating budgets; and
d) That pending satisfactory service that the Purchasing Manager be authorized to
extend the contract for up to four additional one year terms pending satisfactory
service, available funds and subject to yearly rate increases based on the
Consumer Price Index, All Items, Ontario (most recent issue) for a potential 5 year
contract valued at approximately $188,026.30 (Net of H.S.T. Rebate).
Municipality of Clarington
Report PS-005-16
David Ferguson, Manage Purchasing
Services
Approved by:
Frank Wu, Chief Administrative Officer
DF\jm
cc: M. Marano, Director, Corporate Services
15 a(('
Date
Date
Page 2
Municipality of Clarington
Report PS-005-16
Report Overview
Page 3
To request authorization to award Tender CL2016-12 for the Traffic Sign Reflectivity
Inspections.
Background
1. Tender specifications for the Traffic Sign Reflectivity Inspections were prepared by
the Operations Department. Tender CL2016-12 was issued by the Purchasing
Services Division.
2. The tender was advertised electronically on the Municipality's website and on the
Ontario Public Buyer's Association website.
Analysis
3. Four companies downloaded the tender document from the Municipality's website.
4. Two submissions were received in response to the tender call. Tenders received
were tabulated as per Attachment 1. All submissions were deemed compliant.
5. After further review and analysis of the low bid by the Operations Department and
the Purchasing Services Division, it was mutually agreed that the low bidder,
Advantage Data Collection be recommended for the award of contract for the
provision of Traffic Sign Reflectivity Inspections.
6. Advantage Data Collection has not provided services to the Municipality of
Clarington in the past, however, they have provided this service to other Ontario
municipalities. Those municipalities were contacted by the Purchasing Division for
a reference and all provided positive reference responses.
7. The annual cost is approximately $37,605.26 (Net H.S.T. Rebate). The initial
contract term is one year.
8. The pricing received is firm for the first year of the contract. The Municipality has the
option to extend the contract for up to four additional one year terms pending
satisfactory service and available funds and subject to a yearly rate increase based on
the Consumer Price Index, All Items — Ontario, most recent issue. If extended for all
four optional years the total Contract value would be approximately $188,026.30 (Net
H.S.T. Rebate)
9. The expended funds will be drawn from the Operations Departments operating
budget.
Municipality of Clarington
Report PS-005-16
Page 4
10. Queries with respect to the department needs should be referred to the Director of
Operations.
Concurrence
11. This report has been reviewed by Fred Horvath, Director of Operations who concurs
with the recommendation.
Conclusion
12. To award the contract to Advantage Data Collection for the provision of Traffic Sign
Reflectivity Inspections, as per terms, conditions and specifications of Tender
CI-2016-12.
Strategic plan Application
Not Applicable.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net
Attachments:
Attachment 1 - Bid Tabulation
Municipality of Clarington
Report PS-005-16
Page 5
Attachment 1
�VNUTAdP C60@)Ho F oC C F'ongC(0n
Summary of Bid Results
Tender CL2016-12
Traffic Sign Reflectivity Inspections
Bidder
Annual Bid Amount
(Including H.S.T.
Annual Bid Amount
Net H.S.T. Rebate
Advanta a Data Collection
$41,758.98
$37,605.26
Mar uis Snow and Ice Itd
$43,153.85
$38,861.38