HomeMy WebLinkAboutTR-93-92 REPORT #2
TOWN OF NEWCASTLE
REPORT
File
On
Res. # 7_32
By-Law #
METING: COUNCIL
DATE: November 9, 1992
REPORT #: mR-93-92 FILE #:
SUB,JECT: TENDER NW92-30, STREET SMART LIGHTING PROGRAM
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report TR-93-92 be received;
2 . THAT Dundas Power Line Ltd. , Chesterville, Ontario,
with a total bid amount of $315,671.40, being the
lowest responsible bidder meeting all terms, conditions
and specifications of Tender NW92-38, be awarded the
contract for the Street Smart Lighting Program, as
required by the Department of Public Works;
3 . THAT the award be subject to Ontario Hydro's approval
for an interest free loan under the Street Smart
Lighting Program;
4 . THAT in accordance with Section 64 of the Ontario
Municipal Board Act, authorization be obtained from the
Ontario Municipal Board prior to the execution of this
contract; and
5 . 1 THAT the attached By-Law authorizing the Mayor and .
Clerk to execute the Agreement be approved.
BACKGROUND AND COMMENT:
Subsequent to Report WD57-92 and Council Resolution #GPA-504-92
(copy attached marked Schedule "A" ) , staff have been advised that
Ontario Hydro requires the actual dollar value of the contract to
be included with the grant application.
Tender specifications were therefore prepared by Totten Sims
Hubicki Associates for the Street Smart Lighting Program.
Page - 2 -
TR-93-92
TENDER NW92-30, STREET SMART LIGHTING PROGRAM
Subsequently, tenders were advertised and issued with bids being
received as follows:
Bidder Total Bid Amount
Dundas Power Line Ltd. $ 315,671.40
Chesterville, Ontario
Black & McDonald $ 320,055 . 19
Scarborough, Ontario
Ron Robinson Limited $ 324,411.59
Oshawa, Ontario
Cliffside Utility Contractors $ 367,845.67
Scarborough, Ontario
As outlined in Report WD57-92, financing for this project will be
provided through an Ontario Hydro interest free loan. It is
therefore recommended that the approval of this contract be
subject to the approval of both Ontario Hydro and the Ontario
Municipal Board.
Other associated costs which would be part of the total loan
requirements are:
Contingencies $ 44,253.00
Design and Tendering Services 14,600.00
Contract Administration, Site Supervision 17,000 .00
and Inspection
Hydro Connection Charges 50,000.00
P.C.B. Ballast Storage Charges 20,500 .00
Sub Total $146,353.00
GST on Sub Total (excluding contingencies) 7, 147 .00
TOTAL $153,500. 00
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Therefore the total estimated cost would be $ 469,171.40 (other
associated costs of $153,500.00 + tender $315,671.40) , which is
within the anticipated total project cost of $645,307 .25 as
identified in Report WD57-92 . Although the total estimated cost
is relatively lower than the costs identified through Report
WD-57-92, the funding criteria remains unchanged (refer to
Schedule "B" ) .
Page - 3 -
TR-93-92
TENDER NW92-30, STREET SMART LIGHTING PROGRAM
The Treasurer has reviewed the funding requirements and concurs
with the recommendation. Queries with respect to department
needs, specifications, etc. , should be referred to the Director
of Public Works .
After further review and analysis of the bids by Purchasing,
Totten Sims Hubicki Associates and Public Works, it was mutually
agreed that the low bidder, Dundas Power Line Ltd. , Chesterville,
Ontario, be recommended for the contract for the Street Smart
Lighting Program.
Although the subject firm has not previously performed for the
Town of Newcastle, they have satisfactorily completed similar
projects for several other municipalities, as outlined in the
letter from Totten Sims Hubicki Associates, marked Schedule "B" .
Respectfully submitted, Recommended for presentation
to the Committee,
1
r'e Marano, H.B.Sc. , AMCT. , Lawrence E. Kots f ,
Treasurer. Chief Administra it Officer.
W.A. Evans, P.Eng. ,
Director of Public Works.
LAB/hjl
Attachments
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SCHEDULE "A"
THE CORPORATION OF THE TOWN OF NEWCASTLE
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File#
Date: JUNE 15, 1992 Res. #
By-Law#
Report#: WD-57-92 File#: 0.80.04
Subject: STREET SMART LIGHTING PROGRAM
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report WD-57-92 be received;
2. THAT Ontario Hydro be requested to formally convey the street
lighting systems owned by Ontario Hydro in Hampton and
Enniskillen to the Town for the .cost of One Dollar ($1) ;
3. THAT the Treasurer be authorized to make application to
Ontario Hydro for an interest-free loan under the Street Smart
Lighting Program; and
4. THAT upon receipt of approval of the grant from Ontario Hydro,
tenders be called for the conversion of the Town's street
lighting system to high pressure sodium lights.
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REPORT
1.0 ATTACHMENTS
No. 1: Correspondence from Ontario Hydro
No. 2: Outline of Two Financing Options
2.0 BACKGROUND
2 . 1 In the fall of 1990, Ontario Hydro introduced to all
municipalities, an incentive program called the `Street-Smart
. . . /2
REPORT NO. : WD-57-92 PAGE 2
Lighting Program' . The purpose of this program was to assist
municipalities in reducing energy costs for street lighting
through energy efficiency.
2.2 Under this program Ontario Hydro provides financial assistance
for the conversion of a municipality's street lighting system
to a High Efficiency System. The amount of assistance
provided is equal to 25% of the 'Total Project Costs' and can
be in the form of a cash grant or an interest free loan.
2.3 In order for a municipality to participate in this program,
the municipality must meet the following criteria:
- Must make application to Ontario Hydro and complete the
street lighting conversion project no later than December
1994.
- Must convert 100% of the municipality's street lighting
system to high efficiency lights; this includes the
conversion of all incandescent, florescent, and mercury
vapour lamps to either high or low pressure sodium lamps.
- Included with the application must be an Inventory of the
current lighting system, a Detailed Work Plan and Works
Cost Estimate
- All conversions should meet the Illuminating Engineering
Society of North America (IES) recommended lighting
levels.
- All ballasts containing PCB's must be disposed of.
according to the requirements of the Ministry of the
Environment.
. . . /3
REPORT NO. : WD-57-92 PAGE 3
- Any street lighting systems owned by Ontario Hydro are
eligible for conversion as part of this program.
3.0 OWNERSHIP OF THE E%ISTING STREET LIGHTING SYSTEM
3 . 1 A Street Lighting Inventory was recently completed by Town
staff. The inventory documented the ownership of all street
lights within the Town and such details as location, spacing, '
lamp and pole types.
3.2 The Town's Street Lighting System is comprised of 2,762 street
lights . The Town inventory indicates the existing street
lighting system is not totally owned by the Town. The street
lighting systems in Hampton and a portion of Enniskillen
(totalling 94 street lights) are owned by Ontario Hydro.
However, the Town is responsible to Ontario Hydro, for the
costs of energy, maintenance and the `Capital Cost Recovery'
of these systems . A summary of the Street Lighting Inventory
is shown below outlining the ownership and the number of
street lights within the Town.
STREET LIGHTING INVENTORY
Ownership Number of Street Lights
Town of Newcastle 2,668
Ontario Hydro 94
3.2 As an additional incentive, Ontario Hydro has proposed to
transfer to the Town, the street lighting systems owned by,
Ontario Hydro in Hampton and Enniskillen for the cost of One
Dollar ($1)', provided that the Town agrees to convert these
systems to high efficiency lamps as part of the 'Street Smart
Lighting Program' (see Attachment No. 1) .
3 .3 The maintenance charges from Ontario Hydro to the Town for the
street light systems in Hampton and Enniskillen are comparable
. . ./4
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REPORT NO. : WD-57-92 PAGE 4
to maintenance costs for the balance of. the Town owned -system.
In addition however, the Town is billed a .'Capital Cost
Recovery' charge for the financing of the original
installation of the systems in Hampton and Enniskillen. The
annual charge for Capital Cost Recovery is approximately
$1,967 .
3.4 The Town's assumption of the Hampton and Enniskillen street
lighting systems would result in an annual cost saving of
$1,967 and provide better control and uniformity of
maintenance and operation for the entire street lighting
system. It is, therefore, recommended that the Town takes
this opportunity and assumes the ownership of the Hampton and
Enniskillen systems and includes these systems as part of its
street light conversion program.
4.0 STREET LIGHTING CONVERSION PROGRAM
4. 1 The proposed Street Lighting Conversion Program outlined in
this report is based on the Town's ownership of all street
lights, including the Hampton and Enniskillen street lighting
systems .
4.2 There are 1,467 units requiring conversion to High Pressure
Sodium, consisting of 1,358 Mercury Vapour and 109
Incandescent units . In addition, in order to maintain the
Illuminating Engineering Society of North America's (IES)
recommended lighting levels referred to in section 2 .3 of this
report, an additional 104 High Pressure Sodium street lights
are required for installation as part of this program.
5.0 COST ANALYSIS
5. 1 Project Costs
The estimated project costs are as follows:
. . .5
REPORT NO. : WD-57-92 PAGE 5
Convert Existing System $466,475 .00
Infilling (Fixtures, etc. ) 39,050.00
(Additional Poles) 17,750.00
Set-up of PCB Storage Area 19 ,000.00
Sub-total 542.,275.00
5% Engineering 27, 113,75
7% Contingencies 37,959 .25
G.S.T. 37 ,959 .25
TOTAL IMPLEMENTATION COSTS $645 ,307 .25
IMPLEMENTATION COSTS ELIGIBLE
FOR 25% ONTARIO HYDRO GRANT* $589,598.00
25% ONTARIO HYDRO GRANT $147,399 .50
*The total costs of the project include the cost of ten (10)
new 25 , aluminum poles, nineteen (19) new 40, wooden poles,
and G.S.T. which are not eligible for a 25% grant from Ontario
Hydro.
5.2 Estimated Annual Cost Savings
The estimated cost savings by converting the street light
system to high pressure sodium lights are as follows:
Existing System New System Difference
Energy $166,032 $133,839 $ 32,193
Maintenance 109,000 40,000 69,000
Pole Rental 942 0 942
Capital Recovery 1,967 0 1,967
PCB Storage 0 1,500 1( ,5001
TOTALS $277 ,941 $175 ,339 $102 ,602
ROUNDED: $103,000
5.3 The benefits of the Energy Efficient System are:
improved illumination to levels providing better
uniformity distribution across the entire
municipality
. . ./6
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REPORT NO. : WD-57-92 PAGE 6
enhanced safety and security and an aesthetically
more pleasing driving environment
reduction in operation costs for energy and
maintenance and in stocking of inventory.
6.0 FINANCING �-
6.1 Two (2) options have been examined regarding the financing of
the project:
1: Town-financed; or
2: Ontario Hydro loan - 0% interest.
These two (2) .options are detailed on Attachment No. 2. Based
on the analysis, it is recommended that Option 2, Ontario
Hydro Loan at 0% interest; be selected.
Respectfully submitted, Recommended for presentation
to the Committee,
Ajac U
W Evans, P.Eng. , Lawrence E. KqtO, ff,
Director of Public Works Chief Adminis r five Officer
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Ma Marano, H.B.Sc. , AMCT,
Treasurer
A.SC*WAE*ph
June 22, 1992
Attachment
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0 . V
OCT 3 199D
339 Westney Road South,Suite 101,Ajax,Ontario L1S 7J6
339,Westney Road sud, bureau 101,Ajax(Ontario)L1S 7J6 ( TOWN OF NEWCASTLE
September 21, 1990 ! MAYOR'S OFFICE ;
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508.01 `
Town of Newcastle fTCt'TI� T U OF Note and File
Attn: Mrs. M. Hubbard NE��CASTLE pig With
Mayor W R EID) Anw.
40 Temperance Street OCT 161990 "&Reunl tO'
Bowmanville, Ontario inm,eat ad Report
MC 3A6 ` 70 -- . t�°
Phil Ll ,a . S Take Appropdate Action
Dear Mrs. Hubbard: r qa�a
Your Invitation To:
Ontario Hydro's
Street-Smart Lighting Program
Ontario Place
Friday October 26, 1990 @ 11:00 a.m.
This is your invitation to the launch of our new Streetlighting Conversion Program.
The program offers a 25% cash grant to the municipality or an equivalent interest free
loan for the project costs of retrofitting existing energy inefficient streetlights.
The benefits of the program are that the quality of the streetlighting in your community
is improved while energy and operating costs are reduced.
Even if your municipality.has a streetlight conversion project already underway, this
program will assist you in converting the remaining lights..
Ratepayer relations are also improved:
1. You are seen as a leader in implementing energy efficiency measures in the
Public sector. •
2. Longer lamp life means fewer burnouts, therefore fewer complaints.
In addition:
1. Maintenance schedules maybe lengthened.
2. Uniform lamp inventory reduces costs.
3. New luminaires may be mounted on existing poles.
ATTACHMENT N0.
WD-57-92,
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In our pilot project involving 82 municipalities, the results achieved were impressive:
88% of existing streetlight fixtures were converted
Electric power consumption reduced by 2600kW
Grants totalling $2,022,265.00 were paid out to the
local municipalities by Ontario Hydro.
Over the next four years $30 million in streetlighting incentives are available to help
reduce power consumption and make Ontario a more electrically-efficient Province.
If you are considering carpool arrangements, invitees from the municipality generally
include the Mayor or Reeve, Utility Commission Chairman, Utility Manager and Director
or Manager of Public Works.
I look forward to meeting you at Ontario Place on October 26. If you need further
information about the event, contact Wayne Taggart or Dave Akers at (416) 686-9802.
Yours truly,
J.C. Brown, P. Eng.
Customer Energy Services Manager.
Durham Field Office
Central Region
(09073)
TOWN OF NEWCASTLE
STREET SMART PROGRAM
OPTION 1 - TOWN FINANCED
Total project cost $ 645,307
Less: amount not eligible for subsidy
(poles & GST) 5( 5,709)*
Project cost - eligible for subsidy 589,598
ONTARIO HYDRO SUBSIDY 25% (147,400)
One time payment 442,198
Opportunity cost of interest lost (estimated) 185,000
COST TO TOWN $ 627,198
Annual Cost (5 yr. term) 125,440
Savings realized annually ( 102,6021**
Annual Cost to Town $ 22,838
OPTION 2 - ONTARIO HYDRO LOAN - 0% INTEREST
TOTAL project cost - 0% interest loan $ 589,598.
Annual Cost (5 yr. term) ' 117,920,
Energy Savings Annually (102,602)**
Annual Cost to Town $ 15,318
* One time cost -for GST & poles - not subsidized would be
added to the annual cost for year one under both options.
** Energy savings have not been inflated to provide a
conservative estimate.
ATTACHMENT N0. 2
WD-57-92
G.P.& A. Minutes - 16 - July 6, 1992
PUBLIC WORKS DEPARTMENT CONT'D.
Street Smart Lighting Resolution #GPA-504-92
Program
Moved by Mayor Hamre, seconded by Councillor Dreslinski
THAT Report WD-57-92 be received;
THAT Ontario Hydro be requested to formally convey the street lighting systems
owned by Ontario Hydro in Hampton and Enniskillen to the Town for the cost of
One Dollar ($1);
THAT the Treasurer be authorized to make application to Ontario Hydro for an
interest-free loan under the Street Smart Lighting Program,
THAT upon receipt of approval of the grant from Ontario Hydro, tenders be
called for the conversion of the Town's street lighting system to high pressure
sodium lights; and
THAT a copy of Report WD-57-92 be forwarded to Mr. D. Clarke, Manager and
Secretary-Treasurer,Newcastle Hydro Electric Commie ion.
"CARRIED"
300 WATER STREET, WHITBY. ONTARIO
CANADA UN 9J2
totten Sims 'hubicki associates (416)666-0363 FAX (416) 066.0221
October 30, 1992
Town of Newcalltte
40 Temperance St.
Bowmanville, Ontario
L1C 3A6
Attention: .Mrs. LouAnn Birkett, A.M.C.T.(A)
Purchasing and Supply Agent
Re: Tender NW92-30
SireetSinart Lighting Incentive Program
Dear Mrs, Birkett-
On Tuesday October. 6th, 1992 tenders for the above noted contract were received at the town
Offices. A total of 4 bids -were submitted. Table 1 summarises the bid details.
Dundas Power Line Ltd. of Chesterville was the lowest bidder at $ 315,671.40 inClusiVC of G.S.T.
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We have rcvie.wed all tenders received and found them to be in order.
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There appears to be no unbalancing of the bids submitted.
'A'e have obtained from Dundas Power Unc the at.t.ached reference list of similar projects thq
have completed or are in the process of completing. Based on our discussions with the ToNvn
of Kemptvilie -,nd the Township of Nibuntain we have no reason to believe the Town of
Newcastle wilt l:e dissatisfied with the performance of Dundas Power Line Ltd.
We recommend that Contract No. NW92-30 be awarded to the lowest bidden, Dundas Power
Line Ltd,
ENGINEERS ARCHITECTS AND PLANNERS
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The total estimated cost to the Town of Nlewcastle is as follows:
Contract NW92�30 Total Cost Grant Eligible
1) Tender (excluding G.S.T.) 295,020.00 285,1$720
2) Contingencies 44,253.00 44,253.00
3) Design and Tendering Services 14,600.00 14,600.00
4) Contract Administration, Site Supervision & 17,000.00 17;000.00
Inspection
5) :hydro Connection Charges 50,000.00 50,000.00
6) P.C,B. Ballast Storage Charges 20,500.00 20,500.00
Sub Total 441,373.00 431,540.20
G.S.T. on Sub-Total (excluding 27,798.40 (ineligible)
Contingencies)
TOTAL 4693171.40 431540,20
The 2nd column details the portion of the total cost eligible for grant assistance. under the
Ontario Hydro Street Smart Lighting Incentive Program. Items 2-6 inclusive are budget
estimates and will be monitored as part of the Contract Administration during the coutse of the
project.
All deposit cheques other than the two lowest bidders may now be. released.
Yours very truly,
J. Wordley, P.Eng.
Senior Electrical:, Engineer
J W/nk
Encl:
C,C. Mr. W,A, Evans, P.Eng.
Mr, D. Patterson
Mr. A. S, Cannella
Mr, D. Bourne
Mr. D. Akers, Ontario Hydro
totter sims hubicki associates
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CONTRACT NW92-30
TENDER SUMMARY COMPARISON
Dundas
Black& Ron Cliffside
Power
Macdonald Robinson Utilities
Line
SCHEDULE A Qty UNIT PRICES
1. Remove cobra head 101 260.00 245.00 236.52 240.00
Install new head and arm
2. Cobra head changeout 1015 150.00 150.00 168.48 164.40
3. Post Top Changeout 264 285.00 300.00 265.68 375.00
4, Remove Fixture 6 50.00 20.00 37.80 30.00
SCHEDULE B Qty UNIT PRICES
1. Cobra head on existing poles
100W 58 260.00 250.00 236.52 340.00
150W 17 270.00 250.00 241.92 345.00
250W 1 300.00 250.00 252.72 360.00
2. New Post Top Fixture and pole
100W 5 1,400.00 1,462.00 1,279.80 1,400.00
250W 1 1,400.00 1;462.00 1,285.20 1,450.00
3. New Cobra Fixture and Wood
100W 14 700.00 835.00 681.48 1050.00
150W 4 700.00 835.00 654.48 1100.00
TOTAL SCHEDULE A (GRANT ELIGIBLE) 254,050.00 256,315.00 265,262.04 290,286.00
TOTAL SCHEDULE B (NOT GRANT ELIGIBLE) 40,970.00 42,802.00 37,926.36 53,495.00
TENDER TOTAL(INCLUDING G.S.T.) 315,671.40 320,055.19 324,411.59 367,845.67
%Increase Over Low Bid + 1.4% + 2.8%
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10/07/1992 12:07 FROM DUNDRS POWER LINE LTD. TO 14166680221
.0 N DAS
Power Line Ud.
R.R.1.CNESTERVILLE,OUT.KW 1 HO & �
Streetlights Converted Under Street Smart Program
1, t i n
HGw__Many. Comoleted
Russell Hydro
- 139 lights -- Jan., 18.90
Emhrun Hydro
- 257 liahts - Feb. 5,90
Finch Hydro - 95 lights - March 1Sr9Q
Williamsburc Hydro & Townshin - 53 lights March 16.90
Townshiv of South Elmsley - 31 licshts -- March 22F90
Towrshis Gf Russell - nS 1=0-hts - March 2B_9C
TQwrshiu of Winchester -
72 lights - June 18,90
Townshim of Matilda - 34 lights -- Aug. 24,90
a b - 110 lights - Oct. 16,90
township
n* Edwar�s..•�ra
Town of Kemotville -- 197 lights
- Oct. 22,.90
Township of Pakenhar
34 licihts - Dec. 19.90
Ottawa, Hydra •- 1460 1?Wits - Aug. 6.91
Tt7wnshiD 04 Mountain
- 99 liahts - Aug. 2f.92
TGwtyshic of F2ideaa!
219 lights - Oct. 52
TOTAL P.02
THE CORPORATION OF THE TOWN OF NEWCASTLE
BY-LAW NUMBER 92-
Being a By-Law to authorize a contract between
--- - -- - - Dundas Power Line Ltd.
in respect to the Street Smart Lighting Program
for the Town of Newcastle
THE CORPORATION OF THE TOWN OF NEWCASTLE HEREBY ENACT S A FOLLOWS:
LL s W O O S
1. That, (subject to the approval of Ontario Hydro for an
interest free loan under the Street Smart Program) , the
Mayor and Clerk are hereby authorized to execute, on behalf
of the Corporation of the Town of Newcastle, and seal with
the Corporation Seal, a contract between Dundas Power Line
Ltd. and said Corporation.
2. That this By-Law not take effect until approved by the
Ontario Municipal Board, pursuant to Section 64(1) of the
Ontario Municipal Board Act.
By-Law read a first and second time this day of November, 1992.
By-Law read a third time and finally passed this day of November,
1992.
Mayor
Clerk
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