I ReportNo.03-101 I

TO: Bert Meunier, Chief Administrative Officer

FROM: Mark Segsworth, Commissioner, Operations Services

PREPARED BY: Robert Steele, Manager, Fleet Division

DATE PREPARED: 2003-03-25

DATE OF MEETING: 2003-04-15

SUBJECT: Two (2) 2003 Model Year, 40’x 102”, Low Floor Buses Tender No. OS-FL-2003-06

RECOMMENDATION: Council approves the purchase of two (2) 2003 model year, 40’x 102” low floor buses from New Flyer of America Inc. for the purchase price of $850,452.00 + applicable taxes.

ORIGIN/PURPOSE : One of these buses is a direct replacement. The second unit is an additional. The replacement displaces a twenty (20) year old unit that has exceeded life cycle expectations.

In addition to updating the age of the older units being systematically replaced, there are huge benefits from improved technology to be gained with the new units. Emission standards, customer comfort control, modular wiring, component longevity & unit reliability are among those benefits.

OPTIONS/DISCUSSION: Public tenders were issued for the purchase of this equipment. The tender results were as follows:

VENDOR TENDER SUBMISSION I COMMENT 1 ltd. $848,000.00 + applicable taxes Meets specifications Nova Bus (division of Prevost Car) $850,362.00 + applicable taxes Doesn’t meet specifications New Flyer of America Inc. $850,452.00 + applicable taxes Meets specifications Nova Bus (division of Prevost Car) $868.468.00 + amlicable taxes Doesn’t meet specifications COUNCIL MEETING 1 4 /$% 15 ‘03 REPORT TO COUNCIL Report No: 03-101

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The Orion submission, although the lowest bid, is a complete new chassis design (Orion VII) introduced to the market in mid 2001. As it takes in most cases the better part of a year or more to get delivery of a new coach, transit properties are just recently in receipt of the first production orders. Mississauga & Windsor are the first in Canada to purchase them. Both were contacted for feed back pertaining to the performance of their new units. Both responses were similar. The new units had in both cases been late in delivery from the factory. Properties are experiencing a number of new design related problems with plumbing, electrical & exhaust. These problems were being worked through, but had caused delays to in service schedules. In Windsor’s case, they took delivery before 2002 year end & have not yet placed the units in service. Mississauga has been running their buses sparingly for several months while working through the kinks with Orion. Mississauga feels they are paying a price for being the first to experience the new production model. Both properties felt that once the manufacturer is given time to resolve these production issues the Orion VI1 will be a great bus in future.

The Nova bus did not meet the specifications outlined in our tender request. The primary concerns were with the power train component manufacturers & the configuration of those components.

In order to maintain a consistent floor height throughout the entire length of the bus, Nova uses a specially designed rear differential to accomplish that. This is a low profile design made to fit in the low clearance space provided between the under carriage of the bus & the pavement. As a result this axle uses a much smaller input gear system which transfers power to the wheels through a planetary gear set located at each rear wheel. The down side of this system is that maintenance costs are drastically increased. This rear axle component more resembles a transmission than a conventional differential & like a transmission is subject to overhaul more frequent than a conventional differential. We have experience with this configuration in our 1998 Orion VI buses. We have done two overhauls to date at a cost of twenty seven thousand dollars ($27000.00) per overhaul. Previous to the low floor designs we would expect to see 15 to 20 years of life from a differential without overhaul.

Both the Orion VI1 & the Flyer bus use what is referred to as a low floor step up design. The floor is not a continuous level all the way to the back of the bus. Aft of the rear door placement the floor is stepped up one level. The reason for that step is to allow room under the bus for a larger differential. This differential more closely resembles a conventional style differential adding increased longevity & reduced maintenance costs.

Detroit Diesel engines & Voith transmissions were specified for this application. Nova’s submission offered engines & ZF Industry transmissions.

In summary, the Nova bus did not met specifications as per the tender request for the reasons stated above. We do feel that the Orion will likely be a contender in future once the new model quirks have been resolved, but feel that it needs more time in the field to prove its merit. The Flyer bus has been produced in its present state of manufacture since 1995 & has proven to be a reliable unit through out the industry. This is the basis of this recommendation.

EXISTING POLICY/BY-LAW: Purchasing By-law 2000- 134 and delegated authority of council subject to approved criteria. FINANCIAL CONSIDERATIONS: 2 Capital Budget - Year 2003 REPORT TO COUNCIL Report No: 03-101

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CONTACTS: Robert Steele, Manager Fleet Division 546-4291 x 2216 Malcolm Morris, Manager, Transit Division 546-4291 x 2260 Derek Hart, Budgeting Analyst 546-4291 x 2370

BUSINESS UNITS CONSULTED AND AFFECTED: Fleet Division Transit Division Finance

APPENDICES: None

Commissioner of Operations

I Chief Administrative Officer I Report No.: 03-106 I

TO: Bert Meunier, Chief Administrative Officer

FROM: Lance Thurston, Commissioner Community Services

PREPARED BY: H.A. Tulk, Fire Chief

DATE OF MEETING: April 15,2003

SUBJECT: Tender No. DCS-FR 2003-005-Self Contained Breathing Apparatus Cylinders (Carbon Fibre Air Cylinders and Valve Assembly)

RECOMMENDATION TO COUNCIL: It is recommended that Kingston Fire & Rescue be authorized to purchase 75 Self Contained Breathing Apparatus Cylinders from Ackland-Grainger for the purchase price of $66,740.25 plus applicable taxes.

ORIGIN/PURPO S E: The purchase of 75 Self Contained Breathing Apparatus Cylinders (SCBA) is part of a multi year program to standardize the equipment used by our firefighters across the City of Kingston. The standardization of the equipment also provides the opportunity to ensure that our SCBA meets the applicable Occupational Health and Safety Standards for firefighting equipment.The estimated cost of the equipment exceeded a value of $50,000.00 thereby requiring tenders to be called by KFR.

OPTIONS/DISCUSSION: Self Contained Breathing Apparatus (SCBA) is an essential piece of equipment in firefighting operations. Firefighters must use them to execute rescue, extinguishment of fire, fire scene overhaul and other related emergency activities such as Hazardous Materials Response. The SCBA currently in place in the three former departments is not inter-changeable for use and requires substantially different training and maintenance applications. The Senior Officers and Firefighters evaluated all of the products that were available and selected the Scott Aviation Self Contained Breathing Apparatus due to the fact that it is user friendly and easy to maintain. Standardization of SCBA improves operational efficiency and effectiveness across our urbadrural service area. It will improve cost efficiency in maintenance and repair overtime.

VENDOR SUBMITTED TENDER AMOUNT Century Vallen $73,03 1.25 Ackland-Granger $66,740.25 Eastern Fluid Power Inc. No Bid Submission 4 REPORT TO COUNCIL Report No: 03-106

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The Acklands-Grainger tender submission was the lowest tender received and meets all performance specifications.

LINK TO STRATEGIC PLAN:N/A

FINANCIAL CONSIDERATIONS: Sufficient funds have been provided by council in the Fire Capital Budget for 2003.

CONTACTS: C. Young, Deputy Fire Chief, 548-4001 ext. 5103 J. Morrison, Purchasing Agent, 546-4291 ext. 2229

DEPARTMENTS/OTHERS CONSULTED AND AFFECTED: N/A

NOTICE PROVISIONS: N/A

APPENDICES: N/A

Commissioner, Department of Community Services

Chief Administrative Officer

W:\cao (no purge)D003 Reports\Coimunity Services\Fire & Rescue\Council Report 03-106 SCBA.doc

5 I Report No.: 03-112 I

TO: Bert Meunier, Chief Administrative Officer

FROM: Denis Leger, Commissioner Corporate Services

SUBMITTED BY: Gerard Hunt, Manager of Finance

PREPARED BY: Janis Morrison, Purchasing Agent

DATE OF MEETING: 2003-04-15

SUBJECT: Tender No. CORP-FIN 2003-2 Stationery and Office Supplies Part B

RECOMMENDATION TO COUNCIL: That Part B of Tender # CORP-FIN 2003-2 Stationery and Miscellaneous Office Supplies, for the Standing Purchase Order to supply Stationery and Miscellaneous Office Supplies for the period of one year be awarded to Corporate Express and to Grand & Toy.

ORIGIN/PURPOSE: This tender was administered by the Purchasing Section in conjunction with the Council Support Division. Part A, which has been reported as part of the March delegation of authority Report to Council 03-102 dated 2000-04-1 5, is to replenish the stock of commonly used miscellaneous office supplies in the Print Shop for use of all departments within the Corporation. Part B is a summary of bids for 19 commonly used control items not included in the Print Shop inventory. The results of this section will facilitate a Standing Purchase Order for Office Supplies for the period of one year with the option of a further one year renewal. The Standing Purchase Order will be utilized by the various City of Kingston departments to order office supplies for delivery to their locations when not possible to obtain items from the Print Shop inventory.

OPTIONS/DISCUSSION: In Part B of this tender it is recommended that the Standing Purchase Order be awarded to Corporate Express, offering the best catalogue discount and to Grand & Toy having submitted the lowest prices on the control items. The split award recommendation ensures availability of unique requirements and instills a competitive component to ensure customer service excellence.

EXISTING POLICYLBY-LAW: By-law 2000-134, a by-law to Establish Purchasing Policies and Procedures for the City of Kingston, as amended.

6 COUNClk MEETING 1 4 15 ’0% REPORT TO COUNCIL Report No: 03-112

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LINK TO STRATEGIC PLAN: NIA

FINANCIAL CONSIDERATIONS: Recommendations are based on value analysis and ease of administration to reduce costs.

CONTACTS:- __ -~~ Name Title Telephone Number Extension Janis Morrison Purchasing Agent 546-429 1 2229 Gerard Hunt Manager of Finance 546-4291 2205

DEPARTMENTWOTHERS CONSULTED AND AFFECTED: Name Title Telephone Number Extension Carolyn Downs Manager, Council Support 546-429 1 1247 Gary Wilson Printerloperator, Council Support 546-4291 1261

NOTICE PROVISIONS: NIA

APPENDICES: Schedule “A”- Tender No. Corp-Fin 2003-2 Stationery & Office Supplies Summary - Part B

Commissioner of Corporate Services

Chief Administrative Officer

7 COUNCIL MEETING 1 4 APR 15 ‘03 SCHEDULE “A”

TENDER NO. CORP-FIN 2003-2 STATIONERY & OFFICE SUPPLIES SUMMARY - PART B

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