AGENDA SPECIAL COMMUNITY SERVICES COMMITTEE Wednesday, September 7, 2011 Immediately following the Public Works Committee Meeting Lanark County Administration Building Council Chambers Page Councillor Keith Kerr, Chair 1. CALL TO ORDER 2. DISCLOSURE OF PECUNIARY INTEREST 2-14 3. DISCUSSION REPORTS i) Director of Lanark Lodge, Deb Pidgeon Suggested Motion: "THAT, Report #LL-13-2011: Recommendation of Contract Award is received as information; AND THAT, Community Services Committee recommends to County Council that the Director of Lanark Lodge be authorized to award Laser Electric Ottawa Ltd., the contract to Retrofit Lighting for a value of $202,625.00 plus applicable taxes; AND THAT project is financed through capital budget, hydro grant and surplus revenue funds based upon a reduction in tax levy required due to additional unbudgeted provincial funding." 4. ADJOURNMENT Page 1 of 14
THE COUNTY OF LANARK COMMUNITY SERVICES COMMITTEE September 7, 2011 Report #LL-13-2011 Director of Lanark Lodge ITT Lighting Retrofit 1. STAFF RECOMMENDATIONS It is recommended: THAT, Report #LL-13-2011: Recommendation of Contract Award is received as information; AND THAT, Community Services Committee recommends to County Council that the Director of Lanark Lodge be authorize to award Laser Electric Ottawa Ltd., the contract to Retrofit Lighting for a value of $202,625.00 plus applicable taxes. AND THAT project is financed through capital budget, hydro grant and surplus revenue funds based upon a reduction in tax levy required due to additional unbudgeted provincial funding. Director of Lanark Lodge, Deb Pidgeon Page 2 of 14
2. PURPOSE To provide Council with a report on the results of the Invitation to Tender (ITT) for a lighting retrofit for Lanark Lodge, that closed on August 24, 2011. 3. BACKGROUND Council passed a motion to allow Lanark Lodge to seek qualified vendor(s) to replace the current lighting system because the current system has reached its end-of-life and energy savings could be realized through the lighting retrofit. An outside consultant was hired to project budget estimates for the Lighting Retrofit. These budget estimates formed the basis for approval of funding. Initially a RFT (Request for Tender) was published under RFT LL#003-2011 for the lighting retrofit. A total of 2 bids were received, and both were significantly over budget and the RFT was closed with no award. An Invitation to Tender was issued to the original 4 vendors who attended the mandatory site visit under RFT LL#003-2011. The scope and document were completely re-written and published in July 26, 2011 with a closing of August 24, 2011. The following changes were made: a. removal of surety requirements b. included a condition in the event that bids exceeded original budget c. extended completion date of lighting retrofit d. removal of mandatory site visit 4. DISCUSSION The County received bids from four (4) vendors.. See Appendix A for a comparison of the coverage differences. 5. ANALYSIS AND OPTIONS During the tendering process, significant market changes occurred resulting in shortages of phosphorous to manufacture lamps. This resulted in market-wide shortages of availability of stock and industry-wide imposed increases of 15% effectively September 1, 2011. Refer to Appendix B for a copy of the letter announcing the cost increases. To counter this increase, Lanark Lodge secured stock at current market prices with a guarantee that all lamps for this project would be available at time of contract award. Director of Lanark Lodge, Deb Pidgeon Page 3 of 14
There are timeline considerations for awarding of this tender, initiation of work and completion of the outlined work to ensure that Lanark Lodge can access the approved grant monies from Ontario Hydro for $ 60 000. The lighting retro-fit project is required to be completed by April 30, 2012 to remain eligible to secure the grant monies. Appendix A shows that Laser Electric had the lowest overall bid. Reference checks conducted for Laser Electric were satisfactory. The cost of the bid exceeded the original budget estimate by $68,966.25. The ITT stated the following could occur in the event that bids exceeded the original budget: a. negotiating an extended deadline based on availability of funds in 2012 capital expenses for Lanark Lodge, approved by County Council; or b. negotiate a contract based on availability of surplus funds in 2011 budget, and approved by County Council; or c. any combination of (a) and (b) above; or d. cancel the tender. It was expected that the basement portion of the lighting retrofit to be postponed based on option c above, but with the recent availability of additional revenue, all lots could have the lighting retrofit completed in 2011. 6. FINANCIAL IMPLICATIONS The original budget set for this project was estimated at $160,000, including HST. From the $160 000 budget for this project: $100 000 of the budget is approved 2011 Capital funds and $ 60 000 is from the Ontario Hydro grant. Lanark Lodge is in receipt of additional operating revenue in the year 2011 as outlined in Report LL-11-2011; the new Revenue amongst all three funded envelopes that has not be earmarked equates to $ 178 647 which provides an opportunity for surplus for the Accommodation envelope that can be spent on building repairs, maintenance and upgrades. 7. LOCAL MUNICIPAL IMPACT None. 8. CONCLUSIONS Given that the Laser Electric bid provided all the requested coverage in the ITT and their price was the lowest the recommendation is to award the Lighting Retrofit to Laser Electric. Director of Lanark Lodge, Deb Pidgeon Page 4 of 14
9. ATTACHMENTS Appendix A: Comparison of Proposals Director of Lanark Lodge, Deb Pidgeon Page 5 of 14
Director of Lanark Lodge, Deb Pidgeon Page 6 of 14 Lot Description Vendor Laser Electric Ottawa Ltd APPENDIX A - COMPARISON OF BIDS Ford Electric Brockville Gannon / Blackburn Electric Four-o-One Electric 1 A2 East Wing $22,330.00 $25,605.66 $30,409.65 $27,090.98 2 A2 West Wing $27,910.00 $31,456.00 $38,770.84 $33,850.74 3 B2 Wing $17,213.00 $20,820.31 $26,259.64 $21,027.48 4 C2 Wing $25,272.00 $26,512.15 $35,588.05 $30,760.74 5 D1 Wing $17,630.00 $18,635.68 $21,515.38 $21,676.29 6 D2 Wing $9,334.00 $9,635.97 $10,004.40 $10,859.27 7 D2 North $16,425.00 $18,191.88 $18,066.68 $19,104.67 8 Leased Area $7,191.00 $7,534.28 $3,394.71 $8,309.36 9 Basement $52,528.00 $58,615.47 $65,317.74 $67,072.58 10 Hang Fixtures $6,792.00 $13,550.00 $19,706.90 $3,098.85 SUB-TOTAL $202,625.00 $230,557.40 $269,033.99 $242,850.96 HST $26,341.25 $29,972.46 $34,974.42 $31,570.62 TOTAL $228,966.25 $260,529.86 $304,008.41 $274,421.58 Submitted Price (not including HST) $202,625.00 $221,283.36 $273,704.50 $242,850.96 Note: Basement to be retrofitted pending budget approval in 2012 or Council approval of expending surplus funds under 2011 budget. Completion Date 20-Dec-11 23-Dec-11 23-Dec-11 23-Dec- 11 Agenda Item # 3i)
Appendix B Letter Announcing Cost Increases Director of Lanark Lodge, Deb Pidgeon Page 7 of 14
Rare Earth Phosphor h Crisis June 28, 2011 Director of Lanark Lodge, Deb Pidgeon Page 8 of 14
Director of Lanark Lodge, Deb Pidgeon Page 9 of 14 Where are Rare Earth s (RE) Used in Fluorescent Lighting Fluorescent technology contain Halo or Tri-ban Phosphors Tri-ban use Rare Earths in their phosphor mix Key component with our high efficiency/premium product offering Tri-bans are used in our following products: All T8 s All T5 s Deluxe T12 s All CFL pin and Screw base Agenda Item # 3i)
Director of Lanark Lodge, Deb Pidgeon Page 10 of 14 Rare Earth Phosphors Price Explosion +1350% +200% since Jan 10 EXPORT +100% since Jan 10 +2300% Europium- oxide Cerium Oxide Huge increases in the Rare Earth market for export as well as in China * Rounded numbers for magnitude (no actual quote) Agenda Item # 3i)
Director of Lanark Lodge, Deb Pidgeon Page 11 of 14 Mining of Rare Earth Minerals 1. Capacity continues to be reduced 2. Industry s needs make up <10% of the total need for these rare minerals 3. Main industry drivers for this material China controls the mining of 95% of the rare earth minerals since 2002 New Energy: Wind Turbine, Solar Panels, Hybrid Cars Technology: Flat Screen Televisions, Smart Phones, Computers Agenda Item # 3i)
Director of Lanark Lodge, Deb Pidgeon Page 12 of 14 Summary Points Rare Earth oxides are vital component in our energy efficient fluorescent lamps Currently 95% of the Rare Earth oxides produced come from China Outlook on constrained capacity Today SYLVANIA believes they have positioned themselves to continue production through a solid supply chain. Hyper-Inflation on these Rare Earth oxides are being seen globally Government Activity Pending Legislation (DOE2012) US Launches Unfair Trade Investigation of Alleged China Green Tech Subsidies Pursing globally to re-open previously closed mines (can take 1-2 years) What are we doing? Continue to strengthen our supply chain Push and invest development innovation: Options to reduce powder weight Evaluate alternative ti substitutes t Ways to reclaim and recycle materials Agenda Item # 3i)
Thank you Director of Lanark Lodge, Deb Pidgeon Page 13 of 14
June 6, 2011 Over the last few weeks we have worked to understand the impact of new environmental initiatives recently enacted in China. Specifically, TCP and all other lighting manufacturers are realizing unprecedented increases in the cost of rare earth materials, which include the phosphors used in fluorescent lamps. This year the cost of phosphor has gone up nearly 900% and continues to rise. These increases are dramatically impacting the cost to manufacture fluorescent tubes, LEDs, and other electric goods, as rare earth elements are essential to the manufacture of these products. Effective July 5, 2011, prices for TCP products will increase an average of 15% to cover the cost increases we have experienced. Specific increases will vary by product line according to the amount of phosphor contained in an item. In anticipation of these phosphor-related increases, TCP has bolstered its current inventory position on many top items to ease your transition to new price levels. Your TCP representative will communicate additional details in the coming days. Thank you for your business, and we appreciate the confidence that you place in TCP. Sincerely, Mike Masino Sr. Vice President C&I Sales Director of Lanark Lodge, Deb Pidgeon Page 14 of 14