STAFF AWARD REPORT                                            Page 1 of 1

To:

John Livey, Chief Administrative Officer

Re:

199-U-06 Office Furniture

Date:

October 19th, 2006

Prepared by:

Brian Millar, Civic Centre Coordinator

Alex Moore, Senior Construction Buyer

RECOMMENDATION

Recommended Supplier

Prestige Office Interiors. (Preferred Supplier)

Original Budget and Account #

$ 500,000.00

056-6150-7026-005 Corporate Accommodation

Current Budget Available

$ 411,942.00

Less cost of award

$ 120,206.16*

Inclusive of PST, exclusive of GST

Budget Remaining after this award

$ 291,735.84**

*The $120,206.16 price for the furniture is within the $191,500.00 budget allocated for this line item.  The remaining balance of $71,293.84 for this line item will be applied to other Miller Avenue and Civic Centre accommodation and implementation projects as approved.

**Remaining balance to be applied to other furniture acquisitions, interior renovations requirements.

PURPOSE:

To obtain approval to award the contract for various office furniture for Miller Avenue renovations to Prestige Office Interiors (POI).

BACKGROUND:

Steelcase Inc is the Town’s office furniture manufacture of choice for systems (workstation) furniture at the Civic Centre as approved by Council on June 30th, 2004 for a period of five (5) years.

Prices are as per the Town’s negotiated price for Steelcase Context workstations. The Steelcase distributor to deliver Context workstation furniture to the Town is POI.

STAFF AWARD REPORT                                            Page 1 of 1

To:

John Livey, Chief Administrative Officer

Re:

200-Q-06 Supply and Delivery of Fire Hoses

Date:

October 11th 2006

Prepared by:

Bill Snowball, Deputy Fire Chief

Amit Sobti, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier

Acklands Grainger Inc. (Lowest Priced Supplier)

Original Budget and Account #

$ 1,300,000.00

$      30,000.00

$    100,000.00

$ 1,430,000.00

057-6150-7354-005 Fire Pumper Replacements

067-6150-6687-005 Firefighting Tools & Equipment

067-6150-7091-005 Firefighting Equipment

Total Budget

Current Budget Available

$    240,000.00

$      23,399.09

$     75,010.79

$    338,409.88

Total Budget Available

Less cost of award

$    105,159.60*

Inclusive of PST , exclusive of GST

Budget Remaining after this award

$    233,250.28**

* The $105,159.60 purchase price of the fire hose is within the $338,409.88 budget allocated for the purchase of equipment for the fire pumpers.

**The remaining balance will be applied to various other fire fighting equipment purchases.

PURPOSE

To obtain approval to award the contract for the supply and delivery of fire hoses.

BACKGROUND

On May 09th 2006, Council approved the purchase of 2 new fire pumpers.  Fire hose has to be installed on these new pumpers.  As well, during the annual testing of the Fire Department’s hose, it was identified that there was damaged/worn out fire hose that needs to be replaced. The total quantity of the fire hose required is 11,900 feet (5600 feet for the new pumpers and 6300 feet of replacement hose).

BID INFORMATION

Advertised

No

Bids closed on

October 10th 2006

Number picking up bid documents

3

Number responding to bid

3

PRICE SUMMARY

Supplier

Price, Inclusive of PST and Exclusive of GST

Acklands Grainger Inc.

$ 105,159.60

Angus Fire Equipment

$ 108,682.56

Guillevin International

$ 110,862.86

STAFF AWARD REPORT                                            Page 1 of 1

To:

Jim Sales, Commissioner, Community and Fire Services

Re:

190-Q-06 Supply and Delivery of Planting Material

Date:

November 06th, 2006

Prepared by:

Amit Sobti, Senior Buyer

Mark Ingwersen, District Manager, West, Operations

RECOMMENDATION

Recommended Supplier

ValleyView Gardens (Lowest Priced Supplier)

Original Budget and Account #

$ 169,242.00

$ 169,242.00

$ 169,242.00

$ 507,726.00

730-735-4431 Streetscapes – 2007*

730-735-4431 Streetscapes – 2008*

730-735-4431 Streetscapes – 2009*

Less cost of award

$   68,375.16

Estimated 3 year term, Inclusive of PST, Exclusive of GST

Budget Remaining after this award

$ 439,350.84

*The following 2007-2009 estimated costs be provided for within the respective years budget submission for the

Parks Department, subject to Council Approval.

The budget requested for account 730-735-4431 for 2007 is $169,242.00. The estimated annual cost of this award is $22,566.06. The remaining balance of $146,675.94 ($169,242.00 - $22,566.06) will be used for other Streetscape planting requirements.

PURPOSE:

Contract # 197-Q-05 for planting material for 2006 expired on July 31st, 2006. This award is to obtain approval to contract planting material for a three (3) year period from November 01st, 2006 until October 31st, 2009.

BACKGROUND:
Three (3) vendors were invited to quote, but only One (1) submitted a proposal. The one bid received is comparable to previous years, and does not result in an increase in costs to supply this plant material.

BID INFORMATION:

Advertised

No

Bids closed on

October 18th, 2006

Number picking up bid documents

3

Number responding to bid

1

PRICE SUMMARY:

Supplier

Price, Inclusive of PST and Exclusive of GST

ValleyView Gardens

$  68,375.16 * (Three Year Cost)

*Compared to the previous contract, this contract represents 0% increase in unit price.

STAFF AWARD REPORT                                            Page 1 of 1

To:

Jim Sales, Commissioner of Community and Fire Services

Re:

182-T-06 Bishop Park Bleacher Replacement

Date:

October 17th 2006

Prepared by:

Morgan Jones, Supervisor, Contract Administration

Amit Sobti, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier

Griffith Property Services (Lowest Priced Supplier)

Original Budget and Account #

$  116,000.00

059-6150-7122-005 Bleacher Replacement

Current Budget Available

$  116,000.00

Less cost of award

$    96,800.00

Exclusive of GST

Budget Remaining after this award

$    19,200.00

*The remaining balance will be used for post-replacement site repairs.

PURPOSE

To obtain approval to award the contract for bleacher replacements at the Bishop Cross Park.

BACKGROUND

The existing bleacher has exceeded its lifecycle.  Isolated repairs are no longer effective.  Multiple trip hazards make the existing structure no longer safe for use.

BID INFORMATION

Advertised

Electronic Tender Network

Bids closed on

October 06th 2006

Number picking up bid documents

4

Number responding to bid

3

PRICE SUMMARY

Supplier

Price, Exclusive of GST

Griffith Property Services Ltd.

$   96,800.00

Rutherford Contracting Ltd.

$ 101,912.96

Mopal Construction Ltd.

$ 188,500.00

STAFF AWARD REPORT                                            Page 1 of 2

To:

Jim Sales Commissioner, Community and Fire Services

Re:

181-T-06 Load, Haul and Dispose of Stockpile Excess Fill Material

Date:

October 20th, 2006

Prepared by:

Robert Flindall, Waterworks Operations & Maintenance Manager

Alex Moore, Senior Construction Buyer

RECOMMENDATION

Recommended Supplier

Defina Haulage (Lowest Priced Supplier)

Budget and Account #

$   31,093.00

$   15,600.00

$    30,100.00

$    97,400.00

$      7,190.00

$    30,000.00

$    71,200.00

$    20,000.00

760 500 5300 Construction –  Sani Sewer Line Breaks

760 512 5300 Construction – Sani Service Maintenance

760 560 5300 Construction – Manhole Maintenance

760 111 5300 Construction – Water Service Maintenance

760 112 5300 Construction – Water Service Maintenance

760 113 5300 Construction – Water Valve Maintenance

760 211 5300 Construction - Water Service Maintenance

760 213 5300 Construction - Water Valve Maintenance

Original Budget

$  302,583.00

Current Budget Available

$  156,473.52

Less estimated cost of award

$    75,500.00

$      7,550.00

$    83,050.00

Inclusive of PST, exclusive of GST

Contingency (10%), contractor may take away more than 5000 m3 once we have verified the quantity by the survey

Budget remaining after this 2006 award

$    73,423.52

Remaining funds shall be used for other waterworks maintenance projects

PURPOSE:

To obtain approval to award the contract for load, haul and disposal of the stockpiled excess material located adjacent to 455 Rodick Road, opposite 555 Miller Avenue.

BACKGROUND:

The excess earth material was generated from repairs to watermains, sewers, and drainage channels within municipal road allowances.

This contract covers the loading, hauling and disposal of stockpiled excess earth material (earth) to an approved dump site as per the requirements in OPSS 180 and OPSS 206.  The Low Bidder has indicated that the material will be transported to Pit-Way Disposal located in the Town of Whitchurch-Stouffville on Warden Avenue, north of Bloomington Road.  This is a private fill site, open to the public and contractors.  The Contractor will be required to submit to the Town the Property Owner’s Release Form OPSF 180-3 as specified in the contract documents to ensure that the private owner has given prior consent to the placement of fill on their property.

BID INFORMATION:

Advertised

Electronic Tendering Network

Bids closed on

October 13th, 2006

Number picking up bid documents

7

Number responding to bid

4

PRICE SUMMARY (Estimated 5000 CU metres):

Supplier

Unit Price /Cu Metre

Total Price

Defina Haulage

$ 15.10

$  75,500.00

Elirpa Construction and Materials Ltd

$ 24.29

$ 121,450.00

Finch Paving

$ 25.65

$ 128,250.00

Griffith Property Services

$ 29.00

$ 145,000.00

Note:  Unit prices shown are exclusive of GST

…/2

181-T-06

Load, Haul and Dispose of Stockpile Excess Fill Material

________________________________________________________________________________________________

ENVIRONMENTAL CONSIDERATIONS:

The soil being disposed has been tested by Soil Engineers Ltd to determine the general environmental quality of the material for off-site disposal. The attached soil report was included in tender document to ensure bidders dump site was an appropriate site for this material.

STAFF AWARD REPORT                                            Page 1 of 1

To:

John Livey, Chief Administrative Officer

Re:

169-T-06 Townwide, Catch Basin Cleaning

Date:

October 13th, 2006

Prepared by:

Bob Walter, District Manager (East)

Amit Sobti, Senior Buyer

RECOMMENDATION

Recommended Supplier

Flow-Kleen Technology Ltd (Lowest Priced Supplier)

Original Budget and Account #

$  112,055.00

$  112,055.00

$  224,110.00

700-507-5305 Catch Basin Cleaning  – 2007*

700-507-5305 Catch Basin Cleaning  – 2008*

Current Budget Available

$  224,110.00

** Pending budget approval

Less cost of award

$  224,110.00

Estimated 2 year term, inclusive of PST, exclusive of GST

Budget Remaining after this award

$             0.00

*The following 2007-2008 estimated costs be provided for within the respective years budget submission for the Operations Department.

**The total 2006 budget in account 700-507-5305 is $92,816.00. Based on the tender award, the estimated cost for 2007 is $112,055.00. The shortfall of $19,239.00 ($112,055.00 - $92,816.00) will be discussed during the 2007 budget process.

PURPOSE:

The purpose of this award is to obtain approval for awarding the contract for catch basin cleaning for a two (2) year period from January 01st, 2007 until December 31st, 2008.

BACKGROUND:

Catch Basin Cleaning is required to maintain the integrity of the sewer structure. It also removes the sediments from settling and restricting the flow in the storm drains.

BID INFORMATION:

Advertised

Electronic Tender Network

Bids closed on

October 06th, 2006

Number picking up bid documents

6

Number responding to bid

2

PRICE SUMMARY:

Supplier

Price, Exclusive of GST (per year)

Flow-Kleen Technology Ltd.

$ 112,055.00*

Almon Equipment Ltd.

$ 180,625.00

*Compared to the previous contract, this contract represents 0% cost increase. The additional funding in the budget is being requested due to growth.

STAFF AWARD REPORT                                            Page 1 of 2

To:

John Livey, Chief Administrative Officer

Re:

164-T-06 Supply and Haul Granular Material

Date:

November 13th, 2006

Prepared by:

Bob Walter, District Manager (East)

Amit Sobti, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier(s)

Vicdome Sand and Gravel      ($104,745.50 – Lowest Priced Supplier Section A & C)

James Dick Construction Ltd  ($  54,177.00 - Lowest Priced Supplier Section B)

Total Annual Cost of Award   ($158,922.50)

Original Budget and Account #

$ 6,171,524.00

Various accounts (see Financial Attachment on page 2)

2007 Proposed Budget Available

$ 6,132,655.00

Less cost of award

$    158,922.50

$    158,922.50

$    317,845.00

Inclusive of PST, exclusive of GST for 2007*

Inclusive of PST, exclusive of GST for 2008*

Total Cost of Award (2 Year Term)

2007 Budget Remaining after this award

$ 5,973,732.50

*The following 2007-2008 estimated costs be provided for within the respective years budget submission for the

Operations Department.

PURPOSE

Contract # 014-T-05 expires December 31st 2006. This award is to obtain approval for the contract for supply and haul of granular material for a period of Two (2) years (Jan 01 2007 to Dec 31 2008).

BACKGROUND

Granular material is required for gravel resurfacing of roads, shoulders and base repairs. It is also needed for repairs to storm and sanitary sewers and water mains.

BID INFORMATION

Advertised

Electronic Tendering Network

Bids closed on

October 04th 2006

Number picking up bid documents

6

Number responding to bid

4

DETAILED PRICING INFORMATION*

Vendor

Part A**

Part B**

Part C**

Total Award

Vicdome Sand & Gravel

$ 72,605.50

$ 58,764.00

$ 32,140.00

$ 104,745.50

James Dick Const. Ltd

Incomplete Bid

$ 54,177.00

No Bid

$   54,177.00

Miller Paving Ltd.

No Bid

No Bid

$ 62,680.00

Lafarge North America

$ 85,314.18

$ 59,950.12

$ 37,359.20

*Prices inclusive of PST, Exclusive of GST

**As compared to the previous contract, this contract represents an approximate cost increase of 12.84%. This increase is attributed to a higher delivery cost based on fuel escalation.

Project # 164-T-06 Supply and Haul Granular Material                                                                                            Page 2 of 2

________________________________________________________________________________________________

FINANCIAL ATTACHMENT FOR 2007

Account # and Description

Original Budget

2007 Proposed Budget Available (Unspent)

Less Cost of this Award, Inclusive of PST and Exclusive of GST

Budget Remaining after this award*

050-6150-7213-005

Gravel Road Surface Treatment

$     330,000

$      291,131

$         15,000

$          276,131

050-6150-7455-005

Asphalt Resurfacing - Annual Program

$  5,645,000

$  5,645,000

$         10,000

$       5,635,000

700-500-4541 Stone, Gravel

$         4,740

$         4,740

$           4,740

-

700-501-4541 Stone, Gravel

$         2,195

$         2,195

$           2,195

-

700-502-4541 Stone, Gravel

$       16,257

$       16,257

$         16,257

-

700-507-4541 Stone, Gravel

$         8,449

$         8,449

$           8,449

-

730-743-4541 Stone, Gravel

$       59,584

$       59,584

$      7,650.50

$      51,932.50

760-500-4530 Sewer Line Breaks

$         4,160

$         4,160

$           4,160

-

760-511-4530 T&D –Residential Services

$         1,150

$         1,150

$           1,150

-

760-512-4530 T&D - ICI Services

$         1,134

$         1,134

$           1,134

-

760-560-4530 Manhole Maintenance

$         9,410

$         9,410

$           9,410

-

760-100-4530 Water Main Breaks

$       27,300

$       27,300

$         22,300

$             5,000

760-110-4530 T&D - Main Line

$         7,689

$         7,689

$           6,455

$             1,235

760-111-4530 T&D –Residential Services

$       17,976

$       17,976

$         16,000

$             1,976

760-112-4530 T&D - ICI Services

$        5,775

$         5,775

$           5,775

-

760-113-4530 T&D - Valves

$        6,492

$         6,492

$          6,492

-

760-114-4530 T&D - Chambers

$        4,755

$         4,755

$          4,755

-

760-115-4530 T&D - Hydrants

$      19,458

$       19,458

$        17,000

$             2,458

$ 6,171,524

$  6,132,655

$ 158,922.50

$ 5,973,732.50

STAFF AWARD REPORT                                            Page 1 of  2

To:

Andy Taylor, Commissioner of Corporate Services

Re:

131-Q-06 Process Mapping of Cashiering Activities

Date:

November 9, 2006

Prepared by:

Miranda Miluzzi, Manager of Tax and Cash

Ivy Ho, Purchasing Supervisor

RECOMMENDATION

Recommended Supplier

KPMG, LLP (Lowest Priced Bidder)

Original Budget and Account #

$   250,000

49 6150  7302 005 Cashiering System

Current Budget Available

$   250,000

Less cost of award

$     50,000

Exclusive of PST and GST

Budget Remaining after this award

$   200,000

The remaining balance will be applied to a cashiering solution resulting from this award.

PURPOSE

To obtain approval to award the contract to the lowest priced bidder, KPMG.

BID INFORMATION

Advertised

Electronic Tendering Network

Bids closed on

August 16, 2006

Number picking up bid documents

5

Number responding to bid

3

PROPOSAL EVALUATION

The Evaluation Team (Team) for this RFP was comprised of staff from the Revenue Department with Purchasing staff acting as the facilitator.

The proposals were to be evaluated based on pre-established evaluation criteria as listed in the RFP:  20% past experience of consulting firm; 20% qualifications of the lead consultant and project team; 30% project delivery and 30% price totaling 100%.

The evaluation of the price was calculated based on a standard formula where the lowest proposed price (numerator) is divided by the proposed price (denominator) and then multiplied by the assigned weight of 30%.    The proposed prices are listed in Table A.

Table A

Consultants

Price, Inclusive of Disbursement and Exclusive of GST

Evaluation Results

Active Network

$   13,120.00

Withdrawn

KPMG

$   50,000.00

Recommended for Award

PriceWaterhouse

$ 130,500.00

Active withdrew their bid after they were made aware of Part 1, Section 3, Article 6 of Purchasing By-law 2004-341.  This Section of the By-law does not permit Active to make an offer for the supply of a future cashiering solution if Active is awarded this contract.  It reads as follows:

…/2

131-Q-06 Process Mapping of Cashiering Activities                                                                                                  Page 2

________________________________________________________________________________________________

“Vendors or potential vendors shall not be requested to expend time, money or effort on design or in developing specifications or otherwise to help define a requirement beyond the normal level of service expected from vendors.  When such services are required:

(a)      the Purchasing Department must be advised;

(b)      the vendor will be considered a consultant and will not be permitted to make an offer     for the supply of the goods and services;

(c)      a fee shall be paid; and

(d)      the detailed specification shall become the property of the Town of Markham and can be used in obtaining competitive bids”

The bid from PriceWaterhouseCoppers was not considered as their bid price was in excess of the portion of budget allocated for this phase of the work.   Therefore, it is recommended that KPMG, the lowest priced bidder, be awarded the contract.

Table “B” – Contract Extensions as Authorized per Original Award

PROJECT #

DESCRIPTION

SUPPLIER

ORIGINAL AWARD TERM

EXTENDED TERM

EXTENDED AMOUNT

% PRICE INCREASE

178-R-02

Fire & Emergency Services, Uniforms

SafedesignApparel Ltd.

Jan 1/06 to Dec 31/06

Jan 1/07 to Dec 31/07

$70,000.00

0%

152-Q-04

Preparation, Printing , Insertion & Mailing of Municipal Tax Bills

Mediamix Marketing Group Inc.

Jan 1/06 to Dec 31/06

Jan 1/07 to Dec 31/07

$46,000.00

0%