Report to: General Committee                                              Date
of Meeting: January 15, 2007

SUBJECT:                          Award
of RFP 160-R-06 Building Operations and Maintenance

PREPARED BY:               Amit
Sobti, Senior Buyer, Purchasing

Brian
Millar, Civic Centre Coordinator

RECOMMENDATION:

THAT the report
entitled “Award of RFP 160-R-06 Building Operations and
Maintenance” be received;

AND THAT RFP
160-R-06 Building Operations and Maintenance for the Markham Civic Centre and Fred Varley
Art Gallery
be awarded to the highest ranked and second lowest priced proponent, Angus
Consulting Management Limited;

AND THAT the term
of the contract be for 5 years commencing February 01, 2007 in the estimated
annual amount of $162,500.04, subject
to the applicable Consumer Price Index (CPI) adjustment or 3% annual increase,
whichever is less, per year, totaling $862,734.78 exclusive of GST;

AND THAT the following 2007 estimated costs be provided
for within the budget submission for the Asset Management Department, pending
council approval;

Account Name

Account Number

2007 Proposed Budget

Building
Maintenance

750-751-5310

$169,400.00

Varley Facility
Maintenance

540-540-5314

$  50,987.00

AND THAT Staff be
authorized and directed to do all things necessary to give effect to this
resolution.

EXECUTIVE SUMMARY:

Not applicable

FINANCIAL CONSIDERATIONS:

The following
table is a summary of the financial considerations for this report for the
Markham CivicCentre:

Original Budget and Account #

$169,400

750-751-5310
Building Maintenance

Current Budget Available (unspent)

$169,400

Less Cost

($156,500)

Awarded
to Angus Consulting Management Limited

Less Contingency

Budget Remaining

$12,900

The remaining
balance will be used for other building maintenance projects for the Markham
Civic Centre.

The following
table is a summary of the financial considerations for this report for the Fred Varley
Art Gallery:

Original Budget and Account #

$50,987

540-540-5314
Varley Facility Maintenance

Current Budget Available (unspent)

$50,987

Less Cost

($6,000)

Awarded
to Angus Consulting Management Limited

Less Contingency

Budget Remaining

$44,987

The remaining
balance will be used for other facility maintenance projects for the Fred Varley
Art Gallery.

1. Purpose                     2. Background                      3. Discussion                        4.
Financial

5. Others
(Environmental, Accessibility, Engage 21st, Affected Units)             6. Attachment(s)

PURPOSE:

The purpose of
this report is to seek Council approval to award RFP 160-R-06 Building
Operations and Maintenance to the highest ranked and second lowest priced
proponent for a term of 5 years.

BACKGROUND:

This request for
proposal (RFP) is being issued for the services of a building systems,
operations and maintenance consultant for the Markham Civic Centre and the Fred Varley
Art Gallery.

The contract includes two full-time building operators and a dedicated
emergency on-call service where a site trained operator will be on-call at all
times.  This provides for management
and support at all times and in the event of an emergency in other than normal
working hours.

BID INFORMATION

Advertised

Electronic Tendering Network

Bids closed on

November 29, 2006

Number picking up bid documents

6

Number of companies responding to bid

2

OPTIONS/ DISCUSSION:

The proposals were evaluated by an evaluation team (Team) comprising
of 3 staff members from the Asset Management Department with Purchasing staff acting as the facilitator.

The proposals were 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; 20% facility operating methodology and 40% price totaling
100%.  The proposed prices are
listed in the following table:

Consultants

5 Year Price

Price Score (40%)

Technical Score (60%)

Total Score (100%)

Final Rank

Angus Consulting Management Limited

$862,734.78*

38.61

60.00

98.61

1

E.S Fox Limited

$832,713.00

40.00

28.00

68.00**

2

Note:  Prices are exclusive of GST

* The 5 year cost
for Angus was calculated using an upset limit of 3% increase per year. This
could be lower based on CPI (Consumer Price Index) each year. Based on the
2001-06 contract, this contract represents an approx. 7.5% decrease in price.

**The low technical
score reflects E.S Fox`s lack of experience in Facility Operation and
Maintenance.

FINANCIAL TEMPLATE:

See Attached

ENVIRONMENTAL CONSIDERATIONS:

Not Applicable

ACCESSIBILITY CONSIDERATIONS:

Not Applicable

ENGAGE 21ST CONSIDERATIONS:

Not Applicable

BUSINESS UNITS CONSULTED AND AFFECTED:

Not Applicable

RECOMMENDED

BY:    ________________________          ________________________

Steve Andrews                                   Jim
Sales

Director, Asset
Management               Commissioner,
Community
and Fire Services

ATTACHMENTS:

None