STAFF
AWARD REPORT
Page
1 of 1

To:

John
Livey, Chief Administrative Officer

Re:

228-S-06 Interior Conversion
of  New District Chief’s Van

Date:

October
20, 2006

Prepared
by:

Bill Snowball, Deputy Fire Chief

Laurie
Canning, Fleet Manager

Amit
Sobti, Senior Buyer

RECOMMENDATION

Recommended
Supplier

PK Welding
Fabrications, single sourced vendor

Original Budget and Account #

$  80,0000.00

57 5350 7104 005
Fire Department District Chief Vehicle

Current Budget Available (unspent)

$    44,442.98

Less Cost of this Award

$    55,306.80

Inclusive
of PST, exclusive of GST

Budget Remaining after this award

($   10,863.82)*

* The shortfall will be funded from
account 44 7950 6395 000 Capital Contingency Project

Staff
recommends:

THAT the tendering process be waived in
accordance with Purchasing By-Law
2004-341, Part II, Section 7 (1) which states “When any of the following
conditions apply, the Treasurer and the Manager of Purchasing
may, in consultation with the appropriate Director, negotiate a contract for
the supply of goods and services without a competitive process, which shall be
submitted to the Chief Administrative Officer for approval….

(e)
where
the Town is acquiring specialized vehicles or equipment, such as firefighting
vehicles or equipment or buses, in which case the sources of supply may be
identified based on technical specifications prepared by the User Department
staff. The Manager of Purchasing may
negotiate purchases based on such specifications in consultation with the User
Department”.

AND
THAT the shortfall of $10,863.82 be funded from account # 44 6900 6395 005
Capital Contingency Project.

BACKGROUND

In 2005 Markham
Fire and Emergency Services budgeted for and purchased a new command vehicle to
replace the current unit that was purchased in 2001. This is a first response
fire apparatus used by the Platoon Chief’s on a twenty-four hour and
seven day basis. The 2005 vehicle is a window type van which requires the rear
portion to be converted to an office/command area.

In 2006 approval
was granted to proceed with a District Chief position along with the approval
to add another command van for this position. The specifications used for this
purchase were the same as used in the van purchase and interior conversion of
the 2005 vehicle.

When the original
Command Van was purchased in 2001, staff had to send it to four different
companies to have the rear of the vehicle converted to meet requirements.  This resulted in significant delays as
each company had to coordinate with each others schedule.  In addition, there were problems in
administering the warranty and service program.

To convert the van
purchased in 2005 , staff  were able
to source one supplier who converted the van in its entirety including:  raising the roof, installing an office/command
area, emergency lighting, an inverter for 110 volt power, a fax machine and all
necessary parts and equipment to provide telemetry for Fire Department’s
thermal imaging camera.

By using the same
company to carry out the interior installation of this new 2006 command van,
our efforts to standardize our department’s fleet continue.  Efforts to standardize the emergency
response vehicles in the fleet have reduced driver and mechanic training,
allowed the stocking of less parts inventory and overall reduced vehicle downtime.

Reference check results obtained from other
municipalities such as City of Toronto, Town of Ajax and City of Oshawa were positive.  Staff are confident that PK Welding
Fabrications will convert the van to meet Markham Fire Department’s
requirements.

STAFF AWARD REPORT
Page 1 of 1

To:

Jim
Sales, Commissioner, Community and Fire Services

Re:

224-Q-06 Supply and Install Automatic Bi-Parting Doors,
Thornhill Community Centre

Date:

December 20, 2006

Prepared
by:

Robert Hartnett, Recreation Supervisor Facilities

Betty Leung, Purchasing Assistant

RECOMMENDATION

Recommended Supplier

Stanley Access Technologies (Lowest Priced Supplier)

Original Budget and Account #

$  48,000.00

$  17,500.00

$  65,500.00

70-6150-7142-005 Thornhill CC Door Replacement

70-6150-6545-005 Thornhill CC Door Closures

Current Budget
Available

$  65,500.00

Less cost of award

$  55,500.00

Inclusive of PST, exclusive of GST

Budget
Remaining after this award

$  10,000.00 *

* The remaining balance of $10,000 will be returned to its original
funding source.

PURPOSE

To obtain approval to award the contract
for the Supply and Install of Automatic Bi-Parting Doors for Thornhill
Community Centre (7755 Bayview Avenue) to be
completed approximately by end of February 2007.

BACKGROUND

The Thornhill Community
Centre front doors are 31 years old; dented and rusting, seals are falling and
hinges are breaking.

The existing swing doors and
frames to the Arena entrance, Community Halls entrance and South entrance will
be removed

and disposed of and be
replaced with automatic bi-parting sliding doors.

BID INFORMATION

Advertised

By Invitation

Bids closed on

December
8, 2006

Number invited to bid

7

Number responding to bid

2

PRICE SUMMARY

Supplier

Price, Inclusive of PST and
exclusive of GST

Stanley Access Technologies

$  55,500.00

Abtek Door Services Ltd

$  55,597.00

STAFF AWARD REPORT
Page 1 of 1

To:

Jim
Sales, Commissioner, Community and Fire Services

Re:

183-T-06 Markham Fire Station 95 – Envelope Repairs

Date:

November 27, 2006

Prepared
by:

Eardley Adams, Project Manager

Alex Moore, Senior Construction Buyer

RECOMMENDATION

Recommended Supplier

Orion
Construction (Lowest Priced Supplier)

Original Budget and Account #

$   350,000.00

056-6150-7016-005 Fire Facility Improvements

Current Budget
Available

$   234,541.00

Less cost of award

$     48,500.00

$       4,434.00

$     25,000.00

$     77,934.00 *

Base tender

Provisional item (additional perimeter tiles)

Construction contingency

Total price inclusive of PST, exclusive of GST

Budget Remaining after this award

$   156,607.00 **

* The $77,934.00 (including contingency) cost for
fire station 95-envelop repairs is within the $162,000.00 ($137,000 +
$25,000.00) allocated for this project.

** The remaining balance in this account shall be
used for further fire facility improvements.

PURPOSE

To obtain approval to award Markham fire station 95
– envelop repairs.

BACKGROUND

This project includes envelope repairs (east and north elevations) and
related site work to Markham Fire Station 95, located at 316 Main Street, Unionville,
ON. The work
under this contract involves the building envelope which shows signs of
deterioration to the exterior masonry on the north side of the facility.  By and large the work involves the installation
of cladding to a portion of the north elevation, masonry repairs, installation
of a weeping tile system and soaker pit and damp proofing of the foundation
walls on the north side of the facility.

BID INFORMATION

Advertised

Electronic Tender Network

Bids closed on

November 08, 2006

Number picking up bid documents

7

Number responding to bid

4

PRICE SUMMARY

Supplier

Price,
Inclusive of PST and exclusive of GST

Orion
Construction

$    52,934.00

R-Chad General Contractors

$  137,500.00

A-Plus

$  216,000.00

Brook Restoration

$  239,900.00

Prices include base tender and
provisional item (additional perimeter tiles).

STAFF AWARD REPORT                                            Page
1 of 1

To:

John
Livey, Chief Administrative Officer

Re:

170-T-06 Printing and Delivery of 2007 Recreation Guide

Date:

December 12, 2006

Prepared
by:

Emma Uffren, Marketing and Sales Coordinator

Betty Leung, Purchasing Assistant

RECOMMENDATION

Recommended Supplier

York Region Printing (Lowest
Priced Supplier)

Original Budget and Account #

$
188,000.00

795 796 5880 Print Material 2007*

Current Budget
Available

$
188,000.00

Less cost of award

$   211,932.72

Inclusive of PST, exclusive of GST

Budget Remaining after this award

( $
23,932.72) **

* Subject to Council approval of the 2007 Operating
Budget

** A request for an additional $24,000 in Print
Material Expense account #795-796-5880 will be included in the 2007 operating
budget.  The additional expense will
be partially offset by a budgeted increase of $12,000 in the advertising
revenue account #795-796-8853 due to a projected increase in sales and a
planned inflationary increase in rates. The net budget impact is $12,000.

PURPOSE

To obtain approval to award the contract
for the printing and delivery of 91,000 copies of the 2007 Recreation Guide per
season (Spring 2007, Summer 2007, Fall 2007, Winter 2007).

BID INFORMATION

Advertised

Electronic Tender
Network

Bids closed on

November
15, 2006

Number picking up bid documents

9

Number responding to bid

6

PRICE SUMMARY

Supplier

Price,
Inclusive of PST and exclusive of GST

York Region Printing

$
211,932.72 *

Quebecor

$  226,873.44

Four bids were disqualified for failing to
comply with one of the mandatory tender requirements. To accommodate multiple
press checks by staff, printers must have their print shop located within the
GTA.  Disqualified vendors were
located well outside the GTA in Muskoka, Niagara, Brantford and Barrie.

Price includes full colour
to one 8-page signature of each Guide.

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

ENVIRONMENTAL
CONSIDERATIONS

Recreation Guides are printed on recycled
paper with vegetable based inks.

STAFF AWARD REPORT
Page 1 of 1

To:

John
Livey, Chief Administrative Officer

Re:

168-T-06 Street Sweeping Operations in Spring & Fall

Date:

October 11, 2006

Prepared
by:

Bob Walter, District Manager (East)

Amit Sobti, Senior Buyer

RECOMMENDATION

Recommended Supplier

D.Crupi & Sons (Lowest Priced Supplier)

Original Budget and Account #

$
107,566.80

$
107,566.80

$
107,566.80

$
322,700.40

700 502 5303 Street Sweeping 2007*

700 502 5303 Street Sweeping 2008*

700 502 5303 Street Sweeping 2009*

Current Budget
Available

$    322,700.40

Pending budget approval **

Less cost of award

$
322,700.40

Estimated 3 year term, exclusive of GST

Budget Remaining after this award

$
0.00

*
The following 2007-2009 estimated costs be provided for within the respective
years budget submission for the Operations Department and subject to Council
approval of the 2007, 2008, 2009 budgets.

**
The total budget in account 700-502-5303 is $102,972.00. Based on the tender award, the
estimated cost for 2007 is $107,566.80. The shortfall of $4,594.80 ($107,566.80
- $102,972.00) will be included in the 2007 operating budget.

PURPOSE:

The current contract 035-T-04 expires on December 31st, 2006.
This award is to obtain approval for Spring and Fall Street Sweeping Operations
for a three (3) year period from January
01, 2007 until December
31st, 2009.

BACKGROUND:

The Town contracts for the supply and
operation of six (6) street sweepers to clean the Town’s road network.

BID INFORMATION:

Advertised

Electronic Tender Network

Bids closed on

September 29th, 2006

Number picking up bid documents

6

Number responding to bid

3

PRICE SUMMARY:

Supplier

Price,
Exclusive of GST

D. Crupi & Sons

$  107,566.80*

A & G Cleaners

$  109,200.00

Almon Equipment

$  129,360.00

* As compared to the previous contract, this contract
represents an approximate 3.8% increase in cost.

ENVIRONMENTAL CONSIDERATION:

The spring sweeping program allows the Town to remove
winter residue from the streets and curbs prior to the material migrating into
the sewer system and finally into the streams. The program provides a means to
properly, remove, screen and dispose of the sweeping material in an approved
manner. The fall sweeping program includes the removal of the leaves from the
streets and the transportation to a compost
site for recycling. The fall sweep also removes the leaves from storm grates,
assisting in providing proper maintenance of our drainage system.

STAFF AWARD REPORT
Page 1 of 2

To:

John Livey, Chief
Administrative Officer

Re:

124-T-06 Construction of Times Neighbourhood
Park

Date:

November
29, 2006

Prepared by:

Linda
Irvine, Manager, Parks and Open
Space

Alex Moore, Senior Construction
Buyer

RECOMMENDATION

Recommended Supplier

Mopal Construction (Lowest Priced Supplier)

Original Budget and Account #

$    435,000.00

081-5350-5196-005 Times
Neighbourhood Park

Current Budget Available

$    389,800.00

Less cost of award

$    299,800.00

$      45,000.00

$    344,800.00

Base tender, allowances and
provisional items 1 & 2

Contingency, construction &
consultant **

Inclusive of PST, exclusive of
GST

Budget Remaining after this award

$      45,000.00 *

*Upon payment of
all invoices associated with this project, any remaining funds will be returned
to the original funding source.

** Due to the complexity
integration to some existing site amenities (site boulders and soils
conditions), staff anticipate a higher than typical level of contingency may
arise during the construction of this project.

PURPOSE

To obtain approval to award the construction of Times Neighbourhood
Park.

BACKGROUND

This project encompasses the construction of Times Neighbourhood
Park at Galleria Boulevard
and Suncrest Boulevard, West of Times Avenue.

OPTIONS/DISCUSSIONS

Mopal Construction has recently been awarded
two (High Glen & Mount Joy) park construction projects within the Town for
the 2007 season. With the award of this park, Mopal Construction will have
three park projects with a combined construction value of $1,398,410.00. All
parks must be under construction simultaneously and built concurrently in 2007.
Staff has reviewed the experience
and qualifications of Mopal Construction and are satisfied.  Furthermore, Mopal Construction has
fully met all bonding requirements for these three projects and has ensured
staff that parks will be built concurrently to committed schedules.

TOTAL
ESTIMATED PROJECT COSTS

Total Budget (Account 081-5350-5196-005)

$  435,000.00

Less:

Construction Cost

$  299,800.00

Contingency – Consulting Fees and Construction

$    45,000.00

Internal Capital Admin. Fee (2%) – 2003 project

$      8,700.00

Consultant Fees (PD3 Workshop)

$    36,500.00

Budget Remaining

$    45,000.00

BID INFORMATION:

Advertised

Electronic Tender
Network

Bids closed on

November 22, 2006

Number picking
up bid documents

14

Number
responding to bid

10

…/2

Page 2 of 2

PRICE
SUMMARY:

Supplier

Price, Inclusive of PST and exclusive of GST

Mopal Construction

$  299,800.00

Gateman Milloy

$  341,534.17

Griffith Property
Services

$  369,726.16

Pine Valley
Ent Inc

$  378,030.00

Melfer
Construction

$  394,975.00

Zuron
Construction

$  405,325.36

Hank Deenen
Landscaping Ltd

$  431,737.00

Rutherford
Contracting

$  467,251.16

Tasis

$  469,199.53

Royal Crest
Paving

$  597,280.00

Price summary
includes base tender, which includes cultural installation, hydro connection,
testing allowances and provisional items 1 & 2.

STAFF AWARD REPORT
Page 1 of 1

To:

John
Livey, Chief Administrative Officer

Re:

107-T-06 Civic Centre Phase-4, Carpet Replacement

157-Q-06 Furniture Lifting, Removal and Re-installation

Date:

September 19, 2006

Prepared
by:

Brian Millar, Civic Centre Coordinator, Asset Management

Amit Sobti, Senior Buyer

RECOMMENDATION

Recommended Supplier(s)

Sands
Commercial Flooring (Lowest Priced Supplier for Carpet Replacement)

The
Office Mover  (Lowest Priced Supplier
for Furniture Moving)

Original Budget and Account #

$
250,000.00

056 6150 7013 005 EREP Civic Centre Facility Improvement

Current Budget
Available

$   247,250.00

Less cost of award

$
114,432.48

$     13,500.00

$
127,932.48

Carpet Replacement, Inclusive of PST, exclusive of
GST

Furniture Lifting, Removal and Re-installation,
exclusive of GST

Total Cost of Award

Budget Remaining after this award

$
119,317.52

*The $127,932.48 purchase and installation price
of the carpet is within the $175,000 budget allocated for this line item. Upon
payment of the invoice, the remaining balance of $47,067.52 for this line item
will be used for other carpet projects.

PURPOSE

To obtain approval to award the contract(s)
for the civic centre phase - 4 carpet replacement and furniture lifting,
removal and replacement.

BACKGROUND

It should be noted
that out of the 2 carpet suppliers that picked up the bid document, only 1
supplier submitted a bid. The other supplier was too busy to quote.

Savings in the
amount of $2440.80 including PST were achieved by negotiating with the vendor.
The vendor absorbed the cost of the underlay for the Mayor`s
office in the total bid amount.

BID INFORMATION FOR 107-T-06

Advertised

Electronic Tender Network

Bids closed on

September 13th, 2006

Number picking up bid documents

2

Number responding to bid

1

PRICE SUMMARY FOR 107-T-06

Supplier

Price,
Inclusive of PST and exclusive of GST

Sands
Commercial Flooring

$  114,432.48

PRICE SUMMARY FOR 157-Q-06

Supplier

Price,
Exclusive of GST

The Office
Mover

$
13,500.00

SummerLee Office Installations

$  15,820.50

POI Business Interiors

$  17,496.00

Jim Clifford Moving Services

$  19,769.00

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

PROJECT #

DESCRIPTION

SUPPLIER

ORIGINAL AWARD TERM

EXTENDED TERM

EXTENDED AMOUNT

% PRICE INCREASE

086-Q-05

Supply &
delivery of various-sized envelopes

Supremex

Jan 1/06 to Dec 31/06

Jan 1/07 to Dec 31/07

$29,000.00

0%

173-R-04

Corporate-wide,
Information Technology & Educational Training

Nexient Learning (formerly CDI Education/Polar Bear Corp. Education
Solutions

Apr 1/05 to Dec 31/06

Jan 1/07 to Dec 31/07

$34,124.00

0%