Report to: General Committee                                                     Report Date: March 16, 2007

 

 

SUBJECT:                          Extension of Contract 068-R-06 Consulting Services for Facility Project Management and Space Planning

PREPARED BY:               Brian Millar, Extension 6190

                                            Amit Sobti, Extension 2239

 

RECOMMENDATION:

THAT the report entitled “Extension of Contract 068-R-06 Consulting Services for Facility Project Management and Space Planning” be received;

 

And that Contract 068-R-06 for Facility Project Management and Space Planning be extended for Two (2) years with Mayhew and Associates Ltd. in the estimated annual amount of $250,000 totaling $500,000, exclusive of GST;

 

And that funds for this contract be drawn from the pre-approved 2007 Corporate Accommodations Budget Account 056 6150 7501 005 in the amount of $250,000, exclusive of GST;

 

And that funds for this contract for the 2008 period, in the amount of $250,000, exclusive of GST, be included in the 2008 budget discussions;

 

And that Staff be authorized and directed to do all things necessary to give effect to this resolution;

 

EXECUTIVE SUMMARY:

Not applicable

 

FINANCIAL CONSIDERATIONS:

On February 13, 2007 Council approved the Asset Management Department Capital Project #053-6150-7501-005 for Corporate Accommodations Annual Program.

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

 

 

 

 

 

Original Budget and Account #

 

$300,000

 

056 6150 7501 005  Corporate Accommodation

Current Budget Available (unspent)

 

$300,000

 

 

Less Cost

 

($250,000)

 

Awarded to Mayhew and Associates

Less Contingency

 

 

 

 

Budget Remaining

 

$50,000

 

*

*Remaining balance will be used for other space planning projects.

 

 

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 obtain approval to extend the contract for Facility Project Management and Space Planning for a period of (2) two years.

 

BACKGROUND:

The Corporate Accommodation Planning Program is an annual program that provides for additions and alterations to staff accommodations when requested by Town departments.  Typical projects include office renovations to accommodate new staff, relocation of staff to new facilities such as in the case of the Library Administration staff relocation to the new Markham Village Library and Fire Department staff relocation to the Esna Park offices and other projects to improve office efficiency and functionality. 

 

In April 2006, an RFP was issued for consulting services for facility project management and space planning for a period of three years.  The previous consultant’s contract with the firm BLJC expired on May 31, 2006.  A staff evaluation team for this RFP assessed the submissions and based on the pre-established evaluation criteria, Mayhew and Associates was determined to be the highest ranked proponent.

 

In September 2006, staff approved award of Contract 068-R-06 (see attached) in the amount of $226,098.58 for a period of 6 months to Mayhew and Associates as a pilot project to ascertain the proponent’s capacity and ability to undertake the work as required by the Town.

 

At this time a number of projects in the 2006 Capital Budget had to be completed in a short time span resulting in a higher value for the first 6 months.  For the next (2) two years, Asset Management estimates the total annual spending to be approximately $250,000.

 

Mayhew and Associates have confirmed that the existing “Value Proposition Agreement” between Steelcase Inc. and the Town of Markham will be adhered to and that they will continue furniture purchases from Steelcase Inc. through POI.

 

Over the past six months Mayhew Associates have project managed several space planning projects for various Town departments.  The largest of these assignments has been the office changes for the Operations Department at the Miller Avenue Works Yard and the office relocation of the Library Administration staff to Seneca College.  Mayhew has also been assigned other projects requested by the Operations, Legal, Building, and Planning Departments.

 

Staff has been satisfied with Mayhew’s performance and is confident that they will continue to provide service that meets and/or exceeds the Town’s requirements.  It is recommended that Contract 068-R-06 be extended for Two (2) additional years with Mayhew and Associates at an estimated annual amount of $250,000, totaling $500,000, exclusive of GST.

 

OPTIONS/DISCUSSION:

Not applicable

 

FINANCIAL TEMPLATE: (external link)

 

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                                              Commissioner

                                      Asset Management                             Community and Fire Services

 

 

ATTACHMENTS:

Staff Award Report 068-R-06