STAFF AWARD REPORT
Page 1 of 2
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
186-S-06 Interactive Voice Response
System |
|
Date: |
|
|
Prepared
by: |
Jeannette Morrison, Building Inspector Tony Boyko, Manager of Building
Inspections Alex Moore, Senior Construction Buyer |
RECOMMENDATION
|
Recommended Supplier |
Selectron
Technologies, Inc. (preferred supplier) CSDC
Systems Inc. (preferred supplier) |
|
|
Original Budget and Account # |
$ 150,000.00 |
49 6150 7314
005 Integrated Voice Response |
|
Current Budget
Available |
$ 150,000.00 |
|
|
Less cost of award |
$ 85,320.00 $ 37,550.00 $ 122,870.00 |
Selectron
Technologies, Inc. CSDC Systems Inc Total cost of award, Exclusive of GST |
|
Budget Remaining after this award |
$ 27,130.00 |
The r |
*The remaining
balance of $27,130.00 will be applied to AMANDA integration, Testing Environment
& Class API for this project.
Staff further recommends:
THAT the tendering process be waived in
accordance with
PURPOSE
To obtain approval to award
the purchase of an Interactive Voice Response System (IVR) specifically
tailored to meet the requirements set out by the
BACKGROUND
The Town’s inspection requests are now received by
telephone and fax requiring manual transcription into AMANDA to schedule and
assign the inspections. IVR will enable
clients to make inspection requests, query inspection status and inspection
results using a touchtone telephone.
Inspection requests made using IVR will insert the necessary data into
AMANDA and initiate the required scheduling and assignment procedures according
to defined business rules. Such a system
will dramatically reduce the burden on inspection support staff.
DISCUSSION
After researching multiple companies that offer IVR,
Selectron Technologies was the only company that specifically tailors their
product to meet the daily requirements set out by a municipal building
department. The Town has received confirmation from CSDC (creator of
AMANDA) that
Selectron is the only pre-approved IVR vendor for this system.
The reasons for
recommending the award to Selectron and CSDC are as follows:
1.
Selectron Technologies has been providing solutions
for government agencies across
2.
Selectron is the only pre-approved vendor for the CSDC system and in
order to implement another system, the Town would have to develop its own
software and hardware which would not be cost efficient.
3.
Selectron offers customized IVR modules specifically
tailored to handle the type of requirements set out by a municipal
…/2
Project
# 186-S-06 Interactive Voice Response System
Page 2 of 2
__________________________________________________________________________________________________
4.
In addition this highly versatile IVR system not
only satisfies the requirements clearly established by the Town’s Building
Inspections’ continuously demanding section, but offers a vast array of other
modules capable of extended solutions for a growing municipality.
5.
Selectron’s IVR System is compatible with Hansen,
currently being used by
CSDC will participate in the
implementation of the IVR system as a contractor responsible for the IVR
gateway software. CSDC will provide the implementation services required for
the AMANDA system to ensure that the business rules are correct for the IVR
system.
The implementation services
from CSDC include the development, testing, training and installation of the
required stored procedures for the AMANDA folders.
With a history of
proven satisfaction and a product adaptable to the growing and unique demands
required by the Town of
STAFF AWARD REPORT Page 1 of 2
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
017-S-07 Supply and Delivery of
Equipment (Multi-Point Magnetic Meter and Data Logger) for Waterworks Pilot
DMA Project Site P1 |
|
Date: |
|
|
Prepared
by: |
Karen Denison, Manager, System
Engineering Amit Sobti, Senior Buyer, |
RECOMMENDATION
|
Recommended
Supplier |
ACG
Technologies (Preferred Supplier) |
|
|
Original
Budget and Account # |
$ 100,000.00 |
053 6150 6781 005
EREP DMA Pilot Project |
|
Current
Budget Available |
$ 84,240.00 |
|
|
Less cost of
award |
$ 19,585.00* |
Exclusive of
GST |
|
Budget Remaining after this award |
$ 64,655.00 |
|
* The purchase price of $19,585.00 is within the $42,400 budget allocated for
this line item.
Remaining balance of $22,815.00 will be used to pay
for other services related to this project.
Staff
further recommends:
THAT the tendering process be waived in accordance
with
PURPOSE
To obtain approval to award the contract
for supply and delivery of ONE (1)Multi-Point Magnetic
Flow Meter and ONE (1) Data Logger for
BACKGROUND
Waterworks
is in the process of implementing a pilot project which includes partitioning
the Town’s water distribution system into sectors and districts (management
areas) which when instrumented, data will be remotely gathered for each
management area, analyzed and used to enhance management of the water
distribution system.
The entire pilot project involves Three (3) sites that will be instrumented,
monitored and evaluated. From the evaluation and recommendations of this pilot
project, standards will be set and recommendations made for equipment that will
be implemented across the Town. This will improve efficiencies in terms of
quicker response to water leakage emergencies and optimization of waterworks
operations.
The equipment that has been chosen has been researched and verified as the
optimal choice by the town’s approved consultant for this project, Veritec Inc.
DISCUSSION
Reasons for equipment selection:
1. The meter selected for the first pilot site
(P1) is a multi-point insertion magnetic flow meter, which allows measuring of
water flow without shutting down the water main. This reduces installation
costs and the need to create a temporary by-pass to provide water during the
installation phase. It is important that
the Town of
2. The Town of
Despite the single point meter being considerably lower priced, it is in the
best interest of the Town to test the multi-point meter since water flow
accuracy and reading reliability are key factors in the operation of this pilot
project.
…/2
Project
# 017-S-07 Supply and Delivery of Equipment Page
2 of 2
(Multi-Point Magnetic Meter and Data Logger) for Waterworks Pilot
DMA Project Site P1
________________________________________________________________________________________________
3. The multi-point meter is manufactured solely
by Marsh-McBirney who owns the patent for the design of the meter. ACG
Technologies is their sole authorized distributor in
4. The City of
FUTURE IMPACT
Waterworks intends to select the most
appropriate flow meter and data logger for use throughout the Town of
STAFF
AWARD REPORT Page 1
of 1
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
003-S-07
Contract Administration Services for Construction of |
|
Date: |
|
|
Prepared
by: |
Steven Sydij, Senior Construction Buyer |
RECOMMENDATION
|
Recommended Supplier |
Masongsong
Associates Engineering Limited (Preferred Supplier) |
|
|
Total Funding and Account # |
$ 1,887,139.93 $ 1,749,069.10 $ 460,342.40 $ 4,096,551.40 |
Letters
of Credit from Markham
District Energy funding |
|
Current Funding
Available |
$ 107,800.00 |
Funding available for this item |
|
Less cost of award |
$
107,800.00 |
Inclusive of $9,800 in disbursements, Exclusive of
GST |
|
Funding Remaining after this award |
$ 0.00 |
|
Staff further
recommends:
THAT the tendering
process be waived in accordance with
PURPOSE
The purpose of this report is to obtain
approval to award “Construction Administration Services for the Construction of
Clegg Road and
BACKGROUND
Liberty Developments has requested the Town
retain Masongsong Associates Engineering Limited to perform construction
administration on this project. The Engineering Department has no objection to
the award of this work to Masongsong based on their track record. The majority
of this work is front ended by the developer.
STAFF AWARD REPORT
Page 1 of 1
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
103-T-06 Supply and Delivery of
Janitorial Products |
|
Date: |
|
|
Prepared
by: |
Glen Taylor, Manager, Community Centre
Operations Tony Casale, Senior Buyer |
RECOMMENDATION
|
Recommended Supplier |
Swish
Maintenance Limited (Lowest Priced Supplier) |
|
|
Original Budget and Account # |
|
Various Town Operating Accounts |
|
Current Budget
Available |
|
The cost for Janitorial Supplies is applied to the
Department / Facilities respective operating budgets which are approved
annually. |
|
Less cost of award |
$ 278,730.50 |
|
*
The 2008 and 2009 cost to be provided for within the respective year’s budget
submission and subject to Council
approval.
PURPOSE
To obtain approval to award the purchase of
janitorial supplies for a term of two (2) years.
BACKGROUND
This Tender is
issued for various janitorial supplies based on historical usage reports
provided by the current supplier. This is a method of supply where various Town
facilities have direct access to purchase supplies “as and when required” based
on pre-established prices.
BID INFORMATION
|
Advertised |
Electronic Tendering Network |
|
Bids closed on |
|
|
Number picking up bid documents |
12 |
|
Number responding to bid |
2 |
PRICE SUMMARY
|
Supplier |
Price,
Exclusive of PST and GST |
|
Swish Maintenance |
$ 139,365.25 |
OPTIONS AND DISCUSSIONS:
Staff contacted the bidders that picked up
the bid document but did not submit bids.
Three (3) companies indicated that they did not bid as they could not
supply green chemical products as outlined in the tender document. One company picked up the bid document in
error as they were strictly a janitorial services company and two (2) companies
did not have the resources.
One supplier was disqualified as they did
not meet the mandatory requirement of accepting American Express for
transactions. It should also be noted
they did not quote on twenty two (22) percent of the items and could only hold
prices firm for one (1) year and would pass on any manufacturers increase
thereafter.
Swish Maintenance Limited has provided
pricing which is approximately thirteen (13) percent lower than the current
contract and will maintain firm fixed pricing for a period of two (2)
years.
ENVIRONMENTAL CONSIDERATIONS:
All products are environmentally friendly
and where applicable, are certified green by either “Green Seal” or
“Environmental Choice Program” with the appropriate seal of approval.
STAFF AWARD REPORT
Page 1 of 2
|
To: |
Jim
Baird, Commissioner, Development Services |
|
Re: |
026-Q-07 Architectural Services for Park
Pavilion and |
|
Date: |
|
|
Prepared
by: |
Alex Moore, Senior Construction Buyer |
RECOMMENDATION
|
Recommended Supplier |
Ventin
Group Ltd (Highest Ranked and Lowest Priced Supplier) |
|
|
Original Budget and Account # |
$ 858,000.00 |
081-5350-6644-005
Berczy CP Pav & Main Bld |
|
Current Budget Available |
$ 82,797.00 $
9,009.00 $ 91,806.00 |
Budget allocated for External Consulting * Internal Management Fee ** Total Budget |
|
Less cost of award |
$
57,090.00 $ 20,000.00 $
77,090.00 $
9,009.00 $
86,099.00 |
Inclusive of Disbursements, PST and exclusive of
GST Sub-consultant Allowance (Unanticipated) Total cost of award Internal management fee Total project cost inclusive of PST, exclusive of
GST |
|
Budget remaining after this award |
$
5,707.00 |
|
*The
$77,090.00 price (Including $20,000 sub-consultant) for Architectural Services for Park Pavilion and
**
$9,009 represents 30% of total budgeted internal management fee of $30,030, the
rest will be charged at time of construction award.
***
Sub-consultant allowance is to be used at the Town’s discretion only to fund
any unanticipated sub-consulting and/or surveying work that may arise due to
unknown site conditions, and/or programming requirements that emerge through
the design process.
PURPOSE:
The
purpose of this report is to obtain approval to award the contract for
Architectural Services for Park Pavilion and Maintenance Building Berczy Community
Park
BACKGROUND:
1.
1,450 sq. ft.
2.
1,200 sq. ft.
The architectural firm will provide full and
comprehensive architectural services, as detailed, for the development, design
and construction of these two separate buildings:
BID INFORMATION:
|
Advertised |
By Invitation |
|
Bids closed on |
|
|
Number picking up bid documents |
4 |
|
Number of companies
responding to bid |
4 |
PROPOSAL EVALUATION
The Evaluation Team for this RFP was
comprised of staff from Asset Management, Urban Design and
The proposals were evaluated based on
pre-established evaluation criteria as listed in the RFP: 10% Past experience
of Firm, 25% Qualifications of Architect and Project Team, 15% Design
Approach and Project Delivery and 50% price totaling 100%.
…/2
Project
# 026-Q-07 Architectural Services for Park Pavilion and Page
2 of 2
__________________________________________________________________________________________
|
Bidders |
Rank |
Scoring |
|
Ventin
Group Ltd |
1 |
97 |
|
Totten Sims Hubicki Associates |
2 |
74 |
|
Julian Jacobs Architects |
3 |
64 |
|
Petroff Partnership Architects |
4 |
60 |
The highest ranked proponent, Ventin Group
Ltd provided a detailed submission with a strong team and provided relevant
examples of similar projects in the submission. Staff is confident they will
meet and/or exceed our expectations.
STAFF AWARD REPORT Page 1 of 1
|
To: |
John Livey, Chief Administrative Officer |
|
Re: |
019-R-07 Consultants for Stormwater
Management Facility Assessment and Maintenance Master Plan |
|
Date: |
|
|
Prepared by: |
Soran Sito, Environmental Engineer |
RECOMMENDATION
|
Recommended Consultant |
Clarifica (Highest
ranked – Lowest Price) |
|
|
Original Budget and Account # |
$
1,000,000.00 |
83-5350-7074-005 Downstream Improvements Works
Program 2006 |
|
Current Budget Available |
$ 160,000.00 |
Budget available for this
project. |
|
Less cost of Award |
$ $96,072.00 $ 9,607.20 $ 105,679.20 $ 12,681.50 $ 118,360.70 |
Exclusive of GST Contingency allowance at 10 % Total cost of Award Engineering Department Project
Management Fee at 12%. Total Project Cost |
|
Budget Remaining after this award |
$ 41,639.30 |
The balance will be applied to other
downstream improvements. |
PURPOSE
The purpose of this report is to obtain
approval to award “Consultant for Engineering Services related to the
preparation of Stormwater Management Facility Assessment and Management Master
Plan”.
BACKGROUND
The
Town of
BID INFORMATION
|
Advertised, place and date |
Three companies prequalified on 173-P-06 |
|
Bids closed on |
|
|
Number picking up bid documents |
3 |
|
Number responding to bid |
3 |
PROPOSAL EVALUATION
|
Consultants |
Score of 100 |
Ranking |
|
Clarifica
Consulting Inc. |
97.5 |
1 |
|
Aquafor Beech Limited |
95.0 |
2 |
|
McCormick Rankin Corporation |
68.0 |
3 |
STAFF AWARD
REPORT
Page 1 of 1
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
016-T-07 Landscape Construction for
Eckardt-McKay House |
|
Date: |
|
|
Prepared
by: |
Alex Moore, Senior Construction Buyer |
RECOMMENDATION
|
Recommended Supplier |
|
|
|
Original Budget and Account # |
$ 192,000.00 |
075-5350-7342-005 McKay Landscape and Construction |
|
Current Budget
Available |
$ 135,000.00 |
Budget available for this item |
|
Less cost of award |
$ 128,079.00 |
Inclusive of PST and exclusive of GST |
|
Budget Remaining after this award |
$ 6,921.00* |
|
*The remaining
balance of funds shall be used for the contract admin and structural inspection
for this project.
PURPOSE
To obtain approval to award hard landscape
construction of the Eckardt-McKay House.
BACKGROUND
This project is to restore and rebuild the gardens at
the Eckardt-McKay House to compliment two key stories of the site – that of the
19th century heritage building and its role in the founding stories
of
The landscape component of the project was anticipated
to be implemented once the house restoration work was complete. This
restoration has since been completed and the hard landscape component is ready
to be undertaken.
The Varley-McKay Art Foundation is committed to the
completion of the garden project for the work beyond the hard landscaping as approved
by Council. The soft landscaping will be implemented at a pace related to
available funds raised through the Eckardt-McKay Landscape Design &
Garden Campaign.
BID INFORMATION
|
Advertised |
Electronic Tendering Network |
|
Bids closed on |
|
|
Number picking up bid documents |
11 |
|
Number responding to bid |
3 |
PRICE SUMMARY
|
Supplier |
Price,
Inclusive of PST and Exclusive of GST * |
|
|
$128,079.00 |
|
Mopal Construction |
$143,191.00 |
|
Salivan Landscape Ltd |
$182,173.38 |
*Pricing includes
alternative items 2.15 (concrete retaining wall in place of stone veneered
concrete retaining wall) and 3.3 (sod and fine grading in place of seed and
fine grading) to meet budgetary goals.
STAFF AWARD REPORT
Page 1 of 1
|
To: |
Jim
Sales, Commissioner, Community and Fire Services |
|
Re: |
006-Q-07 Supply, Delivery and Pick Up of
Turf Grass Sod for Various Locations |
|
Date: |
|
|
Prepared
by: |
Mark Ingwersen, District Manager (West) Amit Sobti, Senior Buyer, |
RECOMMENDATION
|
Recommended Supplier |
nu.Fairgreen
Sod Farms (Lowest Priced Supplier) |
|
|
Original Budget and Account # |
$
112,000.00 $
20,000.00 $
156,050.00 $
288,050.00 |
059 6150 7450 005 Sports field Maintenance
& Reconstruction 050 6150 7212 005 Annual Sodding Program 730 732 5415 Sportsfield Maintenance*** Total |
|
Current Budget Available |
$
16,204.00 $
8,195.56 $
152,766.21 $
177,165.77 |
059 6150 7450
005 Sports field Maintenance & Reconstruction 050 6150 7212 005 Annual Sodding Program 730 732 5415 Sportsfield Maintenance Total |
|
Less cost of award |
$
28,870.00 $
28,870.00 * $
29,880.00 * $
87,620.00 |
2007 Cost, Inclusive of PST and exclusive of GST 2008 Cost, Inclusive of PST and exclusive of GST 2009 Cost, Inclusive of PST and exclusive of GST Total |
|
2007 Budget Remaining after this award |
$ 148,295.77 ** |
|
* Funds for the 2008 ($28,870.00) and 2009 ($29,880.00)
contract periods exclusive of GST to be included in the 2008 and
2009 budget
submissions and subject to council approval.
** The remaining balance of $148,295.77 will be applied
to other Sportsfield Maintenance projects.
*** Excludes $88,423 for Enhanced Cultural Practices.
PURPOSE
To obtain approval to award the contract
for the supply, delivery and pick up of Turf Grass
Sod for a three (3) year period.
BACKGROUND
Turf Grass Sod is
used as a part of the Sports field Maintenance & Reconstruction annual
program.
BID INFORMATION
|
Advertised |
By Invitation |
|
Bids closed on |
|
|
Number invited to bid |
4 |
|
Number responding to bid |
4 |
PRICE SUMMARY (
|
Supplier |
Section A Supply & Delivery |
Section B Pick Up* |
Total |
|
nu.Fairgreen
Sod Farms |
$45,800.00 |
$41,820.00 |
$87,620.00 |
|
Brayford Sod Farms Inc. |
$46,600.00 |
- |
$46,600.00 |
|
Richmond Sod Ltd |
$47,500.00 |
- |
$47,500.00 |
|
Brouwer Sod Farms Ltd |
$49,800.00 |
- |
$49,800.00 |
*Only one (1) supplier met the mandatory
requirement for bidding on Section B which states that the pick-up location must
be within a 10 KM radius of the Markham Civic Centre.
Note:
Low Bidder will hold price firm for a two (2) year period with a 3.5%
increase in the final year.
STAFF AWARD
REPORT Page 1 of 2
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
143-R-06
Employee Assistance Program |
|
Date: |
|
|
Prepared
by: |
Edmund Yuen, Senior Compensation & Benefits
Specialist Nadine Daley, Manager of Tony Casale, Senior Buyer |
RECOMMENDATION
|
Recommended Supplier |
Family
Services (Highest Ranked and Highest
Priced Supplier) |
|
|
Original 2006 Budget
and Account # |
$ 54,291 |
Various Townwide
Accounts * |
|
Less estimated cost of award |
$ 39,425 $ 44,175 $ 48,925 $ 48,925 $ 48,925 $ 230,375 |
Year 1, (based on
estimated annual usage rate of 400 hours of EAP services and 10 hours of
Critical Incident Services) Year 2, (based on
estimated annual usage rate of 450 hours of EAP services and 10 hours of
Critical Incident Services) Year 3, (based on
estimated annual usage rate of 500 hours of EAP services and 10 hours of
Critical Incident Services) Year 4, (based on
estimated annual usage rate of 500 hours of EAP services and 10 hours of
Critical Incident Services) Year 5, (based on
estimated annual usage rate of 500 hours of EAP services and 10 hours of
Critical Incident Services) Total exclusive
of GST and inclusive of 5% payment discount. |
*Budget figures
are from the approved 2006 Operating budget and will be adjusted with final
2007 benefit numbers once negotiated wages settlements are completed and the
2007 union and non-union salary adjustments are approved by Council.
PURPOSE
To obtain approval to award this contract
for Employee Assistance Program for a term of 5 years commencing
The
Program provides employee assistance in personal and
work related problems which include but are not limited to the following areas:
a.
Stress Reduction
b.
Family and/or Marital
c.
Childcare and eldercare concerns
d.
Physical health
e.
Mental health issues
f.
Emotional issues
g.
Legal/financial
h.
Career Planning
i.
Retirement Planning
j.
Substance Abuse
k.
Critical Incident Counseling (trauma response)
l.
Crisis intervention
BID INFORMATION
|
Advertised |
Electronic Tendering Network |
|
Bids closed on |
|
|
Number picking up bid
documents |
8 |
|
Number of companies
responding to bid |
5 |
Out of the five submissions,
one company was disqualified for failing to comply with the mandatory bidding
requirements.
…/2
143-R-06 Page
2 of 2
Employee Assistance Program
________________________________________________________________________________________________
PROPOSAL EVALUATION
The
Evaluation Team for this RFP was comprised of 3 staff members from
The
proposals were evaluated based on pre-established evaluation criteria as listed
in the RFP: 25% past experience of consulting firm; 20% qualifications of the lead consultant
and project team; 25% project delivery
and 30% price totaling 100%.
TABLE
A
|
Consultants |
Total Score (100%) |
Rank |
|
Baylis & Associates |
65.00 |
4 |
|
Warren Shepell |
69.14 |
2 |
|
FGI World |
67.21 |
3 |
|
Family
Services |
81.20 |
1 |
Through
the evaluative process the following features of superiority were identified;
accessibility to services, innovative programming and educational level of
counseling, staff as an aggregate resulted in a higher ranking of Family
Services.
Family
Services was awarded the same contract from 2002 to 2006 and has demonstrated
satisfactory service. Staff is confident
that Family Services will continue to provide quality service to the Town.
FINANCIAL CONSIDERATION
All services will be billed at
an hourly rate of $100 for EAP and $150 for CIS, exclusive of GST and 5%
payment discount. The Town will be
invoiced monthly on an estimated usage of services per year as outlined in the
Recommendation Table based on an estimated employee population of 920. The actual annual cost of the plan will be
adjusted at year end based on actual usage.
The hourly rate has remained
consistent since 2002. The following is
a summary of the historical usage:
|
|
Annual Cost |
Hours of
usage for both EAP and CIS |
Hourly Rate |
|
|
EAP |
CIS |
|||
|
2002 Actual |
$ 50,960 |
520.00 |
$ 95.00 |
$ 142.50 |
|
2003 Actual |
$ 26,120 |
273.70 |
$ 95.00 |
$ 142.50 |
|
2004 Actual |
$ 35,970 |
374.70 |
$ 95.00 |
$ 142.50 |
|
2005 Actual |
$ 42,750 |
450.00 |
$ 95.00 |
$ 142.50 |
Note: Prices include a 5% payment discount and are
exclusive of GST.
As a
result of the trend of higher usage, and the increase of employee population,
the estimated hours of usage have been adjusted accordingly for the next five
years. Hence, the annual cost of this
contract is higher compared to the previous contract with Family Services.