STAFF AWARD REPORT Page 1 of 1
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
020-S-07 Diversity Strategy |
|
Date: |
|
|
Prepared
by: |
Nadine Daley, Acting Manager, HR –
Policy and Programs |
RECOMMENDATION
|
Recommended
Supplier |
Diversity
Trainers Plus (Preferred Supplier) |
|
|
Original
Budget and Account # |
$ 35,000.00 $ 63,083.46 $ 46,666.67 $ 144,750.13 |
41-5399-7285-005 Diversity Strategy (2006 Capital) Diversity Strategy 2008 Capital * Diversity Strategy 2009 Capital * |
|
Current
Budget Available |
$ 30,249.87 $ 109,750.13 $ 140,000.00 |
41-5399-7285-005
Diversity Strategy (2006
Capital) Pending 2008
& 2009 Budget Approval * |
|
Less cost of
award |
$ 140,000.00 |
Exclusive of Disbursement,
exclusive of GST |
|
Budget Remaining after this award |
$
0.00 |
|
* Subject to Council Approval of 2008 and 2009
Capital Budget for Diversity Strategy.
Staff
further recommends:
THAT the tendering process be waived in accordance
with
PURPOSE
To obtain approval to award the contract for 020-S-07
Diversity Strategy. The project will be completed in two 18-month phases.
BACKGROUND
The Town of
CCC reviewed the respective
presentations and selected Diversity Trainers Plus. Diversity Trainers Plus demonstrated the
greatest alignment to the criteria, specifically the deepest understanding of
the activities to effect change management and finally possessed a proven track
record of networks in the area of Diversity.
As an added value Diversity Trainers Plus provided the most customized
approach to the strategy.
STAFF AWARD REPORT Page 1 of 1
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
|
|
Date: |
|
|
Prepared
by: |
Renee Chong, Capital Works Engineer Alex Moore, Senior Construction Buyer |
RECOMMENDATION
|
Recommended
Supplier |
Power
Stream (Preferred Supplier) |
|
|
Original
Budget and Account # |
$
7,200,000.00 |
|
|
Current
Budget Available |
$ 1,526,502.67 |
As of |
|
Less cost of
award |
$
95,361.00 $
29,370.00 $
133,100.00 $
257,831.00 |
Pole supports
(Based on 25) Circuit
Isolations (Based on 4) Primary 28Kv cct. Removal & Installation (Based on 70m) Total
estimated award (Exclusive of GST) |
|
Budget Remaining after this award |
$
1,268,671.67 |
* |
* Upon payment of all the
invoices, any remaining funds will be returned to the original funding source.
Staff
recommends: THAT the tendering process be waived in accordance with
PURPOSE
To obtain approval to award the contract for pole
supports, circuit isolations and temporary removal and installation of the
primary 28Kv cct to Power Stream for the
BACKGROUND
Contract 001-T-06 for the new watermain on
During construction and after contract award, a
section of underground cable was unexpectedly found adjacent to the watermain. The design of the alignment of the new watermain was revised based on the availability of space,
cost, Region’s requirement, existing utilities and relocation of hydro cable.
Staff have issued a change order to Pachino to remove the cash allowance of $101,200.00 from
the contract as
Powerstream have requested payment directly from the
Town for all potential costs related to this project.
STAFF AWARD REPORT Page 1 of 2
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
152-S-06 Citizen Satisfaction Survey |
|
Date: |
|
|
Prepared
by: |
Rick Dominico, Manager Corporate Quality Tony Casale, Senior Buyer, |
RECOMMENDATION
|
Recommended
Supplier |
Environics Research Group (Preferred
Supplier) |
|
|
Original
Budget and Account # |
$ 150,000 |
43 6900 7720 005 Citizen
Satisfaction Survey |
|
Current
Budget Available |
$ 150,000 * |
|
|
Less cost of
award |
$ 125,000 |
Inclusive of
Disbursement, Exclusive of GST |
|
Budget Remaining after this award |
$ 25,000
** |
|
* This project is in the 2007 capital budget
of which $30,000.00 has been pre approved.
The award of this contract is subject to budget approval.
**The
remaining balance to be applied to Capital account 43 6900 7737
005 Customer Survey Program for specific surveys.
Staff
further recommends:
THAT the
tendering process be waived in accordance with
PURPOSE
To obtain approval to award the contract for a Citizen
Satisfaction Survey.
BACKGROUND
The Town’s
Corporate Mission reads: “Working with the community to provide high quality
municipal services that meets, if not exceeds, the expectations of Town
residents and businesses”. One of the Town’s Corporate Goals is Organizational
Excellence, and the measurement of customer satisfaction together with the
identification and management of improvement areas are key components of our
NQI excellence journey.
As part of the
customer service strategy, a Town-wide citizen survey to measure satisfaction
of key services is planned every first year of a new Council term (now every 4
years).
This process was
initiated in 2001 with a strategic planning project that included a
comprehensive resident’s survey to ascertain future needs, present levels of
satisfaction and identification of values that influence decisions and
behaviors of Town residents. For 2004, a general satisfaction survey was
conducted with focus on satisfaction for key services provided by the Town.
In addition,
single service surveys are utilized by a growing number of Town departments in
an effort to identify key requirements of the users of specific services and
the present levels of customer satisfaction. This measurement process is
managed internally through the Strategic Initiatives Department of the CAO’s Office and allows for more detailed information on
services offered.
At the recent
Council Workshop, a number of service areas were identified for further review
and improvement, based on calls and feedback received from our residents.
The results of the
Citizen’s Survey provides staff with a means of identifying priority areas for
further review, including the more in-depth single service survey application.
152-S-06
Citizen
Satisfaction Survey Page 2 of 2
____________________________________________________________________________________________
OPTIONS
/ DISCUSSION
To support this goal, staff proposes a citizen survey that
would gather satisfaction data on key services delivered to external
customers. The survey will include
specific questions for those service areas identified at the Council
Workshop. Staff is recommending that
this be administered by Environics Research Group, a
firm with experience in the area of surveys for municipal sector services. Environics is the
only provider of the Social Values research component that was administered in
By repeating many of the questions from the 2001 survey, it
will be possible to track changes in citizen awareness and satisfaction with
service levels, to measure impacts of new programs and policies, as well as
identify emerging trends in opinions and expectations about the future
direction of Markham.
Residents
will complete the satisfaction survey which would cover the following key
services; water, roads, waste
pickup,
parks, arenas, pools, libraries, cultural venues, etc).
STAFF
AWARD REPORT Page 1 of 1
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
028-T-07 Traffic Signal LED Retrofit and
Replacement at 22 Intersections |
|
Date: |
|
|
Prepared
by: |
Dereje Tafesse, Technical Coordinator,
Operations Amit Sobti, Senior Buyer, |
RECOMMENDATION
|
Recommended Supplier |
Stacey
Electric Co. Ltd. (Lowest Priced Supplier) |
|
|
Original Budget and Account # |
$ 95,000.00 |
056 6150 7464 005 LED Traffic Signal Display
Retrofit & Replacement Program* |
|
Current Budget Available |
$ 95,000.00 |
|
|
Less cost of award |
$ 74,537.80 $ 53,354.60 $ 127,892.40 |
2007 Period, Exclusive of GST 2008 Period, Exclusive of GST** |
|
2007 Budget Remaining after this award |
$ 20,462.20 |
*** |
*
On
Retrofit & Replacement Program.
**
Pending 2008 Budget Approval.
***
Remaining balance will be used for other signal maintenance projects.
PURPOSE
To obtain approval to award the contract
for the traffic signal LED retrofit replacement at 22
intersections.
BACKGROUND
Traditionally,
incandescent lamps have been used for traffic control signal displays. However,
the rising demand and cost of energy has led to the introduction of Light
Emitting Diode (LED) technology. Incandescent lamps require annual re-lamping,
cleaning and emergency replacement. In
addition to the maintenance cost, incandescent lamps consume 90% more energy
than LED lights. Several municipal and regional jurisdictions, including the
Region of York, are now converting their traffic signals to LED displays.
Currently, the Town of
Power Stream has an
incentive program for municipalities who wish to convert their traffic signals
from incandescent lamps to LED technology. The Operations Department approached
Power Stream to take advantage of this program and is currently working with the
Markham Energy Conservation Office (MECO) to further explore opportunities in
this regard.
BID INFORMATION
|
Advertised |
Electronic Tendering Network |
|
Bids closed on |
|
|
Number picking up bid documents |
5 |
|
Number responding to bid |
2 |
PRICE SUMMARY
|
Supplier |
2007
Price Exclusive
of GST |
2008
Price, Exclusive
of GST |
Total
Price, Exclusive
of GST |
|
Stacey Electric
Co. Ltd |
$74,537.80 |
$53,354.60 |
$127,892.40 |
|
Beacon Utility Contractors Ltd. |
$76,915.86 |
$54,180.74 |
$131,096.60 |
ENVIRONMENTAL CONSIDERATIONS
The LED lights have a direct
positive impact on the global environment.
It contributes to a reduction in global warming, acid rain and reduces
demand at electrical power plants.
STAFF AWARD REPORT
Page 1 of 2
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
031-T-07 Supply and Delivery of Mowers,
Utility Vehicles and Tractors |
|
Date: |
|
|
Prepared
by: |
Laurie Canning, Manager, Fleet and
Supplies Amit Sobti, Senior Buyer, |
RECOMMENDATION
|
Recommended Supplier(s) |
B.E
Larkin Equipment (Lowest Priced
Acceptable Supplier - Item 1 & 3) G.C
Duke Equipment Ltd (Lowest Priced
Acceptable Supplier - Item 2) |
|
|
Original Budget and Account # |
$ 1,410,200.00 |
057 6150 7516
005 Corporate Fleet Replacement Annual Program |
|
Current Budget |
$ 229,104.00 |
Budget allocated for these items |
|
Less cost of award |
$ 189,840.24* |
Inclusive of PST, exclusive of GST with Trade-ins
(where applicable) |
|
Budget Remaining after this award |
$ 39,263.76** |
|
* The $189,840.24 purchase price of the various
equipment is within the $229,104.00 budget allocated for these items.
** The remaining balance will be applied to other
Fleet Projects.
PURPOSE
To obtain approval to award the purchase of
8 Mowers, (3) Three Diesel Powered Utility Vehicles and
BACKGROUND
The tenders were
issued in accordance with the purchasing by-law 2004-341. Units specified in
the tender are part of the pre approved 2007 Corporate Fleet Replacement
Program. Staff has reviewed the bid documents and is satisfied that all terms
and conditions comply with the Town’s requirements.
As part of this
Tender, the Town included equipment vehicles # 4491, 4518, 4264, 4266, 4128, 4333,4467,4517,
4560, 4213 & 4217 to be sold upon delivery (as trade-ins) of the new
equipment vehicles in accordance with
BID INFORMATION
|
Advertised |
ETN |
|
Bids closed on |
|
|
Number picking up bid documents |
6 |
|
Number responding to bid |
5 |
PRICE SUMMARY
|
Vendor / Price
Quoted Less Trade-in
(if applicable) |
ITEM 1 60” Zero Turn
Rotary Mower. Qty =2 |
ITEM 2 48” 15 HP.
Hydrostatic Walk-Behind Mowers. Qty =6 |
ITEM 3 4X4 Drive
Diesel Powered Utility Vehicle. Qty=3 |
ITEM 4 |
TOTAL |
|
G.C DUKE
EQUIPMENT LTD. |
NO BID |
$25,740.00 |
NO BID |
NO BID |
$25,740.00 |
|
|
$25,864.00 |
$31,296.00 |
NO BID |
NO BID |
$0 |
|
CHAS RICHARDS AND SONS* |
N/A |
NO BID |
N/A |
N/A |
$0 |
|
B.E LARKIN
EQUIPMENT |
$23,460.00 |
NO BID |
$37,944.00 |
NO BID |
$61,404.00 |
|
|
$27,444.80 |
$28,599.60 |
$39,007.80 |
$93,396.24 |
$93,396.24 |
* Chas Richards did not meet specifications for Items
1, 3 & 4.
Project
# 031-T-07 Supply and Delivery of Mowers, Utility
Vehicles and Tractors Page 2 of 2
________________________________________________________________________________________________
FINANCIAL
ATTACHMENT
|
Item |
Equipment ID
and Description |
Qty |
Current
Budget Allocated |
Less Cost of
this Award, Inclusive of PST and Exclusive of GST |
Price less
Trade-in value |
Budget
Remaining after this award |
Trade-In
Amounts |
|
1 |
60” Zero Turn
Rotary Mower |
2 |
$30,960.00 |
$26,460.00 |
$23,460.00 |
$4,500.00 |
$3,000.00 |
|
2 |
48” 15 HP.
Hydrostatic Walk-Behind Mowers |
6 |
$40,248.00 |
$27,540.00 |
$25,740.00 |
$12,708.00 |
$1,800.00 |
|
3 |
4X4 Drive Diesel
Powered Utility Vehicle |
3 |
$46,440.00 |
$42,444.00 |
$37,944.00 |
$3,996.00 |
$4,500.00 |
|
4 |
|
3 |
$111,456.00 |
$93,396.24 |
$93,396.24 |
$18,059.76 |
OPTION NOT EXERCISED |
|
|
TOTAL |
|
$229,104.00 |
$189,840.24 |
$180,540.24 |
$39,263.76 |
$9,300.00 |
Please note that staff has recommended the above awards based on the
best value to the Town taking into consideration trade-in values.
ENVIRONMENTAL CONSIDERATIONS:
Units in this award are diesel powered and
are compatible with the use of bio diesel blends currently used in all diesel
powered fleet units.
STAFF
AWARD REPORT
Page 1 of 1
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
035-Q-07 Townwide,
Roofing Maintenance Program |
|
Date: |
|
|
Prepared
by: |
Gil Verbeek, Maintenance Coordinator,
Asset management Amit Sobti, Senior Buyer, |
RECOMMENDATION
|
Recommended Supplier |
Atlas-Apex
Roofing Inc. (Lowest Priced Supplier) |
|
|
Original Budget and Account # |
$ 97,600.00 |
056 6150 7493
005 (2007) Roofing
Maintenance and Structural Adequacy – Annual |
|
Current Budget
Available |
$ 67,600.00
|
Budget allocated for this line item |
|
Less cost of award |
$ 45,600.00 $ 45,600.00 $ 45,600.00 $ 136,800.00 |
Total Cost of Award |
|
2007 Budget Remaining after this award |
$ 22,000.00 |
*** |
* The $45,600 cost of annual roofing maintenance is within the $67,600.00
budget allocation for this line item.
** Subject to
council approval of the 2008, 2009 & 2010 capital budget for this project.
***The remaining balance will be applied to other
roofing maintenance projects as required.
PURPOSE
To obtain approval to award the contract
for Townwide, Roofing Maintenance.
BACKGROUND
The roofing
maintenance contract was initiated to comply with new roof warranty criteria
and to address annual roof leak problems across the Town. The maintenance
contract also acts as a preventive measure to increase the life of the roofing
systems.
BID INFORMATION
|
Advertised |
BY INVITATION |
|
Bids closed on |
|
|
Number picking up bid documents |
11 |
|
Number responding to bid |
5 |
PRICE SUMMARY
|
Supplier |
3
Yr Price, Exclusive of GST |
|
Atlas Apex Roofing |
$ 136,800 |
|
Dean Chandler Roofing |
$ 173,028 |
|
Aseal Roofing |
$ 219,600 |
|
|
$ 243,000 |
|
Flynn |
$ 458,421 |
* Compared to the previous contract (2004-2007), this
contract represents an approximate 7% increase. This however, takes into
consideration the addition of 3 new buildings – Fire Station 98, Angus Glen
Community Centre and the Pingle House.
STAFF
AWARD REPORT
Page 1 of 1
|
To: |
Jim
Baird, Commissioner, Development Services |
|
Re: |
043-Q-07 Landscape Architectural Services for |
|
Date: |
|
|
Prepared
by: |
Alex Moore, Senior Construction Buyer |
RECOMMENDATION
|
Recommended Supplier |
Baker
Turner Inc. (Sole Bidder) |
|
|
Original Budget and Account # |
$ 773,500.00 |
081-5350-7634-005 |
|
Current Budget
Available |
$ 77,400.00 |
Budget allocated for External Consulting* |
|
Less cost of award |
$
54,000.00 $ 10,500.00 $ 64,500.00 $ 12,900.00 $
77,400.00 |
Inclusive of Disbursements and PST , exclusive of
GST Surveying and Sub-consultant Allowance Total cost of award** Internal management fee *** Total project cost inclusive of PST, exclusive of
GST |
|
Budget Remaining after this award |
$
0.00 |
|
*On
**The
$64,500.00. price (Including $10,500.00 surveying and sub-consultant) for Architectural Services at
***$12,900
represents a portion (22%) of the total budgeted internal management fee of
$58,500, the rest will be charged at time of construction award.
PURPOSE
To obtain approval to award Landscape
Architectural Services for
BACKGROUND
This project is for
the landscape architectural design services, contract administration and
warranty services for
BID INFORMATION
|
Advertised |
By Invitation |
|
Bids closed on |
|
|
Number picking up bid documents |
4* |
|
Number responding to bid |
1 |
*One consultant would not adhere to the sub-consultant allowance and
therefore declined the invitation one day prior to bid closing. Another
consultant had originally confirmed the intent of submitting a bid. However,
due to work constraints that were unforeseen, they declined the invitation.
PRICE SUMMARY
|
Supplier |
Inclusive
of Disbursement and PST and Exclusive
of GST * |
|
Baker Turner
Inc. |
$64,500.00* |
*
STAFF AWARD REPORT Page 1 of 1
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
058-T-07 Supply and Install Indoor
Soccer Turf ( |
|
Date: |
|
|
Prepared
by: |
Richard Bullis, Facility Coordinator,
Mt. Joy/Markham Village Alex Moore, Senior Construction Buyer |
RECOMMENDATION
|
Recommended Supplier |
Triexe Management
Group Inc (d/b/a Sportexe)
(Lowest Priced Supplier) |
|
|
Original Budget and Account # |
$ 125,000.00 |
070 6150 7566
005 Mt. Joy Indoor Soccer Field |
|
Current Budget Available |
$ 125,000.00 * |
|
|
Less cost of
award |
$ 118,015.00 |
Exclusive of GST |
|
Budget remaining after this award |
$ 6,985.00 ** |
|
*On
**The remaining
balance of $6,985.00 will be used for other soccer field improvements at the
Mount Joy Community Centre.
PURPOSE:
To obtain approval to award the contract for the
supply and installation of soccer turf.
BACKGROUND:
The current
soccer turf was installed in 1995 and has surpassed the ten (10) year life
cycle. The current system is second generation astro
turf with seams coming apart and missing material that is creating a hazard for
field users. The new soccer turf will
add additional cushioning and an improved playing surface for the users. Staff has worked closely with the Markham
Soccer Club to obtain a product that meets, if not exceeds our expectations.
BID INFORMATION:
|
Advertised |
Electronic Tendering Network |
|
Bids closed on |
|
|
Number picking up bid
documents |
8 |
|
Number of companies
responding to bid |
5 * |
* One bidder was disqualified as the
product specified in their submission did not meet the Town of
DETAILED PRICE SUMMARY:
|
Supplier |
Price,
Exclusive of GST * |
|
Triexe Management Group Inc (d/b/a Sportexe) |
$118,015.00 |
|
Sportsurface
Inc. |
$135,355.50 |
|
Barber Sport Surfaces Ltd. |
$153,747.00 |
|
Sands Commercial Floor Coverings |
$164,888.15 ** |
* Price includes
provisional item for total glue down of under pad to soccer turf to better
stabilize the field.
** Bid Submission does not include provisional item for total glue down.