STAFF AWARD REPORT Page 1 of 1

To:	John Livey, Chief Administrative Officer
Re:	171-T-07 Centennial Community Centre Elevator Modernization and Maintenance
Date:	November 26, 2007
Prepared by:	Dennis Riggs, Facility Coordinator ,Centennial Community Centre Tony Casale, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier	Schindler Elevator Corporation (Lowest Priced Supplier)
Original Budget and Account #	$ 183,000.00	070 6150 7547 005 Centennial-Elevator Pist.
Current Budget Available	$ 178,415.00
Less cost of award	$ 130,400.00 $ 19,560.00 * $ 149,960.00	Exclusive of GST Contingency @ 15% Total Award inclusive of PST, exclusive of GST
Budget Remaining after this award	$ 28,455.00 **

* Due to the complexity to some existing site amenities (cylinder oil leakage, water levels) a contingency of 15% has been added.

* Upon completion of work and payment of all invoices, the remaining balance shall be returned back to its original funding source.

PURPOSE

To obtain approval to award the contract for the Centennial Community Centre elevator modernization and maintenance.

BACKGROUND

The existing elevator is 29 years old and requires replacement of the piston, pump, refacing of the elevator car and modernization of mechanical and control systems. Given the complexity of this project a two stage process was adopted to select an elevator contractor suitably qualified to undertake the scope of work. The initial stage of this process involved the issuing of a Request for Prequalification, (RFQ 102-P-07) which closed on October 12, 2007. This request was publicly advertised and submissions were received from five (5) contractors. The three (3) firms that received the highest rankings in the evaluation of the Prequalification submissions were invited to participate in the second phase of the process, the submission of a tender. The following three (3) contractors were invited to submit a tender for the project;

· Schindler Elevator Corporation

· Otis Canada Inc.

· ThyssenKrupp Elevator

BID INFORMATION

Advertised	By-Invitation
Bids closed on	November 23, 2007
Number picking up bid documents	3
Number responding to bid	3

PRICE SUMMARY

Supplier	Price, Inclusive of PST and Exclusive of GST
Schindler Elevator Corporation	$ 130,400.00
Otis Canada Inc.	$ 135,480.00
ThyssenKrupp Elevator	$ 139,175.00

STAFF AWARD REPORT Page 1 of 1

To:	Peter Loukes, Commission Lead, Operations & Asset Management
Re:	170-Q-07 Unionville Library Roof Refurbishment
Date:	October 31, 2007
Prepared by:	Gil Verbeek, Maintenance Coordinator, Asset management Tony Casale, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier	Triumph Aluminum and Sheet Metal Inc. (Lowest Priced Supplier)
Original Budget and Account #	$ 45,000.00	056 6150 7494 005 Roof Replacement Project
Current Budget Available	$ 45,000.00
Less cost of award	$ 56,392.00	Excl. of GST
Budget Remaining after this award	( $ 11,392.00)	*

*The shortfall of $11,392.00 to be funded by account # 056 6150 7493 005 (Roofing Maintenance & Structure) that has a current budget of $85,616.00 available.

PURPOSE

To obtain approval to award the contract for the Unionville Library Roof Refurbishment.

BACKGROUND

The Unionville Library metal roof was scheduled for refurbishment according to the Asset Management Life Cycle system. Due to the considerable amount of brick repairs required at the roof flashing details and other related roof problems, the scope of repairs was altered to work in conjunction with the brick repairs.

BID INFORMATION

Advertised	By Invitation
Bids closed on	October 25, 2007
Number picking up bid documents	5
Number responding to bid	3 *

* Two bidders were unable to quote due to present work loads.

PRICE SUMMARY

Supplier	Price ( Exclusive of GST)
Triumph Aluminum and Sheet Metal Inc.	$ 56,392.00
Ontario Roofing & General Contracting Services Inc.	$ 58,250.00
Brook Restoration Ltd.	$ 82,900.00

STAFF AWARD REPORT Page 1 of 1

To:	Allan Seabrooke, Commission Lead
Re:	161-Q-07 Exhibit Transportation Services for the Varley Art Gallery
Date:	October 31, 2007
Prepared by:	John Ryerson, Acting Director, Culture Tony Casale, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier	PacArt (Sole Bidder)
	$ 25,900.00 $ 25,900.00 $ 25,900.00 $ 77,700.00	Revenues will be received from the following three galleries; Beaverbrook Art Gallery * Art Gallery of Alberta * Kelowna Art Gallery * Total revenue
Less cost of award	$ 56,555.00	Inclusive of PST , exclusive of GST
Balance Revenue	$ 21,145.00

* The Varley Art Gallery will receive $77,700.00 as revenues for the touring of the 3 exhibits which will be credited to the operating revenue account 540 542 8849 (Production Fees – Other). The expenditure relating to this award will be charged to the operating expenditure account 540 542 4271 (Exhibit Supplies – Touring). The portion of expenditures and revenues relating to the exhibit completed in 2007 will be charged to the 2007 operating account.

PURPOSE

To obtain approval to award the exhibit transportation services for the Varley Portraits road show.

BACKGROUND

In celebration of the 10^th Anniversary in 2007, the Varley Art Gallery produced an exhibition of the portrait works of F.H. Varley. These works have been collected from private institutions across Canada and are currently on tour at the Beaverbrook Art Gallery in Fredericton. It will then travel to the Art Gallery of Edmonton, the Kelowna Art Gallery and then to the Museum of Nature under the guidance of the Portrait Gallery. The exhibit will be returned to the Varley Art Gallery in early July 2008. In order to facilitate the movement of this fine art a specialized carrier with a range of operations throughout Canada is required.

BID INFORMATION

Advertised	By User Department Invitation
PacArt	$ 56,555.00
Art Zone	No Bid **
Canadian Conservation Institute	No Bid ***

** Art Zone could not accommodate the transportation requirements of the road show.

*** Supplier has advised that exhibit transportation services will be discontinued due to operational requirements.

The transportation of fine art is a highly specialized field which utilizes specialized drivers and climate controlled vehicles. As a result, few companies are able to handle large fine art shows that travel across Canada.

STAFF AWARD REPORT Page 1 of 1

To:	John Livey, Chief Administrative Officer
Re:	158-T-07 Bishop Cross Park Bleachers Replacement at Baseball Diamond # 2
Date:	November 14, 2007
Prepared by:	Bob Walter, District Manager (East), Operations Amit Sobti, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier	Griffith Property Services (Lowest Priced Supplier)
Original Budget and Account #	$ 120,000.00	059 6150 7482 005 Bleacher Replacement – Bishop
Current Budget Available	$ 120,000.00
Less cost of award	$ 103,880.00 $ 5,194.00 $ 109,074.00	Inclusive of PST, exclusive of GST Contingency (5%) Total Cost of Award *
Budget Remaining after this award	$ 10,926.00	**

* The $109,074 purchase price (Including contingency) for Bishop Cross Park Bleachers replacement is within the $120,000 budget allocated for this project.

**Upon payment of the final invoices, the remaining balance will be returned back to its original funding source.

PURPOSE

To obtain approval to award the contract for bleacher replacements at the Bishop Cross Park Diamond # 2.

BACKGROUND

The existing bleacher has deteriorated due to age and has exceeded its lifecycle. Isolated repairs are no longer effective and trip hazards make the existing structure a health and safety concern.

BID INFORMATION

Advertised	Electronic Tendering Network
Bids closed on	November 14, 2007
Number picking up bid documents	4
Number responding to bid	2

PRICE SUMMARY

Supplier	Price, Exclusive of GST
Griffith Property Services Ltd.	$ 103,880.00
Rutherford Contracting Ltd.	$ 105,000.00

STAFF AWARD REPORT Page 1 of 1

To:	Peter Loukes, Commission Lead, Operations and Asset Management
Re:	150-T-07 Markham Parks Playground Safety Surface Retrofit
Date:	November 08, 2007
Prepared by:	Mark Ingwersen, District Manager (West),Operations Amit Sobti, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier	Griffith Property Services Ltd.(Sole Bidder)
Original Budget and Account #	$ 204,000.00	059 6150 7451 005 Play Structure and Safety Resurfacing
Current Budget Available	$ 116,092.07	059 6150 7451 005 Play Structure and Safety Resurfacing
Less cost of award	$ 46,498.25 $ 10,400.18 $ 29,600.00 $ 86,498.43	Angus Glen Park, Exclusive of GST Amber Glen Park, Exclusive of GST Risebrough Park, Exclusive of GST Total Cost of Award
Budget Remaining after this award	$ 29,593.64	*

*The remaining balance of $29,593.64 will be used for continued safety surfacing park projects in 2008 as budgeted for in account 059-6150-7451-005.

PURPOSE

To obtain approval to award the contract for Markham parks playground safety surface retrofit at Angus Glen Park, Amber Glen Park and Risebrough Park.

BACKGROUND

This contract is for the ongoing removal and disposal of concrete sand and metering stone safety surfaces and replacing with granite sand around existing playgrounds within the Town of Markham. This program started in 2001when the new product (Granite Sand) became available. Granite Sand does not compact and provides at least 90% less maintenance as compared to concrete sand due to the fact that it does not need to be re toiled and invasive weeds or grass do not grow in the loose structure of the sand.

Approximately 55 of the 91 structures that have had concrete sand or metering stone have now being replaced with granite sand which far exceeds the playground safety standards for ‘fall and impact’ on the surface by users.

It should be noted that out of 3 suppliers that picked up the bid document, only 1 supplier submitted a bid. The other two (2) suppliers did not bid due to present workload commitments and inability to meet the competitive nature of work involved in this project.

Purchasing Staff successfully negotiated a reduction of $7,000 on the total bid price for these 3 parks.

($93,498.43-$7,000=$86,498.43)

BID INFORMATION

Advertised	Electronic Tendering Network
Bids closed on	October 17, 2007
Number picking up bid documents	3
Number responding to bid	1

STAFF AWARD REPORT Page 1 of 1

To:	Peter Loukes, Commission Lead, Operations and Asset Management
Re:	149-Q-07 Civic Centre CCTV Security System Replacement / Upgrade
Date:	October 31, 2007
Prepared by:	Brian Millar, Civic Centre Coordinator, Asset Management Amit Sobti, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier	Diebold Company of Canada Ltd. (Lowest Priced Supplier)
Original Budget and Account #	$ 107,800.00	056 6150 7393 005 Civic Centre Security
Current Budget Available	$ 98,700.00
Less cost of award	$ 67,932.67 $ 6,793.27 $ 74,725.94	Inclusive of PST, Exclusive of GST Contingency (10%) Total Cost of Award
Budget Remaining after this award	$ 23,974.06*

*The remaining balance will be applied for various other civic centre security related projects as budgeted for in account 056-6150-7393-005.

PURPOSE

To obtain approval to award the contract for the Civic Centre CCTV security system replacement and upgrade.

BACKGROUND

The existing Civic Centre closed circuit security television (CCTV) system has been in place since 1990 and has reached its useful lifecycle age and requires replacement. Additional security cameras are also needed to increase the monitoring of the parking lot. This project will increase security monitoring levels in the Civic Centre.

BID INFORMATION

Advertised	By Invitation
Bids closed on	October 16, 2007
Number picking up bid documents	4
Number responding to bid	4

PRICE SUMMARY

Supplier	Price, Inclusive of PST and Exclusive of GST
Diebold Company of Canada Ltd.	$ 67,932.67
Ace Fire and Security	$ 79,687.00
Intercon Security	$ 81,922.46
Veridin Systems Canada	$ 88,510.00

Staff have worked with Diebold Canada in the past are confident that they will provide service that meets and or exceeds the Town`s requirements.

STAFF AWARD REPORT Page 1 of 1

To:	Peter Loukes, Commission Lead, Operations & Asset Management
Re:	145-Q-07 Rental of Radial Stockpiling Conveyor
Date:	October 31, 2007
Prepared by:	Ken Jarvis, Operations Supervisor Malcolm Hann, Senior Construction Buyer

RECOMMENDATION

Recommended Supplier	McCloskey International (Lowest Priced Supplier)
Original Budget and Account #	$ 272,952.00	700-504-5407 Const. Equip & Services
Current Budget Available	$ 85,866.71	2007 Operating budget
Less cost of award	$ 5,000.00 $ 20,800.00 * $ 24,000.00 * $ 19,800.00 * $ 69,600.00	Dec (2007) - 1 month Jan, Feb, Mar, Dec (2008) - 4 months Jan, Feb, Mar, Dec (2009) - 4 months Jan, Feb, Mar, (2010) - 3 months 3 year Total, exclusive of GST
Budget Remaining after this award	$ 80,866.71

* Subject to Council approval of the 2008/09/10 operating budgets.

PURPOSE

To obtain approval to award the contract for monthly rental of a Radial Stockpiling Conveyor during the winter months for a 3 year term, commencing December 1^st, 2007.

BACKGROUND

The Town currently uses a front end loader to stockpile sand and salt for the winter seasons. The use of the radial stockpiling conveyor will allow for increased product storage, improve stocking productivity, and reduce potential health (Dust) and safety hazards.

BID INFORMATION

Advertised	Electronic Tendering Network
Bids closed on	October 19, 2007
Number picking up bid documents	4
Number responding to bid	2 *

* Two (2) of the four (4) suppliers involved in the bid were unable to quote. One has equipment that doesn’t meet our specification (size) the other bidder doesn’t have equipment available to meet the Town’s schedule.

PRICE SUMMARY

Supplier	Price, Exclusive of PST & GST*
McCloskey International	$ 69,6000.00
Powerscreen Rental Systems	$ 94,000.00

* Prices based on a 3 year (12 month) term.

STAFF AWARD REPORT Page 1 of 1

To:	Allan Seabrooke, Commission Lead
Re:	090-Q-07 Supply and Delivery of Various Fitness Equipment
Date:	November 6, 2007
Prepared by:	Warren Watson, Fitness Coordinator Tony Casale, Senior Buyer, Purchasing

RECOMMENDATION:

Recommended Suppliers	Advantage Fitness Sales Inc. (Lowest priced bidder – Items 1 – 6) V02 Fitness Inc. (Lowest priced bidder less trade in – Items 7-11)
Original Budget and Account #	$ 78,200.00	070 6150 7527 005 Fitness Equipment
Current Budget Available	$ 78,200.00
Less cost of award	$ 42,777.87 $ 32,751.00 $ 75,528.87	Advantage Fitness Sales Inc. (Excl. of GST) VO2 Fitness Inc. (Excl. of GST) Total Award
Budget Remaining after this award	$ 2,671.13	*

*Upon payment of all invoices associated with this project, the remaining balance of $2,671.13 will be returned to the original funding source.

PURPOSE:

To obtain approval to award the contract for the supply and delivery of various fitness equipment.

BACKGROUND:

This quotation is for the supply and delivery of various fitness equipment for the Centennial and Thornhill Community Centres. This is a two part award of which Part A is for the supply and delivery of various fitness equipment and part B is for the trade in of 18 pieces of equipment.

The proceeds from the sale of the trade-in equipment in the amount of $8,856.00 will be deposited into account # 890 890 9305 (Proceeds Sale of Other F/A).

BID INFORMATION:

Advertised	Electronic Tendering Network
Bids closed on	October 17, 2007
Number picking up bid documents	5
Number responding to bid	3*

* One company advised that VO2 Fitness Inc. was bidding on their behalf.

PRICE SUMMARY:

Supplier	Items 1-6 ( Excl. of GST)	Items 7-11 ( Excl. of GST) less Trade in
VO2 Fitness Inc.	No Bid	$23,895.00 *
Advantage Fitness Sales Inc	$42,777.87	No Bid
Cybex International	No Bid	$28,960.56 **

* The VO2 Fitness Inc. submission is $32,751.00 less the trade in equipment $8,856.00 for a total price of $23,895.00

The submission from VO2 Fitness provides the best value to the Town.

**The submission from Cybex International is in US Funds.

STAFF AWARD REPORT Page 1 of 2

To:	Peter Loukes, Commission Lead, Operations and Asset Management
Re:	130-Q-07 Consulting Services for the Development and Documentation of an Operational Plan in Compliance with the Drinking Water Quality Management Standard (DWQMS)
Date:	November 23, 2007
Prepared by:	Rob Flindall, Manager, Operations and Maintenance, Waterworks Amit Sobti, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier	Genivar Ontario Inc. (Highest Ranked and Lowest Priced Supplier)
Original Budget and Account #	$ 1,012,000.00	053-6150-7666-005 Water System Upgrades
Current Budget Available	$ 862,000.00	053-6150-7666-005 Water System Upgrades
Less cost of award	$ 12,000.00 $ 40,000.00 $ 52,000.00	Part A (2007) – Operational Plan Development & Documentation Part B (2008) – Industry Best Practices Recommendations Total Cost of Award, Exclusive of GST
Budget Remaining after this award	$ 810,000.00	*

*The remaining balance of $810,000.00 will be used for various water system appurtenances projects such as curb box repairs, sampling stations automatic repairs and upgrades of distributions systems as budgeted for in account
053-6150-7666-005.

PURPOSE

To obtain approval to award the contract to hire the consultant for development and documentation of an Operational Plan in compliance with the Drinking Water Quality Management Standard (DWQMS), as well as recommend Industry Best Practices.

BACKGROUND

The Province of Ontario has introduced a mandatory licensing program for all municipal drinking water systems. In order to obtain the Municipal Drinking Water Licence, the Town of Markham must implement a Quality Management System (QMS) that complies with the province’s Drinking Water Quality Management Standard (DWQMS). The Standard requires the documentation of an Operational Plan by including a description of what has been put in place for each of the twenty one elements in the Standard and also to identify all the policies and procedures for the quality management system.

The Town requires assistance from a consultant in order for staff to document the Operational Plan within the submission and application timelines mandated by the MOE (Ministry of Environment).

The work expected to be completed under this award as well as the award for the preceding phase of development of SOPs (Standard Operating Procedures) will be spread out over 2007 and 2008.

Future Phases of awards for the DWQMS including Risk Management and Emergency Preparedness have been assigned to Capital Budget Requests in 2008 under project 8277.

BID INFORMATION

Advertised	By Invitation
Bids closed on	September 21, 2007
Number picking up bid documents	5
Number of companies responding to bid	4

PROPOSAL EVALUATION

The Evaluation Team (Team) for this Quotation was comprised of staff from the Waterworks Departments 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; 30% project delivery and 30% price totaling 100%. The overall scores are listed in the following table:

130-Q-07 Page 2 of 2

Consulting Services for the Development and Documentation of an Operational Plan in Compliance with the Drinking Water Quality Management Standard (DWQMS)
_____________________________________________________________________________________________________

Consultants	Total Score	Rank
Genivar Ontario Inc.	83.5 *	1
B.R.I International (BRI) Inc.	80.55*	2
Delcan Corporation Ltd.	58.81	3
Ontario Clean Water Agency Ltd.	57.35	4

*After tabulating the scores, the Town short listed two (2) proponents for an interview by the Evaluation Team to further evaluate their project understanding and ascertain their time commitment to this project.

The interview confirmed the team’s conclusion that Genivar Inc. provided a good understanding of the project and put significant resources towards this project and was therefore recommended the award. All team members concurred with awarding the contract to Genivar Inc., the highest ranked and lowest priced proponent.

The lowest priced supplier, Genivar, was 35% lower in price than the second lowest priced proponent.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	027-T-07 Hired Tandem & Tri-axle Trucks on an As Required Basis
Date:	October 31, 2007
Prepared by:	Bob Walter, District Manager (East), Operations Amit Sobti, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier(s)*	Larkin Construction Ltd. Griffith Property Services Ltd. Municipal Maintenance Inc. Tri-Nacc Construction Ltd. Dunlop Construction Ltd. Wilson Contracting Ltd.
Original Budget and Account #	$ 1,084,858.00	Various (See Financial Attachment)
Current Budget Available	$ 1,062,645.64
Less cost of award	$ 100,000.00 $ 100,000.00 $ 100,000.00 $ 300,000.00	2008 period, Exclusive of GST, pending budget approval 2009 period, Exclusive of GST, pending budget approval 2010 period, Exclusive of GST, pending budget approval Total Cost of Award
Budget Remaining after this award**	$ 962,645.64

*The award is being recommended to all acceptable bidders to maximize the availability of trucks when required.

**The remaining balance will be used for various other Operations Contracts.

PURPOSE

To obtain approval to award the contract for hired tandem & tri-axle trucks on an as required basis for a period of (3) Three years (Jan 01, 2008 – Dec 31, 2010).

BACKGROUND

Hired tandem & tri-axle trucks are required to haul materials from 555 Miler Avenue to various landfill sites on a year round basis.

The hourly rate, as set by the Town, includes the cost of the equipment, operator, fuel, repair, loading time and travel time. Hourly rates were established by comparison to industry benchmarks. Bidders were requested to bid on the number of the specified trucks available for hiring during the term of the contract as per the following schedule of items:

Item	Description	Hourly Rate
1	Minimum 15 cu. Yd. Capacity Tandem Truck With Operator	$ 65.00
2	Minimum 22 cu. Yd. Capacity Tri-Axle Truck With Operator	$ 75.00

The evaluation criteria for this bid was based on the capability of the trucks in meeting specifications and also based on their past performance. Staff is confident that these companies will provide service that meets or exceeds Town’s requirements.

BID INFORMATION

Advertised	Electronic Tender Network
Bids closed on	August 15, 2007
Number picking up bid documents	6
Number responding to bid	6

Project # 027-T-07 Hired Tandem & Tri-axle Trucks on an As Required Basis Page 2 of 2

_____________________________________________________________________________________________________

BIDDING SUMMARY

The following table outlines the number of units (10 tandem trucks and 16 tri-axle trucks) available for hire from each of the companies that bid:

Contractor	# of Tandem Trucks	# of Tri-Axle Trucks
Larkin Construction Ltd.	4	No Bid
Griffith Property Services Ltd.	3	7
Municipal Maintenance Inc.	No Bid	4
Tri-Nacc Construction Ltd.	1	1
Dunlop Construction Ltd.	1	1
Wilson Contracting Ltd.	1	3
Total	10	16

Note: Compared to the previous contract in 2003, the hourly rates for this contract were set at 18% higher for Tandem Trucks and 15% higher for Tri-Axle Trucks in accordance with industry standards and due to the increase in fuel costs.

2007 FINANCIAL ATTACHMENT

Account # and Description	Original Budget	Current Budget Available	Less Cost of this Award, Exclusive of GST	Budget Remaining after this award
059 5350 7836 005 Tree Planting Strategy	$ 250,000.00	$ 227,787.64	$ 5,000.00	$ 212,787.64

2008 FINANCIAL ATTACHMENT

Account # and Description	Original Budget *	Less Cost of this Award, Exclusive of GST	Budget Remaining after this award
700 500 5407 Construction Equip. & Services	$ 25,000.00	$ 5,000.00	$ 20,000.00
700 502 5760 Tipping Fees	$ 95,000.00	$ 20,000.00	$ 75,000.00
700 507 5407 Construction Equip. & Services	$ 57,000.00	$ 15,000.00	$ 42,000.00
700 507 5760 Tipping Fees	$ 128,855.00	$ 40,000.00	$ 88,855.00
730 734 5399 Other Contracted Service	$ 79,326.00	$ 3,000.00	$ 76,326.00
730 735 4431 Streetscapes	$ 170,317.00	$ 3,000.00	$ 167,317.00
730 735 4400 Horticultural Materials	$ 81,096.00	$ 3,000.00	$ 78,096.00
730 743 5399 Other Contracted Service	$ 98,117.00	$ 3,000.00	$ 95,117.00
730 732 5399 Other Contracted Service	$ 100,147.00	$ 3,000.00	$ 97,147.00

* Subject to Council approval of the 2008 operating budget.

Note: Roads and Parks are the major users of this contract in the estimated annual amounts of $80,000 and $20,000 respectively.

2007/2008 FINANCIAL ATTACHMENT

Account # and Description	Original Budget	Current Budget Available	Less Cost of this Award, Exclusive of GST	Budget Remaining after this award
Various (Noted above)	$ 1,084,858.00	$ 1,062,645.64	$ 100,000.00	$ 962,645.64

STAFF AWARD REPORT Page 1 of 1

To:	John Livey, Chief Administrative Officer
Re:	176-S-07 White’s Hill Park Expansion
Date:	October 29th. 2007
Prepared by:	Linda Irvine, Parks and Open Space Development, Manager Malcolm Hann, Senior Construction Buyer

RECOMMENDATION

Recommended Supplier	Wykland Estates Inc. (Preferred Supplier)
Original Budget and Account #	$ 95,200.00	81-5350-7760-005 White’s Hill Park Expansion
Current Budget Available	$ 95,200.00
Less cost of award	$ 68,094.34	Excluding GST
Budget Remaining after this award	$ 27,105.66 *

* The remaining balance will be applied to costs associated with construction of additional children’s playground at White’s Hill Park as budgeted for in account 081-5350-7760-005.

STAFF RECOMMENDS:

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (1) - (h) where it’s necessary or in the best interests of the Town to acquire non-standard items or Consulting and Professional Services from a preferred supplier or from a supplier who has a proven track record with the Town in terms of pricing, quality and service.

PURPOSE

To obtain approval to award the contract for the design and construction of additional park lands adjoining White’s Hill Park in Cornell to Wykland Estates Inc.

BACKGROUND

The Town constructed White’s Hill Park in 2003. Wykland Estates Inc. was obligated to convey additional park lands adjoining the northern edge of the existing White’s Hill Park (Block 344) and it was the Town’s responsibility to design and build the park. However, to achieve cost efficiencies and better construction coordination, Wykland Estates approached the Town for permission to have their contractor build the park in conjunction with the construction of their homes immediately fronting onto this part of White’s Hill Park. Wykland Estates offered to contribute an additional $10,000 towards the construction cost of the park. The total construction cost of this park is $78,094.34, with $68,094.34 owing to Wykland Estates to cover agreed upon design and construction costs.

Wykland Estates Inc. has an established track record constructing two other parks in Mattamy’s Area 2 and Area 3, Phase 1 of their Cornell subdivision with excellent results. Since, they had an on-going construction project bordering on Block 344, staff recognized the synergies and cost benefits for only having one construction contractor to complete this project.

STAFF AWARD REPORT Page 1 of 1

To:	John Livey, Chief Administrator Officer
Re:	174-S-07 Consulting Engineering Services for 19^th Avenue Bridge Replacement (East of HWY #48)
Date:	October 26, 2007
Prepared by:	Prathapan Kumar, Project Engineer, Capital Right-of-Way, Asset Management Bob Penner, Acting Manager, Capital Right-of-Way, Asset Management

RECOMMENDATION

Recommended Supplier	Totten Sims Hubicki Associates (TSH) (Preferred Supplier)
Original Budget and Account #	$ 760,000.00 $ 220,000.00 $ 980,000.00	058-6150- 7035-005 2006 Bridge and Culvert Improvement Program 058-6150- 7485-005 2007 Bridges Detailed Design for 08 Constr Total
Current Budget Available	$ 52,101.00 $ 219,844.00 $ 271,945.00	058-6150- 7035-005 2006 Bridge and Culvert Improvement Program 058-6150- 7485-005 2007 Bridges Detailed Design for 08 Constr Total
Less cost of award	$ 88,000.00 $ 8,800.00 $ 96,800.00	Exclusive of GST Contingency (10%) Total Award, exclusive of GST
Budget Remaining after this award	$ 0.00 $ 175,145.00 $ 175,145.00	058-6150- 7035-005 2006 Bridge and Culvert Improvement Program 058-6150- 7485-005 2007 Bridges Detailed Design for 08 Constr Total**

** The remaining balance will be used for the 2007 design of the following bridges: Main Street Toogood Bridge, Carlton Rd Bridge-East of Main St. and Green Lane Bridge as budgeted for in account 058-6150-7485-005.

Staff further recommends:

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (1) (c) “when the extension of an existing contract would prove more cost-effective or beneficial.”

PURPOSE

To obtain approval to award the consulting services related to the Detail Design and Contract Administration for the replacement of the 19^th Avenue Bridge over the Little Rouge Creek (east of HWY# 48).

BACKGROUND

The bridge is located on 19^th Avenue approximately 700 metres east of Highway 48. Replacement of the bridge is required due to its deteriorated condition and deficient width. Replacement of the bridge would improve safety by increasing the width of the deck to the current standard for a two-lane roadway.

In September 2006, contract 119-Q-06 was awarded to Totten Sims Hubicki Associates (TSH) to carry out an Environmental Assessment for the replacement of this bridge structure as required under “Schedule B” of the Municipal Class Environmental Assessment (Class EA). At the time of bid opening, TSH was 75% lower in price than the next competitive bid. A Public Consultation Meeting (PIC) was held on Aug 14, 2007 at the Victoria Community Centre. None of the members of public attended the PIC. After consultation with the other government agencies such as MOE, TRCA, MNR and MTO, Environmental Assessment has been essentially completed, with an exception of advertising the Notice of Study Completion and subsequent public review of the Project File, which will occur by end of October 2007.

DISCUSSION

Staff have negotiated a 7% net price discount ($6,500) with TSH to complete the detail design and contract administration. Based on the estimated $625,000 construction cost for the bridge, this represents a cost % of 14.1. Engineering fees for similar bridges completed in the last few years range from 15.1% to 19.7%. For example:

· The design work for the bridge on 19^th Ave. west of Highway 48 which is similar in scope and size was 19.7% of the construction cost.

· The design of the bridge on 18^th Ave, west of Highway 48 (also similar in scope and size) was 19.3%.

Staff recommends that based on the competitive price received and the advantage of creating detailed designs immediately without delay, TSH be awarded this project.

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

PROJECT #	DESCRIPTION	SUPPLIER	ORIGINAL AWARD TERM	EXTENDED TERM	EXTENDED AMOUNT	% PRICE INCREASE
185-T-06	Supply and delivery of regular unleaded Gasoline	Suncor Energy Products Ltd.	Nov 1/06 to Oct 31/07	Nov 1/07 to Oct 31/08	$ 339,425.00	0%
185-T-06	Supply and delivery of Low sulphur No. 1 Diesel, B20 Blended	Fiba Canning Inc.	Nov 1/06 to Oct 31/07	Nov 1/07 to Oct 31/08	$316,422.00	0%