STAFF AWARD
REPORT Page
1 of 2
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
211-T-07 Village Parkway Storm Outfall Rehabilitation, 300 Steelcase Road Slope Stabilization and Supply &
Installation of Retaining Walls at Two (2) Locations |
|
Date: |
|
|
Prepared
by: |
Dereje Tafesse, Technical Coordinator,
Operations Amit Sobti, Senior Buyer, |
RECOMMENDATION
|
Recommended Supplier
(s) |
R
& M Construction Ltd. (Lowest Priced Supplier – Site 1) |
|
|
Original Budget and Account # |
$
1,843,500.00 |
Various
accounts (see financial attachment) |
|
Current Budget
Available |
$
245,107.16 |
|
|
Less cost of award |
$
144,052.90 |
Exclusive of GST |
|
Budget Remaining after this award |
$
101,054.26 |
* |
* The remaining
balance in account 050-6150-7471-005 in the amount of $7,876.02 and account
050-6150-7208-005 in the amount of $548.24 will be returned back to the
original funding source. The remaining balance allocated for this project in
account 050-6150-7194-005 in the amount of $92,630.00 will be used for the 59
Elgin Street gabion lined channel slope stabilization project as budgeted for
in account 050-6150-7194-005 (see financial attachment).
PURPOSE
To obtain approval to award the contract(s)
for Village Parkway Storm Outfall Rehabilitation, 300 Steelcase
Road Slope Stabilization and Supply & Installation of Retaining Walls at
Two (2) Locations.
BACKGROUND
The Operations division is proposing channel
restoration and slope stabilization work at
The
The storm outfall at
The retaining walls at the above walkways were likely
constructed in 1983. Currently, the retaining walls are failing and the banks
from both sides of the walkways have started to erode. The work includes
removing existing retaining walls and installing new armour
stone retaining walls.
BID INFORMATION
|
Advertised |
Electronic Tendering Network |
|
Bids closed on |
|
|
Number picking up bid documents |
27 |
|
Number responding to bid |
7 |
Page 2 of 2
Project
#211-T-07 Village Parkway Storm Outfall
Rehabilitation, 300 Steelcase Road Slope
Stabilization and Supply & Installation of Retaining Walls at Two (2)
Locations
_____________________________________________________________________________________________________
PRICE SUMMARY
|
Supplier |
Site
|
Site
|
Site
3 & 4 – Retaining Walls |
Total
Award Amount* |
|
R & M
Construction |
$ 64,440.00 |
$ 46,310.00 |
$ 64,330.00 |
$ 64,440.00 |
|
|
$ 86,931.20 |
$ 42,930.00 |
$ 52,314.00 |
$ 42,930.00 |
|
|
$ 78,999.15 |
$ 48,043.04 |
$ 36,682.90 |
$ 36,682.90 |
|
Mopal Construction |
$
118,500.00 |
$
79,200.00 |
$
51,900.00 |
- |
|
|
$ 228,347.89 |
$ 59,486.00 |
$ 46,164.80 |
- |
|
Dig-Con International Ltd. |
$ 190,907.50 |
$ 160,415.00 |
$ 77,385.00 |
- |
|
|
$ 288,916.75 |
$ 93,318.00 |
$ 76,436.00 |
- |
|
TOTAL |
$ 144,052.90 |
|||
* The Town released this bid with the right
to award this contract in part or in whole and to more than one bidder.
Splitting this contract between the lowest price bidders for each site will
save the Town $19,672.19 compared to awarding the contract to one bidder.
FINANCIAL
ATTACHMENT
|
Account # and Description |
Original Budget |
Current Budget Available (Unspent) |
Less Cost of this Award, Inclusive of PST and
Exclusive of GST |
Budget Remaining after this award |
|
050
6150 7194 Water
Damage Site 1 & |
$ 1,783,500.00 |
$ 200,000.00* |
$ 107,370.00 |
$ 92,630.00 |
|
050 6150 7471 005 Retaining Walls –Annual Program
(2006) Site 3 - Retaining Wall – Galbraith Dr. |
$ 30,000.00 |
$ 30,000.00 |
$ 22,123.98 |
$ 7,876.02 |
|
050 6150 7208 005 Retaining Walls –Annual Program
(2007) Site
4 – Retaining Wall - Harness Circle |
$ 30,000.00 |
$ 15,107.16 |
$ 14,558.92 |
$ 548.24 |
|
Total |
$ 1,843,500.00 |
$ 245,107.16 |
$ 144,052.90 |
$ 101,054.26 |
* $200,000.00 was the amount allocated for
this project in account #7194 (Site 1 & 2).
STAFF AWARD REPORT Page 1 of 2
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
206-R-07 Thornhill Storm Water Flood Remediation Study |
|
Date: |
|
|
Prepared
by: |
Bob Penner, Supervisor, Business Systems
Improvement |
RECOMMENDATION
|
Recommended Supplier |
Clarifica Inc. (Highest Ranked and Lowest Priced Supplier) |
|
|
Original Budget and Account # |
$ 1,783,500.00 |
050-6150-7194-005 Rain Storm Damage |
|
Current Budget
Available |
$ 500,000.00 |
Budget allocated to this line item * |
|
Less cost of award |
$ 282,105.50 $ 56,421.10 $ 338,526.60 |
Inclusive of Disbursements, Exclusive of GST Contingency
20% ** Total Cost of Award |
|
Budget Remaining after this award |
$ 161,473.40 |
*** |
* Budget allocated towards Storm Water study.
**
20% contingency required
due to study covering a large area with many unknowns. Extra monitoring and
surveys, depending on weather variables, may be necessary to better define and
calibrate the model. A large public consultation and communication effort will
also be required.
***The residual budget will remain open
until findings and recommendations of the consultant are completed. Upon final
invoice payments and project closure any remaining balance will be returned to
the original funding source.
PURPOSE
To obtain approval to award the contract for Thornhill
Storm Water Flood Remediation Study.
BACKGROUND
On Friday afternoon,
Many homes in low lying areas within the catchment areas and in the path of the overland flow route
were flooded. River channels were at
full capacity or above capacity causing erosion and slope destabilization. Staff has estimated the cost for repairs to
these public facilities to be over $3 million.
The Town retained R. V. Anderson Consulting Engineers
to review the Town’s infrastructure and maintenance practices and to assess the
reasons for the damages that incurred from the storm. One of the main recommendations in R. V.
Anderson’s report suggested that:
The Town conduct a storm drainage study
that addresses both the major storm system (overland flow) and the minor storm
system (catch basins and underground pipes) in order to identify existing
bottlenecks and the improvements required to handle peak flows (e.g. larger
sewers, in-line or off-line storage, inlet controls).
On September 25 2007 , Staff
wrote a Report to Council describing the storm water situation in the Thornhill
area and the requirement for a detailed study to develop a program to address
storm water system deficiencies. Based
on this report, Council approved $500,000 to hire a consultant to complete a
detailed hydraulic analysis of the storm water system in Thornhill.
Staff thereafter prepared a Request for Qualification
and a subsequent Request for Proposal to secure a consulting team to carry out
this study.
Project
#206-R-07 Thornhill Storm Water Flood
Remediation Study Page
2 of 2
________________________________________________________________________________________________
BID INFORMATION
|
Request for
Prequalification |
|
|
Advertised |
Electronic Tendering Network |
|
Bids closed on |
|
|
Number picking up bid documents |
17 |
|
Number of companies responding to bid |
7 |
|
|
|
|
Request for
Proposal |
|
|
Advertised |
By Invitation |
|
Bids closed on |
|
|
Number of bidders prequalified |
4 |
|
Number of companies responding to bid |
4 |
PROPOSAL EVALUATION
The
initial evaluation was based on pre-established evaluation criteria as listed
in the Request for Prequalification: 30%
experience of the firm & project team, 30% understanding of the assignment,
15% proposed work schedule, 20% experience of the project manager and level of
commitment and 5% quality and completeness of the submission totaling 100%.
Of
the 7 submissions received, the highest ranked top 4 proponents were selected
and invited to submit a detailed proposal. 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 scores are
listed in the table below:
The
Evaluation Team (Team) for the Request for Prequalification as well as the
Request for Proposal was comprised of staff from the Asset Management Department
and Engineering Departments with
The
evaluation confirmed Clarifica to be the highest
ranked as well as the lowest priced proponent with a strong previous background
in projects of a similar scope and size as well as a good understanding of the
project deliverables, key issues and challenges.
Staff
have verified Clarifica’s submission to meet all the
requirements of the Request for Proposal and is confident that they will meet,
if not exceed town expectations and standards.
|
Consultants |
Total Score |
Rank |
|
Clarifica
Inc. |
92.00 |
1 |
|
UMA Engineering
Ltd. |
80.81 |
2 |
|
Dillon
Consulting |
69.85 |
3 |
|
Totten Sims Hubicki
Associates Ltd. |
65.05 |
4 |
STAFF AWARD REPORT Page 1 of 2
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
129-S-07 Renewal of Life Insurance contract with Sun
Life Assurance Company |
|
Date: |
|
|
Prepared
by: |
Edmund Yuen, Senior Compensation &
Benefits Specialist Sharon Laing,
Director of Human Resources Tony Casale, Senior Buyer, |
RECOMMENDATION
|
Recommended
Supplier |
Sun
Life Assurance Company (Preferred Supplier) |
|
|
Original
Budget and Account # |
$ 271,527.00* $ 25,000.00* $ 296,527.00 |
Various Townwide Employee Benefit Accounts for Basic Life
Insurance Optional Life Insurance,
recoverable from employees as required |
|
Less Estimated
2008 cost |
$ 296,527.00 |
Total Award, Exclusive of GST |
|
Remaining
Balance |
$ 0 |
|
* Subject to Council approval of the 2008 budget.
Staff
further recommends:
THAT the tendering process be waived in
accordance with the
PURPOSE
To obtain approval to extend the current
contract with Sun Life Assurance Company (Sun Life) to provide Group Life
Insurance coverage to Town employees for 2008 under the Regional Municipality
of York Umbrella Plan.
BACKGROUND
On
A third party
consultant, Buffett Taylor & Associates Ltd. has been hired by the Umbrella
Group to review the premium and terms and conditions of the contract every
year. Buffet Taylor also negotiates
contract terms with Sun Life, on behalf of the Umbrella Group, every year.
The Town’s Group
Life Insurance Benefit Plan includes basic life insurance coverage for
employees. The Plan also provides
optional life insurance for employees and their dependents for additional
coverage as required. Premiums for basic
life insurance are payable by the Town, and premiums for optional life
insurance coverage are payable by the employees.
OPTIONS / DISCUSSIONS
Staff
concluded that it is in the best interest of the Town to renew the Group Life
Insurance benefit plan with Sun Life under the Regional Municipality of York Umbrella Plan for the following reasons:
1.
The Town continues to enjoy competitive premiums through economies
of scale.
Our premium rate has not
increased since 2005. We believe that the increased premium rate @ $0.184/1000
effective 2008 is competitive relative to our claim experience in the past five
years and the increased demographics of our plan members.
For the 12-month period from July
2006 to June 2007, our claim experience was 91.4% as we paid $214,880 premiums
and incurred a paid claim of $196,500.
129-S-07
Renewal of Life Insurance Contract with
Sun Life Assurance Company Page 2 of 2
____________________________________________________________________________________________
Our benefit Consultant Buffett
Taylor has measured a 3.04 % increase in our demographics over the past 12
month period. Currently, 36% of the Town’s plan members are over the age of 50.
The demographics of the Town’s
insured population continued to increase over the past years, and the emerging
claims experience over the past 12 months has contributed to a rate increase
requirement. Buffet Taylor was able to
negotiate with Sun Life to reduce the proposed renewal rate from $0.191to
$0.184 per $1,000 of coverage for 2008 resulting in an annual premium cost
avoidance of $8,976.00.
In comparison to other
Municipalities, the Town of
To ensure that the Umbrella Benefits Group continue to enjoy competitive rates, the Umbrella Benefit Group has asked our Consultant, Buffett Taylor to conduct a market study of the Group’s life insurance plan. The findings and recommendation may lead to change of carrier with a better rate.
2.
Sun Life has a proven track record with
the Town and the Umbrella Group and has provided satisfactory customer services
for the past 10 years. Staff is
confident that Sun Life will continue to do so in 2008.
FINANCIAL CONSIDERATIONS
The current life
insurance premium rate of $0.166 per $1,000 will renew at a new rate of $0.184
per $1,000 effective
There will be no renewal
increase in the optional employee and spousal life rates, and the dependent
life rate.
Funds for basic life
insurance are provided from various 2008 Townwide
Employee Benefit accounts in the amount of $271,527.
Funds for optional life
insurance in the estimated 2008 amount of $25,000 inclusive of sales tax will
be recovered from employees as required.
STAFF AWARD REPORT
Page 1 of 1
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
014-S-08 Upper Cornell Water Play
Facility |
|
Date: |
|
|
Prepared
by: |
Linda Irvine, Parks and Open Space
Development, Manager Malcolm Hann, Senior Construction Buyer |
RECOMMENDATION
|
Recommended
Supplier |
1473092
Ontario Ltd. (Preferred Supplier) |
|
|
Original
Budget and Account # |
$ 171,000.00 |
81-5350-7045-005
Cornell Water Play Facility |
|
Current Budget
Available |
$ 171,000.00 |
|
|
Less cost of
award |
$ 149,321.00 $
21,679.00 $ 171,000.00 |
Excluding GST
(Total Award) Internal
department management fee @ 3.5% Total project
cost |
|
Budget Remaining after this award |
$
0.00 |
|
Staff
further recommends: THAT the tendering process be waived in accordance with
PURPOSE
To issue a purchase order for payment to 1473092 Ontario Ltd for work already commenced and
completed for the Upper Cornell Water Play Facility.
BACKGROUND
On
In 2005, during the annual budget process,
Council approved the additional funds in the amount of $171,000.00 to add a
water play feature to the