Report to: General Committee Report Date: April 25, 2008

SUBJECT: Award of Tender # 052-T-08 Townwide, Pavement Markings

PREPARED BY: Bob Walter, Ext 4857

Amit Sobti, Ext 2239

RECOMMENDATION:

THAT the report entitled “Award of Tender # 052-T-08 Townwide, Pavement Markings” be received;

AND THAT the contract for Townwide, Pavement Markings be awarded to the lowest bidder, Guild Electric Ltd. for an estimated annual amount of $254,089.40 exclusive of GST, totalling $762,268.20 exclusive of GST for a period of three (3) years;

AND THAT funds for this contract for the 2008 period be drawn from the 2008 Operating Budget Account 700 505 5307 Pavement Markings in the estimated amount of $254,089.40 exclusive of GST;

AND THAT funds for this contract for the 2009 and 2010 periods, in the estimated amount of $508,178.80 exclusive of GST, be included in the 2009 and 2010 Operating Budget;

AND THAT Staff be authorized and directed to do all things necessary to give effect to this resolution;

EXECUTIVE SUMMARY:

Not applicable

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 award the contract for Townwide, Pavement Markings.

BACKGROUND:

Provincial legislation provides that pavement markings may be placed by the road authority having jurisdiction. Pavement markings and delineation serve an advisory or warning function, and complement other traffic control devices. They provide drivers with a preview of upcoming changes in the roadway, especially at night. Good markings and delineation generally results in better driver performance and greater driver comfort.

The Operations Department applies pavement markings once in the summer followed with a second application in the fall to areas where traffic volumes are higher and the markings may become less visible. The second application provides additional visibility to the driver through the winter months.

OPTIONS/ DISCUSSION:

Not applicable

BID INFORMATION

All bids were issued in accordance with the Purchasing By-law 2004-341. The award was made to the lowest priced bidder. Staff has reviewed the bid documents and are satisfied that all terms, conditions, bid prices and specifications comply with the Town’s requirements.

Advertised, place and date	ETN & By invitation
Bids closed on	April 23,2008
Number picking up bid documents	4
Number responding to bid	3

DETAILED PRICING INFORMATION*:

Bidder	Annual Price	3 Year Price
Guild Electric Ltd.	$ 254,089.40*	$ 762,268.20*
Woodbine Paevement Markings Ltd.	$ 270,229.00	$ 810,687.00
KDN Pavement Markings Ltd.	$ 462,320.00	$1,386,960.00

*Prices are exclusive of GST and compared to previous contract represents an increase of 11%.

Note: Guild Electric Ltd. has worked for the town in the past and staff is confident that they will provide service that meets and/or exceeds the town’s acceptable quality standards.

FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)

The following table is a summary of the financial considerations for this report:
Original Budget and Account #	$ 260,094.00	700 505 5307 Pavement Markings
Current Budget Available (unspent)	$ 260,094.00
Less Cost	($254,089.00)	Awarded to Guild Electric Ltd
Less Contingency
Budget Remaining	$ 6,005.00

*The award of $254,089.00 is within the annual allocated budget ($260,094.00) for pavement markings. The remaining balance of funds ($6,005.00) will be used for any additional requests for unanticipated pavement markings.

ENVIRONMENTAL CONSIDERATIONS:

Not applicable

ACCESSIBILITY CONSIDERATIONS:

Not applicable

ENGAGE 21^ST CONSIDERATIONS:

Not applicable

BUSINESS UNITS CONSULTED AND AFFECTED:

Not applicable

RECOMMENDED

BY: ________________________ ________________________

Paul Ingham Peter Loukes

General Manager, Operations Commission Lead,

Community & Fire Services

ATTACHMENTS:

None