STAFF AWARD REPORT Page 1 of 1

To:	John Livey, Chief Administrative Officer
Re:	028-T-08 Streetlight Inventory Condition Analysis
Date:	May 6, 2008
Prepared by:	Alan Laver, Manager, Utilities and Contract Alex Moore, Manager, Purchasing

RECOMMENDATION

Recommended Supplier	iTrans Consulting Inc. (Lowest Priced Supplier)
Original Budget and Account #	$ 159,700.00 $ 55,000.00	051 6150 8363 005 Streetlight Inventory /Condition/Pole Repl (08) 051 5399 7490 005 Streetlight Inventory /Condition/Pole Repl (07)
Current Budget Available	$ 159,700.00 $ 21,890.88 $ 181,590.88	051 6150 8363 005 Streetlight Inventory/ Condition/Pole Repl (08) 051 5399 7490 005 Streetlight Inventory /Condition/Pole Repl (07)
Less cost of award	$ 149,975.00	Total Cost of Award, Exclusive of GST
Budget Remaining after this award	$ 31,615.88*	051 6150 8363 005 Streetlight Inventory/ Condition/Pole Repl (08)

* Remaining balance of $31,615.88 will be used as required to replace poles with the worst conditions that are identified during the year as part of the Town’s annual streetlight pole replacement program

Note: All funds in the amount of $21,890.88 in account 051-5399-7490-005 (2007) shall be drawn for this award.

PURPOSE

To obtain approval to award the contract for Streetlight Inventory Condition Analysis.

BACKGROUND

The Town at present operates and maintains approximately 21,000 streetlights some of which were downloaded to the Town by Ontario Hydro in the 1980’s. The Town has a limited data base on older infrastructure and has never attempted to do a detailed inventory/condition analysis of the different types lighting and poles. The Town contracts PowerStream to undertake our regular maintenance program for streetlights based on complaints, road patrols, and an annual relamping program. Other than the relamping program the Town does not have a proactive preventive maintenance program for streetlighting and in order to implement a preventive maintenance program, updating of the inventory is required.

BID INFORMATION

Advertised	Electronic Tendering Network
Bids closed on	April 23, 2008
Number picking up bid documents	10
Number of companies responding to bid	7

PRICE SUMMARY

Supplier	Price, Exclusive of GST
iTrans Consulting Inc.	$149,975.00
Langley Utilities Contracting Ltd.	$297,500.00
LEA Consulting Ltd.	$369,075.00
MMM Group	$382,900.00
Sign Fix Ltd.	$411,950.00
Dundas Power Ltd.	$560,000.00

One Company submitted an incomplete bid (Spatial Forge Group), they only bid on one (1) of the three (3) items required. Note: Spatial Forge Group bid price for item 1was $26,950 higher than the low bidder’s price for the same item.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	087-T-08 Thornhill Community Centre Desiccant Dehumidifier and Air Conditioner Upgrade
Date:	June 26, 2008
Prepared by:	Rob Bell, Facility Coordinator Tony Casale, Senior Buyer, Purchasing

RECOMMENDATION

Recommended Supplier	Aercomfort Mechanical Services Ltd. (Lowest Priced Supplier)
Original Budget and Account #	$ 395,000.00	031 222 0034 MECO Funding
Current Budget Available	$ 395,000.00	Funding allocated to this project
Less cost of award	$ 305,000.00 $ 30,500.00 $ 335,500.00	Total price inclusive of PST, exclusive of GST Contingency allowance at 10% Total cost of award
Budget Remaining after this award	$ 59,500.00	*

*The balance of $59,500.00 will be used for the BAS upgrade identified in this tender and the remaining funds (if any) will be transferred to the original funding source.

PURPOSE

To obtain approval to award the contract for the replacement of two (2) roof-mounted desiccant dehumidification systems and two (2) roof-mounted air conditioning systems for the Thornhill Community Centre.

BACKGROUND

Desiccant Dehumidification is an efficient and effective way of removing moisture from the arena air. The intent is to minimize the total energy consumption of natural gas and/or electricity, by increasing the moisture removal capability. Desiccant-wheel dehumidifiers have virtually replaced refrigeration–coil units because of the lower dew point capability for improved ice quality, reduced environmental impact, lower energy consumption and other related costs. This project involves removing eight (8) refrigeration–coil dehumidifiers and installing two (2) Desiccant dehumidification units with associated duct work, and to install two (2) Air conditioning units that will be utilized during Summer months when ice is not in. All units will be controlled by an upgraded BAS (building automation system) to increase better temperature, and moisture control, over the whole community centre.

BID INFORMATION

Advertised	Electronic Tendering Network
Bids closed on	May 14, 2008
Number picking up bid documents	6
Number responding to bid	5

PRICE SUMMARY

Supplier	Price, Inclusive of PST and exclusive of GST *
Aercomfort Mechanical	$ 305,000.00
Canadian Tech Air Systems	$ 353,900.00
Ash Plumbing	$ 356,000.00
SIG Mechanical	$ 467,500.00
Cimco Refrigeration	$ 471,000.00

* The submission from the low bidder included an item related to the BAS upgrade which did not comply with the tender requirements. Staff has removed this item from the bid analysis and the balance was awarded. As per the Town’s General Terms and Conditions Item 40 (3) Privilege Clause; “The Town…reserves the right to: accept the Bids in whole or in part…” The price of the BAS upgrade included in the bids submitted range between $5,000 – $25,000 and staff are of the opinion that better pricing will be obtained on a stand-alone award.

087-T-08 Thornhill Community Centre Desiccant Dehumidifier and Air Conditioner Upgrade Page 2 of 2

______________________________________________________________________________________________

ENVIRONMENTAL CONSIDERATIONS:

Desiccant dehumidification systems control humidity levels more effectively than refrigeration systems. Since moisture promotes the growth of molds, mildew and bacteria, desiccant systems contribute significantly to improved indoor air quality. This means a better and more comfortable environment for both players and spectators. The other key benefit related to the environment is the reduction in electrical demand. While desiccant systems use natural gas, the overall cost benefit analysis shows that reducing the electricity demand means an overall reduction in energy use which translates into reduced greenhouse gas emissions. Keeping the facility dry, increasing fresh air and improving air quality, improving ice conditions and increasing comfort and safety will all contribute to making this venue more attractive for users.

STAFF AWARD REPORT Page 1 of 1

To:	Allan Seabrooke, Commission Lead
Re:	102-T-08 Servicing of Arena Refrigeration Equipment
Date:	June 6, 2008
Prepared by:	Rob Bell, Facility Coordinator Tony Casale, Senior Buyer

RECOMMENDATION

Recommended Supplier	Cimco Refrigeration (Lowest Priced Supplier)
Original Budget and Account #	$211,930.00	Various Operating accounts (See Financial Considerations)
Current Budget Available	$163,334.54
Less cost of award	$ 45,500.00 $ 32,500.00 $ 78,000.00	June 1 - Dec 31^st (2008)Total award exclusive of GST Jan 1 – May 31^st (2009) Subject to Council approval **
Budget remaining after this award	$117,834.54	*

* The remaining balance in each operating account will be applied to other operating expenses as budgeted for in the respective accounts.

** 2009 award is subject to Council approval of the operating budget for accounts noted below.

PURPOSE:

To obtain approval to award the contract for the servicing of arena refrigeration equipment.

BACKGROUND:

This contract is for an all inclusive full service preventative maintenance program for arena refrigeration equipment at various recreation facilities providing service on a 24 hour, seven-days per week. The service includes refrigeration compressor overhaul, technical support, training, maintenance and on site support for start up and shut down of all Town rinks. This contract was issued for a One (1) year contract term with the option to renew for four (4) additional years. Upon completion of the 1^st year, Staff will seek the appropriate approval authority for the remaining four (4) years (dependant on performance).

BID INFORMATION:

Advertised	Electronic Tendering Network
Bids closed on	May 28, 2008
Number picking up bid documents	3
Number of companies responding to bid	3

PRICING SUMMARY:

Supplier	Price, Inclusive of PST and Exclusive of GST
Cimco Refrigeration	$ 78,000.00 *
Black & McDonald	$118,727.00
Industrial Refrigerated Systems Inc.	$133,600.00

*Compared to the current pricing this price represents a savings of 53%

Note: Low bidder was the incumbent and priced this contract based on current market conditions.

FINANCIAL CONSIDERATIONS:

Account #	Description	Budget Amount	Budget Available	Less Cost of Award (June 1 – Dec. 31 ‘08)	Budget remaining
501 921 5314	Thornhill Community Centre	$ 43,250.00	$ 23,472.55	$ 8,166.67	$ 15,305.88
501 922 5314	Clatworthy Arena	$ 18,550.00	$ 13,729.86	$ 4,666.67	$ 9,063.19
502 922 5314	Crosby Arena	$ 30,724.00	$ 22,856.89	$ 4,958.33	$ 17,898.56
502 921 5314	Milliken Mills C.C.	$ 13,393.00	$ 10,709.21	$ 4,666.67	$ 6,042.54
503 921 5314	Centennial Arena	$ 19,374.00	$ 19,026.00	$ 6,416.67	$ 12,609.33
503 922 5314	Mount Joy Arena	$ 30,742.00	$ 24,590.67	$ 4,958.33	$ 19,632.34
503 923 5314	Markham Village Arena	$ 22,050.00	$ 18,138.20	$ 4,666.67	$ 13,471.53
504 921 5314	Angus Glen C.C.	$ 33,847.00	$ 30,811.16	$ 7,000.00	$ 23,811.16
Sub Total		$211,930.00	$163,334.54	$45,500.00	$117,834.54

Note: The award of $32,500 from January to June 30, 2009 is subject to approval of the 2009 operating budget.

STAFF AWARD REPORT Page 1 of 1

To:	Peter Loukes, Commissioner Lead
Re:	120-Q-08: Various Guide-rail Repairs and Upgrades
Date:	June 24, 2008
Prepared by:	Morgan Jones, Supervisor, Contract Administration Betty Leung, Purchasing Assistant

RECOMMENDATION

Recommended Supplier	Powell (Richmond Hill) Contract Ltd. (Lowest Priced Supplier)
Original Budget and Account #	$ 40,000.00 $ 40,800.00 $ 80,800.00	050-6150-7478-005 Upgraded Guide rail – Annual Program 050-6150-8410-005 Upgraded Guide rail – Annual Program
Current Budget Available	$ 8,133.00 $ 40,800.00 $ 48,933.00	050-6150-7478-005 Upgraded Guide rail – Annual Program 050-6150-8410-005 Upgraded Guide rail – Annual Program
Less cost of award	$ 60,560.00	Exclusive of GST, PST not applicable
Budget remaining after this award	($11,627.00)*

*The shortfall of $11,627.00 will be funded from the Capital Contingency account # 044-7950-6395-000.

PURPOSE

To obtain approval to award the contract for various guide-rails repairs and upgrades.

BACKGROUND

Each of the six locations identified have sections which have compromised the integrity of the existing rail to the point the rail no longer protects both pedestrian and vehicle traffic and therefore require immediate repair. The successful bidder will completely remove existing Guide-rail and replace it with OPSS approved Guide-rail at locations (1) and (2) and make repairs at locations (3) through (6):

(1) Church Street, East of Elm Street both sides

· Remove and install a new single rail steel beam (+/- 180m) plus 3 extruders

(2) Parkway Avenue, East of Paramount Drive both sides

· Remove and install a new single rail steel beam (+/- 96m) plus 4 extruders

(3) Langstaff Drive, North side opposite Ruggles Avenue

· Repair existing damaged rail, 1 section

(4) 183 Bythorne Drive

· Repair existing damaged rail, 1 section

(5) John Street, West of Bayview Avenue

· Repair existing damaged rail, 1 section

(6) Middlefield Road, South of Denison Road

· Repair existing damaged rail, 3 sections

BID INFORMATION

Advertised	Electronic Tendering Network
Bids closed on	June 12, 2008
Number picking up bid documents	3
Number responding to bid	2

PRICE SUMMARY

Supplier	Price, Exclusive of GST, PST not applicable.
Powell (Richmond Hill) Contracting Ltd	$ 60,560.00
Peninsula Contracting Inc.	$ 87,347.14

STAFF AWARD REPORT Page 1 of 1

To:	Allan Seabrooke, Commission Lead
Re:	135-Q-08 Markham Theatre Upgrades
Date:	July 23, 2008
Prepared by:	Scott Hill, Acting Manager, Facility, Production Alex Moore, Manager, Purchasing

RECOMMENDATION

Recommended Supplier	Associated Flooring Services Limited (Lowest Priced Supplier)
Original Budget and Account #	$ 275,000.00	074-6150-8274-005 Public Area Upgrade
Current Budget Available	$ 70,000.00	Budget allocated for this purchase
Less cost of award	$ 66,350.00 $ 3,317.50 $ 69,667.50	Inclusive of PST , exclusive of GST Contingency (5%) Total award *
Budget Remaining after this award	$ 332.50	**

*The purchase price of $69,667.50 (Inclusive of contingency) is within the budget allocated ($70,000.00) for this purchase. The remaining balance within account 074-6150-8274-005 in the amount of $205,000.00 will be used for painting, lighting, seating and washrooms upgrades as budgeted for in above noted account.

**The remaining balance of $332.50 will be returned to the original funding source.

PURPOSE

To obtain approval to award the contract for removal, disposal, supply and installation of broadloom for the Markham Theatre.

BACKGROUND

The project includes the removal and replacement of new carpet at the Markham Theatre within the following areas:

• Main Lower Seating Area - Approximately 4000 sq. ft.
• Upper Balcony Seating Area - Approximately 1200 sq. ft.
• Step Units (@Stage) - Approximately 100 sq. ft.
• Upper & Lower Lobby Carpet (including stairways and Client Services Managers office and the second floor main office) – Approximately 5,000 sq. ft.

BID INFORMATION

Advertised	By invitation
Bids closed on	July 23, 2008
Number picking up bid documents	7
Number responding to bid	2

PRICE SUMMARY

Supplier	Price, Inclusive of PST and Exclusive of GST
Associated Flooring Services Limited	$66,350.00
Northwood Carpet & The Tile Company Ltd.	$98,289.00

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administration Officer
Re:	001-R-08 Miller Avenue Class EA - Woodbine Ave. to Birchmount Road
Date:	June 23, 2008
Prepared by:	Simon Hung, Senior Capital Engineer Malcolm Hann, Senior Construction Buyer

RECOMMENDATION

Recommended Consultant	URS Canada Inc. (Highest ranked and Lowest Priced)
Original Budget and Account #	$ 196,000.00 $ 230,000.00 $ 426,000.00	083 5399 7750 005 Class EA Miller Ave Extension (2007) 083 6150 7274 005 Miller Ave Reconstruction Design/EA (2006)
Current Budget Available	$ 196,000.00 $ 230,000.00 $ 426,000.00	083 5399 7750 005 Class EA Miller Ave Extension (2007) 083 6150 7274 005 Miller Ave Reconstruction Design/EA (2006)
Less cost of award	$ 257,283.00 $ 25,728.00 $ 283,011.00 $ 33,961.00 $ 316,972.00	Including disbursements/PST, Exclusive of GST Contingency allowance @ 10% Total Award Internal Project Management fee @ 12% Total Project Cost
Budget Remaining after this award	$ 109,028.00	*

* All funds ($ 196,000.00) in account # 083 5399 7750 005 shall be drawn and the balance of funds in the amount of $109,028.00 to remain in account # 083 6150 7274 005 for the detailed design of Miller Avenue as budgeted for.

PURPOSE

To obtain approval to award the Class Environmental Assessment for Miller Avenue (from Woodbine Avenue to Birchmount Road).

BACKGROUND

Miller Avenue is an existing east-west roadway which extends from Woodbine Avenue to Rodick Road and provides access to the industrial lands north of 14^th Avenue. The existing Miller Avenue is a two lane rural cross section which exhibits signs of pavement failure and requires improvement to the watermain and sanitary sewer. Previous traffic studies have indicated that additional east-west road capacity is required in the area bounded by Woodbine Avenue, Kennedy Road, Highway 7 and 14^th Avenue to support planned growth in the Markham Centre area. Furthermore, plans to redevelop a portion of the adjacent industrial lands for commercial uses are expected to significantly increase traffic volumes along the existing section of Miller Avenue. To address both of these issues, a Class Environmental Assessment is required for the improvement of existing Miller Avenue and its extension from Rodick Road to Birchmount Road.

The subject lands for the road extension from Rodick Road to Warden Avenue are owned by Hydro One Inc. and Hydro One Networks Inc. A letter of agreement was signed between the Town of Markham, Ministry of Transportation and the above agencies to acknowledge and protect the lands required for the Transitway and Miller extension. A small parcel of land (approximately 15m x 25m) adjacent to Birchmount Road had been purchased from ORC to protect the intersection.

001-R-08 Miller Avenue Class EA - Woodbine Ave. to Birchmount Road Page 2 of 2

BID INFORMATION

Advertised, place and date	Electronic Tendering Network
RFQ closed on	February 15, 2008
Number picking up bid documents	13
Number responding to bid	7 *

* Staff disqualified three (3) bidders (Stantec Consulting Ltd., Cole Engineering and Genivar) who have potential conflict of interest due to their active involvement in providing engineering services to the land owners adjacent to the study area (letters from all three (3) consultants confirming their involvement have been received).

PROPOSAL EVALUATION

The evaluation team was comprised of staff from the Engineering Department with Purchasing staff acting as the facilitator. The evaluation was based on pre-established evaluation criteria as listed in the Request for Proposal: 20% experience of the firm, 20% qualifications of the lead consultant and project team, 30% project delivery, 30% price, totaling 100%, with resulting scores as follows:

Consultants	Total Score	Rank
URS Canada Inc.	92.00	1
McCormick Rankin	80.92	2
LEA Consulting Ltd.	78.95	3
TSH	59.27	4

Note: Pricing range from $257,283.00 to $369,000.00 (including disbursements, excluding GST)

Based on the pre-established evaluation criteria with resulting scores as shown in the above table, URS Canada Inc. achieved both the lowest bid price and overall highest total scores. URS has submitted an excellent proposal with very good understanding of the scope of the project and suggested possible solutions to some of the challenges. The project team has strong experience in similar studies, good understanding of the study area and the agencies involved. Staff is confident that their project team will provide the expected services that meet the requirements as outlined in the RFP and is therefore recommended to be awarded the contract.

POTENTIAL EXTENSION OF MILLER AVENUE FROM BIRCHMOUNT ROAD TO KENNEDY ROAD

Recent proposals for the expansion of GO Station parking lot, the Canadian Sports Institute and Transitway adjacent to Highway 407 and Kennedy Road will increase the traffic volume in this area significantly, demanding additional connection to the major roads. One possible solution is to extend Miller Avenue further east from Birchmount Road to Kennedy Road to provide additional access.

Since the designs and traffic conditions are not available for the above proposals at this time, it is pre-mature to carry out an Environmental Assessment for the further extension of Miller Avenue. Staff recommends awarding the Class EA project from Woodbine Avenue to Birchmount Road to URS and address the section from Birchmount Road to Kennedy Road as a feasibility study at a future date. If the feasibility study confirms the extension of Miller Avenue to Kennedy Road is viable, Staff will seek appropriate approvals to increase the scope of the Class EA. Staff will report this summer to seek approval on the cost of the feasibility study.

SCHEDULE:

The project is expected to start in summer 2008 and completed early 2009.

STAFF AWARD REPORT Page 1 of 2

To:	Peter Loukes, Commission Lead, Operations and Asset Management
Re:	085-R-08 Contract administration and construction inspection for the Steeles Avenue east watermain replacement - Phase 2 (from Henderson Avenue to Bayview Avenue)
Date:	May 28, 2008
Prepared by:	Prathapan Kumar, Senior Project Engineer Malcolm Hann, Senior Construction Buyer

RECOMMENDATION

Recommended Supplier	Cole Engineering Group Ltd. (highest ranked / second lowest price).
Original Budget and Account #	$ 1,500,000.00	053-6150-8435-005 Watermain Construction & Replacement
Current Budget Available	$ 150,000.00	Budget allocated for this purchase
Less cost of award	$ 78,300.00 $ 11,745.00 $ 90,045.00	Excluding GST Contingency (15%) Total
Budget Remaining after this award	$ 59,955.00	*

*The remaining balance will be returned to the original funding source upon payment of the final invoice. The $150,000 allocation was based on Steeles Ave. and Henderson Ave construction. However, the scope of

capital project # 8435 has been changed to reflect construction to the Steeles Avenue area only as there was insufficient funding for Henderson Avenue and therefore the total allocation is no longer required.

PURPOSE:

To award the contract for consultation for engineering services related to the contract administration and construction inspection for the Steeles Avenue east watermain replacement (Phase 2).

BACKGROUND:

Phase 1 Steeles Avenue East watermain replacement (from Yonge Street to Henderson Avenue) was completed in 2007. The Town is proposing to replace the existing aging municipal watermain on Steeles Avenue East from Henderson Avenue to Bayview Avenue (Phase 2) bus loop with a new 300mm diameter PVC watermain. The project is part of waterworks department’s on-going watermain improvement program to systematically replace and upgrade deficient watermain to improve supply capacity and reliability. The existing watermain situated along these areas is one of the older watermain in the Town of Markham. Replacement of this watermain is required in order to reduce disruption of services to the area businesses and residents.

BID INFORMATION:

Advertised	Electronic Tendering Network
Bids closed on	April 30, 2008
Number picking up bid documents	13
Number responding to bid	5

PROPOSAL EVALUATION

The evaluation team was comprised of staff from the Asset Management department with purchasing staff acting as the facilitator. The evaluation was based on pre-established evaluation criteria as listed in the Request for Proposal: 15% experience of consulting firm, 35% qualifications of the lead consultant and project team, 20% project delivery and 30% price, totaling 100%, with resulting scores as follows.

Consultant	Score (out of 100)	Rank Results
Cole Engineering Group Ltd.	79.1	1
IBI Group	78.6	2
TSH	73.1	3
Earth Tech	73.0	4
SCS Group	66.2	5

Note: The five (5) bid submissions prices ranged from to $ $68,178.00 to $106,920.00.

Page 2 of 2

085-R-08 Contract administration and construction inspection for the Steeles Avenue east watermain replacement - Phase 2 (from Henderson Avenue to Bayview Avenue)

Although the bid price from Earth Tech is the lowest, their overall ranking is fourth among the five bidders. Under criteria “Qualifications of Lead consultant and Project Team”. Earth Tech proposed a Contract Administrator/Project Manager whose field experience is insufficient to carryout the tasks as listed under the Terms of Reference.

Cole Engineering Group and their associated company have completed six design and contract administration projects with similar scope for the Town within the last six years with satisfactory results. Staff is confident that Cole Engineering Group will provide satisfactory services to the Town for this project. Cole Engineering Group bid is 14.8% higher than the low bid.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	090-R-08 Detailed Design for a Multi-Use-Path on Major Mackenzie Drive and Donald Cousens Parkway
Date:	May 30, 2008
Prepared by:	Gina Gammarano, Capital Works Engineer Malcolm Hann, Senior Construction Buyer

RECOMMENDATION

Recommended Supplier	Totten Sims Hubicki Associates. (highest ranked / second lowest price).
Original Budget and Account #	$ 1,100,000.00	083-5350-8114-005 Cycling Lanes/Pathways
Current Budget Available	$ 385,050.00 $ 86,319.92 $ 298,730.08	Budget allocated for this purchase (DCA portion) Allocated to 099-R-08 Multi-Use-Path for Milne Park Total funds available
Less cost of award	$ 90,838.00 $ 13,625.70 $ 104,463.70 $ 7,834.78 $ 112,298.48	Excluding GST (Parts 1 and 2) Contingency (15%) Sub-Total Engineering Dept. Project Management Fees (7.5%) Total
Budget Remaining after this award	$ 186,431.60	*

* The remaining balance will be used for the contract administration and construction inspection for Parts 3 and 4 of this multi-use-path.

PURPOSE:

To obtain approval to award the contract for detailed design and contract administration for a multi-use- path on Major Mackenzie Drive and Donald Cousens Parkway to highest ranked and second lowest priced qualified firm of Totten Sims Hubicki Associates.

BACKGROUND:

The proposed award is part of the implementation of the Town of Markham Cycling Master Plan. It will ultimately produce the design of approximately 7.6km long off-road Multi-Use-Path from Highway 48, continue east along Major Mackenzie Drive and south along Donald Cousens Parkway to Highway 407.

In anticipation of future funding for construction and associated consulting fees, the RFP was released seeking consultant fees (including an allowance for sub-consultants) for:

· Parts 1 and 2 Preliminary and Detailed Design fees and disbursements

· Parts 3 and 4 Construction inspection and Contract administration

The bid was evaluated based on the response for provided for Parts 1 and 2. At this time the successful proponent will only be awarded Parts 1 and 2 for the price stated. Parts 3 and 4 (Construction inspection and contract administration) will only be awarded upon successful completion of Parts 1 and 2, Preliminary and Detailed Design and follow the appropriate approval levels.

The value of Parts 3 and 4 will be awarded based on a fixed percentage of the construction value.

Funding for this project will come from the $385,050.00 DC funded portion of the account, usage of the Gas tax portion ($714,950.00) will be discussed in a later report to Council.

BID INFORMATION:

Advertised	Electronic Tendering Network
Bids closed on	May 16, 2008
Number picking up bid documents	6
Number responding to bid	3

PROPOSAL EVALUATION

The evaluation team was comprised of staff from the Engineering department with purchasing staff acting as the facilitator. The evaluation was based on pre-established evaluation criteria as listed in the Request for Proposal: 20% experience of consulting firm, 20% qualifications of the lead consultant and project team, 30% project delivery and 30% price, totaling 100%, with the following ranking results:

Page 2 of 2

090-R-08 Detailed Design for a Multi-Use-Path on Major Mackenzie Drive and Donald Cousens Parkway

Consultant	Score (out of 100)	Rank Results
Totten Sims Hubicki Associates	86.93	1
Chisholm, Fleming and Associates	76.50	2
MMM Group	55.36	3

Note: The bid submissions prices ranged from to $70,187.00 to $149,260.00.

Totten Sims Hubicki Associates (TSH) presented the most comprehensive proposal, provided a very detailed work plan and demonstrated a well defined project understanding. Also TSH has completed multiple projects of similar size, nature and value, having an experienced project team.

TSH was the 2^nd lowest priced bidder with a $20,681 higher bid.

STAFF AWARD REPORT Page 1 of 2

To:	Jim Baird, Commissioner, Development Services
Re:	099-R-08 Detailed Design for a Multi-Use-Path – Milne Park
Date:	May 30, 2008
Prepared by:	Renee Chong, Capital Works Engineer Malcolm Hann, Senior Construction Buyer

RECOMMENDATION

Recommended Supplier	Chisholm, Fleming & Associates (highest ranked / second lowest price).
Original Budget and Account #	$ 1,100,000.00	083-5350-8114-005 Cycling Lanes/Pathways
Current Budget Available	$ 385,050.00 $ 112,298.48 $ 298,730.08	Budget allocated for this purchase (DCA portion) Allocated to 090-R-08 Multi-Use-Path on Major Mackenzie Drive and Donald Cousens Parkway Total funds available
Less cost of award	$ 69,824.00 $ 10,473.60 $ 80,297.60 $ 6,022.32 $ 86,319.92	Excluding GST (Parts 1 and 2) Contingency (15%) Sub-Total Engineering Dept. Project Management Fees (7.5%) Total
Budget Remaining after this award	$ 186,431.60	*

* The remaining balance will be used for the contract administration and construction inspection of this multi-use-path.

PURPOSE:

To obtain approval to award the contract for detailed design for a multi-use- path in Milne Park.

BACKGROUND:

The proposed award is part of the implementation of the Town of Markham Cycling Master Plan. It will ultimately produce the design of approximately 2 km of off-road Multi-Use-Path from McCowan Road to Markham Road through the Milne Park Conservation area.

In anticipation of future funding for construction and associated consulting fees, the RFP was released seeking consultant fees (including an allowance for sub-consultants) for:

· Parts 1 and 2: Preliminary and Detailed Design fees and disbursements

· Parts 3 and 4 Construction inspection and Contract administration

The bid was evaluated based on the response for provided for Parts 1 and 2. At this time the successful proponent will only be awarded Parts 1 and 2 for the price stated. Parts 3 and 4 (Construction inspection and contract administration) will only be awarded upon successful completion of Parts 1 and 2, Preliminary and Detailed Design and follow the appropriate approval levels.

The value of Parts 3 and 4 will be awarded based on a fixed percentage of the construction value.

Funding for this project will come from the $385,050.00 DC funded portion of the account, usage of the Gas tax portion ($714,950.00) will be discussed in a later report to Council.

BID INFORMATION:

Advertised	Electronic Tendering Network
Bids closed on	May 16, 2008
Number picking up bid documents	6
Number responding to bid	3

PROPOSAL EVALUATION

The evaluation team was comprised of staff from the Engineering department with purchasing staff acting as the facilitator. The evaluation was based on pre-established evaluation criteria as listed in the Request for Proposal: 20% experience of consulting firm, 20% qualifications of the lead consultant and project team, 30% project delivery and 30% price, totaling 100%, with the following ranking results:

099-R-08 Detailed Design for a Multi-Use-Path – Milne Park Page 2 of 2

Consultant	Score (out of 100)	Rank Results
Chisholm, Fleming and Associates	86.41	1
Cole Engineering	77.00	2
MMM Group	58.52	3

Note: The bid submissions prices ranged from to $67,864.00 to $162,645.00.

Chisholm, Fleming & Associates (CFA) was the most technically proficient proposal highlighting that agency approvals such as the TRCA would be key in moving this project forward and that residents in the area would need to be consulted and may be a sensitive to the project. CFA has completed multiple projects of similar size and value in the past.

CFA bid is 2.4% ($1,960) higher than the low priced bidder.

It should be noted CFA provided the lowest Contract Administration percentage total of all three proponents.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	080-S-08 Consulting Services for Sabiston Landfill Site – 2008 Remedial Works and Monitoring Program
Date:	April 3, 2008
Prepared by:	Bob Penner, Supervisor, Business Systems Improvement

RECOMMENDATION

Recommended Supplier	Beatty and Associates Limited (Preferred Supplier)
Original Budget and Account #	$255,000.00	058-6150-8282-005 Settlers Park Landfill Site Management*
Current Budget Available	$105,000.00	058-6150-8282-005 Settlers Park Landfill Site Management (external consulting) Budget available for this item
Less cost of award	$ 98,000.00 $ 7,000.00 $105,000.00	Award Amount, exclusive of GST Contingency Amount, exclusive of GST ** Total Award Amount
Budget Remaining after this award	-

* $150,000 has been allocated to future construction needs as budgeted for in this account with additional funds being requested in future Capital Budget submissions.

** The contingency amount may be required to assist in preparing designs to repair parts of the system which may break down due to its age and the volatile nature of the site.

Staff further recommends:

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (1) … (h) where it 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 consulting services related to the 2008 rehabilitation and monitoring of the landfill gas collection system and gas migration monitoring network.

BACKGROUND

History of Beatty and Associates Limited

Appendix “A” includes the history of the Sabiston Landfill site and details of the proposed work plan from Beatty. Beatty has been investigating and assisting with the rehabilitation of the landfill site since 1999.

2003 - 2006 Work Program

In 2003, 2004 and 2006, Council approved Beatty as a preferred supplier to conduct a study to monitor seepage from the landfill site into German Mills Creek. Beatty also initiated a pilot study and completed the conceptual designs for the implementation of aerobic landfill technology at the Sabiston landfill site. This initiative is currently on hold.

2006 - 2007 Work Program

In December 2006, Beatty was retained by the Town of Markham to assess the integrity and performance of the landfill gas collection system and gas migration monitoring network at the Sabiston landfill site. Beatty also took samples from the creek to investigate and report on potential seepage from the landfill.

The results of the investigations determined that the western header needed repairs. In spring 2007, Town staff rebuilt the header pipe and well-head assemblies along the western boundary of the landfill with Beatty providing the designs and inspection services.

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080-S-08 Consulting Services for Sabiston Landfill Site – 2008 Remedial Works and Monitoring Program

In late November 2007 Beatty recommended some further remedial work and monitoring of the rebuilt western header. Beatty upgraded the rebuilt headers and gas probes in January 2008 and completed a monitoring program. The results of the monitoring program and inspections indicated that the methane levels at all boundary gas probes were lower than the

MOE compliance level of 2.5% methane by volume and that the gas wells are in good condition and do not require rehabilitation. From the January 2008 monitoring results, Beatty determined that work is needed to:

· repair the northern header

· improve the suction capabilities along the western header, and

· to properly inventory and replace boundary gas probes where required.

Beatty has also proposed an ongoing monitoring program for the gas collection system to ensure its continued proper operation and sampling of German Mills Creek to ensure its quality is maintained.

DISCUSSION

2008 Remedial Works and Monitoring Program for Sabiston Landfill

Attachment 1 shows Beatty’s proposal for the work to be completed in 2008. Appendix A summarizes Beatty’s proposal and provides additional information for references. The program includes:

· Improve suction pressure along western boundary of the system

· Design of damaged northern sub header rehabilitation

· Remediate boundary gas probes

· Gas collection system monitoring

· Environmental monitoring

· Annual reporting

Summary

As the Sabiston landfill site continues to decompose, it is producing methane gases and leachate. The existing gas collection system is affected by on-going differential settlement of the waste material, aging infrastructure and seasonal weather conditions. The recent investigations identified the need for remedial work as well as a comprehensive yearly monitoring program. This yearly program will identify the rehabilitation requirements, such that the Town can ensure that the gas collection system functions properly and no material leaves the landfill site that are hazardous to the surrounding environment.

Asset Management proposes that Beatty be retained to complete this work based on their past experience with the existing landfill gas collection system. Over the years, Beatty has also developed a detailed understanding of the system, and provided the Town with sound advice in the management, operating, and maintenance of the system. With Beatty’s assistance and guidance as well as their crucial knowledge and understanding of the landfill site, system components and engineering, Town staff was able to develop management strategies for the site.

Beatty has a proven track record with the Town for the Sabiston landfill including their responsiveness and quality of service. In addition, the Town is working with Beatty on developing a new landfill technology (aerobic) for the landfill, such that if the remedial/monitoring work is performed by another firms, substantial coordination/collaboration will be required between the two firms to ensure the old and the new system are compatible. Overall, if the Town is to work with another consultant at this stage there will be a long learning curve to understand the system and its requirements which

could cause potential negative impacts on the future management strategy for the Sabiston Landfill.

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

PROJECT #

DESCRIPTION

SUPPLIER

ORIGINAL AWARD TERM

EXTENDED TERM

EXTENDED AMOUNT

% PRICE INCREASE