STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	218-R-08 Consulting Engineering Services for Inflow & Infiltration at Thornhill
Date:	December 10, 2008
Prepared by:	Akter Hossain, Modelling Engineer - Waterworks Patti Malone, Senior Buyer – Purchasing

RECOMMENDATION

Recommended Consultant	XCG Consultants Ltd. (Highest Ranked and Lowest Priced Supplier)
Current Budget Available	$ 148,000.00	053 5399 8172 005 Inflow & Infiltration Program
Less Cost of this Award	$ 102,632.00	Inclusive of disbursements and exclusive of GST
Budget Remaining after this award	$ 45,368.00	*

*This budget is one phase of a 5 year program for Inflow & Infiltration (I&I) reduction. The remaining balance of $45,368.00 will be used as a contingency for any further flow monitoring required in Thornhill. During development of the original capital request for this project, the total allocated funds were distributed to flow monitoring, lot inspection and smoke & dye testing. After project re-evaluation, flow monitoring in the greater Thornhill area will now be undertaken as a priority in order to identify & prioritize I&I source detection reduction efforts. The lot inspection and smoke/dye testing will be prioritized using flow monitoring analysis and carried out under the 2009 inflow & infiltration project #9267.

PURPOSE

The purpose of this report is to obtain approval to award the consulting engineering services for the flow monitoring and I&I analysis in Thornhill.

BACKGROUND

On August 19, 2005, the Town of Markham experienced a severe storm event that resulted in the flooding of many Thornhill residents’ homes and damaged Town’s infrastructure including roads, bridges, culverts and sewers. The storm event exceeded a 100 year event and more than 150 mm of rainfall was recorded in less than a three hour period.

The flow monitoring data to be collected under this contract is necessary to locate and quantify amounts of inflow and infiltration (I&I) getting into the sanitary sewer system in Thornhill. Sanitary sewer flow monitoring at nine (9) locations for twelve (12) months is anticipated to locate and quantify I&I in Thornhill. The data and I&I analysis obtained through this contract will be used to calibrate hydraulic model for wet weather flow and to focus/prioritize I&I sources identification efforts (smoke & dye testing) throughout Thornhill.

BID INFORMATION:

Advertised	ETN (Electronic Tendering Network)
Bids closed on	October 17, 2008
Number picking up bid documents	13
Number responding to bid	3

Note: Purchasing received feedback from a number of these companies who picked up the bid document but did not provide a submission: Three (3) companies decided after reviewing the bid document that they did not have sufficient expertise in this field. Two (2) bidders declined due to their current work load and one (1) bidder felt that they could not be cost competitive for this assignment.

STAFF AWARD REPORT Page 2 of 2

218-R-08 Consulting Engineering Services for Inflow & Infiltration at Thornhill

PROPOSAL EVALUATION

The evaluation team was comprised of staff from the Waterworks 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% company qualification, experience & availability of lead contractor & project team, 30% work plan (approach & proposal methodology), field equipment & reporting of results, 20% proposal quality and 30% price totalling 100%, with resulting scores as follows:

Consultant	Score (out of 100)	Rank Results
XCG Consultants Ltd.	96	1
Calder Engineering Ltd.	93	2
Clarifica Inc.	56	3

The recommended consultant XCG Consultants Ltd. was the lowest priced bidder whom demonstrated a clear understanding of the scope of work and illustrated a strong experience base for inflow and infiltration into the sanitary sewer system.

STAFF AWARD REPORT Page 1 of 1

To:	John Livey, Chief Administrative Officer
Re:	263-Q-08 Supply Equipment and Staff to Load and Haul Snow
Date:	December 15, 2008
Prepared by:	Morgan Jones, Supervisor Contract Administration Patti Malone, Senior Buyer

RECOMMENDATION:

Recommended Supplier	Wilson Contracting Ltd.(Lowest Priced) Main Street, Unionville / Cornell Park Ave Rafat General Contractor Inc. (Lowest Priced) Main Street, Markham VBN Paving Limited .(Lowest Priced) Yonge Street, Thornhill
Total Award	$ 28,480.00 $ 56,960.00 $ 28,480.00 $ 113,920.00	2008 Award (One occurrence) 2009 Award (Two Occurrences)* 2010 Award (One Occurrence) * Total Cost of Award (2 Year Term)
Current Budget Available	$ (29,560.00)	700-504-5416 WRWC Snow Hauling Main Street
Less 2008 portion of the award	$ 28,480.00
Budget Remaining after this award	$ (58,040.00)	**

*Pending council approval of the 2009/10 operating budget.

**The unfavourable variance of $58,040.00 is included in the 2008 year end operating forecast.

PURPOSE:

To obtain approval to award the contract for the supply of equipment and staff to load and haul snow on the Town’s Main Streets.

BACKGROUND:

The quotation was called for contractors to supply the labour, equipment and traffic control measures necessary to load and haul snow from Main Street Markham, Main Street Unionville, Yonge Street in Thornhill, and Cornell Park Avenue Markham. This snow is to be hauled to a dump site designated by the Towns representative, complete with operators and equipment for the fixed price per occurrence.

The term of the contract is for two winter seasons (December 1, 2008 to April 15, 2010) with an option to extend for an additional two winter seasons – on a year to year basis – with the terms and conditions to be mutually agreed upon.

BID INFORMATION:

Advertised	ETN (Electronic Tendering Network)
Bids closed on	December 10, 2008
Number picking up bid documents	21
Number responding to bid	4

PRICE SUMMARY:

Location	Wilson	Larkin	Rafat	VBN
Main Street, Markham	N/A	$17,963.00	$10,580.00	$16,000.00
Main Street, Unionville	$5,800.00	N/A	$ 6,450.00	$ 9,600.00
Yonge Street, Thornhill	N/A	N/A	$11,800.00	$ 9,600.00
Cornell Park Ave., Markham	$2,500.00	$ 5,121.00	$ 3,000.00	$ 3,500.00

Note: Pricing is per occurrence and is inclusive of PST but exclusive of GST. Staff estimated two occurrences during a winter season.

This price represents a 16% increase over previous contractual pricing (2004-2008). The 2009 operating budget has not been adjusted as the expected 2009 cost is within the current operating budget amount.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administration Officer
Re:	200-S-08 Purchase of Eight (8) Treadmills for the Town’s Fitness Centres
Date:	November 6, 2008
Prepared by:	Warren Watson, Fitness Coordinator

RECOMMENDATION

Recommended Supplier	Advantage Fitness Sales Inc. (Preferred Supplier)
Current Budget Available	$ 2,023.13 $ 90,100.00 $ 92,123.13	070-6150-7527-005 Fitness Equipment Replacement (2007) 070-6150-8019-005 Fitness Equipment Replacement (2008)
Less cost of award	$ 88,687.70	Inclusive of PST , exclusive of GST
Budget Remaining after this award	$ 3,435.43	*

*All funds remaining in account 070-6150-7527-005 (2007) shall be fully drawn and the remaining budget in account 070-6150-8019-005 (2008) in the amount of $3,435.43 will be used for other fitness equipment replacement requirements as budgeted for in this account.

Staff further recommends:

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 Non Competitive Procurement, item 1 (h) where it necessary or in the best interests of the Town to acquire non-standard items 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 purchase of eight (8) treadmills for the Centennial CC (4) and Thornhill CC (4) fitness centres.

BACKGROUND

Fitness equipment is reviewed annually and if required, is replaced and updated with newer equipment to meet the increasing demands of our users. Currently, the Town has eight (8) treadmills (4 Centennial CC / 4 Thornhill CC) that are approximately 10 years old, have outdated technology and provide little or no cushion support to the fitness users.

OPTIONS/DISCUSSIONS

On an annual basis staff research the market for the latest fitness equipment with the fitness staff actively participating in demonstrations on a variety of treadmills. Concurrently, staff solicited information from six (6) municipalities and local fitness facilities including the YMCA and GoodLife for feedback on the types of treadmills in their facilities and the performance of these brands.

Staff reviewed the following treadmills:

· Precor - 956

· Life Fitness Engage 95T (Advantage is the sole distributor of Life Fitness equipment in Ontario)

· Nautilus T914

Note: Star Trac model could not be reviewed as they did not have the newest model available in Canada.

STAFF AWARD REPORT Page 2 of 2

200-S-08 Purchase of Eight (8) Treadmills for the Town’s Fitness Centres

RATIONALE

Staff found a number of features on the recommended treadmill (Life Fitness) that cannot be duplicated by any of the other manufacturers:

· USP connectivity for clients and trainers to store and design programs for clients that can then be plugged into the computer console on a PC or the treadmill unit.

· ipod Compatibility. Allows users to seamlessly integrate their music/video selection and watch them on the LCD screen.

· Zoom Feature allows for our visually impaired users to enlarge the viewing screen for larger workout data viewing.

· Virtual trainer is a function in the programming that at any time will allow users to walk through a tutorial on features of the unit (Available in 13 languages).

· Stride Sensor shuts down the unit if a user’s stride is not detected.

· Integrated 15 LCD screen with touch screen.

Additionally, with the diverse users at the Town fitness centres, the unit from Life Fitness is the only unit that can switch to thirteen (13) different languages with its multiple language features and the only treadmill that has closed captioning for the hearing impaired.

The Town currently has 8 Life Fitness treadmills in our fitness facilities. These treadmills have proven to be durable, user friendly, and very popular amongst users at our facilities. They are heavily used to the extent that users will line up for these treadmills instead of using another brand that may be currently available. Staff has found that membership has increased 7.3% from 2007 and attributes this to durable products with short lead times for parts when needed. Staff has identified that turn around time on parts from competitor products have been as long as 1 - 2 months.

In order to maintain current level of service for our users, purchasing the same brand of treadmills to maintain consistency was an important part of the decision making process.

The cost of Life treadmills are approximately 58% higher than the other noted treadmills reviewed. However, given the feedback from the Towns fitness staff, local (Private) fitness facilities and other local municipalities it is deemed to be one of the most robust, solidly built and most forgiving treadmill, which is important for the demographics of the user (more forgiving on the joints).

Purchasing staff has reviewed leasing options and received quotations from both First Mutual Asset Financing and Bodkin Leasing. Based on quotation received for 36, 48 and 60month options, staff is of the opinion that these options were not cost effective.

The supplier has also provided the Town with a special discount rate from the list price for a total savings of approximately 29% or $3,006.22 per unit versus the list price. Furthermore, the supplier has included at no additional cost twenty four (24) USB bracelets.

In comparison to the previous purchase of treadmills (Tender 046-T-06), these units are $2,306.47 less expensive per unit, and fully meet the needs of the Town.

The proceeds from the sale of the trade-in equipment (8 Star Trac treadmills) in the amount of $1,600.00 will be deposited into account # 890 890 9305 (Proceeds Sale of Other F/A).

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	222-S-08 Ice Controller Upgrade at Eight (8) Recreation Centres
Date:	December 3, 2008
Prepared by:	Glen Taylor, Manager Community Centre Operations

RECOMMENDATION

Recommended Supplier	Cimco Refrigeration (Preferred Supplier)
Current Budget Available	$ 105,000.00	070 6150 8092 005 Comm. Ctrs. Refriger. Room
Less cost of award	$ 94,950.00	Inclusive of PST, Exclusive of GST
Budget Remaining after this award	$ 10,050.00	*

* Upon payment of all invoices the remaining balance of $10,050.00 will be returned to the original funding source.

Staff further recommends:

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 Non Competitive Procurement, item 1 (b) which states “Where there is only one source of supply for the goods to be purchased;”

PURPOSE

To obtain approval to award the contract for the purchase of eight (8) ice controllers with software and hardware upgrades for various Town of Markham recreation facilities.

BACKGROUND

Nine of the existing ten ice pads in the recreation centres are controlled by the Cimco 3000e Ice Controller units with the exception of the Clatworthy Arena which operates on the Cimco 1000e. These units replaced Bassai units that were problematic and did not perform well. Since their installation in 1999, the Cimco 3000e controllers have performed extremely well with few (if any) problems. Software lifecycle is approximately five (5) years and staff has maintained the equipment in good working order to date. The change to the next generation temperature control system (5000e) is a simple upgrade to the newest version of the control program.

The Community Centres identified for the upgrade are as follows;

· Centennial Community Centre (1 pad)

· R.J. Clatworthy Arena (1 pad)

· Crosby Community Centre (1 pad)

· Markham Village Community Centre (1 pad)

· Milliken Mills Community Centre (1 pad)

· Mount Joy Community Centre (1 pad)

· Thornhill Community Centre (2 pads)

· Angus Glen Community Centre (2 pads)

STAFF AWARD REPORT Page 2 of 2

222-S-08 Ice Controller Upgrade

DISCUSSION

Cimco Refrigeration conceived, developed and services all of the controller units utilized in the Town of Markham’s ice rinks. Cimco has advised that replacement parts for the 3000e are no longer manufactured and breakdowns could cause delays in operation if the control system fails.

The new controller system (5000e) requires a basic upgrade of the existing software and new hardware (PC’s) to support the latest version. The Clatworthy arena will also require a new 36”x30”x 6” panel, new brine supply and return temperature transducers as this arena is still using the 1000e.

The new 5000E has several added benefits which include, alarm notifications via e-mail and text messaging, the ability to communicate with any building management system and superior trend displays through improved visibility and greater historical data capacity. Furthermore, the 5000e provides expanded capacity and capabilities to schedule extensive ice settings based on types of activities including hockey and figure skating, games, tournaments and most importantly night setbacks which allow for the ice temperature to rise through the night saving energy. The program brings the ice temperature back down into operating temperatures in time for the day’s first activities. The upgrade to the 5000e also offers improved options for staff to monitor the refrigeration plant and ice.

This purchase does not require any retrofit or replacement of components such as infrared sensors, pad sensors, wiring, etc. which would be required with a different controller system. Purchasing staff received a price from another supplier within this field which provided an estimated cost to upgrade with their comparable system in the amount of $21,900 for each facility or $175,200 for all eight identified facilities compared with the recommended award of $94,950 from Cimco Refrigeration.

Furthermore, Staff also received estimated prices to replace these controller systems with a complete new refrigeration control system. The estimates received range from $23,000 - $31,000 for a single pad arena and $32,000 - $41,000 for a double pad arena. Therefore, to provide complete new refrigeration controls systems for the eight identified facilities on this report would range from $202,000 - $ 268,000.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	243-S-08 Markham Theatre Public Areas Upgrade
Date:	December 16, 2008
Prepared by:	Bonnie Armstrong, Acting Manager Markham Theatre

RECOMMENDATION

Recommended Supplier	POI Business Interiors (Preferred Supplier)
Current Budget Available	$ 160,070.43	Pubic Area Upgrade 074 6150 8274 005
Less cost of award	$ 49,718.93	Inclusive of Disbursement, Exclusive of GST
Budget Remaining after this award	$ 110.351.50	*

*The remaining balance of $110,351.50 will be used for the remainder of the public areas upgrade which includes interior doors, interior signage, and donor wall, etc. as originally budgeted in account # 074 6150 8274 005 and that upon payment of all invoices the remaining balance will be returned to the original funding source.

Staff further recommends:

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 Non Competitive Procurement, item 1 (h) which states “Where it is necessary or in the best interests of the Town to acquire non standard items…from a supplier who has a proven track record in terms of pricing, quality and service;”

PURPOSE

To obtain approval to award the contract for the purchase of ninety (90) pieces of furniture for the Markham Theatre lobby and backstage areas.

BACKGROUND

The Markham theatre interior furniture is over nine (9) years old and has exceeded its lifecycle. The furniture is worn, torn and stained and needs replacement.

The public face of the theatre is a reflection of the Town and the Town’s cultural priorities. The opening of the new Richmond Hill theatre has made these priorities even more relevant. The Markham theatre competes for audiences and rental clients and it is important to maintain its look and image to remain a premier venue for the arts.

This renovation involves an overall design with focus on colours, flooring, accessories and furniture. All the elements have to work together for the look of the venue to be cohesive. Our designer has worked with us to create a list of furniture that includes: Café height round tables, regular height round tables, coffee table, 24”x24” tables, bar stools, chairs, arm chairs, 3 seat sofas, lounge chairs, ottoman benches, and end tables. The final selection included several pieces of furniture which are custom in design such as a custom table for the green room, custom fabric for the benches, end tables and coffee tables and customization of several pieces in regards to legs, frames and color.

DISCUSSION

Theatre staff, in consultation with its designer investigated several options for the replacement of the overall public area with focus on quality, durability, design, color, wear and practicality. The furniture selected best meets the theatre’s many applications and multi-purpose utilizing commercial grade furniture to ensure durability and longevity. Staff did not review non-commercial grade product lines from traditional retailers as Leon’s, The Brick and Ikea as these retailers do not provide commercial grade furniture.

The furniture was coordinated to match the décor of each area and provide the best functionality that coordinates with all other pieces. Products from various suppliers were researched via brochures, websites and several demo pieces of furniture were brought in for testing and evaluating for look and design. Staff would replicate the normal occurrences at the theatre with people sitting on the backs of the sofas, ends of the sofas to ensure the wear and tear would not be an issue.

243-S-08 Markham Theatre Public Areas Upgrade Page 2 of 2

Based on this review staff found that POI Business Interiors represented product lines that best met their needs and design. POI Business interiors not only represents many lines but they are also able to manufacture custom pieces base on selected colors, fabric and quantities to properly furnish the theatre.

Staff received competitive pricing for similar commercial grade furniture from another manufacturer who was approximately 25% more expensive than those selected in this award. Additionally, staff has received confirmation from other manufacturers identified in the process of researching brochures to confirm pricing competitiveness of POI and these prices were significantly higher than POI pricing.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	284-S-08 Phase 2 - Civic Centre Building Automation System Controller Upgrade
Date:	December 9, 2008
Prepared by:	Brian Millar, Civic Centre Coordinator, Asset Management

RECOMMENDATION

Recommended Supplier	Johnson Controls (Preferred Supplier)
Current Budget Available	$ 50,000.00 $ 183,284.05 $ 233,284.05	056-6150-7397-005 – BAS Controls (Phase 2) (2007) 056-6150-8623-005 Civic Centre Improvements (2008)
Less cost of award	$ 158,202.00	Phase 2 - Graphic Conversion / DSC 1, 2 & 3
Budget Remaining after this award	$ 75,082.05	*

* The remaining balance of $75,082.05 in account 056-6150-8623-005 will be used for electrical upgrades, lighting retrofits, re-lamping and security system repairs as budgeted for in the account.

Staff recommends:

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

PURPOSE

The purpose of this report is to obtain approval to award Phase 2 of the Civic Centre Building Automation System (BAS) Controller Upgrade to Johnson Controls.

BACKGROUND

Johnson Controls has been the HVAC system and building automation control service provider to the Civic Centre for the past 17 years and to the Markham Theatre for 7 years. As with any equipment, industry continues to improve product, which results in manufacturers no longer able to supply replacement parts for the older equipment. The Civic Centre is currently in a situation of having to wait for parts to be repaired (3-6 weeks) and/or shut-down of system, as Johnson Controls and Johnson Controls distributors no longer manufacture/provide replacement parts for the Town’s current control system. In the interim, and until replacement parts are sourced, Staff must manually operate the control system that provides heating and cooling to the Civic Centre. These manual adjustments require staff to adjust the comfort level (Temperature) within the Civic Centre on an on-going basis, when the temperature reaches a certain level, the system must be shut off or these temperatures will continue to rise as the system has no shut off point other than a manual turn off.

Since the market place is not reliable with the part availability, staff has been procuring used replacement parts when required through a Johnson Controls technician who would remove the part required from a retrofitted system controller and then repair the Town’s system. This methodology is unreliable, causes delays and provide for an inefficient system operation.

The proposed upgrades on this award will modernize the control system with a NAE controller and associated system controls. The integration of Information Technology and Internet standards into the NAE platform as well as the use of open protocols for field networks is also beneficial as it will allow system access from our desk top LAN system.

Staff approved and awarded Phase 1 of the Civic Centre Building Automation System (BAS) Controller Upgrade to Johnson Controls in May 2006. Phase 1 upgraded the control system with an NAE controller and associated control systems providing system access from desktops.

Phase 2 proposes to further upgrade the Civic Centre Building Control System (BAS) with additional HVAC control upgrades and graphics as follows (Digital System Controller = DSC):

284-S-08 Phase 2 – Civic Centre Building Automation System Controller Upgrade Page 2 of 2

Graphic Conversion

Ø Convert all existing Draw Graphics to extended Architecture graphics.

o $6,813.90

DSC – 1

Ø (1) Panel FIC-1 replaced with new controller in its own enclosure.

Ø (22) VAV units will have new DDC controllers MS-VMA along with associated thermostats.

o $38,186.10

DSC – 2

Ø (3) Panel FIC-1 replaced with new controller in its own enclosure.

Ø (32) VAV units will have new DDC controllers MS-VMA along with associated thermostats.

o $62,136.00

DSC-3

Ø (3) Panel FIC-1 replaced with new controller in its own enclosure.

Ø (22) VAV units will have new DDC controllers MS-VMA along with associated thermostats.

o $51,066.00

Note: The Markham District Energy Inc. heating and cooling connection to the Civic Centre negates the requirement of upgrading the chiller (cooling) and boiler (heating) controls from this award and therefore, reduces the total upgrade cost by approximately $22,000. The control upgrades identified within this award are required with or without the MDEI heating and cooling connection.

DISCUSSION

By sourcing this project with Johnson Controls, the Town will have no interruption to site operation and tenant comfort while providing the ability to operate a new technology compatible with the existing Johnson Control DSC.

Maintaining operational continuity during pre and post upgrade scenarios is highly critical and this cannot be achieved by using other product and/or service providers.

Installation of a non-compatible system or a complete new system (i.e. Honeywell / Siemens) would generate the necessity of a complete control system change and would result in far greater costs than the proposed upgrade. Additionally, if Staff had to quote this project it would require an engineer consultant to update specification / drawings at an estimated cost of $10,000.00 - $15,000.00 to enable contractors to bid. However, it should be noted that Johnson Controls Systems would be specified, as mentioned above, a new system would generate a complete system change and Phase 1 completed in 2007 would be have to reconfigured to a new system.

Staff received competitive pricing from the Town’s current mechanical contractor who was recently award contract (low bidder) 023-T-08 in 2008 for the building maintenance contract and the BAS upgrade to the Milliken Mills retrofit contract (low bidder) 132-T-07 in 2007. Pricing received from the Town’s mechanical contractor was 14% higher than the proposed pricing from Johnson Controls for graphics, panel and VAV unit upgrades. The Town’s contractor would be required to purchase the controls from Johnson Controls distributor and as such, this company’s hourly rate are competitive to Johnson Controls. However, the cost of the system (Panel/VAV) is far greater, as they are buying it directly from a distributor at a higher rate and this is reflective in the companies 14 % higher overall costs.

Johnson Controls will also provide 3 year warranty for the upgrading of this system as compared to 2 year warranty provided by the Town’s mechanical contractor.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	226-R-08 Built Form, Massing and Height Study
Date:	December 16, 2008
Prepared by:	Raj Mohabeer, Senior Project Coordinator – Urban Design Malcolm Hann, Senior Construction Buyer

RECOMMENDATION

Recommended Supplier	Sweeny Sterling Finlayson & Co. (Highest ranked and Lowest Priced Supplier)
Current Budget Available	$ 100,000.00	80-5399-8060-005 Architectural & Built Form
Less cost of award	$ 152,440.00 $ 15,244.00 $ 167,684.00	Inclusive of PST , exclusive of GST Contingency (10%) Total
Budget Remaining after this award	($ 67,684.00)	*

*The shortfall of $67,684.00 will be funded from account # 080-5399-6264-005 Site Intensification Study (See Financial considerations).

PURPOSE

To obtain approval to award a consultant contract to complete the Built Form, Massing and Height Study.

BACKGROUND

Growth Management is one of Council’s six strategic priorities. The Town has initiated a comprehensive Growth Management Strategy to identify the Town’s expectations and requirements regarding the amount, location and pace of population growth within the Town over the next 25 years.

A key component of the emerging Growth Management Strategy is an analysis of potential intensification opportunities within the Town’s current settlement area. The Town’s vision for these intensification areas is for the creation of predominantly mixed-use, pedestrian friendly, livable communities that are transit supportive with transit oriented development.

Opportunities for intensification will need to be appropriate to the area context in which they occur, the built form of development, its height and density, the change and mix of uses involved, and the relationship to the surrounding community form and function. In this regard, the Town is retaining a consultant to assist staff in completing a Built Form, Massing and Height Study for select locations identified for potential intensification.

The Built Form, Massing and Height Study will develop principles, guidelines and performance standards for Markham’s version of mid-rise and high-rise buildings in terms of their location, placement and separation, orientation, lot coverage and footprint. The study will also identify measures to address the impact of these forms of intensification on the public realm, pedestrian safety and comfort, and adjacent existing residential neighbourhoods.

BID INFORMATION

Advertised	ETN and invitation
Bids closed on	November 7, 2008
Number picking up bid documents	7
Number responding to bid	2

STAFF AWARD REPORT Page 2 of 2

226-R-08 Built Form, Massing Height Study

PROPOSAL EVALUATION:

The evaluation team was comprised of staff from the Urban Planning Department with purchasing staff acting as the facilitator. The evaluation was based on pre-established evaluation criteria as listed in the Request for Proposal: 30% for past experience of consulting firm, 30% for quality of proposal, 20% for work program and 20% for price, totalling 100%, with resulting scores as follows:

Consulting Firm	Score (out of 100)	Rank Results
Sweeny Sterling Finlayson & Co.	82.7	1
HOK Canada	37.2	2

The initial bids ranged from $411,905.00 to $900,000.00 and as such, Purchasing and Urban Design Staff as per the purchasing by-law interviewed and negotiated with Sweeny Sterling Finlayson & Co (Highest ranked) to better meet our budgetary goals while continuing to meet the scope of the project.

The main changes to the scope of work that resulted in cost improvements without impact to the overall project scope include:

- elimination of the need for professional landscape architecture sub-consultants and wind study engineers with greater use of in-house expertise to support certain aspects of the work program;

- adoption of a workshop approach with in-house staff and consultants working closely together on the development of the study and the resulting deliverables;

- elimination of a separate public consultation component with greater use of in-house expertise, workshop/seminars with Development Services Committee, and possible coordination with the Town’s Growth Management Strategy public consultation program; and

- establishment of a shorter project timeline starting in January 2009 with a completion date by July 2009.

These changes allowed Sweeny Sterling Finlayson & Co. to reduce the cost of their proposal to approach the available budget, a cost reduction of $260,000.00. The Sweeny Sterling Finlayson & Co. proposal had the highest technical score with the consultant team demonstrating a full understanding of the project scope of work and a detailed work program addressing all major tasks, deliverables and milestones with an appropriate mix of senior and intermediate staff time for different activities within the study process. The consultant team also demonstrated strong experience in leading multidisciplinary teams and working with municipalities and private sector clients in completing complex built form studies requiring architectural and urban design expertise in mid-rise and high-rise buildings types, which are the focus of the Built Form, Massing and Height Study. For these reasons staff are recommending Sweeny Sterling Finlayson & Co. as the highest ranked and lowest priced supplier to complete the Built Form, Height and Massing Study

FINANCIAL CONSIDERATIONS

The shortfall of $67,684.00 will be funded from account # 080-5399-6264-005 Site Intensification Study in the amount of $72,800.00 and the remaining balance of $5,116.00 be returned to the original funding source.

In 2005, Council authorized funding in the amount of $72,800.00 (account number 080-5399-6264-005) for a residential intensification analysis as part of the Town’s affordable housing strategy. The review and analysis of potential residential intensification opportunities is currently being conducted by in-house staff. It is intended that the original site intensification study funds be combined with the built form and architectural guideline funds and applied to the Built Form, Massing and Height Study in support of the intensification analysis component of the Town’s Growth Management Strategy.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	236-S-08 Consulting Services for Transit Issues
Date:	October 30 , 2008
Prepared by:	Alain Cachola, Manager, Capital Administration Malcolm Hann, Senior Construction Buyer

RECOMMENDATION

Recommended Supplier	Hatch Mott MacDonald (preferred supplier)
Current Budget Available	$ 2,719.15 $ 91,350.00 $ 94,069.15	083-5399-7070-005 Town Wide Studies 083-5399-8401-005 Town Wide Studies
Less Cost of award	$ 66,826.01	Excluding GST
Budget Remaining after this award	$ 0.00 $ 27,243.14	083-5399-7070-005 Town Wide Studies * 083-5399-8401-005 Town Wide Studies

* The balance will be used for future Town Wide Studies.

“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’s necessary or in the best interests of the Town to acquire…………from a supplier who has a proven track record with the Town in terms of pricing, quality and service”.

PURPOSE

The purpose of this report is to obtain approval to retain Hatch Mott MacDonald to perform Transit studies for the Town and increase the current value of PO P7 208 to cover outstanding invoices pending payment as well as future works relating to Transit issues in the Town.

BACKGROUND and DISCUSSION

Hatch Mott Macdonald (HMM) was retained by the Town of Markham in April 2007 to produce a discussion paper on cost estimate for different transit technologies viz. the Bus Rapid Transit, the Light Rail Transit and the Subway on Yonge Street Corridor between Finch Avenue and Highway 7 At the time, prior to the province’s MoveOntario2020 announcement (provincial funding for the Yonge subway extension) it was uncertain if the subway was feasible in terms of cost and passenger demand. During that period HMM had to review a number of planning documents, gather supporting data from around the world, attend a number of meetings and provide peer review comments. Because of the various and sometimes conflicting information available from the various transit service providers, HMM had to undertake a more rigorous analysis to assure the Town of credible results. . Due to the complexity of the proposed work, HMM provided their 2007 rate structure and was hired by the Town based on an “as required” basis and was to be paid on a time and material basis. A reasonable cost estimate was prepared by the Department in the amount of $26,500 in order to prepare a PO which was established to cover the cost of the proposed work.

Subsequent to the discussion paper, HMM attended numerous meetings with the Town’s Engineering and Planning Departments to discuss the findings and advise land use planning issues for implementation of station locations including development concept from a future BRT, LRT and subway technology and provide planning advice on what we should protect or include as condition for the development. These works was over and above the original scope of work that HMM was hired for. An increase in the PO in the amount of $16,826.01 is requested for the above noted works.

York Region is currently conducting an Environmental Assessment process under the revised Municipal Class EA act for the proposed Yonge subway extension and its stations. Additionally, Town has initiated a major planning exercise to develop a Master Plan for the Langstaff Gateway. Staff has retained HMM to assist them and the Langstaff Working Group on the technical issues relating to the proposed subway stations/locations and other mobility hub related issues. Additionally, subsequent to the Metrolinx Draft Region Transportation Plan, staff wish to retain HMM on a retainer basis to provide expert technical input into a few issues that may relate to the Highway 7 BRT design and station layouts, in order to optimize the land use and transportation specifically around Markham Centre. The Region and the Province have set aside

millions of dollars to provide rapid transit in Markham on a priority basis. Retaining HMM on a retainer basis would ensure that the Town staff can provide a better input into the planning and implementation of these major initiatives. It is therefore recommended that another $50,000 be set aside for the proposed work.

STAFF AWARD REPORT Page 2 of 2

236-S-08 Consulting Services for Transit Issues

The above mentioned level of effort by HMM is beyond the originally envisaged upset limit including disbursements for the undertaking. Therefore, it is recommended the value of PO P7-208 be increased to $66,826.01 to cover the outstanding invoices as well as the proposed future works.

The following table summarizes the existing and projected expenditures for this purchase order:

a) Original PO amount to HMM (P7-208)	$ 26,500.00
b) Work completed and invoiced by HMM to-date	$ 17,410.50
c) Balance remaining on PO (a-b)	$ 9,089.50
d) Invoices Outstanding for this PO	$ 25,915.51
e) Additional funds required to cover existing invoices (d-c)	$ 16,826.01
f) Additional funds required to complete PO	$ 50,000.00
Total Increase Value Required to Existing PO P7-208 (e + f)	$ 66,826.01

Recommended Supplier	Griffith Property Services (Lowest Priced Bidder)
Current Budget Available	$ 23,446.00 $ 80,620.00 $104,066.00	059 6150 7451 005 (2007) Play Structure & Safety Resurfacing 059 6150 8269 005 (2008) Play Structure and Safety Resurfacing
Less cost of award	$ 97,300.00	Total Cost of Award, Exclusive of GST
Budget Remaining after this award	$6,766.00*	059 6150 8269 005 (2008) Play Structure and Safety Resurfacing

Supplier	Price, Exclusive of GST
Griffith Property Services	$97,300.00
Rutherford Contracting	$100,265.00

Recommended Supplier	P.A. Envirovac Inc. (Lowest Priced Bidder)
Total Award	$ 68,375.00 $ 68,375.00 $ 68,375.00 $ 205,125.00	Excluding GST for 2009* Excluding GST for 2010 Excluding GST for 2011 Total Cost of Award (3 Year Term)
Proposed 2009 Budget Available	$ 223,604.00	760-111-5300 TDR Construction
Less 2009 portion of award	$ 68,375.00
Budget Remaining after this award	$ 155,229.00	***

Supplier	Total Price (Per Year) *
P. A. Envirovac Inc.	$ 54,000.00*
Nu-Tech Water Box Repairs Ltd.	$ 77,000.00
Spring Grove	$ 85,350.00
Ontario Excavac Inc.	$103,250.00
Quicksafe Locating & Hydro Vac Services Ltd.	$196,000.00
Multi-Vac Services Ltd.	$359,800.00

Recommended Supplier	Griffith Property Services Ltd. (Lowest Priced Bidder)
Current Budget Available	$ 141,707.34	059-5350-8281-005 Recycling in Parks
Less cost of award	$ 118,650.00	Total Award Excluding GST
Budget Remaining after this award	$ 23,057.34	*

To:	Brenda Librecz, Commissioner, Community & Fire Services
Re:	241-Q-08 Markham Parks Playground Safety Surface Retrofit 2008
Date:	November 18, 2008
Prepared by:	Mark Ingwersen, District Manager(West), Operations Patti Malone, Senior Buyer, Purchasing

Advertised	(Electronic Tendering Network)
Bids closed on	November 10, 2008
Number picking up bid documents	6
Number responding to bid	2

To:	John Livey, Chief Administrative Officer
Re:	247-T-08 Curb Box & Operating Rod Replacements
Date:	December 15, 2008
Prepared by:	Russ Simpson, Supervisor, Water System Operations Patti Malone, Senior Buyer

To:	John Livey, Chief Administrative Officer
Re:	266-T-08 Supply and Installation of Recycling Moloks
Date:	December 16, 2008
Prepared by:	Doug Henderson, Area Supervisor Parks Patti Malone, Senior Buyer

Supplier	Qty	Unit Price	Total Price *
Griffith Property Services Ltd.	35	$3,390.00	$118,650.00
Rutherford Contracting Ltd.	35	$3,979.00	$139,265.00
Mopal Construction Limited	35	$4,560.00	$159,600.00
Pine Valley Enterprises Inc.	35	$5,184.00	$181,440.00

To:	Jim Baird, Commissioner, Development Services
Re:	255-Q-08 Berczy South Sportsfield Lighting (materials)
Date:	November 17^th. 2008
Prepared by:	Neal Unsworth, Parks Development Coordinator Malcolm Hann, Senior Construction Buyer

Recommended Supplier	Guillevan International Co.(Vaughan Office), (lowest priced supplier)
Current Budget Available	$ 233,260.00	081-5350-9348-005 Berczy Park Lighting *
Less cost of award	$ 54,587.52 $ 4,549.00 $ 59,136.52	Inclusive of PST, Exclusive of GST Project management fee 9% Total
Budget Remaining after this award	$ 174,123.48	**

Advertised	By invitation
Bids closed on	November 14^th, 2008
Number picking up bid documents	4
Number responding to bid	4

Guillevan International Co.(Vaughan Office)	$54,587.52
Wesco	$55,800.36
Nedco	$57,067.20
Guillevan International Co. (Concord Office)	$57,067.20

RECOMMENDATION

PURPOSE

The purpose of this report is to obtain approval to award the consulting engineering services for the flow monitoring and I&I analysis in Thornhill.

BACKGROUND

BID INFORMATION:

STAFF AWARD REPORT Page 2 of 2

218-R-08 Consulting Engineering Services for Inflow & Infiltration at Thornhill

PROPOSAL EVALUATION

RECOMMENDATION

BACKGROUND

RECOMMENDATION:

PURPOSE:

To obtain approval to award a three (3) year contract for curb box and operating rod replacements.

BACKGROUND:

BID INFORMATION:

PRICE SUMMARY:

RECOMMENDATION:

PURPOSE:

To obtain approval to award the contract for the supply of equipment and staff to load and haul snow on the Town’s Main Streets.

BACKGROUND:

BID INFORMATION:

PRICE SUMMARY:

RECOMMENDATION:

PURPOSE:

To obtain approval to award the contract for the supply and installation of 35 recycling Moloks in Town parks.

BACKGROUND:

BID INFORMATION:

PRICE SUMMARY:

RECOMMENDATION

BACKGROUND

OPTIONS/DISCUSSIONS

Staff reviewed the following treadmills:

· Precor - 956

· Life Fitness Engage 95T (Advantage is the sole distributor of Life Fitness equipment in Ontario)

· Nautilus T914

Note: Star Trac model could not be reviewed as they did not have the newest model available in Canada.

STAFF AWARD REPORT Page 2 of 2

200-S-08 Purchase of Eight (8) Treadmills for the Town’s Fitness Centres

RATIONALE

Staff found a number of features on the recommended treadmill (Life Fitness) that cannot be duplicated by any of the other manufacturers:

· USP connectivity for clients and trainers to store and design programs for clients that can then be plugged into the computer console on a PC or the treadmill unit.

· ipod Compatibility. Allows users to seamlessly integrate their music/video selection and watch them on the LCD screen.

· Zoom Feature allows for our visually impaired users to enlarge the viewing screen for larger workout data viewing.

· Virtual trainer is a function in the programming that at any time will allow users to walk through a tutorial on features of the unit (Available in 13 languages).

· Stride Sensor shuts down the unit if a user’s stride is not detected.

· Integrated 15 LCD screen with touch screen.

RECOMMENDATION

BACKGROUND

DISCUSSION

RECOMMENDATION

BACKGROUND

RECOMMENDATION

The purpose of this report is to obtain approval to award Phase 2 of the Civic Centre Building Automation System (BAS) Controller Upgrade to Johnson Controls.

RECOMMENDATION

BACKGROUND

PROPOSAL EVALUATION:

RECOMMENDATION

BACKGROUND

RECOMMENDATION

BACKGROUND and DISCUSSION