STAFF
AWARD REPORT
Page 1 of 2
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
June 3, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier(s)
|
Colombo Chrysler Motors (Lowest
Priced Supplier - Item 1 and 3)
Forbes
Ford Sales Ltd. (Lowest Priced Supplier - Items 2 and 5)
Unionville
Motors Ltd. (Lowest Priced Supplier – Items 4)
|
|
Current Budget
Available
|
$ 1,395,242.38
|
Various Fleet Accounts
(See Financial Attachment)
|
|
Current Budget
Allocated
|
$ 258,869.00
|
Budget allocated for these items.
|
|
Less cost of award
|
$ 240,111.00
|
Inclusive of PST, exclusive of GST
|
|
Budget Remaining after this award
|
$ 1,155,131.38
|
*
|
*A portion of
remaining balance of $21,490.40 will be utilized for “Markhamizing” the
vehicles and the remaining balance will be returned to the 2009 fleet
replacement program accounts for completing the outstanding purchases approved
for 2009.
PURPOSE:
To obtain approval to award the tender
080-T-09 for the supply and delivery of vehicles.
BACKGROUND:
Tender 080-T-09 was issued for the supply and delivery of 2009 vehicles
for various departments. All units
identified in this report have had a condition assessment by Fleet staff and
meet the requirements of the Fleet replacement guidelines.
Through the 2009 Fleet replacement program, staff deferred 50% of
vehicles due for replacement as the condition assessment deemed the vehicles to
be acceptable for an additional period.
The vehicles recommended for replacement within this award report
require continued servicing and/or repairs, which have been put off in
anticipation of the replacement units.
Currently, Waterworks have two vehicles units 2170 & 2178 in the
2009 Capital Budget for replacement. The
specification for Waterworks cube vans has been upgraded within this tender to
a crew cab to allow for the transportation of two additional staff. This upgrade resulted in an additional unit
cost of $20,476.36, however the upgrade will allow for the transportation of 4 Waterworks staff to job sites to meet the
requirements for confined space entries. This upgrade will also allow staff to surplus
one of the units that was budgeted in the 2009 Waterworks Capital in the amount
of $32,000.
Due to changes in the automotive market, item 4 (2 full size pick up
trucks) with an approved budget of $74,740 had bids for $50,751.36. The result is a savings of $23,988.64.
Staff has reviewed the bid documents and is satisfied that all terms
and conditions comply with the Town’s requirements.
Upon delivery of the new vehicles, the following units; 3337, 3341, 2170, 2178, 3344, 1244, 1245,
5120, 6092, 6098 and 6099 will be sold in accordance with Purchasing By-law 2004-341, PART V Disposal of
Personal Property and proceeds be posted to account 890 890 9305 Proceeds from
Sale of other Fixed Assets.
BID INFORMATION
|
Advertised
|
ETN
(Electronic Tendering Network)
|
|
Bids closed on
|
April 15, 2009
|
|
Number picking up bid documents / sent
electronically
|
16
|
|
Number responding to bid
|
5
|
080-T-09 Supply and Delivery of Various Fleet Vehicles Page
2 of 2
________________________________________________________________________________________________
DETAILED PRICING INFORMATION (INCLUSIVE OF
PST)
|
Item #
|
1
|
2
|
3
|
4
|
5
|
|
|
2009
- Crew cab & chassis with dual rear wheels complete with dump body
(diesel, auto) 4 x 2
(Qty 1)
|
2009
full size crew cab pick up truck (Qty 1)
|
2009
- Crew cab & chassis with dual rear wheels complete with dump body &
Snow Plow (diesel, auto) 4 x 2
(Qty 1)
|
2009
full size pickup trucks, 4 x 4 drive, regular cab, 8 foot box, 8 cylinder and
automatic (Qty 2)
|
2009
Crew Cab and Chassis with Dual rear Wheels (Qty 1)
|
|
Bidder
|
|
|
|
|
|
|
Unionville
Motors Ltd
|
$ 49,149.72
|
$ 37,360.44
|
|
$
25,375.68
|
No Bid
|
|
Larkin Chrysler
|
$ 53,800.20
|
$ 38,723.40
|
$ 59,969.16
|
No Bid
|
No Bid
|
|
Columbo Chrysler
Motors
|
$
45,865.44
|
$ 37,683.36
|
$
51,998.76
|
$ 25,691.04
|
$ 57,784.32
|
|
Forbes Ford
Sales
|
$ 47,922.84
|
$
36,019.08
|
$ 54,925.56
|
$ 26,339.04
|
$
55,476.36
|
|
Gilles Cherolet
|
$ 53,622.00
|
$ 42,177.24
|
No Bid
|
$ 26,928.72
|
No Bid
|
FINANCIAL CONSIDERATIONS AND
TEMPLATE
|
Item-Description
|
Equip ID
|
Qty
|
Original Budget
|
Current Budget Available
|
Committed
|
Current Budget Allocated
|
Less Cost of this Award (Excl GST)
|
Budget Remaining Allocation of this award
|
|
Item 1 – 2009 Crew Cab & Chassis with
Dual wheels / Dump Body 4 x 2
|
3341
|
1
|
|
|
|
$51,658.00
|
$45,865.44
|
$5,792.56
|
|
Item 2 – 2009 Full size Crew Cab Pick-up Truck
|
3344
|
1
|
|
|
|
$45,813.00
|
$36,019.08
|
$9,793.92
|
|
Item 3 – 2009 Crew Cab
& Chassis with Dual wheels / Dump Body & Snow Plow
|
3337
|
1
|
|
|
|
$51,658.00
|
$51,998.76
|
($340.76)
|
|
Item 4 – 2009 Full Size Pick-up Truck 4x4
|
1244,1245
|
2
|
|
|
|
$74,740.00
|
$50,751.36
|
$23,988.64
|
|
Total
Account 057-6150-9244-005 Corporate Fleet
|
5
|
$1,139,100
|
$1,119,442.38
|
$107,246.16
|
$223,869.00
|
$184,634.64
|
$39,234.36
|
|
Item 5 – 2009 Crew Cab and Chassis with Dual Wheels /
Van Body 4 x 2
|
2178, 2170
|
1
|
|
|
|
$67,000.00
|
$55,476.36
|
$11,523.64
|
|
|
Total
Account 057-6150-9245-005 Waterworks Fleet
|
1
|
$275,800
|
$275,800.00
|
-
|
$35,000.00
|
$55,476.36
|
($20,476.36 )1
|
|
|
|
|
|
|
|
|
|
Budget Remaining
|
|
TOTAL
|
|
6
|
$1,414,900
|
$1,395,242.38
|
$107,246.16
|
$258,869.00
|
$240,111.00
|
$1,155,131.38
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
1 The shortfall will be offset by the
elimination of the $32,000 requirement within this budget for the purchase of
an additional vehicle (Replace 2170) for Waterworks which will be declared
surplus upon award of this contract.
ENVIRONMENTAL CONSIDERATIONS:
Four (4) units in this award are diesel powered compatible with the use
of bio diesel blends currently used in all diesel powered fleet units.
STAFF
AWARD REPORT Page
1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
May 25, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Marbridge
Construction Ltd (Lowest Priced Bidder)
|
|
Available Budget
|
$ 219,400.00
|
Various Accounts (See Financial Attachment)
|
|
Less cost of award
|
$ 176,298.00
$ 30,000.00
$ 206,298.00
|
Excluding GST
Contingency (17%)*
Total Award
|
|
Budget Remaining after this award
|
$ 13,102.00
|
**
|
Contingency
amount:
*Staff knows from experience that
rehabilitation works usually end up with many unexpected / unknown changes. For
example, the removal of the proposed 50mm of concrete of sidewalk may uncover
unsound concrete and excessive reinforcing
corrosion, in this case, more concrete depth removal will be required along
with replacement of reinforcement. Staff is of the opinion that $10000
contingency for each bridge totaling $30000 is a fair estimate to manage the
construction.
Miscellaneous amount:
**The remaining balance will be for lane
restrictions and landscaping as budgeted for in this project. Upon completion of all planned works, the
balance will be returned to the original funding source.
Marbridge
was the supplier for 042-T-08 the John Street
Bridge superstructure
over Don River (B02) and they performed to the
Towns satisfaction.
PURPOSE
To obtain approval for awarding a construction contract for Bridge
Improvements -Elgin Mills Rd. (B21), Main St. Unionville (B29) and Carlton Rd.
(B34).
BACKGROUND
In compliance with the requirement of Public Transportation and Highway
Improvement Act, Ontario Regulation 104/97, and according to the
recommendations of the Town’s consulting engineers (G.D. Jewell Engineering), Asset Management Department plans to rehabilitate the Main Street
Unionville Bridge (north of Carlton Road), the Carlton Road Bridge (east of
Main Street) and the Elgin Mills Bridge west of Highway 48 in the summer of
2009 (see Attachment “A” & “B” - Plans).
Elgin Mills Bridge,
west of Highway 48 was constructed in 1980. It carries two lanes of traffic
over the Little Rouge Creek. Main
Street Unionville
Bridge, north of Carlton Road was
constructed in 1982 and carries two lanes of traffic over Bruce Creek.
Carlton Road Bridge
east of Main Street
also carries two lanes of traffic over Bruce Creek
and was constructed in 1983.
In summer 2008 a Detailed Condition Survey was carried out by the Town
consultant (G.D. Jewell) for these three bridges. Rehabilitation works were
recommended.
Asset Management Department’s staff prepared the three bridges rehabilitation
detailed design and will carry out Contract Administration (CA) tasks for this
contract as well.
BID INFORMATION
|
Advertised
|
ETN (Electronic Tendering Network) – April 24, 2009
|
|
Bids
closed on
|
May
13, 2009
|
|
Number
picking up bid documents
|
12
|
|
Number
responding to bid
|
4
|
and Carlton Rd. (B34) Page
2 of 2
____________________________________________________________________________________________
PRICE SUMMARY
|
Supplier
|
Price (exclusive of GST)
|
|
Marbridge
Construction Limited
|
$176,298.00
|
|
Bob
Hendricksen Construction Limited
|
$293,653.00
|
|
Elirpa
Construction & Material Ltd.
|
$320,533.37
|
|
Brennan
Paving & Construction
|
$321,444.00
|
The
pricing from Marbridge was in accordance with the cost estimate.
FINANCIAL
ATTACHMENT
|
Account # and Description
|
Original Budget
|
Current Budget Available (Unspent) ***
|
Less Cost of this Award, Inclusive of PST and
Exclusive of GST
|
Contingency
|
Budget Remaining after this Award
|
|
058-6150-8462-005
EREP Bridge Improve Elgin Mills
|
$154,000.00
|
$153,700.00
|
$61,136.00
|
$10,000.00
|
$82,564.00
|
|
058-6150-8463-005
EREP Bridge Improve Main St Unv
|
$ 33,000.00
|
$ 32,700.00
|
$62,076.00
|
$10,000.00
|
-$39,376.00
|
|
058-6150-8465-005
EREP Bridge Improve Carlton Rd
|
$ 33,000.00
|
$ 33,000.00
|
$53,086.00
|
$10,000.00
|
-$30,086.00
|
|
|
$220,000.00
|
$219,400.00
|
$176,298.00
|
$30,000.00
|
$13,102.00
|
***The capital
request was based on the estimates of the visual inspections carried out by the
Town consultant in 2005 & 2006.
However, in 2008 a detail condition survey was conducted and more
accurate estimates were provided by the consultant and are close to the bid
amounts.
Staff requests
funding be transferred from project 8462 to 8463 and 8465 to cover for
shortfalls as a result of the contract awards.
STAFF AWARD REPORT Page
1 of 2
|
To:
|
Brenda
Librecz, Commissioner, Community & Fire Services
|
|
Re:
|
|
|
Date:
|
June 9, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Sewer
Technologies Inc. (Lowest Priced Bidder)
|
|
Budget Allocated for
Award
|
$300,000.00
|
See Financial attachment
|
|
Less cost of award
|
$244,170.00
|
Including Additional Items and excluding GST
|
|
Budget Remaining after this award
|
$ 55,830.00
|
*
|
*The remaining balance to be applied to other sanitary and storm sewer main
projects as budgeted for
within the respective accounts.
PURPOSE
To obtain approval to award the
annual contract for closed circuit television inspection and condition
reporting of sanitary and storm sewer mains.
BACKGROUND
The
CCTV inspection program helps to develop a sanitary and storm sewer mains inventory including size,
type, age and condition of the system.
This information enables Waterworks
and Operations (Roads) to prepare accurate maps of the system and to identify
defects in the system so that short term maintenance requirements can be
identified and long term repairs and rehabilitation programs can be planned. The award of this contract will assist
Waterworks and Operations in maintaining their level of service.
The term of this
contract is (1) year, with an option to renew for two (2) additional years at
the same terms, conditions and pricing and based on the contractor’s performance
and at the sole discretion of the Town.
Staff are only
seeking approval for one (1) year term to confirm vendor performance as this is
the 1st time doing business with them. Staff will seek appropriate approval
authority to extend the contract for year two (2) and three (3) after vendor
evaluation is completed for year one (1).
Note: Reference checks conducted have
provided positive feedback on this vendor.
BID INFORMATION
|
Advertised
|
ETN (Electronic Tendering Network)
|
|
Bids
closed on
|
May
13, 2009
|
|
Number
picking up bid documents
|
11
|
|
Number
responding to bid
|
3
|
PRICE SUMMARY (Exclusive of GST)
|
Supplier
|
Tender Price
|
Provisional
Prices
|
Total
|
|
Sewer Technologies Inc.
|
$212,500.00
|
$31,670.00
|
$244,170.00
|
|
Mircam
Pipe Inspection Inc.
|
$229,700.00
|
Incomplete*
|
Incomplete*
|
|
Veolia
ES Canada Industrial Services Inc.
|
$244,800.00
|
$12,240.00
|
$257,040.00
|
* Mircam did not
bid on the all the provisional items. Mircam
does not have the camera to inspect the sanitary sewer laterals from the
main. The provisional items require a
special attachment to the main camera that would include an adapter and reels
to enable them to access the laterals.
The provisional items are occasionally required and a better price can
be obtained to have it as part of the sanitary sewer main tender.
BID INFORMATION
The low bidder
price represents a 10% increase from the last contract, however, if the
contract is extended the pricing is firm fixed for three (3) years.
______________________________________________________________________________________________
FINANCIAL ATTACHMENT
|
Account Number / Description
|
Original Budget
|
Current Budget Available
|
Current Budget Allocated
|
Less Cost of this Award (Excl GST)
|
Budget Remaining After Allocation of this
award
|
|
700-101-5699-9176
Storm Sewer Inspection
|
$104,000.00
|
$104,000.00
|
$100,000.00
|
$100,000.00
|
$0
|
|
760-551-5300
Construction
|
$331,818.00
|
$325,396.40
|
$200,000.00
|
$144,170.00
|
$55,830.00
|
|
Total
|
$435,818.00
|
$429,396.40
|
$300,000.00
|
$244,170.00
|
$55,830.00
|
STAFF
AWARD REPORT
Page 1 of 2
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
June 17, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Direct
Underground Inc. (Lowest Priced Bidder)
|
|
Current Budget Available
|
$ 1,606,470.00
$
79,040.00
$
1,685,510.00
|
Budget
allocated to this location net of commitments
Region
of York Funding for Regional works*
053-6150-9276-005
Watermain Const. & Repl.
|
|
Less cost of Award
|
$ 1,151,180.25
$ 115,118.00
$
1,266,298.25
|
Construction
Contingency (10%)
Total Award
|
|
Budget Remaining after this award
|
$
419,211.75
|
**
|
* The Region will be invoice based on actual cost in association to
watermain looping works at McCowan
Road intersection (estimated at $74,340) and
additional design fee amounting to approximately $4,700.00.
** Of the budget remaining, $60,530.00 will required
for geotechnical, contract administration and inspection. The remaining balance of $358,681.75
($419,211.75 - $60,530.00) will be returned to the original funding source upon
payment of the final invoice.
PURPOSE
To obtain approval to award the construction
portion of Bullock Drive Watermain Replacement (Phase 1) from McCowan Road to Jug Lane.
BACKGROUND
The Town is proposing to replace the existing
aging municipal watermain on Bullock
Drive from McCowan Road to Hawkridge Aveue 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 watermains in
the Town of Markham.
Replacement of this watermain is required in
order to reduce disruption of services to the area businesses and residents.
In addition as part of pressure
zone reconfiguration, existing connection at Bullock Drive/McCowan Road intersection
will be reconfigured and the cost of this work will be borne by Region of
York. The construction will be divided
into two phases, Phase 1 up to Jug Lane constructed
in 2009 and Phase 2 up to Hawkridge
Avenue will be constructed in 2010.
BID INFORMATION
|
Advertised
|
ETN (Electronic Tendering Network)
|
|
Bids
closed on
|
June
10, 2009
|
|
Number
picking up bid documents
|
21
|
|
Number
responding to bid
|
11
|
110-T-09 Bullock
Drive Watermain Replacement (Phase 1) - from McCowan Road to Jug Lane Page 2 of 2
_________________________________________________________________________________________________
PRICE SUMMARY
|
Supplier
|
Price
(exclusive of GST)
|
|
Direct Underground Inc.
|
$ 1,151,180.25
|
|
FDM
Contracting Co. Ltd.
|
$ 1,488,381.22
|
|
Drainstar
Contracting Ltd.
|
$
1,490,590.50
|
|
Sam Rabito Construction Ltd.
|
$
1,511,447.80
|
|
Lancorp
Construction Co. Ltd.
|
$
1,552,292.90
|
|
Trisan
Construction
|
$
1,555,877.00
|
|
Pachino
Construction Co. Ltd.
|
$
1,559,500.00
|
|
Calder
Hill Contracting
|
$
1,672,134.00
|
|
Howlett
Development & Construction Services Ltd.
|
$
1,792,462.00
|
|
London
Excavators & Trucking Ltd.
|
$
1,795,732.60
|
|
Moretti
Excavating Ltd.
|
$
1,930,215.00
|
Note: Prices are exclusive of GST and have been
verified for accuracy and compliance with the tender terms and conditions.
STAFF AWARD REPORT
|
To:
|
Peter Loukes, Director,
Operations
|
|
Re:
|
|
|
Date:
|
June 5, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Turf Care
Products (Lowest Priced Supplier)
|
|
Current Budget Available
|
$ 104,415.00
|
057-6150-9244-005 Corp. Fleet Replacement
|
|
Less cost of award
|
$ 87,480.00
|
Exclusive of GST for 2009
|
|
Budget
Remaining after this award
|
$ 16,935.00
|
*
|
*A
portion of the remaining balance of $1,600.00 will be used for “Markhamizing”
the vehicles, $10,000.00 will be returned to the original funding source and
the remaining balance will be returned to the 2009 fleet replacement program
accounts for completing the outstanding purchases approved for 2009.
PURPOSE
To
obtain approval to award 136-Q-09 for the supply and delivery of a 16’ rotary
mower with cab.
BACKGROUND
136-Q-09 was issued for the supply and delivery of a 16’ rotary mower
with cab replacing unit 3485. The unit recommended for replacement within this
award report has been experiencing unacceptable downtime along with continued servicing
and/or repairs, which have been put off in anticipation of the replacement
unit.
The unit identified in this report has had a condition assessment by Fleet
staff and meets the requirements of the Fleet replacement guidelines as
identified in the Corporate Fleet Policy.
Upon delivery of the new mower, unit 3485 will be sold in accordance
with Purchasing By-law 2004-341,
PART V Disposal of Personal Property and proceeds be posted to account 890 890
9305 Proceeds from Sale of other Fixed Assets.
BID INFORMATION:
|
Advertised
|
ETN
|
|
Bids closed on
|
May 6, 2009
|
|
Number picking up bid documents
|
6
|
|
Number responding to bid
|
2
|
PRICE SUMMARY:
|
Supplier
|
Price,
Exclusive of GST
|
|
Turf Care
Products
|
$ 87,480.00*
|
|
G.C. Duke Equipment Ltd.
|
$ 90,103.32
|
STAFF AWARD REPORT
|
To:
|
Brenda Librecz, Commissioner,
Community & Fire Services
|
|
Re:
|
|
|
Date:
|
July 16, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Wellington
Construction Inc. (Lowest Priced Supplier)
|
|
Current Budget
Available
|
$ 129,800.00
|
500 101 5399 9151 Recreation Facilities - Pool
Sanitization upgrade
|
|
Less cost of award
|
$ 113,945.00
$ 10,000.00
$ 123,945.00
|
Price inclusive of PST, exclusive of
GST
Contingency (10%)
Total Award inclusive of PST & Contingency, exclusive of GST
|
|
Budget
Remaining after this award
|
$ 5,855.00
|
*
|
* The remaining
balance in the amount of $5,855.00 will be returned to the original funding
source upon completion of the project.
PURPOSE
To obtain approval to award the contract
for the installation of a pool Ultra Violet (UV) system at the Centennial
Community Centre.
BACKGROUND
Ultra Violet (UV) installations in the
drinking water, waste water, medical and manufacturing industries
have been widely used throughout the world with great success. In the pool industry, the UV systems have
gained momentum with its advanced technology over the last five years. Benefits include some chemical savings, the
elimination of chloramines which can cause eye, throat and skin irritations. UV
can also destroy bacteria such as E-coli and Cryptosporidium. UV provides
a healthier environment as far as air quality and improved bather comfort in
the water. The benefits of the addition of a medium intensity UV to
pool sanitation systems, is becoming the best practice in the industry
Although several hundred systems have been
successfully implemented in North America, the
addition of UV sanitation system to the pools at Centennial Community Centre
will be the first of its kind in the Town of Markham.
The intention is to upgrade the one facility only, monitor the results
and evaluate. If the expected results
prove successful and are well received by the community, the balance of the
pools in Markham
will be completed, in the future.
BID
INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
July
08, 2009
|
|
Number picking up bid documents
|
10
|
|
Number responding to bid
|
3
|
PRICE SUMMARY
Supplier
|
Price, Inclusive of PST and
exclusive of GST
|
|
Wellington Construction Inc.
|
$ 113,945.00
|
|
Austin
Carroll Pool Construction Ltd.
|
$ 137,405.00
|
|
Acapulco
Pools Limited
|
$ 142,171.00
|
STAFF AWARD REPORT
Page 1 of 2
|
To:
|
Brenda Librecz,
Commissioner, Community & Fire Services
|
|
Re:
|
|
|
Date:
|
June 29, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier(s)
|
Edgetown
For Lincoln Sales Ltd. (Lowest Priced Supplier/Item #1)
Giles
Chevrolet Limited (Lowest Priced Supplier/Item #2)
|
|
Current Budget
Available
|
$ 955,754.70
|
Various Fleet
Accounts (See Financial Attachment)
|
|
Current Budget
Allocated
|
$ 263,793.00
|
Budget allocated for these items
|
|
Less cost of award
|
$ 215,993.52
|
Inclusive of PST, exclusive of GST
|
|
Budget Remaining after this award
|
$ 47,799.48
|
*
|
*A portion of
remaining balance of $47,799.48 will be utilized for “Markhamizing” the
vehicles for approximately $6,000 and the remaining balance will be returned to
the 2009 fleet replacement program accounts for completing the outstanding
purchases approved for 2009.
Note: Additionally, the Town will be applying for
the Provincial rebates on four (4) Hybrid vehicles in the total amount of
$8,000 that will be returned to the original funding source when received.
PURPOSE
To obtain approval to award the tender 161-T-09
for the supply and delivery of seven (7) vehicles.
BACKGROUND
Tender 161-T-09 was issued for the supply and delivery of seven 2009
vehicles for various departments. All
units identified for replacement in this report have had a condition assessment
by Fleet staff and meet the requirements of the Fleet replacement guidelines.
Through the 2009 Fleet replacement program, due to the condition
assessments deeming the vehicles to be acceptable for an additional period
staff deferred 50 % of the units identified in life cycle reserve study
originally scheduled for replacement. The 7 units that are being recommended
for replacement would require continued servicing and/or repairs and this
required work along with the increased downtime is not deemed to be
economically viable.
Staff has reviewed the bid documents and is satisfied that all terms
and conditions comply with the Town’s requirements.
Upon delivery of the seven new vehicles, the following units; 5120,
6092, 6098, 6099, 2187, 2194, and 2195 will be sold in accordance with Purchasing By-law 2004-341, PART V Disposal of
Personal Property and proceeds be posted to account 890 890 9305 Proceeds from
Sale of other Fixed Assets.
BID INFORMATION
|
Advertised
|
ETN
(Electronic Tendering Network)
|
|
Bids closed on
|
June 17, 2009
|
|
Number picking up bid documents / sent
electronically
|
28
|
|
Number responding to bid
|
5
|
DETAILED PRICING INFORMATION (INCLUSIVE OF
PST)
|
Item #
|
1
|
2
|
|
|
2010,
4 Door, Hybrid SUV, 4X2 Drive, 4 Cylinder , Automatic for Qty 4
|
2010,
Full Size Cargo Van, 4X2 Drive, 6 Cylinders and Automatic Qty 3
|
|
Bidder
|
|
|
|
Forbes Ford
sales Ltd.
|
$37,053.72 X
4 = $148,214.88
|
$23,488.92 X
3 = $70,466.76
|
|
Donway Ford
Sales Limited
|
$37,517.04 X
4 = $150,068.16
|
$23,749.20 X 3 = $71,247.60
|
|
Markville Ford
Lincoln Limited
|
$37,175.76 X 4 = $148,703.04
|
$23,247.00 X
3 = $69,741.00
|
|
Edgetown Ford
Licoln Sales Ltd.
|
$36,970.56 X 4 = $147,882.24
|
$23,378.76 X
3 = $70,136.28
|
|
Gilles Cherolet
Limited
|
No Bid
|
$22,703.76 X 3 = $68,111.28
|
FINANCIAL CONSIDERATIONS
|
Account Number
|
Equip ID
|
Qty
|
Original Budget
|
Spent to Date
|
Committed
|
Current Budget Available
|
Current Budget Allocated
|
Less Cost of this Award (Excl GST)
|
Budget Remaining After Allocation of this award
|
|
057-6150-9244-005 Corporate Fleet
|
5120, 6092, 6098, 6099
|
4
|
$1,139,100
|
$20,236.45
|
$383,432.49
|
$735,431.06
|
$161,568
|
$147,882.24
|
$ 13,685.76
|
|
057-6150-9245-005 Waterworks Fleet
|
2187, 2194, 2195
|
3
|
$ 275,800
|
$ 0
|
$ 55,476.36
|
$220,323.64
|
$102,225
|
$ 68,111.28
|
$ 34,113.72
|
|
|
|
|
|
|
|
|
|
|
|
|
TOTAL
|
|
7
|
$1,414,900
|
$20,236.45
|
$438,908.85
|
$955,754.70
|
$263,793
|
$215,993.52
|
$ 47,799.48
|
ENVIRONMENTAL CONSIDERATIONS
STAFF AWARD REPORT
|
To:
|
Steve Andrews, Director, Asset Management
|
|
Re:
|
|
|
Date:
|
July
6, 2009
|
|
Prepared by:
|
Alan Laver, Manager, Utilities and Contracts, ext. 3400
|
RECOMMENDATION
|
Recommended Consultant
|
Langley
Utilities Contracting Ltd.
|
|
Current Budget Available
|
$ 153,060.00
|
058-6150-9238-005 Streetlight
Repl Condtn (2009)
|
|
Less cost of award
|
$ 94,835.00
|
Award inclusive of PST,
exclusive of GST
|
|
Budget Remaining after this award
|
$ 58,225.00
|
*
|
*The remaining balance in the amount of $58,225.00 will be
used to complete additional pole rehab and replacement as required in 2009 and
as budgeted for within account 058-6150-9238-005.
PURPOSE
The purpose of this report is to obtain approval to award the contract
for “Replace and Repair of Streetlight Poles and Handhole Covers”.
BACKGROUND
In 2008 the Asset Management
Department hired a Consultant firm to do an inventory and condition analysis of
approx. 18,000 older streetlights in the Town.
The condition analysis identified approximately 160 poles that needed to
be replaced and approx. 200 handhole covers that need to be repaired as soon as
possible.
Funding was approved in the 2009 Capital Budget to start the repair and
replacement program based on the consultant’s estimate. The Tender document included
pricing for 30 poles requiring various repairs with an additional 8 provisional
poles and 218 handhole covers repairs. Tender prices came in significantly lower than
anticipated likely due to the competitiveness of the marketplace and/or an
overestimate from the consultant (e.g. Price received. $2500/pole compared
to $5,000 /pole estimate). Subsequently,
the lower prices received provide
an opportunity of further repair and replacement
program being completed in 2009 and the ability to reduce further budgetary
requirements in 2010 & 2011.
As additional funding is available and in order to maximize the market condition,
Staff will be releasing another quotation to the marketplace in order to be
fair and open to all bidders.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
June
24, 2009
|
|
Number picking
up bid documents
|
12
|
|
Number
responding to bid
|
4
|
PRICE SUMMARY
|
Supplier
|
Price, Exclusive of GST *
|
|
Langley Utilities Contracting Ltd.
|
$ 94,835.00
|
|
Alineutility.com
|
$ 95,750.00
|
|
Powerline Plus
Ltd.
|
$ 123,090.00
|
|
Beacon Utility
|
$ 194,633.00
|
* Pricing includes
provisional item # 2 (Eight (8) additional pole replacements)
STAFF AWARD REPORT Page 1 of 2
|
To:
|
Brenda
Librecz, Commissioner, Community & Fire Services
|
|
Re:
|
|
|
Date:
|
July 2, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION:
|
Recommended Supplier
|
Tedescon
Infrastructure Ltd. (Lowest Priced Bidder)
|
|
Original Budget and Account #
|
$
1,750,000.00
|
053-6150-8334-005
and 053-6150-9278-005
|
|
Budget Allocated for Award
|
$ 300,000.00
|
|
|
Less Cost of Award
|
$
237,598.00
$
35,640.00
$
273,238.00
|
Excluding GST
Contingency (15%)
Total Award
|
|
Budget Remaining after this award
|
$
26,762.00
|
*
|
*The budget remaining of $26,762.00 will be used for
construction inspection services ($9,990.00), Geotechnical services
($11,680.00) for a total of $21,670.00.
The balance of $5,092.00 will be returned to original funding source
upon payment of final invoice.
PURPOSE
To obtain approval to award the
construction contract for Sanitary Sewer Extensions in Thornhill Area.
BACKGROUND
The local sewer system in
Baythorn area of Thornhill experienced surcharges and flooding in the past due
to the capacity constraints to carry sewage flows under wet weather conditions.
On numerous occasions, residents living
in this area complained about flooding problems. Waterworks Department identified this project
to improve the capacity of local sewer system in order to alleviate sewer surcharge
and flooding in this area as an on-going effort to provide better quality of
services to the residents.
The proposed sanitary sewer
extensions will be on the following streets:
·
Colonsay Road and Silver Aspen Drive
(approx 220m)
·
Royal Orchard Boulevard
at Bay Thorn Drive
(approx 70m)
·
Weeping Willow Lane (approx. 25m)
BID INFORMATION
|
Advertised
|
ETN (Electronic Tendering Network)
|
|
Bids
closed on
|
May
29, 2009
|
|
Number
picking up bid documents
|
12
|
|
Number
responding to bid
|
6
|
PRICE SUMMARY
|
Supplier
|
Price
(exclusive of GST)
|
|
Tedescon Infrastructure Ltd.
|
$237,598.00
|
|
Lancorp
Construction Co. Ltd.
|
$239,569.10
|
|
Dig-Con
International Ltd.
|
$265,736.15
|
|
Howlett
Development & Construction Services
|
$272,877.80
|
|
Direct
Underground Inc.
|
$313,325.00
|
|
FDM
Contracting Co. Ltd.
|
$334,341.16
|
144-T-09 Sanitary Sewer Extensions in
Thornhill Area Page
2 of 2
________________________________________________________________________________________________
FINANCIAL ATTACHMENT:
|
Account # and Description
|
Original Budget
|
Current Budget Available (Unspent)
|
Amount Allocated for this Award
|
Less Cost of this Award, Inclusive of PST and
Exclusive of GST
|
Budget Remaining after this Award
|
|
053-6150-8334-005 Sewer
System Upgrade Prog.
|
$ 1,500,000.00
|
$1,491,620.00
|
$ 200,000.00
|
$ 0.00
|
$ 200,000.00
|
|
053-6150-9278-005 Sanitary Sewer
Const/Repl
|
$ 250,000.00
|
$ 250,000.00
|
$ 100,000.00
|
$ 273,238.00
|
-$ 173,238.00
|
|
|
$ 1,750,000.00
|
$ 1,741,620.00
|
$ 300,000.00
|
$
273,238.00
|
$ 26,762.00
|
It is recommended that funds be transferred from project 8334 into
project 9278 to fund this award.
Project 8334 Sewer System Upgrade Programme had $1,400,000 for main line
sewer replacement. $200,000 from main
line sewer allocation will be used to fund this project.
Project 9278 Sanitary Sewer Const/Replacement included $100,000 for
sanitary sewer redirection from Inverlochy
Boulevard to Royal Orchard and this award
includes this work.
The scope of the project was modified to due to site constraints to
include the sewer alignment and the inclusion of Weeping Willow Lane connection.
STAFF AWARD
REPORT
|
To:
|
Brenda
Librecz, Commissioner, Community & Fire Services
|
|
Re:
|
|
|
Date:
|
July 24, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Floyd Preston Ltd.
(Lowest Priced Supplier)
|
|
Original Budget and Account #
|
$ 46,612.00
|
700-504-4520
Sand (2009)
|
|
Current Budget Available
|
$ 16,774.53
|
700-504-4520
Sand (2009)
|
|
Less cost of
award
|
$ 16,774.53
$ 46,612.00
$ 46,612.00
$ 29,837.47
$ 139,836.00
|
Aug – Dec 2009
Jan - Dec
2010 *
Jan – Dec 2011 *
Jan – July 2012 *
Total Award
|
|
Budget remaining after this award
|
$ 0.00
|
|
* Subject to council approval of the 2010, 2011 and
2012 operating budget.
Staff be authorized to issue
purchase orders in 2010, 2011 and 2012 for the approved budget amount.
PURPOSE:
To obtain approval to award the contract for the
supply, purchasing and delivery of screened winter sand, mixing of screened
winter sand on site and stockpiling.
BACKGROUND:
The
Town of Richmond Hill
on behalf of the York Public Buyers Association (Including the Town of Markham,
Town of Whitchurch,
Town of Stouffville,
Town of Newmarket,
Town of Richmond Hill,
Town of Aurora,
City of Vaughan
and King Township) issued a tender for the supply
and delivery of winter screened sand.
The tender was issued in compliance with Markham’s purchasing guidelines.
The term of the contract is for
three (3) years.
BID
INFORMATION:
|
Advertised
|
ETN
|
|
Bids closed on
|
July 7, 2009
|
|
Number picking up bid
documents
|
2
|
|
Number of companies
responding to bid
|
2
|
DETAILED PRICE SUMMARY:
|
Supplier
|
Unit Price per Tonne
|
Total Unit Price
per Tonne excluding GST
|
|
Sand plus PST (A)
|
Delivery, Mixing and Stockpiling (B)
|
A + B = Total
Price
|
|
Floyd Preston
Ltd.
|
$6.48
|
$10.25
|
$16.73
|
|
John Eek &
Son
|
$5.78
|
$11.05
|
$16.83
|
As compared to the previous contract, this contract
represents an increase of 20% or $2.82 per tonne. This contract now includes environmental Fee
$0.25/tonne and TOARC Licence fee for $0.115 accounting for 2% of the
increase. The remaining 18% can be
accredited to the following increases:
fuel, CPI, and
insurance. (Note: pricing is firm fixed for the three (3) year
term)
STAFF AWARD REPORT
Page 1 of 2
|
To:
|
|
|
Re:
|
|
|
Date:
|
August 14th, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
BEN-AIR
SYSTEMS INC. (Lowest Priced Supplier)
|
|
Original Budget and Account #
|
$956,250.00
|
070-5350-9521-005 Centennial Expansion Additions
(Council Report June 3/09)
|
|
Current Budget Available
|
$943,868.00
|
|
|
Budget Allocated to this Award
|
$ 50,000.00
|
|
|
Less cost of award
|
$ 61,000.00
|
Price,
exclusive of PST and exclusive of GST
|
|
Budget Remaining after this award
|
($11,000.00)
|
*
|
*Funding
shortfall will be covered through the contingency component within budget ($183,250
available).
PURPOSE
To obtain approval
to award the contract of the complete pool heat recovery system, per Council
Report June 03rd
2009: Centennial
Expansion Additions. The completion of contract work and repair deficiencies
at the Centennial Community Centre includes mechanical work (completion of
installation, and correcting deficiencies).
BACKGROUND
Various projects
resulting from the Centennial Expansion Additions need to be completed in order
to maintain current service levels. This
work includes mechanical system upgrades which construction contractors failed
to complete with their work started in 2008 at the Centennial Community Centre. Project #227-Q-09 requires the removal of
existing piping and equipment and the supply and installation of new piping and
equipment, allowing for the connection of the mechanical systems into the
existing building automation (BAS) to achieve efficiencies.
Delaying the pool
heat recovery coil system project poses a risk management issue and may cause
problems with mechanical and building assets and related increased operational
costs.
BID
INFORMATION
|
Advertised
|
By Invitation
|
|
Bids closed on
|
August
12, 2009
|
|
Number picking up bid documents
|
4
|
|
Number responding to bid
|
2*
|
* Combination of factors resulted in the lack of bid
responses: one supplier cannot meet
delivery/completion requirements;
the second supplier cannot handle the project due to present work load and
did attend the mandatory site visit (which was an automatic disqualification
from bidding).
PRICE SUMMARY
|
Supplier
|
Price, exclusive of PST and exclusive of
GST
|
|
BEN-AIR SYSTEMS
INC.
|
$ 61,000.00
|
|
Lenar Mechanical Systems Ltd.
|
$
69,000.00
|
|
|
|
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
June 04, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
SCS Consulting
Group Ltd. (highest ranked / lowest
priced bidder)
|
|
Original Budget and Account #
|
(a) $
90,000.00
|
058-5350-9500-005
Victoria Squ. Sewer/Watermain
|
|
Less: Cost of Award
|
$
46,665.59
$
6,999.83
(b) $
53,665.42
$ 65,959.50
$112,625.09
|
Design, Inclusive of disbursements, exclusive of
GST
Contingency (15%)
Sub-total
Design award (2009)
Sub-total Contract Adm. and Construction
Inspection**
Total Award
|
|
Budget Remaining after this award
|
(c) $
36,334.58
|
*(a - b) = c
|
*If two-thirds of resident support is received and
approved by Council, then the balance amount will be used for contract
administration in 2010, however if it is not approved by Council then the
balance will be returned to the original funding source.
**The approval for the contract administration and
construction inspection shall be contingent on two-thirds of resident support
and approval from Council.
PURPOSE
The purpose of this report is to
obtain approval to award the Part 1 - Design
Services portion for RFP 099-R-09 Consulting Engineering
Services related to Victoria Square Community Sanitary Sewer and Watermain
System.
BACKGROUND
Victoria Square
Community is located on the north-west and north-east corners of Elgin Mills
and Woodbine Avenue
(Attachment “A”). These houses are
currently served by individual septic system and wells. A petition dated
December 01, 2008 was received by the Town requesting sanitary sewer and water
hook-up and was signed by fourteen (14) out of nineteen (19) residents.
On March 10, 2009, Council
authorized Asset Management Department to retain in accordance with the
purchasing by law an engineering consulting company to undertake the detailed
design and construction tendering of the Victoria Square Community Sanitary
Sewer and Water System Installation to an upset limit of $90,000.
BID INFORMATION
|
Advertised
|
ETN (Electronic Tendering Network)
|
|
Bids
closed on
|
April
08, 2009
|
|
Number
picking up bid documents
|
20
|
|
Number
responding to bid
|
11
|
PROPOSAL EVALUATION
The evaluation team was comprised of staff from the Asset Management Department
with purchasing acting as the facilitator.
The evaluation was based on pre-established evaluation criteria as
listed in the Request for Proposal: 20% for past experience of consulting firm,
20% for qualifications and experience of the project manager and project team, 30%
for project delivery and 30% for price, totaling 100%, with resulting scores as
follows:
|
Consulting
Firm
|
Score (out of 100)
|
Rank Results
|
|
SCS Group Consulting Ltd.
|
87.0
|
1
|
|
Stantec
|
86.4
|
2
|
|
Schaeffers
|
86.1
|
3
|
|
Wardrop
Engineering Inc.
|
84.0
|
4
|
|
SRM
Associates
|
81.5
|
5
|
|
AECOM
|
81.4
|
6
|
|
Masongsong
|
80.3
|
7
|
|
Chisholm
Fleming & Associates
|
79.5
|
8
|
|
Genivar
Ontario Inc.
|
78.0
|
9
|
|
Municipal
Engineering Solutions
|
75.8
|
10
|
|
Conestoga-Rovers
|
70.9
|
11
|
Note: The evaluation was based on a price ranges from $119,179.98
(Lowest bidder) to $205,290.00 (Highest bidder) for both design and contract
administration services. Purchasing negotiated a cost reduction of $6,554.89
with the lowest priced bidder ($119,179.98 - $6,554.89 = $112,625.09).
The RFP was
divided into two (2) parts: Part 1 for design services, Part 2 for contract administration
and construction inspection during construction in 2010.
Staff is confident that SCS Group Consulting Ltd will provide
satisfactory services to the Town for this project.
FINANCIAL CONSIDERATIONS
SCS Group Consulting Ltd will be awarded for the Part 1 - Design portion only in the amount of $46,665.59 inclusive of disbursement and exclusive of GST. A contingency allowance of $6,999.83 will be allocated for any unforeseen costs
during the design stage. The release of a purchase order for the 2010 Construction
Administration costs to be contingent on the consultant’s successful design and
council approval of the construction budget for this project.
If two-thirds of support is received from the area residents to proceed
with the construction then staff will seek budget approval and award at a later
date for the contract administration and construction inspection. SCS Group Consulting Ltd confirmed that the
fees quoted for contract administration and construction inspection are to
provide full time inspection for a 90 working day construction period.
If the Victoria Square Community Sanitary Sewer and Water System is to
proceed, the total project cost will be front-ended by the Town and recovered
by imposing an equal fee against the benefiting property owners abutting the
works in accordance with Section 391 of the Municipal Act.
If the Victoria Square Community Sanitary Sewer and Water System does not
proceed with the construction, the cost of design component ($ 53,665.42) will not be recovered from the property owners.
STAFF AWARD REPORT Page
1 of 2
|
To:
|
Brenda Librecz Commissioner, Community & Fire Services
|
|
Re:
|
|
|
Date:
|
August 19, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Sims Moelich Associates Ltd. (Highest ranked
and lowest priced Supplier)
|
|
Current Budget Available
|
$2,330,389.00
|
075 5350 9098 005 (Varley
Art Gallery
Expansion Project)
|
|
Less cost of award
|
$ 78,000.00
|
Total cost of award exclusive of GST
|
|
Budget
Remaining after this award
|
$2,252,389.00
|
*
|
*
The remaining budget is to be used for the completion of the detail design and
construction award of the Varley Art Gallery Expansion.
PURPOSE
To
obtain approval to award the contract for Project Management Services for the
Varley Art Gallery Expansion.
BACKGROUND
The Town released a quotation to four (4) pre-qualified consultants to
plan, coordinate, manage and control all aspects of the Varley Art Gallery
Expansion project under the direction of the Town’s Project Manager by
providing all of the necessary personnel and resources to complete the project.
The Project Manager will be reporting to the Manager of Facility
Assets. Major stakeholders of this
project include: Varley McKay Art Foundation, Mr. Wallace Joyce (a major donor
for this project); Culture Dept; Regulatory Departments and Council. The project manager will oversee the Varley Art
Gallery expansion project
which includes the following major components:
·
Addition of 3,000 to 3,500 square foot area to
the existing facility. The expansion
will house a new 1,500 square-foot gallery for exhibition in the first floor
and a new staff office on the second floor.
·
Retrofitting the foundation at north-west corner
of the adjacent Church
·
Landscaping and post construction restoration.
·
Replacement of existing boiler.
·
Due to relatively small size of the expansion,
LEED designation will not be pursued, however some components of LEED have been
incorporated in the design.
PRE-QUALIFICATION INFORMATION (180-P-09)
The Town released a
pre-qualification to the market soliciting responses from qualified
consultants to provide the Town of Markham
with project management services for various facility construction and addition
and renovation projects that are to be undertaken by the Town within the next
three years. Due
to the scope of the project, contractors were pre-qualified to ensure that all
bidders would have the necessary qualifications, experience and resources to
complete the works in accordance with Town of Markham requirements within the
specified timelines, The prequalification was issued in accordance with the Purchasing By-Law 2004-341.
PRE-QUALIFICATION INFORMATION (180-P-09)
|
Advertised
|
ETN
|
|
Prequalification closed on
|
June 26th, 2009
|
|
Number of contractors picking up bid documents
|
52
|
|
Number of contractors responding to bid
|
7
|
|
Number of contractors pre-qualified
|
4
|
222-Q-09
Project Management Services for Varley
Art Gallery
Expansion Page 2 of 2
BID INFORMATION (222-Q-09)
|
Quote release to pre-qualified bidders
|
July 24, 2009
|
|
Bid closed on
|
August 12, 2009
|
|
Number of pre qualified bidders
|
4
|
|
Number responding to the bid
|
4
|
PROPOSAL
EVALUATION
The evaluation team was comprised of staff
from Asset Management with purchasing staff acting as the facilitator. The evaluation was evaluated based on
pre-established evaluation criteria as identified in the Request for Quotation: 20% qualifications and past experience of the
project manager and 80% price totaling 100% with the resulting scores as
follows.
|
Consultants
|
Total Score
Out of 100
|
Rank
|
|
Sims Moelich Associates Ltd.
|
99
|
1
|
|
O.P. McCarthy & Associates Inc.
|
58.64
|
2
|
|
Genivar
|
30.24
|
3
|
|
MHPM Project Managers Inc.
|
0.00 *
|
4
|
STAFF AWARD REPORT
Page 1 of 2
|
To:
|
Brenda Librecz,
Commissioner, Community & Fire Services
|
|
Re:
|
|
|
Date:
|
July 27, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier(s)
|
G.
D. Jewell Engineering Inc.
(Highest Ranked / 2nd lowest Priced Supplier
|
|
Current Budget
Available
|
$ 89,839.73
|
058-6150-7485-005
Bridges 08 Design
|
|
Less cost of award
|
$
77,579.00
$ 7,757.90
$
85,336.90
|
Inclusive of PST, exclusive of GST
Contingency (10%)
|
|
Budget Remaining after this award
|
$ 4,502.83
|
*
|
* The balance remaining will be used for TRCA permit
application and other investigations cost as required (i.e. geotechnical
investigation, hydraulic analysis).
PURPOSE
To obtain approval to award the Engineering Services for Rehabilitation of Green Lane
Bridge (B30).
BACKGROUND
In compliance with the
requirement of Public Transportation and Highway Improvement Act, Ontario
Regulation 104/97, Asset Management Department retained G.D. Jewell Engineering
in summer of 2008 to carry out a Detail Condition Survey (DCS) for the subject
bridge to evaluate the structural conditions and rehabilitation requirements of
the bridge. Green
Lane Bridge
was constructed in 1982 and carries two lanes of traffic over the Rouge River.
As a result of the DCS, a report
submitted to the Town by G.D. Jewell, dated August 19, 2008. The report recommended
rehabilitation works for this structure to be conducted within 1 year. Asset
Management Department plans to retain a consulting engineer to prepare a detail
design and contract documents for rehabilitation of this bridge in 2009/2010.
BID INFORMATION
|
Advertised
|
ETN
(Electronic Tendering Network)
|
|
Bids closed on
|
June 22, 2009
|
|
Number picking up bid documents / sent
electronically
|
20
|
|
Number responding to bid
|
4
|
PROPOSAL EVALUATION
The evaluation team was comprised of staff from the Asset Management Department
with purchasing acting as the facilitator.
The evaluation was based on pre-established evaluation criteria as
listed in the Request for Quotation: 20% for past experience of consulting firm,
20% for qualifications and experience of the project manager and project team, 30%
for project delivery and 30% for price, totaling 100%, with resulting scores as
follows:
|
Consulting
Firm
|
Score (out of 100)
|
Rank Results
|
|
G.D. Jewell Engineering Inc.
|
66
|
1
|
|
SNC
Lavalin Inc.
|
64.52
|
2
|
|
MMM
Group
|
61.81
|
3
|
|
Carvajal
Structural Engineering Inc. (CSE)
|
54.00
|
4
|
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
June 2, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended
Supplier
|
Maximum
Signs (Preferred Supplier)
|
|
Current
Budget Available
|
$ 181,936.26
|
Various, see
Financial Attachment
|
|
Less cost of
award
|
$ 63,512.10
$ 63,512.10
$ 63,512.10
$
190,536.30
|
Exclusive of
GST for 2009
Exclusive of
GST for 2010*
Exclusive of
GST for 2011*
Total Cost of
Award (3 Year Term)
|
|
Budget Remaining after this award
|
$
118,421.16
|
**
|
*Pending Council approval of the annual budget.
**The remaining balance to be used for other operating
projects as budgeted for within each respective accounts.
Staff
further recommends: THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (f)
which states “ where, for any reason, a call for Tenders does not result in the
successful award of a Tender”;
PURPOSE
To obtain approval to award the contract for the Supply and Delivery of Cast Aluminum Sign Post Caps and
Sign Brackets.
BACKGROUND
Operations Department over the years been
ordering cast aluminium sign post caps and brackets from Maximum Signs
(formerly Scugog Signs) on an as required basis. Due to the quantity and to ensure
compliance with the Town’s purchasing by-law, the 2009 – 2011 requirements were
issued to the marketplace. There were seven (7) bidders who
downloaded the document, however only one response was received which was from
the previous supplier. Through
contacting the bidders it was discovered that a casting tool (approx. $40,000
to mfg.) was required for the manufacturing of the items and this tooling is
owned by the current supplier.
Purchasing
staff subsequently contacted a local machine shop that had the expertise to
build these parts and the required tooling.
The price received from the local machine shop was 29% higher cost and
required an additional (one –time) tooling and set-up cost of $19,100. Therefore, Staff recommends awarding the
contract to Maximum Signs for a three (3) year period subject to annual budget
approval.
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
|
|
700-505-4580 -
Safety Devices – Traffic Signs and Supplies
|
$36,560.00
|
$22,768.90
|
$10,000.00
|
$12,768.90
|
|
700-507-4510 -
Drainage – Steel Products
|
$12,000.00
|
$12,000.00
|
$7,000.00
|
$5,000.00
|
|
700-505-5399 -
Safety Devices – Other Contracted Services
|
$120,000.00
|
$108,966.54
|
$30,000.00
|
$78,966.54
|
|
700-605-4580 -
Manufactured Signs – Traffic Signs and Supplies
|
$45,000.00
|
$38,200.82
|
$16,512.10
|
$21,688.72
|
|
|
$213,560.00
|
$181,936.26
|
$63,512.10
|
$118,424.16
|
STAFF AWARD REPORT Page 1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
June 9, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Angus Consulting
Management Limited (Contract Extension - Preferred Supplier)
|
|
Current Budget Available
|
$ 143,495.61
|
Various Accounts (see Financial Attachment)
|
|
Less cost of award
|
$ 74,003.60
$ 74,003.60
$ 74,003.60
$
6,116.96
$ 225,124.76
|
Exclusive of GST for 2009
Exclusive of GST for 2010**
Exclusive of GST for 2011**
Exclusive of GST for 2012 (January only)**
Total Award
|
|
Budget
Remaining after this award
|
$ 69,492.01
|
*
|
*Budget
remaining to be used for other equipment maintenance operating expenses as
required within the identified budgets.
**Pending
budget approval.
Note: The contract 160-R-09 has a 3% escalation or
CPI whichever is less, however ACML has waived this escalation for 8100 Warden Avenue
only.
Staff further recommends that the tendering
process be waived in accordance with Purchasing
By-Law 2004-341, Part II, Section 7 (1) (c) “when the extension of an existing
contract would prove more cost-effective or beneficial.”
PURPOSE
To
obtain approval to add 8100 Warden
Ave and Markham Village Library to the existing
Building Operations and Maintenance contract (160-R-06).
BACKGROUND
In
January 2007, staff approved and awarded contract 160-R-06 to Angus Consulting
Management Limited (ACML) for a five (5) year term commencing on February 1, 2007 through January 31, 2012. At the time of bid release, staff indicated
two (2) sites the Markham Civic Centre and the Varley Art Gallery that required this service.
This
contract is for Building Operations and Maintenance at 8100 Warden Ave. and Markham Village
Library. The work will consist of, but
is not limited to, planned preventive maintenance, demand maintenance and
emergency service of heating, ventilating, air conditioning (HVAC), life safety
systems and 7 day-24 hour remote monitoring of BAS systems which is similar to
the scope of work that is provided at the Civic Centre and the Fred Varley Art
Gallery. 8100 Warden Ave. was not maintained at a
very high level by Power Stream. The
operation of the HVAC systems was not efficient when Asset Management staff
assumed responsibility of the facility.
Power Stream had in-house staff maintain and operate the facility.
Since 1996, ACML
has been performing the Building Operations and Maintenance for the Varley Art
Gallery. Staff released bids to the market in 2001 and
2006 with ACML being the successful proponent on both proposals (Highest Ranked
/ Lowest Priced).
The ACML pricing
is approximately $32/hr, in comparison to our electrical maintenance contract
$61/hr (Includes vehicle) and our mechanical maintenance contract $84/hr
(Includes Vehicle).
This contract
extension is for adding two (2) facilities to the current maintenance agreement
for Building Operations and Maintenance.
ACML contract performance has been very positive, they have provided
excellent service to the Town of Markham since 1990 (at Civic Centre) and for
continuity of service it would be beneficial for the above two locations to be
added to the contract.
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
|
|
750-757-5310 8100W S/A - Building Mtce.
|
$ 67,160.00
|
$ 67,160.00
|
$ 39,018.00
|
$ 28,142.00
|
|
998-300-5310
MLMCB S/A - Building Mtce.
|
$ 77,000.00
|
$
76,335.61
|
$ 34,985.60
|
$
41,350.01
|
|
|
$ 144,160.00
|
$143,495.61
|
$ 74,003.60
|
$ 69,492.01
|
STAFF
AWARD
REPORT
Page 1 of 2
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
July 6, 2009
|
|
Prepared
by:
|
Patti
Malone, Senior Buyer, Purchasing
ext. 2239
|
RECOMMENDATION
THAT Contract 092-S-04 for supply, installation
and maintenance of water meters with Neptune Technology Group Canada Ltd. be
extended for 90 days at the same terms and conditions, from August 1, 2009 to
October 31, 2009, and to an upset limits of $325,417.00, exclusive of applicable
taxes;
AND THAT funds for the extension period be
provided for from the approved 2009 Waterworks
operating budgets and the 2009 Waterworks
capital budget for water meters replacement and upgrade program;
|
Recommended Supplier
|
Neptune
Technology Group Canada Ltd. (Preferred Supplier)
|
|
2009
Original Budget and Account #
|
$1,400,292
|
Various Accounts
(see Financial Attachment)
|
|
2009 Budget
Available
|
$1,104,040
|
|
|
Less
cost of extension award
|
$
325,417
|
August 1, 2009 to October 31, 2009
|
|
2009 Budget remaining after this award
|
$ 778,623
|
*
|
*The
2009 budget remaining after this extension award will be applied for water
meter requirements from November
1, 2009 to December
31, 2009, and the remaining balance afterward will be returned to
the original funding sources.
PURPOSE
To obtain approval for a 90-day extension of contract
092-S-04 for supply, installations and maintenance of water meters, to allow
further review of the contract and determine the most competitive and open
process of contract award that would be most suited and beneficial to the Town.
BACKGROUND
Contract 092-S-04 is for the supply, installation and
maintenance of water meters for Markham
residential and industrial, commercial and institutional (ICI) applications. Neptune Technology Group Canada
Ltd. (“Neptune”) had been the preferred supplier of water meters for the Town
of Markham. As
a meter manufacturer, supplier and services provider, Neptune
was awarded a 3-year contract in 2002 for the integrated supply and services of
water meters.
Based on the operational and financial benefits
derived from that contract, the Town awarded contract 092-S-04 for supply,
installation and maintenance of water meters to Neptune, in accordance with the
Purchasing By-law 143-2000. Upset
limit of contract is $7,024,655.20 inclusive applicable taxes. Contract
term is 5 years from August
1, 2004 to July
31, 2009. The prices in this contract were locked in for 5 years.
FINANCIAL CONSIDERATIONS
Staff recommend that Contract 092-S-04 of supply,
installation and maintenance of water meters with Neptune
Canada
to be extended for an additional 90 days period, and to an upset limits of
$325,417.00 exclusive of applicable taxes.
|
Account Name
|
Account #
|
Original Budget
Amount
|
Spent to Date
|
Budget Available
|
Committed
|
Cost of Award
|
Budget Remaining
|
|
New Development – Residential
|
760-120-4530
|
$137,709
|
$24,670
|
$42,372
|
$70,667
|
$42,372
|
-
|
|
New Development - ICI
|
760-121-4530
|
$150,050
|
$1,823
|
$148,227
|
-
|
$25,200
|
$123,027
|
|
Meter Maintenance – Residential
|
760-130-4530
|
$85,871
|
$6,428
|
$65,402
|
$14,041
|
$9,780
|
$55,622
|
|
Meter Maintenance – ICI
|
760-131-4530
|
$28,825
|
-
|
$28,825
|
-
|
$1,000
|
$27,825
|
|
New Development – Residential
|
760-120-5300
|
$78,650
|
$13,877
|
$25,023
|
$39,750
|
$25,023
|
-
|
|
Meter Maintenance – Residential
|
760-130-5300
|
$151,122
|
$11,427
|
$128,061
|
$11,634
|
$15,494
|
$112,567
|
|
Meter Maintenance - ICI
|
760-131-5300
|
$33,084
|
-
|
$33,084
|
-
|
$1,000
|
$32,084
|
|
2008 Capital Meter Replacement
|
053-6150-8246-005
|
$284,981
|
$65,417
|
$197,489
|
$22,075
|
$197,489
|
-
|
|
2009 Capital Meter Replacement
|
053-6150-9284-005
|
$450,000
|
-
|
$435,557
|
$14,443
|
$8,059
|
$427,498
|
|
Total
|
|
$1,400,292
|
$123,642
|
$1,104,040
|
$172,610
|
$325,417
|
$778,623
|
STAFF
AWARD REPORT Page 1 of 2
|
To:
|
John
Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
June
25, 2009
|
|
Prepared by:
|
Doug Henderson, Supervisor, ext. 7997
|
RECOMMENDATION
|
Recommended Consultant
|
Court Contractors Ltd. (Preferred Supplier)
|
|
Current Budget Available
|
$ 448,800.00
|
059-6150-9194-005 Court Resurf.
/Reconst. *
|
|
Current Budget Allocated
|
$ 244,800.00
|
Budget allocated for this
purchase (Town’s portion)
|
|
Less Cost of Award
|
$ 66,800.00
$ 67,600.00
$ 23,800.00
$ 158,200.00
|
Grandview Park - Grandview Court 1
& 2 (Public)
Simonston Court - German
Mills Park
3 & 4 (Club)
Carlton Park – Unionville
Court 3 & 4 (Club)
Total award inclusive of PST,
exclusive of GST
|
|
Budget Remaining after this
Award
|
$ 86,600.00
|
See Financial Considerations
|
* The $448,800 budget for Court re-surfacing is split as follows: $244,800 for Town/Tennis Club Courts and
$204,000 for Public Courts.
Town/Tennis Club Courts ($244,800)
Based on condition assessments $81,600 of work is being deferred and
the tender for the remaining balance came in at $91,400 compared to a budget of
$163,200 resulting in a favourable variance of $71,800.
Based on the fact that the Tennis Clubs pay 50% of the cost of any
repairs, a total of $76,700 will be returned to the original funding source
($81,600*50% + $71,800*50% = $76,700).
Public Courts ($204,000)
Based on condition assessments $122,400 of work is being deferred and
the tender for the remaining balance came in at $66,800 compared to a budget of
$81,600 resulting in a favourable variance of $14,800. $137,200 will be returned to the original
funding source ($122,400 + $14,800 = $137,200).
In total, $213,900 ($76,700 + $137,200) will be returned to the
original funding source based on work being deferred and favourable tender
pricing.
Staff
further recommends: THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (f)
which states “ where, for any reason, a call for Tenders does not result in the
successful award of a Tender”.
PURPOSE
The purpose of this report is to obtain approval to award the “Re-Surfacing of Two (2) Tennis Courts and Re-building of
Four (4) Tennis Courts”.
BACKGROUND
Under the Town’s approved Tennis Court Development and Maintenance
Policy, where Tennis Clubs operate on Town owned courts, as is the case at both
German Mills and Unionville, the club is responsible for 50% of the
re-surfacing cost, and the Town pays the other 50%. The courts are reviewed to determine
eligibility for re-surfacing once every 5 years. Once staff received the request from these
clubs, they inspected the courts and concurred with the clubs that the courts
did require the works specified in this tender.
OPTIONS/DISCUSSIONS
In May 2009, RFT 087-T-09 was issued
publicly to the Marketplace
through the electronic tendering network with nine (9) bidders downloading the
document, however, only Court Contractors responding with a bid submission
The court base material called
for in our specification is called penetration lift and it is the court
material preferred by our partnering Tennis Clubs who use these facilities and
pay 50% of the cost. Although this
material can be used by any contractors, due to the limited market for this
product only one contractor applies it in our area. The alternative material for this application
is hot mix asphalt.
Penetration lift courts are built
in layers or lifts, starting with peagravel and working up to finer stone and
then sand, with acrylic surfacer applied between lifts. The court is then covered in fiberglass cloth
and acrylic surfacer, and then coloured.
The penetration lift courts will move and flex much more without
cracking, and can be rolled to reduce heaving that may occur. Based on our previous experience when asphalt
courts were installed, a typical asphalt/fiberglass court will only last 5
years before it must be torn up and rebuilt due to excessive heaving and
cracking, at a similar cost to a penetration lift court. However, once a penetration lift court is
built, it will last for many years, and may only require resurfacing every 7 to
9 years at approx. half the cost of rebuilding a court, which is far more
economical and meets the needs of our partnering Tennis Clubs.
Lifecycle costing identified 11 courts for rebuilding in
2009 and through the condition assessment it was determined that Simonston Tennis #1 & 2 would be deferred to
2011 and Thornlea S.S. Tennis #1, 2 & 3
would be deferred to 2012.
FINANCIAL CONSIDERATIONS
|
Court Locations
|
Original Budget
|
Cost of Award
|
Balance Remaining
|
|
Tennis Clubs
|
|
|
|
|
Simonston - Tennis #3
|
$ 40,800.00
|
$ 33,800.00
|
$ 7,000.00
|
|
Simonston - Tennis #4
|
$ 40,800.00
|
$ 33,800.00
|
$ 7,000.00
|
|
Carlton Park - Tennis #3
|
$ 40,800.00
|
$ 11,900.00
|
$ 28,900.00
|
|
Carlton Park - Tennis #4
|
$ 40,800.00
|
$ 11,900.00
|
$ 28,900.00
|
|
Subtotal Tennis Clubs
|
$
163,200.00
|
$
91,400.00
|
$ 71,800.00
|
|
Town´s 50% contribution
|
$ 81,600.00
|
$ 45,700.00
|
$ 35,900.00
|
|
Club´s 50% contribution
**
|
$ 81,600.00
|
$ 45,700.00
|
$ 35,900.00
|
|
|
|
|
|
|
Public
|
|
|
|
|
Grandview - Tennis #1
|
$ 40,800.00
|
$ 33,400.00
|
$ 7,400.00
|
|
Grandview - Tennis #2
|
$ 40,800.00
|
$ 33,400.00
|
$ 7,400.00
|
|
Subtotal Public
|
$
81,600.00
|
$
66,800.00
|
$ 14,800.00
|
|
|
|
|
|
|
Grand Total
|
$
244,800.00
|
$
158,200.00
|
$ 86,600.00
|
|
|
|
|
|
|
Total Town's portion
|
$ 163,200.00
|
$ 112,500.00
|
$ 50,700.00
|
Note: Purchasing
staff negotiated a reduction of the original price submission of $163,200 to
the recommended award amount of $158,200.00 (Reduction of $5,000) with the
supplier after bid closing.
** 50% of the award amount for the club locations will be
received from the Tennis Clubs (German Mills Tennis Club & Unionville
Tennis Club) in accordance with the Town’s approved tennis court development
and maintenance policy. The Town will
upfront the clubs $45,700.00 and deposit repayments into account
059-9399-9194-009. The club’s
portions of the re-surfacing costs are to be paid back to the Town over a 5
year period.
STAFF AWARD REPORT
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
July 23, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Griffith Property Services (Preferred
Supplier)
|
|
Current Budget
Available
|
$ 83,021.00
|
730-7305399 Other Contracted Services
|
|
Less cost of award
|
$ 73,100.00
|
Excluding GST
|
|
Budget Remaining after this award
|
$
9,921.00
|
*
|
* The remaining
balance of $9,921.00 will used for other contracted services as required within
this budget.
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)
when the extension of an existing contract would prove more cost-effective or
beneficial;
PURPOSE
To obtain approval to extend the
contract for Median and Boulevard Hard Surfaces Maintenance for an additional year (2009) at
the same 2008 itemized pricing as per original quotation and quote document.
BACKGROUND
The removal of
weeds on medians three times per year by contracted services was approved by
Council as part of the Operations Department’s Enhanced Cultural Practices
program. In July 2008, contract
108-T-08 was approved and awarded for a one (1) year term to the low bidder Griffith Property Services. The original submission and bid document
included a 2nd year option which was not included in the 2008 award
report.
The extension of
this contract will allow work to proceed as required in 2009 and utilize the
2008 pricing submission. Staff has been satisfied
with the performance of Griffith Property Services over the past year and is confident
that they will continue to provide service that meets and/or exceeds the Town’s requirements.
Griffith Property Services, the low bidder
on contract 108-T-08 was 45% lower than the 2nd lowest priced
proponent. Staff recommends utilizing
the 2008 pricing for one additional year under the same contractual terms.
STAFF
AWARD REPORT Page
1 of 2
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
July 13, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended
Supplier
|
Frank J. Zamboni & Co. Ltd. (Preferred Supplier)
|
|
Current
Budget Allocated
|
$
101,118.00
|
057 6150 9244
005 Corp Fleet Replacement
|
|
Less cost of
award
|
$ 91,402.20
|
Inclusive of
PST & Transportation , Exclusive of GST
|
|
Budget Remaining after this award
|
$ 9,715.80
|
|
*The
remaining balance of $9,715.80 in account 057-6150-9244-005 will be returned to
the 2009 fleet replacement program account to complete outstanding purchases
approved for 2009.
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 (e)
which states “Where the Town is acquiring specialized equipment, in which case
the sources of supply may be identified based on technical specifications
prepared by the User Department staff.
The Manager of Purchasing may
negotiate purchases based on such specifications in consultation with the User
Department;”
PURPOSE
To obtain approval to purchase one (1)
Zamboni ice surfacing machine for the Thornhill Community Centre.
BACKGROUND
Council at its January 20, 2009 (Attached)
meeting resolved that Frank J. Zamboni & Co. Ltd. be established as the
Town’s sole source for Zamboni ice surfacing machines for the next five years
(2009-2013).
Staff initially
received a price increase of 5% for the 2009 purchase due to the following:
·
Front
axle / rear axle: Increase
of 5% / 2% respectively
·
Engine
component Increase
of 4%
·
Transfer
case (underbody) Increase of
43%
·
Chassis,
Snow tank, Conditioner Increase of 4.5%
·
Labour Increase
of 3%
The comparison is
as follows:
2008 - $91,731.60
2009 - $95,952.20
- Submitted price
After review of
the price proposal, Staff reviewed
options and eliminated the advanced watering system valued at $4,550.00 as this
is not a preferred option for the Thornhill Community Centre and to minimize
any year over year price increase.
Therefore, the recommended award is $91,402.20 ($95,952.20 - $4,550.00)
which is a 0.004% purchase price increase over 2008.
Additionally,
Staff negotiated with Frank J. Zamboni & Co. Ltd. the inclusion of one pair of hockey nets valued at
$350.00 and two pairs of back support pads valued at $300.00 at no additional
charge to the Town.
171-S-09 Thornhill C.C. Zamboni
Replacement Page
2 of 2
________________________________________________________________________________________________
Ice resurfacing
machines are evaluated on an hourly use basis.
It is an industry standard that one hour of use equates to 70 KM of
driving. When the hours of use exceed
5,000 hours, it is recommended that the ice resurfacing machine be traded in to
avoid costly repairs and inconvenient breakdowns.
The current ice resurfacing machine at the Thornhill
Community Centre was purchased in 1998 and has had numerous minor repairs. Based on the tachometer reading, this unit
has 5,435 hours which equates to 378,000 KM (243,000 miles). Based on feedback from Frank
Kellner, Regional Sales Manager at Frank J. Zamboni, machines
that reach 4,000 hours experience higher maintenance costs and typically
machines that exceed 5,000 hours have met their useful life. Based on this feedback this ice resurfacing
machine has surpassed the industry standard.
The Recreation Department typically replaces one
machine per year through the capital budget process. Replacement is requested every ten years at
the single pad arenas and every 5 years at the twin pad facilities. Further, a condition assessment is completed
annually to determine which machine is best suited for trade-in.
The ice
resurfacing machine currently used by the Thornhill Community Centre, vehicle
number 520-6134, will be sold in accordance with Purchasing
By-law 2004-341, Part V Disposal of Personal Property and proceeds in the
amount of $11,370.00 will be posted to account 890 890 9305 proceeds from the
sale of other fixed assets.
STAFF AWARD REPORT
Page 1 of 2
|
To:
|
Brenda Librecz,
Acting Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
July 29, 2009
|
|
Prepared
by:
|
|
*Brenda Librecz, Acting Chief Administrative Officer
from July 30th / 31st and Aug 4th
RECOMMENDATION
|
Recommended Supplier
|
CIMCO
Refrigeration (Preferred Supplier)
|
|
Current
Budget Available
|
$ 50,000.00
|
See Financial Consideration section (see below)
|
|
Less cost of award
|
$ 51,790.00
|
Price inclusive of PST, exclusive of
GST
|
|
Budget
Remaining after this award
|
($ 1,790.00)
|
**
|
* Consulting Fees of $5,000 have been
committed against this account for the Milliken CC and Clatworthy Arena
projects.
Staff
recommends: THAT the tendering process
be waived in accordance with Purchasing
By-Law 2004-341, Part II, Section 7 (f) which states “where, for any reason, a
call for Tenders does not result in the successful award of a tender”.
PURPOSE
To obtain approval to award the contract
for the required labour, equipment and materials needed to
complete the refrigeration control system modifications at the Milliken Mills
Community Centre and R.J. Clatworthy Arenas.
BACKGROUND
The control panels at both facilities have
met the lifecycle requirements (20+ years) and are required to be upgraded to
today’s standard which includes the safety devices and alarms.
OPTIONS/DISCUSSIONS
In July 2009, request for quotation
188-Q-09 was issued publicly to the Marketplace through the electronic
tendering network with fifteen (15) bidders downloading the document and 2
bidders picking up the document at the Contact Centre. From the total of seventeen (17) bid takers,
only CIMCO Refrigeration responded with a bid submission.
Combination of factors resulted in the lack
of bid responses: many of the bid takers
work with ammonia systems only and this specific bid package (being control
system / panel upgrades) did not pertain to them; for others, the requested
work schedule (Arena Shut-Down) as highlighted in the bid package conflicted
with tender workloads, and could not be committed to.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
July
17th, 2009
|
|
Number picking up bid documents
|
17
|
|
Number responding to bid
|
1
|
The initial bid submitted from the
recommended supplier (CIMCO Refrigeration) was $69,184.80 and after bid closing
as allowed under the terms and conditions of the contract document, Purchasing worked with the User Department in
mediating a change in scope of work which was needed to negate the budgetary
constraints. The changing from a breaker
panel to a fuse panel, consistent with the other arenas in Markham allowed the Town to reduce the cost
of this project by $17,394.80.
STAFF
AWARD REPORT Page
1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
July 23, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
ITT Flygt Water
& Wastewater (Preferred Supplier)
|
|
Original Budget and Account #
|
$ 200,000.00
|
053-6150-7240-005
Sewer Works Project
|
|
Current Budget Available
|
$ 99,999.99
|
*
|
|
Less cost of award
|
$ 80,436.24
|
Total Cost of Award, Inclusive of PST, Exclusive of GST
|
|
Budget
Remaining after this award
|
$ 19,563.75
|
**
|
* The sewer works project is complete and
the available funding was originally to be returned to the Waterworks
reserve. Originally, the sanitary pumps
are scheduled to be replaced in 2010.
However, due to the urgent need to replace them now, the remaining
funding from the Sewer Works Project is to be redirected to fund the cost of
this replacement.
** The remaining balance of $19,563.75 will
be returned to the original funding source.
THAT the tendering process be waived in
accordance with Purchasing By-Law
2004-341, Part II, Section 7 (1) (b) “where the Town is acquiring specialized
equipment, in which case the source of supply may be identified based on
technical specifications prepared by the User Department staff.”
PURPOSE
To
obtain approval to award the contract for the replacement and installation of a
submersible sanitary sewage pumps compatible with the existing pump
installation and controls at the Calvert Road sanitary sewage pumping station.
BACKGROUND
The Calvert Road
sanitary sewage pumping station provides sewage lift for the Cachet Woods
sub-division, utilizing four 66kW (88hp) submersible pumps. This Calvert road pumping station has been in
operation for over 14 years. The
expected lifecycle for the pumps is 20 to 25 years, therefore each pump has
approximately 6 years of useful life remaining under normal usage. The installed pumps are all supplied by ITT Flygt.
The pumps in the
station have had a history of becoming partially blocked from debris on the
inlet side of the pump. This was due to the development of the subdivision
where construction material along with stone and sand made its way into the sanitary
sewer and the pumping station. Currently excessive amount of debris is still
making its way to the pumping station. These blockages cause the pumps to run
for unusually long periods (hours) at minimal efficiency while pumping very
little sewage. This excessive run time
causes additional wear and tear on the pump and leads to pre-mature failure of
the pump. Waterworks has been reviewing the causes of the blockage together
with the sources of the debris, and have been looking into ways to minimize the
impact to the pumps.
Most recently
Waterworks has tested a newer model of the pump with a different inlet design
that is more resistant to clogging. During the one month trialing period,
Waterworks monitored the pump operation on a weekly basis and no blockages were
observed, thus came to the conclusion that this type of pump would improve the
pumping station operation and maintenance. Therefore Waterworks are
recommending this new model as the replacement, as it has been proven to be
effective for our use. Another advantage of this new pump is the lower energy
rating, which will reduce the energy usage in order to provide further support
to the Town’s Green Initiatives.
OPTIONS/DISCUSSIONS
The Town has
standardized the use of Flygt Submersible Pumps in all Town of Markham Sanitary and Storm Lift Stations. The
principle of Pumping Station design is to select pump make and type and then
design the piping and operating controls to match the pumps. Pumps are always
the priority and because the rest of the pumping station configuration depends
on them. It is important to select a reliable and proven manufacturer and
distributor for reliable service.
ITT Flygt pumps
are recognized benchmark for reliability and service ease by the
water/wastewater industry and therefore their pumps are specified for the
majority of pumping stations by the consultants and users. Changing of one or
two pumps to different manufacturer among the four pumps in this pumping
station would require total redesign of the pumping station because they would
not be compatible with the other pumps and controls. Even if we would redesign
the pumping station and replace all ITT
Flygt pumps with different brand “X”, we would have to replace all piping and
operating controls at a far greater cost and would eventually need to replace
the Brand “X” over the years with these pumps, piping and controls again being
proprietary to Brand “X”.
STAFF AWARD REPORT Page 1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
July 28, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Toronto and Region Conservation Authority
(Preferred Supplier)
|
|
Current Budget Available
|
$ 165,509
|
Budget remaining for projects 7836, 8510, 9201 & 9187 *
|
|
Less cost of award
|
$ 85,646
|
Total Cost of Award, Inclusive of PST, Exclusive of GST
|
|
Budget
Remaining after this award
|
$ 79,863
|
**
|
* See Financial Considerations.
**Remaining amount of $79,863 to be spent
on additional planting within the criteria of the Trees for Tomorrow Program.
THAT the tendering process be waived in
accordance with Purchasing By-Law
2004-341, Part II, Section 7 (2) (e) - Tenders,
Requests for Proposal and Requests for Quotation may not be required for goods
and services to be provided by any of the following: Toronto and Region Conservation Authority
(TRCA)
PURPOSE
To
obtain approval to award the contract for the supply, site preparation,
delivery and planting of trees and shrubs for the Trees for Tomorrow Program.
BACKGROUND
As
part of the Trees for Tomorrow program of planting trees within parks and
valleylands, this program includes
plantings with the public and some plantings of larger caliper trees by
TRCA staff for environmental and aesthetic purposes. The TRCA landscape architects work with
Operations staff, environmental not for profit groups and community groups to
conduct site assessments, develop planting plans, prepare planting beds, supply
native trees and shrubs. In areas where
difficult terrain limits public access, TRCA staff can conduct plantings
including the planting of larger trees for diversity and aesthetics. Planting locations are MOEE Pond (248 trees),
Highway 7 & Rodick Road (338 trees), Pomona
Mills Park (135 trees), Grandview
Park (200 trees), Wismer valleyland (546 trees) and Austin Drive
Park (433 trees) for at
total of 1,900 trees.
The principles of these types of plantings specifying
appropriate plant species are in keeping with the TRCA mandate to protect and
enhance greenspaces as well as environmental education and stewardship. TRCA staff also inform
Operations staff of other programs and initiatives that can be beneficial with
other programs. This is a valuable
partnership which promotes sustainability.
As part of the TRCA 50/50 Community Project, TRCA
contributes $20,000 towards this program.
If Town staff were to develop the plans in house, they
would require an application and permit approval from the TRCA’s planning
section, which would delay the project for many months through the review
process. Working directly with
Restoration Services Centre staff, incorporates the principles of the formal
TRCA review process while significantly reducing timelines and streamlining the
process. The estimated cost of
consulting fees would exceed $8,000. The
cost of plant material is in keeping with nursery prices, as there are no mark
ups or handling fees.
TRCA staff are also familiar with working effectively
in valleylands that are often difficult to access and follow environmental
protocol that protects the natural resource.
Plant material is also either grown or sourced locally
and are verified as native plant stock, which is a TRCA requirement in
valleylands.
225-S-09
Supply, Site Preparation, Delivery and Planting of Trees and Shrubs for the
Trees
for Tomorrow Program Page 2 of 2
The TRCA landscape architects also often are on site
the day of the community plantings, assisting with plant material layout and
providing planting guidance and education.
FINANCIAL CONSIDERATIONS
|
Project #
|
Account #
|
Original Budget
|
Spent
|
Committed
|
Budget Available
|
Less: Cost of Award
|
Budget Remaining after
Award
|
|
7836 - Tree Planting Initiative -
Phase 1
|
700-101-4299-7836,
700-101-5399-7836, 700-101-5699-7836,
|
$250,000
|
$164,005
|
$ 82,432
|
$ 3,563
|
$
3,563
|
$ -
|
|
8510 - Trees for Tomorrow Donation
|
700-101-4299-8510,
700-101-5399-8510, 700-101-5699-8510,
|
$
72,101
|
$
46,870
|
$ 3,904
|
$ 21,327
|
$ 21,327
|
$ -
|
|
9201 - Markham Trees for Tomorrow - Year 3
|
700-101-4299-9201,
700-101-5399-9201, 700-101-5699-9201
|
$250,000
|
$
3,569
|
$125,812
|
$120,619
|
$ 40,756
|
$ 79,863
|
|
9187 - TRCA 50/50 Community Project
|
700-101-4299-9187,
700-101-5399-9187, 700-101-5699-9187
|
$ 20,000
|
$ -
|
$
-
|
$
20,000
|
$ 20,000
|
$ -
|
|
Total
|
|
$592,101
|
$214,444
|
$212,148
|
$165,509
|
$
85,646
|
$ 79.863
|
STAFF AWARD REPORT
Page 1 of 2
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
August 20, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended
Supplier
|
Diebold Company
of Canada
(Preferred Supplier)
|
|
Current Budget
Available
|
$ 219,200.00
|
**070-5350-9521-005
Centennial Additions*
|
|
Less cost of
award
|
$ 177,542.80
|
Inclusive of
Disbursement, Exclusive of GST
|
|
Budget Remaining after this award
|
$ 41,657.20
|
***
|
*The budget of $225,000 is the amount identified to
Council (June 2009) for the additional work on the security system at
Centennial CC.
** $5,800 was used for a consultant to perform the
peer review for the costs related to security work remaining at Centennial CC.
*** The remaining balance will remain in the account
until completion of the work at the Centennial CC.
Note: Reimbursements of Security
System costs to be vetted through legal with the intention that the Town will
pursue recovery of these funds paid to Canning but not dispensed to
Diebold.
Staff
further recommends:
THAT
the tendering process be waived in accordance with Purchasing
By-Law 2004-341, Part II, Section 7 (1) which states (g ) where it is in the
Town’s best interest not to solicit a competitive bid.
PURPOSE
To obtain approval to award the contract for
completion of the installation of a security system at Centennial CC.
BACKGROUND
The Town of Markham entered into a
contract with Canning Construction in 2005 for the renovation of the Centennial
CC. Canning Construction sub-contracted
and executed a contract with Diebold Company of Canada
(Diebold) through a competitive bidding process for installation of the security system in the amount
of $141,780.00. Since this date, Diebold has completed
approximately 70% of the security system installation and has yet to be paid
through Canning Construction even though the Town has paid 95% of the
electrical component which included the security system to Canning
Construction. The Town will pursue recovery
of monies paid to Canning that were not paid to its subcontractor for work
done.
In order to finalize the completion of Centennial
CC renovations and ensure the safety of employees, residents (users) and
minimize any incidents of theft at Centennial CC, Staff is recommending
commencing with completion of security system installation with Diebold. Additionally, Staff is requesting approval
for change order # 1 in the amount of $19,247.80 for fourteen (14) electronic
access control doors and change order # 2 in the amount of $16,515.00 for
various construction changes for a total award amount of $177,542.80.
246-S-09
Centennial CC Security System Page
2 of 2
________________________________________________________________________________________
OPTIONS/DISCUSSIONS
Diebold has been
certified by Hoffman and Companies to have completed 70% of the scope of work
and is aware of the requirements required to complete the project. Hiring of a new contractor through a
quotation process would further delay and impact the completion of this
project. Diebold pricing proposal other
than the change orders is in 2006 pricing, and as such is considered
competitive in current market conditions.
The Town hired
Hoffman and Companies, a security consultant, to perform a peer review on Diebold’s
cost submission. Hoffman and Companies reviewed financial details involved to
supply, install and complete the base contract along with the necessary
security project installation revisions, project documentation, specifications
and drawings. Subsequently, Hoffman and
Companies have reported that Diebold’s quotes are reasonable and in accordance
with market rates for this scope of work.
STAFF AWARD
REPORT Page 1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Consultant
|
Strategic Mapping
(Preferred supplier)
|
|
Budget allocated
|
$ 22,515.00
|
700 504 5120 AVL
Software Hosted Solution
|
|
Less cost of
award
|
$
8,149.80
$105,947.40
$114,097.20
|
3.0 months -
2009 Software Hosted Solution Fee
39 months,
2010 - 2016 Software Hosted Solution Fee–* Total award for 42 months
(2009-2016) – Excl GST
|
|
Budget Remaining after this award
|
$
14,365.20
|
|
*Subject
to Council approval of operating Budget
Note: The Software application is hosted, in other
words does not reside on Town’s Network
Staff
recommends:
THAT the tendering process
be waived in accordance with Purchasing
By-Law 2004-341, Part II, Section 7: (1) (c) when the extension of an existing
contract would prove more cost-effective or beneficial.
PURPOSE
To obtain
approval on an appropriate contract for Automatic Vehicle Locators (AVL) Software Services for a seven (7) year term
with an out-clause after year three (3).
BACKGROUND
During the Council
workshop in the spring of 2008, the need for installing AVL’s
on Town and contractor’s equipment was identified. Installing AVL’s
would enable the Town access to a detailed road routing to better mange risk
relating to claims during winter. Further data collected from the AVL’s will provide the necessary backup documentation
to make payments to contractors for hours utilized.
Operations Staff
conducted five vendor demonstrations of AVL
equipment, performance and compatibility and as a result Strategic Mapping (SM)
was selected as the preferred vendor to supply Hardware (AVL Units) and Software solutions (monthly
airtime). The requirement for AVL’s was included in the tenders in 2008 for the
Tandem and Single Axle Combination Plows and the Sidewalk Winter
Maintenance.
Therefore, pricing
was requested from SM for both hardware and software support costs for a 7 year
term, since this aligned with the duration of the Tandem and Sidewalk contracts
awarded in 2008.
Since 2008, Staff
(15 AVL units) and Winter
Maintenance Contractors (53 AVL
units) have procured the necessary units to be installed within the vehicles
from SM. However, the required Software
solution (monthly airtime) and contractual agreement has yet to be finalized
through the Town and SM.
Based on the
rational that the Town’s ITS department will be able to provide an alternative
solution in the coming years through the wireless data and voice communication
network which will include an AVL
solution operating
on the Town’s
network. Additionally, since SM price
for a three (3) term contract is considerable higher for monthly costs
($100/month) compared with ($39.95/month) than that of a seven (7) year
term.
Contract Extension - 214-S-08
Airtime for Automatic Vehicle Locators (AVLs) Page 2 of 2
Staff is
recommending a mutually agreeable solution with SM to execute the Software
solution (monthly airtime) for a seven (7) year term with an option to exit
after the 3rd year of the contract (spring of 2012).
This flexibility
allows the Town to maintain the lower monthly costs and lower overall cost commitment
whilst having the opportunity to extend at the same monthly costs or terminate
dependant on timing of internal AVL
solution.
The options are identified below:
Option A. 3 year term – Minimum of 6 months / year
Monthly Airtime $100 / mth x 6 months / year x 68 units =
$40,800 / year or $122,400 (3 years)
Hardware $1,099 x 68 units = $74,732
Total commitment $197, 132
(3 year term)
This cost does not include monthly cellular data with Bell or Rogers.
Option B. 7 Year term - Minimum of 6 months / year with
an out-clause after year 3 with a penalty clause
Monthly Airtime $39.95 / mth x 6
mths / year x 68 units = $16,299.60/year or $48,898.80 (3 years)
Hardware $1,099 x 68 units = $74,732
Total commitment $123,630.80
(3 year term)
This cost does not include monthly cellular data with Bell or Rogers.
Note: Option B has the following termination penalties after year three (3)
·
Termination
after completion of year three (3)
$ 91,217.00
·
Termination
after completion of year four (4) $
68,405.00
·
Termination
after completion of year five (5) $
47,341.00
·
Termination
after completion of year six (6) $
23,670.00
OPTIONS/DISCUSSIONS
The cost savings
associated with using the Town’s own wireless data and voice communication
network based AVL system are significant. Therefore, a joint recommendation is being
made by ITS and Operations staff and endorsed by Purchasing
to pursue option B with SM so that the cost savings of using the Town’s Network
for AVL could be realized sooner.
The benefits of
the Town’s own wireless data and voice communication network are the
elimination of 3rd party monthly Software fees ($39.95/month/unit)
along with the elimination of cellular air time (Bell or Rogers).
|
To:
|
John Livey,
Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
June 29, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended
Contractor
Recommended
Consultant
|
Brennan Paving
& Construction Ltd. (Lowest priced Supplier)
Award # 1
Cole Engineering (Highest ranked / Lowest priced
Supplier) Award # 2
|
|
Current Budget
Available
|
$ 3,944,343.60
$ 1,245,789.00
|
083-5350-8502-005 Multi-Use-Path Construction
083-5350-8114-005 Cycling / Pathways
|
|
$
5,190,132.60
|
|
Less cost of award
|
$ 1,484,822.23
$
148,482.22
$ 1,633,304.45
$
70,600.00
$
10,590.00
$
20,000.00
$
101,190.00
$ 1,734,494.45
$ 130,087.08
$ 1,864,581.53
|
Award
# 1
Construction (lowest priced Bidder)
Construction Contingency (10%)
Total inclusive of PST and exclusive of GST
Award
# 2
Contract Administration
Contract Administration Contingency (15%)
Allowance - extend Contract Administration to 2010*
Total award (Excluding GST)
Total
award # 1 & 2
Engineering
Dept Project Management Fees (7.5%)
Total
Project Cost
|
|
Budget remaining after this award
|
$ 2,311,039.15
$ 1,014,511.92
|
083-5350-8502-005
Multi-Use-Path Construction**
083-5350-8114-005
Cycling / Pathways
|
*Should the construction of the Multi-Use-Path be extended into 2010, an
allowance is requested for $20,000.00 to cover the Construction Administration
cost in 2010.
** The remaining
balance of funds will be used for construction of the section of the
Multi-Use-Paths within Milne Conservation Area as detailed in the Municipal
Infrastructure Investment Initiation Program grant application (Appendix A).
PURPOSE:
To obtain approval to award the contract for construction of a Multi-Use-Path
on Major Mackenzie Drive
(Highway 48 to Donald Cousens
Parkway) and on Donald Cousens Parkway (Major Mackenzie Drive
to Highway 407). Additionally, to obtain
approval to award the contract for the Construction
Administration Services, Multi-Use-Pathway, Major Mackenzie Drive and Donald Cousens Parkway.
BACKGROUND:
the Town in 2008. Another 4.0
kilometers of Multi-Use-Path on Major
Mackenzie Drive between Kennedy Road and Highway 48 will be
completed before summer of 2009 by the Town’s under Contract 103-T-08.
The proposed award of tender 131-T-09 is for the Multi-Use-Path
construction
on Major Mackenzie Drive (Highway 48 to Donald
Cousens Parkway) and on Donald Cousens Parkway (Major Mackenzie Drive to
Highway 407). Through this award approximately 8.0 km of
Multi-Use-Path will be constructed. Funding for this project is from the
Municipal Infrastructure Investment Initiative offered by Infrastructure Ontario. The remaining 2.5 kilometers of
Multi-Use-Path is to be designed and constructed within the Milne Conservation
Area.
The award of request for proposal (RFP) 146-R-09 is for
the Construction Administration Service of the Multi-Use-Path, Major Mackenzie
Drive and Donald Cousens Parkway.
The RFP 146-R-09 covers the Construction Administration cost in 2009 and
includes $20,000.00 allowance should the construction of the Multi-Use-Path be
extended into 2010.
Award
# 1 - Met all criteria
BID INFORMATION: 131-T-09 Multi-Use-Path Construction
|
Advertised
|
ETN (Biddingo)
|
|
Tender closed on
|
May 6, 2009
|
|
Number picking up tender documents
|
9
|
|
Number responding to tender
|
5
|
Detailed
Pricing Information
|
Contractors
|
Prices (exclusive of GST)
|
|
Brennan Paving &
Construction
|
$1,484,822.23
|
|
Aloia Bros. Concrete Contractors
|
$1,737,274.82
|
|
Loc Pave Construction Ltd.
|
$1,793,000.00
|
|
Serve Construction
|
$1,814,094.30
|
|
Curbside Construction
|
$1,862,975.50
|
The
bids have been verified for accuracy and compliance with the tender terms and
conditions. Purchasing has reviewed
the references of the lowest bidder and is satisfied with these recommendations
of references.
Award # 2 - Since this is a RFP, it falls
outside criteria
BID INFORMATION: 146-R-09 Construction Administration Services,
Multi-Use-Pathway
|
Advertised
|
By invitation
|
|
Tender closed on
|
May 27, 2009
|
|
Number of Consultants invited
|
8
|
|
Number of Consultants responded
|
4
|
PROPOSAL EVALUATION
The proposals were evaluated by staffs from the Town of Markham Engineering Department and Purchasing
Department. The proposals were verified for accuracy and compliance with the
Terms and Conditions of the RFP: Experience & Related
Projects 15%, Understanding of Project 5%, Qualification & Quality Management
20%, Qualification –Geotechnical Service 15%, Qualification –Electrical Service
5%, Scheduling Methodology 5%, Price 30%, Health & Safety Policy 5%,
totaling 100%.
The ranking results are as follow:
|
Consultants
|
Score (out of 100)
|
Ranking
|
|
Cole Engineering
|
85.2%
|
1
|
|
Municipal Engineering Solutions
|
84.4%
|
2
|
|
AECOM
|
83.3%
|
3
|
|
Urbantech
|
80.3%
|
4
|
Note: The recommend proponent (Highest ranked /
Lowest priced supplier), Cole Engineering was 18%
lower in price than the second lowest priced proponent.
STAFF
AWARD REPORT
|
To:
|
Alan
Brown, Director Engineering
|
|
Re:
|
|
|
Date:
|
June 10, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
560789
Ontario Limited - R & M Construction
(Lowest Priced Bidder)
|
|
Original Budget and Accounts #
|
$ 1,045,448.00
|
640-101-5699-7074 Downstream Improvements (2006)
|
|
Budget Available
|
$
260,232.00
|
640-101-5699-7074 Downstream Improvements (2006)
|
|
Less cost of award
|
$ 81,757.00
$ 12,264.00
$ 94,022.00
$ 14,103.00
$
108,125.00
|
Excluding GST
Contingency (15%)
Total Award
Internal Management Fees (15%)
Total Project Costs
|
|
Budget Remaining after this award
|
$ 140,137.00
|
*
|
* The remaining balance in
the amount of $140,137.00 shall be used for the second phase of the
construction for the restoration of erosion sites as budgeted for within
account 083-5350-7074-005.
PURPOSE
To obtain approval for awarding a construction contract for erosion
restoration Mount
Joy Creek
at Tuclor lane.
BACKGROUND
A
study for Markham Watercourse Erosion Restoration Implementation Plan has been
undertaken in conformity with the Municipal Class Environmental Assessment
process to establish existing and potential future erosion conditions in the
Town’s watercourses and to identify potential restoration strategies. The study
prioritized a list of sites with specific erosion problems deemed to require
remedial works. This erosion site area
occurs along approximately 70 m of Mount
Joy Creek,
upstream and downstream of Tuclor
Lane.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids
closed on
|
June
5, 2009
|
|
Number
picking up bid documents
|
17
|
|
Number
responding to bid
|
4
|
PRICE SUMMARY
|
Supplier
|
Price (exclusive of GST)
|
|
560789 Ontario Limited - R & M
Construction
|
$
81,757.00
|
|
Dontex
Construction Ltd.
|
$117,665.00
|
|
Maram
Building Corp.
|
$124,195.39
|
|
Cambridge Landscaping Inc.
|
$147,
321.35
|
STAFF
AWARD REPORT
|
To:
|
Jim
Baird, Commissioner of Development
Services
|
|
Re:
|
|
|
Date:
|
July 28, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
R&M
Construction. (Lowest Priced Supplier)
|
|
Current Budget
Available
|
$ 1,757,194.00
|
64010156998377 Erosion Sites (2008)
|
|
Less cost of award
|
$ 221,255.50
$ 33,188.33
$ 254,443.83
$ 30,533.26
$ 284,977.00
|
Price inclusive of PST, exclusive of
GST
Contingency (15%)
Total Award
Internal Management Fees (12%)
Total Project Costs
|
|
Budget
Remaining after this award
|
$ 1,472,216.92
|
*
|
* The remaining
balance in the amount of $1,472,216.92
shall be used for the second phase of
the construction for the restoration of erosion sites such as German
Mills & Mount Joy as budgeted for
within account 640-101-5699-8377
PURPOSE
To obtain approval to award the contract
for the construction of the Markham Creeks Erosion Restoration at East Don
Tributary at Steele Valley Road.
BACKGROUND
A study for Markham Watercourse Erosion Restoration Implementation Plan
was undertaken along with the Municipal Class Environmental Assessment process
to establish existing and potential future erosion conditions in the Town’s
watercourses and to identify potential restoration strategies. This project area occurs along the East Don
River Tributary, in
the vicinity of property # 53
and 54 Steele Valley Road
and extends northward into Proctor
Park.
The selected Vendor has done similar work for the Town
with a proven track record, and understands the Town’s policies which could be
beneficial. The completed reference
checks on file were all positive.
BID
INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
July
17th, 2009
|
|
Number picking up bid documents
|
8
|
|
Number responding to bid
|
4
|
PRICE SUMMARY
Supplier
|
Price
inclusive of PST, exclusive of GST
|
|
R&M Construction
|
$ 221,255.50
|
|
Cedar
Springs landscape Group Ltd.
|
$ 278,974.42
|
|
Dynex
Construction Ltd.
|
$ 319,430.00
|
|
Pine
Valley Enterprises Inc.
|
$ 345,445.00
|
STAFF
AWARD REPORT Page
1 of 2
|
To:
|
Alan Brown,
Director, Engineering
|
|
Re:
|
|
|
Date:
|
August 18, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Stacey Electric
Company Limited (lowest priced Supplier)
|
|
Current Budget
Available
|
$ 466,699.22
|
083-5350-8400-005
Town Wide Street Illumination
|
|
Less cost of award
|
$
68,593.60
$
10,289.04
$
78,882.64
$
11,832.40
$ 90,715.04
|
Construction (Excluding GST)
Construction Contingency (15%)
Total award (Excluding GST)
Engineering
Dept Project Management Fees (15%)
Total Project Cost
|
|
Budget Remaining after this award
|
$ 375,984.18
|
*
|
* The balance will
be applied to the installation of illumination on Major Mackenzie Drive between Woodbine Avenue and
Prospector’s Drive as budgeted for within account 083-5353-8400-005.
PURPOSE:
To obtain approval to award the contract for the installation of illumination on 9th Line
between the Cul-de-sacs South of Ridgevale Drive and Rough Bank Drive.
BACKGROUND:
The lack of street lighting on the existing 9th Line between
the Cul-de-sac South of Ridgevale Drive and Rough Bank Drive
has become crucial as the increase in pedestrian and vehicular traffic to and
from the new subdivision located in the vicinity of the existing 9th
Line.
In 2009 the Town retained Moon-Matz Ltd. to prepare the illumination
design for the existing 9th Line between the
Cul-de-sacs South of Ridgevale Drive and Rough Bank Drive.
This contract is to supply and install street lighting to the existing 9th
Line between the Cul-de-sacs South of Ridgevale Drive
and Rough Bank Drive.
The Town is responsible for illumination on Local roads except at Regional
intersections. It is expected the construction will start in September 2009 and
be completed by November 2009. The total cost of this project is within the
approved budget and any remaining funds will be used to fund the illumination
project on Major Mackenzie Drive.
BID INFORMATION:
|
Advertised on
|
ETN
(Biddingo)
|
|
Tender closed at
10:00 am on
|
August 7, 2009
|
|
Number picking up tender documents
|
5
|
|
Number responding to tender
|
4
|
207-T-09 9th
Line Illumination -Between Cul-de-sacs South of Ridgevale Drive & Rouge
Bank Dr
Page 2 of 2
Detailed
Pricing Information:
|
Contractors
|
Prices
(exclusive of GST)
|
|
Stacey Electric Company Limited
|
$68,593.60
|
|
Fellmore Electrical Contractors Ltd.
|
$72,451.32
|
|
Guild Electric Limited
|
$75,296.30
|
|
AGI Traffic Technology Inc.
|
$120,695.60
|
The
bids have been verified for accuracy and compliance with the tender terms and
conditions. Purchasing has reviewed
the references of the lowest bidder and is satisfied with these recommendations
of references.
STAFF
AWARD REPORT
|
To:
|
John
Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
August 17, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Dynex
Construction Ltd. (Lowest Priced Supplier)
|
|
Current Budget
Available
|
$ 1,956,638.69
|
64010156998377 Erosion Sites (2008)
|
|
Less cost of award
|
$ 411,496.50
$ 61,724.48
$ 473,220.98
$ 56,787.52
$ 530,007.49
|
Price inclusive of PST, exclusive of
GST
Contingency (15%)
Total Award
Internal Management Fees (12%)
Total Project Costs
|
|
Budget
Remaining after this award
|
$ 1,426,631.20
|
*
|
*
The
remaining balance in the amount of $1,426,631.20 will be used for the
second phase of the construction for the restoration of erosion sites such
as Mount Joy and the Rouge River
as budgeted for within account 640-101-5699-8377
PURPOSE
To obtain approval to award the contract
for the construction of the Markham Creeks Erosion Restoration of the German
Mills Tributary at Leslie and 14th Lane and German Mills Creek at 7015 Leslie.
BACKGROUND
A study for Markham Watercourse Erosion Restoration
Implementation Plan was undertaken along with the Municipal Class Environmental
Assessment process to establish existing and potential future erosion
conditions in the Town’s watercourses and to identify potential restoration
strategies. This project area occurs along German Mills Tributary at
Leslie/14th lane Erosion Restoration (site 1) and German Mills Creek at 7015
Leslie Street Erosion Restoration (site
2).
The selected Vendor has done similar work for the Town
with a proven track record, and understands the Town’s policies which could be
beneficial. The completed reference
checks on file were all positive.
BID
INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
August
5, 2009
|
|
Number picking up bid documents
|
14
|
|
Number responding to bid
|
3
|
PRICE SUMMARY
Supplier
|
Price,
exclusive of GST
|
|
Dynex Construction Ltd.
|
$ 411,496.50
|
|
Cambridge
Landscape Inc.
|
$ 436,542.75
|
|
R&M
Construction
|
$ 494,214.50
|
STAFF AWARD REPORT
Page 1 of 2
|
To:
|
Alan
Brown, Director, Engineering
|
|
Re:
|
|
|
Date:
|
August 17, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
R
& M Construction. (Lowest Priced Supplier)
|
|
Original Budget and Account #
|
$2,009,400.00
|
64010156998377
Erosion Sites (2008)
|
|
Current Budget
Available
|
$1,426,631.20
|
|
|
Less cost of award
|
$ 84,726.50
$ 12,708.98
$ 97,435.48
$ 14,615.32
$ 112,050.80
|
Price inclusive of PST, exclusive of
GST
Contingency (15%)
Total Award
Internal Management Fees (15%)
Total Project Costs
|
|
Budget
Remaining after this award
|
$1,314,580.40
|
*
|
*The remaining
balance in the amount of $1,314,580.40
shall be used for the second phase of
the construction for the restoration of erosion sites such as Rouge River
as budgeted for within account 640-101-5699-8377.
PURPOSE
To obtain approval to award the contract
for the construction of the Markham Creeks Erosion Restoration along Mount Joy Creek
at Carman Lewis Park.
BACKGROUND
A study for Markham Watercourse Erosion Restoration
Implementation Plan was undertaken along with the Municipal Class Environmental
Assessment process to establish existing and potential future erosion
conditions in the Town’s watercourses and to identify potential restoration
strategies. This project area occurs along Mount Joy Creek
at Carman Lewis Park.
BID
INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
August
7, 2009
|
|
Number picking up bid documents
|
12
|
|
Number responding to bid
|
3
|
PRICE SUMMARY
Supplier
|
Price,
exclusive of GST
|
|
R&M Construction
|
$ 84,726.50
|
|
Cambridge
Landscape Inc.
|
$121,848.80
|
|
MTM
Landscaping
|
$152,430.60
|
|
To:
|
Brenda Librecz,
Acting CAO
|
|
Re:
|
|
|
Date:
|
July 11, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended
Consultant
|
Municipal Engineering Services (Highest Ranked / 2nd
lowest Priced Supplier)
|
|
Current Budget
Available
|
$ 1,999,923.00
|
083-5350-9302-005 Sidewalk Requests
|
|
Less cost of award
|
$ 188,430.00
$ 28,264.50
$ 5,652.90
$ 222,347.40
$ 26,681.69
$ 249,029.09
|
Design & Contract Administration
Design & Contract Admin Contingency (15%)
Field and Laboratory Testing Allowance
(3%)
Total award (Excluding GST)
Engineering
Dept Project Management Fees 12 %)
Total Project Cost
|
|
Budget remaining
after this award
|
$
1,750,893.91
|
|
* The remaining
balance of funds will be used for the design and construction of the 2009
sidewalk program.
PURPOSE:
To obtain approval to award the
contract for the detail design and construction administration of the 2009
Sidewalk Program.
BACKGROUND:
The Engineering
department administers sidewalk construction with funding from the Development
Charges (DC) program. These funds are used to provide sidewalk along Regional
roads and on local collector roads.
Staff has developed a five year sidewalk Capital program to schedule the
design, approvals and construction in a timely manner. The proposed award is
part of the 2009 Sidewalk Program and includes 9th Line, 16th
Avenue, Kennedy Road, Woodbine Avenue, Don Mills Road, Highway 7, Esna Park
Drive and Courtfield Crescent. Through this award approximately 7.5 km of
sidewalk will be designed and the construction work will be administered in
2009/2010.
The current 2009 Sidewalk Program
includes approximately 19.2 kilometres of sidewalk to be constructed for the
year. To date, approximately 3.0 kilometers of sidewalk has been awarded (i.e.
Woodbine By-Pass & Birchmount Road) as a part of the Town contracts and is
scheduled to be completed in 2009. Another 3.0 kilometres of sidewalk will be
tendered (i.e. Woodbine, McCowan and Yonge
Street) by August 2009 and is anticipated to be completed
by the end of the year. The Region of York currently has 1.0 kilometre of
sidewalk that has been awarded as a part of their works (i.e. 9th
Line) for 2009. Engineering
Department earlier in the year, forwarded a list of sidewalk locations (approximately
4.7 kilometres) to the Operatons Group to be included as a part of their 2009
Town wide sidewalk program, but due to unforeseen events, Operations Department
has advised Engineering (June 2009)
that they can no longer accommodate Engineering’s
sidewalk list. Engineering
department will have to issue an RFP to initiate the design for these sidewalk
locations.
BID INFORMATION:
|
Advertised
|
ETN & Invitation
|
|
Tender closed on
|
June 10, 2009
|
|
Number picking up tender documents
|
9
|
|
Number responding to RFP
|
3
|
147-R-09 2009
Sidewalk Program, 9th Line, 16th Ave, Kennedy Road,
Woodbine Ave, Don Mills Rd, Hwy 7 & Esna Park Drive & Courtfield
Crescent Page
2 of 2
PROPOSAL EVALUATION
The evaluation team was comprised of staff from the Engineering Department with purchasing acting as the
facilitator. The evaluation was based on
pre-established evaluation criteria as listed in the Request for Proposal: 20% for
past experience of consulting firm, 20% for qualifications and experience of
the project manager and project team, 30% for project delivery and 30% for price,
totaling 100%, with resulting scores as follows:
|
Consultants
|
Score (out of 100)
|
Ranking
|
|
Municipal Engineering
Services (MES)
|
88.61%
|
1
|
|
Urbantech Consulting
|
85.33%
|
2
|
|
Trow Associates
|
63.07%
|
3
|
MES was the most technically proficient
proposal highlighting the detail design constraints of each proposed sidewalk
location. In addition, MES has completed multiple projects of similar size and
value in the past. The bids have been verified for accuracy and compliance
with the RFP terms and conditions. Purchasing
has reviewed the references of the Municipal Engineering
Services and is satisfied with these recommendations of references.
Prices
ranged from $143,700.0 - $302,160.00 for these submissions.
STAFF
AWARD REPORT Page 1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
May
27, 2009
|
|
Prepared by:
|
Soran Sito, Environmental Engineer Ext: 2521
|
RECOMMENDATION
|
Recommended Consultant
|
AECOM (Preferred Supplier)
|
|
Current Budget Available
|
$ 224,000.00
|
83-5399-8376-005 SWM
Strategy #1 – Flood Control – Town
Wide Emergency
|
|
Less cost of award
|
$
140,503.68
$ 10,000.00
$ 150,503.68
|
Inclusive of PST , exclusive of
GST
Contingency **
Total award
|
|
Budget Remaining after this award
|
$ 73,496.32
|
*
|
* The remaining balance in the amount of $73,946.32
will be returned to the original funding source.
**
Staff is requesting approval of a contingency amount of $10,000 to cover any
unanticipated changes to the scope of work.
Staff
further recommends: THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (f)
which states “ where, for any reason, a call for Tenders does not result in the
successful award of a Tender”;
PURPOSE
The award for approval of consulting services
contract relating to preparation of a FERP manual, “Flood Emergency Response
Plan – Phase III”.
BACKGROUND
In February 2009, RFP 034-R-09,
was issued publicly through the
Biddingo ETN with twenty (20)
bidders downloading the document, however, no responses were received from any
proponent. Subsequently, staff re-issued
the RFP (124-R-09) in April, with only Aecom responding with a bid submission.
The area of Flood Emergency
Response is a very new and specialized area which became prominent following
the flooding situation experienced in 2005. Few companies have the knowledge
and expertise to provide consulting services in this area.
A “follow-up” with several of the
companies who downloaded the document indicated that it was either not their
area of expertise as outlined above or, that they were to unable to bid due to
current work commitments.
OPTIONS/DISCUSSIONS
The storm event of August 19, 2005 caused
major damage to properties and structures within certain areas of the
Town. In February 2006, Council
requested that the Engineering
Department retain a consultant to prepare a Flood Emergency Response Plan for
the Town which would detail the action plan to address flood events.
The Town of Markham is currently in the process of
preparing a Flood Emergency Response Plan (FERP) to address potential flooding
events that may occur in the future. The
FERP is a three-phase, multi-year project (see Attachment A). The main objectives of the Plan are:
- To identify flood
vulnerable sites and structures within the Town that will be at risk of
flooding during significant storm events (10 years storm to Regional
storm), (Phase 1);
124-R-09 Flood Emergency Response Plan -
Phase III Page
2 of 2
- To establish
prioritization lists for sites and structures based on the vulnerability
of the site and the severity of the flooding (Phase 2); and
- Provide the Town’s Fire
and Emergency Services and Operations
Departments with a comprehensive FERP manual outlining detailed roles,
responsibilities and required actions to be taken prior, during and after a
storm flood event for different storm events (Phase 3).
Clarifica completed Phase I of the plan in August
2006 and is expected to complete Phase II by June, 2009. A power-point
presentation of the results and the budget required to complete Phase II
($85,000.00) were provided to CCC
at its meeting of August 23,
2006. Fire and Emergency Services and Operations
Departments will be provided with a comprehensive flood maps and related GIS database.
PHASE III WORK
PLAN
Engineering,
with the assistance of the Fire and Emergency Services, Operations, Asset Management and the recommended proponent, has
established a comprehensive work plan for Phase III
of this project (see attachment B). The goal
of Phase III is to develop a
comprehensive FERP manual that can provide Town staff with appropriate guidance
and prescribed procedures prior, during and after a flood emergency event. The
manual will provide a chain of command/control to coordinate response efforts;
identifies the roles and responsibilities of response team personal, municipal
departments, emergency and community services, and regional and provincial
agencies; describe the protocols for establishing an Emergency Operations Centre (EOC);
and outlines various response plans and measures. The general tasks included in
the phase III of the FERP are to:-
- Establish a Response Team;
- Develop a Threat Alert Level System;
- Establish a Response Plan for each threat
level;
- Develop a Communication Plan;
- Establish a Financing System;
- Prepare an Evacuation Plan; and
- Delineate a Recovery Plan;
Phase III
can start immediately with estimated completion by February 2010.
RATIONALE FOR
SELECTING A PREFERRED CONSULTANT
Staff recommends that Phase III FERP be awarded to AECOM for the following
reasons:
·
AECOM is the only engineering firm that
responded to the Town’s second Request for Proposal (RFP 124-R-09) on this
project;
- AECOM
will be using the services of Clarifica Inc to complete this assignment.
Clarifica Inc has recently completed the technical flood mapping analysis
for this project (phases I and II) and can provide AECOM with an efficient
and cost effective service/support to complete phase III;
- AECOM
has considerable experience with the development of flood emergency
response plans for other municipalities and the Toronto Region
Conservation Authority (TRCA);
LEGAL IMPLICATIONS
The current flooding situation
within certain areas of the Town (Re: August 19, 2005 storm event and related
flooding in the Thornhill community and Don Mills channel areas) and some of
the pending litigation from various stakeholders and property owners,
necessitate that the Town proceed with Phase III
of the project to prepare a comprehensive Flood Emergency Response Plan manual by
February 2010.
STAFF
AWARD REPORT
Page 1 of 2
|
To:
|
John
Livey, Chief Administrative officer
|
|
Re:
|
|
|
Date:
|
September 30, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended
Supplier
|
Masongsong
Associates Engineering Limited (Preferred
Supplier)
|
|
Current Budget
Available
|
$
476,612.62
|
83-5350-8441-005
Woodbine By-pass
|
|
Less cost of
award
|
$
54,170.00
$
10,000.00
$
64,170.00
$
2,566.80
$
66,736.80
|
Design Fee
Provisional
Fee
Excluding GST
(Total Award)
Internal
department management fee @ 4.0%
Total project
cost (all exclusive of GST)
|
|
Budget Remaining after this award
|
$
409,875.82
|
|
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 Consulting Services from a preferred supplier
who has a proven track record with the Town in terms of pricing, quality and
service.
.
PURPOSE
To issue a purchase order to Masongsong Associates Engineering Ltd. (MAEL) to complete the design
revision of Woodbine Avenue Phase 3B, from Honda Boulevard to the north tie-in,
into existing Woodbine Avenue, and prepare tender documents so that Phase 3B
can be tendered by July, 2009 and completed for constructed by Summer 2010.
BACKGROUND
The Woodbine Bypass design has been completed by the
Town, but requires revision to the design at the north tie-in to existing Woodbine Avenue, as
part of Phase 3B of the Woodbine Bypass.
Phase 3B is the portion of Woodbine Bypass from Honda Boulevard to the north tie-in to
existing Woodbine Avenue. Currently, the Town awarded, under contract
029-T-09, Phases 2A, 2B and 3A of the Woodbine Bypass, from Elgin Mills Road to Honda Boulevard. The Phase 1 portion, from Major Mackenzie Drive to Elgin Mills Road
has been in construction since August, 2008.
The design of Woodbine Bypass was originally undertaken
by AECOM (formerly Earth Tech) in accordance with the Region of York approval
process and the approved Region of York Class EA. For Phases 2A, 2B, 3A and 3B portions of the
Woodbine Bypass, AECOM (formerly Earthtech) had completed up to 60% of the
design. However, significant changes
were required to this design to accommodate the proposed connecting roads for
Rice and Vetmar Draft Plan of Subdivisions (OPA 149 lands). The funding for these design changes were
provided by the Rice Group. AECOM could
not commit to the completion of the remaining design of Phases 2A, 2B, 3A, and
3B and Masongsong Associates Engineering
Ltd. (MAEL) was awarded to complete the design, while AECOM remained involved
to carry out the peer review. The fees
for the design changes were approved following Staff Award Report #083-P-08.
As MAEL completed the design by January, 2009, it
became evident that there became significant requirements for property, on the
west side towards the north portion of Phase 3B, north of Victoria Square
Boulevard. In consultation with the
Region, the Town is pursuing a revision to the design of Phase 3B to avoid
property impacts. By revising the
roadway geometry and profile, these property requirements can be reduced and
may be eliminated altogether, saving costs in land acquisition and time in
property negotiations. The design work
will involve a preliminary design to confirm the property impacts, followed by
a detailed design and obtaining all necessary approvals.
153-S-09 – Woodbine Bypass Design
Revision Phase 3B
Page 2 of 2
To date staff and the Region has been satisfied with
the work undertaken by MAEL. In
addition, MAEL is very familiar with the OPA 149 lands, having extensive
assignments in design and contract administration for the OPA 149 Developers.
Given the project
complexity and tight timelines, staff recommends that MAEL be retained as the
preferred supplied at the upset limit of $64,170.00 ($54,170.00 (Design Fee) +
$10,000.00 (Provisional Fee) exclusive of GST)) that is to be funded from the
capital account 083-5350-8441-005 (developer funded). The provisional fees are related to legal
surveys for potential land acquisition and for the tie-in of hydro-electrical
supply points. The total construction
cost of Phase 3B of the Woodbine Bypass is estimated to be $2.9M.
Therefore, the total design fees are 5.7% of the construction cost. This
is an acceptable percentage of the construction cost. Typically, the
design percentage falls within 5 – 8 % of the construction estimate, depending
on the complexity of the design.
STAFF AWARD REPORT Page
1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
September 30, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended
Supplier
|
Region of York (Preferred Supplier)
|
|
Current Budget Available
|
$1,319,288.21
$ 136,938.87
$ 334,525.00
$1,790,752.08
|
Account #
83-6150-7752-005 Sidewalk Requests
Account #
83-6150-7276-005 Illumination Requests
Account #
53-6150-8336-005 Sewer Works Projects
Total
|
|
Less cost of
award
|
$ 155,961.28
$ 23,394.19
$ 23,394.19
$ 4,054.99
$ 206,804.66
|
9th
Line Phase II Sidewalk, Illumination and Sewer Estimate
15% Contingency
15% ROY
Design, CA,
Eng. Fee
2% Internal Department Fee (split over all
three accounts)
Total project
cost (all exclusive of GST)
|
|
Remaining Budget Amounts
|
$1,250,532.46
$ 21,551.27
$ 315,918.68
|
Account #
83-6150-7752-005 Sidewalk Requests*
Account #
83-6150-7276-005 Illumination Requests*
Account #
53-6150-8336-005 Sewer Works Projects*
|
* The remaining budgets within these accounts shall be
used for further sidewalk, illumination and sewer works as budgeted for within
each account. The commitments for the Warden
Avenue sidewalk and illumination projects have
been reflected on these accounts
Staff further recommends: THAT
the Request For Quotation process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (1) -
(h) where if 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 issue a purchase order to
the Region of York to pay the construction costs associated with the
installation of Sidewalks and Street Lights on 9th Line from Highway
407 to Rose Way
and to also construct a Sanitary Sewer Diversion on 9th Line between
Berczy Gate and Highway 7.
BACKGROUND
The Region of York (ROY) is in
the process of completing the widening and reconstruction of 9th Line from
Highway 407 to Bur Oak Avenue
as part of their Capital Works Program.
This reconstruction project is divided into two Phases with Phase 1 (Rose Way to Bur
Oak) having been previously completed in 2008 and Phase II (Highway 407 to Rose Way) currently
underway. The Region tendered the project under their Purchasing
By-law and awarded the project accordingly.
It is the Town of Markham’s responsibility
to construct new sidewalks on Regional Roads within Markham and also to install street lights
between intersections. As such, Markham staff have
previously requested the Region of York to incorporate the design and
construction of sidewalks and street lights on 9th Line as a part of the
Region’s overall road widening program. In addition to the road works, the
Markham Operations Department has proposed a sanitary sewer
185-S-09 - 9th Line Phase II
(Hwy 407 to Rose Way)
Sidewalk, Illumination and Sanitary Sewer Diversion
Page 2 of 3
diversion to release
downstream surcharging. It is proposed
to divert sanitary sewage which currently drains westerly along Berczy Gate to
be diverted south bound on Ninth Line.
This diversion will free up sewer capacity on Berczy Gate and will
improve the overall operation of the system. The proposed works are being
funded from by Operation Group’s Sewer Works Projects.
The costs to install the new
sidewalk, new street lights as well as the sanitary sewer diversion will be
up-fronted by the Region of York who is to be reimbursed by the Town of Markham on a cost
recoverable basis.
A sidewalk account
(083-6150-7752-005) with the amount of $2,381,945.00 was created in the 2007
Capital Budget to cover all costs associated with the construction of sidewalks
that year. This account is proposed to
be used to fund the new sidewalks on the Ninth Line. The Region of York has prepared a cost for
the sidewalks using actual tendered prices.
The total cost for the Phase II Sidewalk works is $68,755.75 ($52,889.04
+ ($15,866.71 Contingencies and ROY Engineering
fees)).
In addition, an illumination
account (083-6150-7276-005) in the amount of $2,064,700.00 was created in the
2006 Capital Budget to cover all costs associated with the provision of new
street lights in 2006. It is proposed to
use this account to fund the new (Town of Markham)
street lights on the Ninth Line. The
Region of York has prepared a cost for the new street lights using actual
tendered prices. The total cost for the
Phase II Street Light works is to be $115,387.60 ($88,759.69 + ($26,627.91
Contingencies and ROY Engineering
fees))
The Operations Department
(Waterworks) requested the Region of York to complete the detailed design and
construction of a sanitary sewer diversion on the Ninth Line between Berczy
Gate and Highway #7. An account
(053-6150-8336-005) with an amount of $334,525.00 was created to finance sewer
works throughout the Town of Markham
and was approved to fund this work. The
Region of York has prepared a cost for this sanitary sewer diversion using
actual tendered prices. The total cost
for the Phase II Sanitary Sewer Diversion works is to be $18,606.32 ($14,312.55
+ (4,293.76 Contingency, and ROY
Engineering fees))
Staff requests a Purchase
Order in the amount of $202,749.67 ($206,804.66 - $4,054.99) be issued to the
Region of York to cover the costs to install sidewalks and street lights on
Ninth Line from Highway 407 to Rose
Way. In
addition this Purchase Order will include the design and installation of a
sanitary sewer diversion also on the Ninth Line between Berczy Gate and Highway
#7.
