STAFF AWARD REPORT Page 1 of 2
|
To:
|
Michael
Shatil, Acting Director of Asset Management
|
|
Re:
|
|
|
Date:
|
October 08, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Dontex Construction Ltd.
(Lowest Priced Supplier)
|
|
Budget Allocated to this Award
|
$ 95,000.00
|
076-5350-8326-005 Markham
Village Building
Upgrades
|
|
Less cost of award
|
$ 67,090.00
|
Price
inclusive of PST and exclusive of GST
|
|
Budget Remaining after this award
|
$ 27,910.00
|
*
|
*Funds to remain in budget for other library
improvements as budgeted for within this account.
PURPOSE
To obtain approval
to award the contract of the Markham
Village building upgrades
(drainage improvements, heat tracing for gutters, additional sidewalks and some
interior alterations).
BACKGROUND
The budget was
approved to allow for some interior and exterior improvements to the Markham
Village Library. These improvements were requested by Markham Village Library
staff as a result of issues that came up after the addition and renovation
project was completed.
Project 250-Q-09
encompasses the connection of the north/south walkway on the east side of the
library to the north/south walkway on the west side as well as a sidewalk
connecting the Markham Village Arena parking lot to the sidewalk on the south
side of the library. Heat tracing wires and eaves troughs will be added to the
roof eaves at the north side of the building above the library entrance and at the
rotunda roof. This will prevent ice build up in the eaves trough and at the
roof edge and water from overflowing and running onto the bricks during a thaw
period. The water run off has been staining the brick walls in these locations.
The downspouts in the shade garden area will be connected underground to the
existing catch basins instead of allowing water to flow over the sidewalks in
this area and freeze in the winter. The ice on the sidewalks created a safety
issue for pedestrians using the walkway. The sodded
area around the rotunda will also be re-graded to help prevent ice from forming
just north of the shade garden. In addition to the exterior work, the carpet in
the lower level kitchen area will be changed to ceramics which can be cleaned
more easily and therefore will be more practical for a kitchen floor. A
partition and door will be installed at the lower level reception separating
the waiting area from the offices. This
will allow for a quieter work environment in the offices.
The tender for the
above-mentioned work was sent to a select list of contractors who have proven
their reliability on similar types of Town projects in the past.
BID INFORMATION
|
Advertised
|
By Invitation only*
|
|
Bids closed on
|
October
01, 2009
|
|
Number picking up bid documents
|
6
|
|
Number responding to bid
|
4**
|
*The work at the Markham Village Library calls for a
contractor that has experience with exterior servicing (connecting
the rain water leaders to catch basins) as well as
heat tracing and building envelope experience.
**From the invitation list, two suppliers did not
participate due to the inability to coordinate with existing work schedules.
250-Q-09 Markham Village
Library Improvements
Page 2 of 2
PRICE SUMMARY
|
Supplier
|
Price, inclusive of PST and exclusive of
GST
|
|
Dontex Construction Ltd.
|
$ 67,090.00
|
|
Rutherford Contracting Ltd.
|
$
68,796.00
|
|
Roof Tile Management Inc.
|
$
85,100.00
|
|
P&C General Contracting
|
$
91,337.00
|
STAFF AWARD REPORT
|
To:
|
Peter
Loukes, Director of Operations
|
|
Re:
|
|
|
Date:
|
October 16, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
B.E.
Larkin Equipment Ltd. (Lowest Priced
Supplier)
|
|
Budget Allocated to this Award
|
$ 90,000.00
|
057-5399-9246-005 Enhanced Cultural Practices Year
3
|
|
Less cost of award
|
$ 85,363.20
|
Price
inclusive of PST and exclusive of GST
|
|
Budget Remaining after this award
|
$ 14,636.80
|
*
|
*Funds
will be returned to original funding source after the award of the aerator
purchase which is funded from this same account.
PURPOSE
To obtain approval
to award the contract of two four wheel drive agricultural tractors 65 HP.
BACKGROUND
The two (2)
tractors have been identified and approved in 2009 Enhanced Cultural Practices
program. This program will be fully implemented over 5 years. Year 3 (2009)
identified two (2) tractors and one (1) Aerator. These additional fleet units
will allow the Operations /Parks area to continue to meet the service levels
identified in the program. The
specifications called for the newest possible technology in respect to fuel
efficiency and emission reduction technology.
BID
INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
September
30, 2009
|
|
Number picking up bid documents
|
14
|
|
Number responding to bid
|
7
|
PRICE SUMMARY
|
Supplier
|
Price, inclusive of PST and exclusive of
GST
|
|
B.E. Larkin
Equipment Ltd
|
$ 85,363.20 (Proposal 1)
|
|
Hutchinson Farm Supply
|
$
89,722.08
|
|
Hub International Equipment
|
$
95,472.00
|
|
W.J. Lambert & Sons Ltd.
|
$
96,120.00
|
|
B.E. Larkin Equipment Ltd.
|
$
97,03800 (Proposal 2)
|
|
Tractorland Inc.
|
$
100,491.84
|
|
Markdale Tractor
|
$
102,816.00
|
OPTIONS / DISCUSSIONS
The selected lowest priced supplier, B.E Larking
Equipment Ltd. (Proposal 1) New Holland T4030 tractor is a 2009 Model
Year. It is a modern up to
date unit that meets tier III emissions standards, and is
turbocharged and inter-cooled for increased fuel efficiency, torque response
and decreased emissions. Its low 2300 rpm further reduces noise, vibration and
engine wear. It offers heavy three point
hitch lift capacity, low profile and ease of mount and dismount, meeting all of
the specifications called out in the Town’s bid document.
STAFF AWARD REPORT Page
1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
October 5, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Henderson
Recreation Equipment Limited (Lowest Priced Supplier)
|
|
Current Budget Available
Total Current Budget Available
|
$ 211,376.00
$ 13,007.11
$ 110,410.53
$ 334,793.64
|
059-6150-9185-005 (2009 Playstructure and
Safety Resurfacing)
059-6150-8269-005 (2008 Playstructure and
Safety Resurfacing)
059-6150-9200-005 (2009 Town
Park Furniture and
Amenities
|
|
Less cost of award
|
$ 231,627.60
|
Price inclusive of PST, exclusive of
GST
|
|
Budget
Remaining after this award
|
$ 0
$ 0
$ 103,166.04
$ 103,166.04
|
059-6150-9185-005
059-6150-8269-005
059-6150-9200-005
*
|
* Amount remaining
from Project 9200 to be used for the supply and installation of recycling moloks, undercarriage frames/picnic tables and benches as
budgeted for within this account.
PURPOSE
To obtain approval to award the contract
for the Tomlinson and Roxbury
Parks & playground
retrofit.
BACKGROUND
The capital budget request form done in 2008 for the
2009 budget year listed a number of playgrounds that required replacement based
on the best information available at
that time. Tomlinson and Roxbury were
not included in the proposed 2009 playground/safety surface replacement
program. However, in late 2008 the
inventory was updated and in spring 2009 equipment was assessed, and at that
time is was determined that a number of the playgrounds listed in the 2009
program were in better condition than anticipated, while Tomlinson and Roxbury
had deteriorated. The 2010 capital
budget submission lists the update replacements, which will be verified each
spring and re-prioritized as required.
The existing playgrounds and rubberized safety
surfaces at Tomlinson and Roxbury Parks were installed prior to the development
of the CAN/CSA-Z614 “Children’s Playspaces and Equipment” guidelines in 1998, and an
inspection this spring revealed several safety concerns and issues that were
not in compliance with the Canadian Standards Association (CSA) and CAN/CSA-Z614-07
“Children’s Playspaces and Equipment”. This contract is to supply and install new
play equipment and new rubber surfacing at Tomlinson Park
and Roxbury Park
The
Tomlinson Park Playground site is located on Boxwood Cres.,
between Ninth Line and Markham Rd.,
on the south side of Fourteenth
Ave. There is an existing playground consisting of
one pit with a junior unit, a senior unit, two spring toys, and a double swing.
There is existing rubber safety surfacing. The new playground and surfacing
will be located within the existing playground pit.
The
Roxbury Park Playground site is located at the corner of Roxbury St. and Fourteenth Ave. between Ninth Line
and Markham Rd.
There is an existing playground consisting of four pits; two with sand
surfacing and two with rubber safety surfacing. The playground pits with sand
surfacing are to remain untouched. For
the contract works, the equipment and surfacing within the two pits with
existing rubber surfacing are to be replaced. One pit contains an existing
senior unit and the second one contains an existing junior unit. The new
playground and surfacing will be located within these existing two playground
pits.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
August
19, 2009
|
|
Number picking up bid documents
|
41
|
|
Number responding to bid
|
5
|
|
SUPPLIER
|
PRICE,
EXCLUSIVE OF GST
|
|
Henderson Recreation
Equipment Limited
|
$231,627.60
|
|
Colpac Construction Inc.
|
$253,913.00
|
|
Crozier Enterprises Ltd.
|
$296,563.50
|
|
Pine Valley Enterprises Inc.
|
$310,407.00
|
|
Griffith Property Services Ltd.
|
$339,250.00
|
The cost to replace these units has exceeded the
available budget due to the cost of the rubberized safety surface. These units currently have rubberized safety
surface, which was installed as designed when the park was new. To accommodate the additional cost, staff
recommend the use of surplus funds remaining in the 2008 Playground Replacement
capital account ($13,007.11) with the remaining amount charged to the 2009
Parks Furniture and Amenities capital account ($7,244.49). The number of new picnic table frames ordered
in 2009 from Parks Furniture and Amenities will be reduced to accommodate the
use of these funds for the playgrounds.
The current inventory of picnic tables is sufficient to accommodate this
one year reduction.
STAFF AWARD REPORT
|
To:
|
Brenda
Librecz, Commissioner, Community and Fire Services
|
|
Re:
|
|
|
Date:
|
September 28, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
RP
Dynamics (Lowest Priced Supplier)
|
|
Current Budget
Available
|
$
60,000.00
|
074
5350 9530 005 Theatre Endowment
Fund
|
|
Less cost of award
|
$ 59,999.40
|
Total award *
|
|
Budget Remaining after
this award
|
$
0.60
|
|
*The purchase price of $59,999.40 is within the
budget allocated ($60,000.00) for this purchase from the theater’s endowment
fund 087 280 0110
PURPOSE
To obtain approval
to award the purchase of a video projection system for the Markham Theatre.
BACKGROUND
The
project will allow the theatre the ability to provide video equipment to not
only our rental customers but also allow the theatre to utilize the space for
the showing of movies. It will support
corporate rentals, town events and staff training and most significantly will
increase the opportunity for community engagement through participation in film
festivals, movie nights, mini film festivals, foreign films.
The costs
of this project are funded from the Theatre’s
Endowment Fund.
BID
INFORMATION
|
Advertised
|
By invitation
|
|
Bids closed on
|
September
18, 2009
|
|
Number picking up bid documents
|
4
|
|
Number responding to bid
|
3
|
*One supplier quoted a
projector other then the one specified in the RFQ (The RFQ specified the make
and model). The alternate unit quoted
did not match our needs (the unit was tested & reviewed at the theatre
during the demonstration time prior to sending out the RFQ). The alternate projector unit had poor quality
(picture, contrast ratio, and ease of use) in comparison to the projector
specified in the bid submission.
PRICE SUMMARY
|
Supplier
|
Price,
Inclusive of PST and Exclusive of GST
|
|
RP Dynamics Inc.
|
$59,999.40
|
|
Corporate Visual
|
$89,824.68
|
STAFF AWARD REPORT Page 1 of 2
|
To:
|
Brenda Librecz, Commissioner Community and Fire Services
|
|
Re:
|
|
|
Date:
|
October 19, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION:
|
Recommended Consultant
|
Archaeological Services Inc. (Sole Bidder)
|
|
Current Budget
Available
|
$100,695.00
|
073-6150-7424-005
(Markham Collections Building
– Mis)
|
|
Less cost of
award
|
$ 60,425.00
|
Exclusive of GST
|
|
Budget Remaining after this award
|
$ 40,270.00
|
|
* The remaining budget within this account
will be used for further work required to complete the Markham Collections
Building construction.
PURPOSE:
The purpose of this report
is to obtain approval to award Stage 4 Archaeological Mitigation of the Markham
Pottery Site (A1Gt-538) at the Markham
Museum.
BACKGROUND:
Prior to beginning construction of the new Collections Building, in accordance with Ontario
Regulations under the Ministry of Culture, any site which may have been
previously developed or, registered as an archaeological site, or near a watercourse
must be subjected to Archaeological Assessment Stage 1 (research of historical
records) minimum. In February
18, 2009 Archeoworks were engaged to
undertake Stage 1. Its report, issued May 2009, and recommendations were
subsequently accepted by the Ministry of Culture on July 7, 2009, which concurred that
sufficient archaeological interest existed to proceed to Stage 2.
Following the completion of Stage 1 Archeoworks were engaged to provide the Archaeological
Assessment (field investigation) for Stage 2. Its report was issued in July,
2009 following which the Ministry cleared the footprint of the new building for
construction, required monitoring of all grading and trenching on the site by a
licensed archaeologist, and, the required Stage 3 exploration of the former
pottery site discovered along the north edge of the property.
Following a formal tendering process the
Archaeological Assessment Stage 3 (monitoring and investigation of the
registered site) was awarded to ASI (Archaeological Services Inc). Its report,
dated September 2009 recommending complete salvage excavation (referred to as
mitigation) of the registered site (AlGt-538) (which was deemed the only viable
option) was accepted by The Ministry of Culture on September 8, 2009.
Archaeological Assessment Stage 4 (salvage excavation)
is the final step in the Assessment hierarchy and will result in a fully
cleared site. The work was formally
tendered, (by invitation, as this is a very specialized area), to 6 recognized
archaeological consulting firms. Five of
the firms declined citing a full order book for the foreseeable future leaving
a single quotation from ASI.
313-Q-09
Mitigation of the Markham
Pottery Site (A1Gt-538)
Page 2 of 2
BID
INFORMATION:
|
Advertised
|
By Invitation
|
|
Bids Closed on
|
October 16, 2009
|
|
Number invited to pick up tender documents
|
6
|
|
Number of bidders that picked up tender documents
|
6
|
|
Number responding to tender
|
1
|
Detailed Pricing Information
|
Contractors
|
Prices (exclusive of GST)
|
|
Archaeological Services Inc. (ASI)
|
60,425.00
|
STAFF AWARD
REPORT Page 1 of 2
|
To:
|
Brenda Librecz, Commissioner,
Community & Fire Services
|
|
Re:
|
|
|
Date:
|
September 9, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Corrosion
Service Company Limited (Highest Ranked & Lowest Priced Supplier)
|
|
Current
Budget Available
|
$ 150,000.00
|
See Financial Consideration section below
|
|
Less cost of award
|
$ 61,053.00
|
Price inclusive of PST, exclusive of
GST
|
|
Budget
Remaining after this award
|
$ 88,947.00
|
*
|
*The remaining
balance of $88,947.00 will be used on condition rating of other water
infrastructure components such physical condition testing of water mains as
budgeted for within accounts noted in Financial Considerations.
PURPOSE
To obtain approval to award the contract
for the consulting services for field survey and condition assessment of
existing watermain cathodic
protection.
BACKGROUND
The Town’s watermain
infrastructure consists of several material types. The oldest watermains are the metallic pipes of which 75 km are cast
iron and 232 km are ductile iron materials. Other materials are concrete, PVC and copper. The metallic watermains
are subject to external corrosion which is the leading cause of watermain breaks. Ductile
iron watermains are more affected by external
corrosion than cast iron.
Significant increase of watermain
breaks was noted in the 80’s. It was found that external corrosion is the
leading factor of the watermain breaks. The cathodic protection program for iron watermains
was implemented in 1992 to control external corrosion. The benefits of this
program were the reduction of the number of watermain
breaks and extension of the life
expectancy of the iron watermains. The program benefits in reduction of annual watermain breaks became evident soon after the initiation
of the program and continue to this date. The watermain breaks
were reduced from 173 breaks in 1988 to an average of 31 the last five years. This
low break rate should continue as long as the cathodic
protection program is maintained.
The cathodic
protection method employs installation of sacrificial anodes that absorb
corrosion. It was employed mainly for
ductile iron pipes as it was found that the sacrificial anode method is less
effective for cast iron watermains. Cast iron mains are intended to be replaced in
a 20 year program starting in 2012. The
anodes have an estimated life expectancy of 20 years depending on various
environmental factors. Monitoring of
performance of cathodically protected watermains recently shows occurrence of breaks in some
locations. To manage risks and maintain
the iron pipe structural and service integrity, an analysis of the remaining
effectiveness of the installed cathodic protection is
required.
A total of 194 km of iron ductile iron watermains have been cathodically
protected since 1992. It is recommended
that 100 km of watermains with cathodic
protection be surveyed and assessed to determine the remaining life of the anodes.
These assessment will be performed on cathodic protection (CP) installed between 1992 to
2001.
Findings from this undertaking will assist Waterworks staff in i)
clearly understanding the remaining life of CP systems installed from 1992-2001,
ii) planning future maintenance and
field survey programs, iii) planning of CP system renewal, iv) and
providing useful input for the survey planning for the remaining CP systems
installed after 2001.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
July 22nd,
2009
|
|
Number picking up bid documents
|
6
|
|
Number responding to bid
|
2
|
Purchasing contacted the bidders who picked up the
document and who did not submit a bid.
Their current workload was not conducive of taking on more work at this
time was the rational provided by other bidders.
PROPOSAL EVALUATION
The evaluation team was
comprised of staff from the Waterworks
Department with Purchasing staff
acting as the facilitator. The
evaluation was based on pre-established evaluation criteria as listed in the
request for Proposal: 20% past
experience of the proponent, 20% qualifications of project manager and project
team, 30% project delivery and 30% price totaling 100%, with resulting scores
as follows:
|
Consultant
|
Score (out
of 100)
|
Rank
|
|
Corrosion
Service Company Limited
|
77.5
|
1
|
|
C.P. Systems
|
48.0
|
2
|
|
Project #
|
Account #
|
Original Budget
|
Budget Available
|
Less:
Cost of Award
|
Budget Remaining after Award
|
|
7675 - Water
System Condition Rating System
|
760-101-4299-7675,
760-101-5399-7675, 760-101-5699-7675, 760-101-7960-7675
|
$ 50,000
|
$ 50,000
|
$50,000
|
$0
|
|
8431 - Water
System Infrastructure Condition Rating System
|
760-101-4299-8431,
760-101-5399-8431, 760-101-5699-8431, 760-101-7960-8431
|
$100,000
|
$100,000
|
$11,053
|
$88,947
|
|
Total
|
|
$150,000
|
$150,000
|
$ 61,053
|
$88,947
|
STAFF AWARD REPORT Page
1 of 2
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
September 29, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
O.P. McCarthy
& Associates Inc. (Highest ranked and lowest priced Supplier)
|
|
Current Budget Available
|
$
50,000.00
|
70-5350-9528-005 Markham
Civic Centre Outdoor Skating Rink Dollars available for Project Management/
Consultants based on project charter budget breakdown (see financial details)
|
|
Less cost of award
|
$ 133,350.00
$ 10,000.00
$ 143,350.00
|
Total award exclusive of GST
Contingency @ 7.5 %
Total cost of award inclusive of contingency and exclusive of GST
|
|
Budget
Remaining after this award
|
($ 93,350.00)
|
*
|
* $93,350 transferred from the “contingency”
component reducing the contingency component from $500,000 to $406,650 (see
financial details below).
PURPOSE
To
obtain approval to award the contract for Project Management Services for the
Civic Centre Artificial Ice Rink.
BACKGROUND
The Town released a quotation to three (3) pre-qualified consultants to
plan, coordinate, manage and control all aspects of the Artificial Ice Rink project at the Town of Markham Civic Centre
under the direction of the Town’s Project Manager by providing all of the necessary
personnel and resources to complete the project.
The
project management firm will oversee the Town of Markham Civic Centre Ice Rink as part of the
Federal Stimulus package to construct an artificial ice rink at the Markham
Civic Centre including the following components:
·
Skating
area – approximately 20,000 sq. ft.
·
Building
to house the Zamboni – 40 ft. x 60 ft.
·
Change
Room / Washroom facilities
·
Landscaping
and site furnishings
·
Lighting
·
Refrigeration
Equipment
·
Purchase
of Zamboni
PRE-QUALIFICATION INFORMATION (180-P-09)
The Town released a
pre-qualification to the market soliciting responses from qualified
consultants to provide project management services for various facility
construction and addition and renovation projects that are to be undertaken by
the Town of Markham
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 work in accordance with the Town of Markham requirements within the specified
timelines. The prequalification was
issued in accordance with the Purchasing
By-Law 2004-341.
265-Q-09 Project Management Services for the Markham Civic Centre
Artificial Ice Rink Page 2 of 2
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
|
BID INFORMATION (265-Q-09)
|
Quote released to pre-qualified bidders
|
August 26, 2009
|
|
Bids closed on
|
September 11, 2009
|
|
Number of pre qualified bidders
|
4
|
|
Number responding to the bid
|
3
|
PROPOSAL
EVALUATION
The Evaluation Team was comprised of staff
from Asset Management with purchasing staff acting as the facilitator. The proposals were evaluated based on
pre-established evaluation criteria as identified in the Request for Quotation: 20% qualification 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
|
|
O.P. McCarthy & Associates Inc.
|
94
|
1
|
|
Genivar
|
91.33
|
2
|
|
MHPM Project Managers Inc.
|
73.01
|
3
|
Note:
All three (3) firms provided Project Managers that are qualified to
complete the project. Staff recommends awarding the contract to the highest
ranked and lowest priced proponent O.P. McCarthy & Associates Inc.
FINANCIAL
DETAILS
Below is the budget allocation for the Markham Civic
Centre Ice Rink:
|
Component
|
Budget Allocation as per Project Charter
|
Commitments
|
Budget Available
|
Award
|
Balance Remaining After Award
|
Reallocated Budget Remaining **
|
|
Construction
|
$ 2,500,000
|
|
$ 2,500,000
|
|
$ 2,500,000
|
$ 2,500,000
|
|
Contingencies
|
$ 500,000
|
|
$ 500,000
|
|
$ 500,000
|
$ 406,650
|
|
Consultant /
External Project Management
|
$ 500,000
|
$ 450,000*
|
$ 50,000
|
$ 143,350
|
($ 93,350)
|
$ 0
|
|
Other (was not
included in original project charter)
|
$ 30,000
|
|
$ 30,000
|
|
$ 30,000
|
$ 30,000
|
|
Total
|
$ 3,530,000
|
$ 450,000
|
$ 3,080,000
|
$ 143,350
|
$ 2,936,650
|
$ 2,936,650
|
STAFF AWARD REPORT Page 1 of 2
|
To:
|
Brenda
Librecz, Commissioner, Community & Fire Services
|
|
Re:
|
|
|
Date:
|
October 14, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Genivar (Highest ranked and lowest priced
Supplier)
|
|
Current Budget Available
|
$ 77,340.00
|
067-5350-9518-005 Emergency Operations Centre Retrofit Budget allocated for
Project Management (see financial details)
|
|
Less cost of award
|
$ 77,340.00
|
Total cost of award exclusive of GST
|
|
Budget
Remaining after this award
|
$ 0.00
|
|
PURPOSE
To
obtain approval to award the contract for Project Management Services for the
construction of an EOC at 8100
Warden Avenue.
BACKGROUND
The Town released a quotation to two (2) pre-qualified consultants to
plan, coordinate, manage and control all aspects of the 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 management firm will oversee the construction of the
Emergency Operation Centre at 8100
Warden Ave as approved under the Federal Stimulus
package including the following components:
·
Allow
for the continuation of emergency response operations in the event of power
interruptions in the form of current backup power supply (i.e., generator
located at 8100 Warden Ave.)
·
Sufficient
and appropriate resources would be incorporated in order to supply
uninterrupted communications, decision-making capability, and administration
and coordination capacity in order to manage the emergency event
·
Serve
as a training area and meeting rooms that can be quickly converted into a
functioning EOC.
·
Renovation
expected to include (but limited to):
construction of space convertible to an EOC; renovation of kitchen; renovation
of men/women’s showers and washrooms; other renovations as necessary to
facilitate the construction of an EOC at 8100 Warden Ave; space planning
(including furniture, fixtures, and
equipment requirements) to ensure a fully operational EOC at the completion of
the project
PRE-QUALIFICATION INFORMATION (180-P-09)
The Town released a
pre-qualification to the market soliciting responses from qualified
consultants to provide project management services for various facility
construction and addition and renovation projects that are to be undertaken by
the Town of Markham
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 work in accordance with the Town of Markham requirements within the specified
timelines. The prequalification was
issued in accordance with the Purchasing
By-Law 2004-341.
287-Q-09 Project Management Services - Construction of an EOC at 8100
Warden Ave Page 2 of 2
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
|
BID INFORMATION (287-Q-09)
|
Quote released to pre-qualified bidders
|
September 22, 2009
|
|
Bids closed on
|
October 2, 2009
|
|
Number of pre qualified bidders
|
4
|
|
Number responding to the bid
|
2
|
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% qualification 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
|
|
Genivar
|
96
|
1
|
|
MHPM Project Managers Inc.
|
21
|
2
|
FINANCIAL
DETAILS
Below is the estimated budget allocation for the Construction of an EOC
at 8100 Warden Ave:
A) Construction $ 511,428.00
B) Contingencies $ 94,700.00
C) Architect $ 150,000.00
D) Project Management $
77,340.00
E) Fees $
15,000.00
F) FF&E $ 151,532.00
Total $1,000,000.00
STAFF AWARD REPORT Page 1 of 2
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
October 14, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
MHPM Project
Managers Inc. (Highest ranked and lowest priced Supplier)
|
|
Original Budget and Account #
|
$3,725,250.00
|
067-5350-7710-005 Cathedral Fire station 93 (Federal Stimulus)
|
|
Current Budget Available
|
$ 120,000.00
|
Budget allocated for Project Management
|
|
Less cost of award
|
$ 99,000.00
$ 9,900.00
$ 108,900.00
|
067-5350-7710-005 Cathedral Fire station 93 (Federal Stimulus)
Contingency (10%)
Total cost of award exclusive of GST
|
|
Budget
Remaining after this award
|
$ 11,100.00
|
*
|
* The remaining budget in the amount of
$11,100.00 allocated for project management costs will remain in the account
for construction costs if required during the construction
PURPOSE
To
obtain approval to award the contract for Project Management Services for the
Cathedral Fire Station # 93.
BACKGROUND
Council authorized staff at the June 3rd, 2009 council meeting to retain
project management services for the construction phase of the Cathedral fire
Station No. 93. Subsequently, the Town released a quotation to the four (4)
pre-qualified consultants to plan, coordinate, manage and control all aspects
of the Cathedral Town Fire Station #93 under the direction of the Town’s
Project Manager by providing all of the necessary personnel and resources to
complete the project.
The project management firm will oversee the additions and renovations
at the Cathedral Fire Station as approved by the Town.
PRE-QUALIFICATION INFORMATION (180-P-09)
The Town released a
pre-qualification to the market soliciting responses from qualified
consultants to provide project management services for various facility
construction and addition and renovation projects that are to be undertaken by
the Town of Markham
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 work in accordance with the 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
|
232-Q-09 Project
Management Services for the Cathedral Fire Station # 93 Page 2 of 2
BID INFORMATION (232-Q-09)
|
Quote released to pre-qualified bidders
|
August 10, 2009
|
|
Bids closed on
|
August 21, 2009
|
|
Number of pre qualified bidders
|
4
|
|
Number responding to the bid
|
4
|
PROPOSAL
EVALUATION (232-Q-09)
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% qualification and past experience of the project
manager and 80% price totaling 100%.
The three remaining pre-qualified bidders were
re-evaluated based on the evaluation criteria, with the resulting scores as
follows:
|
Consultants
|
Total Score
Out of 100
|
Rank*
|
|
MHPM Project Managers Inc.
|
92
|
1
|
|
O.P. McCarthy & Associates Inc.
|
53.52
|
2
|
|
Genivar
|
53.35
|
3
|
STAFF AWARD REPORT Page 1 of
2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
October 2, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Suncor
(Preferred Supplier)
|
|
2009
Current Budget Available
|
$ 273,621.00
|
750-752-4300 Gasoline
|
|
Less cost of award for 2009*
|
$ 32,000.00
$ 68,000.00
|
2009 - Price inclusive of PST,
exclusive of GST *
2010 - Price inclusive of PST, exclusive of GST **
|
|
2009
Budget Remaining after this award
|
$ 241,621.00
|
|
|
Recommended Supplier
|
Fiba (Preferred Supplier) – Diesel Fuel
|
|
2009
Current Budget Available
|
$ 345,041.00
|
750-752-4302 Diesel Fuel
|
|
Less cost
of award for 2009*
|
$ 55,000.00
$ 95,000.00
|
2009 - Price inclusive of PST, exclusive of GST *
2010 - Price inclusive of PST, exclusive of GST **
|
|
Budget
Remaining after this award
|
$ 250,041.00
|
|
* Estimated value based on current fuel
pricing and prior year volume
** Pending Council Approval / Estimated
value based on current fuel pricing and prior year volume
Staff
recommends: THAT the tendering process
be waived in accordance with Purchasing
By-Law 2004-341, Part II, Section 7 (c) which states “when the extension of an
existing contract would prove more cost-effective or beneficial”.
PURPOSE
To obtain approval to award a three month
contract extension (December
1, 2009 to February 28, 2010) for the Co-op Contract CT-06-01/185-T-06 Gasoline, Diesel and
Bio Diesel Fuel.
BACKGROUND
On October 17, 2006 Council
approved the award of contract 185-T-06 Supply & Delivery of Gasoline,
diesel Fuel and Furnace Oil through the York Region Buyers co-operative
contract number CT-06-01 for a period of three years expiring November 30, 2009. The other participating agencies were:
The Regional Municipality of York York
Regional Police Department
City
of Vaughan Town
of Aurora
Town
of East Gwillimbury
Town of Georgina
Town
of Newmarket Town
of Richmond Hill
Town
of Whitchurch-Stouffville Township of King
The tender was comprised of the following two parts:
Part A, Items 1, 2 & 3 – Gasoline and Diesel Fuel
F.O.B. delivered in bulk to storage tanks at participants’ locations. This section included various alternative
fuel types as a result of direct initiatives from the GT “Clean Air” Council.
Part B, Items 1 & 2 – Gasoline and Diesel Fuel
purchased on credit cards dispensed into participants’ vehicles by area service
stations.
The tender was issued in compliance with
the Town’s Purchasing By-Law and was
advertised in the local newspapers.
OPTIONS/DISCUSSIONS
The Co-op
anticipates they will have the new bid out to market later this year. To bridge
the new contract Staff is seeking approval to extend the current agreements
from December 1 to February
28, 2010. This contract will be under the same terms and
conditions as the previous contract.
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
July 10, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Protiviti Co.(Highest ranked and second lowest priced supplier)
|
|
Current Budget
Available
|
$487,406
|
840 841 7849 Corporate contingency account
|
|
Less cost of award
|
$57,181
|
Inclusive of disbursements , exclusive of GST
|
|
Budget Remaining after this award
|
$430,225
|
|
PURPOSE
To obtain approval to award
the contract for construction audit services.
BACKGROUND
In 2005, the Town tendered the
construction of a $9M renovation and expansion of an existing Town
facility. The project was to be
completed by December 18,
2006. Notwithstanding a
pre-qualification process, the general contractor who was awarded the tender
failed to construct the project in accordance with the construction schedule
and in addition, failed to construct according to specifications in some cases,
and in a good workmanlike manner in others. The outcome of this engagement will include a
description of the situation and what went wrong focusing on root causes. The review will provide a report with recommendations
to improve town oversight and management processes for construction projects.
This Request for Quotation is being issued
to select a suitable vendor to provide an independent objective review under
the direction of the Office of the Auditor General. The review will focus on contract compliance
and project management for the Centennial construction project.
BID INFORMATION
|
Advertised
|
By invitation
|
|
Bids closed on
|
June 26, 2009
|
|
Number picking up bid documents
|
4
|
|
Number responding to bid
|
4
|
The evaluation
team was comprised of staff from legal service and the Auditor General. The evaluation was based on pre-established
evaluation criteria as listed in the Request for Quotation: 20% past experience, 20% qualifications of
the proposed manager and project team, 30% project delivery, 30% price, totaling
100%, with resulting scores as follows:
RANKING SUMMARY
|
Consultants
|
Total
Score
|
Rank
Results
|
|
Protiviti Co. *
|
83
|
1
|
|
Procept Associates Ltd *
|
73
|
2
|
|
Ernst & Young
|
70
|
3
|
|
Lancefield INC
|
69
|
4
|
*The two (2) highest ranked proponents were invited
for interviews to provide further clarification on their submissions.
209-Q-09 Construction Audit Services
Page 2 of 2
RANKING SUMMARY (Continued)
Based on the pre-established evaluation criteria
with resulting scores as shown in the above table, Protiviti
Co. was the highest ranked and second lowest priced proponent. Bids received from the four (4) bidders
ranged from approximately $33,250 - $99,500 inclusive of disbursements and
exclusive of GST. Protiviti Co. has
submitted an excellent proposal with very good understanding of the scope of
the project. The
project team has strong experience in similar work, and a good understanding of
the audit. Staff
is confident that their project team will provide the expected services that
meet the requirements as outlined in the RFP and is therefore recommended to be awarded the contract.
STAFF AWARD REPORT Page
1 of 2
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
October 08, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Buntin
Reid, Div. of Domtar Inc. (Highest Ranked / Lowest Priced Bidder)
|
|
Current Budget Available
|
As approved
|
User Departments’ Annual Office Supplies Operating Account # 4002
|
|
Less estimated cost of award
|
$ 64,000
$ 64,000
$ 64,000
$
192,000
|
Year 1 (2009/10) Estimate
Year 2 (2010/11) Estimate
Year 3 (2011/12) Estimate
Estimated 3 Year Total, Exclusive of GST
|
PURPOSE
To obtain approval to award the contract
for the supply and delivery of photocopy paper for a three (3) year period.
The Region of
York, on behalf of the York Region Public Buyers Co-Operative, issued a request
for proposal for the Supply and Delivery of Photocopy Paper under bid number
CFRP 09-01.
Apart from all
municipalities in the York Region, the following agencies participated in bid
number CFRP 090-01:
·
York Region
District School Board
·
Community
Care Access Centre
·
York Catholic
District School Board
·
York Region
·
York Regional Police
The tender included a requirement to price 32 types of
paper, including 30%, 50% and 100% post consumer recycled. Historical data indicates that the Town
utilizes 11 types of paper, including 30%, and 100% post consumer recycled
paper.
|
Advertised
|
Electronic Tendering Network
|
|
Number picking up bid documents
|
11
|
|
Number responding to bid
|
2
|
EVALUATION SUMMARY
The Evaluation Team was comprised of staff from Region
of York with the Regions purchasing staff acting as the facilitator. The evaluation was evaluated based on
pre-established evaluation criteria as identified in the Request for Proposal: 20%
(33 pts) Experience of Firm and related projects, 15% (25 pts) Environmental
commitment, 10% (17 pts) Fiscal strength of organization, 15% (25 pts) 10 %
(15pts) Paper Quality, Compliance (specifications, deliverables, and
methodology) and 30% (50 pts) price totaling 100% (165 pts) with the resulting
scores as follows.
|
Consultant
|
Score
(out of 165 points)
|
Rank Results
|
|
Buntin Reid
|
129
|
1
|
|
Xerox
|
97
|
2
|
Note: The two (2) bid submissions prices differed by 2% with the recommended bidder Buntin Reid providing the
lowest price submission. They provided a
proposal that emphasized environmental commitment, offered various products to
meet the York Co-op requirements.
ENVIRONMENTAL CONSIDERATIONS
The paper will be EcoLogo which is recognized
by Environment Canada and is displayed on products that meet or exceed
established criteria for greenhouse gas emissions, water and energy consumption
and use recycled fiber.
The paper purchased through the recommended
bidder is Forest Stewardship Council (FSC) and either 30% or 100% recyclable
paper dependant on department ordering requirements. The Purchasing
Department initiated a pilot project over the past year by only procuring 100% post
consumer recyclable paper in lieu of 30% post consumer recycled paper. The intention of this pilot was to monitor
results in relation to print quality, paper jamming of MFD machines and costs
estimated at $7,000 / year Townwide will be absorbed through the existing
benefits through better print management
User departments will be mandated to
transfer completely to 100% post consumer recycled paper by January 01st 2010 for their printing
requirements. Purchasing
will ensure restrictions are in place with the successful proponent to
eliminate ordering of any non post-consumerable recyclable paper.
Forest Stewardship Council (FSC)
FSC is an independent, non-governmental, not-for-profit organization
established to promote the responsible management of the world’s forests. The FSC label provides a credible link between responsible
production and consumption of forest products, enabling consumers and
businesses to make purchasing decisions that benefit people and the environment
as well as providing ongoing business value.
STAFF
AWARD REPORT Page
1 of 2
|
To:
|
Andy
Taylor, Commissioner, Corporate Services
|
|
Re:
|
|
|
Date:
|
September 23, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended
Supplier
|
IBI Group (Highest Rank,
Third Lowest Priced Supplier)
|
|
Current
Budget Available
|
$
480,000.00
|
49-5350-9340-005 Wireless
Communications Implementation
|
|
Less cost of
award
|
$ 72,640.00
|
Exclusive of
PST and GST
|
|
Budget Remaining after this award
|
$ 407,360.00
|
*
|
** The remaining budget will be used for the Wireless Data & Voice Communication
Strategy Implementation under Account 49-5350-9340-005.
PURPOSE:
To obtain approval to award the contract for
preparation of an RFP, and to provide technical oversight and project
management services for the Wireless Radio and Data Communication project.
BACKGROUND:
Markham’s existing
two-way voice radio system is antiquated and does not provide the productivity
and personal safety benefits users
require. Users on the system run the risk of a call for
assistance being unheard or overridden by another user’s. By 2008 standards,
the existing Town radio system is not a reliable means for day to day business
use for the 200+ daily users, and needs replacement.
As the two-way radio system
does not meet user needs, over the last five years, users have migrated onto
public networks for one-to-one and cellular communications. Markham’s overall
communications has improved but user needs are still not being met. Group level
communications and inter-department communications are poor. Furthermore,
Markham is
paying premium public network costs which are identified to be 3-9
times more than private systems.
Markham is also
planning to implement Automatic Vehicle Location service and other
applications which will require a low bandwidth data network. In the
absence of private network, this system will be reliant on the public network
that will have significant operational cost impact to the Town.
In 2008, Markham
completed a feasibility study to establish a strategy for wireless
communication in order to address increasing voice and mobile data needs. A number of possible alternative solutions
were investigated and compared with the Town’s current and future needs.
Different analog and digital technologies, voice-only, combined voice and
wireless data, and broadband wireless data solutions were considered. All options, costs and functionality were
provided to IT Council Sub Committee in late 2008 and subsequently to the
General Committee in March 2009.
The above mentioned study recommended that in order to
improve voice communications and fulfill the short and long term requirements
for Automatic Vehicle Location, SCADA and other similar low speed data services
within the Town in a cost effective manner, it is important that Markham
purchase a new corporate radio system. It is anticipated that a new corporate radio
system will dramatically decrease the reliance on public network radio service
such as that offered by Telus Mike Product
line.
BACKGROUND (Continued)
In order to proceed with the implementation of the
above mentioned corporate radio system, Markham recently solicited submissions
from consultants with strong Wireless Radio technical knowledge, and
experience, who could refine users’ requirements, assist in the critical design
process, ,and provide assistance in writing and managing the Request for Proposal
creation. The consultant is also expected
to provide project management support and quality assurance during the
implementation. The RFQ resulted in 6
responses, details of which are described in the following section.
BID INFORMATION
|
Advertised
|
ETN
|
|
RFP issued on
|
July 21st
2009
|
|
RFP closed on
|
August 04th
2009
|
|
Number of consultants picking up bid documents
|
55
|
|
Number of consultants responding to bid
|
6
|
PROPOSAL EVALUATION
The Evaluation Team was comprised of staff
from Information Technology Services (ITS) department with purchasing staff
acting as the facilitator. The
evaluation was evaluated based on pre-established evaluation criteria as identified
in the Request for Quotation: 12% past
experience, 14% Qualifications of Lead Consultant and Project Team, 9%
demonstrated understanding of project, 30% project delivery and accountability
and 35% price, totaling 100% with the resulting scores as follows:
|
Consultants
|
Total Score
Out of 100
|
Rank
|
|
IBI Group
|
76.50
|
1
|
|
KVA Communications
|
71.50
|
2
|
|
Lapp-Hancock Association
|
71.00
|
3
|
|
Cytel Solutions Inc.
|
58.00
|
4
|
|
Nexus Communications
|
43.00
|
5
|
|
Red Mobile Inc.
|
40.00
|
6
|
Prices ranged from $61, 400.00 -
$184,771.65 for these submissions.
The staff elected to invite the top three
ranked vendors to an interview Question & Answer Session, as allowed for in
the bid document. The interview panel
was comprised of staff from Information Technology Services (ITS) and
Waterworks department with purchasing staff acting as the facilitator. The interview was evaluated on
pre-established questions and scoring criteria, with an additional 30 marks
provided for the proponents.
|
Consultants
|
Overall Score
(Criteria and Interview)
Out of 130
|
Rank
|
|
IBI Group
|
99.64
|
1
|
|
Lapp-Hancock Association
|
96.55
|
3
|
|
KVA Communications
|
83.82
|
2
|
STAFF AWARD REPORT
|
To:
|
Jim Baird, Commissioner, Development Services
|
|
Re:
|
|
|
Date:
|
October
7, 2009
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended
Supplier
|
Bruce Wilson Landscaping Ltd. (lowest
priced supplier)
|
|
Current Budget
Available
|
$
295,257.80
|
081 5350 8051
005 (Boxgrove N. Wood Parkette)
|
|
Less cost of
award
|
$
240,098.35
$
24,009.84
$ 264,108.19
$
21,608.85
$ 285,717.04
|
Total Award exclusive of GST
Contingency @ 10%
Sub Total
Internal Management Fee @ 9%
Total Project cost
|
|
Budget Remaining after this award
|
$
9,540.76
|
*
|
*The remaining balance of $9,540.76 will be
used for other park requirements as budgeted for in this account.
PURPOSE
To obtain approval to award the contract
for the Boxgrove Northern Woodlot Parkette.
BACKGROUND
This neighborhood parkette
and woodlot is located between Stonechurch Crescent and Oakborough Drive
in the Box Grove Community. This project involves the installation of a small
children’s playground, walkways, seating areas, entry fencing and tree
planting, as well as some required woodlot management works. At the community
meeting, residents opposed the installation of a woodlot trail and therefore
the woodlot will remain primarily in its natural state.
BID
INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
September 25, 2009
|
|
Number picking up bid
document
|
39
|
|
Number responding to bid
|
3
|
PRICE
SUMMARY (Exclusive of GST)
|
Supplier
|
Price excl. of GST
|
|
Bruce Wilson
Landscaping Ltd.
|
$240,098.35
|
|
Lomco Limited
|
$251,352.00
|
|
Royalcrest Paving & Contracting
Ltd.
|
$334,474.75
|
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
September 24, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Brennan Paving
and Construction - (Lowest Priced Supplier)
|
|
Current
Budget Available
|
$
465,886.69
|
083-5350-6740-005 Clegg Road Extension
|
|
Less cost of
award
|
$ 349,329.06
$
41,648.58
$
390,977.64
$
46,917.32
$ 437,894.96
|
Construction
Cost (Excluding GST)
Provision
Section
Total this award
(Excluding GST)
Engineering Dept
Project Management Fees (12%)
Total Project
Cost
|
|
Amount Remaining after this award
|
$ 27,991.73*
|
|
*Remaining balance
in the account is to be used for the legal fees for the project as per May 19, 2009 report.
PURPOSE:
To
obtain approval to award the contract for the completion of the Clegg Road between South Town Centre Boulevard
and Warden Avenue
including rectification of deficiencies and refurbishment of all previously
completed works.
BACKGROUND:
As
approved by Council on May
19, 2009, staff negotiated the completion of Contract 104-T-06
under the Performance Bond provided by Federation Insurance Company of Canada (i.e.
Bonding Company). Council authorized Purchasing
staff to pre-qualify a minimum of three (3) contractors for the tendering
process as per Purchasing By-Law
2004-341.
However, Federation Insurance Company of Canada informed
the Town that they will re-tender the project and recommend a contractor for
the Town to enter into a contract to complete the outstanding works and
deficiencies.
Under the terms and conditions of the
performance bond, Federation had four (4) options to address the default
contract. The selection of the “preferred” option is at the sole discretion of
Federation Insurance Company of Canada.
On March 23, 2009, Federation Insurance Company of Canada advised the Town that
it will exercise “Option 3” of the terms and conditions of the performance bond
which stipulated that Federation obtain a bid or bids for the completion of the
outstanding works and deficiencies and request that the Town enter into a contract
with the selected bidder and to make available sufficient funds to cover the
Federation Insurance Company of Canada’s obligations in accordance with the
terms and conditions of the original contract document and performance bond.
The Legal Department has been involved in
the negotiations with Federation Insurance Company of Canada and is
in agreement with the amended process.
The Town, on behalf of Federation Insurance Company of
Canada,
prepared the tender for completion of outstanding works and deficiencies and
Federation Insurance Company of Canada,
in turn, provided the Town with a list of bidders to be invited to pick up the
tender. The bids have been reviewed, and Federation is now recommending that
the Town enter into a contract directly with Brennan Paving and Construction to
complete the outstanding works and deficiencies on the Birchmount
Road Extension.
245-T-09 Clegg Road Extension – Between South
Town Centre Boulevard and Warden Avenue Page 2 of 2
BID INFORMATION:
|
Advertised
|
By Invitation
|
|
Bids Closed on
|
September 14, 2009
|
|
Number invited to pick up tender documents
|
10
|
|
Number of bidders that picked up tender documents
|
9
|
|
Number of bidders that attended the mandatory site
meeting
|
9
|
|
Number responding to tender
|
4
|
Detailed Pricing Information
|
Contractors
|
Prices (exclusive of GST)
|
|
Brennan Paving and Construction
|
$390,977.64
|
|
Dagmar Construction
|
$411,200.43
|
|
Kapp Construction
|
$457,992.70
|
|
Pilen Construction of Canada
|
$469,701.40
|
The bids have
been verified for accuracy and compliance with the tender terms and conditions.
Purchasing has reviewed the
references of the recommended bidder and is satisfied with these
references. Both the Town and Federation
Insurance Company of Canada
were satisfied with the list of contractors included in this invitation. The
Town has previously conducted a pre-qualification process for similar projects
for which Brennan Paving and Construction was pre-qualified.
FINANCIAL CONSIDERATIONS:
As per the May 19, 2009 Council Report,
staff has been authorized to proceed with the works with partial funding
from Account #83-5350-6740-005 with the
shortfall being funded from ASDC 42B-2 Reserve Fund, ASDC 42B-4 Reserve Fund
and Town Wide Hard Reserve Fund. The Town will claim against the bond any costs
it incurs over and above the original contract price, including any costs
related to the rectification of deficiencies and cost increases due to the
re-tender of the works.
STAFF AWARD REPORT
Page 1 of 2
|
To:
|
Valerie
Shuttleworth, Director, Planning and Urban Design
|
|
Re:
|
|
|
Date:
|
October 21, 2009
|
|
Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Colpac Construction Inc. (Lowest Priced Supplier)
|
|
Current Budgeted
Available
|
$ 84,200.00
|
081 5350 9086 005 (Warden Wood Woodlot Trail)
|
|
Less cost of award
|
$ 54,720.00
$ 5,472.00
$ 60,192.00
$ 4,924.80
$ 65,116.80
|
Cost of Award exclusive of GST
Contingency (10%) *
Total Award exclusive of GST
Internal Management Fee @ 9%
Total Project cost
|
|
Budget
Remaining after this award
|
$ 19,083.20
|
**
|
*The Contingency in the amount of $5,472.00
shall be established to cover any additional Construction and Consultant /Design costs.
**The remaining balance in the amount of $19,083.20
will be used for any authorized purposes as budgeted for in this account.
PURPOSE
To obtain approval to award the contract
for the Warden Woods Woodlot Trail Construction.
BACKGROUND
Warden Woods
Park is a woodlot that is bound by Warden Woods Court
on the north edge and Danbury
Court on the south edge. When the
subdivisions around Danbury Court
and Warden Woods Court
were being developed, the community’s desire was to preserve the woodlot and to
provide a pedestrian connection through the woodlot. The scope of work of
this contract includes the implementation of a limestone screening pathway and
clean up and improvement to the safety of the woodlot. The project is to
begin construction this fall and be completed before the summer of 2010.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
October
09, 2009
|
|
Number picking up bid documents
|
18
|
|
Number responding to bid
|
14
|
280-Q-09 Warden Woods Woodlot Trail Construction Page
2 of 2
PRICE SUMMARY
Supplier
|
Price exclusive of GST
|
|
Colpac Construction Inc.
|
$ 54,720.00
|
|
Bruce
Wilson Landscaping Ltd.
|
$ 62,280.00
|
|
Hank
Deenen Landscaping Limited
|
$ 62,599.00
|
|
Gobro Con Inc.
|
$ 62,769.36
|
|
A-Frame
Construction Management Corporation
|
$ 63,872.00
|
|
Rutherford Contracting Ltd.
|
$ 65,600.00
|
|
Griffith
Property Services Ltd.
|
$ 69,297.70
|
|
Lomco Limited
|
$ 77,470.00
|
|
Cambium
Site Contracting Inc.
|
$ 78,790.00
|
|
Laycon
Construction
|
$ 80,825.00
|
|
Royal
Crest Paving & Contracting Ltd.
|
$ 84,400.00
|
|
Brennan
Paving & Construction
|
$ 87,124.80
|
|
MTM
Landscaping Contractors Inc.
|
$ 97,090.00
|
|
Mopal
Construction Ltd.
|
$108,500.00
|
STAFF
AWARD REPORT Page 1 of 2
|
To:
|
John
Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
October
19, 2009
|
|
Prepared by:
|
Linda Irvine, Manager, Parks and
Open Space Development Ext. 2120
Tony Casale, Senior Buyer Ext.
3190
|
RECOMMENDATION
|
Recommended Supplier
|
Baker Turner Inc. (Lowest Priced Supplier)
|
|
Current Budget Available
|
$ 300,000.00
|
070 5350 9526 005 (Federal
Stimulus)
|
|
Less cost of award
|
$ 139,500.00
$ 13,950.00
$ 153,450.00
|
Design, Contract
Administration and sub-consultants
Contingency (10%)
Total Award
|
|
Budget Remaining after this award
|
$ 146,550.00
|
*
|
*The remaining
balance in the amount of $146,550.00 will be used for the construction costs.
PURPOSE
To obtain approval to award
the contract for the design and contract administration of the Saint Robert Catholic High School Soccer
Field and Air Supported Structure.
BACKGROUND:
The Town of Markham received
infrastructure funding to proceed with the upgrade and retrofit of an existing
soccer field located at Saint Robert
Catholic High School. The renovation and
reconstruction will convert an existing soccer field to a regulation size
artificial turf field. An air supported
structure (bubble) including all associated services will be erected seasonally
and designed to cover 1/3 of the field.
Existing school portables will be used as access buildings for the
airlock bubble. The Town has an overall budget of $3.2 million for the soccer field, lights, air supported structure and all costs associated with the design,
construction (including contingencies) contract administration and internal fees.
BID
INFORMATION
|
Advertised
|
By Invitation
|
|
Bids closed on
|
September 30, 2009
|
|
Number Invited
to bid
|
14
|
|
Number
responding to bid
|
7 *
|
* Purchasing staff contacted
proponents that were invited but did not submit and received the following
feedback: one bidder could not meet the
delivery requirements, one bidder could not handle due to present workload and
one other advised they would only be interested if the scope was for a
construction project manager.
PRICE
SUMMARY
Supplier
|
Price
exclusive of GST
|
|
Baker Turner
Inc.
|
$139,500.00
|
|
Salmona Tregunno Inc.
|
$144,000.00
|
|
Johnson
Sustronk Weinstein + Associates
|
$162,680.00
|
|
Aecom Canada
Architects Ltd.
|
$166,500.00
|
|
The MBTW Group
|
$182,200.00
|
|
MMM Group Limited
|
$192,712.50
|
|
Stantec Consulting
Ltd.
|
$264,500.00
|
233-T-09
Design and Contract Administration
Services for the Saint Robert Catholic High School Soccer Field
and
Air Supported Structure Page
2 of 2
FINANCIAL DETAILS:
Below is a
preliminary budget breakdown of the Saint Robert
Catholic High School Soccer Field and Air Supported Structure
Budget
Design/Engineering $ 300,000
Construction $ 2,200,000
Project Management $ 300,000
Other (not specified in charter) $ 200,000
Contingency $ 200,000
TOTAL $3,200,000
