Report to: General Committee Report Date: April 1, 2010

SUBJECT: Staff Awarded Contracts for the Month of March 2010

PREPARED BY: Alex Moore, Ext. 4711

RECOMMENDATION:

1. THAT the report entitled “Staff Awarded Contracts for the Month of March 2010” be received;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution

EXECUTIVE SUMMARY:

Council at its meeting of May 26^th, 2009 amended By-Law 2004-341, A By-Law Establishing Procurement, Service and Disposal Regulations and Policies. The By-Law delegate’s authority to staff to award contracts with a monthly information report required to be submitted to Council by the Treasurer for all contracts awarded by staff >$50,000

1. Purpose 2. Background 3. Discussion 4. Financial

5. Others (Environmental, Accessibility, Engage 21st, Affected Units) 6. Attachment(s)

PURPOSE:

To inform Council of contracts awarded by staff for the Month of March 2010 as per Purchasing By-Law 2004-341 as listed below.

Community & Fire Services

Award Details	Description
Lowest Priced Supplier	· 310-Q-09 Supply, Delivery and Pick Up of Turf Grass Sod · 015-T-10 Supply (Purchase) and Delivery of Two Street Sweepers · 215-Q-09 Design and Supply Cabinet Layout · 046-T-10 Installation and removal of various signs · 031-T-10 Road Rehabilitation Program – Restoration of Concrete Curb and Sidewalks · 060-Q-10 Centennial Community Centre – Flooring Replacement · 008-T-10 Demolition of Existing Concrete Fence, Installation of New Wood Privacy Fence
Highest Ranked / Lowest Priced Supplier	· 056-R-10 High Density Storage Systems, Markham Museum, Collections Building
Preferred Supplier	· 081-S-10 Crosby Community Centre, Zamboni Replacement

Development Services

Award Details	Description
Lowest Priced Supplier	· 010-S-10 Fairtree Community Park Cricket Facility – Chain Link Improvements
Preferred Supplier	· 010-S-10 Fairtree Community Park Cricket Facility - Homerun Netting

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Commissioner, Community & Fire Services
Re:	310-Q-09 Supply, Delivery and Pick Up of Turf Grass Sod
Date:	February 18, 2010
Prepared by:	Mark Ingwersen, District Manager, Ext. 3000 Patti Malone, Senior Buyer, Ext. 2239

PURPOSE

To obtain approval to award the contract for the supply, delivery and pick up of Turf Grass Sod for a three (3) year term.

RECOMMENDATION

Recommended Supplier	nu.Fairgreen Sod Farms (Lowest Priced Supplier)
Current Budget Available	$ 31,000.00	Various Accounts (see Financial Attachment)
Less cost of award	$ 29,116.00 $ 28,768.00 $ 29,217.00 $ 87,101.00	2010 Inclusive of HST, Exclusive of GST 2011 Inclusive of HST, Exclusive of GST* 2012 Inclusive of HST, Exclusive of GST* Total
Budget Remaining after this award	$ 1,884.00	**

* 2011 and 2012 award will be subject to budget approval.

** The remaining budget will be used for other sports field maintenance and Horticulture materials as budgeted for within each account.

Note: See financial considerations for award impact due to Harmonized Sales Tax (HST) effect July 1, 2010.

BACKGROUND

Turf Grass Sod is used as a part of the Sports field Maintenance & Reconstruction annual program.

BID INFORMATION

Advertised	ETN
Bids closed on	December 17,2009
Number picking up bid documents	9*
Number responding to bid	2

*Purchasing contacted all bid takers who did not provide a bid. One bid taker could not supply this service. Two bid takers decided not to submit for internal reasoning. Other bid takers contacted did not respond.

PRICE SUMMARY (YEAR ONE)

Supplier	Section A Supply & Delivery	Section B Pick Up *	Total
nu.Fairgreen Sod Farms	$14,959	$14,157	$29,116
Beverley Turf Farms Ltd.	$15,264

* Only one (1) supplier met the mandatory requirement for bidding on Section B, which states that the pick-up location must be within a 10km radius of the Town.

Note:

Section A: Prices are firm fixed for 2010 & 2011 with a 3% increase for 2012.

Section B: Prices are firm fixed for 2010, with a 3% increase for 2011 and a 0% increase in 2012.

Comparison 2009 contractual pricing:

Section A and B for a three year period represents a 4 % increase.

310-Q-09 Supply, Delivery and Pickup of Turf Grass Sod of Various Town Locations Page 2 of 2

FINANCIAL CONSIDERATIONS

The financial considerations below include PST (8%) for purchases made prior to July 1, 2010 and HST (1.76%) for purchases made after June 30, 2010, based on the purchasing patterns identified by the Operations Department staff.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	015-T-10 Supply (Purchase) and Delivery of Two Street Sweepers
Date:	February 18, 2010
Prepared by:	Laurie Canning, Manager, Fleet & Supplies, ext 4896 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the Purchase of two (2) street sweepers as identified in the Corporate Fleet Replacement Programs.

RECOMMENDATION

Recommended Supplier (s)	The Equipment Specialist Inc. (Lowest Priced Supplier)
Current Budget Available	$ 603,978.00	Various (See Financial Considerations)
Less cost of award	$ 495,720.00	Inclusive of PST, Exclusive of GST
Budget Remaining after this award	$ 108,528.00	*

*A portion of the balance remaining will be utilized for “Markhamizing” the vehicles and the remaining balance will be returned to the original funding source.

BACKGROUND:

Tender 015-T-10 was issued in accordance with the Purchasing By-law 2004-341 for the purchase of two street sweepers. One unit 1235 due for replacement was identified in the 2009 Corporate Fleet Replacement program and the second unit 3334 due for replacement was identified in the 2010 program. Staff did not replace unit 1235 in 2009 since sweeper design and technology were in the process of some significant changes with respect to particulate matter and how these particles effect the environment. Both units (3334, 1235) identified in this report have had condition assessments by fleet staff and meet the requirements of the fleet replacement guidelines. The units being replaced experienced a major increase in downtime in 2009 and require major servicing or repairs such as elevator shafts and belts along with replacement of both dump bins and elevator trays.

Upon delivery of the new units, the replaced sweepers (3334, 1235) 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	February 10, 2010
Number picking up bid documents	7
Number responding to bid	3

PRICING SUMMARY

Supplier	Price excl. of GST
The Equipment Specialist Inc.	$495,720.00*
Cubex Ltd.	$517,350.13
Joe Johnson Equipment Inc.	$522,238.32

*Bidder submissions pricing was based on one unit. After clarification from Bidder the pricing was evaluated based on two units.

FINANCIAL CONSIDERATIONS

The financial considerations below include PST (8%) as the purchase and delivery of the two sweepers is anticipated to be completed prior to July 1, 2010, when HST takes effect.

015-T-10 Supply (Purchase) and Delivery of Two Street Sweepers Page 2 of 2

ENVIRONMENTAL CONSIDERATIONS:

These two sweepers are dustless / waterless regenerative air design meeting the fine particulate material rating of PM 2.5 and PM 10. These are micron measurements of particulates acknowledged as hazardous fine particulates (PM10 and PM2.5) and have been documented as having adverse health effects on those exposed to it. With the findings of the Environmental Testing Verification (ETV) testing which originated in the City of Toronto, it was determined that employing a street sweeper that could effectively sweep while removing and containing all hazardous fine particulates from the street surface and would significantly improve air quality and also contributes to initiatives set out in the Green Fleet Plan.

Currently there are 100 of these models in Ontario with the City of Toronto currently operating 54 units. These units are diesel powered and are compatible with the current Bio Diesel blends used in the Town of Markham fuel sites.

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Commissioner, Community & Fire Services
Re:	215-Q-09 Design and Supply Cabinet Layout
Date:	February 26, 2010
Prepared by:	Henk Bouhuyzen, Instrumentation, Scada Engineer, ext. 2647 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To award the contract for the purchase of eight (8) instrumentation cabinets to maintain the electronics associated with flow meters, pressure sensors and pressure regulating valves (PRV’s).

RECOMMENDATION

Recommended Supplier	ICA Systems (Lowest Priced Supplier)
Current Budget Available	$ 176,309.95	053-5399-7678-005 SMA / DMA Implementation
Less cost of award	$ 132,328.08 $ 13,232.00 $ 145,560.08	Price Inclusive of PST and Exclusive of GST Contingency (10%) Total Cost of Award, Inclusive of PST, Exclusive of GST
Budget Remaining after this award	$ 33,749.87	**

*The remaining balance is to be used for additional components of the Pilot SCADA system and communication hardware as budgeted for in the account.

Note: The financial considerations do not include HST, as works are targeted to be completed prior to the July 2010 implementation of the HST.

BACKGROUND

A pilot project was previously approved by Council (report entitled “Implementation of Sector Management Areas (SMA) and District Management Areas (DMA) across the Water System”) to investigate establishment of system wide Management Areas (MA’s) by applying emerging industry standards and best practices.

To implement these pilot Management Areas, instrumentation such as flow meters, pressure sensors and pressure regulating valves (PRV’s) will be installed in the water distribution system. The electronics associated with this instrumentation is to be installed in an instrumentation cabinet, together with equipment to capture the data, control the PRV’s and transmit the data to a central data acquisition system.

Four pilot MA candidate areas were selected by Waterworks Staff for design, implementation and operation, testing instrumentation and data acquisition methodology. Agreements with the City of Toronto and the Region of York were obtained to facilitate sharing of data, chamber space and power.

In August 2009, Staff released to the public market a quotation (# 215-Q-09) for design and supply for cabinet layout of two (2) prototypes and awarded the contract to the lowest priced supplier (ICA Systems) in the amount of $27,344.00.

PRICE SUMMARY (2 prototypes)

· ICA Systems $ 27,344.00 (Awarded in September 2009)

· Wallwin Inc $ 52,226.00

· ROC Electric $ 64,260.00

· MAAK Technologies $ 109,736.00

Included within the bid document was the requested pricing for additional units that would be utilized for any further purchases after prototypes had been finalize.

215-Q-09 Design and Supply Cabinet Layout Page 2 of 2

PRICE SUMMARY (Additional unit)

STAFF AWARD REPORT

To:	Brenda Librecz, Commissioner, Community & Fire Services
Re:	046-T-10 Installation and removal of various signs
Date:	March 16, 2010
Prepared by:	Mike Brady, Supervisor Contract Administration Ext, 2316 Patti Malone, Senior Buyer Ext, 2239

PURPOSE

To obtain approval to award the contract for installation and removal of various traffic signs throughout the Town for a three (3) year term.

RECOMMENDATION

Recommended Supplier	D & S Signs & Safety Systems (Lowest Priced Supplier)
Current Budget Available	$ 50,000.00	Budget allocated for this item (Various accounts – see Financial Considerations)
Less cost of award	$ 45,750.00 $ 46,555.20 $ 46,555.20 $ 138,860.40	2010 – Price Inclusive of HST, Exclusive of GST 2011 - Price inclusive of HST, Exclusive of GST 2012 - Price inclusive of HST, Exclusive of GST Total award
Budget Remaining after this award	$ 4,250.00	*

* The remaining balance will remain in the account for traffic operation improvements as budgeted for within the respective of account.

BACKGROUND

The Town released a bid to the market for mobilization and demobilization, installation of traffic signs (these will be supplied by the Town), removal of signs posts, deposal of all waste, utility locates and the storage of related signs, mountings, poles at 555 Miller Avenue depot.

BID INFORMATION

Advertised	ETN
Bids closed on	March 4, 2010
Number picking up bid documents	12
Number responding to bid	7

PRICE SUMMARY

Supplier	Price, exclusive of GST
D & S Signs & Safety Systems	$ 45,750.00*
Kasey Installations & Construction	$ 48,625.00
Everest Signs	$ 61,000.00
Forward Signs Inc.	$122,400.00
Guild Electric Limited	$168,902.75
Raydar Excavating Inc.	$189,662.50
Graphic Design	$121,075.00

* In comparing the 2009 contract pricing, this price represents a 16% reduction and is firm fixed for three (3) years.

FINANCIAL CONSIDERATIONS

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	031-T-10 Road Rehabilitation Program – Restoration of Concrete Curb and Sidewalks
Date:	March 08, 2010
Prepared by:	Mike Brady, Supervisor, Contract Administration, ext 2316 Rosemarie Patano, Senior Buyer, ext. 2990

PURPOSE

The purpose of this report is to obtain approval to award contract # 031-T-10 for Restoration of Concrete Curb and Sidewalk throughout the Town.

RECOMMENDATION

Recommended Supplier	De Ferrari Construction Ltd. (Lowest Priced Supplier)
Current Budget Available	$ 1,705,650.00	Budget allocated for these items. *
Less cost of award	$ 1,705,650.00 $ 1,705,650.00 $ 1,705,650.00 $ 5,116,950.00	2010 - Inclusive of HST, exclusive of GST 2011 - Inclusive of HST, exclusive of GST ** 2012 - Inclusive of HST, exclusive of GST ** Total award
Budget Remaining after this award	$ 0.00

* Funds for this contract for the 2010 period shall be drawn from the 2010 Capital Budget Accounts as listed under financial considerations.

** The 2011 and 2012 purchase orders shall be adjusted based on the approved budget for that year.

BACKGROUND:

This tender was issued to secure a contractor to carry out restoration of concrete curb and sidewalk throughout the Town. This restoration work is typically carried out in advance of asphalt resurfacing on Town roadways and forms part of the annual Road Rehabilitation Program.

BID INFORMATION

Advertised, place and date	ETN
Bids closed on	February 17, 2010
Number of contractors picking up bid documents	35
Number of contractors responding to bid	10

DETAILED PRICING INFORMATION:

Company	Total Price, Excl GST
De Ferrari Construction Ltd.	$1,705,650.00*
VBN Paving Ltd.	$1,846,105.00
Patterned Concrete Ontario Ltd.	$1,991.290.00
Peltar Paving & General Contracting Company Ltd.	$2,119,350.00
Miwel Construction Limited	$2,312,270.62
Aloia Bros. Concrete Contractors	$2,437,900.00
Sunrise Contracting Inc.	$2,994,850.00
Lima’s Gardens & Construction Inc.	$3,142,100.00
New-Alliance Ltd.	$3,289,600.00
Brennan Paving and Construction	$3,336,059.66

*As compared to the previous contract (2008/09), this contract represents an approximate 12% increase in unit cost. This is due to the increase in cost for concrete, labour and materials required within this contract.

The bid documents have been verified for accuracy and compliance with the tender specifications and staff are satisfied that all terms, conditions and bid prices comply with the Town’s requirements.

031-T-10 Road Rehabilitation Program – Restoration of Concrete Curb and Sidewalks Page 2 of 2

FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)

The funds for the award of this project are included the 2010 Capital budget account (050-6150-10504-005 Asphalt Resurfacing-Curb/Sidewalk) in the amount of $1,705,650.00:

Note: The 2010 Asphalt Resurfacing Program budget is $6,250,800.00

ENVIRONMENTAL CONSIDERATIONS:

Not applicable

ACCESSIBILITY CONSIDERATIONS:

Not applicable

BUSINESS UNITS CONSULTED AND AFFECTED:

Not applicable

STAFF AWARD REPORT

To:	Mary Creighton, Director, Recreation Services
Re:	060-Q-10 Centennial Community Centre – Flooring Replacement
Date:	March 25, 2010
Prepared by:	Dennis Riggs, Facility Coordinator Ext. 294-6111 Ext. 224 Rosemarie Patano, Senior Buyer, Ext. 2990

PURPOSE

To obtain approval to award the contract for the installation of new rubber resilient flooring at the Centennial CC.

RECOMMENDATION

Recommended Supplier	Sands Commercial Flooring, (Lowest Priced Supplier)
Current Budget Available	$ 89,200.00	500 101 5399 10151 Recreation
Less cost of award	$ 86,937.50	Price inclusive of PST, exclusive of GST
Budget Remaining after this award	$ 2,262.50	*

* Remaining balance of $2,262.50 in account 500 101 5399 10151 will be will be returned to the original funding source upon completion of the project.

Note: The financial considerations do not include HST as delivery is expected prior to the July 2010 implementation of the HST.

BACKGROUND

The flooring to be replaced at the Centennial Community Centre is in the arena change rooms and perimeter walkways to and around the arena. The existing resilient rubber flooring is at the end of its life cycle and due for replacement according to the Town’s lifecycle document. Edges are now lifting and are causing trip hazards which are a potential liability. Moisture has been penetrating through the lifting edges which promotes the growth of mold under the flooring. The existing flooring is worn and becoming unsightly.

Areas to receive the new resilient flooring, includes:

§ Dressing Room 1, 2, 4, 5, 6, 7

§ North Arena walkway and dressing room corridors / stairs (3); timekeeper / penalty box

§ South Arena walkway and dressing room corridors / stairs (4)

§ Referee Room; First Aid Room; East arena walkway

The work includes removal and disposal of the existing resilient rubber sports flooring and the supply, delivery and installation of new flooring as specified in the requirements.

BID INFORMATION

Advertised	ETN
Bids closed on	March 17, 2010
Number picking up bid documents	18
Number responding to bid	5

PRICE SUMMARY

Supplier	Price, inclusive of PST and exclusive of GST
Sands Commercial Flooring	$ 86,937.50
Commercial Sustainable Flooring	$ 86,969.70
Specified Flooring Contractors	$ 89,580.60
Laycon Construction Services Inc.	$ 106,982.00
Cooksville Interiors (Miss.) Ltd.	$ 109,507.00

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Commissioner, Community & Fire Services
Re:	008-T-10 Demolition of Existing Concrete Fence, Installation of New Wood Privacy Fence
Date:	March 16, 2010
Prepared by:	Ken Jarvis, Supervisor, Contract Administration, ext 2355 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the contract for the demolition of an existing concrete fence and the installation of a new wood privacy fence.

RECOMMENDATION

Recommended Supplier (s)	Kasey Installation and Construction (Lowest Priced Supplier)
Current Budget Available	$ 34,254.00 $ 34,254.00 $ 22,052.24 $ 90,560.24	700-101-5399-8507 Other Contracted Services Developer’s portion Resident’s portion to be received Total currently available
Less Cost of award	$ 66,156.72	Inclusive of HST
Budget Remaining after this award	$ 24,403,52	* 700-101-5399-8507 Other Contracted Services

*The total award of this contract is $66,156.72 and split between the three (3) parties as follows:

· Town Portion $ 22,052.24

· Developer’s Portion $ 22,052.24

· Residents Portion $ 22,052.24

The cost of this project is to be shared between the Town, Developers and residents each paying one-third of the cost. Operations Department will monitor the funding from the residence and approve construction as funding is made available subject to receiving the resident’s portion.

The remaining balance in the Town and developer’s portion ($68,508.00 - $44,104.48) $24,403.52 will be used for future beautification projects.

Note: Completion of the project will be past July 2010 and therefore HST was included in the Cost of the Award.

BACKGROUND

The Work generally involves the demolition/removal of existing concrete fences and/or the installation of new wood privacy fences throughout the Town of Markham. Also included in these Work is the final restoration of Municipal landscaped areas as well as sod only restoration of private landscaped areas.

BID INFORMATION

Advertised	ETN
Bids closed on	February 17, 2010
Number picking up bid documents	31
Number responding to bid	11*

*One bid was disqualified for not including a bid bond (Bid security) which was a mandatory requirement within the bid document “Bids submitted without the required bid bond will be disqualified”.

008-T-10 Demolition of Existing Concrete Fence, Installation of New Wood Privacy Fence Page 2 of 2

PRICING SUMMARY

Supplier	Price Exclusive of HST *
Kasey Installation and Construction	$65,012.50
R-Chad General Contracting Inc.	$66,500.00
Tri-phase Environmental Inc.	$67,480.00
Loc-pave Construction Ltd.	$73,500.00
Forest Contractors	$75,250.00
Forest Ridge Landscaping Inc.	$80,055.50
Tower Restoration Ltd.	$88,200.00
Alpeza General Contracting Inc.	$94,500.00
Leone Fence Co. Ltd.	$96,337.50
VGN Construction	$102,900.00

*The price included within this tender was for Demolition and Removal of Existing Concrete Fence in the estimated qty of 350 linear metres (Part 1) and Installation of New pressure Treated Jack Pine Fence in the estimated qty of 350 linear metres (Part 2).

STAFF AWARD REPORT

To:	John Livey, Chief Administrative Officer
Re:	056-R-10 High Density Storage Systems, Markham Museum, Collections Building.
Date:	March 15, 2010
Prepared by:	John Ryerson, Director, Culture Ext: 3596 Robert Slater, Senior Construction Buyer. Ext: 3189

PURPOSE

The purpose of this report is to award the contract to supply and install high density storage units in the new Collections Building at the Markham Museum.

RECOMMENDATION

Recommended Supplier	Spacesaver Solutions Inc. (Highest ranked / lowest priced supplier)
Current Budget Available	$ 240,000.00	073-5350-7416-005 Museum collection ( FF & E)
Less cost of award	$ 238,291.03	Exclusive of GST
Budget Remaining after this award	$ 1,708.97	*

* The remaining balance will remain in the account until the completion of the new collection building at the Markham Museum.

Note: The financial considerations do not include HST as work is expected prior to the July 2010 implementation of the HST.

BACKGROUND

The Markham Museum, with the support of Asset Management, is working on a capital project to construct a new Collections Building to care for the objects and archives of the Museum and to present temporary thematic exhibitions. The storage areas are located both in the public viewing areas incorporated with the exhibition galleries and in back room areas with greater security and light controls. To ensure the best possible environment for the stewardship of the collections we hold in trust and to provide a capacity for future acquisitions a carefully designed system is required that optimizes the space in the new building.

Based on the design of the storage areas and the total space allocated, a compact storage system (moving high density shelves and racking) built to Museum standards is the appropriate method to accommodate the 15,000 small artifacts & 30,000 archival records in our present collection and to allow for continued growth.

BID INFORMATION:

Advertised	ETN
Bids closed on	Wednesday, March 3, 2010
Number that picked up bid documents	14
Number responded to proposal	3

Purchasing contacted suppliers who picked up the document and did not bid. Due to the specialized nature of the storage units requested, these bidders could not meet the requirements.

PROPOSAL EVALUATION:

The evaluation team was comprised of staff from Culture Services with Purchasing acting as facilitator. The evaluation was based on pre-established criteria as listed in the Request for Proposal, 40% Ability to meet the Town’s Specifications, 15% Company Experience and Qualifications, 15% Staff Experience and Qualifications, 10% Response Time, 10% Warranties, 5% Quality and 5% Health and Safety, totaling 100%. The scoring out of 100 was prorated to 70% of the final mark with the pricing component making up the other 30%.

Supplier	Score (out of 100 points)	Overall Ranking
Spacesaver Solutions Inc.	95.57	1
Ronen Systems Ltd.	80.94	2
Brenneman Filing Systems Inc.	67.65	3

Note: Prices ranged from $238,291.03 to $310,939.56

The evaluation confirmed Spacesaver Solutions Inc. to be the overall highest ranked, scoring highest for the technical requirements and the lowest priced bidder. Spacesaver Solutions Inc. has considerable experience in installing this type of equipment in similar institutions and has a strong background in similar projects specifically for museums and galleries and a good understanding of the project deliverables, key issues and challenges.

STAFF AWARD REPORT

To:	John Livey, Chief Administrative Officer
Re:	081-S-10 Crosby Community Centre, Zamboni Replacement
Date:	March 8, 2010
Prepared by:	Glen Taylor, Manager of Community Centre Operations Rosemarie Patano, Senior Buyer, Ext. 2990

PURPOSE

To obtain approval to purchase one (1) Zamboni ice surfacing machine for the Crosby Community Centre.

RECOMMENDATION

Recommended Supplier	Frank J. Zamboni & Co., Ltd. (Preferred Supplier)
Current Budget Available	$ 111,139.86	057 6150 10287 005 Corp Fleet Replacement
Less cost of award	$ 90,252.40	Inclusive of PST , exclusive of GST
Budget Remaining after this award	$ 20,887.46*

* Remaining balance of $20,887.46 in account 057 6150 10287 005 will be returned to the original funding source.

Note: The financial considerations do not include HST as delivery is expected prior to the July 2010 implementation of the HST.

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;”

BACKGROUND

Council at its January 20, 2009 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.

The Zamboni Company has maintained its 2009 price for this purchase.

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.

Staff decided that for this year, in order to provide a Zamboni to the new Civic Centre ice rink (which was created via the Federal Stimulus Package), the Crosby Community Centre would not be trading-in their machine.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	Award # 1 010-S-10 Fairtree Community Park Cricket Facility Homerun Netting Award # 2 010-S-10 Chain Link Fencing Improvements at Fairtree Community Park
Date:	February 2, 2010
Prepared by:	Linda Irvine, Manager, Parks and Open Space Development Ext. 2120

PURPOSE

To obtain approval to award the contracts for the supply and installation of homerun netting and for chain link fencing improvements at the Fairtree Community Park cricket facility.

RECOMMENDATION

Recommended Supplier	Turf Net Sports Supplies Ltd. (Preferred Supplier) Award # 1 McGowan Fence & Supply Ltd. (Lowest Priced Supplier) Award # 2
Current Budget Available	$ 8,440.77	081-5350-6259-005 Villages of Fairtree Community Park
Less cost of award	$ 64,836.00 $ 23,085.00 $ 87,921.00	Award # 1 - Inclusive of Freight and exclusive of GST Award # 2 - Inclusive of PST and exclusive of GST Total Cost of Award Items 1 & 2
Budget Remaining after this award	($ 79,480.23)	*

*The shortfall in the amount of $79,480.23 will be funded from the Wismer Park account # 081-5350-6251-005 which has an available budget of $230,714.22 see the Financial Consideration below.

Note: The need for sport field barrier netting and additional fencing was not originally anticipated when the Fairtree project was budgeted. It is recommended that these services be funded from residual funding in the Wismer Community Park project.

Residual funding in the amount of $230,714.22 exists due to unexpended commitments and, in part, as a result of two (2) Developer contributions to the project in the amount of $142,000.

The remaining balance will be used for pedestrian railings in Grand Cornell Park and deferred Wismer Park Phase 3 works to be identified.

Note: The financial considerations do not include HST as work is expected prior to the July 2010 implementation of the HST.

BACKGROUND

In 2008, the Town constructed Fairtree Community Park located at Elson Street and Markham Road. The park is approximately 20 acres in size and includes our first regional class cricket facility as well as a large woodlot playground and splash pad.

Cricket facility development is a relatively new trend in Ontario. In turn, domestic sports designers have limited experience in understanding risk management as it relates to the game. During the development of the park, Town staff the Design Consultant and community user groups could not determine, to an acceptable degree of certainty, the extent of protection required from errant balls to the surrounding park.  Rather than over develop the infrastructure, the strategy was to budget and build the field to the best standards we have in place for traditional sport and restrict permits on the field while monitoring it for the first season. We did build, as part of the original contract, a substantial ‘homerun’ fence exceeding the standards for baseball and softball. Through monitoring and test studies staff conducted in the summer and fall of 2009, staff determined that, on occasion, cricketers hit very long ‘homeruns’. Due to the nature of the sport, the direction of the hits is difficult to predict. These long hits are a conflict to the non-cricket park uses and pose an unacceptable risk to public safety.

Staff recommended installing a barrier sports netting protection system. The system essentially involves installing telephone poles around a portion of the field perimeter and suspending fitted panels of polyester knotless netting in between. This is common practice on golf driving ranges although the materials vary somewhat.

010-S-10 Fairtree Community Park, Cricket Facility Homerun Netting and Chain Link Fencing

Improvements Page 2 of 2

AWARD # 1

Staff further recommends:

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

DISCUSSION

The exclusive supplier for the combination of products we have specified is Turf Net Systems of Welland, Ontario. As the barrier netting market is small, there are few suppliers in the industry. Turf Net offers a unique service and was referred to us by the Municipalities of St. Catharines and Welland. An international company, Sportexe historically held the market share in barrier sports netting in Ontario but in 2005 the company changed their focus toward artificial turf and no longer offer netting services. Purchasing staff contacted Pro Sport Surfaces regarding the supply and installation of cricket netting however were advised they were only able to supply the cricket netting but were not equipped to install the poles.

Turf Net is a succeeding company of Sportexe employees and contractors. Turf Net has completed 26 outdoor barrier netting projects in the last five (5) years are currently identified as a preferred supplier in the Municipalities of Niagara Falls, St. Catherines, Welland and Hamilton. The quotation for the contract of Turfnet’s services in Fairtree Park is $64,836.00 exclusive of GST.

The poles for the netting are very large and are installed by crane – similar to sports field lighting poles.  Therefore, the hiring of this service is time sensitive. The pole installer and crane require significant frost penetration in the ground which typically occurs for about three weeks starting in the first week of February onward.

The installation of this cricket netting is anticipated to acceptably mitigate conflict between plan on the field, the cricket pitch and surrounding park uses. Town Staff will continue to monitor the site and determine if further mitigative measures are needed.

AWARD # 2

DISCUSSION

In conjunction with the sport field safety surround netting, the User department released a quotation to three (3) bidders to modify the existing homerun fence and practice cage fencing to improve and expand its performance as a safety barrier. As outlined in the Purchasing By law Part II, Section 3, The Town may issue Requests for Quotations for the acquisition of Goods and Services estimated between $5,001 and $24,999 in value. The price summary has been provided below.

PRICING SUMMARY

Bidders	Total Cost of Award Inclusive of PST and exclusive of GST
McGowan Fence & Supply Limited	$ 23,085.00
Town & Country Fencing /1077860 Ontario Inc.	$ 24,705.00
Twin Eagle Group Ltd O/A Eagle Fencing	$ 29,170.00