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TO: |
Mayor and Members of Council |
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FROM: |
Andy Taylor,
Commissioner of Corporate Services Barb Cribbett, Treasurer |
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PREPARED BY: |
Ivy Ho, Purchasing Supervisor |
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DATE OF MEETING: |
September 22, 2003 |
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SUBJECT: |
#8 Staff Awarded Contracts for
the period from August 9 to September 5, 2003 |
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RECOMMENDATION:
THAT
the report entitled “Staff Awarded Contracts for the period from August 9 to September 5, 2003” dated
September 22, 2003 be received for information only.
PURPOSE:
To inform Council of contracts awarded by staff for the period from August 9 to September 5, 2003 as per Purchasing By-Law
143-2000.
EXECUTIVE SUMMARY:
Council at its meeting of August 29, 2000 approved
By-Law 143-2000, A By-Law Establishing Purchasing, Service and Disposal
Regulations and Policies. The
By-Law delegates authority to staff to award contracts up to a value of
$350,000.00 and to negotiate contracts when the extension of existing contracts
would prove more cost effective or beneficial.
It also stipulates that a monthly information report be submitted by the
Treasurer to the Finance & Administrative Committee on all contracts
awarded by staff from $50,000.00 to $350,000.00.
BACKGROUND:
During
the period from August 9 to September 5, 2003, ONE (1) contract was extended, ONE (1) award was made to a single sourced
supplier and THREE (3) awards were made to the lowest acceptable bidders.
SUMMARY
OF CONTRACTS AWARDED $50,000.00 -
$350,000.00
1. 024-T-01 Water Meter Installation – New Development
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In August, the Chief Administrative Officer
approved the extension of the contract for 024-T-01 for Water Meter
Installation - New Development with Neptune Technology Group Canada Ltd. at a unit price
of $58.85 inclusive of 7% GST ($56.65 inclusive of 3% GST) for an estimated
annual amount of $176,550.00 inclusive of 7% GST ($169,950.00 inclusive of 3%
GST), for a period of one year, July 1, 2003 to June 30, 2004.
- Funds are provided for in Waterworks Department’s 2003 Operating Accounts 760-120-5300 and
760-220-5300 and will be included in the 2004 budget submission.
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Budget Available |
Spent and Committed as of July
18, 2003 |
Budget Charge 3% GST |
GL Number |
GL Name |
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$45,400.00 $76,500.00 2003 $121,900.00 2004 $ 48,050.00 $169,950.00 |
$76,353.30 |
Area 1 – Installation of New Residential Meters
Area
2 – Installation of New Residential Meters To be submitted in 2004 Budget |
2.
112-S-03 Supply and Delivery of EIGHT (8) Defibrillators
·
In
August, the Chief Administrative Officer approved that the tendering process be
waived in accordance with Purchasing By-Law 143-2000, Section 14 (1) which
states “When any of the following conditions apply, the Treasurer or designate
and the Manager of Purchasing may, in consultation with the appropriate
Director, negotiate a Contract for the supply of goods and services which shall
be submitted to the Chief Administrator Office for final approval”
(a) When, in the judgment of the Manager of Purchasing and the
appropriate Director, goods are in short supply due to market conditions;
(b) Where
there is only one source of supply for the goods to be purchased;
(c) When
the extension of an existing contract would prove more cost-effective or
beneficial;
(d) Where a
project is privately funded but is administered by the Town;
(e)
Where
the Town is acquiring specialized vehicles or equipment, such as firefighting
vehicles, equipment or buses, in which case the sources of supply may be
identified based on technical specifications prepared by the appropriate
department staff and staff of the Capital Assets Management Division, the
Manager of Purchasing in consultation with the staff may negotiate purchases
based on such specifications; or
(f) Where,
for any reason, a call for tenders does not result in the successful award of a
tender.
· The following are the reasons to award the contract for the supply and delivery of eight (8) defibrillators, fourteen (14) alarm boxes, nine (9) custom fast response kit, one (1) spare battery and one (1) spare pads for Recreation Department to the single sourced vendor, ForeHeart International Incorporated in the total amount of $42,481.00 inclusive of 8% PST and 7% GST ($41,003.40 inclusive of 8% PST and 3% GST) as approved by the Chief Administrative Officer in August:
- In August 2002,
ForeHeart International Incorporated donated six (6) “Automatic External Defibrillator Purchase” (AED)
units including eight (8) training units to the Town. This has been featured in the winter
2002 publication of the “Markham Centre Update”
- ForeHeart
International Incorporated’s main business is to provide AED
services. Since the donation,
ForeHeart International Incorporated has provided the Town free services
including updating training presentations and manuals; education of
instructors and staff; training and support on software; provision of up
to date medical information; assistance with developing an emergency
response plan for the Town’s recreation facilities and providing loaner
equipment for special events i.e. Senior’s Walk at Toogood Park on June
12, 2003
- It was staff’s intent
to continue with this partnership
- Funds are provided for
in the Recreation and Culture Capital Budget Account # 70-5350-5310-005.
- Upon payment of all invoices, the remaining balance of $27,696.60
will be returned to its original source of funding.