STAFF AWARD REPORT                                               Page 1 of 2

To:

Brenda Librecz, Commissioner, Community & Fire Services

Re: 

252-Q-09 Civic Centre and Markham Theatre BAS Service Agreement Renewal

Date: 

December 15, 2009

Prepared by:

Gil Verbeek, Facilities Maintenance Co-ordinator, Asset Management Ext. 3410

Rosemarie Patano, Senior Buyer Ext. 2990

 

RECOMMENDATION

Recommended Supplier

Johnson Controls (Sole Bidder)

Current Budget Available

$   94,653.00

(See Financial Template below)

Less cost of award

$   20,955.04

$   21,583.68

$   22,231.16

$   64,769.88

2010 January – December

2011 January – December *

2012 January – December *

Total Award

Budget Remaining after this award

$   73,697.96

** Balance remaining in 2010 Budget

*Pending budget approval. 

** The remaining balance in 2010 will be used towards other contracted services and building maintenance requirements as budgeted for within accounts.

 

Note: The 2010 pricing represents a 3% increase compared with 2009 pricing.  Years 2 & 3 will have further 3% increases as identified within the cost of award.

 

PURPOSE

The purpose of this report is to obtain approval to award renewal of the building automation system (BAS) Service Agreement for the Civic Centre and Markham Theatre.

 

BACKGROUND 

Johnson Controls has been the HVAC system and building automation system (BAS) service provider to the Civic Centre for the past 17 years and to the Markham Theatre for 7 years.   During this period Johnson Controls have integrated the building services and sub-systems with Metasys software.  This software allows the building manager (Town) to take advantage of the energy management modules of the Metasys system and more effectively control individual systems.   The Metasys system handles the supervision and control of the complete mechanical, electrical and air conditioning systems of the buildings.  The interface provides the building manager (Town) the ability to access all building control data from their desktop and/or cellular.

 

Monthly maintenance and system checks ensure that the mechanical and ventilation systems at both facilities run at peak efficiency.  The contract includes system problem solving, inspection of all equipment points and programs to solve any errors or faults, equipment schedules, re-calibration of alarm and system set points, backup programming, pneumatic systems and controls check and recommendations on any required repairs found.

 

DISCUSSION

Staff originally initiated a preferred supplier report for Johnson Controls, however, to ensure they are the only service company capable of providing this particular service, Staff released the quotation to the market place with 24 proponents picking up the bid document.

 

BID INFORMATION

Advertised, place and date

Electronic Tendering Network

Bids closed on

December 10th, 2009

Number picking up bid documents

24

Number responding to bid

  1*

 

* The quotation process has proven that Johnson Controls is the only service company capable of providing the building automation system service maintenance work that utilizes Metasys software. Bidders identified to the Town that they do not have the ability to meet the scope of work requirements included within the bid document.                     

 

 

 

 

 

 

 

 

 

252-Q-09 Civic Centre and Markham Theatre BAS Service Agreement Renewal                               Page 2 of 2           

 

 

Financial Template

 

Account

Cost of Award, exclusive of GST

Facility

Code

Annual Budget

2010

2011*

2012*

Theatre

530-998-5410

$35,500.00

$1,454.80

$1,498.44

$1,543.40

Civic Centre

750-751-5399

$59,153.00

$19,500.24

$20,085.24

$20,687.76

Totals

 

          $94,653.00

$20,955.04

$21,583.68

$22,231.16

 

* The 2011 and 2012 awards are pending budget approval. 

 

Note: Budget remaining in both accounts will be used towards other contract services.

 

 

 


                         

 

 

 

STAFF AWARD REPORT                                               

To:

Peter Loukes, Director Operations

Re: 

370-Q-09 Supply and Delivery of One Conventional Chassis and Cab

Date: 

December 21, 2009

Prepared by:

Laurie Canning, Manager Fleet & Supplies, Ext. 4896

Patti Malone, Senior Buyer Ext. 2239

 

RECOMMENDATION

Recommended Supplier

Edgetown Ford Lincoln (Lowest Priced Supplier)

Current Budget Available 

$    155,843.78   

057-6150-7514-005 Waterworks Fleet Replacement

Less cost of award

$      54,117.72

Price inclusive of PST, exclusive of  GST

Budget remaining after this award

$   101,726.06

*

*Remaining balance will be used for the purchase and installation of CCTV equipment / hardware (Est. $75k) as budgeted for within this account.  Upon delivery of vehicle and CCTV equipment, the remaining funds will be returned to the original funding source.

 

PURPOSE

To obtain approval to award the contract for the supply and delivery of one conventional cab and chassis with 16 foot van body.

 

BACKGROUND

Quote 370-Q-09 was issued for the supply and delivery of a cab and chassis with 16 foot van body to accommodate the installation of CCTV equipment and hardware for use as a Sewer Camera Truck. This truck replaces unit 2191 as identified in the 2007 Waterworks Fleet Replacement program. The quotes were issued in accordance with the Purchasing By-Law 2004-341.  Staff reviewed the bid documents and is satisfied that all terms and conditions comply with the Town’s requirements.

 

Upon delivery of the new vehicle, unit; 2191 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

December 18th, 2009

Number picking up bid documents

25

Number responding to bid

5*

* Maciver Dodge Limited submitted two bid proposals with different chassis cab within each proposal.

 

PRICE SUMMARY

 

Supplier

Price, Inclusive of PST and Exclusive of GST

Edgetown Ford Lincoln Sales

 $                                                          54,117.72

Markville Ford Lincoln Limited

 $                                                          54,311.01

Maciver Dodge Limited (Bid # 1)

 $                                                          54,616.68

Donway Ford Sales Limited

 $                                                          55,366.20

Maciver Dodge Limited (Bid # 2)

 $                                                          60,603.12

 


 

                                      

 

                                                              STAFF AWARD REPORT                                                  Page 1 of 2                      

To:

Glen Taylor, Acting Director of Recreation

Re: 

348-Q-09 Supply and Delivery of Pool Chemicals

Date: 

December 10, 2009

Prepared by:

Dennis Riggs, Facility Coordinator, 905-294-6111 x224

Rosemarie Patano, Senior Buyer Ext. 2990

 

RECOMMENDATION

Recommended Supplier

General Filtration (Lowest Priced Supplier)

Budget Available 

$ 93,904

See Financial template below

Less estimated cost of award

 

$  25,865

$  25,865

$  25,865

$  77,595

Year 1, January 1, 2010 to December 31, 2010

Year 2, January 1, 2011 to December 31, 2011*

Year 3, January 1, 2012 to December 31, 2012*

Total Award

Budget remaining after award

$  68,039

**

*Year 2011 and 2012 awards are subject to Council approval of the annual operating budgets.

**The remaining balance will be applied to additional pool chemicals requirements such as CO2, Bulk Liquid Chlorine and test reagents as required and budgeted for within each respective account.

 

PURPOSE

To obtain approval to award the contract for the supply and delivery of pool chemicals for various Town pools for a term of three years commencing January 1, 2010.

 

BID INFORMATION

Advertised

Electronic Tendering Network

Bids closed on

December 02, 2009

Number picking up bid documents

15

Number responding to bid

5

 

 

PRICE SUMMARY

Supplier

Annual Price, Inclusive of PST and Exclusive of GST

General Filtration

$25,865

Water & Ice North America Inc.

$26,893

Aquatech Logistics

$28,472

Glen Chemicals Ltd.

$31,248

Acapulco Pools Limited

$36,399

 

General Filtration has been the awarded supplier of this contract since 2003 (as the lowest priced bid).  Over the course of the last two contracts (2003 and 2006 which expires this December 31st 2009), there has been no increase in pricing to the Town from General Filtration.  The Staff is satisfied with the level of service provided by the supplier, who has demonstrated a good understanding of the Town’ systems and procedures over the years.

 

The current award, compared to the previous (2006) contract, pricing has increased by approximately 17%.  This is the first increase since 2003.  Additionally, a comparison of the quantity requirements demonstrates a significant decrease of 35% with the current contract. This is in part due to more eco-friendly means of treating the water at the pools:  the larger Town pools now use CO2 instead of Muratic Acid for PH adjustments; Bromine is no longer used in Town pools; Centennial has installed a U.V. system which has eliminated the use of non-chlorine Oxidizer or Shock, which is a Potassium Peroxymonosulfate used to destroy organic matter (chloromines) from the pool.  The chloromines are spent chlorine used to neutralize organics in a pool and cause rashes, eye irritation, sore throat and gives a pool that real chlorine smell. One benefit of UV is it oxidizes chloromines.   If the pilot project at Centennial is proven successful, the U.V. systems will be installed at other Town pools and the amount of Non-Chlorine Oxidizer or Shock will be reduced or not used at all.    

 

 

 

348-Q-09 Supply and Delivery of Pool Chemicals                                                                                       Page 2 of 2

 

 

FINANCIAL ATTACHMENT

 

The following table illustrates the requirements from January 1, 2010 to December 31, 2010 based on new pricing broken down by locations.

 

 

Locations

Account #

2010 Budget

2010 Budget Available for Year 1 Award

Budget Remaining After 2010 Award

1

Angus Glen Pool

504 911 4211

 

$              24,000

                                       $                         7,100

 $                       16,900

2

Centennial Pool

503 911 4211

$              20,000

$                         5,767

 $                       14,233

3

Milliken Mills Pool

502 911 4211

$              32,052

$                         9,195         

 $                       22,857

4

Morgan Pool

503 912 4211

$                4,806

$                            805

 $                         4,001

5

Rouge River Pool

503 913 4211

$                2,600

$                            416

 $                         2,184

6

Thornhill Pool

500 199 4211

$              10,446

$                         2,582

 $                         7,864

 

Total

 

$              93,904

$                        25,865

 $                        68,039

 

 


 

STAFF AWARD REPORT                                                Page 1 of 2

To:

John Livey, Chief Administrative Officer

Re: 

283-T-09 Street Sweeping Operations in Spring & Fall

Date: 

December 18, 2009

Prepared by:

Morgan Jones, Manager, District (East)

Patti Malone, Senior Buyer

 

RECOMMENDATION

Recommended Supplier

D.Crupi & Sons (Lowest Priced Supplier)

Current Budget Available*

$    216,300.00

700 502 5303 Street Sweeping

Less cost of award*

$    145,290.00

$    145,290.00

$    145,290.00

$    435,870.00

Exclusive of GST for 2010

Exclusive of GST for 2011*

Exclusive of GST for 2012*

Total Cost of Award

Budget Remaining after this award

$       71,010.00

**

*Pending budget approval. 

** The 2010 budget allocation for hire sweepers will be adjusted to reflect tender award with the remaining balance to be re-allocated.

Note: - Award is Inclusive of the estimated HST (non rebate portion 1.76%) for services provided after July 1, 2010 (estimated hours based on 55% spring and 45% fall).

 

PURPOSE:

The purpose of this report is to obtain approval to award the contract for Spring and Fall Street Sweeping Operations for a three (3) year period.

 

BACKGROUND:

The Town contracts for the supply and operation of six (6) street sweepers to clean the Town’s road network.  The hired sweepers are utilized for spring clean-up to remove residual sand/salt deposits following winter operations, as well as accumulated litter and debris (est. 160 hrs /unit @ $81.00/hr).  Hired sweepers are also deployed in the fall to remove leaves and debris in an effort to improve drainage and prepare roads for winter plowing operations (est. 140 hrs/unit @ $79/hr. plus non-rebate portion of HST).  Due to the seasonal nature of this work and related time constraints, the 2009 operating budget for hired sweepers was increased to meet service level demands.

 

BID INFORMATION:

Advertised

ETN

Bids closed on

October 21, 2009

Number picking up bid documents

13

Number responding to bid

2

Note:  Purchasing contacted companies who picked up the bid document but did not provide a submission.  The bidders stated that their current work load and commitments would not allow them to bid on this project and one other bidder could not meet the Town’s specifications.

 

PRICE SUMMARY:

Supplier

Price, Exclusive of GST, Inclusive of HST (1.76%)

D. Crupi & Sons

$  105,720.00 *

Centennial Construction Equipment Rentals

$  165,000.00 *

*The bid prices called out on bid opening included an estimate qty of  +  120 hrs per equipment (qty 6) for Spring and a qty of + 100 hrs per equipment (qty 6) for Fall season.  The estimated hours contained in the tender and provided by the user department, didn’t consider the service level increase included in the 2009 budget (i.e. 80 hrs per unit).  This award report reflects the total 480 hour increase in operating hours required to meet service level demands (i.e. additional 80 hrs/unit) which have been included in the 2010 budget allocation for hired sweepers.

 

Note:  As compared to the previous contract, this contract represents an approximate 2% decrease in hourly rate.

 

 


 

283-T-09 Street Sweeping Operations in Spring and Fall                                                                   Page 2 of 2

 

 

ENVIRONMENTAL CONSIDERATION:

The spring sweeping program allows the Town to remove winter residue from the streets and curbs prior to the material migrating into the sewer system and finally into the streams. The program provides a means to properly, remove, screen and dispose of the sweeping material in an approved manner.  The fall sweeping program includes the removal of the leaves from the streets and the transportation to a compost site for processing.  The fall sweep also removes the leaves from storm grates, assisting in providing proper maintenance of our drainage system.

 

 

 

 


 

                                            

  STAFF AWARD REPORT                                                Page 1 of 2

To:

John Livey, Chief Administrative Officer

Re: 

304-T-09 Interlocking Stone Repairs to Various Town Locations

Date: 

December 17, 2009

Prepared by:

Mike Brady, Supervisor, Contract Administration Ext. 2316

Patti Malone, Senior Buyer, Ext. 2239

 

RECOMMENDATION

Recommended Supplier

Cambium Site Contracting Inc. (Lowest Priced Bidder)

Current Budget Available

$    178,000.00

Budget Allocated (2010)

Budgets provided in this award are also used for separate contracts for road rehabilitation, asphalt/concrete maintenance and sidewalk/curb repairs. See Financial Considerations

Less Cost of this Award

$    217,500.00

$    217,500.00

$    435,000.00

Exclusive of GST for 2010*

Exclusive of GST for 2011**

Total Award

Budget Remaining after this award

($   39,500.00)

*** To be funded from (050-3150-10192-005)

* The term of the contract is from January 1, 2010 to December 31, 2011. The Town reserves the right to extend the contract for one additional year at the same terms and conditions and at the sole discretion of the Town.

** Subject to Council approval of the annual operating budget. 

*** Shortfall to be funded from the annual Asphalt Resurfacing program (050-6150-10192-005) in the amount of $39,500.00. Future contracts included in the annual Asphalt Resurfacing program will be adjusted to ensure they remain in budget.

 

Note:  The Town is guaranteed fixed pricing for the items which may or may not be used for the duration of this contract.  The Purchasing Staff is to confirm the 2011 estimates with User Department, prior to the issuance of the contract.

 

PURPOSE

The purpose of this report is to obtain approval to award tender 304-T-09 Interlocking Stone Repairs to Various Town Locations for one year (2010) with a option for an additional year at the same itemized prices subject to the performance of contractor  and at the sole discretion of the Town.

 

BACKGROUND 

The tender is for Town’s annual interlocking repairs and included four parts. Part 1 is for the repairs of boulevards and island treatments for various locations totaling approximately 3000 square metres.  Part 2 is for driveways/walkways at various locations, totaling approximately 3000 square metres.  Part 3 is interlocking stone installation totaling approximately 1000 metres and Part 4 included the resetting of the driveway borders totaling approximately 500 meters.

 

BID INFORMATION

Advertised, place and date

Electronic Tendering Network

Bids closed on

December 09th, 2009

Number picking up bid documents

50

Number responding to bid

  7*

*One bidder was disqualified as their company’s bid submission was not per the time specified on the quotation cover page.  As per the Town’s General Terms and Conditions Section 13, “Late Bids shall NOT be accepted.”


 

 

304-T-09 Interlocking Stone Repairs to Various Town Locations                                                          Page 2 of 2           

 

 

PRICE SUMMARY

Supplier

Price, Exclusive of GST

Cambium Site Contracting Inc.

$217,500.00

Forest Contractors

$278,500.00

Cedar Springs Landscaping

$398,500.00

Concord Paving Inc.

$546,500.00

Mopal Construction Limited

$685,500.00

Aurostar Inc.

$731,000.00

The quantities within this tender document are estimates and as such, the shortfall in the budget as against the recommended award amount ($217,500) is being funded through account 050-6150-10192-005 identified within the financial section. 

 

As compared to the 2007-09 contracts, the unit rates for item (1, 2, 3) are approximately 3.5% higher.  Cambium Site Contracting Inc. was the incumbent for the 2007-09 awards as the lowest priced bidder.  In comparing the 2007-09 contract, this contract includes item 4 the resetting of driveway borders, which was not addressed previously and as such this increased the scope by approximately $39,500 based on the estimates provided.

 

The pricing for this contract came in higher than anticipated. In order for the Operations Department to complete all the work required under this contract, operations staff recommend increasing the funding for this project from the annual Asphalt Resurfacing program (050-6150-10192-005) by $39,500.00. Future contracts included in the annual Asphalt Resurfacing program will be adjusted to ensure they remain in budget.

 

Overall, Staff are satisfied with the quality of work and service provided by the incumbent.

 

FINANCIAL CONSIDERATIONS

 

 


                                         

                                       

                STAFF AWARD REPORT                                                Page 1 of  3                                                                    

To:

John Livey, Chief Administrative Officer

Re: 

268-R-09 Architectural Design Services for Facility Accessibility Retrofits – Federal Stimulus Project

Date: 

December 09, 2009

Prepared by:

Henry Tse, Project Engineer, Ext, 2208

Tony Casale, Senior Construction Buyer, Ext, 3190

RECOMMENDATION

Recommended Supplier

Quadrangle Architect Inc. (3rd Highest ranked and 4th lowest priced Supplier)

Current Budget Available

$    200,000.00

056-5350-9516-005 Facility Accessibility Retrofits

Budget allocated for Architectural Design Services at time of project management award (See financial Details below)

Less cost of award

$    265,000.00

$      26,000.00

$    291,000.00

Exclusive of GST

Contingency (9.8%)

Total cost of award exclusive of GST

Budget Remaining after this award

($    91,000.00)      

*

* The shortfall will be offset through reallocation of budget for construction cost and associated contingency component and will be within the project budget and additional funding will not be required at this point in time.  Please refer to Financial Details below for the revised budget allocation.

 

PURPOSE

To obtain approval to award the contract for Architectural Consulting Services for the Facility Accessibility Retrofits Stimulus Project for ten (10) Town of Markham facilities.

 

BACKGROUND

As part of the Infrastructure Stimulus Fund Project, the Town of Markham requested proposals from qualified architectural consultants to perform all required architectural and associated engineering services to design and implement the various accessibility upgrades.  Responsibilities include the provision of detailed drawings, technical specifications and construction documents, as well as construction contract management during the construction phase.

 

The accessibility upgrades identified are for the following ten (10) Town of Markham facilities:

 

1.        Markham Civic Centre

2.        Milliken Mills Community Centre

3.        Armadale Community Centre

4.        Crosby Memorial Community Centre

5.        Markham Village Community Centre

6.        Markham Theatre

7.        Mount Joy Community Centre

8.        R.J. Clatworthy Arena

9.        Thornhill Community Centre & Library

10.     Unionville Library

 

BID INFORMATION

Advertised

ETN

Bids closed on

October 07, 2009

Number picking up bid documents

61 *

Number responding to the bid

7

* The bid document was publicly advertised and could be downloaded at no charge.

 


 

 

268-R-09 Architectural Design Services for Facility Accessibility Retrofits                                       Page 2 of 3

 

PROPOSAL EVALUATION

The Evaluation Team was comprised of the retained Accessibility Consultant, the Internal Project Manager from Asset Management, the retained External Project Manager from MHPM, together with Purchasing staff acting as the facilitator.  The evaluation was performed based on pre-established evaluation criteria as listed in the Request for Proposal:  20% past experience of the consulting firm, 20% Qualifications of the lead Consultant and Project Team, 30% Project Delivery and 30% Price, totaling 100%.  The resulting scores are as follows;

 

                       Consultants

Total Score

Out of 100

Rank

Etude Architect Inc.

64.39

    1 **

Daniel Karpinski Architect

64.25

     2 **

Quadrangle Architects Limited

61.00

     3 **

Atria Architects Inc.

51.13

4

Paula Bowley

46.83

5

W.K. Lim Architect Inc.

46.50

6

Deborah Friesen Architect Inc.

39.00

7

Note:  Prices received from the seven (7) bidders ranged from $125,000.00 - $603,300.00 of which four (4) proponents ranged between $196,000 –$300,000 respectively.  Pricing from the top three bidders is as follows; Etude Architects Inc ($196,000.00) Daniel Karpinski Architect ($125,000.00) and the recommended bidder Quadrangle Architects Limited $265,000.00.

 

**Etude Architect Inc.  (Not recommended)

During the process of awarding this contract Etude Architect Inc. expressed its intent to withdraw from the process due to having been awarded two large projects and their concerns that they would not be able to meet the Town’s delivery schedule identified within the bid document.   Since, this project is a Federal Stimulus project and based on their delivery concerns Staff recommended proceeding to the next highest ranked bidder.

 

**Daniel Karpinski Architect (Not recommended)

The technical proposal was scored the lowest of all proponents, however, they received maximum points for price (low price).  Additionally, Staff carried out reference checks and did not receive a favourable response. 

 

As outlined in section 36 of the Town’s General Terms and Conditions, “The Town reserves the right to use references and/or poor past performance of a bidder as a reason for not awarding a contract to that bidder, whether or not the bidder submits the lowest bid.” Therefore, staff recommendation is not to award this contract to the 2nd ranked proponent for the above noted reasons.

 

**Quadrangle Architects Limited (Recommended)

Staff recommends awarding the contract to the 3rd highest ranked proponent.  Quadrangle Architects Limited was the highest in the technical evaluation (61 out of 70 or 87%) however they received no points for pricing.  Their submission indicates that they are well qualified, have successfully completed similar projects, supported by the necessary technical sub-consultants, and have a good understanding of the scope, constraints and timing of our project.   Reference checks completed confirmed the above scoring with all references providing excellent responses.

 

Based on the result of the evaluation process, the team is unanimous in recommending Quadrangle Architects Limited for the project.

 


 

 

268-R-09 Architectural Design Services for Facility Accessibility Retrofits                                       Page 3 of 3

 

 

FINANCIAL DETAILS:

Below is an estimated breakdown of the budget for 056-5350-9516-005 Facility Accessibility Retrofits:

 

          At time of PM award                 Revised

  • SPH Planning & Consulting                                         $      20,000                                        20,000
  • Project Architect                                                                  $    200,000                                             $    291,000
  • External PM                                                                     $    149,000                                   $    149,000
  • Construction                                                                         $ 2,406,000                                             $ 2,380,000
  • Construction Contingency                                                 $    425,000                                             $    360,000
  • Total Budget                                                                         $ 3,200,000                                          $ 3,200,000

                               

 

The anticipated construction contract and the associated contingencies have been adjusted to reflect the cost for the Project Architect services.  No material impact is expected on construction and associated contingency, as the scope of work will be evaluated, assessed, prioritized and adjusted to available funding when the architect comes on board. 

 

 


 

                                                                           STAFF AWARD REPORT  

To:

Andy Taylor, Commissioner, Corporate Services

Re: 

365-Q-09 Printing of the Spring 2010 issue of Markham Life

Date: 

December 01, 2009

Prepared by:

Dennis Flaherty Ext 2708

 

RECOMMENDATION

Recommended Supplier

CanMark Communications (Lowest Priced Supplier)

Current Budget Available 

$         79,750.00

795 796 5874 Markham Magazine Operating Budget (2010)

Less cost of award

$         75,951.00

$           3,799.00

$         79,750.00

Spring issue of Markham Life (Printing) incl. of PST

Contingency in the amount of 5%

Total cost of award

Budget Remaining after this award

$                  0.00

 

                       

PURPOSE:

To obtain approval to award the contract for printing services for the spring issue of Markham Life.

 

BACKGROUND:

The contract for Markham Life magazine with Punch Communications was terminated by the Town on November 5, 2009. This contract involved project management of Markham Life magazine –including design, advertising sales and printing.

 

In order to ensure The Town of Markham’s culture and course registration schedule was not jeopardized Langstaff- Reed (PUNCH Sub-Contractor) agreed to remain as a supplier to the Town for design as did Canadian Publishing (PUNCH Sub-Contractor) for advertising sales.  However, Markham’s internal project management team was not confident that the printing company provided by Punch was capable of delivering a product that met our specifications and delivering time frame.  Therefore, Staff solicited quotation from three (3) printing companies to ensure competitive prices are received and from companies capable of meeting these timeframes.

 

This request applies to the next issue of Markham Life to allow adequate time to develop and implement a formal RFP process for long term printing and production work associated with Markham Life magazine. 

 

PRICE SUMMARY:

Supplier

  Supplier

CanMark Communications

$  75,951.00

Moore Canada - MIL An RR Donnelley Plant

$  82,460.00

Transcontinental Printing

$  88,013.49

Note: One bidder (Tech web) did not provide a bid after numerous requests from Staff.

 

Staff recommends an additional contingency fund of $3,799.00 to allow for possible increase in page count due unplanned increased content from Recreation, Culture and Markham Public Library programs. Due to time constraints and the requirement to immediately order the paper for printing, staff is unable to go to market for revised pricing. However, the contingency fund should cover this overage, and staff is working to reduce the risk of a page increase.


   STAFF AWARD REPORT                                                Page 1 of 3

To:

John Livey, Chief Administrative Officer

Re: 

292-R-09 - Data Integration Application

Date: 

December 03, 2009

Prepared by:

Teodor Tecsa, Manager Applications and GIS, Ext. 4724

Rosemarie Patano, Senior Buyer, Ext. 2990

 

RECOMMENDATION

Recommended Supplier

Makeplain Corporation (Highest Ranked and Lowest Priced Supplier)

Current Budget Available 

$       90,000.00  (a)

400-101-5361-7379- Corporate ITS Project Request - Data Integration

Less cost of award

$       87,750.00  (b)

$        91,146.60

$      178,896.60

Year 1 – Price, inclusive of PST and exclusive of GST*

Year 2 – 5 Annual Support and Maintenance Costs**

Total award

Budget Remaining after this award

$         2,250.00  (c)

(a-b) = c ***

*Year 1 price ($87,750.00) includes the following: Data Integration Server, first year support and maintenance, Installation, Configuration, Training and Professional Services.

** Year two (2) to five (5) includes support and maintenance costs (annual cost $22,786.65 x 4 years = $91,146.00) on an annual basis that will be included in ITS annual operating maintenance budget approved through Council.

*** Remaining funds of $2,250.00 ($90,000.00 - $87,250.00) will be redeployed to account number 400-101-5361-7379- Corporate ITS Project Request - Data Integration, for future use.

 

Note: Makeplain is a premier SAS partner and authorized reseller of all SAS products.  As outlined within the bid document, the agreement and purchase order will be signed as a one (1) year term with Makeplain Corporation, while with the Software Support and Maintenance agreement and purchase order will be signed with SAS Canada.  

 

PURPOSE

To obtain approval to award the contract for purchasing a Data Integration Application.

 

BACKGROUND

The ITS Department currently supports a large number of applications used for the Town’s business functions.  These business applications have been obtained over many years from a large number of vendors, and they come with preparatory database and software that do not readily permit the transfer or sharing of data/information across systems.  Over the past few years ITS has made efforts to address this gap by building point-to-point data integration successfully in a few areas.  Processes such as service requests, workflow management, operations

planning, work order creation, planned maintenance, etc. are partially integrated to the Town’s Customer Relations Management system (ACR).  Some other examples also include building an interface between

Backflow Prevention Management System in WaterWorks with that of Amanda Folders for Backflow Prevention by-law enforcement.  The value of integration was also well realized through the implementation of Point of Sale system that allows payments for various services managed by different back-end systems to be processed through a single middleware.

 

While the in-house solution works, there are continued development and maintenance challenges due to the increasing business requirements.   Furthermore, access to data and information across multiple systems is becoming a common requirement for many areas in order to facilitate informed business decisions as well as to gain efficiencies in business processes.  Furthermore, the need for access to more integrated information will become more critical as the Town moves towards an online service environment through the portal project implementation.  As identified in the IT Strategic Plan, the current approach and solution is not able to meet these needs, and its extensibility is limited due to lack of flexibility to implement changes - making it inefficient, and operationally very demanding. While the needs are being managed in the interim without a data integration tool, the purchase of this tool will effectively address the development and support challenges.

 

 


 

 

292-R-09 Data Integration Application                                                                                                          Page 2 of 3

 

OPTIONS/DISCUSSIONS

As a result of the above described needs, the Town of Markham is looking for a Data Integration solution that would help Business Units leverage business data from disparate systems with emphasis on minimizing the time and cost of development and maintenance cycle while providing support for further growth. This will also enable the Town to manage critical data flows and quality of data used by multiple systems that are integral to business processes and ensure a single version of data is maintained across the organization.  In addition, the Town is also evaluating functionalities that support data synchronization, master data lookups, real-time Data Synchronization, Master Data Management and Data Federation to address enterprise needs.  Some of these tools will also position the Town to be able to implement some of the recommendations identified in the Information Management study conducted in 2008.

 

Over the course of the next 12 months, ITS is planning on migrating the current custom data integration framework to the new enterprise framework.  This will be enabled as a result of the data integration product to be acquired. This acquisition will place us in a much better position to address the continued development and maintenance challenges that have arisen due to the business requirements and change requests to link (interface) data between applications which support business processes.  The complexity of such linkages and ongoing changes to the applications on either side of the interface require ongoing maintenance and support, which is complicated to address in the absence of a data integration tool.  This is also one of the key principles of the Town’s Enterprise Information Management Program.  Therefore the need for such a data integration product and the associated framework it will enable is high.

  

Once the enterprise data integration tool will be in place it will make it much easier to support and update the current existing processes:

 

§         Integration of Active Care Response (ACR) with Amanda and Hansen for various configuration types.

§         Address Master database process

 

As well as to implement new up coming projects such as:

 

§   Integration of Backflow Prevention Management System (BPMS) with Amanda – used by WaterWorks department to ensure compliance with backflow by-law.

§   Integration of (from Tax Manager 2000 database) Ownership Information in Amanda - used by cash management group to collect and record property tax payments, integrated with Point of Sale (POS) System.

§   Integration of Data acquisition repository and tracking strategy (DARTS) database(s) with existing Enterprise Systems – initiated by WaterWorks department for the purpose of integration of database, standardization of communication infrastructure, centralization of systems maintenance, single user interface resulting in better information management, compliance to regulations and improved customer service delivery.

§   Customer master data management (MDM) – a best practice for data management, especially for Portal Project.

§   Integration of data which belong to communities of interest as defined in the Information Management Report and implementation plan, such as:

§   enterprise employee data spanning HR, payroll and individual departments and scattered across multiple business applications and datasets

§   enterprise asset data spanning operations, asset management, waterworks, finance, MPL, recreation and ITS amongst other business units scattered across multiple business applications and datasets

 

The enterprise data integration tool will also allow us also to take steps towards achieving our enterprise data governance goals through the data profiling and data quality functionalities provided by the add-ons modules as well as to further move towards enterprise level goals, such as Near Real-Time Data Synchronization, MDM, and Data Federation.

 

BID INFORMATION

Advertised

Invitation

RFP issued on

November 02, 2009

RFP closed on

November 18, 2009

Number of consultants picking up bid documents

5

Number of consultants responding to bid

4*

*One bidder was disqualified as their company’s bid submission was not per the time specified on the quotation cover page.  As per the Town’s General Terms and Conditions Section 13, “Late Bids shall NOT be accepted.”


 

 

292-R-09 Data Integration Application                                                                                                          Page 3 of 3

 

PROPOSAL EVALUATION

The Evaluation Team was comprised of staff from Information Technology Services (ITS) department with purchasing staff acting as the facilitator.  The proposals were evaluated based on pre-established evaluation criteria as identified in the Request for Quotation: 30% technical requirements, 12% past experience, 12% added value, 6% product delivery, and 25% price (20% for total cost of ownership for 5-years from purchase date; including licensing cost, delivery and post delivery items and annual maintenance and support costs; 5% for future cost impact for purchasing additional modules), totaling 85% with the resulting scores as follows:

 

   Consultants

Total Score

Out of  85

Rank

Makeplain Corporation

78.10

1

SAP Canada & BI Builders

70.90

2

Talend Inc.

53.03

3

Informatica Corporation

51.31

4

 

Prices ranged from $178,896.60 - $326,200.00 (year one (1)  to year five (5)) for these submissions, taking into account the total cost of ownership with the inclusion of future support and maintenance costs for years two (2) through to five (5).  These costs (Approximately $91,146.60 inclusive of PST and exclusive of GST over four years for Makeplain Corporation) are to be included in the ITS annual operating budget to be approved through Council.

 

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) with purchasing staff acting as the facilitator.  The interview was evaluated on pre-established questions and scoring criteria, with an additional 15% marks provided for the proponents.

 

   Consultants

Overall Score

(Criteria and Interview)

Out of 100

Rank

Makeplain Corporation

92.05

1

SAP Canada & BI Builders

84.48

2

Talend Inc.

66.66

3

 

Makeplain Corporation, the lowest priced qualified bidder, scored highest on its technical submission as well as in the Question & Answer Session, demonstrating a thorough understanding of the project and its requirements.  The Town is also receiving base functionalities from several add on modules such as Data Quality, Data Profiler, Metadata Management, and Data Federation as part of this award.

 

 

 


 

                                                

 

      STAFF AWARD REPORT                                                           

To:

Barb Cribbett, Treasurer

Re: 

344-S-09 Town-wide Mailing of Tax Bills for 2010

Date: 

December 21, 2009

Prepared by:

Paul Wealleans, Director, Revenues  Ext. 4734

Tony Casale, Senior Buyer Ext. 3190

 

RECOMMENDATION

Recommended Supplier

Canada Post Corporation (Preferred Supplier)

Budget and Account #

  $ 250,600.00

410 432 5110 Postage

Estimated cost of award

  $ 100,290.84

2010 Estimated cost of Award, exclusive of GST

Budget Remaining after award

  $ 150,309.16         

*

*The remaining balance in the amount of $150,309.16 will be utilized for other Townwide postage requirements as budgeted for in the 2010 operating account.

 

Staff recommends:

 

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (1)

 

(b)     where there is only one source of supply for the goods to be purchased;

 

In accordance with the Town’s Expenditure Control Policy  Item 8.05 (Treasurer’s Authority) states; the Treasurer is authorized to pay the following accounts provided that funds are available in the Operating Budget…(c) all accounts for telephones, postage and utilities supplied to the Town”

 

PURPOSE

To award the contract for postage for Town wide mailing of tax bills for 2010.

 

BACKGROUND

The Town of Markham mails residents tax bills two times per year and also mails supplementary tax bills three to four times per year.  Canada Post is the only company that can complete this work as the tax bills must be mailed to individually addressed property owners.

 

 

 


                           

   

                                            

STAFF AWARD REPORT   

To:

Alan Brown, Director, Engineering

Re: 

290-T-09 Main Street Markham Bridge Over the Rouge River Girder Repairs

Date: 

December 09, 2009

Prepared by:

Dale MacKenzie, Sr. Capital Works Engineer, Ext. 4055

Tony Casale, Senior Buyer, Ext. 3190

 

RECOMMENDATION

Recommended Supplier

Bridgecon Construction Ltd. (Lowest Priced Supplier)

Current Budget Available 

$  1,179,496.33

058 6150 9226 005 (Bridge Improvement Main St -B25)

Less cost of award

$       75,000.00

$       11,250.00

$       86,250.00

 

$        6,468.75

$      92,718.75

Price exclusive of  GST

Contingency (15%)

Total award

 

Internal Management Fee @ 7.5%

Total Project cost

Budget Remaining after this award

$ 1,086,777.58

*

* The remaining balance in the amount of $ 1,086,777.58 will be used to replace the vehicle bridge on Main Street Markham South of Highway 7 as budgeted for in this account.

 

PURPOSE

To obtain approval to award the contract for bridge girder repairs to the Main Street Markham bridge overt the Rouge River.

 

BACKGROUND

The Main Street Markham Bridge that crosses the Rouge River is in desperate need of repairs.  These repairs are to ensure that the bridge remains in a safe operating condition for at least an additional five (5) years.  It is expected that this work will commence upon receipt of final approval, weather permitting.  Bridgecon Construction Ltd. has a very good reputation in the industry and the reference checks conducted were all very positive.  As identified in the price summary, Bridgecon Construction is the low bidder for this project and based on the positive feedback received staff recommends awarding this contract to them.

 

 

BID INFORMATION

Advertised

ETN

Bids closed on

December 04, 2009

Number picking up bid documents

34 *

Number responding to bid

9

* The bid document was publicly advertised and could be downloaded at no charge.

 

PRICE SUMMARY

Supplier

Price, Inclusive of PST and exclusive of GST

Bridgecon Construction Ltd.

$  75,000.00

Bob Hendricksen Construction Limited

$   78,500.00

Dagmar Construction Inc.

$   88,998.69

Clearwater Structures Inc.

$   93,781.00

ConCreate USL Ltd.

$   94,025.00

Marbridge Construction Ltd.

$ 149,300.00

Elirpa Construction & Materials Ltd.

$ 150,833.07

A-Con Construction Limited

$ 378,500.00

Dufferin Construction Company

$ 387,900.00

 


                                     

                                                                                STAFF AWARD REPORT                                                Page 1 of 2             

To:

John Livey, Chief Administrative Officer

Re: 

253-R-09 Stormwater Utility – Feasibility Study

Date: 

October 20, 2009

Prepared by:

Soran Sito, Senior Environmental Engineer, Ext. 2521

Robert Slater, Senior Construction Buyer Ext. 3189

 

RECOMMENDATION

Recommended Consultant

AECOM  (Highest Ranked and Lowest Priced Bidder)

Current Budget Available 

$  168,000.00

$  180,000.00

$  348,000.00

640-101-5699-8379 Phase I

Phase II  (2010) *

Total

Less cost of Award

$  118,506.00

$  180,864.00

$    10,000.00

$  309,370.00

 

$    37,124.40

$  346,494.40

Phase I Exclusive of GST

Phase II *

Contingency

Total Award

 

Internal Department Fee (12%)

Total Project cost

Budget Remaining after this award

$    1,505.60

**

* The release of a Purchase order for Phase II is subject to Council Approval of the 2010 budget.

**The remaining balance in the amount of $1,505.60 will be returned to the original funding source.

PURPOSE

The purpose of this report is to obtain approval to award “Consultant for Engineering Services related to the preparation of Stormwater Utility Feasibility Study”.

BACKGROUND

The Town currently maintains approximately 660 km of storm sewer pipes, 17,600 catch basins, 70 stormwater management ponds, 8 oil grit separators, and 376 km of watercourse.  The total asset value of the Storm Drainage System (not including watercourses) is over $350 million.  This represents a significant investment for the Town and as such, managing this investment is critical to maintain a proper level of service.

Stormwater management (SWM) involves controlling the quantity and quality of runoff resulting from rainfall to mitigate/prevent stormwater problems from occurring.  These problems include:

 

·         Erosion control

·         Flood mitigation

·         SWM pond sediment removal and retrofits

·         Other SWM related Operation & Maintenance (O&M) programs

 

On June 26, 2007, staff presented to Council a comprehensive 15-20 years Stormwater Management (SWM) Strategy for the Town. The June 26 SWM Strategy presentation also included a recommendation for conducting further studies to define future costs, funding options and required resources to manage Town’s SWM assets and programs. Council agreed that a more detailed work program is required.

Currently the Engineering and the Asset Management Departments are undertaking 2 separate flood remediation studies (Don Mills Channel and Thornhill Study). Preliminary results of these 2 studies are showing that a significant long-term strategy will be required in order to improved the level of service and reduce flood related damages in Don Mills and Thornhill areas. Other areas of the Town built prior to 1978 (e.g. Unionville, Markham Main) could also be susceptible to flooding during large storm events and will most likely require long-term funding strategy to improve the level of service and prevent future flooding. 

Council in their September 29, 2009 resolution regarding the Don Mills Channel Capacity Study presentation approved the Stormwater Utility Study and directed staff to:” accelerate the completion of the Stormwater Management Utility study”.  .


 

 

253-R-09 Engineering Services for a Stormwater Utility Feasibility Study                                      Page 2 of 2

 

OPTIONS/DISCUSSIONS

On September 4th, Staff released a Request for Proposal (RFP) # 253-R-09 for a consultant to complete a comprehensive Stormwater Utility Study. 

 

BID INFORMATION:

Advertised

ETN

Tender closed on

September 23, 2009

Number of Consultants picking up document

8

Number of Consultants responded

2

 

This is a very specialized area of engineering with limited experience in the marketplace for this type of consultant services and such, the low bid response.

                                               

PROPOSAL EVALUATION                                                                                                                            

The Evaluation Team was comprised of staff from the Engineering 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 firm; 20% qualifications of the lead consultant and project team; 30% project delivery and 30% price totaling 100%. 

 

The ranking results are as follows:

 

Consultants

Score (out of 100)

Ranking

AECOM

96.75%

1

Masonsong Associates Engineering

66.61%

2

 

The evaluation confirmed Aecom to be the overall highest ranked/Lowest priced bidder, (28.5% lower in price than the second lowest priced bidder and 48% higher in technical scoring) with a strong background in similar projects and a good understanding of the project deliverables, key issues and challenges. AECOM provided a team that is experienced, provided sound project deliverables and methodology.

 

The bids have been verified for accuracy and compliance with the Request for Proposal Terms and Conditions. Purchasing has reviewed the references of the recommended bidder and is satisfied with these recommendations.

 

Through this RFP, AECOM will complete the following 2 phases of the study: 

 

Phase I: in this phase, acceptable service expectations and the corresponding level of Capital and Operation & Maintenance requirements will be identified. Funding sources and funding options will also be established in this phase. The work schedule and cost estimates for Phase I are included as Attachment B. Phase I is scheduled for completion by mid April 2010. If Council approve the outcome and recommendations of the phase I, staff will proceed with phase II of this project; and

Phase II: to establish the financing system (funding and billing programs), legal authority and viability, and to engage the public in the process through a number of public consultation meetings. It is estimated that phase II will be completed before the end of 2010. The Legal and Finance Departments will be significantly involved in this phase. Public will also be involved in this phase through 2 public open houses and the Storm Water Advisory Committee (SWAC).   

 

It is intended to present the results and recommendations of the phase I to Council in summer 2010 and based on Council’s resolution, staff will proceed with the phase II of the study that has been included in the 2010 Capital Budget.

 

 


                                                         

                                                           

                                                STAFF AWARD REPORT                            Page 1 of 2

To:

John Livey, Chief Administrative Officer

Re: 

239-R-09 Centurian Drive Detailed Engineering Design  Allstate Parkway to Woodbine Avenue

Date: 

October 30, 2009

Prepared by:

Dale MacKenzie, Capital Works Engineer. Ext: 4055

Robert Slater, Senior Construction Buyer. Ext: 3189

 

RECOMMENDATION

Recommended Consultant

Morrison Hershfield Limited (Highest Ranked / 3rd Lowest Priced bidder)

Current Budget Available 

$      599,200.00

083-5350-8080-005 Centurian Drive Reconstruction

Less cost of award

$       103,509.00

$         33,350.00

$         15,526.00

$       152,385.00

 

$         18,286.20

$       170,671.20

Design  Fee (Excluding GST)

Contract Admin. & Inspection (Excluding GST)

Contingency

Total award*

 

Engineering Dept. Project Management Fees (12%)

Total Project Cost

Amount Remaining after this award

$       428,528.80

**

* Total award includes PST and disbursements.

**Remaining balance in the account is to be set aside and used for land acquisition costs.

 

PURPOSE:

To obtain approval to award the contract for the detailed design and contract administration for the reconstruction of Centurian Drive from Allstate Parkway to Woodbine Avenue.

 

BACKGROUND:                                                                                          ,                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Current traffic congestion along the road network bounded by 16th Avenue, Highway 7, Leslie Street and Woodbine Avenue indicate a need for alternative transportation options within the area.  Future development growth projections, collector road crossings of Highway 404 have been targeted as future capital infrastructure projects within the Regional Municipality of York and the respective local municipalities. In October 2005 the Town examined the option for a mid-block crossing of Highway 404 between Highway 7 and 16th Avenue through a Scheduled “C” Municipal Class Environmental Assessment.  The Environmental Study Report (“Highway 404 Mid-Block Crossing between Highway 7 and 16th Avenue”) recommended a mid-block collector road from Pearce Street in Richmond Hill over Highway 404 to Centurian Drive in Markham and also identified the possible need for road improvements on Centurian Drive from Allstate Parkway to Woodbine Avenue.

 

A Municipal Class Environmental Assessment (Schedule B) for Centurian Drive was completed in 2007 and now the Town wishes to proceed with the Detailed Design in 2009 with construction possibly in 2011.

A Class Environmental Assessment for the reconstruction Centurian Drive from Allstate Parkway to Woodbine Avenue was completed and endorsed by Council on November 27, 2007.

 

The preferred alternative from the Municipal Class EA was for Centurian Drive to be widened on the north side of the road only, with provision of 2-lanes, a common left turn lane and on-street parking.

 

The preferred solution includes:

 

§         Addition of a common left turn lane;

§         Intersection configuration improvements, including addition of turning lanes;

§         Maintain partial on-street parking;

§         Pedestrian safety;                                                                                                                       

§         The enhancement of roadside safety measures;

§         Additional roadside illumination, where warranted;

§         Enhanced pavement markings and signage;

§         Improved geometrics and cross-section;

§         The provision of signals at both intersections of Frontenac Drive and Allstate Parkway; and

§         A signed-only bike route.


 

239-R-09 Centurian Drive Detailed Engineering Design  Allstate Parkway to Woodbine Avenue                Page 2 of 2

 

 

BACKGROUND (Continued):                                                                                         

The road design works are to be done in accordance with the latest revision of the Transportation Association of Canada’s (TAC) Geometric Design Guide for Canadian Roads Manual, the Ontario Provincial Standards (OPS), and the Town of Markham Standards and Guidelines.

 

BID INFORMATION:

 

Advertised

Electronic Tendering Network

Bids Closed on

September 25, 2009

Number of Consultants that picked up/down loaded proposal documents

12

Number responding to proposal

11

 

 

Proposal evaluation

The Evaluation Team was comprised of staff from the Engineering Department with purchasing acting as facilitator. The evaluation was based on pre-established criteria as listed in the Request for Proposal. The evaluation criteria included the following: Qualifications and Experience 25%, Project Delivery 20%, Project Implementation 25% and 30% for price, totalling 100%, with resulting scores as follows:

 

Consultant

Score (out of 100 Points)

Overall Ranking

Morrison Hershfield Limited

87

1

Wardrop Engineering Inc.

83

2

Masongsong Associates Engineering Limited

83

2

Planmac Inc.

76

4

Richardson Foster Consulting Engineers.

74

5

Cole Engineering Group Ltd.

74

5

Stantec Consulting Ltd.

72

7

Municipal Engineering Solutions

61

8

SCS Consulting Group Ltd.

58

9

Aecom Canada Ltd.

56

10

G. D. Jewel Engineering Inc.

45

11

 

 

Prices ranged from $119,995 to $388,000.00.

 

The evaluation confirmed Morrison Hershfield Limited (MHL) to be the overall highest ranked, scoring highest in the project implementation and project delivery criteria with a strong previous background in similar projects and a good understanding of the project deliverables, key issues, challenges and third for pricing ($16,864 higher than low bidder).  Overall MHL was 6-8 pts higher in technical ability and lower by 2-4 pts in price.

 

The bids have been verified for accuracy and compliance with the Request for Proposal Terms and Conditions. Purchasing has reviewed the references of the recommended bidder and is satisfied with these recommendations.