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: |
|
Prepared by: |
Gil Verbeek, Facilities Maintenance Co-ordinator, Asset Management Ext. 3410 Rosemarie Patano, Senior Buyer Ext. 2990 |
Recommended Supplier |
|
|
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
BACKGROUND
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
Advertised, place and date |
Electronic Tendering Network |
Bids closed on |
|
Number picking up bid documents |
24 |
Number responding to bid |
1* |
* The quotation process has proven that
252-Q-09
Civic Centre and Markham Theatre
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.
To: |
Peter Loukes,
Director Operations |
Re: |
370-Q-09 Supply and Delivery of One
Conventional Chassis and Cab |
Date: |
|
Prepared
by: |
Laurie Canning, Manager Fleet &
Supplies, Ext. 4896 Patti Malone, Senior Buyer Ext. 2239 |
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
Upon delivery of the new vehicle, unit; 2191 will be sold in accordance
with
BID INFORMATION
Advertised |
ETN |
Bids closed on |
|
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
|
$
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: |
|
Prepared
by: |
Dennis Riggs, Facility Coordinator, 905-294-6111
x224 Rosemarie Patano, Senior Buyer Ext. 2990 |
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, Year 2, Year 3, 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
BID INFORMATION
Advertised |
Electronic Tendering
Network |
Bids closed on |
|
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
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
|
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 |
|
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: |
|
Re: |
283-T-09 Street Sweeping |
Date: |
|
Prepared
by: |
Morgan Jones, Manager, District (East) Patti Malone, Senior Buyer |
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
PURPOSE:
The purpose of this report is to obtain approval to award the contract
for Spring and Fall Street Sweeping
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.
Advertised |
|
Bids closed on |
|
Number picking up bid documents |
13 |
Number responding to bid |
2 |
Note:
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
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: |
|
Re:
|
304-T-09 Interlocking Stone Repairs to Various Town
Locations |
Date: |
|
Prepared by: |
Mike Brady, Supervisor, Contract
Administration Ext. 2316 Patti Malone, Senior Buyer, Ext. 2239 |
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
**
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
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.
Advertised, place and date |
Electronic Tendering Network |
Bids closed on |
|
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 |
|
$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
To: |
|
Re: |
268-R-09
Architectural |
Date: |
|
Prepared by: |
Henry Tse,
Project Engineer, Ext, 2208 Tony Casale,
Senior Construction Buyer, Ext, 3190 |
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 |
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.
To obtain approval
to award the contract for Architectural Consulting Services for the Facility
Accessibility Retrofits Stimulus Project for ten (10) Town of
As part of the
Infrastructure Stimulus Fund Project, the Town of
The accessibility
upgrades identified are for the following ten (10) Town of
1.
2.
Milliken Mills Community Centre
3.
Armadale Community Centre
4.
5.
6.
Markham Theatre
7.
8.
R.J. Clatworthy Arena
9.
Thornhill Community Centre & Library
10.
Unionville Library
Advertised |
ETN |
Bids closed on |
|
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
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
Consultants |
Total Score Out of 100 |
Rank |
Etude Architect Inc. |
64.39 |
1 ** |
|
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)
**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
**
The technical proposal was scored the lowest of all
proponents, however, they received maximum points for price (low price). Additionally,
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)
Based on the result of the evaluation process, the
team is unanimous in recommending Quadrangle Architects Limited for the
project.
268-R-09 Architectural
FINANCIAL DETAILS:
Below is an
estimated breakdown of the budget for 056-5350-9516-005 Facility Accessibility
Retrofits:
At time of PM award Revised
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: |
|
Prepared
by: |
Dennis Flaherty Ext 2708 |
Recommended Supplier |
CanMark
Communications (Lowest Priced Supplier) |
|
Current Budget
Available |
$ 79,750.00 |
795
796 5874 |
Less cost of award |
$
75,951.00 $ 3,799.00 $
79,750.00 |
Spring issue of Markham Life ( 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.
The contract for
Markham Life magazine with Punch Communications was terminated by the Town on
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,
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 |
|
$ 82,460.00 |
Transcontinental
Printing |
$ 88,013.49 |
Note: One bidder (Tech web) did not provide a bid after numerous
requests from Staff.
STAFF AWARD REPORT
Page 1 of 3
To: |
|
Re: |
292-R-09 - Data Integration Application |
Date: |
|
Prepared
by: |
Teodor Tecsa, Manager Applications and Rosemarie Patano, Senior Buyer, Ext.
2990 |
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
***
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.
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/
planning, work order creation, planned maintenance, etc. are partially integrated to the Town’s Customer
Relations Management system (
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
292-R-09 Data
Integration Application Page
2 of 3
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
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
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 (
§
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
§ 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
§ Customer master data
management (
§ Integration of data which
belong to communities of interest as defined in the
§ 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,
BID INFORMATION
Advertised |
Invitation |
RFP issued on |
|
RFP closed on |
|
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
Consultants |
Total Score Out of
85 |
Rank |
Makeplain Corporation |
78.10 |
1 |
|
70.90 |
2 |
Talend Inc. |
53.03 |
3 |
|
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
Consultants |
Overall Score (Criteria and Interview) Out of 100 |
Rank |
Makeplain Corporation |
92.05 |
1 |
|
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: |
|
Prepared
by: |
Paul Wealleans, Director, Revenues Ext. 4734 Tony Casale, Senior Buyer Ext. 3190 |
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.
THAT
the tendering process be waived in accordance with
(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.
The Town of
To: |
Alan
Brown, Director, Engineering |
Re: |
|
Date: |
|
Prepared
by: |
Dale MacKenzie, Sr. Capital Works
Engineer, Ext. 4055 Tony Casale, Senior Buyer, Ext. 3190 |
Recommended Supplier |
Bridgecon
Construction Ltd. (Lowest Priced Supplier) |
|
Current Budget
Available |
$ 1,179,496.33 |
058 6150 9226 005 ( |
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
BACKGROUND
The
BID INFORMATION
Advertised |
ETN |
Bids closed on |
|
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: |
|
Re: |
253-R-09 Stormwater
Utility – Feasibility Study |
Date: |
|
Prepared by: |
Soran Sito, Senior Environmental Engineer, Ext. 2521 |
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
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
Currently the
Council in their
253-R-09
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 |
|
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
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.
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.
To: |
|
Re: |
|
Date: |
|
Prepared by: |
Dale MacKenzie, Capital Works Engineer.
Ext: 4055 Robert Slater, Senior Construction
Buyer. Ext: 3189 |
Recommended Consultant |
Morrison
Hershfield Limited (Highest Ranked / 3rd Lowest Priced bidder) |
|
Current Budget Available |
$
599,200.00 |
|
Less
cost of award |
$ 103,509.00 $ 33,350.00 $ 15,526.00 $ 152,385.00 $ 18,286.20 $ 170,671.20 |
Contract
Admin. & Inspection (Excluding GST) Contingency Total
award* 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
A
Municipal Class Environmental Assessment (Schedule B) for
A Class Environmental
Assessment for the reconstruction
The preferred alternative from the Municipal Class
EA was for
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
§
A
signed-only bike route.
BACKGROUND
(Continued):
The road design works are to be done in accordance
with the latest revision of the Transportation Association of Canada’s (
Advertised |
Electronic Tendering Network |
Bids Closed on |
|
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 |
|
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.