STAFF
AWARD REPORT
Page 1 of 2
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To:
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Re:
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Date:
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December 15, 2009
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Prepared by:
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RECOMMENDATION
|
Recommended Supplier
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Johnson Controls (Sole Bidder)
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|
Current Budget Available
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$ 94,653.00
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(See Financial Template below)
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Less cost of award
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$ 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
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$ 73,697.96
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** 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
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Advertised, place and date
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Electronic Tendering Network
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Bids closed on
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December 10th,
2009
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Number picking up bid documents
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24
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Number responding to bid
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1*
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* 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.
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Account
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Cost of Award, exclusive of GST
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Facility
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Code
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Annual Budget
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2010
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2011*
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2012*
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Theatre
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530-998-5410
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$35,500.00
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$1,454.80
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$1,498.44
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$1,543.40
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Civic Centre
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750-751-5399
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$59,153.00
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$19,500.24
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$20,085.24
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$20,687.76
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Totals
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$94,653.00
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$20,955.04
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$21,583.68
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$22,231.16
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To:
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Peter Loukes,
Director Operations
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Re:
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|
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Date:
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December 21, 2009
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Prepared
by:
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RECOMMENDATION
|
Recommended Supplier
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Edgetown
Ford Lincoln (Lowest Priced Supplier)
|
|
Current
Budget Available
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$ 155,843.78
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057-6150-7514-005 Waterworks Fleet Replacement
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Less cost of award
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$ 54,117.72
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Price inclusive of PST, exclusive of
GST
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Budget remaining after this award
|
$ 101,726.06
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*
|
*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
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Advertised
|
ETN
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|
Bids closed on
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December
18th, 2009
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Number picking up bid documents
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25
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Number responding to bid
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5*
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* Maciver Dodge Limited submitted two bid proposals
with different chassis cab within each proposal.
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Supplier
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Price, Inclusive
of PST and Exclusive of GST
|
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Edgetown Ford
Lincoln Sales
|
$
54,117.72
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Markville Ford
Lincoln Limited
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$
54,311.01
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Maciver Dodge Limited
(Bid # 1)
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$
54,616.68
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Donway Ford
Sales Limited
|
$
55,366.20
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Maciver Dodge
Limited (Bid # 2)
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$ 60,603.12
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STAFF AWARD REPORT Page 1 of 2
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To:
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Glen
Taylor, Acting Director of Recreation
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Re:
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Date:
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December 10, 2009
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Prepared
by:
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RECOMMENDATION
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Recommended Supplier
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General
Filtration (Lowest Priced Supplier)
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Budget Available
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$ 93,904
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See Financial
template below
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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
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Advertised
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Electronic Tendering
Network
|
|
Bids closed on
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December
02, 2009
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Number picking up bid documents
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15
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Number responding to bid
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5
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PRICE SUMMARY
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Supplier
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Annual
Price, Inclusive of PST and Exclusive of GST
|
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General
Filtration
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$25,865
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Water & Ice North America Inc.
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$26,893
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Aquatech Logistics
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$28,472
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Glen Chemicals Ltd.
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$31,248
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Acapulco Pools Limited
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$36,399
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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.
The following table illustrates the requirements
from January 1, 2010
to December 31, 2010
based on new pricing broken down by locations.
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Locations
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Account #
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2010 Budget
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2010 Budget Available for Year 1 Award
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Budget Remaining After 2010 Award
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1
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Angus Glen Pool
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504 911 4211
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$ 24,000
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$ 7,100
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$
16,900
|
|
2
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Centennial Pool
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503 911 4211
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$ 20,000
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$ 5,767
|
$ 14,233
|
|
3
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Milliken Mills
Pool
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502 911 4211
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$ 32,052
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$ 9,195
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$ 22,857
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4
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Morgan Pool
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503 912 4211
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$ 4,806
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$ 805
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$ 4,001
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5
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Rouge River Pool
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503 913 4211
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$ 2,600
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$ 416
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$ 2,184
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6
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Thornhill Pool
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500 199 4211
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$ 10,446
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$ 2,582
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$
7,864
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|
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Total
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$ 93,904
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$ 25,865
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$ 68,039
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STAFF AWARD
REPORT
Page 1 of 2
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To:
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John Livey, Chief Administrative
Officer
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Re:
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Date:
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December 18, 2009
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Prepared
by:
|
|
RECOMMENDATION
|
Recommended Supplier
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D.Crupi
& Sons (Lowest Priced Supplier)
|
|
Current Budget
Available*
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$ 216,300.00
|
700 502 5303 Street Sweeping
|
|
Less cost of award*
|
$
145,290.00
$
145,290.00
$
145,290.00
$
435,870.00
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Exclusive of GST for 2010
Exclusive of GST for 2011*
Exclusive of GST for 2012*
Total Cost of Award
|
|
Budget Remaining after this award
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$
71,010.00
|
**
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*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
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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.
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
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To:
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John Livey, Chief Administrative Officer
|
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Re:
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|
|
Date:
|
December 17, 2009
|
|
Prepared by:
|
|
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.”
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
|
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
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To:
|
John Livey, Chief Administrative Officer
|
|
Re:
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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:
|
|
|
Date:
|
December 01, 2009
|
|
Prepared
by:
|
|
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:
|
|
|
|
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 AWARD REPORT
Page 1 of 3
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
December 03, 2009
|
|
Prepared
by:
|
|
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.
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.”
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:
|
|
|
Date:
|
December 21, 2009
|
|
Prepared
by:
|
|
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.
|
To:
|
Alan
Brown, Director, Engineering
|
|
Re:
|
|
|
Date:
|
December 09, 2009
|
|
Prepared
by:
|
|
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
|
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”. .
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.
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
October 30, 2009
|
|
Prepared by:
|
|
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.
