Report to: General Committee Report
Date: March 1, 2010
SUBJECT: Staff Awarded Contracts for the
Month of February 2010
PREPARED BY: Alex Moore, Ext. 4711
RECOMMENDATION:
1.
THAT
the report entitled “Staff Awarded Contracts for the Month of February 2010” be
received;
And that Staff be authorized and directed to do all
things necessary to give effect to this resolution
EXECUTIVE SUMMARY:
Council at its meeting of May 26th, 2009 amended By-Law
2004-341, A By-Law Establishing Procurement, Service and Disposal
Regulations and Policies. The By-Law
delegate’s authority to staff to award contracts with a monthly information
report required to be submitted to Council by the Treasurer for all contracts
awarded by staff >$50,000
PURPOSE:
To inform
Council of contracts awarded by staff for the Month of February 2010 as per Purchasing
By-Law 2004-341 as listed below.
Community &
Fire Services
|
Award Details
|
Description
|
|
Lowest Priced Supplier
|
|
|
Highest Ranked /
Second Lowest Priced Supplier
|
|
|
Preferred
Supplier
|
|
Corporate Services
|
Award Details
|
Description
|
|
Preferred Supplier
|
|
Development Services
|
Award Details
|
Description
|
|
Highest
Ranked/Second Lowest Priced Supplier
|
|
STAFF AWARD REPORT
Page 1 of 2
|
To:
|
Brenda Librecz,
Commissioner, Community & Fire Services
|
|
Re:
|
|
|
Date:
|
January 20, 2010
|
|
Prepared
by:
|
|
PURPOSE
To obtain approval
to award the contract for the replacement and/or relocation of traffic signal
controllers at twelve (12) intersections throughout the Town.
RECOMMENDATION
|
Recommended Supplier
|
Beacon
Utility Contractors Limited (Lowest Priced Supplier)
|
|
Current
Budget Available
|
$ 17,897.79
$ 32,616.93
$ 50,514.72
|
050-6150-8181-005 2008 LED Traffic Signal Displays
050-6150-9169-005 Traffic Signals Upgrade
|
|
Less cost of award
|
$ 52,125.00
|
Price inclusive of PST, exclusive of
GST
|
|
Budget
Remaining after this award
|
$ (1,610.28)
|
*
|
Note: The financial considerations do not include HST as works are targeted to
be completed prior to the July 2010 implementation of the HST.
BACKGROUND
The project involves the replacement of
traffic signal controllers at twelve (12) Town intersections:
INTERSECTION POLE MOUNTED
RELOCATE NEW CONTROLLER
1. Highway
48 and Bur Oak Avenue No No Yes
2. Bullock Drive and Austin Road No No Yes
3. Rodick Road and Apple Creek Blvd. Yes Yes Yes
4. Middlefield Road. and Elson Street Yes Yes Yes
5. Birchmount Road. and Denison Street Yes Yes Yes
6. Denison Street and Brimley Road Yes Yes Yes
7. Denison Street and Featherstone Ave Yes Yes Yes
8. Denison Street and Gorvette Road / Yes Yes Yes
Milliken
Meadows Drive
9. Denison Street and Old Kennedy Road Yes Yes Yes
/
Fresno Court
10.
Denison Street and Teddington
Avenue Yes Yes Yes
/
Mollory Ave
11. Rodick
Road
and Hollingham Road/ Yes Yes Yes
John
Button Blvd.
12. John Street East of Downhill Trail Yes No No
*
* Transferring the existing unit from
Birchmount and Denison
Note: This work is for the labour
only. The controllers have been
purchased on a separate contract for an estimated cost of $110,000.
At present, traffic signal controllers at
the above referenced intersections are mounted to street light poles. The
subject installations are located in close proximity to roadways and
sidewalks. The current locations are not
preferred as they are subject to frequent accident damage caused by vehicles
leaving the traveled portion of the road.
Completing the recommended work will
decrease cost of operating our traffic signal infrastructure, prevent future damage
as well reduce visibility obstructions.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
November
26, 2009
|
|
Number picking up bid documents
|
7
|
|
Number responding to bid
|
3
|
PRICE SUMMARY
|
Suppliers
|
Price (inclusive of
PST, exclusive of GST)
|
|
Beacon Utility
Contractors Limited
|
$52,125.00
|
|
Black & Macdonald Limited
|
$97,802.64
|
|
Guild Electric Limited
|
$113,876.91
|
STAFF AWARD REPORT Page 1 of 2
|
To:
|
Brenda Librecz,
Commissioner, Community & Fire Services
|
|
Re:
|
|
|
Date:
|
January 22, 2010
|
|
Prepared
by:
|
|
PURPOSE
To obtain
approval to award the contract for the supply and installation of forty
(40)in-ground recycling Molok containers in Town parks.
RECOMMENDATION:
|
Recommended Supplier
|
Pine
Valley Enterprises Inc (Lowest Priced Supplier)
|
|
Budget Available for
Award
|
$ 82,861.16
$ 115,653.35
$ 198,514.51
|
059-6150-9200-005 Townwide park furniture
Amenities (2009)
059-6150-10227-005 Townwide Park
Furniture Amenities (2010)
(See Financial Attachment)
|
|
Less cost of award
|
$ 163,296.00
|
Total Cost of Award Exclusive of GST
|
|
Budget Remaining after this award
|
$
35,218.51
|
*
|
*The remaining
balance of $1,213.16 in the 2009 account 059-6150-9200-005 will be returned to
the original funding source upon payment of the final invoice. The remaining balance of $34,005.35 in the 2010 account 059-6150-10227-005 will
be used to purchase additional Parks furniture and amenities, including but not
limited to benches, picnic table frames, wood and hardware, recycling
receptacles, BBQ repairs/refurbishing as budgeted for within this account.
Note: The financial considerations do not include HST as works are targeted to
be completed prior to the July 2010 implementation of the HST.
BACKGROUND
The project is to expand recycling capabilities in
parks where large amounts of recyclable materials are generated, particularly
adjacent to sports fields. The Molok
in-ground recycling containers are now being purchased and will be placed
beside the garbage Molok in-ground waste receptacles at locations prioritized
by demonstrated need. These new
containers will facilitate a large amount of bottles, cans and other
recyclables to significantly reduce litter in parks and the frequency of
emptying receptacles at those locations.
OPTIONS/DISCUSSIONS
This is the 2nd time in three (3) months
that this project has been released to the market place. In September 2009, Staff released quotation #
260-Q-09 to the market for supply and installation of twenty (20) Moloks and only received one (1) bid
response. After internal assessment and
review of the 2010 budget, Staff cancelled # 260-Q-09 and re-released a new
quotation to the market place for supply and installation of Forty (40) Moloks which leveraged both
budget year (2009 & 2010) requirements.
In comparing prices received upon bid opening, the new quote 351-T-09 is
approx 2% lower in cost than the price received on bid opening for 260-Q-09.
BID INFORMATION
|
Advertised
|
ETN (Electronic Tendering
Network)
|
|
Bids closed on
|
December 14, 2009
|
|
Number picking up bid documents
|
10*
|
|
Number responding to bid
|
2
|
* Purchasing contacted 7 suppliers
who picked up the bid document, however, choose not to submit a bid. One bid taker chose not to bid after review
of document. 4 bid takers did not do
this type of work. One bid taker had
prior commitments. One bid stated they
could not match the specifications included in the bid document.
PRICE SUMMARY
|
Supplier
|
Qty
|
Unit Price
|
Total Price *
|
|
Pine Valley
Enterprises Inc.
|
40
|
$4,082.40
|
$163,296.00
|
|
Rutherford Contracting Ltd.
|
40
|
$4,295.00
|
$171,800.00
|
* Inclusive of PST but exclusive
of GST
FINANCIAL ATTACHMENT
STAFF AWARD REPORT
Page 1 of 2
|
To:
|
Brenda
Librecz, Commissioner, Community & Fire Service
|
|
Re:
|
|
|
Date:
|
January 27, 2010
|
|
Prepared
by:
|
|
PURPOSE
To obtain approval to award the contract
for the short term rental of vehicles for 2010 seasonal requirements.
RECOMMENDATION
|
Recommended Supplier
(s)
|
Sommerville
National Leasing & Rentals Ltd.(Lowest Priced Supplier), Item 1 & 2
Enterprise
Holdings Inc. (Lowest Priced Supplier), Item 3
|
|
Current Budget
Available
|
$ 259,887.00
|
750
752 5500 Vehicle Rent/Lease (2010)
|
|
Less
cost of award
|
$ 139,654.80
$
57,093.12
$ 196,747.92
|
Inclusive
of PST, Exclusive of GST (Sommerville, 22 vehicles)
Inclusive
of PST, Exclusive of GST (Enterprise,
8 vehicles)
Total
Cost of Award
|
|
Budget Remaining after this award
|
$ 63,139.08
|
*
|
*Balance remaining to be spent on other rentals or
other operating expenses as required and budgeted for under this account.
Note: The financial considerations include PST (8%), any monies expended after
July 2010 will be subject to the implementation of the HST.
BACKGROUND
These
vehicles are for 2010 seasonal requirements identified by the Operations
Parks, Waste Management, Bylaws and Operations
Roads departments. These units are
required as seasonal fleet units to deliver the required services throughout
the spring and summer seasons.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
December 18, 2009
|
|
Number picking up bid documents
|
14
|
|
Number responding to bid
|
3
|
*Purchasing staff contacted
some of suppliers who picked up the document and did not submit a response. One supplier did not submit because they had
prior commitments are where unsure if they could meet our vehicle requirements. Two other suppliers did not submit because of
limited vehicle availability and challenging markets.
PRICE SUMMARY (Inclusive of PST, Exclusive GST) – Prices
are monthly rental costs
|
Vehicle Type
|
Qty
|
Months
|
Start Date
|
End Date
|
HERTZ EQUIPMENT RENTAL
|
SOMERVILLE NATIONAL LEASING
|
ENTERPRISE HOLDINGS INC.
|
|
9200 lbs GVW
Crew Cab Pickups (Item 1)
|
12
|
7
|
Apr-01
|
Oct-31
|
No Bid
|
$1,042.20
|
$1,510.92
|
|
9200 lbs GVW
Crew Cab Pickups (Item 2)
|
10
|
5
|
Apr-01
|
Aug-31
|
No Bid
|
$1,042.20
|
$1,510.92
|
|
1/2 ton Regular
Cab Pickups (Item 3)
|
14
|
4
|
May-01
|
Aug-31
|
$1,500.00
|
No Bid
|
$1,019.52
|
*As compared to the previous contract (2009), these
prices represent an approximate 1.5% decrease in the monthly costs.
|
Vehicle Type
|
Qty
|
Months
|
Monthly
Rate
|
Extended
Cost
|
|
9200 lbs GVW
Crew Cab Pickups
|
12
|
7
|
$1,042.20
|
$87,544.80
|
|
9200 lbs GVW
Crew Cab Pickups
|
10
|
5
|
$1,042.20
|
$52,110.00
|
|
1/2 ton Regular
Cab Pickups
|
14
|
4
|
$1,019.52
|
$57,093.12
|
|
Total Cost
(Inclusive of PST, Exclusive GST)
|
|
$196,747.92
|
The following is the changes in quantities from 2008
to the 2010 contract:
|
Vehicle Type
|
2008 Qty
|
2009 Qty
|
2010 Qty*
|
|
9200 lbs GVW
Crew Cab Pickups
|
20
|
22
|
22
|
|
1/2 ton Regular
Cab Pickups
|
20
|
19
|
14
|
|
Totals
|
40
|
41
|
36
|
STAFF
AWARD REPORT Page 1 of 3
|
To:
|
Brenda Librecz , Commissioner, Community & Fire
Services
|
|
Re:
|
|
|
Date:
|
January
25, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award the contract for design, construction
administration and inspection for looping and disconnection works at 14
existing watermain locations over the Town of Markham water distribution system.
RECOMMENDATION
|
Recommended Supplier
|
Chisholm Fleming & Associates (Highest Ranked / Second Lowest Priced
Supplier)
|
|
Current Budget Available
|
$ 828,275.39
|
053-6150-7666-005 Water System
Upgrades
|
|
Less cost of award
|
$ 95,000.00
$ 4,750.00
$ 99,750.00
|
Detailed Design,
Contract Adm/Insp, Disbursements (excl.
GST)
Contingency (5%)
Total Award
|
|
Budget Remaining after this award
|
$ 728,525.39
|
*
|
*The balance remaining will be
used for construction of looping/ disconnection works in distribution
watermains as budgeted for within this account.
Note: The financial considerations include PST (8%), any monies expended after July
2010 will be subject to the implementation of the HST.
BACKGROUND
In compliance
with the requirements of Ontario Drinking Water Quality Standards and Drinking
Water Systems, O.Reg 169/03 & 170/03, manual flushing must be performed
regularly at all dead-ends of the distribution system. With the growth of the
system, manual flushing exposes several drawbacks as it is a time consuming
process, causing sudden pressure drops, wasting of large amount of water, and
requiring an intensive workload from operation and maintenance staff in year-round
schedule.
In 2007-2008, Waterworks conducted a system improvement study
which indicates that elimination of dead-ends, where possible, proves to be
cost-effective solution in long-term life-cycle analysis and cost assessment. The study also specified priority locations
where looping the network or disconnection of redundant branches could be
implemented as part of the elimination solution. Waterworks plans to retain a consulting
engineer to prepare a detail design, construction administration and inspection
for looping and disconnection works in these 14 priority locations. Construction is scheduled to commence by May
2010 and complete by July 2010.
BID INFORMATION
|
Advertised, place and date
|
Electronic Tendering Network (ETN)
|
|
Bids closed on
|
December
22, 2009
|
|
Number picking up bid documents
|
22
|
|
Number responding to bid
|
8*
|
*One submission was disqualified the bid form had erasures that were
not initialed. As per our general terms
section 20 “Erasures, overwriting or strike-outs shall be initialed by the
person signing on behalf of Bidder”. All
requirements referred to with the term “shall” are mandatory requirements and
failure to comply shall cause a bid to be declared improper and shall be
rejected.
PROPOSAL EVALUATION
The evaluation team was comprised of staff
from the Waterworks with Purchasing staff acting as the facilitator. The
evaluation was based on pre-established evaluation criteria as listed in the
Request for Quotation: 20% for experience
of the firm in similar projects, 20% for qualifications of the project team
leader and key personnel, 30% for details of project delivery, 30% for price,
totaling 100%, with resulting scores as follows:
|
Consultant
|
Total Score
|
Rank
|
|
Chisholm Fleming &
Associates (CFA)
|
87.1
|
1
|
|
AE Associated Engineering
|
76.5
|
2
|
|
Wardrop Engineering Inc.
|
75.0
|
3
|
|
Schaeffers Consulting Engineers
|
71.1
|
4
|
|
AECOM Canada
|
67.1
|
6
|
|
Genivar
|
66.5
|
7
|
|
Fabian Papa & Partners Inc.
|
58.5
|
8
|
Note: Prices ranged
from $69,860.00 - $ 259,010.00 for this project.
The evaluation confirmed Chisholm, Fleming & Associates
(CFA) to be the overall highest ranked proponent. CFA was scored highest in the
technical evaluation process, and was the second lowest priced bidder ($25,140
more than low bidder) in price evaluation process, respectively.
CFA
provides a strong background experience in municipal waterworks design
and construction administration projects across Ontario. Staff score for CFA past similar
project experience reached the maximum of 20. For this project, CFA proposes an
excellent project team with experienced team leader, qualified technical staff
and sub-consultants. Among other proponent’s proposal, CFA proposal showed the
best understanding of the assignment, proposed the most preferable methodology
of works and work-plan. They also addressed and proposed feasible methods to
overcome key issues and challenges during both design and construction stages.
With good quality assurance/ quality control policy in-place, sound
project management and engineering experience, CFA commits to provide the deliverables
on-time, within budget and at the Town’s expected quality.
References have been checked with favourable responses from Asset
Management staff, who was the project manager in a 2009 watermains replacement
project, in which CFA provided construction administration services.
ATTACHMENTS
Appendix
A – List of works for the 14 locations
APPENDIX A- LIST OF WORKS
|
No
|
Location ID/
Map
|
Node ID/ Code
|
Street Name/
Location
|
|
Descriptions of Works
|
|
1
|
2/ 5D2
|
N03475
|
Town Hall / Markham
Theatre
|
|
Loop- Extend watermain
from Node N03475 connecting to the main on Glencove Drive, estimated length 75m
ND200;
|
|
2
|
3/ 5D1
|
N03199
|
Blackwell
Court
|
|
Disconnect- Relocate
hydrant on HWY 7 watermain
section between Node N03116 to N03199 to the new location on Montgomery Crt
corner; Abandon this watermain section;
|
|
3
|
8/ 7B4
|
N00524
|
Ladyslipper
Court
|
|
Loop- Extend watermain
from Node N00524 connecting to the main on Laureleaf Road at Node N00527, 220m
ND150;
|
|
4
|
16/ 6B1
|
N48967
|
Augusta
Court
|
|
Loop- Extend watermain
from Node N48967 connecting to the main on Royal Orchard at Node N06139, 50m
ND150;
|
|
5
|
20/ 5E2
|
N04608
|
Gainesville
Avenue
|
|
Loop- Extend watermain
from Node N04608 connecting to the main on Krifchoff Ave at Node N04610, 150m
of ND150; Abandon section from Node N04608 to N48980;
|
|
6
|
21/ 6H4
|
N06866
|
Nelson
Street
|
|
Loop- Extend watermain
from Node N06866 through Magill Street connecting to the main on Rouge Street
at Node N50893, 110m of ND150;
|
|
7
|
22/ 5J1
|
N49464
|
9th Line, east side, south
of Cornell Park Avenue
|
|
Disconnect- Relocate
hydrant at Node N49464 to reconnect to the main ND400 on the 9th line;
Abandon watermain section from Node N49463 to Node N49464;
|
|
8
|
23/ 4H1
|
N07727
|
6230 - 16th Ave (Williamson Road)
|
|
Loop- Extend watermain
from Node N07727 connecting to the main on Williamson Rd at Node N50142, 30m ND150;
|
|
9
|
33/ 7F2
|
N10100
|
Brimley
Road near Cashmere Crescent
|
|
Loop- Connect watermain
ND150 on Brimley Road
to the main ND200 further on the boulevard side, 20m ND150;
|
|
10
|
40/ 5F3
|
N04972
|
Atlantic
Avenue
|
|
Disconnect- the two loops by abandon watermain ND200
section from Node N04972 to N04973;
|
|
11
|
38 & 39/
7B3
|
N00615 &
N00646
|
John Street
|
|
Disconnect- Relocate two
hydrants at Node N00615 and N00646; Abandon sections of watermain from Node
N07669 to N00615 and from N00646 to N00664;
|
|
12
|
36 & 37/
6F3
|
N06710
|
McCowan
Road
|
|
Disconnect- Abandon
watermain section ND150 from Node N06710 to N06711 if service connection at #8192 McCowan Road
is not connected to this section;
|
|
13
|
41 & 42/
5F3
|
N10069 & N24752
|
Paddock Road and Carlton Road
|
|
Loop/ Disconnect- Connect
two Nodes N10069 and N24752 by new watermain section 90m ND200 to form a new
loop; Disconnect mains on Paddock Lane and Carlton Rd to the Central Park Drive;
|
|
14
|
43/ 5F3
|
N24756 &
N24757
|
Manhattan
Drive
|
|
Loop/ Disconnect-
the two pressure zones by abandon section ND200 between Node N24756 and
N24757; Loop the new dead-end through
another new watermain section on the south side of Manhattan Drive, 70m ND200;
|
STAFF AWARD
REPORT Page 1 of 2
|
To:
|
John Livey, Chief Information Officer
|
|
Re:
|
|
|
Date:
|
January 19, 2010
|
|
Prepared by:
|
|
PURPOSE
To
obtain approval to award the contract for the replacement and installation of a
submersible sanitary sewage pumps compatible with the existing pump
installation and controls at the Calvert Road sanitary sewage pumping station.
RECOMMENDATION
|
Recommended Supplier
|
ITT Flygt Water & Wastewater (Preferred Supplier)
|
|
Current Budget Available
|
$ 120,000.00
|
053-6150-10317-005 Calvert Road Pumping Station Pump Replacement
|
|
Less cost of award
|
$ 79,742.88
|
Total Cost of Award, Inclusive of PST, Exclusive of GST
|
|
Budget
Remaining after this award
|
$ 40,257.12
|
*
|
* Remaining balance is to be returned to
the original funding source.
Note:
In August 2009, Staff approved report # 210-S-09 for the purchase of two
(2) of the four (4) pumps required for the identified station within this
report. There is four (4) pumps per station and the original plan was to
procure two (2) pumps through the 2010 budget, and the remaining two (2) pumps
through the 2011 budget. However, as identified within report 210-S-09 and due
to the urgent need to replace the pumps immediately. Staff approved the purchase of two (2) pumps
in 2009 with the remaining two (2) pumps requirements completed upon approval
of the 2010 budget and this award report.
The supplier has maintained their price for the additional two (2) pumps.
Note: The financial considerations do not include HST as works are targeted to
be completed prior to the July 2010 implementation of the HST.
Staff further recommends:
THAT the tendering process be waived in
accordance with Purchasing By-Law
2004-341, Part II, Section 7 (1) (b) “where the Town is acquiring specialized vehicles
or equipment, such as firefighting vehicles or equipment or buses, in
which case the source of supply may be identified based on technical
specifications prepared by the User Department staff.”
BACKGROUND
The Calvert Road
sanitary sewage pumping station provides sewage lift for the Cachet Woods
sub-division, utilizing four 66kW (88hp) submersible pumps. This Calvert road pumping station has been in
operation for over 14 years. The
expected lifecycle for the pumps is 20 to 25 years, therefore each pump has
approximately 6 years of useful life remaining under normal usage. The installed pumps are all supplied by ITT Flygt.
However the pumps
in the station have had a history of becoming partially blocked from debris on
the inlet side of the pump. This was due to the development of the subdivision
where construction material along with stone and sand made its way into the sanitary
sewer and the pumping station. As a
result these pumps are not able to reach the expected lifecycle and all four
(4) pumps are originally planned for replacement in 2010 and 2011 in order to
maintain the service level provided. The replacement of the remaining two (2)
pumps in this project is just to complete the entire project with one year
ahead of the original schedule.
OPTIONS/DISCUSSIONS
The Town has
standardized the use of Flygt Submersible Pumps in all Town of Markham Sanitary and Storm Lift Stations. The principle of Pumping Station design is
to select pump make and type and then design the piping and operating controls
to match the pumps. Pumps are always the
priority and because the rest of the pumping station configuration depends on
them.
ITT Flygt pumps are recognized benchmark for reliability
and service ease by the water/wastewater industry and therefore their pumps are
specified for the majority of pumping stations by the consultants and
users. Changing of one or two pumps to
different manufacturer among the four pumps in this pumping station would
require total redesign of the pumping station (Estimated cost to re-design
$15,000 -$20,000 / station) because they would not be compatible with
the other pumps and controls. Even if we
would redesign the pumping station and replace all ITT
Flygt pumps with different brand “X”, we would have to replace all piping and
operating controls at a far greater cost and would eventually need to replace the Brand “X” over the years with
these pumps, piping and controls again being proprietary to Brand “X”.
With the Cachet
Woods sub-division more developed now, it is expected the amount of debris going
into the sanitary sewer to be much less, and therefore the life span of the new
pumps are to be longer and closer to the projected lifecycle.
STAFF AWARD REPORT Page
1 of 2
|
To:
|
John Livey, Chief Administrative
Officer
|
|
Re:
|
|
|
Date:
|
|
|
Prepared
by:
|
|
PURPOSE
The purpose of this report is to obtain approval to award
the contract for the 2010 publication of various Town advertisements and
notices published in the Markham Economist and Sun and the Thornhill Liberal.
RECOMMENDATION
|
Recommended
Supplier
|
York
Region Media Group (Preferred Supplier)
|
|
|
Line rate of $1.38
|
Council
approved 2010 Operating budget
|
|
2010 Budget Available
|
$174,880.00
|
795 796 5810 - TOM page advertising (incl. of PST)
795 796 5874 – Markham
Life Distribution (incl
|
|
Less cost of
award
|
$171,899.00
|
Inclusive of
PST, Exclusive of GST
|
|
Budget Remaining after this award
|
$2,981
|
Upset limit –
budget of $174,880.00
|
Note: The financial considerations include PST (8%), any monies expended after
July 2010 will be subject to the implementation of the HST.
Staff
further recommends:
THAT
the tendering process be waived in accordance with Purchasing
By-Law 2004-341, Part II, Section 7 Non Competitive Procurement, item 1 (b)
which states “Where there is only one source of supply for the goods to be
purchased;”
BACKGROUND
The Town of Markham has been utilizing the services of
the Markham Economist & Sun and the Thornhill Liberal for more than 13
years. These publications provide the Town with several services including:
publication of a weekly Town Page, advertising for Markham’s theatre, gallery and museum,
distribution of materials (such as the quarterly Markham Life) and publishing
other community information.
This contract also provides
the Town with the same advertising rates for other YRMG publications including
the Thornhill/Richmond Hill Liberal and the Aurora/Newmarket Era Banner (if
required).
DISCUSSION
Markham Economist
and Sun and The Thornhill Liberal are the only weekly English print advertising
vehicles for local community notices and the promotion of meetings, events and
programs. Staff
has negotiated the advertising rates and the details are covered in the
Financial Considerations.
FINANCIAL
CONSIDERATIONS
York Region Media Group (YRMG)
is charging the same line rate in 2010 as it charged in 2009. YRMG increased
its line rate by $0.04 per line, effective January 2009 and the newspaper
modified its page layout size during the year, as part of a cost saving measure.
The change in page size has resulted in a slightly lower per page cost for
2010.
389-S-09 Advertising Services for 2010 Markham Economist and Sun Page 2
of 2
FINANCIAL
CONSIDERATIONS
Town of Markham
Advertising Line Rates
|
|
2005
|
2006
- 2008
|
2008
|
2009
|
2010
|
|
Markham/Thornhill
Line Rate
|
1.30
|
1.34
|
$1.34
|
$1.38
|
$1.38*
|
|
Cost per Town
Page
(before taxes)
|
$2,293.20
|
$2,363.76
|
$2,363.76
|
$2,434.32
|
$2,415.00
|
|
Lines Per Page
|
1,764
|
1,764
|
1,764
|
1,764
|
1,750
|
|
# of weeks Town Page runs per year
|
51
|
51
|
51
|
51
|
51
|
|
Total Annual
Cost of Town page (incl. of PST)
|
$126,309.46
|
$130,195.90
|
$134,082.35
|
$134,082.35
|
$133,018.20
|
|
Annual cost to
Distribute
(incl. of PST)
|
|
|
$21,638.00**
|
$27,699.00***
|
$38,880.00
|
|
Total Cost of
2010 Award
|
|
|
|
|
$171,898.20
|
|
To:
|
Jim
Baird, Commissioner, Development Services
|
|
Re:
|
|
|
Date:
|
February 3, 2010
|
|
Prepared
by:
|
|
PURPOSE
To obtain approval
to award the contract for the Employment Area Intensification Study.
RECOMMENDATION
|
Recommended Supplier
|
Meridian
Planning Consultants Inc. - (Highest
ranked / 2nd lowest priced supplier)
(Metropolitan Knowledge International,
Planning Alliance
and GLPI)
|
|
Current Budget
Available
|
$ 0.00
|
|
|
Less cost of award
|
$ 76,317.75
$ 3,682.25
$ 80,000.00
|
Cost of Award exclusive of GST
Contingency
Total Award exclusive of GST
|
|
Budget
Remaining after this award
|
$ (80,000.00)
|
*
|
*The
funding for this award will come from account 620-1015699-9079 ($200,000.00)
Growth Management Employment Lands and will be reimbursed through a request in
the 2011 Capital Budget process. This
study was requested by Council as a result of the first Employment Lands
Strategy Study (Phase 1); Phase 2 has not yet begun.
Note: Meridian
Planning Consultants Inc. is the lead Consultant and
the relevant sub consultants are as follows;
Metropolitan Knowledge International,
Planning Alliance
and GLPI
BACKGROUND
The Employment Area Intensification Study is
a component of the Employment Lands Strategy.
It will determine how many additional Employment Land Employment (ELE)
jobs allocated to the Town of Markham
could reliably be forecast to be accommodated to 2031 on lands that are already
the site of some development as opposed to available vacant lands within the current
settlement area or potential future lands outside the current settlement area. This study will also provide policy direction
for employment land intensification in Markham.
BID
INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
November
02, 2009
|
|
Number picking up bid documents
|
34
|
|
Number responding to bid
|
5
|
PROPOSAL EVALUATION
The Evaluation Team was comprised of staff
from the Planning and Economic Development Departments with Purchasing staff acting as the facilitator. The evaluation was evaluated based on
pre-established evaluation criteria as listed in the Request for Proposal: 25% qualifications and experience of the
consulting firm; 20% demonstrated understanding of the study; 5% study
approach; 20% project management and 30% price totaling 100%.
The five (5) suppliers were further invited
for interviews. The interview was
evaluated by staff from the Planning and Economic Development departments based
on three (3) pre-established questions and one (1) additional question for a
total of fifteen (15) additional points available.
Supplier
|
Score
(100 Marks)
|
Total Score
(115 Marks)
Incl. of interview
|
Rank
|
|
Meridian Planning
Consultants
|
88.27
|
101.63
|
1
|
|
Metropole
Consultants
|
82.97
|
93.77
|
2
|
|
Hemson
Consulting Ltd.
|
82.32
|
93.45
|
3
|
|
Cushman
&Wakefield Ltd.
|
78.30
|
87.55
|
4
|
|
Eco-Industrial
Solutions Ltd.
|
74.74
|
83.74
|
5
|
