Report to: General Committee Report
Date: May 3, 2010
SUBJECT:
Staff Awarded Contracts for the Month of April 2010
PREPARED BY: Alex Moore,
Ext. 4711
RECOMMENDATION:
- THAT the report entitled “Staff Awarded Contracts for the Month of
April 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 April 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
|
|
|
Sole Supplier
|
|
|
Highest Ranked / Lowest
Priced Supplier
|
|
|
Preferred Supplier
|
|
Corporate Services
|
Award Details
|
Description
|
|
Highest Ranked /Second
Lowest Priced Supplier
|
|
Development
Services
|
Award Details
|
Description
|
|
Lowest Priced Supplier
|
|
|
Preferred Supplier
|
|
RECOMMENDED BY:
STAFF
AWARD REPORT
|
To:
|
Peter Loukes,
Director, Operations
|
|
Re:
|
|
|
Date:
|
April 1, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award
the contract for various guide rail upgrades at the following locations:
(Elgin Mills Rd between Hwy
#48 and McCowan Rd / Reesor Rd south of 14th Ave / Reesor Rd north of 16th Ave / Henderson Ave north of John St on east side / #85 Dickson Hill Rd).
RECOMMENDATION
|
Recommended Supplier
|
Peninsula Construction Inc. (Lowest Priced Supplier)
|
|
Current Budget Available
|
$ 93,200.00
|
Various Accounts (see
Financial Attachment)
|
|
Less cost of award
|
$ 82,762.25
$
5,000.00
$ 87,762.25
|
Inclusive of PST and Exclusive of GST
Contingency
Total Award
|
|
2009 Budget Remaining
after this award
|
$
5,437.75
|
*
|
*The remaining balance of $5,437.75 will be returned to the original
funding source upon completion of the project.
Note: The
financial considerations do not include HST as works are expected to be
completed prior to the July 2010 implementation of the HST.
BACKGROUND
The Town
of Markham
released a Quote to market for the removal of existing guide-rail and replace
it with Ontario Provincial Standard Specifications (OPSS) approved guide-rail
at the following locations:
1.
Elgin Mills Rd between Hwy #48 and McCowan Rd
2.
Reesor Rd south of 14th
Ave
3.
Reesor
Rd north of 16th Ave
4.
Henderson
Ave north of John St
on east side
5.
#85 Dickson Hill Rd
BID INFORMATION
|
Advertised
|
ETN (Electronic Tendering Network)
|
|
Bids closed on
|
March 18,
2010
|
|
Number picking-up the bid
|
5
|
|
Number responding to bid
|
3
|
PRICE SUMMARY
|
Suppliers
|
Price,
Inclusive of PST and Exclusive of GST
|
|
Peninsula Construction
Inc.
|
$ 82,762.25
|
|
Powell Contracting Ltd.
|
$
84,000.00
|
|
Atlas Fence West Inc.
|
$121,850.00
|
STAFF AWARD REPORT
Page 1 of 2
|
To:
|
Brenda Librecz,
Commissioner Community & Fire Services
|
|
Re:
|
|
|
Date:
|
April 09, 2010
|
|
Prepared by:
|
Steve Matunin,
Supervisor, Operations, Ext. 4560
|
PURPOSE
To obtain approval to award the contract for tree
planting services of approximately 800 trees for a one (1) year plus two (2)
year option.
RECOMMENDATION
|
Recommended Supplier
|
Salivan
Landscape Ltd. (Lowest Priced Supplier)
|
|
Current Budget Available
|
$
71,344.00
|
Various (See Financial
Attachment)
|
|
Less cost of award
|
$ 66,726.00
$ 67,161.60
$
67,161.60
$ 201,049.20
|
2010 –Inclusive of HST
2011 –Inclusive of HST*
2012 –Inclusive of HST*
|
|
Budget Remaining
after this award**
|
$
4,618.00
|
**
|
*Subject to Council approval of the 2011 and 2012 operating budget.
** The budget remaining is allocated to fall tree supply.
Note: 2010 award includes PST until June 30, 2010 and the HST commencing
July 1, 2010.
BACKGROUND
Tree
planting of replacement and new boulevard and park trees is done by contract on
an as required basis. This is a new
contractor to the Town’s Operations Department.
Reference checks conducted by the Purchasing
Department provided satisfactory results.
The contract includes an option to renew for an additional two (2) years
at the same terms, conditions and pricing should this contractor provide
acceptable service in 2010.
BID INFORMATION:
|
Advertised
|
ETN (Electronic
Tendering Network)
|
|
Bids closed on
|
March 24, 2009
|
|
Number picking up bid documents
|
13
|
|
Number responding to bid
|
6
|
PRICE SUMMARY:
|
Suppliers
|
Price (Exclusive of all Taxes)
|
|
Salivan Landscape Ltd.
|
$
67,161.60*
|
|
Canadian Greenscape
|
$ 78,558.72
|
|
Griffith Property Services
|
$ 83,850.24
|
|
Sunshine Tree Contractors
|
$ 85,478.40
|
|
Iron Trio
|
$ 95,247.36
|
|
Forest Ridge Landscaping
|
$ 128,518.81
|
*As compared to the previous
contract (2008/09), this contract represents an approximate 23% increase in
unit cost. It is Staff’s belief the
incumbent under-bid for the 2008/2009 award as their pricing was 25% lower than
the previous award (2007/2008). This low
bid was indicative of their performance, as Staff did not exercise the option
to extend this contract to the incumbent/low bidder. When you compare the 2010 low bid price
(recommended) to the 2007/2008 pricing, the costs are comparable.
The
bid documents have been verified for accuracy and compliance with the tender
specifications and staff are satisfied that all terms, conditions and bid
prices comply with the Town’s requirements.
|
Account Name
|
Account #
|
Budget Amount
|
Spent to Date
|
Committed
|
Budget Available
|
Amount to Allocate to this project
|
Budget Remaining
|
|
Forestry - Contracted
Services
|
730-734 5399
|
82,406
|
11,807
|
163,850
|
(93,251)
|
24,750
|
(118,001)
|
|
2010 - Replacement of Blvd.
Trees
|
700-101-4299-10225
|
156,000
|
-
|
9,785
|
146,215
|
36,519
|
109,696
|
|
2010 - New Tree Planting -
Parks
|
700-101-4299-10222
|
20,000
|
-
|
1,620
|
18,380
|
5,457
|
12,923
|
|
Totals:
|
|
258,406
|
11,807
|
175,255
|
71,344
|
66,726
|
4,618
|
STAFF
AWARD REPORT
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
April 1, 2010
|
|
Prepared by:
|
|
PURPOSE
The
purpose of this report is to obtain approval to extend Tender 002-T-09 “Closed Circuit Television Inspection of Sanitary and Storm
Sewer Mains” for an additional one (1) year at the same 2009 itemized
pricing and as per original tender submission.
RECOMMENDATION
|
Recommended Supplier
|
Sewer
Technologies Inc. (Lowest Priced Bidder) – Contract Extension
|
|
Current Budget Available
|
$306,100.00
|
See Financial attachment
|
|
Less cost of award
|
$250,270.00
|
Inclusive of HST
|
|
Budget Remaining
after this award
|
$ 55,830.00
|
*
|
*The remaining balance to be
applied to other sanitary and storm sewer main projects as budgeted for within the respective
accounts.
BACKGROUND
CCTV inspection program
collects data on the actual condition of the sanitary and storm sewers for
operations and maintenance purposes. It also collects and verifies other sewers
data such as size, material type, inflow and infiltration into the system. This
information enables Waterworks and
Operations (Roads) to verify the current condition and identify defects in the
system for regular maintenance and capital rehabilitation planning and
management. Regular CCTV inspection provides information
to reduce risks and liabilities associated with sewer failures and backups.
Extension of this contract provide us with due diligence in maintenance and
will maintain our level of service.
Staff
awarded Tender 002-T-09 to the lowest priced bidder (Sewer
Technologies Inc) in 2009 for a one (1) year term. The Tender had an
option to renew for two (2) additional years at the same terms, conditions,
pricing and subject to contractor’s performance and satisfaction of the Town.
Purchasing department and Waterworks completed the contractor
evaluation and are satisfied of their performance and reporting requirements.
Based on possible CCTV data standardization within the Province, staff
recommends extending the contract for additional one (1) year. Staff will
assess this year the future standardized data requirements if they become
available and will recommend further action regarding this program..
FINANCIAL
ATTACHMENT
|
Account Number / Description
|
Original Budget
|
Current Budget Available
|
Current Budget Allocated
|
Less Cost of this Award (Inclusive of HST)
|
Budget Remaining After Allocation of this award
|
|
700-101-4299-10205
Operating Supplies
700-101-5399-10205
Contracted Services
700-101-5699-10205
Professional Services
|
$106,100.00
|
$106,100.00
|
$106,100.00
|
$106,100.00
|
$0
|
|
760-551-5300
Construction
|
$200,000.00
|
$200,000.00
|
$200,000.00
|
$144,170.00
|
$55,830.00
|
|
Total
|
$306,100.00
|
$306,100.00
|
$306,100.00
|
$250,270.00
|
$55,830.00
|
Note: Sewer Technologies Inc price submitted under Tender
002-T-09 in 2009 was 6% lower than the 2nd lowest priced supplier.
STAFF AWARD REPORT
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
March 29, 2010
|
|
Prepared by:
|
|
PURPOSE
To
purpose of this report is to obtain approval to extend the contract to supply
labour, vehicles and equipment required to execute Tree pruning at various
Townwide locations for an additional two (2) years at the same 2009 itemized
hourly rate and as per original tender submission under 076-Q-09.
RECOMMENDATION
|
Recommended Supplier
|
Total Tree
Service (Lowest Priced Supplier)
|
|
Budget Available
|
(a) $ 51,981.00
|
730-7345399 – Forestry Contracted Services
|
|
Less cost of Award
|
(b) $ 128,662.00
$ 129,523.00
$ 258,185.00
|
Inclusive of HST (after July 2010)
Inclusive of HST*
Total award (2010/11)
|
|
Budget Remaining
after this award
|
(c) $ (76,681.00[ToM2] )
|
** (a-b) = c
|
* The award
in 2011 is subject to Council approval of the annual operating budget.
** The
shortfall is due to the commitments pertaining to this tree pruning contract
and emergency after hours tree work contract.
The tree pruning services contract is to cover for the 2 vacant arborist
positions (1 vacancy and 1 secondment to Business and Technical Services,
Operations) which will not be filled this year.
The negative variance is to be offset by the positive variance of the
Direct Salaries – Outside Union and Benefits (730-7363000 &
730-7363499).
BACKGROUND
The Town released a quotation to the market in
076-Q-09 in 2009 for qualified contractors for the supply of
all labour, vehicles and equipment necessary to execute a work order pruning
program as directed by Town staff. The
scope of work included the completion of ‘work orders’ provided by the Town.
Staff awarded quotation
076-Q-09 to Total Tree Service (lowest priced bidder / $97.91 per hour for a
crew that includes labour, vehicles and equipment) in 2009 for a one (1) year
term, however, the quotation document and bid submission had an option to renew
for two (2) additional years at the same terms, conditions, pricing and based
on the contractor’s performance and at the sole discretion of the Town.
Staff requested an approval
of one (1) year on the original staff award in 2009 to confirm vendor
performance as this was the first time doing business with them. Staff completed a vendor evaluation and
recommend extending the contract as per the bid document for the additional two
(2) years as the vendor performance over the first year of the contract term
was excellent.
The contracted pruning/removal of trees on an as
required basis is needed to ensure adequate response to requests for tree
maintenance. The contract will offset
the two (2) vacant arborist positions that will be vacant for the
remainder of 2010 and 2011.
STAFF AWARD REPORT
Page 1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
April 9 2010
|
|
Prepared by:
|
|
PURPOSE
The purpose of this report is
to obtain approval to award the contract for annual Road Rehabilitation
Program.
RECOMMENDATION
|
Recommended Supplier
|
Brennan Paving
& Construction Ltd (Lowest Priced Supplier)
|
|
Current Budget Available
|
$ 5,136,239.00
|
Various accounts (See Financial Considerations). Budget allocated for this item
|
|
Less
cost of award
|
$ 3,696,720.00
$ 3,676,836.00
$ 3,676,836.00
$11,050,392.00
|
2010
–Inclusive of HST
2011
– Inclusive of HST*
2012
– Inclusive of HST*
Total
award
|
|
Budget Remaining after this award
|
$ 1,439,519.00
|
**
|
* Subject to
Council approval of the 2011 and 2012 annual operating budget.
BACKGROUND
Tender 067-T-10 was
released for the annual road rehabilitation program that includes asphalt
resurfacing, asphalt recycling and pavement preservation strategies.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
March 24th,
2010
|
|
Number picking up bid documents
|
17*
|
|
Number responding to bid
|
3
|
*Purchasing received feedback from a number of
companies who picked up the bid document but did not provide a submission: Two (2) bidders after reviewing the bid
document did not have sufficient expertise.
Three (3) bidders declined due to their current work load and one (1)
bidder felt that they could not be cost competitive with the micro-surfacing
portion of this contract.
PRICE SUMMARY
Suppliers
|
Price, Inclusive of HST
(Commencing July 1, 2010)
|
|
Brennan Paving & Construction Ltd.
|
$ 3,696,720.00*
|
|
D. Crupi &
Sons Limited
|
$ 4,467,583.48
|
|
Coco Paving
Inc.
|
$ 4,569,134.89
|
|
Account Name
|
Account #
|
Budget Amount
|
Spent to Date
|
Committed
|
Budget Available
|
Amount to Allocate to this project
|
Budget Remaining
|
|
Asphalt Resurfacing
|
050-6150-9166-005
|
3,898,620
|
3,253,313
|
-
|
645,307
|
645,307
|
0
|
|
Asphalt Resurfacing
|
050-6150-10503-005
|
3,671,503
|
-
|
25,000
|
3,646,503
|
2,206,984
|
1,439,519
|
|
Secondary Roadworks
|
050-6150-9175-005
|
500,000
|
140,571
|
-
|
359,429
|
359,429
|
0
|
|
Secondary Roadworks
|
050-6150-10204-005
|
500,000
|
-
|
15,000
|
485,000
|
485,000
|
-
|
|
Totals:
|
|
8,570,123
|
3,393,884
|
40,000
|
5,136,239
|
3,696,720
|
1,439,520
|
STAFF AWARD REPORT
Page 1 of 3
|
To:
|
Brenda Librecz,
Commissioner Community & Fire Services
|
|
Re:
|
|
|
Date:
|
April 20, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award the contract for Supply
and Delivery of Furniture for the Markham
Public Library
(Unionville
Branch).
RECOMMENDATION
|
Recommended Suppliers
|
Brodart Canada
(Lowest Priced Supplier items 12 & 29)
POI Business Interiors (Lowest Priced Supplier items 7 – 11 &
13 – 17 & 19, 20, 23 )
Mayhew
Associates Inc. (Lowest Priced
Supplier items 1 – 6 & 24 - 28 )
|
|
Current Budget Available
|
$ 97,093.00
|
Various (See financial considerations)
|
|
Less
cost of award
|
$ 1,877.73
$ 25,874.09
$ 63,257.49
$ 91,009.30
|
Brodart Canada
(Inclusive of HST)
POI Business Interiors (Inclusive of HST)
Mayhew
Associates Inc. (Inclusive of HST
Total award
|
|
Budget Remaining after this award
|
$ 6,083.70
|
*
|
*Remaining funds of $6083.70 will remain in account
number 76-6150-9255-005
until project
completion. They will be allocated to
the procurement of acrylic displayers and shelving accessories as per needs
identified by branch manager and as budgeted for within this account.
Note: Since the delivery has
been extended to after June 30 2010, the
Town will save $5,800 through the HST rebate portion.
BACKGROUND
Markham Public Library is currently looking to replace
furniture at the Unionville Branch located at 15 Library Lane, implementing furniture
standards to create a cohesive and consistent aesthetic throughout all
branches.
The furniture listing / specifications put forth in
the bid document were based on following established key criteria:
§ Business and End-User Flexibility
§ Ergonomics
§ Support Ongoing Change / Flux
§ Support Emerging Technology
§ Support and Enhance Individual and Team Based
Requirements
§ Demonstrate Cost Effectiveness and Affordability
The entirety of the project reflects approximately 259
loose furniture pieces. Furniture types
and locations in Unionville Library are as listed below:
§ Type A.1 to A.4 – Adult Lounge Areas
§ Type B.1 to B.2 – Study Areas
§ Type C.1 to C.4 – Teen Area
§ Type D.1 to D.6 – Kids Area
§ Type E.1 to E.3 – Staff Computer Stations
§ Type F.1 to F.2 – Adult and Kids PAC Station
§ Type G.1 to G.3 – Multipurpose Areas
050-Q-10 Supply and
Delivery of Furniture for the Markham Public Library (Unionville Branch) Page 2 of 3
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
March 19,
2010
|
|
Number picking up bid documents
|
9
|
|
Number 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.”
PRICE SUMMARY
|
|
|
|
BRODART
|
POI
|
MAYHEW
|
|
Item
#
|
Qty
|
Manuf.
|
Unit
Price
|
Extended
Price
|
Unit
Price
|
Extended
Price
|
Unit
Price
|
Extended
Price
|
|
1
|
20
|
ARTOPEX
|
$
1,084.70
|
$ 21,694.00
|
|
$ -
|
$
715.50
|
$
14,310.00
|
|
2
|
10
|
ARTOPEX
|
|
$ -
|
|
$ -
|
$
151.20
|
$
1,512.00
|
|
3
|
1
|
ARTOPEX
|
|
$ -
|
|
$ -
|
$
184.50
|
$
184.50
|
|
4
|
1
|
ARTOPEX
|
$
1,842.55
|
$
1,842.55
|
|
$ -
|
$
1,474.20
|
$
1,474.20
|
|
5
|
60
|
KI
|
$
193.13
|
$ 11,587.80
|
$
159.44
|
$
9,566.40
|
$
158.05
|
$
9,483.00
|
|
6
|
60
|
Alternative Manu.
|
|
$
-
|
|
$ -
|
$
157.78
|
$
9,466.80
|
|
7
|
5
|
KI
|
|
$ -
|
$
357.78
|
$
1,788.90
|
$
567.44
|
$
2,837.20
|
|
8
|
20
|
KI
|
|
$ -
|
$
283.33
|
$
5,666.60
|
$
470.85
|
$
9,417.00
|
|
9
|
2
|
STEELCASE
|
|
$ -
|
$
487.42
|
$
974.84
|
$
560.74
|
$
1,121.48
|
|
10
|
4
|
STEELCASE
|
|
$ -
|
$
355.66
|
$
1,422.64
|
$
405.98
|
$
1,623.92
|
|
11
|
6
|
KEILHAUER
|
|
$ -
|
$
648.63
|
$
3,891.78
|
$
710.60
|
$
4,263.60
|
|
12
|
3
|
STEELCASE
|
$
398.23
|
$
1,194.69
|
$
614.78
|
$
1,844.34
|
$
636.53
|
$
1,909.59
|
|
13
|
3
|
NIEMKAMPER
|
|
$ -
|
$
1,150.00
|
$
3,450.00
|
$
1,406.50
|
$
4,219.50
|
|
14
|
1
|
STEELCASE
|
|
$ -
|
$
1,032.48
|
$
1,032.48
|
$
1,132.61
|
$
1,132.61
|
|
15
|
1
|
STEELCASE
|
|
$ -
|
$
525.71
|
$
525.71
|
$
563.39
|
$
563.39
|
|
16
|
1
|
STEELCASE
|
|
$ -
|
$
525.71
|
$
525.71
|
$
563.39
|
$
563.39
|
|
17
|
1
|
STEELCASE
|
|
$
-
|
$
534.92
|
$
534.92
|
$
569.75
|
$
569.75
|
|
18
|
1
|
STEELCASE
|
|
$ -
|
$
606.08
|
$
606.08
|
$
652.43
|
$
652.43
|
|
19
|
8
|
SPEC
|
|
$ -
|
$
137.50
|
$
1,100.00
|
$
155.65
|
$
1,245.20
|
|
20
|
2
|
SPEC
|
|
$ -
|
$
282.50
|
$
565.00
|
$
284.90
|
$
569.80
|
|
21
|
6
|
KNOLL
|
|
$ -
|
$
480.15
|
$
2,880.90
|
$
580.00
|
$
3,480.00
|
|
22
|
2
|
STEELCASE
|
|
$ -
|
$
1,546.89
|
$
3,093.78
|
$
1,675.96
|
$
3,351.92
|
|
23
|
2
|
STEELCASE
|
|
$ -
|
$
427.11
|
$
854.22
|
$
432.45
|
$ 864.90
|
|
24
|
14
|
ARTOPEX
|
|
$ -
|
|
$ -
|
$
710.07
|
$
9,940.98
|
|
25
|
4
|
ARTOPEX
|
|
$ -
|
|
$ -
|
$
650.72
|
$
2,602.88
|
|
26
|
18
|
STEELCASE
|
|
$ -
|
$
427.11
|
$
7,687.98
|
$
302.85
|
$
5,451.30
|
|
27
|
50
|
STEELCASE
|
$
171.26
|
$
8,563.00
|
$
139.24
|
$
6,962.00
|
$
123.75
|
$
6,187.50
|
|
28
|
5
|
STEELCASE
|
|
$ -
|
$
348.86
|
$
1,744.30
|
$
310.05
|
$
1,550.25
|
|
29
|
8
|
KI
|
$
81.32
|
$
650.56
|
$
255.56
|
$
2,044.48
|
$
237.80
|
$
1,902.40
|
|
|
Sub-Total
|
$
1,845.25
|
|
$
25,426.58
|
|
$ 62,163.41
|
|
|
Total (including HST)
|
$
1,877.73
|
|
$
25,874.09
|
|
$
63,257.49
|
050-Q-10 Supply and Delivery of Furniture for the Markham Public
Library (Unionville Branch) Page 3
of 3
|
Account Name
|
Account #
|
Budget Amount
|
Spent to Date
|
Committed
|
Budget Available
|
Amount to Allocate to this project
|
Budget Remaining
|
|
Replace Shelving - Annual
Program
|
76-6150-9254-005
|
61,200
|
8,171
|
-
|
53,029
|
53,029
|
- 0
|
|
Replace Furniture and
Equipment - Annual
|
76-6150-9255-005
|
61,200
|
17,136
|
-
|
44,064
|
37,980
|
6,084
|
|
Totals:
|
|
122,400
|
25,307
|
-
|
97,093
|
91,009
|
6,084
|
STAFF AWARD REPORT Page
1 of 2
|
To:
|
John Livey,
Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
April 21, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award the contract for
the construction of the Saint Robert Artificial Field, Bubble and Clubhouse.
RECOMMENDATION
|
Recommended Supplier
|
Rutherford Contracting Ltd. (Lowest Priced Bidder)
|
|
Current Budget Available
|
$ 3,023,798.28
|
070-5350-9526-005
Saint Roberts Turf / Bubble
|
|
Less: Cost of Award
|
$ 2,350,364.01
$ 235,036.40
$ 2,585,400.41
|
Inclusive of PST & HST; exclusive of GST*
Contingency (10%)
Total Cost of Award
|
|
Budget Remaining
after this award
|
$ 438,397.87
|
**
|
* The price includes estimated PST
impact for work prior to July
1, 2010 and HST thereafter.
** The remaining budget in the amount of
$438,397.87 will be used for other project related requirements.
BACKGROUND
As part of the Federal Stimulus Fund Project, the Town
of Markham (Town) in partnership with the York Catholic District School Board
received approval for a 1/3 cost sharing agreement with the Province of
Ontario, Government of Canada and the Town to construct an artificial field,
bubble and clubhouse at the Saint Roberts Catholic High School.
The scope of work involves the construction of a new
full size (60m X 100m) artificial turf surface at the Saint Roberts Catholic
High School. One third (60m X 38m) extension of the field will be covered in
the winter season by an air supported structure with associated clubhouse
(approximately 2,000 sq ft), lighting, and mechanical requirements.
Due
to the scope of the project, contractors were pre-qualified to ensure that all
bidders would have the necessary qualifications, experience and resources to
complete the works in accordance with Town of Markham requirements within the specified
timelines. Pre qualification # 387-P-09 was issued to the market place in accordance
with the Purchasing By-law 2004-341
PRE QUALIFICATION INFORMATION (387-P-09)
|
Advertised,
place and date
|
January 18, 2010
|
|
Pre qualification
closed on
|
January 29, 2010
|
|
Number of
contractors picking up bid documents
|
36
|
|
Number of
contractors responding to bid
|
8
|
|
Number of
contractors Pre qualified
|
4
|
BID INFORMATION (011-T-10)
|
Advertised
|
ETN (Electronic Tendering Network)
|
|
Bids closed on
|
April 19, 2010
|
|
Number picking
up bid documents
|
4
|
|
Number
responding to bid
|
3
|
DETAILED PRICING INFORMATION
|
Supplier
|
Price (exclusive of all
taxes) *
|
|
Rutherford
Contracting Ltd.
|
$ 2,305,553.62
|
|
Gateman Milloy
Inc.
|
$ 2,367,199.09
|
|
Pine Valley
Enterprises Inc,
|
$ 2,729,070.00
|
* Prices include provisional items (turf groomer and
turf sweeper) with prices ranging from $6,350.00 - $9,700.00 respectively for
both items.
FINANCIAL CONSIDERATIONS
The
following table presents the financial position of the project after the
proposed award.
STAFF AWARD REPORT Page 1 of 2
|
To:
|
Brenda Librecz,
Commissioner Community & Fire Services
|
|
Re:
|
|
|
Date:
|
April 06, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award the contract of the
Markham Fire and Emergency Services (MFES), Master Fire Plan.
RECOMMENDATION
|
Recommended Supplier
|
Dillon
Consulting Limited (Highest Ranked and 2nd Lowest Priced Supplier)
|
|
Current Budget Available
|
$ 100,000.00
|
420 101 5399 10125
|
|
Less
cost of award
|
$ 82,334.02
|
Inclusive
of HST
|
|
Budget Remaining after this award
|
$ 17,665.98
|
*
|
*Remaining funds of $17,665.98 will be returned to
the original funding source after project completion
BACKGROUND
The purpose of the Master Fire Plan is to provide a
comprehensive plan for the future, based upon an analysis of the present
operations and practices within Markham Fire and Emergency Services (MFES),
compared against industry best practices, applicable legislation and standards,
cost benefit analysis of existing and / or proposed services and the financial
impact on services when taking into consideration the projected growth and
development in Markham.
The development of this Master Fire Plan will
include the following elements:
§
SWOT (Strengths / Weaknesses / Opportunities
/ Threats) Analysis
§
Environmental Scan Analysis – Best
Practice(s) identification
§
Full departmental review; and
§
Opportunity
for internal and external stakeholders input
The goal of this project is to research,
develop, design and produce a fiscally responsible Master Fire Plan that will meet the needs of Markham with short term
goal and objectives for the five years, and long term goals and objectives for
a term up to ten years. The MFES Plan is
to develop a practical strategy that is based on a clear understanding of the
Town's growth and resource limitations. The department service master
plans will ensure that the Town continues to provide the correct services in
the correct way and correct time, at the correct cost.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
March 12, 2010
|
|
Number picking up bid
documents
|
7
|
|
Number responding to bid
|
5
|
PROPOSAL EVALUATION
The Evaluation Team was comprised of staff from the Fire Department with purchasing staff acting as the
facilitator. The proposals were
evaluated based on pre-established evaluation criteria as identified in the
Request for Proposal: 20% Past Experience, 25% Qualifications of Team, 20%
Project Delivery, and 35% price, totaling 100% with the resulting scores as
follows:
|
Suppliers
|
Total Score Out of 100
|
Rank
|
|
Dillon Consulting Limited
|
71.04
|
1
|
|
Earnest
Yakiwchuk
|
64.50
|
2
|
|
T.L.
Powell & Associates
|
56.03
|
3
|
|
Morrison
Hershfield Ltd.
|
50.33
|
4
|
|
MMM Group Limited
|
43.00
|
5
|
Note: Prices ranged from $55, 637.89 - $164,500.00 (Inclusive
of HST).
The evaluation confirmed Dillon Consulting
Limited (Dillon) as the highest overall ranked bidder with the 2nd lowest
price. The low bidder was $26, 696.13 (Inclusive of HST) lower than the
recommended proponent (Dillon), however, the low bidder received the lowest
scoring of all five (5) proponents in the technical component of the
evaluation.
Dillon scored
highest on their technical submission when compared to the
other proponents, and their proposal demonstrated to the Town’s satisfaction
that they have the ability to undertake the project and they have a strong
understanding of the project deliverables, key issues and challenges. Dillon demonstrated a thorough understanding of the project and its
requirements.
Purchasing staff negotiated a 15% ($14,330) cost reduction with Dillon for the
recommended award from their initial proposed price as allowed under the Purchasing By-Law.
STAFF AWARD REPORT Page 1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
March 31, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award a three (3) year contract
for the Surface Treatment Program to pave rural gravel roads.
RECOMMENDATION
|
Recommended Supplier
|
Miller Paving
Ltd. (Sole Bidder)
|
|
Current Budget Available
|
$ 92,585.00
|
050-6150-10509-005 Surface
Treatment
|
|
Less cost of award
|
$ 92,585.00
$ 92,585.00
$ 92,585.00
$277,755.00
|
2010 - Inclusive of HST
2011- Inclusive of HST*
2012 - Inclusive of HST*
Total Cost of Award
|
|
Budget Remaining
after this award
|
$ 0.00
|
*
|
**Pending 2011 & 2012 budget approval.
Note:
Asphalt pricing will be based on the AC Index. Labour and Equipment costs will
be firm for a three (3) year period.
The Operations Department will work to remain within the approved
funding level.
BACKGROUND
Surface Treatment is an
asphalt based product used to pave rural gravel roads. The double lift surface treatment is applied
to gravel surfaces in order to eliminate the high maintenance expenditures
associated with gravel roads, while further providing an improved driving
surface. Double lift surface treatment
is done solely on gravel roads whilst single surface treatment is used on
existing double lift surfaces, extending the life of the wearing surface.
The double lift surface
application requires two lifts of emulsion plus two applications of granular
material.
During the 2010 season, a
double lift surface treatment application will be done on 11th
concession, from Steeles Avenue
to 14th Avenue. In 2011, the scope of work will be to
complete 14th to the Town Line.
Miller Paving Ltd (Miller) has been providing this service for
approximately 30 years and during this term the Town has had one (1) other
contractor perform this service who have since been purchased by Miller. Purchasing however placed a bid in the market to
obtain competitive quotes.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
March 17th,
2010
|
|
Number picking up bid documents
|
11*
|
|
Number responding to bid
|
1
|
*Purchasing contacted bidders who downloaded the
document and did not submit a bid. This
particular surface treatment is only done by three (3) companies. The locations of these three (3) suppliers
are Barrie, Lindsay and Markham (Miller).
Due to the logistics and proximity to road works, these two bidders did
not bid as they did not believe they would be cost competitive.
Additionally,
Staff released this same tender in November 2009 and only received one (1) bid
at that time (Miller Paving Ltd.). Staff decided not to award at this time due
to pricing and cancelled the tender.
Staff reissued the project under 075-T-10 back to the market to try and
increase the competitiveness. When we
compare the unit prices received in November 2009 to this tender (075-T-10),
the unit costs received under 075-T-10 is 12% lower.
Purchasing will continue to monitor the market place for new
entrants that provide similar service and will negotiate with Miller if found
necessary and feasible for future years.
PRICE SUMMARY
On Tender closing, bids
received exceeded the budget allocated for surface treatment resulting in the
application of only the double lift treatment in 2010. The Purchase Order and work required in 2010
will be up to the approved budget funding ($92,585.00) amount as identified
within the recommendation section.. The
estimate included within the bid document was to go from Steeles to the Town
line, however, this will be reduced (Steeles to 14th Ave) due to pricing. The
Town will complete the portion 14th to the Town Line in 2011.
STAFF
AWARD REPORT Page
1 of 3
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
March 18, 2010
|
|
Prepared by:
|
|
PURPOSE
The purpose of this report is to obtain approval to
extend contract 158-Q-08 for the flow monitoring program of the Town’s I/I
Reduction Pilot Program in the Grandview Area with the current consultant
(Calder Engineering Ltd.) for twelve
(12) additional months.
RECOMMENDATION
|
Recommended
Supplier
|
Calder Engineering Ltd.
(Preferred Supplier)
|
|
Current Budget Available
|
$112,548.38
|
760
101 5699 8511 Downspout Disconnection
|
|
Less cost of award
|
$ 56,540.00
$ 43,300.00
$ 99,840.00
|
2010 - Inclusive of HST
2011 - Inclusive of HST*
Total award
|
|
Budget Remaining after this award
|
$ 12,708.38
|
**
|
* The 2011
requirement is unknown at this time as additional flow monitoring may be
required in 2011 or may only have to be extended for a few months. The purchase order will not be released for
2011 until confirmation is received that the sewer lateral lining completion
requires the pilot project to be extended into 2011.
** The remaining balance will remain in the account for other waterworks
requirements as budgeted for with in the account.
Staff further recommends:
THAT the tendering process be waived in accordance
with Purchasing By-Law 2004-341,
Part II, Section 7, “(c) when the extension of an existing contract would prove
more cost-effective or beneficial;”
BACKGROUND
Waterworks is conducting
pilot testing of various I/I reduction strategies in the Grandview area of Thornhill. The plan is for four incremental I/I
reduction measures: downspout
disconnection (the majority of disconnections completed in July 2009); sealing
of manholes using sealing dishes (completed in October 2009); relining of
sanitary laterals (will be conducted in 2010);
and relining of sanitary mainline (will be conducted
in 2010).
To identify the effectiveness of each adopted measure,
a continuous consistent flow monitoring program is necessary to capture flow
conditions under both pre- and after-reduction measure implementation. The monitored data can be subsequently used
to evaluate I/I reduction performance of these measures, and in the development
of Best Practices to be applied across the Town of Markham.
In August 2008, quotation 158-Q-08 was awarded to
Calder Engineering Ltd (highest
ranked / 2nd lowest priced bidder) through an open bid process for
flow monitoring and analysis until November 2009. The methodology they proposed was the most
appropriate one for required accuracy when monitoring smaller size sewers as
found in the pilot area and was $1,954 higher priced than the low bidder.
Since this date, the project has been completed,
however, Staff are recommending continuing this flow monitoring program in
relation to the on going sealing of manholes using sealing dishes, relining of
sanitary laterals, and relining of sanitary mainline.
Staff recommends extending the current contract with
Calder Engineering Ltd into 2010 at
the same prices and conditions for the same items as per the quotation
158-Q-08. Additional analyses are
required to evaluate the effectiveness of the four I/I reduction measures
implemented in the pilot area. This is a new item in the 2010 contract. If
required, the flow monitoring would be extended into 2011 with a 3% rate
increase to cover inflation costs since the project commenced 2 years ago.
The advantages of extending this contract with Calder Engineering Ltd are cost savings, a positive
consultant experience/performance, and the continuity of the project. This consultant has been providing good
services to us since the first contract, i.e., applied the appropriate
technology/methodology (weir + secondary measurement devices) to those small
catchments in our pilot area; met the project schedule and milestones (project
starts, meetings and deliverables); provided excellent consulting report to
present field observations, flow monitoring results, and recommendations;
provided two winter months of free flow data (the flow monitoring was supposed
to be paused for two month in the winter as specified in the contract but the
contractor left the equipment running in the field and provided the data with
no additional charge. These data provided useful information
for snow melting flow conditions in the sewer system). A consistent flow
monitoring and data analysis methodology is necessary to evaluate the
effectiveness of four I/I reduction measures implemented in the pilot study.
Using the same consultant to conduct the flow monitoring will ensure the
continuity of the project.
A good quality flow monitoring program is the
fundamental component for the success of the Town’s I/I reduction pilot
program. Waterworks has the
designated funds for continuously monitoring of the I/I reduction pilot
program. The extended monitoring period is expected to be another 12 months
The original 2008 contract for 13 months and 4
monitoring stations:
1. Flow
monitoring network for 4 stations 13
months x $2,605 $33,865.00
2. Monitoring
data processing and analysis 13
months x $600 $
7,800.00
3. Interim
reports 2
x $1,800 $
3,600.00
4. Final
report 1
x $1,900 $
1,900.00
5. Installation
of flow monitoring network lump
sum $
1,330.00
6. Removal
cost of the equipment lump
sum $ 810.00
Total $49,305.00
The 2010 contract for 12 months and 4 monitoring
stations:
1. Flow
monitoring network for 4 stations 12
months x $2,605 $31,260.00
2. Monitoring
data processing and analysis 12
months x $600 $
7,200.00
3. Interim
reports
2 x $1,800 $3,600.00
4. Analysis
of 4 incremental I/I reduction measures 4
x 3,620 $14,480.00*
Total $56,540.00
* Item 4 in
2010 contract is the additional analysis required to evaluate the effectiveness
of the four I/I reduction measures and was not included in the quotation
158-Q-08.
The potential 2011 contract for 12 month and 4
monitoring stations:
1. Flow
monitoring network for 4 stations 12
months x $2,680 $32,160.00
2. Monitoring
data processing and analysis 12
months x $620 $
7,440.00
3. Interim
reports
2 x $1,850 $3,700.00
The purchase order will not be released for 2011 until
it has confirmed that the sewer lining completion requires the flow monitoring
to be extended into 2011.
The cost savings by extending the contract with the
current consultant is the following:
· Final Report $1,900
· Equipment removal $ 810
· Equipment installation $1,330
o
Total $4,040
Report:
Included in contract 158-Q-08 was the requirement for
a final report. Since staff recommend
extending the current contract, the Town will only require one (1) final report
at the end of this monitoring program.
If staff went to the market, we would be required to pay for two (2)
final reports.
Equipment
Removal:
Included in contract 158-Q-08 was the requirement for
the equipment removal. This cost would
be required to be paid to Calder Engineering Ltd under contract 158-Q-08 for
the removal of the equipment after completion of the monitoring program, the
Town would be required to pay this twice if the staff went to the market.
Equipment
installation:
Included in contract 158-Q-08 was the requirement for
the equipment installation. Since the
equipment is already installed, the Town would not be required to pay this
amount again from any other contractor.
Noted: The cost savings identified above ($4,040) are
the prices from Calder Engineering Ltd. Calder Engineering’s overall pricing,
best suited technology and methodology were the reasons they were selected for
this project.
STAFF AWARD REPORT Page 1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
March 24, 2010
|
|
Prepared by:
|
Alan Laver, Manager,
Utilities and Contracts, ext. 3400
|
PURPOSE
The purpose of this report is
to obtain approval to award the contract for the removal,
disposal, supply and install of Streetlight Poles and Fixtures.
RECOMMENDATION
|
Recommended Supplier
|
Langley Utilities Contracting Ltd. (Preferred
Supplier)
|
|
Current Budget Available
|
$ 231,572.00
|
058-6150-10277-005 Streetlight
Repl Condtn (2010)
|
|
Less cost of award
|
$ 188,700.00
$
9,435.00
$
198,135.00
|
Award inclusive of PST, exclusive of GST
Contingency (5%)*
Total award
|
|
Budget Remaining
after this award
|
$ 33,437.00
|
*
|
*The remaining
budget in the amount of $33,437.00 will remain in the account for any emergency
pole replacements as budgeted for within this account.
Note: The financial
considerations do not include HST as works are expected to be completed prior
to July 1st, 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 (c) which states: when the extension of an existing contract
would prove more cost-effective or beneficial;
BACKGROUND
In 2008 the Asset Management Department retained a Consultant to
prepare an inventory and condition analysis of approx. 18,000 older
streetlights in the Town. The condition
analysis identified approximately 160 poles that needed to be replaced as soon
as possible and within the same analysis report a cost consultant identified
$5,000/pole. In order to budget for this
replacement, Staff identified a five (5) year budget (2009 – 2013) planning
commencing in 2009
1. Quote 157-T-09 (June 2009) – 38 poles
Staff released to the market
quotation 157-T-09 in June 2009 for the replacement of streetlight poles and awarded
the contract to the lowest priced
bidder (Langley Utilities Contracting Ltd.)
for 38 poles. The prices received under
this quotation were
significantly lower than anticipated likely due to the competitiveness of the
marketplace and/or an overestimate from the consultant (e.g. Prices
received. were approx. $2500/pole compared to the $5,000 /pole estimate). Subsequently, the lower pricing provided an opportunity for further pole replacement in 2009 with the
ability to reduce future budgetary requirements.
2. Quote 318-Q-09 (October 2009) – 34 poles
In
Oct. 2009 the second quotation (318-Q-09) was released to the market and the
Town only received one (1) bid (Langley Utilities
Contracting Ltd.) as other bidders who picked up the document identified current
work load and commitments eliminated them from bidding on this project. The prices received under this 2nd
quotation were 4% higher than 157-T-09.
However, staff negotiated (Since we had a sole bidder) a 5% reduction
over submitted pricing under 318-Q-09, therefore a reduction of 1% compared to
tender 157-T-09. This pricing received
under quotes 157-T-09 & 318-Q-09 allowed the Town to replace an additional
34 poles within the budget for 2009.
The 2010 Budget has approved
funding to continue with the original Replacement Program and Staff recommend
utilizing the pricing received under 318-Q-09 (After negotiations) to do
additional pole replacements (88 poles) in 2010 using the 2009 itemized
pricing.
The budget for 2010 is
reflective of using 2009 itemized prices; this would allow the Town to complete
the original program (2009-2013) in 2010.
Langley has performed well on the 2009 program and knows the
Town’s requirements/standards well as they also do the Streetlight Maintenance
for the Town under contract with PowerStream.
The Asset Management
Department has had a good working relationship and received excellent
performance levels from Langley.
The Town released two (2)
quotations in 2009 and both times Langley
was successful. Staff has concerns that due to increase in
material, labour, and fuel costs that were evident in the 2nd
quotation (increase of 5% before negotiation) and additionally, the
construction industry is seeing added workload due to stimulus funded projects,
the Town may see an increase of the pole replacement if we elect to go to the
market.
The
Town will continue the inspection program based on the age/condition of poles
in 2011 for the 2012 budget. The replacements of these poles in 2012 will be
released to the market place.
Asset Management has revised their
Streetlight Life Cycle Budget to reflect the cost reductions due to the
anticipated completion of the originally identified backlog of pole
replacements in 2010.
ENVIRONMENTAL CONSIDERATIONS
The disposed streetlights are
recycled in the following manner. The
concrete poles are crushed for reuse as road base material and the reinforcing steel is separated and recycled through
scrap metals. Any metal poles , usually
aluminum or steel, are recycled as scrap metal.
STAFF AWARD REPORT
Page 1 of 2
(OUTSIDE CRITERIA)
|
To:
|
John Livey, Chief
Administrative Officer
|
|
Re:
|
|
|
Date:
|
February 3, 2010
|
|
Prepared by:
|
|
PURPOSE
The purpose of this report is to
obtain approval to award the contract for the supply of fireworks display for
Markham
Canada Day Celebration on July 1
in the years 2010, 2011 and 2012.
RECOMMENDATION
|
Recommended Supplier
|
Redboss
Pyrotechnicians Inc. (Preferred Supplier)
|
|
Original Budget and Account #
|
N/A
|
25 2100016 Canada Day
Committee
|
|
Current Budget Available
|
N/A
|
|
|
Less
cost of award
|
$ 30,000.00
$ 30,000.00
$ 30,000.00
$ 90,000.00
|
2010
- Inclusive of HST
2011
- Inclusive of HST*
2012
- Inclusive of HST*
|
|
Budget Remaining after this award
|
N/A
|
|
* Subject to
Council approval of each budget year (2010 – 2012).
Staff recommends: THAT the tendering process be waived in
accordance with Purchasing By-Law
2004-341, Part II, Section 7 (h where it is necessary or in the best interests
of the Town to acquire non-standard items from a preferred supplier or from a
supplier who has a proven track record with the Town in terms of pricing,
quality and service.
BACKGROUND
In July 2009, representatives of the Markham Canada Day
Celebration Committee (Committee), consisting of Chairman Councillor Carolina Moretti and Operations
Staff, met with Redboss Pyrotechnicians Inc. to discuss the supply of fireworks
display for Canada Day’s
annual celebration.
During the meeting, Redboss agreed to continually customize the
fireworks display for Markham’s
Canada Day celebration
from 2010 to 2012 in the
amount that will meet the Town’s approved annual budget. The Committee discussed the
proposal from Redboss and concurred
with the award.
DISCUSSION
In evaluating the Town’s
options, a number of investigative steps were undertaken by staff. The reasons for recommending the award to
Redboss are as follows:
Value for money
· In 2008
& 2009, the fireworks industry saw an increase (1st increase in
the market in approx 6 years – Due to Beijing
games) of 10 - 15% due to rising labour and raw materials costs as 90% of
fireworks are manufactured in China. Red boss has not passed this increase onto
the Town and has maintained the same fixed fee since 2006 and will maintain the
firm fixed pricing until 2012 with the same level of fireworks display.
· The
annual recommended award is competitive within this specialized industry. Staff’s research of the market place has
confirmed the price proposal is considered to be competitive in the
industry. Since it is deemed difficult
to compare quotes based on pricing as everyone has a dollar budget in order to
provide the best show available. The
typical fireworks shows can cost $20,000 - $100,000 with the average cost being
$40,000 for a 15 minute show. It
should be noted the Town has the ability to reduce cost; however, the fireworks
display would have to be reduced in terms of aesthetics and duration.
336-S-09 Fireworks Display,
Canada Day
Celebration Page 2 of 2
· The 15
minute program will consist of the following:
o 20 –
Multicoloured 102mm mines
o 20 –
Roman Candles 50 mm (8 firings per
candle – 160 firings)
o 10 –
Cakes 30mm (300 firings per cake - 3000 firings)
o 15 –
Cakes 40mm (50 firings per cake – 750 firings)
o 15 –
Cakes 50mm (45 firings per cake – 675 firings)
o 200 –
Shells 50mm
o 200-
Shells 76mm
o 200-
Shells 102mm
o 75 –
Shells 127mm
o 50-
Shells 155mm
o 5-
Shells 205mm
Total of 5335
firings within the show and it is designed in the European style of master
pyrotechnics.
This means the
display is not only focused on the shells colour themes but also on the
symmetry,
break size and
burn rates (how long they last) of each individual shell.
Customer Service
· Redboss
has been the supplier of fireworks display for Markham’s Canada Day Celebration since 1996
and has established a good working relationship with the Town. It should be noted that the budget of
Markham’s Canada Day
Celebration varies each year subject to each year’s grant and Redboss has
continued to be within the annual
budget.
· Redboss
has demonstrated the quality of their service through the positive feedback
from the public. Awarding this contract to Redboss will ensure that
public will continue to enjoy quality fireworks displays for the next 3 years (contingent upon budget
approval each year).
Operational
Service
· Redboss
inspect the site, do the necessary site plans, arrange for delivery, set up of
fireworks display, clean up,
removal of equipment, carry liability insurance in the value of
$5.0m and complete final site
inspection.
STAFF
AWARD REPORT
Page 1 of 2
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
March 23, 2010
|
|
Prepared by:
|
|
PURPOSE
To
obtain approval to award the contract for Printing and Delivery of the Summer,
Fall 2010 & Winter 2010/11 issues of Markham Life Magazines
RECOMMENDATION
|
Recommended Supplier
|
CanMark Communications
(Highest ranked / 2nd lowest priced supplier)
|
|
Current Budget
Available
|
$ 281,218.00
|
795 796 5874 Print Mat-Rec Guide
|
|
Less cost of award
|
$
80,784.00
$
76,029.98
$
76,029.98
$ 6,000.00
$ 238,843.96
|
Summer
Issue - Inclusive of PST
Fall Issue - Inclusive
of HST
Winter
Issue - Inclusive
of HST
Contingency
(2.5%)
|
|
Budget Remaining after this award
|
$ 36,200.20
|
|
BACKGROUND
Historically, the Town of Markham prints four (4)
guides per year (one per season) and distributes each seasonal guide to
residents and provides additional copies for pick up at various Town
facilities. Each guide provides residents with information
on all recreational, cultural and library programming offered by the Town, as
well as general information and
latest Town related news items.
BID INFORMATION
|
Advertised
|
Electronic Tender Network
|
|
Bids closed on
|
March 3, 2010
|
|
Number picking up bid documents
|
30
|
|
Number responding to bid
|
5
|
PROPOSAL EVALUATION
The
Evaluation Team was comprised of staff from Communication Department with
purchasing staff acting as the facilitator.
The evaluation was evaluated based on pre-established evaluation
criteria as identified in the Request for Proposal: 35% Qualifications of the
printer, 35% Environmental Considerations and 30% price totaling 100% with the
resulting scores as follows.
|
Suppliers
|
Total Score
Out of 100
|
Rank
|
|
CanMark Communications
|
84
|
1
|
|
St Joseph Communications
|
80
|
2
|
|
Star
Web Printing Ltd
|
78
|
3
|
|
Interlinc Direct
|
63
|
4
|
|
Crotal
Graphics Inc.
|
20
|
5
|
|
MMM Group Ltd.
|
53.00
|
6
|
STAFF
AWARD REPORT
|
To:
|
Jim Baird, Commissioner,
Development Services
|
|
Re:
|
|
|
Date:
|
March 30, 2010
|
|
Prepared by:
|
|
PURPOSE:
To obtain approval to award
the contract for the supply and installation of illumination
on 14th
Avenue – South
Side between McCowan Road
and Markham Road
RECOMMENDATION
|
Recommended Supplier
|
Fellmore Electrical
Contractor Ltd. (lowest priced bidder)
|
|
Current Budget Available
|
$ 1,004,939.70
|
083-5350-9301-005
Town Wide Street Illumination
|
|
Less cost of award
|
$ 183,886.38
$
27,583.00
$ 211,469.38
$
15,860.20
$ 227,329.58
|
Construction award (Inclusive PST & Excluding GST)
Construction Contingency (15%)
Total award (
Engineering Dept Project Management Fees (7.5%)
Total Project Cost
|
|
Budget Remaining
after this award
|
$ 777,610.12
|
*
|
* The remaining balance in account
083-5350-9301-005 will be used for future installation projects as budgeted for
within this account.
Note: The project is expected to be completed no
later than October 2010. Since HST is
expected to commence on July
1st, 2010, any savings through the HST rebate will be
identified at that time depending on construction progress. The PST for this project is $5,796.02; if 75%
of the work is completed after July 1, 2010 then the Town would receive a78%
rebate on this PST amount.
BACKGROUND:
14th Avenue between McCowan Road and Markham Road is a 4
lane Regional arterial road. Illumination to this portion of 14th Avenue is currently being
provided on the north side only and is deemed insufficient. Additional
illumination has become crucial due to the increase in pedestrian and vehicular
traffic to and from the subdivisions located in the vicinity.
The
provision of illumination to 14th
Avenue – south side between McCowan Road and Markham Road was identified in the Town’s
5 year illumination plan and is scheduled to be completed in 2010. In 2009, the
Town retained Moon-Matz Ltd. to
prepare the illumination design and contract administration for this portion of
14th Avenue.
This
contract is to supply and install street lighting on 14th Avenue – south side
between McCowan Road
and Markham Road.
The Town is responsible for illumination on Regional roads except at
intersections. It is expected the construction will start in June 2010 and be
completed by October 2010. The total cost of this project is within the
approved budget and any remaining funds will be used to fund other Townwide
illumination projects.
BID INFORMATION:
|
Advertised
|
ETN
|
|
Bid closed on
|
March
24, 2010
|
|
Number
picking up document
|
8
|
|
Number
responding to bid
|
6
|
Detailed
Pricing Information:
|
Suppliers
|
Prices *
|
|
Fellmore Electrical Contractors Ltd.
|
$178,090.36
|
|
Langley Utilities Contracting
|
$179,772.00
|
|
Stacey
Electric Company Limited
|
$201,715.70
|
|
Guild
Electric Limited
|
$210,441.51
|
|
Beacon
Utility Contractors Ltd.
|
$215,261.00
|
|
Black
& McDonald Ltd.
|
$218,480.10
|
* As identified
within the bid document, the award of the tender is based on lowest compliant
base bid excluding all tax. The bids
have been verified for accuracy and compliance with the tender terms and
conditions. Purchasing has reviewed
the references of the lowest bidder and is satisfied with these recommendations
of references.
STAFF AWARD REPORT
|
To:
|
Alan Brown, Director, Engineering
|
|
Re:
|
|
|
Date:
|
April 18, 2010
|
|
Prepared by:
|
|
PURPOSE
To
issue a purchase order to Powerstream to relocate their hydro poles on Woodbine
Avenue from approximately 150m north of Major Mackenzie Drive extending
northerly for approximately 300m, to accommodate the road construction of
Woodbine Avenue Bypass Phase 1A.
RECOMMENDATION
|
Recommended Supplier
|
Powerstream (Preferred
Supplier)
|
|
Current Budget Available
|
$
2,215,307.08
|
83-5350-8455-005 Woodbine By-pass Phase 1
|
|
Less cost of award
|
$
74,569.00
$
7,500.00
$
3,282.76
$
85,351.76
|
Pole Relocation Cost (Powerstream)
Contingency (10%)
Internal department management fee @ 4.0%
Total project cost (all exclusive of GST)
|
|
Budget
Remaining after this award
|
$
2,129,955.32
|
*
|
*
The remaining balance of funds will be used for the contract admin and
construction of Woodbine By-pass Phase 1A as budgeted for within the respective
account.
Note: The financial considerations do not include HST as relocations is
expected prior to the July 2010 implementation of the HST
Staff further recommends:
THAT the tender process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (2) -
Whereas Tenders, Request for Proposals and Requests for Quotation may not be
required for goods and services to be provided for the following: (b) – Utilities
(Note: As per
the Purchasing By-law, The Director
of Engineering has the authority to
award a contract for Utilities up to $350,000)
BACKGROUND
The
Woodbine Avenue Bypass has been constructed from approx 300m north of Major
Mackenzie to Honda Boulevard.
The
design of the south tie-in (to join into existing Woodbine Avenue) of the Woodbine Ave.
Bypass (Phase 1A) was
undertaken
by AECOM (formerly Earth Tech) and is nearing completion. The north tie-in (Phase 3B) is being designed
by Masongsong Associates Engineering
Ltd. (MAEL) and is also almost complete.
Phases 1A and 3B are the remaining
segments
of the Bypass to be tendered for construction as a single contract in April,
2010, with construction starting in
June,
2010. It is anticipated that the entire
Woodbine Ave. Bypass will be opened to traffic by December, 2010.
During
the Phase 1A detailed design process, it was determined that several hydro
poles are in conflict with the proposed
road
layout. AECOM and the Town have been
working with Powerstream to come up with a pole relocation plan that
accommodates the road design and a pole relocation schedule that can
accommodate the road construction schedules.
The
design team is coordinating with Powerstream to relocate their poles before the
construction start-up of Phases 1A and 3B.
The
cost of relocating the poles by Powerstream, through the Phase 1A portion of
the Woodbine Avenue Bypass, is $74,569.00 (exclusive of GST), which is based on
the 50% of labour and equipment costs to remove and erect new hydro poles, as
per
the
cost sharing agreement between Powerstream / Town of Markham, and is funded by the developers
under a Tri-Party
Agreement.
COMMITTEE/COUNCIL ITEM TRACKING FORM
Revised: September 2009
|
COUNCIL
|
DEVELOPMENT SERVICES
Planning
Economic Dev.
Transportation
|
GENERAL
Community Services
Environment & Sustainability
Finance & Administrative
Lands, Building & Parks Construction
|
|
TARGET
MEETING DATE
MAY 17, 2010
|
DATE REPORT AUTHORED
MAY 3,
2010
|
ITEM TITLE
Staff Awarded Contracts for the Month of
April 2010
|
|
AGENDA
SECTION
|
TIME TO BE ALLOCATED
|
|
Presentation/Deputation Consent Regular
|
5 minutes
|
|
CONFIDENTIAL
REPORTS
For in camera reports, please indicate appropriate
subsection of s239(2) Municipal Act
(√ all applicable):
(a) Security
of Property (e) Litigation or
potential litigation
(b) Personal matters about individual (f) Solicitor-client
privilege
(c) Acquisition/disposition of land (g) Legislated
authority to be in camera
(d) Labour relations/Employee negotiations
|
|
ORIGINATOR Ext.
ALEX
MOORE 4711
|
CONTACT Ext.
ALEX
MOORE
4711
|
|
|
|
|
DOES THE REPORT, PRESENTATION, BY-LAW AFFECT OTHER
DEPTS:
Yes No (List all
departments impacted and being consulted on this report.)
Electronic Approval Required by:
|
Department
|
Individual
|
Obtained
|
|
Acting Director, Financial Reporting
|
Raj Raman
|
|
|
Treasurer
|
Joel Lustig
|
|
|
Commissioner, Corporate
Services
|
Andy Taylor
|
|
|
CAO
|
John Livey
|
|
|
|
|
|
Attachments:
Comments & Questions:
[ToM2]Then, the shortfall is ($9,194).
Please include the a/c #s where the shortfall will be funded from.
