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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November 19, 2010
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Prepared by:
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PURPOSE
To obtain approval to award the
contract for the structural repairs and environmental
remediation at the Stiver Mill historical building.
RECOMMENDATION
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Recommended
Supplier
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Roof Tile Management Inc. (Lowest Priced
Supplier)
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Current Budget Available
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$ 166,585.00
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750-101-5399-10253 Other Contracted Services
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Less cost of award
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$ 161,696.64
$ 15,000.00
$
176,696.64
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Inclusive of HST
Contingency
Total Award
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Budget Remaining after this
award
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($ 10,111.64 )
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*
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*The shortfall
is to be funded from the 8100 Warden Roofing (Bell) Account: 750 101 5399
10254. Due to favorable pricing received
under tender 155-T-10 for the replacement of roof at 8100 Warden Avenue, this account has a remaining balance of $44,576.50 that may be utilized
for this purchase (See financial considerations).
BACKGROUND
The
Stiver Mill building is a historic grain mill that has been left vacant and
unheated for a number of years. As a result, the building has suffered
structural damage as well as water infiltration resulting in mould and animal
contamination. The scope of work for this contract is to repair the building to
make it structurally sound, remove any animals and contaminants and seal the
building envelope to prevent further water penetration and animal entry. The purpose of the environmental remediation
and structural repairs is to preserve the building while its future use is being
assessed as well as allow Town staff and consultants to enter the building to
conduct inspections.
BID
INFORMATION
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Advertised
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Electronic (ETN)
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Bids
closed on
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November
8,2010
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Number
picking up bid documents
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13
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Number
responding to bid
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5
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PRICE SUMMARY
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Suppliers
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Price (Inclusive of HST)
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Roof Tile Management Inc.
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$161,696.64
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Dontex
Construction Ltd.
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$230,300.18
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Snyder Construction
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$231,976.87
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G-Actk Contracting Ltd.
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$294,900.48
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J. D. Strachan Construction Limited
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$328,990.08
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FINANCIAL CONSIDERATIONS
The shortfall
can be attributed to the necessity to consolidate the environmental remediation
and structural repairs projects into one contract. The original scope had these contracts being
separated, however, due to coordination issues that were anticipated with
having two general contractors on site at the same time as well as the Ontario
Ministry of Labour’s requirement to have one designated constructor, it became
apparent that the contracts should be consolidated. This resulted in a higher
bid price charged to manage and coordinate the two scopes of work.
The shortfall is
to be funded from the 8100 Warden Roofing (Bell) Account: 750 101 5399
10254. Due to favorable pricing received
under tender 155-T-10 for the replacement of roof at 8100 Warden Avenue, this account has a remaining balance of $44,576.50 that may be utilized
for this purchase. The balance in this
account will be transferred to the original funding source.
STAFF AWARD REPORT
Page 1 of 2
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To:
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John
Livey, Chief Administrative Officer
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Re:
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Date:
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November
25, 2010
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Prepared
by:
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PURPOSE
To obtain approval to award of the contract
for the hiring of tandem & tri-axle trucks on an as required basis for (3)
three year period (Jan. 1/11 to Dec. 31/13) at the same itemized hourly rates.
RECOMMENDATION
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Recommended Supplier(s)*
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Griffith
Property Services Ltd.
Rafat General
Contractor Inc.
Wilson
Contracting Ltd.
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Current Budget
Available
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$ 250,751.00
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Various (See Financial Attachment)
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Less cost of award
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$
91,584.00
$
91,584.00
$ 91,584.00
$ 274,752.00
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2011
Inclusive of HST* (Year 1)
2012
Inclusive of HST* (Year 2)
2013
Inclusive of HST* (Year 3)
Total
award Inclusive of HST
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Budget Remaining after this award
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$ 159,167.00
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**
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* Subject to Council approval of the annual operating budget.
**The remaining balance will be used for various
other Operations Contracts as budgeted for within the accounts identified and
after approval of the 2011 operating budget.
Note: The award is being recommended to all bidders who
provided acceptable equipment and to maximize the availability of trucks when
required. Staff will split
the blanket purchase order amounts equally among Griffith, Rafat and Wilson.
Since prices for contractors are identical and as
experienced in previous contract the availability of contractor’s fleet and
operator varies from day to day. The
General Manager of Operations through this award has the authorization to
approve amendments to the three (3) blanket purchase orders (PO) by 20% in each
respective year of this contract. (E.g.
Reduce one contractors PO by 20% and increase another’s PO by 20%, the budget
offsets each other)
BACKGROUND
Hired tandem & tri-axle trucks are required to haul materials from 555 Miler Avenue to
various landfill sites on a year round basis.
The hourly rate,
as set by the Town, includes the cost of the equipment, operator, fuel, repair,
loading time and travel time. Hourly rates were established
by comparison to industry benchmarks. Bidders were requested to bid on the
number of the specified trucks available for hiring during the term of the
contract as per the following schedule of items:
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Item
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Description
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Hourly Rate
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1
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Minimum 15 cu. Yd. Capacity Tandem Truck With
Operator
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$65.00
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2
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Minimum 22 cu. Yd. Capacity Tri-Axle Truck With
Operator
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$75.00
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BACKGROUND (Continued)
The evaluation criteria for this bid was based on the capability of the
trucks in meeting specifications and also based on their past performance. Staff is confident that these companies will
provide service that meets or exceeds Town’s requirements.
BID INFORMATION
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Advertised
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Electronic
Tender Network (ETN)
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Bids closed on
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November 12, 2010
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Number picking up bid documents
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8
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Number responding to bid
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3
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PRICING SUMMARY
The following table outlines
the number of units (4 tandem trucks and 31 tri-axle trucks) available for hire
from each of the companies that bid:
Suppliers
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# of Tandem Trucks
($65/hour)
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# of Tri-Axle Trucks
($75/hour)
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Griffith Property Services Ltd.
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2
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7
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2
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20
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Wilson Contracting Ltd.
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0
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4
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Total
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4
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31
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Note: The
hourly rates for this contract have been set at the same rates as the 2008-2010
contract. Additionally, these hourly
rates are firm fixed for 3 years.
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Account Name
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Account
#
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Budget
Amount
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Amount
to Allocate to this project
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Budget
Remaining
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ROWM
Tipping Fees
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700-501-5760
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72,634
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61,056
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11,578
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WRDR
Tipping Fees
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700-507-5760
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85,000
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22,896
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62,104
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PKFMT Other Contracted Service
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730-743-5399
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93,117
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7,632
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85,485
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Total
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250,751
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91,584
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159,167
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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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November 23, 2010
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Prepared by:
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PURPOSE
To obtain approval to award the
contract for the construction of the Main Street Markham Washrooms &
Storage Facility.
RECOMMENDATION
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Recommended
Supplier
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J. D. Strachan Construction Limited
(Lowest Priced Supplier)
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Current Budget Available
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$ 199,943.57
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056-5350-10263-005 Markham Main St Washroom
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Less cost of award
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$ 269,969.28
$ 25,000.00
$ 294,969.28
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Inclusive of HST
Contingency
Total Award
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Shortfall after this award
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($ 95,025.71)
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*
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* The shortfall is to be funded from the
surplus budget of the 8100 Warden Roofing project $34,464.86 (account
750-101-5399-10254); and the capital contingency account $60,560.85 (account 44
6900 6395 005).
BACKGROUND
The scope of work includes the construction of a new
290 sq. ft. washroom building and a separate 300 sq. ft. storage shed. Both wood frame and siding buildings will be
located in the existing parking lot known as 11 Church Street in Markham. In addition to the building construction, the
contract includes site servicing within the property lines, landscaping and
paving. The existing Markham Crafts
Building will remain.
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. Prequalification No. 085-P-10 was issued to the market place in
accordance with the Purchasing
By-law 2004-341.
PREQUALIFICATION INFORMATION (085-P-10)
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Advertised
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ETN
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Prequalification
closed on
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April 14th,
2010
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Number
of contractors picking up Pre-qualification document
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20
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Number
of contractors responding to Pre-qualification document
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4
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Number
of contractors pre-qualified
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3
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Construction Tender
In August 2010, the Town
closed the first tender (160-T-10) to the three (3) pre-qualified bidders for
this project. The low bidder under
160-T-10 was considerably over budget and staff attributed this to site plan,
heritage committee requirements, site conditions and not sufficient budget
originally estimated for this project.
Therefore, staff cancelled tender 160-T-10 and re-released a 2nd
tender with revised scope to better meet our budgetary goals.
226-T-10
Construction of Main Street Washrooms & Storage Facility Page 2 of 2
Construction Tender (Continued)
In October 2010, the Town
closed the second tender (226-T-10) to the same three (3) pre-qualified bidders
for this project with revised scope of work that included value engineering
undertaken by the architect, redesign of washroom / storage facility, peer
review with soil consultant, and consolidating feedback from bidders on ways to
reduce cost. The low bid under the
second tender 226-T-10 with revised scope as noted above enabled the Town to
reduce the cost by $85,000 or 22% compared to the first tender (160-T-10)
pricing. Since this is such a small
project, there is diminished economy of scale while the proportion of walls to
floor increases costs disproportionately.
Some factors in the cost include: the small footprint over which to
absorb all of the contractor’s general conditions, and, a significant
architectural overhang for weather protection, which increases the cost
disproportionate to the footprint.
BID
INFORMATION
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Advertised
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By Invitation (Pre-qualified
Bidders)
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Bids
closed on
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October
15th, 2010
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Number
picking up bid documents
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3
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Number
responding to bid
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3
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PRICE SUMMARY
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Suppliers
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Price (Inclusive of HST)
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J. D. Strachan Construction Ltd.
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$269,969.28
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P & C General Contacting Ltd.
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$272,124.56
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Dontex
Construction Ltd.
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$304,243.69
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FINANCIAL CONSIDERATIONS
The following table
summaries the financial details of this award.
Note that the BIA has agreed
to lease the storage building from the Town for a term of 21 years at an annual
rate of $4,200.
STAFF AWARD REPORT Page 1 of
2
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To:
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Brenda Librecz, Commissioner,
Community and Fire Services
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Re:
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Date:
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December
7, 2010
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Prepared by:
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PURPOSE
To obtain approval to award the contract for External
Project Management Services for the Cornell Fire Station (FS-99).
RECOMMENDATION
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Recommended
Supplier
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MHPM Project Managers Inc. (Highest
ranked/lowest priced supplier)
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|
Current Budget
Available
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$ 72,200.00
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056-5350-1072-005
|
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Less cost of award
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$ 65,635.20
$ 6,563.52
$ 72,198.72
|
Inclusive of HST
Contingency
@10%
Total cost of award inclusive of HST*
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Budget remaining
after this award
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$ 1.28
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BACKGROUND
The Town has recently tendered for the construction of
a fire station, to be known as the Cornell Fire Station, FS.99, to be built on
Bur Oak Drive, east of 9th line and north of Hwy 7, in the town of Markham.
The Town is seeking to provide support to its in-house
project management team by adding external services to assist with the
planning, co-ordination, management and control of the project during the
construction and post construction phases of the project.
PRE-QUALIFICATION INFORMATION: (180-P-09)
The Town released a
pre-qualification to the market soliciting responses from qualified
consultants to provide project management services for various facility
construction and addition and renovation projects that are to be undertaken by
the Town of Markham
within the next three years. 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 work in accordance with the Town of Markham requirements within the specified
timelines. The prequalification was
issued in accordance with the Purchasing
By-Law 2004-341.
PRE-QUALIFICATION INFORMATION (180-P-09)
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Advertised
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ETN
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Prequalification closed on
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June 26th, 2009
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Number of contractors picking up bid documents
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52
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Number of contractors responding to bid
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7
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Number of contractors pre-qualified
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4
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BID INFORMATION
(275-Q-10)
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Quote released to pre-qualified bidders
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October 11, 2010
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Bid closed on
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November 19, 2010
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Number of pre-qualified bidders
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4
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Number responding to bid
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4
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275-Q-10 External Project Management Services, Cornell Fire
Station (FS.99) Page 2 of 2
PROPOSAL EVALUATION
The Evaluation Team was comprised of staff
from Asset Management with Purchasing staff acting as the facilitator. The evaluation was evaluated based on
pre-established evaluation criteria as identified in the Request for Quotation: 10% understanding of the project, 15%
Experience of team members, 15% Experience of the firm and 60% price totaling
100% with the resulting scores as follows.
|
Suppliers
|
Total Score
Out of 100
|
Rank
|
|
MHPM Project Managers Inc.
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94.50
|
1
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SMA/METTKO
|
82.02
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2
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O. P. McCarthy
& Associates Inc.
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46.72
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3
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Genivar
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32.00
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4
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STAFF AWARD REPORT Page 1 of 3
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To:
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John
Livey, Chief Administrative Officer
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Re:
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|
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Date:
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December 16,
2010
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|
Prepared
by:
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PURPOSE
To obtain approval to award the
contract for the supply and delivery of four (4) De-Ox
Ice Making Systems at the Centennial Community Centre, Angus Glen
Community Centre, Thornhill Community Centre and Markham Civic Centre.
RECOMMENDATION
|
Recommended Supplier
|
Joe
Johnson Equipment Inc. (Preferred Supplier)
|
|
Current Budget Available
|
$ 125,427.99
|
056-5350-9517-005
Facility Energy Retrofits
|
|
Cost of Award
|
$ 81,408.00
|
Total Cost of Award Inclusive of HST
|
|
Budget Remaining after this award
|
$ 44,019.99
|
*
|
* The remaining
budget will be used for other project requirements as budgeted in this account
and in order to fully utilize the stimulus funding.
Staff 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;”
Note: Staff
will seek written authorization to waive the competitive process as outlined
under the Infrastructure Stimulus Fund contribution agreement whereas the
equipment, services and supplies being purchased is specialized and is not
readily available.
BACKGROUND
As part of the Federal Stimulus Funding,
the Town of Markham (“Town”) received approval for a 1/3 cost sharing agreement
with the Province of Ontario, Government of Canada and the Town to carry out
facility energy improvements at various Town of Markham facilities.
The requirement is for the supply and delivery of four
(4) De-Ox Ice
Making Systems for the following three dual pad recreational facilities;
1. Centennial
Community Centre
2. Angus Glen Community
Centre
3. Thornhill Community
Centre
4. Markham Civic
Centre
288-S-10 Supply and Delivery of Four (4) De-Ox Ice Making Systems
for Centennial CC
Angus Glen CC, Thornhill CC and Markham
Civic Centre Page 2
of 3
DISCUSSION
The majority of recreational facilities
including those at the Town of Markham use hot water to make and maintain the
ice pads. Staff floods the arenas with
hot water and then allow the refrigeration system to produce the ice. The De-Ox ice making
system is a green initiative that uses a technology that passes water
through a portable patented twin membrane vacuum system where oxygen is removed
from the water prior to filling the ice resurfacer or applying directly to the
ice surface. The De-Ox system allows
facility operators to build ice faster at lower temperatures and produces an
ice surfaces that is dense, hard and clear.
Aesthetically, there is an improvement in ice clarity and lines and
logos are sharper. The ice is more
resilient to chipping, gouging and snow build-up, thus the supplier suggests
that the entire thickness of ice may be reduced by ½ to 1 inch. Some of the additional benefits in utilizing
the De-Ox ice making system includes;
Ø
Lower
Refrigeration (energy) costs due to higher freezing point
Ø
Less
flood water and lower flood water temperature requirements
Ø
Stronger
bond than any other ice making technology, resulting in dense, hard and clear
ice
Ø
Reduced
snow accumulations due to quicker freeze
Ø
Floods
set up faster resulting in less compressor run hours
Ø
Reduced
ice maintenance and lower energy consumption
Ø
No
chemicals required
The De-Ox system was tested and later
installed at the Barrie Molson centre for 2009/2010 season. Staff contacted the City of Barrie regarding
the system and feedback received was positive.
They identified that by switching from the reverse osmosis system the
ice quality was harder, the ice froze faster and the temperature of the ice
resurfacer water was reduced from 140 degrees to 90 degrees. They also identified savings as the system
utilized tap water (cold) versus heated water but they had yet to capture the
savings. Improvements to the clarity of
the ice were not noticed.
Staff also contacted National Training
Rinks and feedback received was also positive. The system was installed 4 weeks
ago and they identified benefits such as less ice build up, the direct feed hot
water was shut off and was using cold water and temperature spikes following
floods were reduced from 7 -8 degrees to
5 -6 degrees.
The Town of Markham has been testing the De-Ox system for three (3)
months at the Centennial Community Centre.
Following a three (3) month test period, recreation Staff noticed that
they were able to build ice faster and at higher temperatures. Furthermore, they identified that the ice
froze faster between periods.
The Markham Energy Conservation Office in partnership with Recreation
tracked the energy consumption of the Centennial trial De-Ox unit and
refrigeration compressor run hours reduction.
From this data MECO calculated the payback and carbon emission
reduction. Revealing that by installing
the proposed system the annual GHG emission for Centennial will be reduced by
271 T eCO2 and the payback on the total gas and electrical energy savings will
be 0.45 years.
FINANCIAL CONSIDERATIONS
As the facility
energy project is partially funded under the Infrastructure Stimulus Fund
Program, the Town intends to fully utilize the approved project budget. Staff recommend reallocating budget of
$81,408 from the Lighting Retrofits to FIM to cover the cost of this award.
288-S-10 Supply and Delivery of Four (4)
De-Ox Ice Making Systems for Centennial CC
Angus Glen CC, Thornhill CC and Markham
Civic Centre Page 3
of 3
FINANCIAL CONSIDERATIONS
(Continued)
The following
table presents the financial position of the project after the proposed award.
* Cost of award is inclusive of
HST impact of 1.76%
STAFF AWARD REPORT Page 1 of 2
|
To:
|
John Livey,
Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
December 6, 2010
|
|
Prepared by:
|
Gary Adamkowski,
Acting Director, Asset Management Ext. 2678
Robert Slater,
Senior Construction Buyer, Ext. 3189
|
PURPOSE
To obtain approval to issue
a purchase order for the construction of a watermain concrete encasement
between the Markham Stouffville Hospital (MSH) and the East Markham Community
Centre and Library (EMCCL).
RECOMMENDATION
|
Recommended Supplier
|
Harbridge &
Cross (Preferred Supplier)
|
|
Current Budget Available
|
$ 85,275.36
|
070-5350-8200-005*
|
|
Less cost of award
|
$ 85,275.36
|
Exclusive of GST*
|
|
Budget
Remaining
|
$ 0.00
|
|
* The funds for
this project are to be transferred from EMCC+L Miscellaneous Expenses account
No. 070-5350-10566-005
Staff recommends:
THAT the request for proposal process be waived in accordance with Purchasing By-Law
2004-341, Part II, Section 7.1: (g) where it is in the Town’s best interest not
to solicit a competitive bid.
BACKGROUND
While coordinating design issues between MSH and
EMCCL, the joint team had identified an existing water main and proposed storm
and sanitary sewer mains that were to be routed under the northwest corner of
the new EMCCL. The joint team
recommended, among other things, re-routing and protection to ensure that
future problems under the EMCC+L building be prevented. Since MSH had already engaged Harbridge &
Cross to implement their Enabling Works and, it would be best to complete this
work prior to the start of construction on EMCCL, it was agreed that MSH would
issue the work to Harbridge & Cross as a Change Order to their Enabling
Works contract.
Harbridge & Cross quoted the work at approximately
$177,656 and the EMCCL cost estimating consultants, CM2R, confirmed the value
with their estimate of $194,000. It was
subsequently agreed between the Town and Markham District Energy (MDEI) to
share the cost in relation to the benefit each would derive with 48%
attributable to the Town. When the work
was completed, MSH, preferring not to pay the costs and recover, instructed
Harbridge & Cross to submit their invoices directly to MDEI and the
Town.
FINANCIAL CONSIDERATIONS:
The watermain
concrete encasement work was not originally included in the construction
budget as presented to Council on June 8, 2010.
Staff recommend reallocation of Miscellaneous Expenses budget in the
amount of $85,275.36 to Construction in order to cover the cost of this
award. The budget remaining in Miscellaneous
Expenses will change from $282,455 to $197,180.
297-S-10 East Markham Community Centre + Library
Watermain Concrete Encasement Page 2 of 2
The following table presents the financial position of
the project after the proposed award.
* The award is exclusive of GST. The work was completed prior to July 1, 2010,
and thus was applicable to GST. The
land portion of the budget in the amount of $4.32m is not included in the
financial table above.
STAFF AWARD REPORT
|
To:
|
John Livey,
Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
November 22,
2010
|
|
Prepared by:
|
Alan Brown,
Director, Engineering Ext. 7507
Sepideh Majdi,
Development Engineer, Ext. 2414
|
PURPOSE
To obtain approval to issue
a purchase order to McCormick Rankin Corporation (MRC), on a preferred supplier
basis, for the preliminary design of civil infrastructure for the Markham
Centre Mobility Hub Area.
RECOMMENDATION
|
Recommended Supplier
|
McCormick Rankin
Corporation (MRC) (Preferred Supplier)
|
|
Current Budget Available
|
$ 242,676.54
|
640-101-5699-8203 (Markham Transportation Strategic Plan)
|
|
Less cost of award
|
$ 80,000.00
|
Inclusive of HST
|
|
Budget
Remaining after this award
|
$ 162,676.54
|
*
|
* The remaining balance will be used for future
Transportation Studies as budgeted for within this account.
Staff recommends:
THAT the request for proposal process be waived in accordance with Purchasing By-Law
2004-341, Part II, Section 7.1: (h) where it is necessary or in the best
interest of the Town to acquire non-standard items or Consulting and
Professional Services 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
The Town of Markham has been selected to
host the 2015 Water Polo and Badminton events as part of the Pan Am Games which
are directed to the Markham Centre location. The Town will be moving into a
design build process with the Pan Am Bid Committee and Infrastructure Ontario
this fall and needs to be in a position to confirm the preferred building
placement, grading, servicing and site requirements.
In order to ensure that the Town’s
objectives and schedule are appropriately addressed a preliminary design of the
road and servicing infrastructure is required for the area so Infrastructure
Ontario can proceed with the detailed site plan and design of the Pan Am
facility. In addition the originally
proposed Storm Water Management (SWM) facility and water course are to be
deleted / relocated under the Pan Am proposal and an alternative SWM concept
has to be prepared and obtain TRCA approval.
Staff recommended retaining on a preferred supplier basis, McCormick
Rankin Ltd to undertake the preliminary design of the road and servicing
infrastructure for the East Precinct at an upset amount of $80,000 funded
through Development Charges in the Engineering Department 2010 Capital
Budget.
McCormick Rankin Corporation has completed
the majority of design work in the East Precinct area for the Town, prepared
the SWM concept for this area and has the background resources and expertise to
assist the Town in a condensed schedule.
Additionally, the estimated fee
proposal including the daily per-diem rates are competitive industry rates.
