Staff Awarded Contracts for the Month of September 2010Milliken Mills CC

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Commissioner, Community & Fire Services
Re:	172-Q-10 Window Cleaning Service
Date:	August 25, 2010
Prepared by:	Brian Millar, Civic Centre Co-ordinator, ext 6190 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the contract for the window cleaning service at 8100 Warden and the Civic Centre ending August 31, 2013 for a three year period at a firm fixed price.

RECOMMENDATION

Recommended Supplier	Arsenal Cleaning Services Ltd. (Lowest Priced Supplier)
Current Budget Available	$ 91,028.36	Various (See Financial Considerations)
Less cost of award	$ 7,207.14 $ 26,686.56 $ 26,686.56 $ 19,479.42 $ 80,059.68	2010 Inclusive of HST (Sept 1 to Dec 31) 2011 Inclusive of HST* (Jan 1 to Dec 31) 2012 Inclusive of HST* (Jan 1 to Dec 31) 2013 Inclusive of HST* (Jan 1 to Aug 31) Total award Inclusive of HST*
Budget Remaining after this award	$ 83,821.22	**

*The cost of the award will be funded from the operating budget of each respective year and is subject to Council approval of the annual operating budget.

**The remaining budget will be used for various janitorial services for the Civic Centre and 8100 Warden Ave as budgeted for within these respective accounts.

BACKGROUND

Window cleaning services have been contracted out on an ongoing basis since 1991 at the Civic Centre and since 2009 at 8100 Warden Ave. The cleaning includes all interior and exterior glass including partitions, flashing, frames, entrances and skylights. The contractor is required to use all the necessary safety equipment. A safety harness and bosun chair, plus a lift is to be supplied by the contractor for the higher areas.

BID INFORMATION

Advertised	ETN
Bids closed on	July 29, 2010
Number picking up bid documents	10
Number responding to bid	5

PRICING SUMMARY

Suppliers	Price (Inclusive of HST)*
Arsenal Cleaning Services Ltd.	$26,686.56
Fast Track Maintenance	$27,098.69
Sparkle Window Cleaning	$31,325.80
Beaver Window & Awning Cleaners Inc.	$42,689.34
Clean4Me Inc.	$48,081.60

Note: In comparing the 2005-2010 pricing, this contract represents a 2% increase. However, the prices under contract 172-Q-10 are firm fixed for 3 years.

WINDOW CLEANING SCHEDULE

Job Description	Frequency Per Year
Monthly Cleaning	12
Exterior Cleaning	4
Interior Cleaning of all Glass	1
Interior Cleaning all Glass up to 10’ High	2

172-Q-10 Window Cleaning Service Page 2 of 2

ENVIRONMENTAL CONSIDERATIONS

The window cleaning products used for this contract shall be Eco Logo “Green” certified cleaning solutions. The EcoLogo Program certifies products that compliment "green" cleaning programs and help to "green" the cleaning and janitorial sector. These criteria reflect environmental leadership in the cleaning and janitorial sector, and encourage reduced environmental impacts.

FINANCIAL CONSIDERATIONS

Account Number	Budget	Budget Available for this Award	Total Cost (Incl HST)	Budget Remaining
750-751-5311 Civic Centre S/A - Janitorial	$177,649.00	$66,209.75	$5,433.47	$60,776.28
750-757-5311 8100 Warden S/A - Janitorial	$ 54,830.00	$24,818.61	$1,773.67	$23,044.94
TOTAL	$232,479.00	$91,028.36	$7,207.14	$83,821.22

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	201-T-10 Facility Accessibility Retrofits at the Markham Civic Centre, Mount Joy Community Centre, Milliken Mills Community Centre, Milliken Mills Soccer Dome and the Thornhill Community Centre
Date:	September 10, 2010
Prepared by:	Henry Tse, Project Engineer, ext. 2208 Tony Casale, Senior Buyer, ext. 3190

PURPOSE

To obtain approval to award the contract for Facility Accessibility Retrofits at the Markham Civic Centre, Mount Joy Community Centre, Milliken Mills Community Centre and the Milliken Mills Soccer Dome.

RECOMMENDATION

Recommended Supplier	Pegah Construction Ltd. (Lowest Priced Supplier)
Current Budget Available	$ 1,678,825.98	056-5350-9516-005 Facility Accessibility Retrofits
Cost of award	$ 1,108,369.92 $ 110,837.00 $ 1,219,206.91	Inclusive of HST Contingency (10%) Total Cost of Award
Budget Remaining after this award	$ 459,619.07	*

* The remaining budget will be used for other accessibility retrofits as budgeted for within this account.

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 of Markham to carry out various accessibility improvements at Markham Civic Centre, Mount Joy Community Centre, Milliken Mills Community Centre, Milliken Mills Soccer Dome and the Thornhill Community Centre.

The scope of work involves upgrades to existing washrooms, upgrades to existing stairs, steps and landings, fire safety improvements and door hardware upgrades including automatic door operators and controls.

Due to the scope of the project, contractors were pre-qualified to ensure that all contractors would have the necessary qualifications, experience and resources to complete the works in accordance with the Town of Markham requirements within the specified timelines. Pre-qualification 130-P-10 was issued in accordance with the Purchasing By-law 2004-341.

PRE-QUALIFICATION INFORMATION (130-P-10)

Advertised	ETN
Pre qualification closed on	May 21, 2010
Number of contractors picking up Pre-qualification document	20
Number of contractors responding to Pre-qualification	9
Number of contractors Pre-qualified	8

BID INFORMATION (201-T-10)

Advertised	By Invitation (Pre-qualified Bidders)
Bids closed on	August 31, 2010
Number picking up bid documents	8
Number responding to bid	4

201-T-10 Facility Accessibility Retrofits at the Markham Civic Centre, Mount Joy

Community Centre, Milliken Mills Community Centre, Milliken Mills Soccer Dome

and the Thornhill Community Centre Page 2 of 2

PRICING SUMMARY

Suppliers	Price (inclusive of HST) *
Pegah Construction Ltd.	$ 1,108,369.92
BECC Construction Group Ltd.	$ 1,113,675.69
P&C General Contracting Ltd	$ 1,274,442.24
Morosons Construction Limited	$ 1,288,492.24

*The prices noted above do not include the requirement for facility accessibility retrofits at the Thornhill Community Centre. This facility was priced as a provisional item within the bid document and will be awarded separately due to ongoing construction at this facility.

Note: The Asset Management Department, external project manager (MHPM) and the architect (Quadrangle Architects) have reviewed Pegah Construction Ltd. bid submission and are satisfied that all the terms, conditions, bid prices and specifications comply with the Town’s requirements. During the Pre qualification process (130-P-10) staff conducted both financial and reference checks and the feedback received regarding Pegah Construction Ltd was positive.

FINANCIAL CONSIDERATIONS

The following table presents the financial position of the project after the proposed award.

(A)

(B)

(C) = (A) - (B)

(D)

(E) = (C) - (D)

Reallocated

Uncommitted

Uncommitted

Budget

Actual /

Budget

Award

Budget

31-May-10

Committed

Before Award

Amount *

After Award

CONSTRUCTION

Construction

2,330,471

961,190

1,369,281

1,108,370

260,911

Construction Contingency

360,000

89,137

270,863

110,837

160,026

Total Construction

2,690,471

1,050,327

1,640,144

1,219,207

420,937

PROJECT MANAGEMENT / ARCHITECT / INTERNAL

Consultants

Project Mgmt, including contingency - MHPM

149,000

149,000

0

0

Architect, including contingency - Quadrangle

291,000

291,000

0

0

Other Consultants

58,000

29,780

28,220

28,220

498,000

469,780

28,220

0

28,220

Others

Corporate Communication

11,529

1,067

10,462

10,462

Total PM / Architect / Internal

509,529

470,847

38,682

0

38,682

3,200,000

1,521,174

1,678,826

1,219,207

459,619

TOWN OF MARKHAM

FACILITY ACCESSIBILITY RETROFITS

PROJECT TO DATE COSTS

AS OF AUGUST 31, 2010

* Award amount is inclusive of HST.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	088-T-10 Supply and Delivery of Fleet Vehicles
Date:	September 07, 2010
Prepared by:	Laurie Canning, Manager, Fleet and Suppliers, ext. 4896 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the tender 088-T-10 for the supply and delivery of four (4) fleet vehicles.

RECOMMENDATION

Recommended Supplier (s)	Colombo Motors LP (Lowest Priced Supplier/Item #1) Forbes Ford (Lowest Priced Supplier/Item #2)
Current Budget Available	$ 159,777.00	057 6150 10287 005 Corporate Fleet Replace
Less cost of award	$ 131,003.80	Inclusive of HST
Budget Remaining after this award	$ 28,773.20	*

* The remaining balance in the amount of $28,773.20 will be returned to the original funding source.

BACKGROUND

Fleet staff continues to work with user departments to specify vehicles and equipment that meet their needs. Consideration to “right sizing” units for the duty cycles they perform in is a key factor in the reliability of the unit along with meeting the anticipated life cycle requirements of the unit.

Tender 088-T-10 was issued for the supply and delivery of four (4) 2011 vehicles for Bylaw / Enforcement.

· Ford Escapes Hybrid (3 Vehicles)

o These three (3) vehicles are utilized for the day to day By-law enforcement for the Town.

· Mid size crew cab pickup truck (1 Vehicle)

o Prior to the tendering process, the Fleet Manager routinely confirms the needs of each user department when preparing the detailed specification for each approved vehicle. During this process the Bylaw / Enforcement identified that a mid size crew cab pickup truck would be more suitable for the department’s operational needs rather than the budgeted Honda Civic Hybrid. Further review indicated that a mid size crew cab pickup truck would be required to address the illegal sign pick ups along with yard and property clean ups. The recommended vehicle specification has been changed from the Honda Civic Hybrid to a mid size crew cab pickup truck with a V6 engine. This type of unit will add improved service delivery of the department with respect to improved vehicle utilization. Fleet management supported the change in specifications to a mid size crew cab pick up truck resulting in reducing the seasonal rental requirements for this department and realizing a savings of $6,000 annually. There is an anticipated increase in fuel costs to be approximately $600 per year over the Honda Civic Hybrid and the effect on service and maintenance costs are negligible.

In efforts to continue to provide the user department with vehicles that can provide reliable service with minimal downtime and operating costs associated with units of this usage and service life the recommendation from a fleet perspective is to move forward with the purchase / replacement of the four (4) units.

Upon delivery of the four (4) new vehicles, the following units: #5133, # 6133, # 6135 and #6140 will be sold in accordance with Purchasing By-law 2004-341, Part V, Disposal of Personal Property and proceeds be posted to account 890 890 9305.

BID INFORMATION

Advertised	ETN
Bids closed on	August 11, 2010
Number picking up bid documents	29
Number responding to bid	8*

088-T-10 Supply and delivery of Fleet Vehicles Page 2 of 2

DETAILED PRICING INFORMATION (INCLUSIVE OF HST)

Item #	1	2
	4 Door Hybrid Compact SUV, 4X2 Drive, 4 Cylinders, Automatic, Qty 3	Mid Size Crewcab Pick-up Truck, 4X2 Drive, 6 Cylinders, Automatic, Qty 1
Bidder
Forbes Ford	$36,258.11 X 3 = $108,774.32	$28,430.73 X 1 = $28,430.73
Colombo Motors	No Bid	$22,229.47 X 1 = $22,229.47
Giles Chevrolet	No Bid	$22,480.00 X 1 = $22,480.00
Highland Chevrolet	No Bid	Not to Specification*
Donway Ford	$36,475.87 X 3 = $109,427.61	Not to Specification*
Edgetown Ford Lincoln Sales Ltd.	$36,383.27 X 3 = $109,149.81	Not to Specification*
Freeway Ford	$38,263.80 X 3 = $114,791.40	Not to Specification*

*Submitted bids for a full size pick-up truck with a V8 Engine, not the specified mid sized pick- up truck V6 engine.

FINANCIAL CONSIDERATIONS:

Unit#	Model ID	2010 Budgeted Cost	Cost of the Award (Incl. HST)	Budget Remaining
5133	Pick-Up Truck *	$ 35,058.00	$ 22,229.47	$12,828.53
6133	Ford Escape Hybrid	$ 40,927.00	$ 36,258.11	$ 4,668.89
6135	Ford Escape Hybrid	$ 40,927.00	$ 36,258.11	$ 4,668.89
6140	Ford Escape Hybrid	$ 42,865.00	$ 36,258.11	$ 6,606.89
	Total	$159,777.00	$131,003.80	$28,773.20
* Pick-Up Truck (Mid Size Crew Cab V6 Engine) is being replaced rather than the budgeted Honda Civic Hybrid.

ENVIRONMENTAL CONSIDERATIONS

Three (3) units in this award are hybrid powered vehicles. Upon delivery of these units Markham’s fleet will comprise of twenty-seven (27) hybrid units in total: 15% of the licensed fleet compliment is hybrid powered.

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Commissioner of Community & Fire Services
Re:	175-T-10 Supply and Delivery of 2010 Mailbox Recycling Containers and 2011 Blue Boxes
Date:	September 22, 2010
Prepared by:	Leigh Fitzgerald, Environmental Inspector, ext. 8240 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the supply and delivery of 2010 mailbox recycling containers and 2011 blue boxes.

RECOMMENDATION

Blue Boxes (2011 Delivery)

Recommended Supplier	Scepter Corporation (Lowest Priced Supplier)
Current Budget Available	$ 54,835.00	*770-772-4131 Blue Boxes For Resale
Less cost of award	$ 36,226.56	2011 Blue Boxes, Inclusive of HST *
Budget Remaining after this award	$ 18,609.00

*Subject to Council approval of the 2011 operating budget.

Mailbox Recycling Containers (2010 Delivery)

Recommended Supplier	Busch Systems International (Sole Bidder)
Current Budget Available	$45,504.38	062-5350-10292-005 Community Mailbox Recycling
Less cost of award	$39,130.00	2010 Mailbox, Inclusive of HST
Budget Remaining after this award	$ 6,374.00

BACKGROUND

This contract is to provide mailbox recycling containers and blue boxes in support of Markham’s Mission Green initiative to reach our 75% diversion target. For efficiency, staff tendered both blue boxes and mailbox recycling containers at the same time, since they both have similar suppliers.

Blue Boxes

Blue boxes are purchased for resale to Markham residents on a cost recovery basis and are sold through the Waste Management Recycling Depots and at Markham’s four major Community Centres. Blue boxes are also delivered to new homes as they are occupied. The cost recovery for the new homes is transferred from a deferred revenue account (031-222-0037) in which payment is received from the developer at the point of registration of the subdivision agreement. An inventory system is in place to track the sale of blue boxes.

Mailbox

The Town has an anti-litter campaign that was initiated in 2007 as a two year pilot project. The purpose of the pilot was to determine if placing recycling containers by Canada Post super mailboxes would reduce the amount of litter in the immediate area. 80 mailbox recycling containers were purchased in the first year and an additional 80 in the second year. Currently there are a total of 160 mailbox recycling containers located at super mailbox locations in Markham. There were three sizes of containers tested with the one selected and tendered was the smallest container. Ongoing litter audits indicated that the areas with the most amount of litter prior to the programs implementation had improved significantly. With the success of the pilot project the mailbox recycling containers will be supplied to the remaining super mailboxes areas.

BID INFORMATION

Advertised	ETN
Bids closed on	August 11, 2010
Number picking up bid documents	4
Number responding to bid	3

175-T-10 Supply and Delivery of Blue Boxes and Mailboxes Page 2 of 2

PRICE SUMMARY

Blue Boxes

Supplier	Qty	Unit Price (Inclusive of HST)	Extended Price
Scepter Corporation	8000	$ 4.53*	$ 36,226.56
Bush Systems Int'l	8000	$ 5.86	$ 46,891.01
Orbis Canada Ltd.	8000	$ 5.80	$ 46,402.56

*As compared to the last contract, this price represents an 8% decrease in the unit cost for blue boxes.

Note: Schedule will comprise of four deliveries of 2,000 blue boxes throughout the year (2011).

Mailbox

Supplier	Qty	Unit Price (Inclusive of HST)	Extended Price
Busch Systems International	1000	$ 39.13	$ 39,130.00

Note: Waste Management had conducted a pilot program with three size mailboxes for a one year period and the 26 gallon box was proven to be the most cost effective box. One supplier has a product that is metal and to be bolted down for $300 each and another supplier has an 18 gallon box with a lid that is too small for our application. As compared to the last contract (2007/08) this represents an 8% decrease.

Account Name

Account #

Budget Amount

Spent to date

Committed

Budget Available

Cost of the award

Budget remaining

Mailbox recycling

062-5350-10292-005

$50,000

$4,496

$0.00

$45,504

$39,130

$6,374

Blue Boxes for Resale

770-772-4131

$54,835

$0.00

$54,835

$36,227

$18,608

Note: The budget for 2011 blue boxes purchase will be subject for Council approval of the 2011 operating budget.

STAFF AWARD REPORT

To:	John Livey, Chief Administrative Officer
Re:	165-T-10 Construction of Villages of Fairtree & Pedestrian Link: Billingsley Crescent Park and Denison Street Park
Date:	September 10, 2010
Prepared by:	Linda Irvine, Manager Parks and Open Space Development, Ext. 2120 Patti Malone, Senior Buyer, Ext. 2239

PURPOSE

To obtain approval to award the contract for the construction of Villages of Fairtree & Pedestrian Link located at Billingsley Crescent Park and Denison Street Park

RECOMMENDATION

Recommended Supplier

Mopal Construction Ltd. (Lowest Priced Supplier)

Current Budget Available

$ 420,486.20

$ 215,128.88

$ 635,615.08

Villages of Fairtree Eastvale & Denison N.P. (8421)

Villages of Fairtree Woodlot N.P. (8422)

Total of Projects 8421 & 8422

Less: Cost of Award

$ 570,670.08

$ 13,584.70

$ 584,254.78

$ 51,360.30

$ 635,615.08

Inclusive of HST

Contingency: Design and Construction

Total Award

Internal Management Fee @ 9%

Total Project Cost

Budget Remaining after this award

$ 0.00

Villages of Fairtree Eastvale & Denison N.P. (8421)

Villages of Fairtree Woodlot N.P. (8422)

BACKGROUND

These parks are located in the new community known as “Villages of Fairtree” which is near Highway 48 and Steeles. To achieve project efficiencies, the Eastvale and Denison Neighborhood Park and the Woodlot Neighborhood Park were designed simultaneously and tendered together. The HST impact was not included in the original budget but can be accommodated within the original budget.

BID INFORMATION

Advertised	ETN (Electronic Tendering Network)
Bids closed on	September 8, 2010
Number picking up bid documents	17*
Number responding to bid	4

*Purchasing contacted bidders who picked up the document but did not bid. These bidders identified current workload, and one could not secure a surety bond.

DETAILED PRICING INFORMATION

Suppliers	Price (Inclusive of HST)
Mopal Construction Ltd.	$570,670.08
Salivan Landscape Ltd.	$617,695.41
Hawkins Contracting Services Limited	$641,925.99
Rutherford Contracting Ltd.	$661,704.41

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	017-Q-09 Supply, Delivery, Removal of Printer and Fax Consumables, York Public Buyers’ Co-Operative No. CFRP 09-07 – Contract Extension
Date:	September 9, 2010
Prepared by:	Sugun Rao, Manager Technology Ext. 4868 Rosemarie Patano, Senior Buyer Ext. 2990

PURPOSE

To obtain approval to extend contract 017-Q-09 “Supply, Delivery, Removal of Printer and Fax Consumables, York Public Buyers’ Co-Operative No. CFRP 09-07” for three (3) additional years ending January 31,2014 at the same 2009 itemized pricing and as per original quote submission..

RECOMMENDATION

Recommended Supplier

QRX Technology Group (Preferred Supplier) – Contract Extension

Current Budget Available

As approved

User Departments’ Annual Office Supplies Operating Account # 4002

Less estimated cost of award

$ 36,000

$ 108,000

February 1, 2011 – January 31, 2012 (estimate)*

February 1, 2012 – January 31, 2013 (estimate)*

February 1, 2013 – January 31, 2014 (estimate)*

Estimated 3 Year Total, Inclusive of HST**

* The provisions of contract CFRP 09-07 through the York Public Buyers includes a required written notice of at least one hundred and twenty (120) days by the owner (Town of Markham) to the supplier.

**The award will be subject to Council approval of 2011-2014 Operating Budget.

Note: Individual departments place orders directly with the vendor using their procurement card and funding will be provided within their proposed 2010 operating budgets. Since payment under this contract is done through P-Card (AMEX), and in order to monitor contractual spends, Staff will require the supplier to provide quarterly reports for monitoring purposes

Staff further recommends:

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (1) (c): when the extension of an existing contract would prove more cost-effective or beneficial;

BACKGROUND

In 2009, the Region of York, on behalf of the York Region Public Buyers Co-Operative, issued a request for proposal for the Supply and Delivery of Toner Cartridges under bid number CFRP 09-07.

All municipalities in the York Region participated along with the following other agencies:

· York Region District School Board

· Community Care Access Centre

· York Catholic District School Board

· York Region

· York Regional Police

· York Region Municipal Health

The proposal included a requirement to price sixty-six (66) types of toner cartridges, including Lexmark, HP, Brother, Fujitsu, Panasonic, Qualitec Epson and Samsung. Historical data indicates that the Town utilizes forty eight (48) types of toner, including Lexmark Optra, Lexmark Laser, HP Photo Smart, HP Design Jet, HP Office Jet Pro, and HP Colour Laser Jet.

The Region of York, on behalf of the York Region Public Buyers Co-Operative awarded proposal CFRP 090-07 in 2009 to the Highest Ranked / Second Lowest Priced Bidder (QRX Technology Group) for a one (1) year term, however, the quote (CFRP 090-07) document and bid submissions had an option to renew for three (3) additional years at the same terms, conditions, and subject to contractor’s performance and satisfaction of the York Region Public Buyers Co-Operative and specifically, each of its participating members.

017-Q-09 Contract Extension Supply, Delivery, Removal of Printer and Fax Consumables,

York Public Buyers’ Co-Operative Page 2 of 2

BACKGROUND (Continued)

Quotation CFRP 090-07 closed in August 2009 with seventeen (17) bidders responding to the quotation.

From all of the submissions, QRX Technology Group demonstrated the most thorough understanding of the requirements, scoring highest marks for the Value Added component that included the following:

Preventative Maintenance (PM Proposal Program)

§ Complimentary Preventative Maintenance program will apply all printers that use the Xerox compatible or Crystal toner cartridges (twice a year)

§ Frequency: Semi Annual Service, Time Allocated: 20-30 Minutes per Device.

§ Clean entire paper path of all toner & paper debris, vacuum when and where necessary.

§ Inspect and clean service items such as Feed Rollers, Fuser, Transfer Roll, Sensors, Contacts, etc.

§ Perform Routine Maintenance checks.

§ Perform Basic Diagnostics via Event Logs, Paper Path Tests, etc.

§ Clean all Options and Accessories such as Feeders & Trays, Envelope Feeders, Duplex Units, Stackers, Mailbox Bins, etc where available.

§ Clean outer casing of printer.

§ Accurately report and note all recommendations of worn parts, printer details (i.e. Serial Numbers & page Count), user complaints and issues, etc.

The Town and the York Region Public Buyers Co-Operative are both satisfied with the proponent’s performance requirements and their commitment to keep original pricing unchanged for 2011- 2014. Staff recommends the contract renewal for an additional three (3) years based on price, value-add initiatives and performance. The Town will follow the York Region Public Buyer Co-operatives decision to extend the contract and award the remaining three years, on a year to year basis.

STAFF AWARD REPORT

To:	John Livey, Chief Administrative Officer
Re:	217-T-10 Street Illumination at 14^th Ave., 16^th Ave. & Donald Cousens Pkwy.
Date:	September 23, 2010
Prepared by:	Kay Man Poon, Capital Works Engineer, ext. 2897 Robert Slater, Senior Construction Buyer, ext. 3189

PURPOSE

To obtain approval to award the contract for street illumination at 14^th Avenue (between Kennedy Rd. and Noble St.), 14^th Avenue (between Noble St. and Brimley Road), 16^th Avenue (between Hwy. 404 and Woodbine Ave.) and Donald Cousens Parkway (between Hwy. 7 and the 407 on ramp).

RECOMMENDATION

Recommended Supplier	Langley Utilities Contracting Ltd. (Lowest Priced Bidder)
Current Budget Available	$ 436,977.73	083-5350-9301-005 Town Wide Street Illumination
Less: Cost of Award	$ 122,878.25 $ 18,431.74 $ 141,309.99 $ 10,598.25 $ 151,908.24	Inclusive of HST Contingency Sub Total Internal Management Fee @ 7.5% Total Project Cost
Budget Remaining after this award	$ 285,069.49	*

*The remaining budget will be used to fulfill other Town Wide Street Illumination commitments of the project as budgeted for within this account.

BACKGROUND

As part of the five (5) year illumination plan, the Town has identified the four locations (below) for the supply and installation of street lighting. The work is scheduled to commence in October 2010 and be complete by December 2010;

· 14^thAvenue - Between Kennedy Road and Noble Street

· 14^thAvenue - Between Noble Street and Brimley Road

· 16^thAvenue - Between Highway 404 and Woodbine Avenue

· Donald Cousens Parkway - Between Highway 7 and Highway407 on ramp

BID INFORMATION

Advertised	ETN
Bids closed on	September 17, 2010
Number picking up bid documents	8
Number responding to bid	6*

* One bidder was disqualified as they did not provide a mandatory bid bond in the amount of $30,000 as specified within the bid document.

PRICING INFORMATION

Supplier	Price (inclusive of HST impact)
Langley Utilities Contracting	$122,878.25
Fellmore Electrical Contractors Ltd.	$144,886.86
Black & McDonald Ltd.	$223,397.90
Stacey Electric Company Limited	$296,064.51
Beacon Utility Contractors Ltd.	$339,356.37

Note: It is mandatory that the electrical contractor engaged for this project is acceptable to and approved by the Region of York. All above electrical contractors are approved by the Region.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	072-T-10 Sidewalk Construction Program (Local Roads)
Date:	September 14, 2010
Prepared by:	Dereje Tafesse, Capital Works Engineer, Engineering. Ext: 2034 Robert Slater, Senior Construction Buyer, Purchasing. Ext: 3189

PURPOSE

To obtain approval to award the contract for the construction of sidewalk on Denison Street, Esna Park Drive, Alden Road, Old Kennedy Road and 16^th Avenue.

RECOMMENDATION

Recommended Supplier

Rafat General Contractors ( lowest Priced Bidder)

Current Budget Available

$ 616,804.03

$ 275,942.21

$ 1,495,953.17

$ 2,388,699.41

083-6150-7752-005 Sidewalk Request

083-5350-8339-005 Sidewalk Request

083-5350-10057-005 Sidewalk Request

Total

Less cost of award

$ 475,000.00

$ 220,000.00

$ 356,646.72

$ 1,051,646.72

$ 157,747.01

$ 1,209,393.73

$ 90,704.53

$ 1,300,098.26

083-6150-7752-005 Sidewalk Request

083-5350-8339-005 Sidewalk Request

083-5350-10057-005 Sidewalk Request

083-5350-10057-005 Contingency @15% *

Total award (Inclusive of HST)**

Internal Management Fees (7.5 %)

Total Project Cost

Budget remaining after this award**

$ 106,179.03

$ 39,442.21

$ 942,979.91

$ 1,088,601.15

083-6150-7752-005 Sidewalk Request

083-5350-8339-005 Sidewalk Request

083-5350-10057-005 Sidewalk Request

Total***

* A 15% contingency is requested as there is a possibility that more trees may be required (more than the quantity specified in the contract document) through the construction of the sidewalk and in order to ensure that there are adequate funds to cover the removal and replacement cost of the additional work.

*** The balance of the funds will be used for upcoming sidewalk construction project as budgeted for within this account.

BACKGROUND

The Engineering department administers sidewalk construction with funding from the Development Charges (DC) program. These funds are used to provide sidewalk along Regional roads and on local collector roads. Staff has developed a five year sidewalk Capital program to schedule the design, approvals and construction in a timely manner and presented to Council on May 25, 2010. The proposed award is part of the 2009 Sidewalk Program and includes the following areas:

· Denison Street (North Side) – Steelcase Road West to Woodbine Avenue

Denison Street (South Side) – Victoria Park Avenue to Esna Park Drive
Denison Street (North Side) – Birchmount Road to Gorvette Drive
Esna Park Drive (West Side) - Alden Road to IBM Driveway
Alden Road (North Side) – Esna Park Drive to 14^th Avenue
Old Kennedy Road (West Side) – Steeles Avenue to Aldergrove Drive
16^th Avenue (North Side) – Cachet Wood Court to Woodbine Avenue

Through this award approximately 6.0 km of sidewalk will be constructed.

BID INFORMATION:

Advertised	ETN
Bid closed on	Friday, August 13^th, 2010
Number picking up bid documents	7
Number responding to bid	2

Purchasing contacted the five contractors who declined to bid and they stated their current volume of work could not allow them to bid and complete the project as required.

072-T-10 Sidewalk Construction Program (Local Roads) Page 2 of 2

DETAILED PRICING INFORMATION:

Bidders	Bid Price (Inclusive of HST)*
Rafat General Contractors	$1,051,646.72
Miwel Construction	$1,181,802.68

* Price have been increased by the 1.76% impact from HST

As only two bids were received, Staff assessed the low bid price against the recent regional road sidewalk tenders that had similar components within the contract to ensure the Town was receiving a competitive price under this tender.

The tender price of the low bidder under this contract is $3/ m²lower than the regional roads tender (low bidder) in June 2010 and the same cost per sidewalk m² as a tender earlier in 2010.

The bids have been verified for accuracy and compliance with the Tender terms and conditions. Purchasing has reviewed the references of Rafat General Contractors and is satisfied with these recommendations of references.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	200-R-10 Multi-Use-Path Class Environmental Assessment Study
Date:	September 9, 2010
Prepared by:	Lorenzo Mele, Senior Capital Works Engineer. Ext: 4000 Robert Slater, Senior Construction Buyer. Ext. 3189

PURPOSE

To obtain approval to award the contract for Consulting Services for the Multi-Use-Path Class Environmental Assessment Study.

RECOMMENDATION

Recommended Supplier	MMM Group Limited (Highest Ranked/Lowest Priced Supplier)
Current Budget Available	$ 182,702.37	*083-5350-8114-005 Cycling Lanes/Pathways
Less: Cost of Award	$ 152,412.06 $ 11,430.90 $ 163,842.96	Inclusive of HST Contingency (7.5%) Total Cost of Award
Budget Remaining after this award	$ 18,859.41	**

*The current budget available has been adjusted to reflect the budget commitment under staff award 222-S-10.

**The remaining balance will be used for other cycling lanes/Pathways as budgeted for in this account.

BACKGROUND

Beginning in 2005, the Town Engineering and Planning Departments began a master planning exercise for the development of an active transportation network. The initiative was separated into two distinct planning assignments – the Cycling Master Plan and the Pathways and Trails Master Plan. The Cycling Master Plan consists of two phases, the first having been approved in 2005 with commencement of implementation in 2006 and completion in 2007; and the second phase is documented as the Cycling Master Plan. The Pathways and Trails Master Plan sets out the means for improving and expanding Markham’s pathway and trail system and reviews both the short term as well as the long term (50 year) vision for the pathways and trail system.

One of the first projects indentified through these master plans was a multi-use pathway in the Milne Dam Conservation Area (MDCA) that would connect the western and eastern reaches within the park with a multi-use pathway that would begin to create a vital active transportation link along the Rouge River from 16^th Avenue to the Rouge Park thereby connecting Unionville, Markham and the Milliken communities.

In 2008, with funding through the Province of Ontario – Municipal Infrastructure Investment Initiative (MIII) the Engineering Dept. began a process to prepare the design and acquire the necessary approvals to advance the project towards construction. Through this process the Town formed the Milne Working Group that provided assistance to Council and staff to confirm the alignment, related design specifications and associated treatments. In 2009, Council deferred their decision to develop the pathway in MDCA subject to staff confirming the western and eastern connection points from the Rouge River Valley into MDCA. Further, the work completed to date on the Milne Park Multi-Use Pathways and the Milne Working Group considerations have been incorporated into the scope of work for this current study that will as Council directed determine the pathway alignments east and west of the Milne Dam from Toogood Pond to Rouge Park (Bob Hunter Memorial Park) and the crossings of the Rouge River.

DISCUSSION

The Town’s Cycling Master Plan and Pathways and Trails Master Plan were adopted by Council in May 2010 and a 5 year implementation program is now in preparation, subject to Council approval of funding through annual capital budgets. In the fall of 2010, the final draft of this 5 year implementation program will be presented to Development Services Committee for their review and approval. Staff will then proceed to advance the projects identified in the 5 year plan towards consultation, approval, design and construction.

In order to be in a position to proceed with public consultations and planning for the year one project (Toogood Pond to Bob Hunter Memorial Park multi-use pathway system) a Request for Proposal (RFP) was released to the market to carry out an Environmental Assessment (EA) and associated stakeholder and community consultations to confirm the alignment and acquire approvals to develop this pathway system. The project area involves Wards 3, 4, 6 and 7 and copies of the draft RFP were sent to the Ward Councilors for their review and comment.

200-R-10 Consulting Services for Multi-Use-Path Class Environmental Assessment Study Page 2 of 2

The anticipated project timelines:

· September 2010 – Contract award – Multi-Use-Path Class Environmental Assessment Study

· November 2010 – DSC and Council approval of 5 year plan including associated phasing and the public consultation process for the year one project.

· Fall of 2011 - Completion of public consultations, confirmation of alignment and approvals (EA Stage)

· Fall 2011 – Council approval of RFP to proceed to design and construction

· Spring 2012 – Commence construction

· Fall 2012 – Complete construction

BID INFORMATION

Advertised	ETN
Bids closed on	August 18, 2010
Number picking up bid documents	14
Number responding to bid	5

PROPOSAL EVALUATION

The evaluation team was comprised of staff from the Engineering Department with purchasing acting as the facilitator. The evaluation was based on pre-established evaluation criteria as listed in the Request for Proposal: 25% Experience of firm and related projects, 30% Understanding of project, 10% for qualifications and experience of the lead consultant and project team, 5% health and safety and 30% for price, totaling 100%, with resulting scores as follows:

Suppliers	Score (out of 100)	Ranking
MMM Group Limited	90.00	1
Aecom Canada Ltd.	72.75	2
S. Burnett & Associates Limited	71.26	3
URS Canada Inc.	64.01	4
Dillon Consulting Limited	55.50	5

Prices ranged from approximately $152,412.06 - $357,545.97 (Inclusive of HST).

MMM Group was the lowest priced bidder, receiving full marks for the price component and submitted the second most technically proficient proposal (less than 1 point difference from the highest technical scored proponent). MMM Group provided a detailed proposal with a good understanding of the project and complemented this with an experienced team and the lowest priced proponents.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	216-S-10 Markham’s New Official Plan – Shared and Supportive Housing Policy Review
Date:	August 30, 2010
Prepared by:	Murray Boyce, Senior Policy Coordinator, Ext. 2094 Tony Casale, Senior Buyer, Ext. 3190

PURPOSE

To obtain approval to retain a consultant to complete a shared and supportive housing policy review.

RECOMMENDATION

Recommended Supplier	SHS Consulting Inc. (Preferred Supplier)
Current Budget Available	$ 75,000.00	620 101 5399 9067 Growth Mgmt Strategy/Official Plan
Less cost of award	$ 67,997.75	Inclusive of HST
Budget Remaining after this award	$ 7,002.25	*

*The remaining balance will be returned to the original funding source.

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 (c) which states “When the extension of an existing contract would prove more cost-effective or beneficial;”

BACKGROUND

In 2009, the Town of Markham (Town) released a quotation to the market for a review and update of the Town’s Affordable and Special Needs Housing Strategy (254-Q-09). The Town received five (5) submissions which were evaluated based on pre established scoring criteria as outlined in the quotation: 25% qualifications and relevant experience, 25% project understanding and study approach, 25% project management and 30% study budget and allocation, totaling 100%. The evaluation team was comprised of staff from the Planning and Finance Departments with Purchasing staff acting as the facilitator. The contract was awarded to the highest ranked and third lowest priced contractor SHS Consulting Inc. (SHS) which scored highest in the technical evaluation (67%) and was only 7% more expensive than the lowest priced bidder.

In conducting the review, SHS examined new housing programs and initiatives of senior levels of government and recent approaches taken by municipalities such as Markham in the development of local housing strategies. In addition to completing an extensive data and research analysis on Markham’s housing needs, SHS also completed extensive work with municipalities across the Province which has provided a range of examples and models to consider for meeting those needs. A final report outlining recommendations for a new Strategy will be presented to Development Services Committee in November of this year.

The research completed by SHS for the Town’s Affordable and Special Needs Strategy has highlighted a number of other housing matters not covered in the current scope of work and contract 254-Q-09. This includes recommendations to further evaluate options for working with the Region on developing special needs housing including housing for persons with disabilities and seniors.

DISCUSSION

Staff would like to complete a review of the Town’s current policies with respect to shared and supportive housing to identify new Official Plan policies with respect to group homes, custodial and long term care facilities, student housing, rooming housing and to govern the conversion or demolition of existing rental units Town-wide. The scope of work may also include recommendations on other forms of shared and supportive housing that the consultant may identify i.e. policies to support incorporation of units suited to disabled residents in some projects. This work would be considered the next phase of the Official Plan housing policy development which would augment the policy recommendations flowing from the Town’s Housing Stock Analysis, Intensification Strategy and the emerging Affordable and Special Needs Housing Strategy. It will involve some additional background research to provide the basis for the new policies, including a review of current policy approaches and how far municipal authority extends respecting the provision of shared and supportive housing.

216-S-10 Markham’s New Official Plan- Shared and Supportive Housing Policy Review Page 2 of 2

SHS Consulting is currently working with the Town of Markham to complete a review and update of the Town’s Strategy for Affordable and Special Needs Housing. In conducting the review, SHS has examined new housing programs and initiatives of senior levels of government and recent approaches taken by municipalities such as Markham in the development of local housing strategies. In addition to completing an analysis of Markham’s housing needs, SHS has also completed extensive work with municipalities across the Province, including the Greater Toronto Area and the Regions of Peel, York and Halton, which has provided a range of examples and models to consider for meeting those needs.

The scope of work submitted by SHS Consulting proposes a six (6) month work program to conduct a review of the Town’s current shared and supportive housing policies and best practices of municipal policies related to the five key policy areas, and to develop special needs housing objectives and policies for shared and supportive housing for the New Official Plan. Upon completion of the review, a final report will be presented to Development Services Committee summarizing the background research and identifying recommended Official Plan policies.

The study schedule, including a stakeholder workshop and two presentations to the Development Services Committee, is consistent with the previous schedule of the tender awarded for Affordable and Special Needs Housing Strategy Study, which was completed to Staffs’ satisfaction within the prescribed timeframe. The proposed allocation of study budget, resources and fees is also consistent with the previously awarded work tender, maintaining a significant allocation of days from the firm’s principal and most experienced housing consultant. SHS’s per diem rates are consistent with those in the industry and are comparable with other firms that bid on the original Affordable and Special Needs Housing.

It is intended that the Shared and Supportive Housing Policy Review will support the development of new Official Plan policies early next year. Given this time constraint, there are efficiencies in awarding a contract to SHS Consulting to complete the review as SHS were the successful bidder on the Affordable and Special Needs Housing Strategy and the firm currently has the most current knowledge and experience in assessing Markham’s housing needs.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	222-S-10 Pathway from Campbell Court to bridge crossing connecting Annina Court to Hwy 7
Date:	August 31, 2010
Prepared by:	Lorenzo Mele, Traffic Demand Management (TDM) Coordinator, Ext. 4000 Scott Grieve, Park Development Coordinator, Ext. 2875 Tony Casale, Senior Buyer, Ext, 3190

PURPOSE

To obtain approval to award the contract for the construction of a multi-use pathway from Campbell Court to the new bridge which links Annina Court to Highway #7.

RECOMMENDATION

Recommended Supplier	MTM Landscaping Contractors Inc. (Preferred Supplier)
Current Budget Available	$ 305,831.97	083 5350 8114 005 Cycling Lanes/Pathways
Less cost of award	$ 111,936.00 $ 11,193.60 $ 123,129.60	Inclusive of HST Contingency @ 10%, inclusive of HST Total Award
Budget Remaining after this award	$ 182,702.37	*

*The remaining balance in the amount of $182,702.37 will be used for other cycling lanes/Pathways as budgeted for in this account.

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 (c) which states “When the extension of an existing contract would prove more cost-effective or beneficial;”

BACKGROUND

Beginning in 2005, the Town’s Engineering and Planning Departments began a master planning exercise for the development of an active transportation network. The initiative was separated into two distinct planning assignments – the Cycling Master Plan and Pathways and Trails Master Plan. The cycling network planning initiative consists of two phases, the first phase (Town-wide Spine Network) having been completed in 2007; and the second phase is documented as the Cycling Master Plan. The Pathways and Trails Master Plan sets out the means for improving and expanding Markham’s pathway and trail system and reviews both the short term as well as the long term (50 year) vision for the pathways and trail system.

The Town’s Cycling Master Plan and Pathways and Trails Master Plan were adopted by Council in May 2010 and the overall cost for the full implementation of the master plans is estimated at over $60 million. Since 2005, the Town Budget Committee has allocated $1.6 million of Markham’s share of the Federal Gas Tax funding towards the implementation of the overall Cycling, Pathways and Trails Master Plans that was utilized for various cycling lanes / pathway projects. In the fall of 2009, the Town’s Engineering Department retained a consultant to assist Staff with the development of a detailed plan to serve as the Town’s Cycling, Pathways and Trails 5-Year Implementation Program. Based on the recommendation of the consultant, a 5 year implementation plan is now being finalized for the network phasing to implement the master plans, subject to Council approval of funding through annual Capital budgets.

The year one project indentified in the draft 5 year implementation program is the Toogood Pond to Bob Hunter Memorial Park town-wide multi-use pathway system. The pathway connection, which is the subject of this report, from Campbell Court to the newly constructed pathway from Annina Crescent to Highway 7 will form a neighbourhood connecter to the planned Town wide multi-use pathway system. Given that the budget is for the implementation of the overall master plan the opportunity to construct this neighbourhood connector pathway was availed due to the availability of funding in this project which aligns well with our overall master plan implementation strategy.

222-S-10 Pathway from Campbell Court to bridge crossing connecting Annina Court to Hwy 7 Page 2 of 2

DISCUSSION

In September 2009, Staff awarded contract 037-T-09 to the lowest priced bidder, MTM Landscaping Contractors Inc. (omitting item three (3) on bid document from the award - South-West Pathway Connection) for a trail connection through the Rouge river valley from Highway 7 to Annina Court. Since this approval, the contractor has completed the approved work under contract 037-T-09 (New Rouge River Bridge Structure, North-West Pathway Connection, North-East Pathway Connection, South-East Pathway Connection and a seating area) other than the omitted connection identified above, which was not awarded in 2009 due to budgetary constraints at that time.

Staff is now seeking approval to award the trail construction for the South-West Pathway Connection from Campbell court to the bridge which will connect Annina Court to Highway 7 under the same terms, conditions and prices submitted under 037-Q-09 from the low bidder, MTM Landscaping Contractors Inc.

The scope of work includes the following requirements;

· Environmental Works

· Clearing and Grubbing

· Rubbish Removal

· Miscellaneous removals including culverts

· Grading

· New swale structure including abutments and all related works

· Asphalt pathway

· Culverts

· Swale slope stabilization Treatments

· Planting, seeding and restoration works

The Town received two bids for contract 037-T-09 and the pricing for item three (3) by MTM Landscaping Contractors Inc. was $111,936.00 versus $258,470.00 from the second bidder.

In consultation with the Engineering Department, Staff is recommending aligning this section of walkway from Campbell Court to the bridge to connect Annina Court to Highway 7 utilizing the budget allocated for cycling lanes/pathways in the Engineering and Capital Works budget that is in conformance to the Capital Budget Control Policy.

MTM Landscaping Contractors Inc. worked for the Town on the initial project and performed well. Staff is confident that MTM Landscaping Contractors Inc. will continue to provide service that meets and/or exceeds the Town of Markham’s requirements.

Award Details	Description
Lowest Priced Supplier	· 219-Q-10 Supply and Delivery of AVAYA Network Hardware
Preferred Supplier	· 017-Q-09 Supply, Delivery, Removal of Printer and Fax Consumables, York Public Buyers’ Co-Operative No. CFRP 09-07 – Contract Extension

Award Details	Description
Lowest Priced Supplier	· 052-T-10 Carlton Road Traffic Calming · 217-T-10 Street Illumination at 14^th Ave., 16^th Ave. & Donald Cousens Pkwy. · 072-T-10 Sidewalk Construction Program (Local Roads)
Highest Ranked / Lowest Priced Supplier	· 200-R-10 Multi-Use-Path Class Environmental Assessment Study
Preferred Supplier	· 216-S-10 Markham’s New Official Plan – Shared and Supportive Housing Policy Review · 222-S-10 Pathway from Campbell Court to bridge crossing connecting Annina Court to Hwy 7

Supplier	Price (Inclusive of HST)*
Layer 227 Inc.	$77,490.24
Combat Networks	$86,152.46
TELUS Communications Company	$87,069.07
Bell Canada	$95,559.54
Smart IP Inc.	$95,628.74
NCI Secured Intelligence	$96,792.54
Unity Telecom Corporation	$103,091.06

Suppliers	Price (inclusive of HST)
Mopal Construction	$ 154,568.35
Hawkins Contracting Services Limited	$244,436.68
Griffith Property Services	$322,358.38
Dig-Con International Ltd.	$ 614,498.12

Suppliers	Price (inclusive of HST)*
Hawkins Contracting Services Limited	$ 200,842.69
Mopal Construction	$ 208,638.27
Griffith Property Services	$ 354,094.70
Dig-Con International Ltd.	$ 508,840.70

To:	John Livey, Chief Administrative Officer
Re:	248-S-10 Standby Electrical Power to 8100 Warden Ave
Date:	September 29, 2010
Prepared by:	Phil Alexander, Deputy Fire Chief, Ext. 5960 Alex Moore, Manager, Purchasing Ext. 4711

Recommended Supplier	Markham District Energy (Preferred Supplier)
Current Budget Available	$ 25,668.50 $ 128,271.69 $ 153,940.19	067-5350-8044-005 Back-up Amateur Radio Facilities 067-5350-9518-005 Emergency Operations Centre Total Budget Allocated for Standby Power
Less cost of award	$ 220,310.40	Inclusive of HST
Budget Remaining after this award	($ 66,370.21)	*

To:	Nasir Kenea, Chief Information Officer
Re:	219-Q-10 Supply and Delivery of AVAYA Network Hardware
Date:	September 28, 2010
Prepared by:	Sugun Rao, Manager Technology Ext. 4868 Rosemarie Patano, Senior Buyer, ext. 2990

Recommended Supplier (s)	Layer 227 Inc. (Lowest Priced Supplier)
Current Budget Available	$ 78,217.45	Various (See Financial Considerations)
Less cost of award	$ 77,490.24	Total award Inclusive of HST*
Budget Remaining after this award	$ 726.76	*

Advertised	ETN
Bids closed on	September 03, 2010
Number picking up bid documents	12
Number responding to bid	7

To:	John Livey, Chief Administrative Officer
Re:	052-T-10 Carlton Road Traffic Calming
Date:	August 23, 2010
Prepared by:	Dale MacKenzie, Senior capital works Engineer. Ext: 4055 Robert Slater, Senior Construction Buyer. Ext. 3189

Advertised	ETN
Bids closed on	April 16, 2010
Number picking up bid documents	7
Number responding to bid	4

Advertised	By Invitation
Bids closed on	July 16, 2010
Number picking up bid documents	4
Number responding to bid	4

Department	Individual	Obtained
Senior Manager, Purchasing & Financial Reporting	Raj Raman
Treasurer	Joel Lustig
Commissioner, Corporate Services	Andy Taylor

RECOMMENDATION

BACKGROUND

Note: In comparing the 2005-2010 pricing, this contract represents a 2% increase. However, the prices under contract 172-Q-10 are firm fixed for 3 years.

ENVIRONMENTAL CONSIDERATIONS

FINANCIAL CONSIDERATIONS

PURPOSE

To obtain approval to award the contract for Facility Accessibility Retrofits at the Markham Civic Centre, Mount Joy Community Centre, Milliken Mills Community Centre and the Milliken Mills Soccer Dome.

RECOMMENDATION

BACKGROUND

PRE-QUALIFICATION INFORMATION (130-P-10)

BID INFORMATION (201-T-10)

PRICING SUMMARY

FINANCIAL CONSIDERATIONS

RECOMMENDATION

BACKGROUND

Tender 088-T-10 was issued for the supply and delivery of four (4) 2011 vehicles for Bylaw / Enforcement.

· Ford Escapes Hybrid (3 Vehicles)

RECOMMENDATION

PURPOSE

To obtain approval to award the contract for the construction of Villages of Fairtree & Pedestrian Link located at Billingsley Crescent Park and Denison Street Park

RECOMMENDATION

BACKGROUND

BID INFORMATION

*Purchasing contacted bidders who picked up the document but did not bid. These bidders identified current workload, and one could not secure a surety bond.

DETAILED PRICING INFORMATION

RECOMMENDATION

248-S-10 Standby Electrical Power to 8100 Warden Ave Page 2 of 2

RECOMMENDATION

BACKGROUND

FINANCIAL CONSIDERATIONS

RECOMMENDATION

PURPOSE

To obtain approval to award the contract for Traffic Calming Works on Carlton Road.

RECOMMENDATION

BACKGROUND

BID INFORMATION (POST BID ADDENDUM)

PURPOSE

To obtain approval to award the contract for street illumination at 14th Avenue (between Kennedy Rd. and Noble St.), 14th Avenue (between Noble St. and Brimley Road), 16th Avenue (between Hwy. 404 and Woodbine Ave.) and Donald Cousens Parkway (between Hwy. 7 and the 407 on ramp).

RECOMMENDATION

BACKGROUND

As part of the five (5) year illumination plan, the Town has identified the four locations (below) for the supply and installation of street lighting. The work is scheduled to commence in October 2010 and be complete by December 2010;

· 14th Avenue - Between Kennedy Road and Noble Street

· 14th Avenue - Between Noble Street and Brimley Road

· 16th Avenue - Between Highway 404 and Woodbine Avenue

· Donald Cousens Parkway - Between Highway 7 and Highway407 on ramp

BID INFORMATION

PRICING INFORMATION

PURPOSE

To obtain approval to award the contract for the construction of sidewalk on Denison Street, Esna Park Drive, Alden Road, Old Kennedy Road and 16th Avenue.

RECOMMENDATION

BACKGROUND

· Denison Street (North Side) – Steelcase Road West to Woodbine Avenue

Through this award approximately 6.0 km of sidewalk will be constructed.

PURPOSE

To obtain approval to award the contract for Consulting Services for the Multi-Use-Path Class Environmental Assessment Study.

RECOMMENDATION

· November 2010 – DSC and Council approval of 5 year plan including associated phasing and the public consultation process for the year one project.

· Fall of 2011 - Completion of public consultations, confirmation of alignment and approvals (EA Stage)

· Fall 2011 – Council approval of RFP to proceed to design and construction

· Spring 2012 – Commence construction

· Fall 2012 – Complete construction

BID INFORMATION

RECOMMENDATION

Staff recommends:

RECOMMENDATION

*The remaining balance in the amount of $182,702.37 will be used for other cycling lanes/Pathways as budgeted for in this account.

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 (c) which states “When the extension of an existing contract would prove more cost-effective or beneficial;”

BACKGROUND

To obtain approval to award the contract for street illumination at 14^th Avenue (between Kennedy Rd. and Noble St.), 14^th Avenue (between Noble St. and Brimley Road), 16^th Avenue (between Hwy. 404 and Woodbine Ave.) and Donald Cousens Parkway (between Hwy. 7 and the 407 on ramp).

· 14^thAvenue - Between Kennedy Road and Noble Street

· 14^thAvenue - Between Noble Street and Brimley Road

· 16^thAvenue - Between Highway 404 and Woodbine Avenue

To obtain approval to award the contract for the construction of sidewalk on Denison Street, Esna Park Drive, Alden Road, Old Kennedy Road and 16^th Avenue.