Report to: General Committee Report Date: September 1, 2010

SUBJECT: Staff Awarded Contracts for the Months of June, July and August 2010

PREPARED BY: Alex Moore, Ext. 4711

RECOMMENDATION:

1. THAT the report entitled “Staff Awarded Contracts for the Months of June, July and August” be received;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution

EXECUTIVE SUMMARY:

Council at its meeting of May 26^th, 2009 amended By-Law 2004-341, A By-Law Establishing Procurement, Service and Disposal Regulations and Policies. The By-Law delegate’s authority to staff to award contracts with a monthly information report required to be submitted to Council by the Treasurer for all contracts awarded by staff >$50,000

1. Purpose 2. Background 3. Discussion 4. Financial

5. Others (Environmental, Accessibility, Engage 21st, Affected Units) 6. Attachment(s)

PURPOSE:

To inform Council of contracts awarded by staff for the Months of June, July and August 2010 as per Purchasing By-Law 2004-341 as listed below.

Community & Fire Services

Award Details	Description
Lowest Priced Supplier	· 150-T-10 Thornhill Community Centre – West Arena Lead Remediation · 043-Q-10 Markham Public Library Courier Service · 111-T-10 Supply and Delivery of Waterworks and Sanitary Sewer Materials · 154-T-10 2010 Markham Playground Retrofit · 188-T-10 Milliken Mills Community Centre Pool Ultra Violet (UV) System · 061-Q-10 Rental of Radial Stockpiling Conveyor · 159-T-10 Facility Accessibility Retrofits at Crosby Memorial Arena Markham Village Community Centre · 171-T-10 Installation, Removal and Relocation of “Speed Sentry” Radar Message Display Boards · 194-T-10 Thornhill and Milliken Mills Community Centre Roof Replacement · 193-T-10 Construction/Retrofits of the Emergency Operations Centre at 8100 Warden Avenue
Highest Ranked/Lowest Priced Supplier	· 119-Q-10 Consulting Engineering and Project Management Services for John St Bridge Rehabilitation over CN Rail · 004-R-10 Supply and Install CCTV Camera Equipment · 132-R-10 Town of Markham Designated Substances Investigation and Testing
Second Highest Ranked/Second Lowest Priced Supplier	· 120-Q-10 Consulting Engineering and Project Management Services for Tannery Pond Pedestrian Bridge Replacement

Community & Fire Services (Continued)

Award Details

Description

Preferred Supplier

· 157-S-10 Portable Hydraulic Rescue Equipment for Engine 931/Engine 991 · 151-S-10 Consulting Engineering for Quantifying Pavement Sustainability & Distress Evaluation · 187-S-10 Supply and delivery of carbon fiber air cylinders for breathing apparatus · 177-Q-09 Supply and Delivery of Uniforms for Recreation – Contract Extension · 109-Q-09 Townwide Pools, Servicing and Pool Parts – Contract Extension · 051-S-10 Facility Project Management Services for a Sampling and Laundry Facility at 8100 Warden Ave

Corporate Services

Award Details	Description
Lowest Priced Supplier	· 294-Q-09 Armored Cargo Services
Preferred Supplier	· 156-S-10 Elections 2010 Communications Plan

Development Services

Award Details	Description
Lowest Priced Supplier	· 070-T-10 Sidewalk Construction Program on Regional Roads · 138-T-10 Rouge River Erosion Restoration Adjacent to 4261 Highway 7 · 071-T-10 Sidewalk Construction Program on Regional Roads · 142-T-10 Construction of Berczy Community Park – South · 127-T-10 Box Grove Neighbourhood Park Construction
Highest Ranked / Lowest Priced Supplier	· 009-R-10 Detailed Design of the 2010 Sidewalk Program · 076-R-10 Aitken Circle SWM Pond Retrofit
Highest Ranked / Second Lowest Priced Supplier	· 065-R-10 Reesor Road Bridge Rehabilitation Design
Highest Ranked / Fourth Lowest Priced Supplier	· 016-R-10 Storm Water Management Pond Cleanup
Preferred Supplier	· 169-S-10 John Street – GO Station Feasibility Study · 164-S-10 The Design & Construction Administration Services for the Restoration of Erosion Site at 19 Rouge River Circle · 195-S-10 Richmond Hill/Langstaff Gateway Mobility Hub and Transit Alternative

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Commissioner, Community & Fire Services
Re:	150-T-10 Thornhill Community Centre – West Arena Lead Remediation
Date:	May 31, 2010
Prepared by:	Rob Bell, Facility Coordinator, Ext, 2316 Rosemarie Patano, Senior Buyer Ext, 2990

PURPOSE

The purpose of this report is to obtain approval to award the contract for the lead remediation of the West Arena at the Thornhill Community Centre.

RECOMMENDATION

Recommended Supplier	Restoration Environmental Contractors (Lowest Priced Supplier)
Current Budget Available	$ 138,800.00	070-6150-10184-005 – Thornhill CC Lead Remediation
Less cost of award	$ 121,094.40 $ 12,109.44 $ 133,203.84	Inclusive of HST Contingency (10%) Total award (Inclusive of HST)
Budget Remaining after this award	$ 5,596.16	*

* Balance remaining to be returned to original funding source upon completion of the project.

BACKGROUND

In 2009, the Town awarded the contract (150-T-09) for arena roof painting and low E ceiling replacement at the Thornhill Community Centre (East and West Arena).  After removal of the Low E ceiling on the east arena and the starting of painting of the ceiling, one of the paint contractors detected Lead contamination in the ceiling roof.

The Town immediately issued a notification of stop work and required an assessment of the ceiling roof from an outside Environmental Consulting & Operational Health firm. The Town invoked the emergency clause under the purchasing by-law and obtained prices under quotation 195-Q-09 for lead remediation for the East arena only and thereafter the East arena was completed through the contractor under 150-T-09.

In order to complete the West arena at Thornhill CC, staff requires the services from a qualified Abatement Contractor to remove the existing low e-canopy and the preparation of surfaces coated with lead based paints prior to repainting. All abatement activities will be undertaken in the west ice pad located at the Thornhill Community Centre. The Centre includes two ice pads (east pad and west pad) with these pads being approximately 30,000 square feet in size. The west pad also contains a spectator seating area approximately 10,000 square feet in size.

The paint is currently in moderate condition with some areas of rusting on the joists apparent in areas outside the low e-canopy. The Town of Markham is preparing to finalize the project under contract 150-T-09 to replace the low-e canopy and to repaint the ceiling level structural steel. Prior to repainting, a lead abatement project consisting of the following is required;

· removal of the existing low-e canopy

· preparation of the existing structural steel to remove all areas of poorly adhered or rusted paint to a level that meets The Society of Structural Protective Coatings (SSPC) SP2 or SP3 Standard

Upon completion of the lead abatement portion of the project, repainting of the structural components will be undertaken by others and the Town of Markham will implement a lead management program for on-going management of the materials.

BID INFORMATION

Advertised	ETN
Bids closed on	May 28^th 2010
Number picking up bid documents	8
Number responding to bid	6

150-T-10 Thornhill Community Centre – West Arena Lead Remediation Page 2 of 2

PRICE SUMMARY

Suppliers	Price, Inclusive of HST
Restoration Environmental Contractors	$ 121,094.20
Tri-Phase Environmental Inc.	$ 128,319.36
RBG Environmental	$ 156,669.70
Alliance Environmental & Abatement Contractors Inc.	$ 175,230.72
I & I Construction Services Ltd.	$ 218,037.08
Salandria Ltd.	$ 275,769.60

In comparing this project (West Arena Lead Remediation) with the previous project 195-Q-09 (East Arena Lead Remediation), this contract represents a 17.8% increase. However, the incumbent for the east arena (RBG Environmental), who also bid on this project (3^rd lowest), stated that they under estimated the labour and disposal costs for the east arena lead remediation and believe these prices are more reflective of the true costs.

ENVIRONMENTAL CONSIDERATIONS

Due to the hazardous nature of this project and the implications of health and safety of the users of the Thornhill Community Centre, the awarded proponent will be working alongside the Town’s selected Consultant to ensure all requirements are met.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	043-Q-10 Markham Public Library Courier Service
Date:	June 02, 2010
Prepared by:	Larry Pogue, Director, Administration & Operational Support Ext. 5986 Tony Casale, Senior Buyer Ext. 3190

PURPOSE

To obtain approval to award the contract for the Markham Public Library inter-branch courier service for the 3 year period ending June 30, 2013.

RECOMMENDATION

Recommended Supplier	Jim Clifford Moving Services Inc (Lowest Priced Supplier)
Current Budget Available	$ 37,361.00	998 200 5111 (Courier/Delivery)
Less cost of award	$ 25,643.52 $ 51,287.04 $ 51,287.04 $ 25,643.52 $ 153,861.12	2010 (July – Dec) Inclusive of HST 2011 (Jan - Dec) Inclusive of HST * 2012 (Jan - Dec) Inclusive of HST * 2013 (Jan - June 30) Inclusive of HST * Total Cost of Award Inclusive of HST
2010 Budget Remaining after this award	$ 11,717.48	**

* The 2011-2013 awards are subject to Council approval of the operating budget.

**The remaining balance in the amount of $11,717.48 will be used for other operating requirements (Courier/Delivery) as budgeted for in this account.

Note: the award amount is based on 252 days per year at a cost of $203.52/day for this service.

BACKGROUND

With almost 5.4 million circulations in 2009, Markham Public Library is the 7^th highest circulating public library in the Province of Ontario, after the following municipalities: Toronto, Ottawa, Mississauga, Hamilton, Brampton and London. 

The inter-branch courier service includes the pick up and delivery of boxed items consisting primarily of books, CD’s, and other collection items for six (6) locations within the Town of Markham. The locations are as follows;

· Angus Glen Library

· Markham Village Library

· Milliken Mills Library

· Thornhill Community Library

· Thornhill Village Library

· Unionville Library

BID INFORMATION

Advertised	ETN
Bids closed on	April 28, 2010
Number picking up bid documents	16
Number responding to bid	9 *

* Three (3) bidders were disqualified as they did not meet the mandatory criteria as identified on page eight (8) of the bid document which states “Contractor must have performed daily (i.e. 5 days or more) inter-branch courier service for an Ontario public library...”

043-Q-10 Markham Public Library Courier Service Page 2 of 2

PRICE SUMMARY

Suppliers	Cost per day*	No. Delivery days	Extended Price
Jim Clifford Moving Service**	$203.52	756	$153,861.12
Adco Logistics**	$203.52	756	$153,861.12
Ederick Associates Inc. **	$203.52	756	$153,861.12
PT Transport	$216.69	756	$163,815.93
Business Express International Logistics Inc.	$264.57	756	$200,019.45
Split Second Courier Inc.	$437.57	756	$330,801.40

*Cost per day is inclusive of HST

** Three bidders provided the same cost per day delivery for this contract, however, Staff recommend awarding the contract to Jim Clifford Moving Service due to favourable past performance.

Library staff has worked with Jim Clifford Moving Services Inc. in the past and are confident that he will maintain a high level of service. The reliability of this service is crucial to ongoing Library operations, as large volumes of Library materials are shuttled by the courier between the six Markham Public Library branch locations on a daily basis. This transit of materials is required to satisfy customer holds and to return materials to their home branch when they have been dropped off elsewhere. Markham Library customers tend to make use of several branches, resulting in large numbers of materials being returned to their non-home branch.

In the past, the Library had been provided this service by two other companies who failed to provide the service adequately or reliably.

In the first case (Prior to 2007), the vendor was unable and unwilling to provide a sufficiently large vehicle to deal adequately with the volume of transfers, creating ongoing issues and challenges for the Library.

In the second case (2009), staff awarded contract 132-Q-09 in May 2009, for a one (1) year period to the lowest priced bidder. During the contractual term the Town was notified by the sub contractor carrying out the courier service that they were walking off the job due to non payment from the contractor awarded the contract. Therefore, the contractor ceased providing service without warning, creating an immediate crisis for the Library. The Library’s experience has been that relying strictly on the lowest price as the determining factor for the successful bidder in the absence of a proven track record creates risk and carries with it service costs that are unacceptable.

Following the unexpected cessation of service last year, Staff on an emergency basis contracted the courier service with Jim Clifford Moving Services Inc., the firm which had carried out the service from 2007 -2009 with excellent results.

Note: The contractual pricing ($203.52 / day) is the same rate as the 2009 and is also firm fixed until 2013, providing price stability for an extended period of time An additional element of work has actually been added in this contract, resulting in the vendor providing further value for the same price as last year.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administration Officer
Re:	111-T-10 Supply and Delivery of Waterworks and Sanitary Sewer Materials
Date:	May 25, 2010
Prepared by:	Eddy Wu, Acting Manager, Waterworks Operations and Maintenance, ext. 2737 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the contract for the supply and delivery of waterworks and sanitary sewer materials for the 1 year period ending May 31^st, 2011.

RECOMMENDATION

Recommended Supplier	Wamco Supply (Lowest Priced Supplier)
Current Budget Available	$ 1,506,793.38	Various (See Financial Considerations)
Less cost of award	$ 124,768.32 $ 84,469.18 $ 209,237.50	2010 June – December (Inclusive of PST/HST)* 2011 Jan – May 31^st (Inclusive of HST)**
Budget Remaining after this award	$ 1,382,025.06	***

* The award includes a PST portion for the month of June and HST impact commencing July 1, 2010.

** Subject to Council approval of the annual operating budget.

*** The remaining balance will utilized for other waterworks material requirements and cement relining as budgeted within each respective accounts.

BACKGROUND

This tender is for the supply and delivery of watermain supplies (Section A), water services supply (Section B) and sewer supplies (Section C). The contract to ONE (1) year, with an option to renew for an additional ONE (1) year at the same terms, conditions and pricing and based on the contractor’s performance and at the sole discretion of the Town (“Contract Time”).

BID INFORMATION

Advertised	ETN
Bids closed on	April 28th, 2010
Number picking up bid documents	8
Number responding to bid	5

PRICE SUMMARY

Suppliers	Price (Inclusive of PST/HST)
Wamco Supply	$ 209,237.50*
Crowle	$ 211,155.16
Emco Corporation	$218,464.80
Wolseley Waterworks Group	$224,674.66
Evans Supply Ltd.	$ 39,158.20**

* Out of the 270 parts (items) identified within the bid document, Wamco Supply was low bidder on 55% or 149 of these items. If staff were to split the award between the five (5) bidders there would be a savings of 9% ($16,798) on the total magnitude of this contract. However, staff does not recommend splitting suppliers for the different materials.  Since the majority of these supplies would be affixed together to repair the Town’s system, and then likely buried in the field – if there are problems, staff would not be able to determine what the causes are and which supplier provided the defective part. Also, Staff is concerned with the level of service that may occur with a supplier who receives minimal number of items. Also, the additionally administrative work would minimize these savings (i.e. five contracts to manage instead of one, five deliveries instead of one, additional invoices to process,).

The bid document was released with three (3) groups of parts and would make more sense to split by groupings However, after examination of these prices (e.g. Part A, Part B, Part C), the Town would only save $360 or 0.0018% by splitting the award into two (2) suppliers.

** Evans Supply Ltd price is only for 44% or 118 items as they could not provide the remaining 152 items identified within the bid document.

However should the total of groups A, B and C be examined there would only be a savings of $360.

Note: The 2010 price presents a 9% increase from the 2008-2009 prices, however, the extension year prices are firm fixed.

111-T-10 Supply and delivery of Waterworks and Sanitary Sewer Materials Page 2 of 2

FINANCIAL CONSIDERATIONS

Account Name	Account #		Budget Amount	Spent to Date	Budget Available	Amount to Allocate to this project	Budget Remaining
Water Main Breaks (Water/Sewer Materials)	760	1004530	$54,845.00	$4,397.16	$50,447.84	$36,845.00	$13,602.84
T&D - Main Line (Water/Sewer Materials)	760	1104530	$2,000.00	$1,129.73	$870.27	$870.27	$0.00
T&D - Residential Services (Water/Sewer Materials)	760	1114530	$21,919.00	$11,051.33	$10,867.67	$10,867.67	$0.00
T&D - ICI Services (Water/Sewer Materials)	760	1124530	$7,367.00	$7,237.86	$129.14	$129.14	$0.00
T&D - Valves (Water/Sewer Materials)	760	1134530	$7,420.00	$2,956.00	$4,464.00	$4,464.00	$0.00
T&D - Chambers (Water/Sewer Materials)	760	1144530	$5,243.00	$0.00	$5,243.00	$4,243.00	$1,000.00
T&D - Hydrants (Water/Sewer Materials)	760	1154530	$35,890.00	$9,408.49	$26,481.51	$26,481.51	$0.00
Sewer Line Breaks (Water/Sewer Materials)	760	5004530	$4,368.00	$0.00	$4,368.00	$1,368.00	$3,000.00
T&D - Main Line (Water/Sewer Materials)	760	5104530	$2,293.00	$1,156.40	$1,136.60	$1,136.60	$0.00
T&D – Residential Services (Water/Sewer Materials)	760	5114530	$8,618.00	$113.23	$8,504.77	$3,618.00	$4,886.77
T&D - ICI Services (Water/Sewer Materials)	760	5124530	$6,401.00	$0.00	$6,401.00	$3,401.00	$3,000.00
Manhole Maintenance (Water/Sewer Materials)	760	5604530	$10,375.00	$2,495.42	$7,879.58	$7,879.58	$0.00
Cement Relining of Iron Watermain - Annual		6150-053-10321-005	$1,380,000.00	$0.00	$1,380,000.00	$23,464.55	$1,356,535.45
Totals:			$1,546,739.00	$39,945.62	$1,506,793.38	$124,768.32	$1,382,025.06

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Commissioner, Community & Fire Services
Re:	154-T-10 2010 Markham Playground Retrofit
Date:	July 13, 2010
Prepared by:	Mark Ingwersen, District Manager West, ext. 3000 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the James Edward Park, Cakebread Park and Harvest Gate Park playground retrofits.

RECOMMENDATION

Recommended Supplier (s)	Hawkins Contracting Services Limited (Lowest Priced Supplier)
Current Budget Available	$ 206,010.00	059-6150-10224-005 Play structure Resurfacing
Less cost of award	$ 152,945.28	Inclusive of HST
Budget Remaining after this award	$ 53,064.72	*

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

BACKGROUND:

The existing playground and rubberized safety surface at James Edward Park, and the playground equipment at Cakebread and Harvest Gate Parks were installed prior to the development of the CAN/CSA-Z614 “Children’s Playspaces and Equipment” guidelines in 1998. An inspection this spring revealed several safety concerns and issues that were not in compliance with the Canadian Standards Association (CSA) CAN/CSA-Z614-07 “Children’s Playspaces and Equipment”. This contract is to supply and install a new playground and rubberized safety surface at James Edward Park and new playground equipment at Cakebread and Harvest Gate Parks in order to become compliant with CSA-Z614-07.

The James Edward Park Playground site is located on Elson St. at Featherstone Ave. There is an existing playground pit with a junior unit and rubber safety surfacing. The new playground and surfacing will be located within the existing playground pit.

The Harvest Gate site is located on Harvest Moon Dr. at Putnam Gate. There is an existing combination senior and junior unit with granite sand surfacing. The Cakebread Park site is located at the end of Ravencliffe Rd. There is an existing senior unit with granite sand safety surfacing. The granite sand safety surfacing is to remain at both locations. The contract works require the replacement of equipment at both sites within these existing playground pits.

BID INFORMATION

Advertised	ETN
Bids closed on	June 16, 2010
Number picking up bid documents	7
Number responding to bid	2

Purchasing received feedback from a number of these companies who picked up the bid document but did not provide a submission: Three (3) bidder declined due to current work load. One (1) bidder is a sub-contractor and would be providing a price to the successful bidder for a portion of the work.

PRICE SUMMARY

Suppliers	Price inclusive of HST
Hawkins Contracting Services Limited	$152,945.28
Mopal Construction Ltd.	$217,969.92

154-T-10 2010 Markham Playground Renovations Page 2 of 2

FINANCIAL CONSIDERATIONS

Account Name	Account #	Budget Amount	Spent to Date	Committed	Budget Available	Amount to Allocate to this project	Budget Remaining
2010 Playstructure & Safety Resurfacing - Annual Program	059-6150-10224-005	216,400	-	10,390	206,010	152,945	53,065
Totals:		216,400	-	10,390	206,010	152,945	53,065

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Commissioner, Community & Fire Services
Re:	188-T-10 Milliken Mills Community Centre Pool Ultra Violet (UV) System
Date:	July 20, 2010
Prepared by:	Dennis Riggs, Facility Coordinator Ext. 294 Rosemarie Patano, Senior Buyer Ext. 2990

PURPOSE

To obtain approval to award the contract for the installation of a pool Ultra Violet (UV) system at the Milliken Mills Community Centre.

RECOMMENDATION

Recommended Supplier	Austin Carroll Pool Construction (Lowest Priced Supplier)
Current Budget Available	$ 130,300.00	500-101 4299 10138 Pool Sanitization Upgrade
Less cost of award	$ 101,729.47 $ 10,172.95 $ 111,902.42	Price, inclusive of HST 10% Contingency, inclusive of HST Total Award inclusive of HST
Budget Remaining after this award	$ 18,397.58	*

* The remaining balance in the amount of $18,397.58 will be used for other UV installations, either at Thornlea Pool or Angus Glen Pool upon capital budget approval and approval through the capital budget policy.

BACKGROUND

Ultra Violet (UV) installations in the drinking water, waste water, medical and manufacturing industries have been widely used throughout the world with great success. In the pool industry, the UV systems have gained momentum with its advanced technology over the last five years. Benefits include some chemical savings, the elimination of chloramines which can cause eye, throat and skin irritations. UV can also destroy bacteria such as E-coli and Cryptosporidium.  UV provides a healthier environment as far as air quality and improved bather comfort in the water.  The benefits of the addition of a medium intensity UV to pool sanitation systems, is becoming the best practice in the industry

Although thousands of systems have been successfully implemented in North America, the addition of UV sanitation system to the pools at Milliken Mills will be the second of its kind in the Town of Markham, due to the successfulness of the completed pilot project at Centennial Community Centre last summer (175-Q-09). The intent of this tender is to supply, install and commission three Medium Intensity Ultra Violet Light Sanitation Units at Milliken Mills Pool. One unit will be installed on each of the three (x3) pools, the Main Pool, Tot Pool and Whirlpool The scope includes the amendment of existing piping to incorporate the U/V units into the normal filtration system flow, without interruption.

BID INFORMATION

Advertised	ETN
Bids closed on	July 14, 2010
Number picking up bid documents	9*
Number responding to bid	2

*Purchasing contacted bidders who downloaded the document and did not submit a bid. One (1) supplier indicated they did not have the required installation experience of three (3) previous UV systems on a CLASS A pool; two (2) suppliers indicated that they do not have experience in this field and also stated they could not comply with the surety requirements; two (2) suppliers who picked up are the bid document can install the systems, but decided to play the role of distributor of the UV units.

188-T-10 Milliken Mills Community Centre Pool Ultra Violet (UV) System Page 2 of 2

PRICE SUMMARY

Suppliers	Price inclusive of HST
Austin Carroll Pool Construction Ltd.	$ 101,729.47
Acapulco Pools Limited	$ 108,560.62

OPTIONS / DISCUSSIONS

There are several Ultra Violet (UV) systems on the market which are proprietary to certain equipment and installers. The hired Consultant drafted specifications which incorporated all aspects relevant to the successfulness of the project, taking into account after market service parts, serviceability and proven reliability of the product. This equipment (including the two approved alternatives) specified in the bid document are leading the way in UV treatment and are not specific to any single installer. All those qualified to install UV systems on CLASS A pools, have no limitations to purchasing the units specified in the bid document from the appropriate distributors. Both bidders opted to submit their pricing for the ETS UV units, which is the largest pool UV manufacturer in North America: having 3,200 systems installed in 1,700 facilities across North America over the last two years.

Similar, slightly larger ETS UV units were installed at the Centennial Community Centre (CC) last year. These units treat approximately 60,000 gallons more than Milliken Mills, and have performed to standard. In comparing the 2009 prices received for the Centennial CC UV installation to the prices provided under this contract, staff show the prices to be similar and within the estimated budget. Also, installation of ultra violet (UV) systems in CLASS A pools is a highly specialized field. There are only a few suppliers that are experienced and qualified to do this work.

STAFF AWARD REPORT

To:	Peter Loukes, Director Operations
Re:	061-Q-10 Rental of Radial Stockpiling Conveyor
Date:	July 19, 2010
Prepared by:	Mike Brady, Supervisor, Contract Administration, ext. 2310 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the contract for the rental of radial stockpiling conveyor for 3 years ending March 1, 2013.

RECOMMENDATION

Recommended Supplier (s)	Powerscreen Rental Systems Ltd. (Lowest Priced Supplier)
Current Budget Available	$248,399.02	700-504-5407 Construction Equipment and Services
Less cost of award	$ 12,821.76 $ 21,754.25 $ 22,267.13 $ 8,975.23 $ 65,818.37	Oct 1, 2010 to Dec 31, 2010 Jan 1, 2011 to Mar 1, 2011 and Oct 1, 2011 to Dec 31, 2011* Jan 1, 2012 to Mar 1, 2012 and Oct 1, 2012 to Dec 31, 2012* Jan 1, 2013 to Mar 1, 2013* Total Award - Inclusive of HST
Budget Remaining after this award	$235,577.26	**

*Subject to Council approval of the applicable year operating budgets.

**The remaining balance to be applied to other construction equipment and service requirements as budgeted for within this account.

BACKGROUND:

During the winter months, the Operations Department repetitively orders rock salt and sand to be used during the winter operations. In order to inventory the material required, the Operations Department orders the material and stock piles each of the materials for in door storage and future use using Radial Stockpiling Conveyor. The use of the radial stockpiling conveyor will allow for increased product storage, improve stocking productivity, and reduce potential health (Dust) and safety hazards.

BID INFORMATION

Advertised	ETN
Bids closed on	June 24, 2010
Number picking up bid documents	3
Number responding to bid	2

*One (1) bidder could not meet the specification.

PRICE SUMMARY

Suppliers	Price inclusive of HST
Powerscreen Rental Systems Ltd.	$65,818.37*
Tri City Equipment	$78,075.36

* In comparing the 2009 pricing to the monthly rental prices under this contract. The new contractual prices under 061-Q-10 are approximately 16% lower.

STAFF AWARD REPORT Page 1 of 3

To:	John Livey, Chief Administrative Officer
Re:	159-T-10 Facility Accessibility Retrofits at Crosby Memorial Arena & Markham Village Community Centre
Date:	July 16, 2010
Prepared by:	Henry Tse, Project Engineer, ext. 2208 Tony Casale, Senior Buyer, ext. 3190

PURPOSE

To obtain approval to award the contract for the Facility Accessibility Retrofits at Crosby Memorial Arena & Markham Village Community Centre.

RECOMMENDATION

Recommended Supplier	P & C General Contracting Ltd (Lowest Priced Supplier)
Current Budget Available	$ 2,672,828.66	056-5350-9516-005 Facility Accessibility Retrofits
Cost of award	$ 750,879.00 $ 75,088.00 $ 825,967.00	Inclusive of HST* Contingency (10%) Total Cost of Award
Budget Remaining after this award	$ 1,846,861.66	**

** The remaining budget in the amount of $1,846,861.66 will be used for the further accessibility retrofits as budgeted for within this account.

NOTE: The anticipated award for these two projects was $900,000. with the Town’s share being 1/3 .

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.

The Town requested bids from pre-qualified contractors for the Facility Accessibility Retrofits at Crosby Memorial Arena & Markham Village Community Centre.

Crosby Memorial Arena: Existing arena and community centre to receive accessibility retrofits, including:

· Installation of a new hydraulic elevator, concrete masonry elevator shaft, and elevator machine room. Elevator to serve the ground floor and second floor of the community centre.

· Accessibility improvements to the existing arena change rooms and shower room.

· Accessibility improvements to the counter surface at existing snack bar.

· Accessibility improvements to the existing Men’s and Women’s washrooms.

· New construction of a 2^nd floor universal washroom.

· Accessibility improvements to existing stairs, steps, and landings.

· Door hardware upgrades, including lever sets, automatic door operators & controls.

· Fire-safety improvements for accessibility.

· Provide finished surfaces to new construction areas and make good existing finishes where damaged due to demolition and new construction.

Markham Village Community Centre: Existing arena and community centre to receive accessibility retrofits, including:

· Installation of a new hydraulic elevator, concrete masonry elevator shaft, and elevator machine room. Elevator to serve the ground floor and second floor of the community centre.

· Accessibility improvements to the counter surface at existing snack bar.

· Accessibility improvements to the existing Men’s and Women’s washrooms.

· New construction of a ground floor and a second floor universal washroom.

· Accessibility improvements to existing stairs, steps, and landings.

· New viewing platform and railings at existing West arena seating area.

· Door hardware upgrades, including lever sets, and automatic door operators/controls.

· Fire-safety improvements for accessibility.

· Provide finished surfaces to new construction areas and make good existing finishes where damaged due to demolition and new construction.

159-T-10 Facility Accessibility Retrofits at Crosby Memorial Arena &

Markham Village Community Centre Page 2 of 3

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

PRE QUALIFICATION INFORMATION (130-P-10)

Advertised	Electronic Tendering Network (ETN)
Pre qualification closed on	May 21, 2010
Number of contractors picking up bid documents	20
Number of contractors responding to bid	9
Number of contractors Pre qualified	8

BID INFORMATION (159-T-10)

Advertised	By Invitation (Pre-qualification list)
Bids closed on	July 16, 2010
Number picking up bid documents	8
Number responding to bid	4

* Staff received feedback from pre-qualified bidders who did not submit a price for this project, the rationale provided was that their current workload was not conducive to taking on any more work on at this particular time.

DETAILED PRICING INFORMATION

Suppliers	Price (inclusive of HST)
P & C General Contracting Ltd	$ 750,879.00
Pegah Construction Ltd.	$ 791,692.80
BECC Construction Group Ltd	$ 999,939.54
Morosons Construction Limited	$1,116,834.32

159-T-10 Facility Accessibility Retrofits at Crosby Memorial Arena &

Markham Village Community Centre Page 3 of 3

FINANCIAL CONSIDERATIONS

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

* $56,324 of construction commitment represents the ordering of 1 elevator for convergence building

** Award amount is inclusive of HST

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Commissioner, Community & Fire Services
Re:	171-T-10 Installation, Removal and Relocation of “Speed Sentry” Radar Message Display Boards
Date:	July 27, 2010
Prepared by:	Balendra Sinnadurai, Engineering Technologist, ext 2608 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the installation, removal and relocation of “Speed Sentry” radar message display boards.

RECOMMENDATION

Recommended Supplier	Stacey Electric Company Ltd. (Lowest Priced Supplier)
Current Budget Available	$ 319,500.00	700-101-5399-9290 Safe Streets Strategy
Less cost of award	$ 4,613.80 $ 22,784.88 $ 22,784.88 $ 50,183.56	2010 Inclusive of HST (Year 1) 2011 Inclusive of HST* (Year 2) 2012 Inclusive of HST* (Year 3) Total award Inclusive of HST *
Budget Remaining after this award	$ 269,316.45	*

* Subject to Council approval of the annual operating budget. (Staff estimated an yearly cost of $43k for these signs)

**The remaining balance will be applied to other enforcement and engineering strategies relating to speeding and aggressive driving as budgeted for within this account.

Note: Year 1 cost applies to installation and relocation of four (4) speed sentry signs. Year 2 increases the quantity of signs by and additional four (4) and significant increases in relocation of the signs to various locations within the Town.

BACKGROUND

This contract is for the installation, removal and relocation of 15-inch display “SPEEDSentry” and “SPEEDSentry Shield” units and solar panel equipment within the Town of Markham. The duration of this contract is from July 2010 to December 2010, with an option to renew the contract for two (2) additional years, based on 2010 pricing. The scope of work also specifies that the use of a bucket truck is required to fulfill the necessary WSIB requirements.

BID INFORMATION

Advertised	ETN
Bids closed on	June 30, 2010
Number picking up bid documents	4
Number responding to bid	3

Note: Purchasing received feedback from the one bidder who picked up but did not provide a submission due the bidder feeling that they could not be cost competitive for this type work.

PRICE SUMMARY

Suppliers	Price (Inclusive of HST)
Stacey Electric Company Ltd.	$50,183.56
Beacon Utility Contractors Limited	$70,906.37

*Bidder submissions pricing was based on a bucket truck being supplied. One bidder utilized using a ladder in their bid, however, as stipulated within the bid document, a bucket truck is required to fulfill the necessary WSIB requirements and as such this bidder submitted a non-complaint.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	194-T-10 Thornhill and Milliken Mills Community Centre Roof Replacement
Date:	August 09, 2010
Prepared by:	Gil Verbeek, Facilities Maintenance and Life Cycle Co-ordinator, ext. 3410 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the contract for the roof replacement at Milliken Mills and Thornhill Community Centres.

RECOMMENDATION

Recommended Supplier (s)	Skyway Roofing Ltd. (Lowest Priced Supplier)
Current Budget Available	$ 913,000.00	Budget allocated for these items.
Less cost of award	$ 566,599.68 $ 84,989.95 $ 651,589.63	Inclusive HST Contingency (15%) inclusive of HST** Total award
Budget Remaining after this award	$ 261,410.37	*

*The remaining balance will be returned to the original funding source upon award of contract.

**Some of the insulation at Milliken Mills may require replacement instead of being re-used and therefore the contingency was increased.

BACKGROUND

The replacement of the roofing was indentified in the annual life cycle review of these two facilities – Thornhill and Milliken Mills Community Centre. The Milliken Mills Community Centre roof replacement was moved forward to 2010 because of numerous leak repairs required over the last 2 years. The work will consist of standard built up roofing at Thornhill Community Centre and inverted roof replacement at the Milliken Mills Community Centre.

After completion of this project, both roofs will then be ready to receive the solar panel installations through a lease agreement with Powerstream.

BID INFORMATION

Advertised	ETN
Bids closed on	July 28, 2010
Number picking up bid documents	23
Number responding to bid	12

PRICE SUMMARY

Suppliers	Thornhill Price (Inclusive of HST)	Milliken Mills Price (Inclusive of HST)	Total Bid Price (Inclusive of HST)
Skyway Roofing Ltd.	$333,671.04	$232,928.64	$566,599.68
Nortex Roofing Ltd.	$361,248.00	$360,230.40	$721,478.40
Brook Restoration Ltd.	$421,392.00	$325,632.00	$753,024.00
Eileen Roofing Inc.	$365,318.40	$400,934.40	$766,252.80
Dufferin Roofing Ltd.	$370,406.40	$420,472.32	$790,878.72
Nedlaw Roofing Limited	$365,184.08	$490,310.21	$855,494.28
Solar Roofing & Sheet Metal	$483,280.24	$415,423.89	$898,704.13
Aseal Roofing & Sheet Metal	$442,248.96	$462,804.48	$905,053.44
Hamlet Roofing Ltd.	$494,553.60	$753,024.00	$1,247,577.60
Triumph Roofing & Sheet Metal Inc.	$668,909.18	$660,422.40	$1,329,331.58
T. Hamilton & Son Roofing Inc.	$381,600.00	No Bid	$381,600.00*
Sproule Specialty Roofing Inc.	$426,374.40	No Bid	$426,374.40*

194-T-10 Thornhill and Milliken Mills Community Centre Roof Replacement Page 2 of 2

PRICE SUMMARY (Continued)

*Submissions from T. Hamilton & Son Roofing Inc. and Sproule Specialty Roofing Inc. did not include pricing for the Milliken Mills Community Centre Roof.

Asset Management and Purchasing staff and the consultant have reviewed the bid documents and are satisfied that all the terms, conditions, bid prices and specifications comply with the Town’s requirements. Staff also conducted references and the feedback received was positive.

FINANCIAL CONSIDERATIONS

The following table summaries the financial details of this award.

* Bid cost is inclusive of HST impact

**Contingency is estimated at 15% of bid cost

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	193-T-10 Construction/Retrofits of the Emergency Operations Centre at 8100 Warden Ave
Date:	August 23, 2010
Prepared by:	Phil Alexander, Deputy Fire Chief, Support Services, ext. 5960 Tony Casale, Senior Buyer, ext. 3190

PURPOSE

To obtain approval to award the contract for the Construction /Retrofits of the Emergency Operations Centre at 8100 Warden Avenue.

RECOMMENDATION

Recommended Supplier	Stracor Inc. (Lowest Priced Supplier)
Current Budget Available	$ 594,599.00	Budget allocated for construction
Less: Cost of Award	$ 518,820.31 $ 51,882.00 $ 570,702.31	Inclusive of HST Contingency (10%) Total Cost of Award
Budget Remaining after this award	$ 23,896.69	*

* The remaining budget in the amount of $23,896.69 will be used to fulfill other project related commitments and any remaining balance thereafter will be returned to the original funding source upon completion of project. The Town’s share in 1/3 of the award amount.

BACKGROUND

As part of the Federal Stimulus Fund Project, 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 construct / retrofit an emergency operations centre (EOC) at 8100 Warden Avenue.

The scope of work includes interior demolition and retrofits to the operations, fitness, communication & meeting rooms with new flooring, ceiling, M&E changes, installation of all equipment (i.e. installation of LCD’s, projectors, smart boards and phone & data connections). Other upgrades would include renovations to the kitchen, lunchroom and washroom areas. Operations and other rooms are to be able to transform and be fully operational in the event of an emergency with plug and play computer and other necessary devices required for the Emergency Operations Command Centre. In non emergency times, the rooms would be used for other community purposes.

Due to the scope of the project, contractors were pre-qualified to ensure that all bidders would have the necessary qualifications, experience and resources to complete the works in accordance with Town of Markham requirements within the specified timelines. Pre qualification # 149-P-10 was issued to the market place in accordance with the Purchasing By-law 2004-341.

PRE-QUALIFICATION INFORMATION (149-P-10)

Advertised, place and date	ETN
Pre qualification closed on	June 02, 2010
Number of contractors picking up Pre-qualification document	54
Number of contractors responding to Pre-qualification	12
Number of contractors Pre-qualified	11

BID INFORMATION (193-T-10)

Advertised	By Invitation (Pre-Qualification)
Bids closed on	August 20, 2010
Number picking up bid documents	10
Number responding to bid	8

193-T-10 Construction/Retrofits of the Emergency Operations Centre at 8100 Warden Ave Page 2 of 2

PRICE SUMMARY

Suppliers	Price (inclusive of HST)
Stracor Inc.	$ 518,820.31
HN Construction Limited	$ 570,873.60
Morosons Construction Limited	$ 584,484.00
Olar Limited	$ 591,632.64
BECC Construction Group Ltd	$ 615,635.79
Elite Construction Inc.	$ 661,948.80
P & C General Contracting Ltd.	$ 703,625.63
James Kemp Construction Limited.	$ 730,328.47

Note: The Fire Department, external project manager (Genivar) and the architect (MMH) have reviewed Stracor Inc.’s 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 (194-P-10) staff conducted both financial and reference checks and the feedback received regarding Stracor Inc. was positive. Furthermore, MMH has worked with Stracor Inc. in the past and advised they were good and had no problems working with them.

FINANCIAL CONSIDERATIONS

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

* Award amount includes HST impact.

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Commissioner Community & Fire Services
Re:	119-Q-10 Consulting Engineering and Project Management Services for John St Bridge Rehabilitation over CN Rail
Date:	June 08, 2010
Prepared by:	Hossein Sharif, Senior Project Engineer, Ext, 2382 Rosemarie Patano, Senior Buyer, Purchasing. Ext, 2990

PURPOSE

To obtain approval to award the contract for consultant services for engineering and project management services for John Street Bridge rehabilitation over CN Rail.

RECOMMENDATION

Recommended Supplier	G.D. Jewell Engineering Inc. (Highest Ranked / Lowest Priced Supplier)
Budget Available for this Award	$ 88,200.00	058-5350-10267-005 Bridge Improvement – John St. W of Leslie St - Budget allocated for Design and Construction Admin
Less cost of award	$            30,823.10 $ 25,480.70 $ 20,317.40 $            11,493.18 $            88,114.38	Item A: Detail Condition Survey, Preliminary Design (Stage 1) Item B: Detail Design and Tender Documents (Stage 2) Item C: Contract Adm and Construction Inspection (Stage 3)* Contingency Allowance @ 15% ** Total consulting fees (Inclusive of HST)
Budget remaining after this award	$          85.62

* Pending project satisfaction from the department for Items A and B, the Consultant may be awarded Item C - Contract Administration / Construction Inspection services via a separate Purchase Order.

** This award is for rehabilitation design. In rehab nature, typically there might be unexpected issues that need to be addressed during the design, such as utility locate/ relocation, more concrete tests, more external agencies approval, upgrading some construction options, etc. Therefore, the scope of design work may vary more than expected. As a result, staff recommend a contingency of 15% to manage these unexpected issues..

BACKGROUND

Pursuant to Ontario Regulation 104/97, the Town retained Engineered Management Services (EMS) for inspection of bridges and culverts. John St Bridge over CN rail was inspected by the consultant under Structures Inspection Annual Program 2008. The inspection report submitted by EMS recommended for a detailed condition survey of the deck followed by full rehabilitation of the bridge. Subsequently, the rehabilitation of the bridge was included in 2010 Capital budget request following a careful review of the structure conditions and recommendations from EMS by Asset Management Staff.

Staff thereafter prepared a Request for Quotation to secure a consulting team to carry out the detailed condition survey and preliminary design, the detailed design and the contract administration (CA). 

BID INFORMATION

Advertised	ETN
RFP closed on	May 07, 2010
Number picking up Proposal (RFP) documents	11
Number responding to RFP	4

* Purchasing received feedback from a number of the companies that picked up a bid document and did not provide a submission: One bidder could not meet the insurance requirements and the other bidder could not commit to the tight timelines due to current workload.

119-Q-10 Consulting Engineering and Project Management Services for John St Bridge Page 2 of 2

Over CN Rail Rehabilitation

PROPOSAL EVALUATION

The Evaluation Team for this RFQ was comprised of staff from the Asset Management, with Purchasing acting as the facilitator.

The proposals were evaluated based on pre-established evaluation criteria as listed in the RFP: 20% past experience of consulting firm; 20% qualifications of the lead consultant and project team; 30% project delivery and 30% price totalling 100%. The rank results are listed in the following table:

Suppliers	Total Score	Rank
GD Jewell Engineering	81	1
Planmac Inc.	80	2
AMEC	68	3
SNC Lavalin	57	4

The evaluation confirmed G.D. Jewell Engineering to be the highest ranked/lowest priced bidder in combined technical and financial scoring. G.D. Jewell Engineering has previous background in projects of a similar scope and size as well as a good understanding of the project deliverables, key issues and challenges.

Purchasing staff negotiated a 6% reduction or $4,806.00 on GD Jewell Engineering price submission after evaluation scoring was completed while still maintaining the same level of project deliverables.

Note: The total score for GD Jewell Engineering was based on the original price submission/scoring and was not adjusted to reflect the negotiated price.

The quoted prices quoted ranged from $76,621.20 to $200,739.92 (Inclusive of HST).

Staff have verified G.D. Jewell’s submission to meet all the requirements of the Request for Quotation and is confident that they will meet, if not exceed, town expectations and standards.

FINANCIAL CONSIDERATIONS

The following table summarizes the financial details of this award.

* Award includes $75,296 cost of work, plus $1,325.20 HST impact commencing July 1st, 2010.

**Contingency is estimated at 15% of award.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	004-R-10 Supply and Install CCTV Camera Equipment
Date:	June 15, 2010
Prepared by:	Laurie Canning, Manager Fleet & Supplies, Ext. 4896 Patti Malone, Senior Buyer Ext. 2239

PURPOSE

To obtain approval to award the contract for supply and install of CCTV camera equipment and hardware.

RECOMMENDATION

Recommended Supplier	Cues Canada (Highest Ranked /Lowest Priced Supplier )
Current Budget Available	$ 101,720.49	*057-6150-7514-005 Waterworks Fleet Replacement
Less cost of award	$ 101,666.38	Price inclusive of HST
Budget remaining after this award	$ 54.11

* The budget allocated for the purchase of a sewer camera truck is $180,000 and the current budget available takes into consideration the expenditure for the purchase of a crane, hydraulically operated winch, markhamization, and the Cab & Chassis.

BACKGROUND

The CCTV camera truck is required for observation of sewer lines. The identified CCTV camera and equipment identified within this award is capable of inspecting from 6” to 30” sewer mains and underground piping. This unit provides scheduled inspections throughout the town including emergency blockage issues and detailed inspection data for the purpose of life cycle assessments, maintenance and repairs.

OPTIONS/DISCUSSIONS

In September 2009, Staff released contract 152-R-09 to the market for the complete camera truck that would have included the cab, chassis and all the camera equipment/hardware. The bids closed with a low bid price of $192,103.82 ($12,103.82) over budget. Staff reviewed the submission, had discussions with the bidders and manufacturers, and decided to cancel the bid.

In order to better meet our budgetary goals, staff decided to split the purchases into two (2) separate bids (quote/request for proposal). In December Staff released quotation 370-Q-09 for the cab and chassis only and subsequently awarded the contract to Edge Town Ford for one (1) F550 cab and chassis at a cost of $54,117.72.

In March 2010, Staff released RFP 004-R-10 for the CCTV camera equipment and hardware with the highest ranked and lowest bid price of $101,666.38. By splitting the requirement in to two awards, Staff were able to bring the purchase under the original budgeted amount by $24,215.90 (Budget $180,000 less $54,118 cab & chassis less $101,666 CCTV camera & eqpt.). The cost avoidance due to cancelling the contract 152 –R-09 is $36,319.72. (Bid price$192,104 - less $54,118 cab & chassis less $101,666 CCTV camera & eqpt.)

Upon delivery of the new vehicle, unit; 2191 will be sold in accordance with Purchasing By-law 2004-341, PART V Disposal of Personal Property and proceeds be posted to account 086 2700 112 Proceeds from Sale of other Fixed Assets.

BID INFORMATION

Advertised	ETN
Bids closed on	March 24^th, 2010
Number picking up bid documents	93
Number responding to bid	3

*The high volume of picked up bid documents was due to the fact that the bid document was free of charge. Most of the bid takers were not able to due this type of work. A few bidders were contacted and it was decided that they did not have sufficient expertise.

004-R-10 Supply and Install CCTV Camera Equipment Page 2 of 2

PROPOSAL EVALUATION

The evaluation team was comprised of staff from the Waterworks Department and staff from the Fleet Department with purchasing acting as the facilitator. The evaluation was based on pre-established evaluation criteria as listed in the Request for Proposal: 40% price, 15% vendor evaluation, 45% equipment evaluation – demonstration unit, totaling 100%, with resulting scores as follows:

Suppliers	Score (out of 100)	Rank Results
Cues Canada	97.82	1
Cubex Ltd.	78.22	2
Joe Johnson Equipment Inc.	46.45*	3

* Joe Johnson Equipment Inc. could not provide a demo for the demonstration evaluation portion of the RFP.

The three (3) bid submissions at bid opening ranged from $104,210.38 to $248,067.48 inclusive of HST. Purchasing negotiated with the highest ranked proponent to reduce the cost of award to $101,666.38, a negotiated price savings of $2,544.00 off the original submission.

Note: The total score for Cues Canada was based on the original price submission/scoring and not adjusted to reflect the negotiated revised pricing.

Staff recommends awarding the contract for CCTV equipment to the highest ranked / lowest priced bidder, Cues Canada. All three (3) submissions scored technically very comparable (vendor evaluation and demonstration evaluation). However, due to the price advantage provided by Cue Canada and achieving all 40 points in price scoring, they came out as the highest ranked proponent.

ENVIRONMENTAL CONSIDERATIONS

In efforts to continue to add green options to our fleet this unit will be equipment with an inverter in lieu of a separate diesel generator to provide the 120 volt electrical requirement to run the electrical equipment in the van body interior. The inverter power is supplied through a battery pack that is charged through the chassis alternator / electrical system. The auto / start stop function on the truck engine will automatically start the truck engine when the batteries require charging. The unit is also equipped with a shore power charging system that will keep the batteries fully charged at the start of each day or shift. This will extend the run time of the unit and it is estimated that under normal operating conditions the inverter system will provide 4 hours of continuous operation of the camera and equipment. The truck chassis is compliant with the 2010 emission standards resulting in a significant reduction of both green house gases and soot.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	132-R-10 Town of Markham Designated Substances Investigation and Testing
Date:	June 24, 2010
Prepared by:	Gil Verbeek, Facility Maintenance Coordinator, ext. 3410 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the contract for the designated substances investigation and testing for all of the Towns facilities.

RECOMMENDATION

Recommended Supplier	S2S Environmental Inc. (Highest Ranked/Lowest Priced Supplier)
Current Budget Available	$ 250,000.00	750-101-5399-10260 Contracted Services
Less cost of award	$ 107,484.00 $ 10,748.40 $ 118,232.40	Inclusive of HST 10% Contingency, Inclusive of HST Total Award
Budget Remaining after this award	$ 131,767.60	*

*The remaining balance is to be used any construction related work for immediate designated substance abatement and remediation as identified within the capital budget request. Appropriate approvals will be obtained before further expenditures. The remaining balance after remedial work will be returned to the original funding source after payment of the final invoice. Staff recommend 10% contingency due to the unknowns in this project.

BACKGROUND

In order to meet legislative requirements as defined in the Occupational Health and Safety Act and Regulations, the Corporation is required to perform a designated substance review for all facilities and then to maintain an up to date inventory of all designated substances in our facilities.  This review will enable the Corporation to comply with the requirement to implement a control program to minimize worker exposure, and to inform potential contractors, on an ongoing basis, of the presence of these substances at the time of project tenders.

All the work must be done, however the work was divided into three priorities. Priority number one is pre 1985 facilities as the risk of lead in the paint was more predominant. Priority number two is also pre 1985 facilities but with no public access. Priority number three is post 1985 facilities.

BID INFORMATION

Advertised	ETN
Bids closed on	May 26, 2010
Number picking up bid documents	34
Number responding to bid	6

Note: Purchasing received feedback from a number of these companies who picked up the bid document but did not provide a submission: Three bidders declined due to their current work load. One bidder did not have the expertise for the whole scope of work. One bidder could not meet all the qualification of the bid document. One bidder could not meet all the qualification of the bid document and four bidders missed the mandatory site meeting.

132-R-10 Town of Markham Designated Substances Investigation and Testing Page 2 of 2

PROPOSAL EVALUATION

The evaluation team was comprised of staff from the Asset Management Department with purchasing staff acting as the facilitator. The evaluation was based on pre-established evaluation criteria as listed in the Request for Proposal; Past Experience of Consulting Firm 20%, Quality and Experience of Lead Consultant and Project Team 20%, Project Delivery 30% and price 30%, totaling 100%, with resulting scores as follows:

Suppliers	Score (out of 100)	Ranked Results*
S2S Environmental Inc.	82.0	1
Decommissioning Consulting Services Ltd.	80.9	2
Pinchin Environmental Ltd.	80.0	2
Fisher Environmental Ltd	76.5	3
Stantec Consulting Ltd.	69.4	4
DBA Engineering Ltd.	33.3	5

Note: The six (6) bid submission bids prices ranged from $107,484.00 to $273,240.86.

S2S Environmental Inc. proposal scored well in the areas of methodology and approach to meeting project objectives, understanding of the assignment and the experience of the lead consultant and qualifications of team members assigned for this project. S2S Environmental Inc. the lowest priced proponent also gained full marks (30 out 30) for the price component of this award.

FINANCIAL CONSIDERATIONS

The following table summaries the financial details of this award.

* Award includes $105,625 cost of work, plus $1,859.00 HST impact commencing July 1st, 2010.

**Contingency estimated at 10% of award.

STAFF AWARD REPORT Page 1 of 3

To:	Brenda Librecz, Commissioner Community & Fire Services
Re:	120-Q-10 Consulting Engineering and Project Management Services for Tannery Pond Pedestrian Bridge Replacement
Date:	June 16, 2010
Prepared by:	Hossein Sharif, Senior Project Engineer, Ext, 2382 Rosemarie Patano, Senior Buyer, Purchasing. Ext, 2990

PURPOSE

To obtain approval to award the contract for consultant services for engineering and project management services for Tannery Pond Pedestrian Bridge Replacement, over Robinson Creek (north of Robinson Street).

RECOMMENDATION

Recommended Supplier	AMEC Earth & Environmental (Second Highest Ranked / Second Lowest Priced Supplier)
Current Budget Available	$          50,000.00	058-6150-10274-005 Pedestrian Bridge Replacement-Tannery Pond (North of Robinson St.)
Less Cost of Award	$            13,832.24 $ 16,831.10 $ 19,289.63 $            7,492.94 $            57,445.91	Item A: Data Collection, Study, Preliminary Design (Stage 1) Item B: Detail Design and Tender Documents (Stage 2) Item C: Contract Admin & Construction Inspection (Stage 3)* Contingency Allowance @ 15%** Total consulting fees (Inclusive of HST)
Budget remaining after this award	$         (7,445.91)	***

*Pending project satisfaction from the department for Items A and B, the Consultant may be awarded Item C - Contract Administration / Construction Inspection services via a separate Purchase Order.

** This award is for rehabilitation design. In rehab nature, typically there might be unexpected issues that need to be addressed during the design, such as utility locate/ relocation, more concrete tests, more external agencies approval, upgrading some construction options, etc. Therefore, the scope of design work may vary more than expected. As a result, Staff recommends a contingency of 15% to manage these unexpected issues.

*** $7,445.91 set aside for construction budget has been allocated to this award to cover budget shortfall. After reallocation, there is $192,554.09 budget remaining for Construction. If the construction bid price is equal or less than $192,554.09, the project will carry on, Should the construction bid is higher than this amount, we would look for adjustments / additional funding.

BACKGROUND

The pedestrian bridge (Structure ID- P56), located in the Tannery Pond Park over Robinson Creek (north of Robinson Street), had it’s both approaches washed out in spring 2009flood resulting in erosion of the banks and closure of the pathway. Asset Management staff visited the site and evaluated the site conditions. It is evident that the opening of the existing bridge is inadequate to carry the flow of the creek a replacement is required with a larger span. Further coordination was done with the Urban Design Department and Harrington McAvan Ltd., the consultant retained by the Town for preparing Tannery Pond Environment Improvement Plan, in order to firm up Asset Management proposal for the replacement in line with the Plan.

Staff thereafter prepared a Request for Quotation to secure a consulting team to carry out the hydraulic analysis of proposed site and preliminary & detailed design of the bridge and the contract administration (CA). 

120-Q-10 Consulting Engineering and Project Management Services for Tannery Pond Pedestrian Page 2 of 3

Bridge Replacement

BID INFORMATION

Advertised	ETN
RFP closed on	May 07, 2010
Number picking up Proposal (RFP) documents	10
Number responding to RFP	6

PROPOSAL EVALUATION

The Evaluation Team for this RFQ was comprised of staff from the Asset Management, with Purchasing acting as the facilitator.

The proposals were evaluated based on pre-established evaluation criteria as listed in the RFP: 20% past experience of consulting firm; 20% qualifications of the lead consultant and project team; 30% project delivery and 30% price totalling 100%. The rank results are listed in the following table:

Suppliers	Total Score	Rank
Moon-Matz Consulting Engineers	63.5	1****
AMEC Earth & Environmental	51.6	2****
Conestoga Rovers and Associates	51.0	3
GD Jewell Engineering	41.0	4
MMM Group	40.5	5
Cole Engineering	38.0	6

****Moon-Matz Consulting Engineers (Not Recommended)

As outlined in section 36 and 40 of the Town’s General Terms and Conditions, “the award of the contract is based on the greatest value for the Town based upon quality, service and price” and “the Town reserves the right not to accept the lowest or any quotation submitted”, Staff’s recommendation is not to award this contract to the highest ranked/lowest priced bidder, for the following reasons: Moon-Matz Consulting Engineers technical proposal scored the lowest of all proponents (33.5 out of 70), however since their price submitted was the lowest at $21,980.16 (including HST); they received maximum points for price. As well, due to the complexity and the high profile nature of this project, combined with the Town’s inexperience with the quality of Moon-Matz’s work, Staff cannot overlook the poor technical score.

**** AMEC Earth & Environmental (Recommended)

AMEC Earth & Environmental scored highest on their technical submission when compared to the other proponents, and their proposal demonstrated to the Town’s satisfaction that they have the ability to undertake the project and they have a strong understanding of the project deliverables, key issues and challenges. AMEC Earth & Environmental demonstrated a thorough understanding of the project and its requirements, and providing a strong background in previous projects of similar scope and size. Additionally, in comparison to the third ranked proponent, AMEC Earth & Environmental was approximately 50% less in cost.

After evaluation scoring was completed Purchasing staff negotiated a 17% ($10,137.00) cost reduction with AMEC Earth & Environmental for the recommended award from their initial proposed price as allowed under the Purchasing By-Law, while still maintaining the same level of project deliverables.

Note: The total score for AMEC Earth & Environmental was based on the original price submission/scoring and was not adjusted to reflect the negotiated price.

The quoted prices quoted ranged from $21,980.16 to $89,566.61 (Inclusive of HST).

Staff have verified AMEC’s submission to meet all the requirements of the Request for Quotation and is confident that they will meet, if not exceed, town expectations and standards.

120-Q-10 Consulting Engineering and Project Management Services for Tannery Pond Pedestrian Page 3 of 3

Bridge Replacement

FINANCIAL CONSIDERATIONS

The following table summarizes the financial details of this award.

* Award includes $49,089 cost of work, plus $863.97 HST impact commencing July 1st, 2010.

**Contingency is estimated at 15% of award.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	157-S-10 Portable Hydraulic Rescue Equipment for Engine 931/Engine 991
Date:	May 25, 2010
Prepared by:	Dave Decker, Deputy Fire Chief, Ext. 5975

PURPOSE

To obtain approval to purchase hydraulic rescue equipment for the two (2) new fire apparatus trucks (Engine 931 and Engine 991).

RECOMMENDATION

Recommended Supplier	DARCH Fire (Preferred Supplier)
Current Budget Available	$ 240,326.49	Various (See Financial Considerations)
Less cost of award	$ 51,036.71	Inclusive of HST
Budget Remaining after this award	$ 189,289.78	*

* Remaining balance of $189,289.78 in 67-5350-7757-005 will be returned to the program account to complete outstanding purchases approved for 2010.

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 (e) which states “Where the Town is acquiring specialized equipment, in which case the sources of supply may be identified based on technical specifications prepared by the User Department staff.

BACKGROUND

The addition of Cathedral and Cornell fire stations pumper trucks in 2010 will require Hydraulic rescue equipment within each truck. This equipment is necessary to provide an effective and efficient response to Motor Vehicle Collisions with the appropriate tools and equipment to perform vehicle extrication in a timely manner. All of the Town’s fire apparatus trucks are equipped with portable hydraulic rescue equipment. The hydraulic rescue equipment specified in this purchase remains consistent with the existing hydraulic tools as standardized tools eliminate the need to provide an extensive training program as would be the case in changing to a different manufacturer of hydraulic rescue equipment. In addition, in line with the standardization of fire apparatus, efforts have been made to standardize the equipment deployed on each apparatus.

The equipment recommended for purchase is “Holmatro” who utilizes a single dealer within Canada (DARCH Fire). This limits the Town’s ability to obtain competitive quotes for the ‘same’ equipment. Staff looked at the option of procuring the equipment directly from the United States, with the equipment being delivered with new fire pumper trucks. The quoted price for this option was $25,814.00 higher in cost than the recommended price from DARCH Fire. Staff consulted with another manufacture, TNT Rescue Systems, the overall cost for an ‘equivalent” set of tools is within the same cost range as DARCH however, our equipment is standardized and the introduction of new hydraulics would require a training component that would include 220 firefighters and refurbishment of apparatus to fit the ‘equivalent’ hydraulic tools as they are not the same physical size and hence is not recommended. Hydraulic tools from other manufacturers are not compatible or interchangeable as is the case with the existing Holmatro equipment.

Markham Fire and Emergency Services have purchased Holmatro hydraulic rescue tools for 20+ years with our experience being low maintenance and infrequent life cycle replacement. It is also our experience that hydraulic tools sets may last 15 or more years before there is a need to replace or refurbish. The equipment that is being purchased now will be life cycled at 15 years however due to the high level of care and maintenance placed on fire department equipment it is likely that the tools will exceed the 15 year life cycle.

157-S-10 Portable Hydraulic Rescue Equipment for Engine 931 / Engine 991 Page 2 of 2

Savings will be realized in June 2010 when the two MFES Mechanics will complete the appropriate training qualifying them to perform maintenance on the departments Holmatro equipment. Annually the MFES Mechanical Staff will inspect and maintain the hydraulic rescue tools on 6 apparatus. The savings associated with having our Mechanics trained for this function is $700.00 per truck or $4,200.00 (plus materials).

With the phased in approach to improving response to Motor Vehicle Collisions that occur in within Markham, MFES will be better prepared to serve the public and extricate victims from accidents in an efficient and effective manner.

FINANCIAL CONSIDERATIONS

Account Name	Account #	Budget Amount	Spent to Date	Committed	Budget Available	Amount to Allocate to this project	Budget Remaining
Fire Apparatus & Equipment	67-5350-7748-005	650,000	223,902	417,886	8,212	8,212	-
Fire Pumper & Equipment	67-5350-7757-005	650,000	-	417,886	232,114	42,824	189,290
Totals:		1,300,000	223,902	835,772	240,326	51,037	189,290

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	151-S-10 Consulting Engineering for Quantifying Pavement Sustainability & Distress Evaluation
Date:	May 17, 2010
Prepared by:	Peter Loukes, Director of Operations, Ext. 4894 Patti Malone, Senior Buyer Ext. 2239

PURPOSE

To obtain approval to award the contract for the Consulting Engineering for Quantifying Pavement Sustainability & Distress Evaluation.

RECOMMENDATION

Recommended Supplier	University of Waterloo (Preferred Supplier)
Current Budget Available	$ 439,519.00	*050-6150-10503-005 Asphalt Resurfacing (2010)
Less cost of award	$ 103,795.20 $ 103,795.20 $ 207,590.40	2010 award (Inclusive of HST) 2011 award (Inclusive of HST) ** Total Award
Budget Remaining after this award	$ 335,723.80

* Account # 050-6150-10503-005 has $2,206,984 committed under contract 067-T-10 (Asphalt resurfacing, recycling and pavement preservation), $25,000 committed to the recycling aggregate and $1,000,000 has been returned to life cycle reserve as identified under award report 067-T-10.

**Subject to Council approval of the 2011 budget.

Note: The remaining $335,723.80 in A/C 050-6150-10503-005 will be used for additional costs associated with the pavement preservation/rehabilitation project.

Staff recommends:

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (h) which states where it necessary or in the best interests of the Town to acquire Consulting from a preferred supplier.

BACKGROUND

The general objective of the study is to develop a practical framework to quantify the environmental footprint and associated value of several material and processes that are currently used and explore how other material and processes might be quantified. The objective is to ensure that all the components of Pavement Management are addressed, including planning and programming, design, construction, maintenance, and in-service monitoring. It is to be implemented throughout the life cycle of the pavement and should be directed at stimulating improvement and innovation in pavement sustainability, resource management, and energy and emission reductions.

The project will help us quantify emission and energy savings that we can use for our Green Print requirements and develop a pavement distress measurement technique to allow us to assess road conditions and best techniques to use.

OPTION/DISCUSSIONS

This particular project is a research based initiative and is difficult to attain competitive rates as no other consultants do this particular research based work. However, the research team includes the following:

· 1 Graduate student

· 2 Undergraduate students

· 1 Research technician

· 1 Principal Researcher (Professor)

The project will span over two (2) years with a multitude of tasks and include three (3) progress reports and a final report and presentation. The annual project cost of $103,795 includes all direct costs (salaries) , travel costs, equipment for this research project. If you compared this rate with an outside consultant fee, Staff believes that a consultant cost would be in the range of $150,000 - $200,000 per year.

151-S-10 Consulting Engineering for Quantifying Pavement Sustainability & Distress Evaluation Page 2 of 2

ENVIRONMENTAL CONSIDERATIONS

A major aspect to this project will be identifying the appropriate technologies that do provide sustainable benefits and quantifying these impacts from an environmental standpoint.

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Commissioner Community & Fire Services
Re:	187-S-10 Supply and delivery of carbon fiber air cylinders for breathing apparatus
Date:	June 29, 2010
Prepared by:	Dave Decker, Deputy Fire Chief, Ext. 5975

PURPOSE

To obtain approval to purchase 39 carbon fiber air cylinders for 2010 Life Cycle Replacements (12) , Air/Light Truck 920 (7), and Station 93 (20).

RECOMMENDATION

Recommended Supplier	RESQTECH Systems Inc. (Preferred Supplier)
Current Budget Available	$ 11,200.00 $ 13,342.00 $ 342,437.00 $ 366,979.00	67-6150-10121-005 (Life Cycle - 12 Cylinders) 67-5350-8005-005 (Air/Light Truck - 7 Cylinders)* 67-5350-9529-005 (Station 93 - 20 Cylinders)
Less cost of award	$ 46,159.00	Inclusive of HST
Budget Remaining after this award	$ 320,820.00	**

* In Award 132-R-08 for the Air/Light Truck, the indicated balance remaining of $21,100 in account 67-5350-8005-005 was to be allocated as follows: $6,600 for radio, $3,000 for Markhamization and the remaining balance of $11,500 to be returned to the original funding source. However, it recommended reallocating the existing balance of $13,342 to purchase carbon fiber air cylinders that the Air/Light Truck will carry.

**Remaining balance in accounts 67-6150-10121-005 and 67-5350-8005-005 to be returned to original funding source upon completion of this Award. Remaining balance in account 67-5350-9529-005 to remain in account to complete further purchases pertaining to Cathedral Fire Station.

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 (e) which states “Where the Town is acquiring specialized equipment, in which case the sources of supply may be identified based on technical specifications prepared by the User Department staff.

BACKGROUND

Markham Fire and Emergency Services (MFES) is required to provide Self Contained Breathing Apparatus (SCBA) to allow firefighters to function in environments that require respiratory protection. MFES uses Inter Spiro SCBA which require Inter Spiro High Pressure 45 minute carbon fiber air cylinders.

Interspiro, the manufacturer of Markham’s Self Contained Breathing Apparatus (SCBA) has granted exclusive Canadian sales rights to ResQTech Systems Inc. As such, there are no other vendors that Markham can purchase this equipment from. In addition, to inter-mix products of other manufacturers with the existing equipment is in violation of all National Institute for Occupational Safety and Health (NIOSH), Ontario Health and Safety Act (OHSA) Regulations and OHSA Section 21 Guidelines related to SCBA respirators.

SCBA are tested and listed by Canadian Standards Association, National Fire Protection Association and National Institute of Occupational Safety and Health (CSA/NFPA/NIOSH) and to maintain certification the SCBA must be provided with carbon fiber air cylinders from the same manufacturer. RESQTECH are the preferred supplier (there is no other Canadian Supplier for the Inter Spiro SCBA carbon fiber air cylinders). In addition, use of any other manufacturers carbon fiber air cylinders would void any warranty and not be in accordance with CSA Z 94 Standard for Respirators.

187-S-10 Supply and delivery of carbon fiber air cylinders for breathing apparatus Page 2 of 2

BACKGROUND (Continued)

To change manufacturers would require approximately 96 SCBA units and 200 air cylinders. (approximately 96 SCBA units x $3,500 - 4,500 each $ 336,000 -  432,000 + cylinders approximately 200 x $ 1,000 - $1,300 $ 200,000 - 260,000.00 = $ 536,000 - 692,000.00 before tax). There would be significant additional costs associated with mounting hardware for all fire apparatus, conversion or mechanical changes to 5 air cylinder filling systems, retraining of self contained breathing apparatus technicians, retool and equip the self contained breathing apparatus maintenance and repair facility at Station 98, and training for 220+ staff (No specific estimate as this was not investigated as an option as we are looking only to purchase additional air cylinders to match the existing models in use through non-competitive procurement).

Staff has used Interspiro SCBA respirators for over 15 years and has been very satisfied with the performance and quality

of the product.

FINANCIAL CONSIDERATIONS

Account Name	Account #	Budget Amount	Spent to Date	Committed	Budget Available	Amount to Allocate this project	Budget Remaining
Air Cylinders	67-6150-10121-005	11,200	-	-	11,200	10,990	210
Air/Light Vehicle	67-5350-8005-005	300,000	286,658	-	13,342	9,118	4,224
Cathedral Fire Stn - FF&E	67-5350-9529-005	363,500	5,125	15,938	342,437	26,051	316,386
Total		674,700	291,783	15,938	366,979	46,159	320,820

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	177-Q-09 Supply and Delivery of Uniforms for Recreation – Contract Extension
Date:	July 13, 2010
Prepared by:	Dave Merriman, Facility Coordinator, ext. 3787 Rosemarie Patano, Senior Buyer, ext. 2990

PURPOSE

The purpose of this report is to obtain approval to extend contract 177-Q-09 “Supply and Delivery of Uniforms for Recreation” for an additional two (2) years at the same 2009 itemized pricing and as per original quote submission.

RECOMMENDATION

Recommended Supplier	Balsam Baskets – The Embroidery Shop (Preferred Supplier)
Current Budget Available	$53,281.00	See Financial attachment
Less cost of award	$ 20,000.00 $ 55,000.00 $ 35,000.00 $110,000.00	August 1, 2010 to December 31, 2010 January 1, 2011 to December 31, 2011** January 1, 2012 to July 31, 2012** Total award (Inclusive of HST)
Budget Remaining after this award	$ 33,281.00	*

*The remaining balance to be applied to other operating requirements as budgeted for within the respective accounts. **Subject to Council approval of 2011-2012 Operating Budget.

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 Town released quotation 177-Q-09 to the market place for the supply and delivery of uniforms for the Recreation Department. The quotation included shirts, Jackets, pants, shorts and hooded sweatshirts that are utilized by recreation, aquatics, programs & camp staff.

The Town awarded quotation 177-Q-09 in June 2009 to the lowest priced bidder (Balsam Baskets – The Embroidery Shop) for a one (1) year term, however, the quote (177-Q-09) document and bid submissions had an option to renew for two (2) additional years at the same 2009 itemized pricing, subject to contractor’s performance and satisfaction of the Town.

Recreation department have completed the contractor evaluation and are satisfied of their performance requirements and their commitment to keep original pricing unchanged. Staff recommends extending the contract for the additional two (2) years based on both price and performance.

Quotation 177-Q-09 closed in June 2009 with four (4) bidders responding to the quotation. Balsam Baskets – The Embroidery Shop submitted the lowest price and was 22% lower than the 2^nd priced supplier.

177-Q-09 Supply and Delivery of Uniforms for Recreation – Contract Extension Page 2 of 2

FINANCIAL CONSIDERATIONS

Function	Location	Full Account	Current Budget Avail. In 2010	Aug. 1, to Dec. 2010 Allocation	Budget remaining after 2010 Award	Total annual Award Allocation
Aquatics	Angus Glen Pool	504 9114260	5,181	1,865	3,316	5,128
	Centennial Pool	503 9114260	2,011	1,018	993	2,800
	Milliken Pool	502 9114260	5,649	2,255	3,394	6,200
	Morgan Pool	503 9124260	550	200	350	550
	Rouge River Pool	503 9134260	797	290	507	797
	Thornlea Pool	501 9114260	2,200	727	1,473	2,000
	Therapeutic Pool	501 9124260	775	282	493	775
Aquatics Total			17,163	6,636	10,527	18,250
Area Administration	Area Administration	500 3994260	7,806	2,909	4,897	8,000
		500 4994260	5,864	2,182	3,682	6,000
Area Administration Total			13,670	5,091	8,579	14,000
Arenas	Clatworthy Arena	501 9224260	1,130	436	694	1,200
	Crosby Arena	502 9224260	1,693	727	966	2,000
	Mkm Village Arena	503 9234260	1,560	545	1,015	1,500
	Mount Joy Arena	503 9224260	-330	582	-912	1,600
	Thornhill Arena	501 9214260	5,500	1,927	3,573	5,300
	Milliken Soccer	502 9234260	5,817	1,927	3,890	5,300
Arenas Total			15,370	6,145	9,225	16,900
Camps	Milliken Camps	502 9314260	2,722	909	1,813	2,500
Camps Total			2,722	909	1,813	2,500
Fitness Centre	Centennial Fitness	503 9414260	1,306	73	1,233	200
	Thornhill Fitness	501 9414260	514	73	441	200
Fitness Centre Total			1,820	145	1,675	400
Satellite Facilities	Rouge River	503 9724260	286	273	13	750
	Armadale CC	502 9714260	2,250	800	1,450	2,200
Satellite Facilities Total			2,536	1,073	1,463	2,950
			53,281	20,000	33,281	55,000

*Subject to Council approval of 2011 Operating Budget and assuming same budget as 2010

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	109-Q-09 Townwide Pools, Servicing and Pool Parts – Contract Extension
Date:	July 30, 2010
Prepared by:	Dennis Riggs, Facility Coordinator, Centennial, ext.  905-294-6111 x224 Rosemarie Patano, Senior Buyer, ext. 2990

PURPOSE

The obtain approval to extend contract 109-Q-09 “Townwide Pools, Servicing and Pool Parts” for an additional two (2) years at the same 2009 itemized pricing and as per original quote submission.

RECOMMENDATION

Recommended Supplier	B & S Pool Services Inc. (Preferred Supplier) – Contract Extension
Current Budget Available	$78,763.00
Less cost of award	$7,875.00 $31,500.00 $23,625.00 $63,000.00	Oct 1, 2010 to Dec 31, 2010 (Including HST) Jan 1, 2011 to Dec 31, 2011 (Including HST)** Jan 1, 2012 to Sep 30, 2012 (Including HST)** Total award (Inclusive of HST)
Budget Remaining after this award	70,888.00	*

*The remaining balance to be applied to other operating requirements as budgeted for within the respective accounts.

**Subject to Council approval of 2011-2012 Operating Budget.

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

The Town requested quotations from qualified pool service companies to provide service to all Town owned indoor and outdoor pools on an on-call basis. Services / repair work to include but not solely limited to: chemical controllers repair and calibration, PVC pipe work, motors, pumps and seal repair / replacement, chemical feeders and injectors, electrical controls, relays, solenoids, flow meters, filter systems, contact tanks, fisher fluid control valves, chlorination equipment, C02 systems and injectors, general trouble shooting, chemistry and corrective measures. The contract to the successful bidder will also include the supply and delivery of pool parts.

Staff awarded Quote 109-Q-09 to the lowest priced bidder (B&S Pool Services Inc.) in 2009 for a one (1) year term. The Quote had an option to renew for two (2) additional years at the same terms, conditions, pricing and subject to contractor’s performance and satisfaction of the Town. In 2009, B&S Pool Services Inc was the lowest priced bidder under Quote 109-Q-09 and was 34% lower than the 2^nd lowest priced bidder and 55% lower than the 3^rd lowest price bidder.

Purchasing department and Recreation completed the contractor evaluation and are satisfied with their performance requirements. Staff recommends the contract renewal for an additional two (2) year as per original quote submission.

109-Q-09 Townwide Pools, Servicing and Pool Parts – Contract Extension Page 2 of 2

FINANCIAL ATTACHMENT

Location	Full Account	Current Budget available in 2010	Oct 1, to Dec. 2010 Allocation	Budget remaining after 2010 Award	Total annual Award Allocation
Centennial CC	500-399-5414	48,669	1,838	46,832	7,350
Angus Glen CC	504-911-5414	11,260	1,838	9,423	7,350
Milliken CC	502-911-5414	- 6,094	1,838	- 7,932	7,350
Morgan Pool	503-912-5414	4,748	744	4,004	2,975
Thornhill CC	500-199-5414	13,029	750	12,279	3,000
Rouge River	503-913-5414	5,151	744	4,407	2,975
Therapeutic Pool	501-912-5414	2,000	125	1,875	500
Total		78,763	7,875	70,888	31,500

Note: Accounts used are for maintenance and repair that include other contracted services beyond B&S Pool Services.

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Acting Chief Administrative Officer
Re:	051-S-10 Facility Project Management Services for a Sampling and Laundry Facility at 8100 Warden Avenue
Date:	July 27, 2010
Prepared by:	Eddy Wu, Acting Manager Operations & Maintenance (Waterworks) Patti Malone, Senior Buyer

PURPOSE

To obtain approval to award the contract for Facility Project Management Services for a Laboratory and Laundry Facility at 8100 Warden Avenue.

RECOMMENDATION

Recommended Supplier	Mayhew & Associates (Preferred Supplier)
Original Budget and Account #	$ 200,000.00	053-5350-10343-005 Waterworks Transfer from Miller to 8100 Warden
Current Budget Available	$ 200,000.00
Less cost of award	$ 94,713.73	Total Cost of Award, Inclusive of HST
Budget Remaining after this award	$ 105,286.27	*

* The remaining balance will be allocated for other requirements (storage, instrumentation and equipment) as budgeted for under this account number.

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

BACKGROUND

Waterworks Operations & Maintenance (O&M) Section has moved to 8100 Warden since April 2010, and have completed phase 1 of the move. However, more needs are still required and they are being addressed as phase 2 of the move project. These needs include:

(1) Establishing of a facility to coordinate all water and sanitary sewer sampling activities

(2) Laundry facility for staff to clean and dry their uniforms on site (Similar to the facilities at 555 Miller)

OPTIONS/DISCUSSIONS

During the space planning stage for the move to 8100 Warden, the need for these facilities were identified. The existing rooms inside the garage of 8100 Warden Avenue have been established as the location for the sampling and laundry facility. The location of this room is isolated from the workshop and the garage area, and the size of the room is sufficient to house all water and sanitary sewer sample testing activities, equipment and supplies inside one central location. This location will also allow for separation between the water and sewer samples, to prevent cross contamination.

The other purpose of this facility is to provide a laundry facility for Waterworks staff, and also possible to accommodate other department’s need when required. The room has an existing drain, and the location is close-by to an external wall for easier installation of the laundry facility. The rationale for these renovations is to maintain the efficiency of operations, minimize the risk of non-compliance, comply with regulatory requirements and maintain or improve customer service.

As approved by Council on April 13, 2010, Mayhew & Associates (Mayhew) was the successful consultant for contract 061-R-09 “Facility Management, Project Management, Space Planning and Move Management for a four (4) year period. This contract provides ‘turn-key’ administrative services for space planning projects including the processing of invoices relating to project requirements.

The construction (includes Demolition, Mechanical, Plumbing, Electrical, Millwork, Permits, Site Supervision), AC unit, furniture will be bid competitively with Mayhew overseeing the project. The actual award to Mayhew is $12,220 (plus a contingency) with the remaining amount being paid directly to the contractor(s) through Mayhew with the Town reimbursing Mayhew for these costs.

051-S-10 Facility Project Management Services for a Sampling and Laundry Facility at 8100 Warden Avenue Page 2 of 2

Construction $ 60,679.03

AC Unit $ 3,000.00

Furniture $ 2,000.00

Project Management / Principal Designer (Mayhew) $ 12,220.00

Mechanical, Electrical and Communication Engineer $ 7,500.00

Contingency (Construction / Consultant) $ 7,680.50

Sub-total $ 93,079.53

HST – Impact (1.76%) $ 1,638.20

Total Project Award $ 94,713.73

STAFF AWARD REPORT Page 1 of 2

To:	Andy Taylor, Commissioner, Corporate Services
Re:	294-Q-09 Armored Cargo Services
Date:	February 19, 2010
Prepared by:	Miranda Miluzzi, Manager of Tax and Cash Management Ext. 4726 Tony Casale, Senior Buyer Ext. 3190

PURPOSE

To obtain approval to award the contract for Armored Cargo Services.

RECOMMENDATION

Recommended Supplier	Inkas Security Services Ltd. (Lowest Priced Supplier)
Original Budget and Account #	$ 10,638.00	410 440 5395 (Armored Car Service)
Current Budget Available	$ 10,638.00
Less cost of award	$ 28,780.00 $ 29,031.00 $ 57,811.00	2010 Cost of Award inclusive of HST impact; 2011 Cost of Award inclusive of HST impact* Total Award inclusive of HST impact
Budget Remaining after this award	($ 18,142.00)	**

*The cost of award is subject to Council approval of the 2011 budget.

**The shortfall in the amount of $18,142 will be funded from favourable variance in other Finance department accounts.

Note: The shortfall is attributed to the inclusion of pick ups from various Town sites such as community centres, museum and libraries, based on concerns from Town Staff who traditionally carry out this service.

BACKGROUND

The Town utilize the services of a professional armored courier service for the transportation of deposits between the civic centre and the bank. The courier will also pick up the deposits at the various Town sites outside the Civic centre. This will ensure the highest level of control and security in transporting deposits to the bank as well as ensuring the safety of Town staff.

In 2007, the Town awarded a contract for armored cargo services to Avero Security Inc. In late 2009 Avero Security Inc. informed the Town that they had gone into bankruptcy and that alternative arrangements would be required for the armored cargo services. Subsequently this request for quotation was released to the market to obtain pricing for armored cargo service at the Civic Centre and various Town sites.

BID INFORMATION

Advertised	ETN
Bids closed on	January 15, 2010
Number picking up bid documents	4
Number responding to bid	3

PRICE SUMMARY

Suppliers	Price exclusive of GST *
Inkas Security Services Ltd.	$ 57,057.84
Garda Cash-in-transit	$ 74,016.00
G4S Cash Solutions Inc.	$ 77,557.92

* The pricing identified in the price summary is based on a two (2) year term as identified in the bid document.

294-Q-09 Armoured Cargo Services Page 2 of 2

FINANCIAL CONSIDERATIONS

The financial consideration below includes HST (1.76% net of rebate) for purchases made after June 30, 2010, based on the estimated monthly costs provided by Purchasing staff.

STAFF AWARD REPORT Page 1 of 2

To:	Andy Taylor, Commissioner of Corporate Services
Re:	156-S-10 Elections 2010 Communications Plan
Date:	July 14, 2010
Prepared by:	Andrew Brouwer, Deputy Clerk, Ext. 8220

PURPOSE

To obtain approval to contract with Delvinia Interactive for the development of a new proposal in support of the 2010 Municipal Elections Communication Plan.

RECOMMENDATION

Recommended Supplier	Delvinia Interactive Inc. (Preferred Supplier)
Current Budget Available	$ 1,039,998.00	86-2700-850 (Elections Reserve)
Less cost of award	$ 45,792.00	Inclusive of HST Impact
Budget Remaining after this award	$ 994,206.00	*

*The remaining balance in the amount of $994,206.00 will be applied to preparation of the 2010 Municipal Election

Staff further recommends:

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (1) (a) which states “where it necessary or in the best interests of the Town to acquire 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

In March 2010, Staff approved a preferred supplier award (095-S-10) to Delvinia for support of the 2010 election communication plan for $35,000. This award (095-S-10) for the election communication plan included preparation of creative for marketing collateral, development of a social media strategy and 2006 ‘markhamvote.ca’ website optimization and technical development required for integration with 2010 website. This work is underway to the satisfaction of staff.

In the interim, having reflected on the scope and impact of the work in award 095-S-10, Delvinia prepared a proposal for a broader voter engagement campaign which includes the development of new work including video, print and other marketing creative for distribution through social media, newspapers, print advertisements and other collateral. The new proposal also includes development of the technical architecture required to build social media websites involved in the campaign (e.g., Facebook). With the theme “Do it Yourself, Markham,” the new campaign provokes voters to think about why they should vote and about the services of the Town relevant to the importance of voting.

This award (156-S-10) is a unique and separate scope of work from the initial phase (095-S-10), but can be conceived as part of the overall communications plan supporting the 2010 Election.

OPTIONS/DISCUSSIONS

In 2003 and 2006, the Clerk’s Department partnered with Delvinia Interactive Inc. to produce a comprehensive communication plan and an interactive website to promote the Town of Markham’s Municipal Elections. The purpose and objectives of the plan was to develop a positive public interest and awareness in the election process by educating citizens about ”How to vote”; encourage citizens to participate more in their local government; encourage people to vote early and use internet voting; increase voter turnout during the Early Voting period; performance tracking to study effectiveness of Internet voting; measure effectiveness of online and off line tactics for communicating the election process and to gain a better understanding of voters’ profile and needs for future elections. Staff plans to develop a similar program of public interest and awareness for the 2010 Municipal Election, which the second scope of work continues to support.

The Clerk’s Department and Delvinia were very successful in achieving their goals in previous municipal elections. In 2004, Delvinia and the Town of Markham received awards for the Communication Plan and research associated with it. The Town won the E.A. Danby Award, presented by the Association of Municipal Clerks, Managers and Treasurers of Ontario, recognizing the outstanding performance improvement through innovative practices and Delvinia received an award from CANARIE Inc.(Federally funded project program) for their research and develop of broadband technologies and tools that facilitate the creation and use of broadband content.

156-S-10 Election 2010 Communication Plan Scope of Work Increase Page 2 of 2

OPTIONS/DISCUSSIONS (Continued)

In 2007, partnership with Delvinia, launched “Click with Markham”, a multi-media, online experience offering Town residents an opportunity to make their opinions count during Council’s strategic planning process. Through this process, more than 3,600 people who live or work in Markham responded during Click with Markham’s innovative on-line review and questionnaire. The results of Click with Markham, in December 2007, indicated support for Council’s six strategic areas of focus - growth, transportation, environment, parks, recreation, culture, libraries and public safety, municipal services and diversity.

In 2008, Council approved the six strategic areas of focus including the corresponding issue statements, action plans and phasing targets for each of the six strategic areas of focus. The issue statement, action plans and phasing targets for the environment informed and guided the Green Print process, one of the action plans under the environment as a strategic priority. In order to optimize the use of the Click with Markham multi-media platform, staff recommended using Delvinia Interactive Inc., the company that created the Click with Markham platform, to build on the interactive, online experience for public consultation.

Staff recommends that the new proposal from Delvinia Interactive, Inc. be approved to support the 2010 Election Communication Plan given the firm’s unique experience in previous elections and other initiatives undertaken for Markham relative to new media.

FINANCIAL CONSIDERATIONS

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	070-T-10 Sidewalk Construction Program on Regional Roads
Date:	June 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 Yonge Street, Woodbine Avenue and McCowan Road.

RECOMMENDATION

Recommended Supplier	Vaughan Paving Ltd. (Lowest Priced Supplier)
Current Budget Available	$ 1,238,932.18	083-6150-7752-005 Sidewalk Requests
Less cost of award	$ 508,167.61 $ 76,225.14 $ 584,392.75* $ 43,829.46 $ 628,222.21	Sidewalk Construction (Inclusive of HST) Contingency (15%) Total award (Inclusive of HST) Engineering Dept Project Management Fees 7.5 %) Total Project Cost (Including HST)
Budget remaining after this award	$ 610,709.97	**

* 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 2008 Sidewalk Program and includes the following areas:

· Woodbine Ave (West) north of Highway 7 to the bridge north of Hooper Road

• McCowan Road (East) Bur Oak Ave to Major MacKenzie Drive
• McCowan Road (West) Bur Oak Ave to north of Castlemore Ave
• Yonge Street (East) Langstaff Road east to Highway 407 exit ramp

These sidewalks could not be constructed earlier due to design and property issues. Through this award approximately 3.0 km of sidewalk will be constructed.

There is an additional 13km of sidewalks scheduled to be constructed in 2010. The construction tender for 8.0km of sidewalk (9^th Line, 16^th Avenue, Kennedy Rd, Woodbine Ave, Don Mills Rd, Hwy 7, Esna Park Dr and 12 Courtfield Crescent) has been already released and closed on June 23. The contract is expected to be awarded in July. The remaining 5.0km sidewalk (Denison St, Esna Park Dr, Alden Rd, Old Kennedy Rd & 16^th Avenue) is currently being designed and the construction tender will is expected to be released in August upon completion of the design work.

BID INFORMATION

Advertised	ETN
Bid closed on	May 5, 2010
Number picking up bid documents	23
Number responding to bid	6

070-T-10 Sidewalk Construction Program on Regional Roads Page 2 of 2

PRICE SUMMARY

Suppliers	Bid Price (Inclusive of HST)*
Vaughan Paving Ltd.	$508,167.61
Aloia Bros. Concrete	$523,630.91
Midome Construction Services	$622,932.13
Nuroad Construction Ltd.	$625,945.70
Brennan Paving & Construction	$680,754.98
Trisan Construction	$727,003.06

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

STAFF AWARD REPORT Page 1 of 2

To:	Jim Baird, Commissioner, Development Services
Re:	138-T-10 Rouge River Erosion Restoration Adjacent to 4261 Highway 7
Date:	July 13, 2010
Prepared by:	Nehal Azmy, Senior Capital Works Engineer, ext. 2197 Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the contract for the Rouge River erosion restoration adjacent to 4261 Highway 7.

RECOMMENDATION

Recommended Supplier	R&M Construction. (Lowest Priced Supplier)
Current Budget Available	$ 872,000.00	640-101-5399-10047 Other Contracted Services
Less cost of award	$ 130,730.05 $ 19,609.51 $ 150,339.56 $ 18,040.75 $ 168,380.30	Inclusive of HST Contingency (15%) Total Award Internal Management Fees (12%) Total Project Costs
Budget Remaining after this award	$ 703,619.70	*

*Budget remaining will be used for other erosion restorations as budgeted for within this account.

BACKGROUND

A study for Markham Watercourse Erosion Restoration Implementation Plan was undertaken along with the Municipal Class Environmental Assessment process to establish existing and potential future erosion conditions in the Town’s watercourses and to identify potential restoration strategies. There are sixteen (16) of projects that have been completed or are currently underway. The next project to be completed is along Rouge River erosion restoration that is adjacent to 4261 Highway 7 (as per attached map).

The work to be done under this contract includes:

· Installation and restoration of a temporary construction access via Enterprise Blvd

· Removal of existing damaged pedestrian bridge and pilings

· Restoration of channel bed

· Reshaping, stabilization and planting of channel banks

BID INFORMATION

Advertised	ETN
Bids closed on	June 25, 2010
Number picking up bid documents	14
Number responding to bid	8

PRICE SUMMARY

Suppliers	Price Inclusive of HST
R & M Construction	$130,730.05
Dynex Construction Ltd.	$141,986.24
Sartor & Susin (1990) Limited	$159,686.88
Cedar Springs Landscape Group Ltd.	$198,498.91
Alcam Excavating Limited	$235,004.54
Wilson Contracting Limited	$240,255.36
Elirpa Construction & Materials Ltd.	$383,479.61
Blackstone Paving & Construction Limited	$467,521.06

138-T-10 Rouge River Erosion Restoration Adjacent to 4261 Highway 7 Page 2 of 2

ENVIRONMENTAL CONSIDERATIONS

The Toronto and Region Conservation Authority (TRCA) was consulted during the detailed design stage of this project and a permit has been granted by TRCA to undertake the proposed work within the Rouge River watershed. The restoration improves the condition of the existing watercourses, fish habitat and reduces the risk of flooding.

STAFF AWARD REPORT Page 1 of 2

To:	Brenda Librecz, Acting Chief Administrative Officer
Re:	071-T-10 Sidewalk Construction Program on Regional Roads
Date:	July 7, 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 Kennedy Road, 9^th Line, Woodbine Avenue, Esna Park Drive, Don Mills Road, 16^th Avenue, Courtfield Crescent and Highway 7.

RECOMMENDATION

Recommended Supplier	Maple Crete Inc. ( Lowest Priced Supplier)
Current Budget Available	$ 1,695,790.75 $ 1,347,908.78	083-5350-10057-005 Sidewalk Requests 083-5350-9302-005 Sidewalk Requests
Less cost of award	$ 1,235,569.41 $ 185,335.41 $ 1,420,904.82* $ 106,567.86 $ 1,527,472.68	Sidewalk Construction (Inclusive of HST) Contingency (15%) Total award (Inclusive of HST) Engineering Dept Project Management Fees 7.5 %) Total Project Cost (Including HST)
Budget remaining after this award	$ 1,516,226.85 $ 0.00	083-5350-10057-005 ** 083-5350-9302.005

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

** 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:

· Kennedy Road (East) Duffield Drive to Helen Avenue

• Kennedy Road (East) Unionville Gate to Castan Avenue
• Kennedy Road (West) Denby Court to 16^th Avenue
• 9^th Line (East) Bur Oak Avenue to Donald Cousens Parkway
• Woodbine Avenue (East) 14^th Avenue to Yorktech Road
• Esna Park Drive (North) Woodbine Avenue to Alden Road
• Don Mills Road (East) Simonston Boulevard to Simonston Boulevard
• 16^th Avenue (North) 6160 16^th Avenue to Williamson Road
• 12 Courtfield Crescent
• Highway 7 (North) Kennedy Road to Bullock Drive

Through this award approximately 8.0 km of sidewalk will be constructed.

There is an additional 5 km of sidewalks scheduled to be constructed in 2010 (Denison St, Esna Park Dr, Alden Rd, Old Kennedy Rd & 16^th Avenue). The design work has been completed and the tender will be released in August.

071-T-10 Sidewalk Construction Program on Regional Roads Page 2 of 2

BID INFORMATION

Advertised	ETN
Bid closed on	June 23, 2010
Number picking up bid documents	9
Number responding to bid	4

DETAILED PRICING INFORMATION

Suppliers	Bid Price (Inclusive of HST)*
Maple Crete Inc.	$1,235,569.41
Aloia Bros. Concrete	$1,632,018.33
Bennington Construction Ltd.	$1,643,005.77
Miwel Construction Ltd.	$2,293,881.74

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

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

STAFF AWARD REPORT Page 1 of 2

To:	Andy Taylor, Acting Chief Administrative Officer
Re:	142-T-10 Construction of Berczy Community Park - South
Date:	July 12, 2010
Prepared by:	Linda Irvine, Manager Parks and Open Space, Ext. 2120 Tony Casale, Senior Buyer, Ext. 3190

PURPOSE

To obtain approval to award the contract for the construction of Berczy Community Park - South.

RECOMMENDATION

Recommended Supplier	Cambium Site Contracting Inc. (Lowest Priced Supplier)
Current Budget Available	$ 2,661,933.70	081-5350-9352-005 Berczy Park South Final
Less: Cost of Award	$ 1,960,242.57 $ 294,036.39 $ 2,254,278.96 $ 202,885.11 $ 2,457,164.07	Inclusive of HST Contingency@ 15% * Sub Total Internal Management Fee @ 9% Total Project Cost
Budget Remaining after this award	$ 204,769.63	**

* Due to the nature of the site conditions (existing park facilities and soil conditions associated with the pre-cut and fill activities) and the possible requirement of sub consultant(s) i.e. Geo technical, staff anticipate a higher than typical contingency during construction of this project.

* * Upon payment of all invoices associated with this project, any remaining funds will be returned to the original funding source.

BACKGROUND

Berczy Park is a 65 acre park bounded by Castlemore Avenue, Glenbrook Drive, Wilfred Murison and The Bridle Walk in the heart of the Berczy Community. This large community park has been constructed in a number of phases including the first phase north of Bur Oak Avenue, the second phase south of Bur Oak Avenue, and now this 5 acre phase at the north east corner of The Bridle Walk and Wilfred Murison Avenue. This work will complete the land development aspects of this community park. Future phases will include construction of a maintenance building, park pavilion with washrooms and a children’s water play.

The scope of work includes but is not limited to site servicing, rough grading, fill removal, sub-grade preparation, asphalt and concrete paving, playground with concrete curb and play sand, steel shade trellis, fencing, irrigation, lighting, planting, sodding and park furniture installation.

Facilities to be constructed include a soccer field, tennis courts, basketball courts; skate park feature, existing playground expansion, parking lot, circuitous pathways and open lawn areas. The project is to begin construction in the summer of 2010 and the park is to be completed by the end of summer in 2011.

BID INFORMATION

Advertised	ETN (Electronic Tendering Network)
Bids closed on	July 07, 2010
Number picking up bid documents	16
Number responding to bid	09

142-T-10 Construction of Berczy Community Park - South Page 2 of 2_

DETAILED PRICING INFORMATION

Suppliers	Price (Inclusive of HST)
Cambium Site Contracting Inc.	$ 1,960,242.57
Oak Site Preparation Inc.	$ 2,060,740.74
Bruce Wilson Landscaping Ltd.	$ 2,197,493.82
Wyndale Paving Co. Ltd.	$ 2,268,983.00
Mopal Construction Limited	$ 2,297,532.96
Gateman Milloy Inc.	$ 2,426,901.63
Forest Ridge Landscaping Inc.	$ 2,476,961,06
Hermanns Contracting	$ 2,863,006.21
Royal Crest Paving & Construction Ltd.	$ 3,010,915.58

FINANCIAL CONSIDERATIONS

Original Budget	$ 2,666,100.00
Budget Available	$ 2,661,933.70
Award – Inclusive of HST	$ 1,960,242.57
Contingency @ 15% - inclusive of HST	$ 294,036.39
Capital Administration Fees	$ 202,885.11
Budget Remaining	$ 204,769.63

STAFF AWARD REPORT

To:	John Livey, Chief Administrative Officer
Re:	127-T-10 Box Grove Neighbourhood Park Construction
Date:	July 21, 2010
Prepared by:	Linda Irvine, Manager Parks and Open Space, Ext. 2120 Patti Malone, Senior Buyer, Ext. 2239

PURPOSE

To obtain approval to award the contract for the construction of Box Grove South Village Neighborhood Park.

RECOMMENDATION

Recommended Supplier	Bruce Wilson Landscaping Limited (Lowest Priced Supplier)
Current Budget Available	$ 1,035,500.00	081-5350-9089-005 Box Grove S Park Const
Less: Cost of Award	$ 808,637.26 $ 121,295.59 $ 929,932.85 $ 83,693.96 $ 1,013,626.81	Inclusive of HST Contingency: Design and Construction (15%)* Total Award Internal Management Fee @ 9% Total Project Cost
Budget Remaining after this award	$ 21,873.19	**

*Staff anticipate that a higher than typical level of contingency (15%) may be required during construction of this project. (i.e. Gazebo may require an increase in steel posts, depth of post, footing and additional rebar after structural engineer certifies the structure).

**Upon payment of all invoices associated with this project, any remaining funds will be returned to the original funding source.

BACKGROUND

The Box Grove South Village Neighborhood Park is comprised of two parcels: one is located generally between Riverwalk Drive and Nutmeg Street, and the other is located adjacent to Fieldside Street. David Suzuki School is located between these two parcels. The largest parcel is 4.8 acres (1.95 ha) and the smallest parcel is 0.93 acres (0.37 ha) . The scope of work in this contract includes, grading, planting, sodding, irrigation, a play area, a shade structure (gazebo), soccer field, electrical, concrete, asphalt, unit pavers and park furniture installation. This project is to begin construction in August 2010 and be completed by the end of 2010.

BID INFORMATION

Advertised	ETN (Electronic Tendering Network)
Bids closed on	July 07, 2010
Number picking up bid documents	10
Number responding to bid	2

Purchasing received feedback from a Four (4) companies who picked up the bid document but did not provide a submission due to current work load that they currently have.

DETAILED PRICING INFORMATION

Suppliers	Price (Inclusive of HST)
Bruce Wilson Landscaping Limited	$ 808,637.26
Royal Crest Paving	$1,641,625.90

The low bid price is 8% lower than the consultants cost estimate and in reviewing past bids the price demonstrates comparable pricing in various areas of the scope of work. In reviewing Royal Crest Paving bid, it was evident they mispriced one component (removal of existing material was $700k higher than the low bid price and the estimate from the consultant).

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	009-R-10 Detailed Design of the 2010 Sidewalk Program
Date:	May 17, 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 detail design and construction administration of the 2010 Sidewalk Program in the following areas: (14^h Ave, Woodbine Ave, 16^th Ave, Major MacKenzie Dr, Bayview Ave, YMCA Blvd, Steelcase Rd, Torbay Rd, Ferrier St, Gibson Dr, Hood Rd, McPherson St, Anderson Ave & Victoria Park Ave)

RECOMMENDATION

Recommended Supplier	Cole Engineering Group Ltd (Highest Ranked / Lowest Priced Supplier)
Current Budget Available	$ 1,355,171.39	083-6150-7752-005 Sidewalk Requests
Less cost of award	$ 71,425.34 $ 31,428.58 $ 15,428.00 $ 118,281.92 $ 8,871.00 $ 127,529.92	Design & Tender Preparation (Inclusive of HST) Contract Adm & Geotechnical (Inclusive of HST) Contingency (15%) Total award (Inclusive of HST) Internal Department Management Fee 7.5 % Total Project Cost
Budget remaining after this award	$ 1,227,641.47

* The remaining balance of funds will be used for construction work that will be tendered in 2010 as budgeted for within this account.

Note: The roads identified within this report where included in the 2010 section as outlined in Engineering’s 5 year plan taken to Council on March 2010.

BACKGROUND

The Engineering department administers sidewalk construction with funding from the Town Wide Hard Development Charges (DC) Reserve. 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. The proposed award is part of the 2010 Sidewalk Program and includes 14^h Ave, Woodbine Ave, 16^th Ave, Major MacKenzie Dr, Bayview Ave, YMCA Blvd, Steelcase Rd, Torbay Rd, Ferrier St, Gibson Dr, Hood Rd, McPherson St, Anderson Ave & Victoria Park Ave. Through this award approximately (i.e. ±8.0 kilometres) of sidewalk will be designed and the construction administration work will be performed.

This staff award report includes the design for sidewalks within the Regional and local roads and is scheduled to be tendered and constructed in late 2010 or early spring 2011.

BID INFORMATION

Advertised	ETN
Tender closed on	March 26, 2010
Number picking up documents	6
Number responding to bid	4

009-R-10 Detailed Design of the 2010 Sidewalk Program Page 2 of 2

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: 20% for past experience of consulting firm, 20% for understanding of the project, 20% for qualifications and experience of the project manager and project team, 5% for project scheduling and methodology and 5% for health and safety and 30% for price, totaling 100%, with resulting scores as follows:

Suppliers	Score (out of 100)	Ranking
Cole Engineering Group Ltd.	92.5%	1
Wardrop Engineering Inc.	78.19%	2
Counterpoint Engineering	74.27%	3
Masongsong Associates	69.10%	4

Prices ranged from $102,853.92 - $180,775.11 (Inclusive of HST) for these submissions.

Cole Engineering was the lowest priced bidder and submitted the second most technically proficient proposal, highlighting the detail design constraints of each proposed sidewalk location. In addition, Cole has completed multiple projects of similar size and value in the past. The bids have been verified for accuracy and compliance with the RFP terms and conditions. Purchasing has reviewed the references of the Cole Engineering Group Ltd. and is satisfied with these recommendations of references.

STAFF AWARD REPORT Page 1 of 2

To:	Jim Baird, Commissioner, Development Services
Re:	076-R-10 Aitken Circle SWM Pond Retrofit
Date:	June 14, 2010
Prepared by:	Dale MacKenzie, Senior Capital Works Engineer. Ext: 4055 Robert Slater, Senior Construction Buyer. Ext: 3189

PURPOSE

The purpose of this report is to obtain approval to award a contract for the “Aitken Circle Storm Water Management Pond Retrofit Design”.

RECOMMENDATION

Recommended Supplier	AECOM (Highest Ranked and Lowest Priced Supplier)
Current Budget Available	$ 482,000.00	640-101-5699-9295 SWM Pond Retrofit
Less cost of award	$ 58,959.74 $ 9,000.00 $ 67,959.74 $ 8,155.17 $ 76,114.91	Design and C.A. Services (Inclusive of HST) Contingency (Inclusive of HST) Total Award (Inclusive of HST) Internal Department Management fee (12%) Total Project Cost
Budget Remaining after this award	$ 405,885.09	*

* The remaining funding will be used for the reconstruction of the Storm Water Management Pond.

BACKGROUND

The Region of York is required to complete environmental improvements related to the 16^th Avenue Truck Sewer project to comply with Minister’s conditions dated October 1, 2004. To meet these requirements the Region of York and the Town of Markham began the 16^th Avenue Environmental Improvement Initiative in 2008 and the Funding Agreements have recently been finalized. There are three projects associated with this Environmental Improvement Initiative as noted below:

• Aitken Circle SWM Pond Retrofit ( South of 16^th Avenue and West of Aitken Circle);
• Thermal Cooling of Three SWM Ponds in the Wismer Commons Valley Lands (North of 16^th Avenue and East of Roy Rainey Avenue);
• Tannery Pond Restoration (North of Highway 7 and west of Highway 48).

Fifty percent (50%) of the cost of this project will be funded by the Region of York.

Of these three projects, a Request for Proposal was issued recently for the Detailed Design of the Aitken Circle SWM Pond Retrofit and the results of this RFP are provided below:

BID INFORMATION

Advertised	ETN
Bids Closed on	April 14th, 2010
Number picking up documents	23
Number responding to bid	9*

*Submissions from three consultants were rejected as non-compliant as incorrect bid forms were used and in two cases it was not possible to ascertain the correct bid price. Consequently, their submissions did not meet the requirements stipulated in the Bid documents.

076-R-10 Design and C.A. Services for the Reconstruction of the Aitken Circle SWM Pond Page 2 of 2

Proposal evaluation

The evaluation team comprised staff from the Engineering Department with a member from the Purchasing Department acting as a facilitator. The evaluation was based on pre-established criteria as listed in the Request for Proposal: 20%

for past experience of Consulting Firm, 20% for qualifications of the Lead Consultant and Project Team, 30% Project delivery and 30% Price, totalling 100% with resulting scores as follows:

Suppliers	Score (Out of 100 Points)	Ranking
AECOM Canada Ltd.	90.20	1
Genivar Consultants LP	75.64	2
Cole Engineering Group Ltd.	71.37	3
Delcan Corporation	71.25	4
Valdor Engineering Inc.	54.93	5
Masongsong Associates Engineering Limited	47.77	6

Prices ranged from $58,959.74 to $100,030.08 (Inclusive of HST) for these submissions.

AECOM Canada Ltd. submitted the most technically qualified proposal with a good understanding of the project and considerable experience in related projects to the one identified in this RFP. Additionally, they were the lowest priced bidder and as such, they achieved the highest mark in the price scoring for evaluation. The bids have been verified for accuracy and compliance with the RFP terms and conditions. Purchasing has reviewed the references of the recommended proponent and is satisfied with the references provided.

STAFF AWARD REPORT Page 1 of 2

To:	Jim Baird, Commissioner, Development Services
Re:	065-R-10 Reesor Road Bridge Rehabilitation Design
Date:	June 1, 2010
Prepared by:	Dale MacKenzie, Senior Capital Works Engineer. Ext: 4055 Robert Slater, Senior Construction Buyer. Ext: 3189

PURPOSE

The purpose of this report is to obtain approval to award a contract for the “Reesor Road Bridge Rehabilitation Design”.

RECOMMENDATION

Recommended Supplier	Planmac Inc. (Highest Ranked/Second Lowest Priced Supplier)
Current Budget Available	$ 376,683.95	058-6150-8461-005 Design Services Reesor Road
Less cost of award	$ 89,019.65 $ 10,000.00 $ 99,019.65 $ 11,882.36 $ 110,902.01	Design and C.A. Services (Inclusive of HST)* Contingency (10%) Total Award (Inclusive of HST) Internal Department Management fee (12%) Total Project Cost
Budget Remaining after this award	$ 265,781.94	**

Note: The award amounts are increased by 1.76% to reflect the impact of HST

* The award amount of $89,019.65 includes the following:

· $52,386.05 – Preliminary and Detailed Design

· $36,633.60 – 3 months ($12,211.20 per month) on construction administration / Inspection

** The remaining funding will be used for the construction repairs required for the Reesor Road Bridge as budgeted for within this account.

BACKGROUND

The existing Reesor Road Bridge located approximately 800m south of 14^th Avenue was constructed in 1965 to allow for access across the Little Rouge Creek. This bridge has a clear span of 18.6m and an overall width of 11.65m. The pavement width is 9.0m and a sidewalk is on one side of the bridge deck.

This bridge was inspected in 2006 and again in 2008 where it was recommended to make repairs as listed in the Detailed Bridge Deck Condition Survey – Reesor Road Bridge Structure No. B13, dated July 31, 2008. To complete this work, detailed design drawings and evaluation of the bridge is required.

A Request for Proposal was issued for the Detailed Design for the Rehabilitation of the Reesor Road Bridge and the results of this proposal call are provided below:

BID INFORMATION

Advertised	ETN
Bids Closed on	March 10, 2010
Number picking up documents	28
Number responding to bid	5

065-R-10 Design and Contract Administration Services for the Rehabilitation of the Reesor

Road Bridge Page 2 of 2

Proposal evaluation

The evaluation team comprised staff from the Engineering Department with a member from the Purchasing Department acting as a facilitator. The evaluation was based on pre-established criteria as listed in the Request for Proposal: 20% for past experience of Consulting Firm, 20% for qualifications of the Lead Consultant and Project Team, 30% Project delivery and 30% Price, totalling 100% with resulting scores as follows:

Suppliers	Score (Out of 100 Points)	Ranking
Planmac Inc.	89	1
Construction Control	68	2
Aecom	65	3
SNC Lavelin Inc.	65	4
Trow Associates Inc.	57	5

Prices ranged from $70,466.26 to $259,625.38 (Inclusive of HST) for these submissions.

Planmac Inc. submitted the most technically qualified proposal and was the second lowest priced bidder. Planmac’s proposal included all of the required information. Also, the Town has experience working with Planmac Inc. and has no issues working with this firm on this project. The bids have been verified for accuracy and compliance with the RFP terms and conditions. Purchasing has reviewed the references of the recommended proponent and is satisfied with the references provided.

STAFF AWARD REPORT Page 1 of 2

To:	John Livey, Chief Administrative Officer
Re:	016-R-10 Storm Water Management Pond Cleanup
Date:	August 4, 2010
Prepared by:	Alberto S. Lim, Capital Works Engineer. Ext: 2860 Robert Slater, Senior Construction Buyer. Ext: 3189

RECOMMENDATION:

Recommended Supplier	Stantec Consulting Ltd. - (Highest Ranked / 4^th lowest priced supplier)
Original Budget and Account #	$ 455,000.00	056-6150-8445-005 (Pond ID # 4)
	$ 500,000.00	058-6150-9241-005 (Pond ID #8)
	$ 530,000.00	056-6150-8358-005 (Pond ID #44)
	$ 421,500.00	056-6150-8359-005 (Glynnwood Pond)
	$ 1,906,318.72	Total
Less cost of Award	$ 132,796.80	Consultation Fee (Including HST)
	$ 13,279.68	Contingency (10%)
	$ 146,076.48	Total this award (Including HST)
	$ 17,529.18	Engineering Dept. Project Management Fee (12.0%)
	$ 163,605.66	Total Project Cost*
Budget Remaining after this award	$ 1,742,713.06

* Total project cost to be allocated equally ($40,901.41) to each account.

PURPOSE:

To obtain approval to award the contract for consulting work in the clean-up of four (4) Town of Markham ponds storm water management (SWM) ponds.

BACKGROUND:

The Town of Markham requested proposals from qualified individuals or companies to carry out the design of sediment removal and cleanup of four (4) SWM ponds, the preparation of the specifications and tender documents for each SWM pond and the contract administration for all four SWM pond cleanup operations. The objective of the sediment removal is to restore the treatment capacity, that is, the water retention volume, of each SWM pond to its original design capacity with considerations to bank stability, obstructions and site conditions.

The following are the four SWM ponds that require cleanup operation:

Pond ID	Pond Name	Location	Cleanup Requirements
ID # 4	Buttonville Pond	N. of 16^th Avenue, E. of Woodbine Ave	Sediment removal and debris cleanup
ID # 8	Markville Centre	S. of Austin Drive, N. of Hwy. No. 7, E. of Kennedy Road	Sediment removal, debris cleanup and fix broken fence and worn out baffle blocks
ID # 44	Bridlewood Pond	S. of Austin Drive, N. of Hwy. No. 7, W. of Bullock Drive	Sediment removal and debris cleanup
Glynnwood Pond	Glynnwood Pond	Glynnwood Residence and Shouldice Hospital, W. of Bayview Ave., N. of John St.	Sediment removal and debris cleanup; Restoration of eroded forebay banks and pond shoreline.

BID INFORMATION

Advertised	Electronic Tendering Network
Bids Closed on	April 26, 2010
Number picking up bid documents	18
Number responding to bid	8

016-R-10 Storm Water Management Pond Cleanup Page 2 of 2

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: 30% price, 20% Experience of Firm and Related Projects, 20% Understanding of Project, 20% Qualifications of Consultant and Team, 5% Methodology, and 5% Health and Safety Policy, totaling 100%, with resulting scores as follows:

Suppliers	Total (100%)	Ranking
Stantec Consulting Ltd.	83.43	1
Genivar Consultants	82.16	2
Aquafor Beech Ltd.	81.63	3
Calder Engineering	76.41	4
Aecom Canada Ltd.	72.84	5
Cole Engineering	67.27	6
SCS Consulting Group	59.67	7
Masongsong Associates	47.50	8
SCS Consulting Group	59.67	7

Note: The prices ranged from $111,925 to $305,000

Stantec gained strong evaluation marks in Experience of Firm and Related Projects, the Understanding of the Project and the Qualifications of Consultant and Team. Stantec Consulting Ltd. demonstrated in their proposal their extensive experience with SWM Pond cleanups and Sediment Removal projects within the GTA, and in particular, in the Town of Markham with all the subdivision developments that they have designed and administrated the construction contract in the past few years. In addition, Stantec Consulting Ltd. listed in their proposal that team members assigned to this project are well-qualified individuals with strong academic backgrounds and wide-ranging technical skills. It is a well-balanced team that will cover all aspects of this project from design coordination, drawing and tender preparation, contract administration and consecution inspection.

Stantec Consulting Ltd. (Stantec) provided the 4^th lowest price ($20,871.80 higher than low bid) bid amongst all bidders; however, their bid scored higher by 7 points for technical merit (63 points vs 56 points) compared to the 2^nd ranked technical bidder that enabled their selection.

Based on the above, Staff recommends awarding the contract to Stantec Consulting Ltd

STAFF AWARD REPORT

To:	Jim Baird, Commissioner, Development Services
Re:	169-S-10 John Street – GO Station Feasibility Study
Date:	June 9, 2010
Prepared by:	Alan Brown, Director, Engineering Ext. 7507 Alex Moore, Manager, Purchasing Ext. 4711

PURPOSE

To obtain approval to issue a Purchase order to GO Transit (Metrolinx) for the hiring of a consultant to undertake a feasibility study for a future GO station in the John Street / Green Lane Area.

RECOMMENDATION

Recommended Supplier	GO Transit (Metrolinx) (Preferred Supplier)
Current Budget Available	$ 367,502.00	640-101-5699-7640 Engineering Studies
Less cost of award	$ 50,000.00	Inclusive of HST *
Budget Remaining after this award	$ 317,502.00

*The cost of award represents 50% of the estimated cost of this feasibility study. It has been agreed that both Markham and GO Transit would jointly fund a feasibility study to an upset limit of $100,000 on a 50/50 basis and managed by GO Transit..

Staff recommends:

Tenders, Request for Proposals and Request for Quotations may not be required for goods and services in accordance with Purchasing By-Law 2004-341, Part II, Section 7.2: (c) when provided by any of the following: Provincial and Federal government agencies or Crown Corporations;

BACKGROUND

Town of Markham comments on the recent Metrolinx Transportation Plan included a request that Metrolinx and Go Transit consider a GO Commuter Rail Station on the Richmond Hill Line at John Street in Thornhill. Town staff, Mayor Frank Scarpitti and Councillor Erin Shapero met Gary McNeil of GO Transit on June 3, 2010 as noted in the attachment.

Although a John Street Station isn’t in GO Transit’s foreseeable capital program future for next 15 – 25 yrs, GO and Town has agreed to fund 50% of the cost to undertake a feasibility study to review the following:

Ø The need / Justification for a station

Ø Interim and ultimate station requirements

Ø Property requirements

Ø Cost estimates

STAFF AWARD REPORT

To:	John Livey, Chief Administrative Officer
Re:	164-S-10 The Design & Construction Administration Services for the Restoration of Erosion Site at 19 Rouge River Circle
Date:	September 3, 2010
Prepared by:	Nehal Azmy, Senior Capital Works Engineer, Engineering Department. Ext: 2197 Robert Slater, Senior Construction Buyer, Purchasing Department. Ext: 3189

PURPOSE

To obtain approval to award the Design & Construction Administration Services for the Restoration of Erosion Site at 19 Rouge River Circle

RECOMMENDATION

Recommended Supplier	Cole Engineering (Preferred Supplier)
Current Budget Available	$ 553,303.08	640-101-5699-8377
Less cost of award	$ 52,395.14 $ 7,859.27 $ 60,254.41 $ 3,615.26 $ 63,869.67	Inclusive of HST * Contingency (15%) Total Award Internal Management Fees (6%) Total Project Costs
Budget Remaining after this award	$ 489,433.41	*

* The award includes fees to apply for permit to take water to be submitted to the Ministry of Environment.

**Budget remaining will be used for other erosion restorations as budgeted for within this account

Staff further recommends:

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

BACKGROUND

On December 2009, the Town retained Cole Engineering as the successful consultant under Request for Proposal nos: 269-R-09 and 285-R-09 ( Highest ranked / lowest priced bidder for both) to complete design and construction administration services for the Restoration of seven Erosion Sites along the East Don River, the Rouge River, German Mills Creek, Mount Joy Creek and Pomona Mills Creek. All sites included as part of this project were identified as priority erosion sites within the Erosion Restoration Implementation Plan Class EA conducted by Aquafor Beech on behalf of the Town in 2006 and the addendum to the Class EA study completed in 2009.

The Town has been recently been alerted to another priority erosion site located at 19 Rouge River Circle. The Town and TRCA have met with the owners of 19 Rouge River Circle on site and have identified that this project should proceed with implementation, based on the active erosion and risk to private property.

Significant efficiencies can be realized by retaining Cole Engineering to provide Design and Construction Administration Services for Rouge River Circle as they are currently retained by the Town to complete similar work on seven (7) other sites. Cole Engineering’s familiarity with the required approval processes (dealing with private property owners and other approval agencies) will provide high level of efficiency in delivering this project within tight timelines. In addition Cole Engineering is very familiar with this project in particular as they have reviewed the site and discussed all the requirements with the TRCA and the Town.

The negotiated price with Cole Engineering for this scope of work is comparable with the prices it quoted under 269-R-09 and 285-R-09 and lesser than comparable prices from four other consultants. The price from the other consultants for the similar scope ranged between $54,000 to $67,000 whereas the price negotiated with Cole Engineering is $39,037.88 + $7,329.50 (permit fees) for a total price of $46,367.38 and plus HST.

Cole Engineering also have the ability to reduce the number of meetings as they can be merged with the meetings for the other sites and reduce the contract administration cost by reducing the hours required for inspection without impacting the quality of work.

STAFF AWARD REPORT

To:	Brenda Librecz, Acting Chief Administrative Officer
Re:	195-S-10 Richmond Hill/Langstaff Gateway Mobility Hub and Transit Alternative
Date:	August 4, 2010
Prepared by:	Alan Brown, Director, Engineering Ext. 7507 Alex Moore, Manager, Purchasing Ext. 4711

PURPOSE

To obtain approval to issue a Purchase order to Arup Consultant to undertake a study for the Richmond Hill/ Langstaff Gateway Mobility Hub and Transit Alternative as directed by Council on May 11, 2010.

RECOMMENDATION

Recommended Supplier	ARUP Consultants (Preferred Supplier)
Current Budget Available	$ 50,880.00	Letter of Credit *
Less cost of award	$ 50,880.00	Total award (Inclusive of HST)
Budget Remaining after this award	$ 0.00

*Condor and Angus Glen developers have committed to fund the full amount of this project study

Staff recommends:

Tenders, Request for Proposals and Request for Quotations may not be required for goods and services in accordance with Purchasing By-Law 2004-341, Part II, Section 7.1: (d) where a project is privately funded but is administered by the Town.

BACKGROUND

Council at its May 11, 2010 meeting directed staff to retain a world class consultant to look at methods to bring the subway station to the front door of the Langstaff Gateway and the Richmond Hill Centre, including a maximum access to the Highway 7 and Yonge Street Bus Rapid Transit/ Light Rail Transit and the Ministry of Transportation of Ontario 407 Transitway. If the study finds better solutions for Langstaff Gateway and the Richmond Hill Centre, the Town of Markham will request Metrolinx, MTO and VIVA to examine these solutions and modify the environmental assessments to implement any of these solutions. At a June 7, 2010 members of Council, Senior staff and Langstaff developers, it was agreed that due to the time sensitive nature of this review that ARUP consultants out of Chicago USA would be retained to undertake this work. ARUP submitted terms of reference with an upset limit of $50,000.00 (plus HST) which was approved by the developers and Town staff. The study is to be funded by Langstaff developers to a maximum of $50,880.00(inclusive HST). Funding commitments for Condor and Angus Glen have been received and staff will draw the Langstaff letters of credit to pay for this work.