Report to: General Committee Date Report Authored: September 1, 2010
SUBJECT: Delegation of Authority to Chief Administrative Officer during the annual summer recess as per By-law 4-2000
PREPARED BY: Alex Moore Ext 4711
RECOMMENDATION:
1) THAT the report entitled “Delegation of Authority to Chief Administrative Officer during the annual summer recess as per By-law 4-2000” be received
And that Staff be authorized and directed to do all things necessary to give effect to this resolution.
PURPOSE:
To inform Council of items authorized (Attachments “A”) by the Chief Administrative Officer during the annual Council summer break between the last meeting in June or July and the next regular Council meeting as per By-law 4-2000.
ATTACHMENT “A”:
Delegation under By-law 4-2000 authorizes
the Chief Administrative Officer to award any required contracts greater than
$350,000 for the annual Council summer break between the last meeting in June
or July, as the case may be, and the next regular Council meeting By-law which
are in compliance with the Town’s Purchasing
By-law and which are within budget as approved by Council;
Development Services
|
Preferred Supplier |
· 206-S-10 Convergence Centre Renovations |
Community & Fire Services
|
Sole Bidder |
· 113-T-10 Water System Upgrades – Looping
and Disconnection of Existing Watermains |
ATTACHMENTS:
Copies of the reports as listed in attachment “A”
RECOMMENDED BY:
Attachment “A”
|
To: |
John Livey, Chief Administrative Officer |
|
Re: |
113-T-10 Water System Upgrades – Looping and Disconnection of
Existing Watermains |
|
Date: |
July 08, 2010 |
|
Prepared by: |
David Huynh, Infrastructure Project Engineer- Ext: 2400 Rosemarie Patano, Senior Buyer- Ext: 2990; |
PURPOSE:
To obtain approval to award the
construction contract of 2010 Water Upgrades program – Looping and
disconnection works at 14 existing watermains locations over the Town of
Markham water distribution system.
RECOMMENDATION
|
Recommended Supplier |
FDM Contracting Company
Ltd. - (Sole Bidder) |
|
|
Original Budget
and Account # |
$ 1,012,000.00 $
600,000.00 $ 1,612,000.00 |
083-6150-7666-005
Water System Upgrades (2007) 083-6150-8433-005
Water System Upgrades (2008) |
|
Current Budget Available |
$ 1,328,525.00 |
|
|
Less Cost of Award |
$ 1,019,836.68 $ 101,983.67 $ 1,121,820.35 |
Construction Cost
(Inclusive of HST) 10% Construction
Contingency (Inclusive of HST) Total Award (Inclusive
of HST) |
|
Budget remaining |
$
206,704.65 |
* |
*
Budget remaining shall be carried forward to the next year 2011 Water Upgrades
– Looping and Disconnection Works.
Staff further recommends that in accordance with
By-Law 4-2000 which reads:
“… that the Chief Administrative Officer be authorized
to award any required contracts greater than $350,000 for the annual Council
Summer break between the last meeting in June or July, as the case may be, and
the next regular Council meeting which are in compliance with the Town’s
Purchasing By-law and which are within budget as approved by Council”.
BACKGROUND:
In compliance with the
requirements of Ontario Drinking Water Quality Standards and Drinking Water
Systems, O.Reg 169/03 & 170/03, manual flushing must be performed regularly
at all dead-ends of the distribution system to maintain water quality. With the
growth of the system, manual flushing exposes several drawbacks as it is a time
consuming process, causing sudden pressure drops, wasting of large amount of
water, and requiring an intensive workload from operation and maintenance staff
in year-round schedule.
Through a system improvement
study conducted by Waterworks in 2007-2008, there are 234 dead-end locations
that need to be addressed for water quality issues. Among them, 57 locations have been identified to be looped
with the network or disconnection/ abandonment of the redundant watermain
branches (being the most cost effective solution), 38 locations will be addressed through better
isolation at pressure boundaries and the balance 139 are being re-assessed for
cost-effectiveness of manual flushing against installation of automatic
flushing stations. This study of the 139
locations will be re-visited in the near future to review the effectiveness of
manual flushing and a new perspective on the situation with an option of
proceeding towards the flushing technology.
The 57 locations for looping
and disconnection identified above are planned for a 3 year completion. The
first phase contract consists of 14 locations to be completed this year 2010,
with 20 and 23 locations planned for Phase 2 (2011) and Phase 3 (2012)
respectively. In April 2010, a consulting engineer was hired by Waterworks to
prepare engineering detailed design, construction cost estimate, construction
administration and inspection for this first phase works. Construction is
scheduled to commence by August 2010 and complete by October 2010.
BID
INFORMATION:
|
Advertised,
place and date |
|
|
Bids closed on |
June 11, 2010 |
|
Number of
Bidders picking up bid documents |
9 |
|
Number of
Bidders responding to bid |
1* |
* One (1) bidder was disqualified
after bid opening for submitting non-compliant bid. The bidder had mathematical errors that
resulted in an uncertain bid price
“The Town in its sole discretion may reject as
non-complaint Tender which contains omissions, erasures: is ambiguous or
unclear as to meaning or intent”.
Purchasing contacted all the bidders who picked up the
document but did not provide a submission.
From the follow-up calls made, it was noted that their current workload
was not conducive to taking on further projects at this time.
OPTIONS / DISCUSSIONS
An assessment of the bid price as quoted
by FDM Contracting demonstrates a +4.4% ($42,108) higher difference with the
cost estimate prepared by the Town’s consultant engineer. However, the disqualified bidder whose bid
price was read out publicly was 22% ($220,000) higher than FDM Contracting
submission. Waterworks have confirmed
that this project needs to be completed this year as it addresses water quality
and is highly anticipated to be started and completed by Council and residents
of the Town in 2010. If this project was
to be delayed further it would extend the Town’s water quality
issues further that will negatively impact and might jeopardize our license
from the Ministry of the Environment for operating the Town’s water
distribution system.
This year’s first phase project of
the program, 14 locations, were selected and prioritized based on customer
complaint history, hydraulic modeling, and ease of construction. . Of the 14
locations, 6 are disconnection works accounting for 41.5% of total cost, and 8
are loopings that account for 58.5% of total cost. Due to construction and cost
impact, watermain looping is considered only after careful assessment of all
factors such as field conditions, maintenance costs and hydraulic effectiveness
of ensuring water quality. Security of supply is also considered as a positive
factor in watermain looping as a secondary feed to the site.
Based on this year’s project and
costs, cost benefit analysis of the Phase 2 and 3 of the program would be
re-assessed and adjusted to fit the best and most cost effective solution for
addressing the identified watermain dead ends.
References were made to the previous
project’s clients (which include the City of Toronto and the Region of Durham)
for works completed within the last three years that are similar in size and
scope to the Town’s works being tendered.
FDM’s client base provided favourable performance reviews, strongly
recommending their experience and qualifications in the field of Water System
Upgrades.
FINANCIAL CONSIDERATIONS:
The following
table is a summary of the financial considerations for this report:
|
Account Name |
Account # |
Budget Amount |
Spent to Date |
Committed |
Budget Available |
Amount to Allocate to this project |
Budget Remaining |
|
EREP Water System Upgrades |
053 6150 7666 005 |
$1,012,000 |
$183,725 |
$99,750 |
$728,525 |
$728,525 |
- |
|
EREP Water System Upgrades |
053 6150 8433 005 |
$600,000 |
- |
- |
$600,000 |
$393,296 |
$206,704 |
|
Totals: |
$1,612,000 |
$183,725 |
$99,750 |
$1,328,525 |
$1,121,821 |
$206,704 |
|
To: |
John Livey, Chief
Administrative Officer |
|
Re: |
206-S-10 Convergence Centre Renovations |
|
Date:
|
August 6, 2010 |
|
Prepared by: |
Stephen Chait, Director, Economic development. Ext: 4871 Robert Slater, Senior Construction Buyer, Purchasing. Ext: 3189 |
PURPOSE:
To obtain
approval to award the contract for Facility Project Management Services and
Contract Administration for the renovations of the Convergence
Centre, 7271 Warden Avenue.
RECOMMENDATION
|
Recommended
Supplier |
Mayhew &
Associates ( Preferred Supplier) |
|
|
Original Budget and Account # |
$ 382,900.00 $ 184,494.45 $ 200,000.00 |
610-101-5399-10006 – Renovate Convergence Centre 056-5350-9516-005 – Installation of elevator 750-101-5399-10247 – Renovate Convergence Centre |
|
Current Budget Available |
$ 126,344.62 $ 184,494.45 $
200,000.00 $ 510,839.07 |
610-101-5399-10006 056-5350-9516-005 750-101-5399-10247
Total |
|
Less cost of award |
$ 273,019.03 $ 169,230.95 $ 15,264.00 $ 15,264.00 $ 10,176.00 $ 10,176.00 $ 493,129.98 |
Construction Renovations (Inclusive of HST) Accessibility – Install Elevator (Inclusive of HST) Pro. Mgt/ C.A. Services (610-101-5399-10006) Pro. Mgt/ C.A. Services (056-5350-9516-005) Contingency (056-5350-9516-005) Contingency (750-101-5399-10247) Total cost of award, Inclusive of HST |
|
Budget remaining after this
award |
($ 161,938.41) $ 0.00 $ 189,824.00 |
610-101-5399-10006 - Construction 056-5350-9516-005 - Accessibility 750-101-5399-10247 |
* The shortfall in Construction account no.
610-101-5399-10006, will be recovered from leasehold improvement revenue from
the tenants (approximately $155,000) and the balance from space rental and
lease rent.
Staff further recommends that in accordance with
By-Law 4-2000 which reads:
“… that the Chief Administrative Officer be authorized
to award any required contracts greater than $350,000 for the annual Council
Summer break between the last meeting in June or July, as the case may be, and
the next regular Council meeting which are in compliance with the Town’s
Purchasing By-law and which are within budget as approved by Council”
BACKGROUND:
The Jacques Whitford building
located at 7271 Warden Avenue is being renovated to accommodate new tenants.
Leasehold improvements, including the installation of an elevator are necessary
to satisfy the terms of the lease with the new tenants who are due to take
occupancy of the building during the first week of October. The tenants have
agreed to fund the cost of leasehold improvements (Approx. $105k). Further
there is a commitment from one of the tenants for an additional $50k to offset
the costs of improvement in the presentation room
The scope of work for this
project is as follows:
·
Selective
demolition (including drywall partions, T-bar ceilings)
·
New drywall &
T-bar Ceilings
·
Supply and
Installation of new door packages (new glass doors and relocation and
reinstallation of existing doors
·
Painting and wall
covering
·
Glazing
·
Millwork
·
Mechanical work
(plumbing, sprinklers and HVAC)
·
Electrical
·
Construction of
an elevator shaft & control room
·
Installation of
an Elevator lift and associated testing requirements
·
Appliances &
Furniture
·
Site Supervision
The project will be managed by Mayhew Associates who
were awarded the contract 061-R-09 “Facility
Management, Project Management, Space Planning and Move Management for a four
(4) year period. Mayhew will provide
‘turn-key’ administrative services for this project that includes managing the
contractors work and certifying the completion of work along with approving
invoices for payment. The costs relating to these services will be charged to
the project account mentioned above.
Due to the
tight completion deadlines to accommodate the move of the tenants beginning
October, bids for the construction was solicited by Mayhew from a select list
of vendors. The construction project as identified above in scope of work was
competitively bid .P & C General Contracting Ltd. being the low bidder in
the amount of $442,249.98 ($434,601.00 + $7,648.98 HST).
BID Information
|
Suppliers |
Bid Price (Inclusive of HST)* |
|
P & C general Contracting Ltd. |
$442,249.98 |
|
Quality Contracting Co. Inc. |
$457,818.24 |
|
Rutherford Contracting Ltd. |
$461,990.40 |
|
Aecon Buildings A division of Aecon Construction Group Inc. |
$501,562.83 |
|
J. D. Strachan Construction Limited |
$517,246.08 |
|
Pegah Construction Ltd. |
$537,089.28 |
|
The Remington Group |
$967,234.91 |
*
Price have been increased by the 1.76% impact from HST
The fees for project management for Mayhew
are as per the contract awarded under contract 061-R-09. The award to Mayhew is
to an upset limit of $30,000 (based on the hourly rate specified under contract
061-R-09) for project management, contract administration and ‘turn-key’
administrative services to oversee this project. Contractors will be paid by
Mayhew with the Town reimbursing Mayhew accordingly.
Financial Consideration
Construction (P & C general
Contracting Ltd.) $434,601.00
Project Management /
Contract Administration (Mayhew) $ 30,000.00 Upset fee
Contingency (Construction
/ Consultant) $ 20,000.00
Sub-total $484.601.00
HST – Impact (1.76%) $ 8,528.98
Total Project Award
$ 493,129.98