Report to: General Committee Report
Date: June 1, 2010
SUBJECT:
Staff Awarded Contracts for the Month of May 2010
PREPARED BY: Alex Moore,
Ext. 4711
RECOMMENDATION:
- THAT the report entitled “Staff Awarded Contracts for the Month of
May 2010” be received;
And that Staff be authorized and directed to do all things necessary to
give effect to this resolution
EXECUTIVE
SUMMARY:
Council at its meeting of May 26th, 2009 amended By-Law
2004-341, A By-Law Establishing Procurement, Service and Disposal
Regulations and Policies. The By-Law
delegate’s authority to staff to award contracts with a monthly information report required to be submitted to
Council by the Treasurer for all contracts awarded by staff >$50,000
PURPOSE:
To inform Council of
contracts awarded by staff for the Month of May 2010 as per Purchasing
By-Law 2004-341 as listed below.
Chief Administrative
Officer
|
Award Details
|
Description
|
|
Preferred Supplier
|
|
Community &
Fire Services
|
Award Details
|
Description
|
|
Lowest Priced Supplier
|
|
|
Sole Bidder
|
|
|
Preferred Supplier
|
|
Development
Services
|
Award Details
|
Description
|
|
Lowest Priced Supplier
|
|
|
Preferred Supplier
|
|
RECOMMENDED BY:
|
To:
|
John Livey,
Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
May 14, 2010
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Supplier
|
Sun Life
Assurance Company (Preferred Supplier)
|
|
Original Budget and Account #
|
$
400,000.00
|
030 220 0046 Payroll Life
|
|
Less cost of award
|
$
280,000.00
$ 25,000.00
$
305,000.00
|
Various Townwide Employee Benefit Accounts for
Basic Life Insurance
Optional Life Insurance, recoverable from
employees as required*
|
|
Remaining Balance
|
$ 95,000.00
|
**
|
* Funds for optional life insurance in
the estimated 2010 amount of $25,000 inclusive of HST will be recovered from
employees as required.
**The remaining balance will remain within the operating account.
Staff
further recommends:
THAT the tendering process be waived in accordance
with the Purchasing By-Law 2004-341,
Part II, Section 7 Non Competitive Procurement, item 1 (h) “where it is
necessary or in the best interests of the Town to acquire non-standard items
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.”
PURPOSE
To
obtain approval to extend the current contract with Sun Life Assurance Company
(Sun Life) to provide Group Life Insurance coverage to Town employees for 2010
under the Regional Municipality of York Umbrella Plan.
BACKGROUND
On June 1, 1994, the Town of Markham entered into an agreement
with the Mutual Life Assurance Company, which has since changed its name to Sun
Life Assurance Company. The agreement is
to provide a Group Life Insurance benefit for Town employees under The Regional
Municipality of York’s umbrella plan renewable on a year to year basis. The “Umbrella Group” includes The Region of
York, Town of Markham
and Town of Newmarket.
A third party consultant,
Buffett Taylor & Associates Ltd. has been hired by the Umbrella Group to
review the premium and terms and conditions of the contract every year. Buffet Taylor also negotiates contract terms
with Sun Life, on behalf of the Umbrella Group, every year.
The Town’s Group Life
Insurance Benefit Plan includes basic life insurance coverage for
employees. The Plan also provides
optional life insurance for employees and their dependents for additional
coverage as required. Premiums for basic
life insurance are payable by the Town, and premiums for optional life
insurance coverage are payable by the employees.
OPTIONS / DISCUSSIONS
Staff concluded
that it is in the best interest of the Town to renew the Group Life Insurance
benefit plan with Sun Life under the Regional Municipality of York Umbrella Plan for the following reasons:
1.
The
Town continues to enjoy competitive premiums through economies of scale.
The Town has maintained a premium rate of
$0.184/1000 since 2005; the 2009 & 2010 premium rate @ $0.170/1000
effective 2009 is a reduction of 7.6% and is competitive relative to our claim
experience in the past five years and the increased demographics of our plan
members.
153-S-10 Renewal of Life Insurance Contract
with Sun Life Assurance Company Page 2 of 2
Our benefit Consultant Buffett Taylor has
measured a 3.04 % increase in our demographics over the past 12 month period.
Currently, 36% of the Town’s plan members are over the age of 50 which represents
38% of the total insured volume compared to the entire Umbrella group, which
indicates only 27% are over age 50 and represents 26% of the insured volume.
The demographics of the Town’s insured
population continued to increase over the past years, and the emerging claims
experience over the past 12 months has contributed to a rate increase
requirement. Buffet Taylor was able to
negotiate with Sun Life to reduce the proposed renewal rate from $0.184 to
$0.170 per $1,000 of coverage for 2009/10 resulting in an annual premium cost
avoidance of $20,788.00
In comparison to other Municipalities, the
Town of Whitby
is paying $0.22 per $1000 and the Town of Oakville
is paying $0.193 per $1000.
2.
Sun Life has a proven track record with
the Town and the Umbrella Group and has provided satisfactory customer services
for the past 10 years.
FINANCIAL CONSIDERATIONS
Budget for basic life insurance
is in the amount of $400,000.
Funds for optional life
insurance in the estimated 2010 amount of $25,000 inclusive of HST will be
recovered from employees as required.
STAFF AWARD
REPORT
Page 1 of 2
|
To:
|
Brenda Librecz,
Commissioner, Community & Fire Services
|
|
Re:
|
|
|
Date:
|
May 14, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award the Purchase of five (5)
zero turn mowers, one (1) compact 4 wheel drive loader, one (1) 72"
out-front rotary mowers and (1) electrical powered utility vehicle.
RECOMMENDATION
|
Recommended Supplier(s)
|
B.E. Larkin
Equipment (Lowest Priced Supplier - Item 1)
Hutchinson Farm
Supply (Lowest Priced Supplier –
Item 2)
G. C. Duke
Equipment Ltd. (Lowest Priced Supplier
– Item 3)
Turf Care
Products Canada (Lowest Priced
Supplier – Item 4)
|
|
Current Budget Available
|
$217,377.00
|
Various (see financial attachment)
|
|
Less cost of award
|
$ 66,555.00
$ 64,397.16
$ 7,765.20
$ 24,913.44
$163,630.80
|
Inclusive of PST - B.E.
Larkin Equipment
Inclusive of PST – Hutchinson
Farm Supply
Inclusive of PST – G.
C. Duke Equipment Ltd.
Inclusive of PST - Turf
Care Products Canada
Price inclusive of PST
|
|
Budget Remaining
after this award
|
$ 53,746.20
|
*
|
*A portion of this balance will be utilized for “Markhamizing”
the units and the remaining balance to remain in the account for other budgeted
fleet purchases.
Note: The financial considerations
do not include HST as delivery is expected to be completed prior to the July
2010 implementation of the HST.
BACKGROUND
This tender was issued in
accordance with Purchasing By-law
2004-341. Four (4) units specified in
the tender are part of the 2010 Corporate Fleet Replacement Program along with
four (4) new fleet additions related to growth in the Operation area. Staffs reviewed the bid documents and are
satisfied that all terms and conditions comply with the Town’s requirements.
The replaced units 1437, 4215,
4208 and 4311 will be sold upon delivery
of the new units in accordance with Purchasing
By-law 2004-341, PART V Disposal of Personal Property and proceeds will be posted
to account 890 890 9305 proceeds from the Sale of
Other Fixed Assets. No estimate of selling price is available at this time.
All the units identified as part of the 2010 Corporate Fleet Replacement
Program require major servicing or repairs. These repairs would be necessary to
keep them in service as reliable units and have not been done in anticipation
of the replacement of all the units identified in this award.
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
April 28, 2010
|
|
Number picking up bid documents
|
16
|
|
Number responding to bid
|
8
|
|
Item #
|
1
|
2
|
3
|
4
|
|
|
Five Zero Turn Mowers
|
One Compact 4 Wheel Drive Loaders
|
One Electric Powered Utility Vehicle
|
One 72” Outfront
Rotor Mower
|
|
Suppliers
|
|
|
|
|
|
B.E. Larkin Equipment
|
$66,555.00
|
$74,528.64
|
No Bid
|
$27,540.00
|
|
Turf Care Products Canada
|
$84,499.20
|
No Bid
|
$11,431.80
|
$24,913.44
|
|
G. C. Duke Equipment
|
No Bid
|
$139,320.00
|
$7,765.20
|
No Bid
|
|
Markham Mower Ltd.
|
$66,960.00
|
No Bid
|
No Bid
|
No Bid
|
|
Strongco Equipment
|
No Bid
|
$79,914.60
|
No Bid
|
$79,914.60
|
|
AGT Electric Cars
|
No Bid
|
No Bid
|
$7,776.00
|
No Bid
|
|
Hutchinson Farm Supply
|
$66,884.40
|
$64,397.16
|
$10,278.36
|
$25,319.52
|
|
Nortax Canada Inc.
|
No Bid
|
$70,187.04
|
No Bid
|
No Bid
|
A portion of the remaining balance in account # 057-6150-10287-005 will be utilized for “Markhamizing” the units and the remaining balance will be
returned to the 2010 fleet replacement program account for completing the
outstanding purchases approved for 2010.
A portion of the remaining balance in account # 057-5350-10289-005 will be utilized for “Markhamizing” the units and the remaining balance will be
returned to the above account for
completing the outstanding purchases approved for 2010.
STAFF AWARD
REPORT
Page 1 of 2
|
To:
|
Brenda Librecz,
Commissioner , Community & Fire Services
|
|
Re:
|
|
|
Date:
|
May 21, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award the contract for shingled
roofing replacements at various Town locations (Museum, Toogood
Pond Pavilion, Works Yard and the Duncan Park Tennis Clubhouse).
RECOMMENDATION
|
Recommended Supplier (s)
|
Hamlet Roofing
Ltd. (Lowest Priced Supplier)
|
|
Current Budget Available
|
$
250,410.00
|
Various (See Financial
Considerations) - Budget
allocated for these items.
|
|
Less cost of
award
|
$
227,314.24
$ 11,365.71
$
238,679.95
|
Inclusive of HST*
Contingency
(5%)
Total award Inclusive of
HST
|
|
Budget Remaining after this award
|
$ 11,730.05
|
**
|
* The award includes HST impact commencing July 1, 2010. The project work will commence July 2, 2010.
**The remaining balance will remain in the accounts until completion of
the roofing projects identified within the respective accounts.
BACKGROUND:
Several
facilities were identified through the Asset Management Life Cycle system
review as requiring shingled roofing replacement. The work will consist
of, but is not limited to, rough carpentry, cedar shingled roofing, modified
bitumen roofing and sheet metal flashing at the following sites:
Ø Museum- Burkholder House
Ø Museum- Wilson Variety Hall
Ø Museum- Mt. Joy Schoolhouse
Ø Museum- Slaughterhouse
Ø Museum- Blacksmith Shop
Ø Museum- Cider Mill
Ø Museum- Education Building
Ø Museum- Saw Mill
Ø Museum- Strickler Farm Barn
Ø Museum- Hydro Building
Ø Museum- Kinnee Log Barn
Ø Toogood Pond Pavilion- Toogood Pond
Park Drive
Ø Works Yard- West Dome
Ø Works Yard- Maintenance Shop
Ø Duncan Park Tennis Clubhouse
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
May 5, 2010
|
|
Number picking up bid documents
|
17
|
|
Number responding to bid
|
7
|
PRICING SUMMARY
|
Suppliers
|
Price (Inclusive of HST)
|
|
Hamlet
Roofing Ltd.
|
$227,314.24
|
|
Dominion Roofing
|
$273,570.57
|
|
Ontario Roofing and Maintenance Inc.
|
$315,041.84
*
|
|
Eileen Roofing Inc.
|
$327,138.05
|
|
Nortax Roofing Ltd.
|
$476,566.20
|
|
Nashid Construction Corp.
|
$480,714.24
|
|
Avenue Road Roofing
|
$549,612.88
|
*Ontario Roofing and Maintenance Inc. price does not
include the Duncan Park Tennis Clubhouse.
They provided a no bid response for this portion of the contract.
FINANCIAL CONSIDERATIONS
The following table
summaries the financial details of this award.
*
Bid costs inclusive of HST impact commencing July 1, 2010
**Contingency
estimated at 5% of bid costs
The table above reflects only
the shingled roofing portion of the overall budget information. Remaining funds in both accounts are to be
used for scheduled built up roofing work in 2010 (e.g. Theatre, Civic Centre,
and Thornhill C.C.).
As bid costs of tasks
related to project 9209 exceed budgeted amount, $3,022.00 budget will be
transferred from surplus budget of project 10255 to project 9209.
STAFF AWARD REPORT Page 1 of 2
|
To:
|
John Livey,
Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
May 25, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award the contract for
the construction of the Civic Centre Artificial Skating
Rink.
RECOMMENDATION
|
Recommended Supplier
|
Dinardo C. Group
Inc. (Lowest Priced Bidder)
|
|
Current Budget Available
|
$ 3,506,650.00
|
070-5350-9528-005
Civic Centre Skating Rink
|
|
Less: Cost of Award
|
$ 3,074,268.23
$ 406,650.00
$ 3,480,918.23
|
Inclusive of HST*
Contingency (13.2%)
Total Cost of Award
|
|
Budget Remaining
after this award
|
$ 25,731.77
|
**
|
* The remaining budget in the amount of
$25,731.77 will be used to fulfill other commitments of the
project.
BACKGROUND
As part of the Federal RiNC
Program, 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 a new artificial skating rink accompanied with extensive landscaping,
dedicated building for the ice re surfacer and refrigeration
equipment at the Markham Civic Centre.
The scope of work involves the construction of a new
artificial skating rink (approximately 25,000 ft2) located on the south side of
the Markham Civic Centre. The existing
feature ‘pond’ will be partially converted to support the new outdoor
artificial ice rink. There will be a new
(approximately 2,000 ft2) ice re-surfacing /mechanical building and
modifications to the existing landscape, lighting and a sound system.
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 # 022-P-10 was issued to the market place in accordance
with the Purchasing By-law 2004-341.
The contingency of $406,650
will be required due to the following reasons:
-
Unknown soil
conditions. The exact quantity of soil
has been undeterminable as access to the area of work for testing and quantity
measurement was restricted by the existing pond and rubberized liner.
-
Existing
infrastructure. This project relies,
heavily, on the integration and reuse of the existing Civic Centre
infrastructure. The contract requires
that the vendor assume the existing Civic Centre infrastructure is sound. Items in an existing building such as
underground foundation structure, cladding, roof systems, electrical, plumbing
and HVAC facilities can present unforeseen contingency requirements.
PRE QUALIFICATION INFORMATION (022-P-10)
|
Advertised,
place and date
|
February 05,
2010
|
|
Pre qualification
closed on
|
February 24,
2010
|
|
Number of
contractors picking up bid documents
|
34
|
|
Number of
contractors responding to bid
|
9
|
|
Number of
contractors Pre qualified
|
5
|
BID INFORMATION
|
Advertised
|
By Invitation
(Pre-qualified suppliers)
|
|
Bids closed on
|
May 21, 2010
|
|
Number picking
up bid documents
|
5
|
|
Number
responding to bid
|
4
|
DETAILED PRICING INFORMATION
|
Suppliers
|
Price (inclusive of HST)
|
|
Dinardo
C. Group Inc.
|
$ 3,074,268.23 *
|
|
Ross & Anglin Ontario Ltd.
|
$ 3,507,667.20
|
|
J.J. McGuire General
Contractors Inc.
|
$ 3,795,648.00
|
|
Frank
Pellegrino General Contractors Ltd.
|
$ 4,089,836.16 *
|
*Price
includes the cost of the provisional item to supply and install a water
feature. Two bidders (Ross & Anglin and J.J. McGuire) did not include this provisional
pricing in their submission.
FINANCIAL CONSIDERATIONS
The
following table presents the financial details of the proposed award.
STAFF AWARD
REPORT
Page 1 of 2
|
To:
|
Brenda Librecz,
Commissioner, Community & Fire Services
|
|
Re:
|
|
|
Date:
|
May 17, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award the Design/Build of the
Pilot District Metered (DMA) Management Sites
RECOMMENDATION
|
Recommended Supplier (s)
|
Wallwin
Electric Services Ltd. (Lowest Priced Supplier)
|
|
Current Budget Available
|
$ 826,058.00
|
Various (See Financial
Considerations)
|
|
Less cost of
award
|
$
161,584.23
$
32,316.85
$
193,901.08
|
Inclusive of HST
Contingency (20%) **
Total award Inclusive of HST
|
|
Budget Remaining after this award
|
$ 632,156.92
|
*
|
*The remaining balance will be used to procure other required equipment
and services as budgeted for in this account.
**A contingency is required for
this project. In the bid document, bidders submitted their standard cost
estimate per meter of conduit and wire. Actual distances will be determined at
the time of construction.
BACKGROUND
Markham Waterworks is
evaluating a water distribution management technique in which Markham’s drinking
water distribution system is isolated into smaller areas for the purpose of
metering flows and pressures. Four pilot areas have been selected with one or
more metering points for a total of 10 metering locations.
Each Pilot Area varies in
size and customer mix (residential, light industrial and number of residents).
A variety of flow and pressure metering instrumentation will be implemented and
operated during the pilot project.
In addition, Waterworks plans
to implement innovative pressure management in Pilot area #2.
A pilot SCADA system is being
developed to facilitate data retrieval from the project sites to Markham’s
offices for analysis and evaluation. Waterworks is striving to have the four
Pilot Areas fully operational during summer 2010.
The work to be performed is a
mix of construction (concrete base pads for instrumentation cabinets,
conduits), installation of instrumentation, piping modifications and electrical
work.
A summary of the work is:
l Install instrumentation in existing chambers
l Removal of existing instrumentation cabinets and
concrete pads
l Installation of new concrete pads and new
instrumentation cabinets
l Installation of the required conduits from the
cabinets to the chambers
l Provide a hydro connection to the instrumentation
cabinets
l Undertaking piping arrangements in some chambers
l Wiring the instrumentation to the instrumentation
cabinets
l Provide drainage for wet metering chambers
l Restoration of each site
l Liaison with Region of York
l Liaison with the City of Toronto
080-T-10 Pilot DMA Implementation Design Build Page
2 of 2
BID INFORMATION
|
Advertised
|
ETN
|
|
Bids closed on
|
April 14, 2010
|
|
Number picking up bid documents
|
8
|
|
Number responding to bid
|
2
|
Note: Purchasing received feedback from a number of
these companies who picked up the bid document but did not provide a
submission: Three (3) bidders decided
after reviewing the bid document that they did not have sufficient expertise in
this field. One (1) bidder declined due to their current work load.
PRICING SUMMARY
|
Supplier
|
Price (Inclusive of HST )
|
|
Wallwin Electric Services Ltd.
|
$161,584.23
|
|
Plan Group Inc
|
$334,428.13
|
FINANCIAL CONSIDERATIONS
|
Account Name
|
Account #
|
Budget Amount
|
Spent to Date
|
Committed
|
Budget Available
|
Amount to Allocate to this project
|
Budget Remaining
|
|
DMA Implementation
|
053-5399-7682-005
|
$250,000
|
$68,302
|
$60,247
|
$121,451
|
$48,000
|
$73,451
|
|
SCADA
|
053-5399-7678-005
|
$300,341
|
$125,083
|
$145,651
|
$29,607
|
$28,000
|
$1,607
|
|
SMA/DMA implementation
|
053-5399-8341-005
|
$675,000
|
|
|
$675,000
|
$117,901.08
|
$557,098.92
|
|
|
|
|
|
|
|
|
|
|
Totals:
|
|
$1,225,341
|
$193,385
|
$205,898
|
$826,058
|
$193,901.08
|
$632,156.92
|
|
To:
|
Andy Taylor, Acting Chief
Administrative Officer
|
|
Re:
|
|
|
Date:
|
March 17, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award the contract for consultant
services for design, contract management, project administration and inspection
for demonstration project - Sanitary mainline and sewer connection relining in West Thornhill.
RECOMMENDATION
|
Recommended Supplier
|
Genivar Consultants LP (Sole Bidder)
|
|
Current Budget Available
|
$ 300,000.00
|
053-6150-10330-005 Sewer System Upgrade Program
|
|
Less cost of award
|
$ 92,268.75
$ 204,656.25
$ 296,925.00
|
Design and Tendering Services
Construction
administration / inspection services
Total consulting fees (Exclusive of GST)
|
|
Budget remaining after this
award
|
$ 3,075.00
|
*
|
* The remaining balance of funds
will be used for the construction portion of this contract as budgeted for
within these accounts.
BACKGROUND:
Recent
storms have caused flooding in several areas in the Town of Markham. To eliminate the future risks of
flooding and sewer backups, a strategy has been developed to reduce inflow and
infiltration (I/I) into the sanitary sewer system.
Part
of this strategy is to reline the sewer mainlines and sewer connections of the
sanitary system in West Thornhill residential
area. The demonstration project is aimed to reduce current inflows and
infiltrations, improve hydraulic capacity and structural integrity, and extend
the sanitary mainline and sewer connections life expectancy.
This
Request for Proposal (RFP) for consulting services was issued for the annual
sanitary sewer rehabilitation capital project that addresses the strategy of
the I/I Reduction Program. It also
incorporates areas and work included in the Federal/Provincial Stimulus Funding
application by the Town. The completion
timeline requirements under this RFP are in accordance to the Stimulus Funding
deadlines.
Included within the bid
document was a provision for additional pricing should the Town be successful
in receiving an additional funding resource (Stimulus fund). If this additional award is required the
Staff will seek the appropriate approval authority.
To meet the schedule to
complete this project, this RFP was issued on Friday February 26, 2010 and was closed on Friday March 12, 2010.
BID INFORMATION
|
Advertised
|
ETN
|
|
RFP
closed on
|
March
12, 2010
|
|
Number
picking up Proposal (RFP) documents
|
8
|
|
Number
responding to RFP
|
1
|
* Purchasing
received feedback from a number of the companies that picked up a bid document
but did not provide a submission. Three bidders were concerned with the penalty
clause, tight timeline and the technology requirements.
PROPOSAL
EVALUATION
The
evaluation team was comprised of staff from the Waterworks
Department with purchasing acting as the facilitator. The evaluation was based on pre-established
evaluation criteria: 20% for past experience of the consulting firm in similar
projects, 20% for qualifications of the Project Manager and other consultant’s
key staff, 30% for details of project delivery, and 30% for price, totaling
100%, with resulting scores as follows:
Since
only one (1) bidder responded to the RFP, Staff evaluated this bid against the
pre-set criteria included within the bid document and recommend moving ahead
with the sole bidder.
Genivar’s proposal included an experienced team, good understanding of the project
and good project control methodologies/processes in place to support this
project.
Genivar’s cost proposal of $92,268.75 for design and tendering services represents
2.55% of the project cost and $204,656.25 for construction administration /
inspection services represents 5.66% of the project cost. Overall the cost proposal is 8.21% of the
estimated construction costs for this project which is align with industry
average (8-15%).
STAFF AWARD REPORT Page 1 of 2
|
To:
|
John Livey, Chief
Administrative Officer
|
|
Re:
|
|
|
Date:
|
April 23, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award
the contract for the supply, site preparation, delivery, planting of trees and
shrubs for the Trees for Tomorrow
Program and the project management and application of control treatments for
the Giant Hogweed Control Program.
RECOMMENDATION
|
Recommended Supplier
|
Toronto and Region Conservation Authority (Preferred
Supplier)
|
|
Current Budget Available
|
$ 129,748.00
|
See
Financial Considerations
|
|
Less
cost of award
|
$ 92,572.00
$ 122,572.00
|
Award
# 1 (Tree Planting ) Inclusive of HST
Award
# 2 (Project Management) Inclusive of HST
Total
Cost of Award, inclusive of HST
|
|
Budget Remaining after this award
|
$ 7,176.00
|
*
|
*Remaining amount of $7,176 to be spent on additional
planting within the criteria of the Trees for Tomorrow Program.
THAT the tendering process be waived in accordance
with Purchasing By-Law 2004-341,
Part II, Section 7 (2) (e) - Tenders,
Requests for Proposal and Requests for Quotation may not be required for goods
and services to be provided solely by the
following Toronto
and Region Conservation Authority (TRCA).
BACKGROUND
Award # 1 Trees for Tomorrow
/ Plantings
As part of
the Trees for Tomorrow program of planting trees within parks and valleylands, this program includes plantings with the volunteers and some plantings of larger
caliper trees by TRCA staff for environmental and aesthetic purposes. The TRCA landscape architects work with
Operations staff, environmental not for profit groups and community groups to
conduct site assessments, develop planting plans, prepare planting beds, supply
native trees and shrubs. In areas where
difficult terrain limits public access, TRCA staff can conduct plantings
including the planting of larger trees for diversity and aesthetics. Spring planting locations are Ministry of the
Environment and Energy Pond (95 trees, 200 shrubs) and Wismer
valleyland (160 trees, 120 shrubs). Fall planting is
at Austin Drive Park (approximately 200 trees, 100 shrubs) for a total of 455
trees.
The
principles of these types of plantings specifying appropriate plant species are
in keeping with the TRCA mandate to protect and enhance green spaces as well as
environmental education and stewardship.
TRCA staff also informs Operations staff of other programs and
initiatives that can be beneficial with other programs. This is a valuable partnership which promotes
sustainability.
As
part of the TRCA 50/50 Community Project, TRCA contributes $20,000 worth of site
preparation (visits, design, co-ordination, planting of trees and shrubs) for this program.
If
Town staff were to co-ordinate this project internally or externally, they
would require an application and permit approval from the TRCA’s planning
section, which would delay the project for many months through the review
process. Working directly with
Restoration Services Centre staff, incorporates the principles of the formal
TRCA review process while significantly reducing timelines and streamlining the
process. The cost of plant material from
TRCA has no mark ups or handling fees.
089-S-10 Supply, Site Preparation and Planting for the
Trees for Tomorrow Program and Giant
Hogweed Treatment-Control Program Page
2 of 2
TRCA
staff are also familiar with working effectively in valleylands
that are often difficult to access and follow environmental protocol that
protects the natural resource.
Plant
materials are also either grown or sourced locally and are verified as native
plant stock, which is a TRCA requirement in valleylands.
The TRCA landscape architects also often are on site the day of the community
plantings, assisting with plant material layout and providing planting guidance
and education.
Award # 2 Giant Hogweed Control Program
There
are multiple advantages for contracting the TRCA to provide Project management
for all operational aspects of the Giant Hogweed Control Strategy Program. The
most compelling reason to enlist the TRCA for this project is the fact that the
bulk of the treatment program will occur in a sensitive watershed area under
TRCA jurisdiction; their staff involvement will ensure that the ecological
impacts of the control program will be kept to an absolute minimum. Moreover,
the expertise and reputation of the TRCA should help to allay any public
concerns that the treatment program will be conducted in compliance with all
applicable regulations, with the utmost concern for public and ecological
protection. In addition, the TRCA has
the authority to effect treatment on any land, public or private, where the
protection of the integrity of any watershed ecosystem is at risk.
To
complete the TRCA Managed Giant Hogweed Control Program the treatment will be
for 424 hours.
FINANCIAL CONSIDERATIONS
|
Account Name
|
Account #
|
Budget Amount
|
Spent to Date
|
Committed
|
Budget Available
|
Amount to Allocate to this project
|
Budget Remaining
|
|
Markham Trees for Tomorrow -
Year 3
|
700-101-5399-9201
|
252,000
|
155,761
|
16,490
|
79,748
|
72,572
|
7,176
|
|
2010 TRCA 50/50 Community
Projects*
|
700-101-5399-10228
|
20,000
|
-
|
-
|
20,000
|
20,000
|
-
|
|
Grass Cutting - Contracted
Services
|
730-730-5399
|
113,021
|
-
|
83,021
|
30,000
|
30,000
|
-
|
|
Totals:
|
|
385,021
|
155,761
|
99,511
|
129,748
|
122,572
|
7,176
|
STAFF AWARD REPORT
|
To:
|
John Livey,
Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
May 5, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain
approval to award the supply of five (5) traffic signal controllers.
RECOMMENDATION
|
Recommended Supplier
|
Region Municipality of York
(Preferred Supplier)
|
|
Current Budget Available
|
$
112,900.00
|
050-6150-10207-005 Traffic Signals Upgrades
|
|
Less cost of award
|
$ 50,132.25
|
Inclusive of PST, Exclusive of GST
|
|
Budget Remaining
after this award
|
$ 62,767.75
|
*
|
*Balance
remaining of $62,767.75 to be used for the relocation/installation of these
five (5) traffic controllers, and some upgrades at the intersections as
budgeted for within account 050-6150-10207-005
Note: The
financial considerations do not include HST, as delivery is targeted prior to
the July 2010 implementation of the HST.
Staff
further recommends:
THAT the tendering process be waived in accordance
with Purchasing By-Law 2004-341,
Part II, Section 7 (1) (h) where it is necessary or in the best interests of
the Town to acquire non-standard items from a preferred supplier or from a
supplier who has a track record with the Town in terms of pricing, quality and
service.
BACKGROUND
During
the last five years the Town has been obtaining its traffic controllers directly
from the Region Municipality of York on an as needed basis. The Town has several controller
upgrading/improvements planned for the 2010 each requiring a traffic controller
and will have on an on-going requirements in future years. The required five (5) traffic controllers to
be replaced are at the following locations:
1. Denison St & Coppard Ave.
2. Birchmount Rd & Riseborough Cir/Harvest Moon Dr
3. Brimley Rd & Highglen Ave
4. Victoria Park Ave & Steel case Rd E.
5. John St & Aileen
Rd*
*
Included within this project # 10207 was Denison St/Teddington
Ave/Mallory Ave that was accelerated and completed last year under award 251-S-09. This year John St & Aileen Rd location is
being accelerated due to these two intersections having Circular Flashing Green
Lights and the Ontario Traffic Manual (OTM) Book 12-Traffic Signal recommends
that after January 01, 2010 all Municipalities in Ontario must discontinue the
use of Circular Flashing Green and replace it with Green Arrow.
The
following are the benefits for the Town in purchasing the traffic controllers
from the Region of Municipality of York:
1. The Region purchases controller cabinets in
bulk and therefore achieves lower costs per controller in which the Town of
Markham benefits from. Note: Region has approx 500 traffic signals, whereas the
Town has 68.
2. Purchasing
searched the market place and received prices from two separate suppliers
($13,770.58 & $10,872.00), the low quote is 8 % higher than the proposed
cost ($10,026.45) on this report. Also, in comparing to the 2009 pricing the increase in the Region’s price
represents less then 0.05%.
3. Obtaining these units through the Region of
York ensures consistency of controller type and standards thus avoiding the
acquisition of multiple controller types through various manufacturers.
4. The Region of York provides value added
service by testing the controller units in their shop prior to receipt by the
Town of Markham.
5. The
Region maintains a minimum inventory of controller cabinets which meets our
project schedule and therefore reduces the Town wait time, administration costs
and the requirement to carry any inventory.
STAFF AWARD REPORT
|
To:
|
John Livey, Chief Administrative Officer
|
|
Re:
|
|
|
Date:
|
May 17, 2010
|
|
Prepared by:
|
|
PURPOSE:
To obtain approval to
extend contract 263-Q-08 for the supply of equipment and staff to load and haul
snow on the Town’s Main Streets for an additional two (2) years at the same
pricing as per the original quotation submission.
RECOMMENDATION:
|
Recommended Suppliers
|
Wilson Contracting Ltd/Main Street, Unionville / Cornell Park
Ave (Preferred Supplier)
Rafat General Contractor Inc. Main Street,
Markham (Preferred Supplier)
VBN Paving Limited Yonge Street,
Thornhill (Preferred Supplier)
|
|
Budget Available for Award
|
$ 65,690.00
|
700-504-5416 Snow Hauling Main Street
|
|
Less cost of award
|
$
28,981.25
$
57,962.50
$
28,981.25
$
115,925.00
|
2010 (Dec) Award Inclusive of HST (One Occurrence)
2011 (Jan –Dec) Award Inclusive of HST (Two Occurrence) *
2012 (Jan – Apr) Award Inclusive of
HST (One Occurrence) *
Total Cost of Award ( Four
Occurrences)
|
|
Budget Remaining
after this award
|
$
36,708.75
|
**
|
*Pending
council approval of the 2011 & 2012 operating budget.
**The
favourable variance to remain in the account for the
2010 year end operating forecast.
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
2008, the Town released quotation 263-Q-08 to the market for contractors to supply the labour,
equipment and traffic control measures necessary to load and haul snow from
Main Street Markham, Main Street Unionville, Yonge
Street in Thornhill, and Cornell Park Avenue Markham. This snow is to be hauled to a dump site
designated by the Towns representative, complete with operators and equipment
for the fixed price per occurrence.
The Town
awarded the contract to the lowest priced bidders for each area specified
within the bid document. The original term
of the contract included within the bid document was for two winter seasons (December
1 2008 to April 15, 2010) with an option to extend for an additional two winter
seasons (December 1, 2010 – April 15, 2012) on a year to year basis with the terms and
conditions to be mutually agreed upon.
The
suppliers have agreed to maintain the same, pricing, terms and conditions of
contract 263-Q-08 for an additional two years.
The Purchasing and Operations have completed vendor evaluation forms and
recommend extending the contract for the additional two (2) years as the vendor
performance over the term of the contract was positive.
PRICE
SUMMARY (263-Q-08)
|
Location
|
Wilson
Inclusive HST
|
Larkin
Inclusive HST
|
Rafat
Inclusive
HST
|
VBN
Inclusive HST
|
|
Main Street, Markham
|
N/A
|
$18,279.15
|
$10,766.21
|
$16,281.60
|
|
Main Street, Unionville
|
$5,902.08
|
N/A
|
$
6,563.52
|
$
9,768.96
|
|
Yonge Street, Thornhill
|
N/A
|
N/A
|
$12,007.68
|
$
9,768.96
|
|
Cornell Park Ave., Markham
|
$2,544.00
|
$
5,211.13
|
$ 3,052.80
|
$
3,561.6
|
STAFF AWARD REPORT
|
To:
|
Ronji Borooah, Town
Architect
|
|
Re:
|
|
|
Date:
|
May 18, 2010
|
|
Prepared by:
|
|
PURPOSE
To obtain approval to award
the contract for the South East Markham Community
Centre Park Design & Contract Administration Services.
RECOMMENDATION
|
Recommended Supplier
|
Baker Turner
Inc. (Lowest Priced Bidder)
|
|
Current Budget Available
|
$ 1,275,300.00
|
081 5350 9350 005 SE CC
Park Soccer Fields
|
|
Less
cost of award
|
$ 59,020.80
$ 5,900.00
$ 64,920.80 $
5,842.87
$ 70,763.67
|
Cost
of Award inclusive of HST
Consultant
Contingency @ 10%
Total
Award
Internal
Management Fee (9%)
Total
Project Cost inclusive of HST
|
|
Budget Remaining after this award
|
$ 1,204,536.30
|
*
|
*The remaining
balance in account 081 5350 9350 005 in the amount of $ 1,204,536.30 will be
used for park purposes associated with this project as budgeted for in this
account including additional sub-consultant costs as required, construction and
construction contingency costs, and any additional internal administration fees.
BACKGROUND
The South East Community Park is located east of
Markham Road near the intersection of New Delhi and Karachi Drives. This park
will serve the needs of the surrounding residential community as a neighborhood
gathering space and outdoor recreational venue as well as the needs of the
future South East Community Centre that is contemplated immediately to the west
of the park. This first phase of the
park will include sports fields, a picnic area, public gathering and outdoor assembly
grounds, walkways, seating areas, park structures, planting and a parking lot.
The bid document was provided to eight (8) landscape architectural firms who
were invited to bid and who have worked with the Town on previous projects. All
eight firms are capable of providing landscape architectural services to a
project of this scope and magnitude and are qualified to bid on an RFQ in which
price is the deciding factor.
BID INFORMATION
|
Advertised
|
By
Invitation
|
|
Bids closed on
|
May 07, 2010
|
|
Number picking up the bid document
|
8
|
|
Number responding to bid
|
6
|
PRICE
SUMMARY
Supplier
|
Price inclusive of HST
|
|
Baker Turner Inc
|
$ 59,020.80
|
|
Johnson Sustronk Weinstein + Associates
|
$ 73,119.65
|
|
STLA Design
Strategies Inc.
|
$ 79,372.80
|
|
Strybos Barron King Ltd.
|
$ 82,425.60
|
|
Stantec
Consulting Ltd.
|
$ 94,636.80
|
|
Fleisher Ridout Partnership Inc.
|
$ 99,724.80
|
STAFF AWARD REPORT Page 1 of 2
|
To:
|
John Livey, Chief
Administrative Officer
|
|
Re:
|
|
|
Date:
|
May 14, 2010
|
|
Prepared by:
|
Scott Grieve, Park
Development Coordinator, Ext. 2875
|
PURPOSE
To obtain approval to award the contract for the Tree Supply and Planting of various
trees for the Trees for Tomorrow Program, as per the Council Initiative.
RECOMMENDATION
|
Recommended Supplier
|
Hawkins Contracting
Services Limited (Preferred Supplier)
|
|
Current Budget Available
|
$ 313,109.00
|
700-101-5699-8370
Supplemental Tree Planting
|
|
Less
cost of award
|
$ 280,000.00
$
7,909.00
$
287,909.00
$
25,200.00
$ 313,109.00
|
Tree Supply and Planting inclusive of HST
Contingency,
inclusive of HST
Total
Award
Internal
Administration Fee (9%)
Total
Project Cost Award, inclusive of HST
|
|
Budget Remaining after this award
|
$
0.00
|
|
Staff recommends:
THAT the tendering process be
waived in accordance with Purchasing
By-Law 2004-341, Part II, Section 7: (g) where it is to the Town’s best
interest not to solicit a competitive bid.
BACKGROUND
The “Supplemental Planting in Parks” portion of the
‘Trees for Tomorrow’ tree planting
project which is being managed by Urban Design was approved in 2008 to help
fulfill the Town’s commitment to plant 75,000 trees by 2010. This portion of the Trees for Tomorrow project
has been to the market in two (2) separate tenders since this date.
1.
TENDER 125-T-08
Staff
released tender 125-T-08 in August 2008 for the ‘Trees for Tomorrow’ tree
planting initiative and awarded the contract to the
lowest priced bidder (Rutherford Contracting Ltd) for 800 trees. The prices received under this quotation were significantly lower than anticipated likely due
to the competitiveness of the marketplace at that time and unfamiliarity on the
part of certain bidders to fully understand the full extent of work required to
plant trees in existing parks.
2. TENDER 279-T-09
Staff
released tender 279-T-09 in October 2009
with the similar scope of work and only received one (1) bid (Gateman-Milloy Inc.). The unit
prices for tree planting works escalated with an approximate increase of 65%
(per unit) over the original 2008 bid, in part because bidders likely realized
the full extent of work involved. The project
was ultimately not awarded. As part of
the process and due diligence, staff
learned that the original contractor Rutherford Contracting no longer
did “planting only” contracts and consequently did not provide a quotation for this
tender call.
The
“Supplemental Planting in Parks” Program is unique in the fact that the project
requires special effort and equipment to reach the various locations inside
existing parks, posing the various challenges:
·
All trees to be
planted to a specific layout;
·
High level of
supervision is required by the Contractor;
·
Locations are not
easily accessible;
·
As the necessary
work cannot be performed road-side, there is a high possibility of damaging
sod and/or
concrete
·
All top-soil,
water, mulch stakes, trees, fill disposal can be up to 100 meters away
·
Watering
component and Two (2) year warranty is required
135-S-10 Trees for
Tomorrow Page 2 of 2
DISCUSSION ..Continued
Staff has been to the market
two times for this project (in less than 2 years), and the 2nd
attempt provided a price increase that could not justify the award and staff
saw a decline in bidder participation.
Staff attributes these
results, to the following:
§
Costs increase as
the bidder come to comprehend the full extent of work required;
§
Once a bidder is
unsuccessful it is unlikely he will expend energy pricing work that he is not
competitive on;
§
This project
requires a large amount of supervision for a small amount of constructed value.
This means a smaller company in which the owner works along side their workers
is an effective way to manage a potentially difficult project, and;
§
Going into
existing completed parks exposes the contractor to damaging sidewalk or sod
which will have severe implications to the bottom line.
Rather than a third appeal to
the open market, staff sought out and received a quotation from Hawkins
Contracting (owned by Richard Hawkins, one of the previous owners of Rutherford
Contracting) who managed the 2008 contract under tender 125-T-08 through
Rutherford Contracting. Although,
Hawkins Contracting was unable to hold the unit prices provided in the original
contract back in 2008, the requested 7% increase from the original 2008 low bid
price, is 5 % lower than the 2nd low bid under the same tender in
2008 and 58% lower than the 2009 price submitted under tender 279-T-09.
Staff do not believe that
going to the market place a third time, would yield unit prices that are
as low (that is, similar to prices
received competitively in 2008) and with a contractor that is as qualified and
competent.
As Richard Hawkins of Hawkins
Contracting previously worked for the Town on this project, staff is confident
that Hawkins Contracting will continue to provide service that meets and/or
exceeds the Town of Markham’s requirements.
Based on the quotation received from Hawkins Contracting, the remaining
funds in the budget are anticipated to plant about 835 trees. The exact
number of trees planted will depend on which tree species are ultimately
selected since unit rates vary.
