REPORT TO GENERAL COMMITTEE
SUBJECT:
Staff Awarded Contract from February 1 to
PREPARED BY:
Ivy Ho,
RECOMMENDATION:
THAT the report entitled “Staff Awarded Contracts for the period from February 1, to
RECOMMENDED
BY:
________________________
________________________
Barb Cribbett, Andy Taylor, Commissioner of
Treasurer
Corporate Services
EXECUTIVE SUMMARY:
Council at its meeting of
To
inform Council of contracts awarded by staff for the period from February 1 to
March 31, 2006 as per
Qty. |
Award Details |
Description |
4 |
Preferred Supplier |
·
031-S-06
Advertising Services, ·
183-S-05
Consulting Engineering Services for Watermain Replacement on
·
214-S-05 Sun
Life Insurance ·
037-S-06 Smart Commute
404-7 Program for 2006 |
4 |
Lowest priced bidder |
·
005-T-06 Summer Busing Service for
2006 ·
013-T-06 Short Term Rental of Vehicles for
2006 ·
·
007-Q-06 Sign By-Law |
14 |
Contract Extensions |
·
See Table
“B” |
22 |
Total |
ATTACHMENT: Copies of the award reports as listed in Table “A” and list of Contract Extensions as listed in Table “B”
STAFF
AWARD REPORT
Page 1 of 2
To: |
John Livey,
Chief Administrative Officer |
Re: |
Contract
#031-S-06, Advertising Services, |
Date: |
|
Prepared
by: |
Janet
Carnegie, Director of Ivy Ho,
|
Recommended
Supplier |
| |||
Account
# |
Original
Budget |
Current
Budget Available (unspent) |
Less Cost
of this Award for 2006 |
Budget
Remaining after this award for 2006 |
250 998 5807 CCOMM
Community Relations |
$115,189.00 |
$105,188.98 |
$105,188.98 |
$
0 |
Various
Corporate-wide Advertising accounts |
$159,811.00 |
$159,811.00 |
$159,811.00 |
$
0 |
2006 Estimated
Total |
$275,000.00 |
$264,999.98 |
$264,999.98 |
If balance remains, will
be retained in department
budgets |
Staff recommends:
THAT the tendering process be waived in accordance with
PURPOSE
The purpose of this report is to obtain approval to
award the 2006 contract to Markham Economist and Sun, owned by York Region
Newspaper Group, to publish various Town
advertisements and notices for the
BACKGROUND:
Markham
Economist and Sun and The Thornhill Liberal are the sole print vehicles
providing local advertising to the
#031-S-06, Advertising
Services,
It should be
noted that Markham Economist and Sun and The Thornhill Liberal are owned by
YRNG, which owns other community newspapers such as: the Thornhill/Richmond Hill Liberal and
the Aurora/Newmarket Banner. The
Funding for operating departments’ advertising resides in those departments’
annual operating budgets.
The 2005 and
2006 rates are shown on the following page. The rates negotiated for 2006 will
come into effect in approximately July 2006 when circulation is expected to
increase in the
OPTIONS/DISCUSSIONS
The Markham
Economist and Sun and the Thornhill Liberal are the only weekly print
advertising vehicles for local community notices and the promotion of meetings,
events and programs. Staff has negotiated the advertising rates as
follows:
Town of
|
2005 |
2006* |
Markham/Thornhill
circulation Town Page |
1.30 |
1.34 |
|
1.28 |
1.32 |
Liberal – Full
Distribution |
1.30 |
1.34 |
Era/Banner – Full
Distribution |
1.30 |
1.34 |
*NOTE:
All advertisers
with the York Region Newspaper Group, other than the Town of
FINANCIAL
CONSIDERATIONS
Funds for the weekly Town Page, published
in the Markham Economist and Sun and the Thornhill Liberal are provided in
STAFF AWARD REPORT
Page 1 of 1
To: |
John Livey,
Chief Administrative Officer |
Re: |
183-S-05
Contract Administration Services for
Watermain Replacement on |
Date: |
|
Prepared
by: |
Thomas Yeung, Project
Manager Ivy Ho,
|
Recommended
Supplier |
Chisholm,
Fleming and Associates (Preferred
Supplier) | |
Original
Budget and Account # |
$1,463,000 |
Account # 053 6150 7248
005 Watermain Construction & Replacement Program 2006 Capital
Budget |
Current
Budget Available (unspent) |
$1,463,000 |
|
Less Cost of this
Award |
$ 91,200 $ 10,000 $ 101,200 |
Inclusive of
disbursements and exclusive of GST Contingency to be governed by the Expenditure
Control Policy |
Budget
Remaining after this award |
$1,361,800 |
The remaining balance
will be for the construction |
Staff recommends:
THAT the tendering process be waived in
accordance with
a. Revise and modify the
design for Phase 2 for Ministry of Environment Certificate of Approval
application submission and construction tendering.
b. Revise contract
documents and drawings, including the revised schedule of items for tendering
for Phase 2.
c. Provide contract
administration services for the construction work of Phase 2 in Year 2006
and
Year 2007.
d. Provide contract
administration services for resurfacing of pavement on
In April 2004,
the Chief Administrative Officer approved the award of RFP 018-R-04 which
required consulting
engineering services for the design and contract administration for the
watermain replacement on
The detailed design of this
project was completed in June 2004 by CFA.
The construction tender, 109-T-04, for this work was issued and closed in July
2004. However the lowest bid price
exceeded the Town’s 2004 construction budget. Consequently, tender 109-T-04 was
cancelled. In order to meet the
budget constraint and proceed with the project, CFA was requested to revise and
divide the original project into two phases. Phase 1 (tender 155-T-04), including the additional
scope of work was completed in
2004.
It is staff’s
intent to proceed with Phase 2 of the watermain replacement on
STAFF AWARD REPORT Page
1 of 1
To: |
John Livey,
Chief Administrative Officer |
Re: |
214-S-05
Renewal of Life Insurance contract with Sun Life Assurance Company for
|
Date: |
|
Prepared
by: |
Sharon
Laing, Director of Ivy Ho,
|
Recommended
Supplier |
Sun Life
Assurance Company (Preferred
Supplier) | |
Estimated 2006
Cost |
$260,000 |
|
Staff recommends:
THAT the tendering process be waived in accordance with
PURPOSE
The purpose of this report is to extend the current
contract with Sun Life Assurance Company (Sun Life) to provide Group Life
Insurance coverage to Town employees for 2006 under the Regional Municipality of
York Umbrella Plan.
BACKGROUND:
On
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 employee and their dependents for additional
coverage as required by the employees.
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 due to the following
reasons:
1.
The
Town continues to enjoy competitive premium through economy of scale
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. Staff is confident that Sun Life will
continue to do so in 2006.
3.
Buffett Taylor
is able to negotiate with Sun Life to maintain the same premium rate at $0.166
per $1,000 of coverage for 2006 even though the demographic of the Town’s
insured population is one year older comparing to last
year.
FINANCIAL
CONSIDERATIONS
The 2006 premium, effective
Funds for basic life insurance
are provided from various 2006 Townwide Employee Benefit accounts in the amount
of $238,804. Funds for optional
life insurance in the estimated 2006 amount of $21,196 exclusive of GST will be
recovered from employees as required.
STAFF AWARD REPORT
Page 1 of 1
To: |
John Livey,
Chief Administrative Officer |
Re: |
Contract
#037-S-06, Smart Commute 404-7 Program for
2006 |
Date: |
|
Prepared
by: |
Arup
Mukherjee, Manager of Transportation/Engineering Ivy Ho,
|
Recommended
Supplier |
Smart
Commute 404-7 ( | |||
Account
# |
Original
Budget |
Current
Budget Available (unspent) |
Less Cost
of this Award for 2006 |
Budget
Remaining after this award for 2006 |
83 5350 6141 005 Travel
Demand Mgt |
$231,600 |
$ 35,744 |
$ 2,200 |
$33,544 |
83 5350 6142-005 Urban
Showcase |
$ 72,800 |
$ 72,800 |
$
72,800 |
$
0 |
Total |
$304,400 |
$108,544 |
$
75,000 |
Remaining balance will be
applied to other project
requirements |
Staff recommends:
THAT the tendering process be waived in accordance with
PURPOSE
The purpose of this report is to award the 2006 contract
to Smart Commute 404-7 which is managed by Markham Board of Trade. The contract is to provide
transportation demand management services to the Town of
To ensure value for the contract, the Board of Trade
invoices the Town on a monthly basis with update reports. In addition there is both staff and
Council representation at the steering committee meetings.
STAFF AWARD REPORT
Page 1 of 1
To: |
John Livey,
Chief Administrative Officer |
Re: |
005-T-06 Summer
|
Date: |
|
Prepared
by: |
Lori Wells
, Program Manager Ivy Ho,
|
Recommended
Supplier |
Laidlaw
Education Services (Lowest Priced Bidder) | |
Original
Budget and Account # |
$ 10,665.00 $ 13,504.00 $
1,722.00 $
1,705.00 $
8,872.00 $
125.00 $
7,495.00 $ 13,930.00 $ 46,095.00 $
3,432.00 $
3,744.00 $
1,728.00 $113,017.00 |
5011225505 Thornhill Bus
Rental 5021225505 Milliken Bus
Rental 5021235505 Milliken Bus
Rental 5022225505 Unionville Bus
Rental 5022235505 Unionville Bus
Rental 5029325505 Unionville Bus
Rental 5041225505 Angus Glen Bus
Rental 5031225505 5039325505 5032235505 5024225505 Armadale Bus
Rental 5023235505 Rouge Bus Rental |
Current
Budget Available (unspent) |
$113,017.00 |
|
Less Cost of this
Award |
$121,043.04 |
Exclusive
of GST |
Budget
Remaining after this award |
($8,026.04) |
The
shortfall will be offset by other favourable variance within Community
& Fire Service Commission
accounts |
The tender is for Summer Camp
Busing Services for 2006.
Advertised,
place and date |
Electronic
Tendering Network |
Bids closed
on |
|
Number
notified of the bid by fax |
13 |
Number
picking up bid documents |
2 |
Number
responding to bid |
1 |
Staff negotiated a price reduction from the original bid
price of $122,672.79 to $121,043.04 reflecting a savings of $1,629.75. The negotiation complied with the
STAFF AWARD REPORT
Page 1 of 2
To: |
John Livey,
Chief Administrative Officer |
Re: Tender
Award |
013-T-06 Short Term Rental of
Vehicles for 2006 |
Date: |
|
Prepared
by: |
Laurie
Canning, Manager, Fleet and Supplies Alex Moore, Senior Buyer
|
Recommended Suppliers |
$167,672.16 Sommerville (Lowest Priced Bidder
for 22 one ton crew cabs) $ 94,546.00 Budget (Lowest Priced Bidder for
25 half ton regular cabs and 1 full size cargo van) $262,218.16 Inclusive of PST & exclusive
of GST | |||
Account # |
Original Budget |
Current Budget Available
(Unspent) |
Less Cost of this
Award |
Budget Remaining after this
award |
750 752
5500 Fleet
Vehicle Rent/Lease |
$
190,101.00 |
$
190,101.00 |
$
190,101.00 |
N/A |
062 5350
7220 005 3-Stream
Implementation Phase 3 of 3 (Waste Capital) |
$
92,000.00 |
$
92,000.00 |
$
7,305.98 |
$84,694.02 to be applied
to Three Stream Implementation Phase 3 |
700 507
5501 Roads Hired
Equipment |
$
20,500.00 |
$
20,500.00 |
$
3,653.26 |
$ 16,846.74 to be applied
to other Roads Hired Equipment as required |
050 6150 7193
005 Asphalt
Resurfacing |
$4,139,481.00 |
$
4,139,481.00 |
$
61,157.92 |
$4,078,323.08 to be
applied to Asphalt Resurfacing Projects |
TOTAL |
|
|
$
262,218.16 See Table A for Award
Details |
|
The tender was issued for short
term rental of vehicles for Parks, Roads, and Waste departments for
2006.
BID INFORMATION
Advertised,
place and date |
ETN on
|
Bids closed
on |
|
Number
picking up bid documents |
8 |
Number
responding to bid |
7 |
013-T-06 Short Term Rental of
Vehicles for 2006
Page 2
_________________________________________________________________________________________
DETAILED PRICING
INFORMATION:
Bidders Units Prices
(Monthly)
Vehicle Type |
Qty |
|
Sommerville |
Budget |
Murdoch |
Bennett Fleet |
|
Discount |
|
9900 lbs GVW Crew Cab Pickups (April 1- Nov
30) |
20 |
7 |
$1,132.92 |
No Bid |
$1,501.00 |
No Bid |
No Bid |
No Bid |
|
9900 lbs GVW Crew Cab Pickups (May 1- Aug
31) |
2 |
4 |
$1,132.92 |
No Bid |
$1,555.20 |
No Bid |
No Bid |
No Bid |
|
1/2 ton Regular Cab Pickups
(May 1 - Aug 31) |
25 |
4 |
$1,132.92 |
$913.25 |
$1,009.80 |
$1,350.00 |
$1,306.80 |
$1,078.92 |
|
1/2 ton Full Size Cargo Van
(May 1 - Aug 31) |
1 |
4 |
$895.32 |
$805.25 |
$1,047.60 |
$1,134.00 |
$972.00 |
$970.92 |
|
Prices
are inclusive of PST and exclusive of GST, Award items are indicated in bold.
One
bidder (Project Truck) was disqualified as they did not meet required
specification of bid document (They quoted 2002 & 2004 year model rentals
instead of current year model as specified). Additionally, reference checks and
past experience with the Town warranted exclusion on this tender.
STAFF AWARD REPORT
Page 1 of 1
To: |
John Livey,
Chief Administrative Officer |
Re: |
|
Date: |
|
Prepared
by: |
Thomas Yeung, Project
Manager Ivy Ho,
|
Recommended
Supplier |
Esposito
Bros. Construction Ltd. (Lowest Priced Bidder) | |
Original
Budget and Account # |
$1,783,500.00 |
Account #
050 6150 7194 005 Rain Storm Damage |
Current
Budget Available (unspent) |
$1,774,440.02 |
|
Less Cost of this
Award |
$
148,390.88 $
15,000.00 $ 163,390.88
|
Exclusive of
GST Contingency to be governed by the Expenditure
Control Policy |
Budget
Remaining after this award |
$1,611,049.14 |
The
remaining balance will be applied to other rain storm damage
projects |
This project involves the
replacement of the existing 2.1m by 3.7m corrugated steel pipe culvert with
similar size concrete box culvert and outlet structure at the existing storm
sewer outfall. It is anticipated that the project be completed prior to
the end of June 2006.
Advertised |
Electronic
Tendering Network |
Bids closed
on |
|
Number
picking up bid documents |
21 |
Number
responding to bid |
9 |
DETAILED PRICING INFORMATION
Company |
Prices |
Esposito Bros.
Construction Ltd. |
$148,390.88 |
Dagmar Construction
Inc. |
$155,843.34 |
Safire Infrastructure
Inc. |
$168,000.00 |
NEI Construction
Corp. |
$175,240.00 |
Comer Group
Ltd. |
$181,175.00 |
Soncin Construction
Corporation |
$247,136.50 |
Hollingworth Const.
Co. |
$255,770.00 |
G.C. Romano Sons
( |
$267,800.00 |
Bridgecon Construction
Ltd. |
$269,936.45 |
Note: Prices are exclusive of GST
STAFF
AWARD REPORT
Page 1 of 1
To: |
Jim Baird,
Commissioner of Development Services |
Re: |
Contract
#007-Q-06, Consulting Services for Sign By-Law,
|
Date: |
|
Prepared
by: |
David
Clark, Town Architect Ivy Ho,
|
Recommended
Supplier |
Martin Rendl Associates (Lowest
Priced Bidder) | |
Original
Budget and Account # |
$60,000 |
Account # 080 5399 7054 005
|
Current
Budget Available (unspent) |
$60,000 |
|
Less Cost of this
Award |
$57,694 |
Inclusive
of disbursements and exclusive of GST |
Budget
Remaining after this award |
$ 2,306 |
Upon
payment of all invoices, the account will be closed
|
PURPOSE
The purpose of this report is to obtain approval to
award RFP 007-Q-06 Consulting Services for Sign By-Law for Markham Centre to
Marti Rendl Associates.
BACKGROUND:
Markham Centre has now moved from the planning stages
into the construction stages. The
build out of Markham Centre with its mixed-use downtown brings to bear sign
matters which are either not presently contemplated or not permitted in the
existing By-Law. Based on these
issues, using By-Law 2002-94 as a template, a new Sign By-Law for Markham Centre
needs to be crafted.
Advertised |
N/A |
Bids closed
on |
|
Number
notified of the bid by fax |
6 |
Number
picking up bid documents |
2 |
Number
responding to bid |
1 |
Table “B” – Contract Extensions as Authorized
per Original Award
|
PROJECT
# |
DESCRIPTION |
SUPPLIER |
ORIGINAL AWARD
TERM |
EXTENDED
TERM |
EXTENDED
AMOUNT |
% PRICE
INCREASE |
1 |
040-S-05 |
Townwide, mailing of tax
bills |
|
Jan 1 - Dec
31/05 |
1 year |
$84,112.15 |
0% |
2 |
152-Q-04 |
Townwide, Printing &
Mailing of Municipal Tax Bills |
Mediamix
Marketing Group
Inc |
Jan 1 - Dec
31/05 |
1 year |
$46,000.00 |
0% |
3 |
006-R-02 |
Corporate-wide, Banking
Services |
TD Canada
Trust |
Jul/02 -
Jun/05 |
2
years |
N/A |
0% |
4 |
111-R-01 |
Employee Assistance
Program - Debriefing/ Return to Work Therapy
Sessions |
Family
Serv. Employee Assistance Prog. |
Jan 1/02 -Dec
31/05 |
1 year |
$28,501.00 |
0% |
5 |
226-S-05 |
Human Resources, Legal
services |
Hicks
Morley Hamilton Stewart Storie |
Jan/99 - Dec
31/05 |
3
years |
$253,906.79 |
0% |
6 |
069-S-05 |
Townwide, 3rd Party
Insurance Claims |
Frank Cowan
Co. Ltd. |
Jan/05 - Dec
31/05 |
1 year |
$180,202.00 |
45%* |
7 |
035-T-04 |
Townwide, Street Sweeping
Operations |
D. Crupi
& Sons |
Apr/04 - Dec
31/05 |
1 year |
$102,972.00 |
0% |
8 |
145-Q-04 |
Town-wide sportsfields,
supply & delivery of top dressing material |
|
Jan/05 - Dec
31/05 |
1 year |
$43,050.00 |
0% |
9 |
026-Q-05 |
Townwide, Material
Testing |
DBA
Engineering Ltd. |
Jan/05 - Dec
31/05 |
1 year |
$39,010.00 |
0% |
10 |
072-Q-05 |
|
UCP
|
May 1/05-Apr
30/06 |
3
years |
$37,511.28 |
0% |
11 |
144-R-02 |
Recreation, Soft
drink/hall rental supplies |
Pepsi
Bottling Group |
Jan/03 - Dec
31/05 |
2
years |
$62,727.00 Commission rate payable to
Town: as originally
awarded |
0% |
12 |
232-S-05 |
Seniors Centre
|
Cedarcrest
Manor |
Jan 1/01 - Dec
31/05 |
5
years |
$307,930.00 |
CPI |
13 |
169-S-05 |
Townwide, Caretaking
Supplies |
Swish
Maintenance Ltd. |
Jul/00 - Dec
31/05 |
1 year |
$264,000.00 |
0% |
14 |
176-Q-03 |
Townwide, Entrance
Mats |
G&K
Services |
Dec 1/03 - Nov
30/05 |
2
years |
$37,706.24 |
0% |
Note: Prices are exclusive of
taxes
* Pending outcome of 2006 insurance
program review