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Report to General
Committee
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TO:
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Mayor and Members of Council
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FROM:
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Andy Taylor, Commissioner of Corporate Services
Barb Cribbett, Treasurer
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PREPARED BY:
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Ivy Ho, Purchasing Supervisor
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DATE OF MEETING:
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October 17, 2005
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SUBJECT:
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Staff Awarded Contracts for the
period from
September 1 to 30, 2005
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RECOMMENDATION:
THAT the report entitled “Staff Awarded Contracts for the period from September 1 to 30, 2005 be received.
PURPOSE:
To inform Council
of contracts awarded by staff for the period from September 1 to 30, 2005 as per Purchasing By-Law 2004-341.
EXECUTIVE
SUMMARY:
Council at its
meeting of November 30, 2004 approved By-Law
2004-341, A By-Law Establishing Procurement, Service and Disposal
Regulations and Policies. The By-Law
delegates authority to staff to award contracts up to a value of $350,000.00. It also stipulates that a monthly information
report be submitted by the Treasurer to the General Committee for all contracts
awarded by staff from $50,000.00 to $350,000.00.
BACKGROUND:
During the period from September 1 to 30, 2005, the following contract was awarded as listed in
Table A.
Table
“A”
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Qty.
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Award Details
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Description
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1
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Second lowest priced and
highest ranked bidder
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ATTACHMENTS:
A copy of the award report as listed in Table
“A”.
CONCLUSION:
The bid was issued in compliance with the Purchasing By-Law 2004-341. Prior to awarding the contract, Purchasing reviewed the bid documents and verified that
all terms, conditions and specifications complied with the Town’s
requirements.
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Barb Cribbett, Treasurer
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Andy Taylor, Commissioner, Corporate Services
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Q:\Finance
and Administration\Finance\Purchasing\2005 File Management\Reports to Standing
Committee\#7 Staff Award September 2005.doc
STAFF
AWARD REPORT Page 1 of 2
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To:
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Jim Baird,
Commissioner of Planning Services
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Re:
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Date:
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September 12, 2005
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Prepared by:
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Phoebe Fu, Senior
Transportation Engineer
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RECOMMENDATION
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Recommended Supplier
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Marshall Macklin Monaghan. (second lowest
priced and highest ranked bidder)
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Account #
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Original Budget
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Current Budget Available (Unspent)
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Less Cost of this Award
(inclusive of disbursements, exclusive of
GST)
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Budget Remaining after this award
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83 5399
6136 005 Bike Impl Study
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$48,500
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$48,500
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$19,876
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$28,624
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83 5350
5225 005 Town Wide Bicycle Path
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$50,000
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$50,000
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$50,000
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$ 0
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TOTAL
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$98,500
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$98,500
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$69,876
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$28,624
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BACKGROUND
Based on the
framework of the Markham Transportation Planning Study (MTPS) – 2002, staff
have been directed by Council to prepare a detailed implementation plan to
build on the work of the 1998 Town-Wide
Bicycle System Study completed by Entra Consultants and Victor Ford &
Associates. A two-phase approach was undertaken to balance the need to:
·
Determine
components of the plan that could be implemented in the short-term (Phase I)
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Develop a more
comprehensive long-term strategy (Phase II)
The first
phase (Bikeway Implementation Strategy Phase I: Spine Network, Draft October
2003, Marshall Macklin Monaghan Ltd.) has been completed and staff are now
proceeding with Phase II of the implementation plan including development of a
detailed Town-wide plan.
The Phase II
Town of Markham Bikeway Implementation Strategy is expected to include the
development of a set of routes and lanes, which will build on the spine network
established in Phase I and serve to update the Town-Wide Bicycle System Study
completed in 1998. The Phase II work
will also cost and prioritize the implementation such that appropriate funds
can be budgeted annually in the 10-year capital improvements program taking
into account the updated development charges program. Such an approach will clearly establish the
Town’s commitment to developing a balanced transportation system, which
establishes a road network and transportation system that supports cycling, in addition
to walking, public transit and automobile use.
Such work would see co-ordination between Town departments, with public
input via the Cycling and Pedestrian Advisory Committee (CPAC). Accordingly, the interests of both cyclists
and pedestrians can be protected and on-road and off-road facilities can be
developed.
BID
INFORMATION
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Advertised
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By invitation
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Bids closed on
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August 26, 2005
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Number picking up bid
documents
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4
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Number responding to
bid
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3
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Consultants
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Price (inclusive of disbursements, exclusive of GST)
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iTrans Consulting Inc. (iTRANS)
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$59,900.00
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Marshall
Macklin Monaghan (MMM)
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$69,876.00
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Totten Sims Hubicki Associates (Totten Sims)
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$90,946.00
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EVALUATION RESULTS:
The RFP was evaluated by a team consisting of staff from the
Transportation/Engineering Department
with Purchasing staff acting as the facilitator. The proposals were evaluated based on the
pre-established evaluation criteria as listed in the RFP with results listed in
Table A.
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Evaluation Criteria
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Weight
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iTRANS
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MMM
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Totten Sims
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1
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Past experience of consulting firm
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20
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16.80
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18.85
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14.80
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2
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Qualifications of lead Consultant and Project Team
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20
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12.62
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14.12
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11.30
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3
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Project Delivery
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30
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19.50
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21.75
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13.75
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70
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48.92
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54.72
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39.85
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4
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30
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30.00
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25.72
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19.76
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100
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78.92
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80.44
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59.61
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MMM submitted a solid proposal that outlined how the project will be
carried out. The firm ranked higher in
all technical areas based on the detail criteria of the evaluation. MMM
completed Phase I of this project for the Town with satisfactory results. Staff is confident that MMM will continue to
so for Phase II.
