General Committee (Finance and Administrative)
	TO:	Mayor and Members of Council
	FROM:	Alan Brown, Director of Engineering
	PREPARED BY:	Domenic Smarrelli, Supervisor, Traffic Operations Ivy Ho, Purchasing Supervisor
	DATE OF MEETING:	May 30, 2005
	SUBJECT:	Adult School Crossing Guard Program 2005 to 2008 Tender Award #077-T-05

RECOMMENDATION:

THAT the report entitled “Tender Award #077-T-05 Adult School Crossing Guard Program” be received;

AND THAT the contract for tender #077-T-05 Adult School Crossing Guard Program be awarded to the sole bidder, “Staffing Services Inc.” in the estimated annual amount of $510,195.84 per annum (based on $12.18 per 30-minute shift, 224 shifts per day, and 187 school days) for a term of 3 years totaling approximately $1,530,587.52 exclusive of GST;

AND THAT the actual annual monetary amount will be based on a per unit basis (30-minute shift);

AND THAT the project be funded through the Engineering Department’s 2005 Operating Budget Account # 640 998 5642 and subsequent operating budgets.

PURPOSE:

To award the contract for the Adult School Crossing Guard Program (Tender #077-T-05).

BACKGROUND:

The Town of Markham has been contracting the Adult School Crossing Guard Program for the past 12 years. The existing 4 year contract with “Staffing Services Inc”. will be ending June 30, 2005. To continuing this service in September 2005 and beyond, the tendering of a new contract is necessary.

Services provided by the contractor entailed all aspects of administrating the Adult School Program. This includes recruitment, payroll and day to day supervisory activities of the crossing guards. Markham staff ensure invoices are processed in a timely manner and resident concerns are responded to in an appropriate fashion.

BID INFORMATION

Advertised, place and date	Electronic Tendering Network
Bids closed on	April 27, 2005
Number picking up tender document	4
Number of bidders	1

DETAILED PRICING INFORMATION:

Contractors	Unit Price / 30 Minute Shift	# of Shifts / Day (town wide)	# Days per School Year	Estimated Annual Price	Estimated Extended Price for 3 yrs
Staffing Services	$12.18	224	187	$510,195.84	$1,530.587.52

Note 1: Estimated Annual Price is based on the fixed Unit Price per 30-minute shift

Note 2: Number of Shifts / Day is subject to change due to school closure, crossing guard addition, subtraction, etc.

Note 3: Prices are exclusive of GST

FINANCIAL CONSIDERATIONS

The contract award to “Staffing Services Inc”., in the estimated annual amount of $510,195.84 is for a term of 3 years. This is an annual increase in the amount of $479.84 compared to the annualized cost of $509,716.00 for the current contract.

Funds for the 2005 Crossing Guard program are provided through the Engineering Department’s 2005 Operating Budget (Account # 640 998 5642, School Crossing Guards) in the amount of $529,200.00. The current balance of $337,045.00, is sufficient to fund the Adult School Crossing Guard Program for the remainder of 2005 including an allowance for 4 additional guards.

Funding for subsequent years will be through the Operating Budget process.

Alan Brown, C.E.T. Director of Engineering

Jim Baird, M.C.I.P., R.P.P. Commissioner of Development Services

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