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General
Committee (Finance and Administrative)
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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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May 16, 2005
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SUBJECT:
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Staff Awarded Contracts for the
period from
April 1 to 30, 2005
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RECOMMENDATION:
THAT the report entitled “Staff
Awarded Contracts for the period from April 1 to 30, 2005 be received.
PURPOSE:
To inform Council of contracts awarded by staff for the
period from April 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 April 1 to 30,
2005, the following contracts were
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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Lowest priced bidder
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· 070-Q-05
Consulting Engineering Services for John St. Bridge Replacement
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1
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Lowest priced bidders and
2nd lowest priced bidder
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· 056-T-05 Supply
and Delivery of Various Mowers and Landscape Trailers
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1
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Highest ranked and 5th
lowest priced proponent
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· 208-R-04
Environmental Management Plan
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1
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Highest ranked and 6th lowest priced proponent
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·
028-R-05
Landscape
Architectural Services for Wismer Community Park
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ATTACHMENTS:
Copies
of the award report as listed in Table “A”.
CONCLUSION:
The bids were issued
in compliance with the Purchasing By-Law 2004-341.
Prior to awarding the contracts, Purchasing reviewed the bid documents and verified that
all terms, conditions and specifications to ensure compliance 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\#4 Staff Awards April 2005.doc
STAFF AWARD REPORT Page 1 of 1
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To:
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Jim Sales,
Commissioner of Community and Fire Services
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Re: RFP Award
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Date:
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March 30, 2005
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Prepared by:
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Thomas Yeung, Project
Engineer
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RECOMMENDATION
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Recommended Consultant
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Totten Sims Hubicki
Associates (TSH) (lowest priced)
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Original Budget and Account #
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$1,300,000.00
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Account
# & Description
58 6150
6581 005 Bridges and Culvert Improvement Program
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Current Budget Available (unspent)
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$1,287,836.10
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Less Cost of this Award
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$ 61,000.00
$ 14,000.00 $ 75,000.00
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·
Inclusive
of disbursements, exclusive of GST to be completed in June 2006
·
Contingency
to be governed by the Expenditure Control Policy
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Budget Remaining after this
award
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$1,212,836.10
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The remaining balance will be applied to other Bridges and Culvert
Improvement Program
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BACKGROUND
The RFP is to provide consulting services
for the existing John Street Bridge over Don River, approximately 0.45km west of Bayview Avenue to be removed and replaced with a new bridge or
equivalent structure.
BID INFORMATION
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Advertised
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ETN
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Bids closed on
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March 23, 2005
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Number picking up bid
documents
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5
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Number responding to
bid
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4
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Consultants
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Prices
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Totten Sims Hubicki
Associates (TSH)
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$61,000.00
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G.D. Jewell
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$69,850.00
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Chisholm, Fleming
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$80,798.00
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Earth Tech
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$85,792.00
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Staff have worked with TSH before and are confident that they will
continue to provide the services required.
STAFF AWARD REPORT Page 1 of 2
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To:
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John Livey, Chief
Administrative Officer
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Re: Tender Award
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Date:
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March 24, 2005
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Prepared by:
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Paul Ingham, General
Manager, Operations
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RECOMMENDATION
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Recommended Suppliers
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$
98,031.60 -B.E. Larkin
(lowest priced bidder for ONE Item 1 @ $14,115
and second lowest
priced bidder for SIX Item 2 @ $13,986 each)
$ 21,141.00 - J & J
Trailers (lowest priced bidder for THREE Item 3 @ $7,047 each)
$119,172.60 - Inclusive of PST and exclusive of GST
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Account
# & Description
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Original Budget
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Current Budget Available (Unspent)
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Less Cost of this Award
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Budget Remaining after this award
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057-5350-6174-005
New Fleet Parks
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$15,000
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$15,000
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$
14,115.60 ONE Item 1
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$
884.40
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059-5350-6706-005
Blvd. Grass Cutting
Equip.
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$76,000
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$76,000
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$
55,944.00 FOUR Item 2
$
14,094.00 TWO Item 3
$
70,038.00
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$5,962.00
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057-5350-6732-005
New Fleet Parks
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$15,000
$
8,000
$23,000
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$15,000
$
8,000
$23,000
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$
13,986.00 ONE Item 2
$
7,047.00 ONE Item 3
$
21,033.00
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$1,967.00
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057-6150-6731-005,
Unit 4219
Fleet Replace Prog
05
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$15,000
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$15,000
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$
13,986.00 ONE Item 2
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$1,014.00
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TOTAL
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$129,000
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$129,000
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$119,172.60
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$9,827.40
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It is
recommended that the Zero Turn Mowers be standardized to the “Kubota” brand
supplied by B. E. Larkin. Staff will
waive the tendering process and negotiate with B. E. Larkin, for future
purchases in the next FIVE (5) years
The remaining
balance of $9,827.40 will be applied to the purchase of other new equipment as
approved.
Unit # 4219
will be sold upon delivery of the new unit in accordance with Purchasing By-law
2004-341, PART V Disposal of Personal Property.
Proceeds will be posted to account 890 890 9305 Proceeds from Sale of other Fixed
Assets. The other nine (9) units will be
additional units added to the current fleet inventory.
BID
INFORMATION
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Advertised
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Electronic Tendering Network
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Bids closed on
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March 16, 2005
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Number picking up bid documents
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5
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Number responding to bid
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5
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BACKGROUND
The tender was
issued for the supply and delivery of various mowers and landscape trailers for
Parks Maintenance Department for 2005.
Item 2 of this tender was for the Supply and Delivery of SIX (6) Diesel
Zero Turn Mowers.
The submission from the lowest priced bidder, G.C. Duke for these
Six (6) Zero Turn Rotary Mowers (Item 2) was of the “Encore” brand. These units did not meet the minimum specifications in
the following areas:
·
The
electric deck lift and electric power take off (pto) are not hydraulic as
specified. In addition, the electric pto
clutch is not hydraulic as specified
·
The
twin hydraulic drive pumps with wheel motors did not meet specifications
·
Cast
aluminum non-greaseable blade spindles are not ‘greaseable’ blade spindles as
specified.
The
Town issued a similar tender in May 2003 for the Supply and Delivery of
FOURTEEN (14) Zero Turn Mowers. That
tender was awarded to B E Larkin for the “Kubota” brand model. Other bids, including G. C. Duke’s for
“Encore” models, did not have diesel engines and did not meet other minimum
specifications.
It
has been determined from bid results that the Kubota model is the only diesel
Zero Rotary Turn Mowers that meet the Town requirements.
It
is therefore recommended that the Zero Turn Mowers be standardized to the
“Kubota” brand supplied by B. E. Larkin and that staff waive the tendering
process and negotiate with B. E. Larkin, for future purchases in the next FIVE
(5) years.
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Hutchinson Farm
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Walker Equipment
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J
& J Trailers
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G.C.
Duke
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B.E.
Larkin
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Items
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Description
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Qty.
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Option 1
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Option 2
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1
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2005 UTILITY VEHICLE 4x4 DRIVE
HYDROSTATIC TRANSMISSION DIESEL POWERED
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1
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$14,461.20
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No Bid
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No Bid
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No Bid
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No Bid
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$14,115.60
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2
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2005 SIX (6) 60" ZERO TURN ROTARY
MOWERS, DIESEL ENGINE
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6
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$90,493.20
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$91,834.56
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$90,188.64
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No Bid
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$81,226.80
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$83,916.00
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3
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2005 TANDEM AXLE LANDSCAPE TRAILERS WITH
SIDE AND REAR LOADING RAMPS
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3
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No Bid
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No Bid
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No Bid
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$21,141.00
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No Bid
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No Bid
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Grand Total
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$104,954.40
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$91,834.56
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$90,188.64
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$21,141.00
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$81,226.80
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$98,031.60
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ENVIRONMENTAL CONSIDERATIONS
New units will have diesel engines capable
of operating on a blend of bio-diesel fuel.
STAFF
AWARD REPORT Page 1
of 2
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To:
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Jim Sales,
Commissioner, Community and Fire Services
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Re: RFP Award
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Date:
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April 15, 2005
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Prepared by:
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Mavis Urquhart,
Manager of Environmental Leadership
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RECOMMENDATION
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Recommended Supplier
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CH2MHILL (highest
ranked and 5th lowest priced proponent)
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Original Budget and Account #
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$100,000
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Account
# & Description
77 5399 6245 005
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Current Budget Available (unspent)
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$99,187.50
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Less Cost of this Award
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$74,345.00
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Inclusive of
disbursements and exclusive of GST
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Budget Remaining after this
award
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$24,842.50
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Upon payment of all invoices, the account will be closed and the
balance of the funds will be returned to its original funding source.
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BACKGROUND
The intent of the RFP is to develop an organizational framework which
establishes an overall environmental corporate direction; provides a suitable
corporate context for responding to the changing regulatory environment; and,
encourages the reduction environmental impacts. At the same time, the EMP will support new
practises, partnerships and initiatives, to advance and encourage environmental
leadership.
In addition to this strategic guidance, the EMP will also include an
“auditable” system for tracking, managing and improving environmental
performance within the organization’s existing management system.
BID
INFORMATION
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Advertised
|
·
Electronic
Tendering Network (ETN)
·
Ontario Society for Environmental Management (OSEM)
·
Ontario Environmental Industry Association (ONEIA)
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Bids closed on
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January 21, 2005
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Number picking up bid
documents
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30
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Number responding to
bid
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8
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EVALUATION RESULTS:
The RFP was evaluated by a team consisting of staff from the Operations
and Asset Management Department and Strategic Services Department with Purchasing staff acting as the facilitator.
Staff from Planning Department and Strategic Initiatives Department, Deputy
Mayor Frank Scarpitti and Counsellor Erin Shapero were present at various
meetings as observers.
The proposals were evaluated in two stages based on the pre-established
evaluation criteria as listed in the RFP.
Stage 1 was evaluated based on the written proposals submitted. The four highest ranked proponents were
shortlisted for Stage 2 interviews with results as listed in Table A.
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Evaluation Criteria
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Weight
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Land Use
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DPRA
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Urban & Enviro
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CH2MHILL
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Earth Tech
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Golder
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BRI
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Six Sigma
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1
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Relevant Experience on similar studies in similar
organizations
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10.00
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6.00
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7.00
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7.00
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8.00
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7.00
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6.00
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6.00
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2.50
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2
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Qualifications, relevant experience and
availability of lead consultant and team members
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10.00
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6.70
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7.50
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6.00
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6.30
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5.50
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5.00
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5.50
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4.40
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3
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Understanding of the Study Requirements,
Methodology and Schedule
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13.50
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7.80
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9.10
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8.85
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9.10
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8.60
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8.10
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8.10
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6.30
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4
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Proposal Quality
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1.50
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0.80
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1.20
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1.20
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1.00
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0.60
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0.80
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0.60
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0.70
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Stage ONE Technical Evaluation.
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35.00
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21.30
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24.80
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23.05
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24.40
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21.70
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19.90
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20.20
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13.90
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|
5
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Price,
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30.00
|
30.00
|
22.14
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23.80
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22.35
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23.89
|
22.82
|
21.99
|
18.66
|
|
|
STAGE ONE TOTAL
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65.00
|
51.30
|
46.94
|
46.85
|
46.75
|
45.59
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42.72
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42.19
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32.56
|
|
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RANK
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|
1
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2
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3
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4
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5
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6
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7
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8
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Stage
2
|
|
|
|
|
|
|
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1
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Relevant Experience on similar studies in similar
organizations
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10.00
|
2.88
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9.25
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5.43
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9.63
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N/A
|
N/A
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N/A
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N/A
|
|
2
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Qualifications, relevant experience and
availability of lead consultant and team members
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10.00
|
4.10
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6.07
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4.82
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7.25
|
N/A
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N/A
|
N/A
|
N/A
|
|
3
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Understanding of the Study Requirements,
Methodology and Schedule
|
15.00
|
3.63
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13.69
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8.75
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14.26
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N/A
|
N/A
|
N/A
|
N/A
|
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STAGE TWO TOTAL
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35.00
|
10.61
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29.01
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19.00
|
31.14
|
N/A
|
N/A
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N/A
|
N/A
|
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GRAND TOTAL
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100.00
|
61.91
|
75.95
|
65.85
|
77.89
|
N/A
|
N/A
|
N/A
|
N/A
|
|
|
RANK
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|
4
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2
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3
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1
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|
|
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STAFF AWARD REPORT Page 1 of 2
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To:
|
John Livey, Chief
Administrative Officer
|
|
Re: RFP Award
|
|
|
Date:
|
|
|
Prepared by:
|
|
RECOMMENDATION
|
Recommended Consultant
|
Envision – The Hough Group (lowest priced
and 6th lowest priced bidder)
|
|
Original Budget and Account #
|
$ 2,807,500
$ 500,000
$ 3,307,500
|
Account
# & Description
2004 81-5350-6251-005, Wismer Community Park
2005 81 5350-6643-005, Additional Park Elements
|
|
Current Budget Available (unspent)
|
$ 3,233,850
|
Less $73,650 for Internal Consulting Fees
|
|
Less Cost of this Award
|
$ 149,530
$ 75,000
_________
$ 224,530
|
·
Landscape
Architectural Fee inclusive of disbursements, exclusive of GST.
·
Design
allowance for sub-consultants to be governed by the Purchasing By-law
|
|
Budget Remaining after this
award
|
$ 3,009,320
|
To be used for construction costs, construction contingency, testing
allowances
|
BACKGROUND
The RFP is to provide landscape
architectural consulting services for design, contract document and contract
administration services, excluding specialized sub-consultants whose scope of
work is not known at this time.
BID INFORMATION
|
Advertised
|
ETN and invited
vendors
|
|
RFP closed on
|
February 23, 2005
|
|
Number picking up bid
documents
|
27
|
|
Number responding to
bid
|
16
|
EVALUATION RESULTS:
The RFP was evaluated by an Evaluation Team consisting of two staff from
the Parks Development Section of the Planning and Urban
Design Department with Purchasing staff
verifying for accuracy and compliance.
The sixteen (16) proposals were reviewed and evaluated based on the
pre-established evaluation criteria outlined in the RFP with resulting scores
as per Table A.
TABLE A – Evaluation
of Proposals including DETAILED PRICING INFORMATION
|
Consultants
|
Evaluation
70
|
Cost
30
|
Total
100
|
Rank
|
|
Envision – The Hough
Group
|
64.50
|
19.65
|
84.15
|
1
|
|
Baker Turner Inc.
|
54.13
|
30.00
|
84.13
|
2
|
|
Cosburn - Giberson
|
59.38
|
24.14
|
83.52
|
3
|
|
Basterfield and
Associates
|
52.88
|
26.01
|
78.89
|
4
|
|
Fleisher Ridout
Partnership
|
54.00
|
23.51
|
77.51
|
5
|
|
Schollen and Company
|
60.13
|
14.87
|
75.00
|
6
|
|
The MBTW Group
|
60.88
|
13.66
|
74.54
|
7
|
|
Harrington and Hoyle
|
49.00
|
24.14
|
73.14
|
8
|
|
PGM Design Associates
|
56.13
|
16.05
|
72.18
|
9
|
|
Janet Rosenberg and Associates
|
59.38
|
12.46
|
71.84
|
10
|
|
Quinn Design Associates
|
50.50
|
19.59
|
70.09
|
11
|
|
NAK Design Group
|
52.25
|
17.19
|
69.44
|
12
|
|
Kenneth J Hoyle
Strategic Plng
|
48.00
|
19.60
|
67.60
|
13
|
|
Johnson Sustronk
Weinstein
|
51.25
|
14.89
|
66.14
|
14
|
|
EDA Collaborative Inc.
|
50.00
|
15.06
|
65.07
|
15
|
|
Marshall Macklin Monaghan
|
47.50
|
13.15
|
60.65
|
16
|
Interviews:
Based on the scoring results as identified on Table A, only one point
separated the top three ranked consulting firms and there was a difference in
cost of approximately $52,000. They were short-listed and invited in for
interviews, on Thursday, March 31,
2005 and staff from Purchasing and Urban Design attended and scored
each interview based on pre-established criteria out of 35.
The final score for each of the top three teams was based on the initial
score out of 100 plus the interview score out of 35 for a total combined score
out of 135. The highest ranked score out of 135 represents the preferred
candidate.
TABLE B – Final
Score (Proposals plus Interview)
|
Consultants
|
Evaluation
Criteria
70
|
Score
30
|
Interview
35
|
Total
135
|
Final
Rank
|
|
Envision – The Hough
Group
|
64.50
|
19.65
|
28.0
|
112.15
|
1
|
|
Baker Turner Inc.
|
54.13
|
30.00
|
21.0
|
105.13
|
2
|
|
Cosburn - Giberson
|
59.38
|
24.14
|
16.5
|
100.02
|
3
|
Staff
Recommendation:
Based on the evaluation of qualifications, experience, price, and
interview, staff recommend that Envision - The Hough Group be awarded the
contract for the provision of landscape architectural services in the amount of
$149,530.00 and that a design allowance of $75,000
be approved for the provision of sub-consulting services to be governed by the Purchasing By-law.
