|
|
General
Committee
|
|
|
|
|
|
TO:
|
Mayor and Members of Council
|
|
|
|
|
FROM:
|
Andy Taylor, Commissioner of Corporate Services
Barb Cribbett, Treasurer
|
|
|
|
|
PREPARED BY:
|
Ivy Ho, Purchasing Supervisor
|
|
|
|
|
DATE OF MEETING:
|
January 24, 2005
|
|
|
|
|
SUBJECT:
|
Staff Awarded Contracts for the
period from
November 1 to December 31,
2004
|
|
|
|
|
|
|
RECOMMENDATION:
THAT the report entitled “Staff Awarded
Contracts for the period from November
1 to December 31, 2004 be
received.
PURPOSE:
To inform Council of contracts awarded by staff for the
period from November 1 to December 31, 2004 as per Purchasing By-Law 143-2000.
EXECUTIVE SUMMARY:
Council at its meeting of August 29, 2000 approved By-Law 143-2000, A
By-Law Establishing Purchasing, 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 Finance &
Administrative Committee on all contracts awarded by staff from $50,000.00 to
$350,000.00.
BACKGROUND:
During the period from November 1 to December 31, 2004, the
following contracts were awarded as listed in Table A.
Table “A”
|
Qty.
|
Award
Details
|
Description
|
|
6
|
Lowest priced bidders
|
·
192-T-04 Floor Replacement, Thornhill Community
Centre
·
073-T-04 Supply and Delivery of Sign Blanks,
Complete Signs and Traffic Control Sheeting
·
186-T-04 Supply Equipment/Staff Necessary to Load
and Haul Snow from Designated Areas
·
223-T-04 Internet Services
·
228-T-04 Printing and Delivery of 2005 Recreation
and Culture Guide
·
215-T-04 Supply and Delivery of SIX Vehicles
|
|
1
|
Highest ranked and lowest
priced consultants
|
·
216-R-04 Consulting Engineering Services for
Watermain Replacement on Various Streets
|
|
1
|
Highest ranked and third
lowest priced consultants
|
·
174-R-04 Bishop’s Cross Playground Equipment
Replacement
|
|
1
|
Sole Bidder
|
·
163-Q-04 Zoom Camera Inspection of Sanitary Truck
Sewer
|
|
9
|
TOTAL
|
|
ATTACHMENTS:
Copies
of the award report as listed in Table “A”.
CONCLUSION:
The bids were issued
in compliance with the Purchasing By-Law 143-2000.
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.
|
|
|
|
|
Barb Cribbett, Treasurer
|
|
Andy Taylor, Commissioner,
Corporate Services
|
Q:\Finance
and Administration\Finance\Purchasing\2005 File Management\Reports to Standing
Committee\#1 0487 Staff Awards Nov 1 to Dec 30, 2004.doc
STAFF
AWARD REPORT
|
To:
|
Jim
Sales, Commissioner of Community and Fire Services
|
|
Re: RFP Award
|
|
|
Date:
|
November 5, 2004
|
|
Prepared
by:
|
Glen
Taylor, Manager of Community Centre Operations
|
RECOMMENDATION
|
Recommended Supplier
|
Gym
Con Ltd.
|
|
Original Budget and Account #
|
$85,000
|
70 6150 6089 005 TCC Wood Flooring
|
|
Current Budget Available (unspent)
|
$85,000
|
|
|
Less Cost of this Award
|
$99,200
|
Exclusive
of GST to be completed by January 16, 2005
|
|
Budget Remaining after this award
|
($14,200)
|
($13,300) 70 6150 6088 005
TCC Folding Door
($ 900) 44 7950 6395 000 Corporate Wide
($14,200) Contingency Capital
Project
|
BACKGROUND
INFORMATION
The tender is for
floor replacement in the halls at Thornhill Community Centre. The work area is approximately 8500 square
feet. The contract was awarded to the
lowest priced bidder.
BID
INFORMATION
|
Advertised,
place and date
|
Electronic
Tendering Network, October 13, 2004
|
|
Bids
closed on
|
November 5, 2004
|
|
Number
picking up bid documents
|
12
|
|
Number
responding to bid
|
3
|
|
Gym Con Ltd.
|
Alpeza
|
Dontex
|
|
$ 99,200.00
|
$102,000.00
|
$105,000.00
|
STAFF
AWARD REPORT
|
To:
|
John
Livey, Chief Administrative Officer
|
|
Re: RFP Award
|
|
|
Date:
|
November 10, 2004
|
|
Prepared
by:
|
Paul
Ingham, General Manager, Operations
|
RECOMMENDATION
|
Recommended Suppliers
|
Scugog Signs (Part 1 & 2) 3M
Canada (Part 3)
|
|
Total Cost of Award
(Jan.1, 2005 – Dec. 31, 2007)
|
$ 33,198.77 (2005 est. costs)
$ 34,934.49
(2006 est. costs) $ 33,198.77 (2006
est. costs)
$ 34,934.49 (2007
est. costs) $ 33,198.77 (2007
est. costs)
$
69,868.98
$99,596.31
|
|
Original Budget and Account #
|
$60,146.00
|
700 505 4580 Traffic Signs/Supplies
|
|
Less Cost of 2005
Portion of Award
|
$33,198.77
|
Exclusive of GST, Inclusive of 8% PST – Jan. 1 – Dec. 31, 2005
|
|
Budget Remaining after this award
|
$27,213.49
|
|
BACKGROUND
INFORMATION
The total
amount of this award is $169,465.29 ($69,868.98 to Scugog Signs and $99,596.31
to 3M Canada) over 3 years (2005-2007).
With the
award of this contract, the total expenditure in 2005 is projected to be
$33,198.77. The estimated expenditure in
2006 and 2007 is $68,133.26 per annum ($34,934.49 from Scugog Signs and
$33,198.77 from 3M Canada). The contract was awarded to the lowest priced
bidders.
BID
INFORMATION
|
Advertised, place and date
|
Electronic Network (ETN)
|
|
Bids closed on
|
September 1,
2004
|
|
Number picking up bid documents
|
4
|
|
Number responding to bid
|
3
|
|
Parts
|
Description
|
Scugog
|
3M Canada
|
Mechanical Adv.
|
|
1
|
Sign Blanks
|
$ 8,981.82
|
No Bid
|
$10,551.38
|
|
2
|
Complete Signs
|
$25,952.67
|
No Bid
|
$26,040.20
|
|
3
|
Traffic
Control Sheeting
|
No
Bid
|
$33,198.77
|
$33,531.30
|
|
|
Total
|
$34,934.49
|
$33,198.77
|
$70,122.88
|
Note: Prices are inclusive of all applicable taxes
STAFF
AWARD REPORT
|
To:
|
John
Livey, Chief Administrative Officer
|
|
Re: RFP Award
|
|
|
Date:
|
November 29, 2004
|
|
Prepared
by:
|
Bob Walter,
Manager, Roads Maintenance
|
RECOMMENDATION
|
Recommended Suppliers
|
Nu-Con (Locations 1 & 3)
|
De
Ferrari (Locations 2 & 4)
|
|
Total Cost of Award
(Nov
1, 2004 – April 15 2006)
|
$ 17,400.00 (2004 est. costs)
$ 43,500.00 (2005 est. costs)
$ 43,500.00 (2006 est.
costs)
$104,400.00
|
$
8,700.00 (2004 est. costs)
$ 21,750.00 (2005 est.
costs)
$ 21,750.00 (2006 est.
costs)
$ 52,200.00
|
|
Original Budget and Account #’s
|
$ 65,690.00
|
700 504 5416 Snow Hauling Main Street
|
|
Current Budget Available (unspent)
|
$
10,620.49
|
|
|
Less Cost of 2004
Portion of Award
|
|
Exclusive of GST, Nov 1 – Dec
31, 2004
|
|
Budget Remaining after this award
|
($15,479.51)
|
The variance will be offset by
favourable variances in other operating accounts by year end.
|
|
|
|
|
BACKGROUND
INFORMATION
The tender was called 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 to a
dump site designated by the Towns representative, complete with operators and
equipment for the fixed price per occurrence.
The term of the contract is for two winter seasons (Nov 1
2004 to April
15, 2006) with an
option to extend for an additional two winter seasons at the same 2004 prices. The contract was awarded to the lowest priced
bidders.
BID
INFORMATION
|
Advertised, place and date
|
Electronic Network (ETN)
|
|
Bids closed on
|
October 27, 2004
|
|
Number picking up bid documents
|
9
|
|
Number responding to bid
|
7
|
|
|
|
Nu-Con
|
De Ferrari
|
VBN
|
Larkin
|
Griffith
|
VTA
|
Wilson
|
|
Item
|
Location
|
Rate
Per Occurrence
|
Rate
Per Occurrence
|
Rate
Per Occurrence
|
Rate
Per Occurrence
|
Rate
Per Occurrence
|
Rate
Per Occurrence
|
Rate
Per Occurrence
|
|
1
|
Main St, Markham
|
$ 8,900.00
|
$11,400.00
|
$13,000.00
|
$15,960.00
|
$19,730.00
|
No
Bid
|
No
Bid
|
|
2
|
Main St, Unionville
|
$
7,000.00
|
$
6,900.00
|
$
7,500.00
|
No Bid
|
$
7,120.00
|
No
Bid
|
No
Bid
|
|
3
|
Yonge St, Thornhill
|
$ 8,500.00
|
No Bid
|
$10,000.00
|
No Bid
|
No Bid
|
$
9,450.00
|
$13,000.00
|
|
4
|
Cornell Pk Ave., Markham
|
$
5,000.00
|
$ 1,800.00
|
$
4,000.00
|
$
4,520.00
|
$
5,210.00
|
No
Bid
|
No
Bid
|
Note: The above
rates represent the cost per occurrence.
The estimated expenditures for 2004 are based on 1 occurrence and each
of the full contract year on an average of 2.5 occurrences.
Prices are inclusive of all applicable taxes.
STAFF
AWARD REPORT
|
To:
|
John
Livey, Chief Administrative Officer dated
|
|
Re: Tender Award
|
|
|
Date:
|
December 9, 2004
|
|
Prepared
by:
|
Sugun
Rao, Acting Manager, Technology
Francis
Poon, Acting Manager, Client Delivery
|
RECOMMENDATION
|
Recommended Supplier
Commencement: January 2, 2005
|
Terago
Telus
|
$65,700 (for 3 years
term, exclusive of GST
$74,880 (for 3 yrs
term, exclusive of GST
$140,580 (for a 3
year term, exclusive of GST)
|
|
Original Budget and Account #
|
$402,658
|
400 404
5108 Tel. Data Charges
|
|
Current Budget Available (unspent)
|
$402,658
|
|
|
Less Cost of this Award
for 2005
|
$ 21,900
$ 24,960
$ 46,860
|
One Year Cost,
Exclusive of GST
|
|
Budget Remaining after this award for 2005
|
$355,798
|
Balance of remaining funds in 2005 will be applied to other applicable
telephone data charges
|
BACKGROUND
INFORMATION
The Town’s existing contract with Bell Canada expired on December 31,
2004. This tender was issued for the provision of
internet services to the Town for a term of three years.
BID
INFORMATION
|
Advertised, place and
date
|
Electronic Tendering
Network
|
|
Bids closed on
|
December 3, 2004
|
|
Number picking up bid
documents
|
13
|
|
Number responding to
bid
|
9
|
|
Vendor
|
Annual Price
|
Total Price for 3 years
|
One Time Set Up Charge
|
Total
|
|
TeraGo Network
|
$
21,900.00
|
$
65,700.00
|
$ -
|
$
65,700.00
|
|
Telus
|
$
24,960.00
|
$
74,880.00
|
$ -
|
$
74,880.00
|
|
Avega
|
$
27,600.00
|
$
82,800.00
|
$ -
|
$
82,800.00
|
|
Onx
|
$
31,056.00
|
$
93,168.00
|
$
1,000.00
|
$
94,168.00
|
|
FCI
|
$
39,600.00
|
$
118,800.00
|
$
700.00
|
$
119,500.00
|
|
Toronto Hydro
|
$
44,340.00
|
$
133,020.00
|
$
1,000.00
|
$
134,020.00
|
|
Primus
|
$
49,000.00
|
$
147,000.00
|
$
850.00
|
$
147,850.00
|
|
Bell
|
$
58,650.00
|
$
175,950.00
|
$ -
|
$
175,950.00
|
|
MCI
|
$
62,772.00
|
$
188,316.00
|
$
4,600.00
|
$
192,916.00
|
Based on the bids received and an analysis of
requirements, it was determined that the Town could double the bandwidth and
provide redundancy by splitting the services between the two vendors without
exceeding the 2005 operating budget. Hence, it is recommended that the tender
be awarded to Terago Networks Inc. and Telus Corp., the lowest priced bidders.
STAFF
AWARD REPORT
|
To:
|
John
Livey, Chief Administrative Officer
|
|
Re: Tender Award
|
|
|
Date:
|
December
15, 2004
|
|
Prepared
by:
|
Emma Uffren, Marketing & Sales Coordinator,
Strategic Services
|
RECOMMENDATION
|
Recommended Supplier
|
Performance
Printing Ltd.
|
|
Original Budget and Account #
|
$155,000.00
|
795 796 5880 Print Material
|
|
Current Budget Available (unspent)
|
$155,000.00
|
|
|
Less Cost of this Award
|
$151,540.20
|
Inclusive
of 8% GST and exclusive of GST
|
|
Budget Remaining after this award
|
$ 3,459.80
|
Balance of funds will be applied to any unexpected
overruns.
|
BACKGROUND
INFORMATION
BID
INFORMATION
|
Advertised,
place and date
|
Electronic
Tendering Network on December 1, 2004
|
|
Bids
closed on
|
December 15, 2004
|
|
Number
picking up bid documents
|
12
|
|
Number
responding to bid
|
6
|
|
Performance
|
McLaren Press
|
Fidelity
|
Central Ont.
|
St. Joseph
|
Huron Web
|
|
$ 151,540.20
|
$
185,636.88
|
$
199,477.08
|
$
246,381.48
|
$
245,607.70
|
$
293,851.65
|
STAFF
AWARD REPORT
|
To:
|
John
Livey, Chief Administrative Officer
|
|
Re: RFP Award
|
|
|
Date:
|
December 6, 2004
|
|
Prepared
by:
|
Laurie
Canning, Fleet Supervisor
|
RECOMMENDATION:
BUDGET DETAILS
|
Items
|
Account # and Description
|
Qty.
|
Original
Budget
|
Current Budget Available (Unspent)
|
Less
Cost of this Award
|
Budget
Remaining after this Award
|
Vehicles
for Dept
|
|
1
|
67
6150 6008 005, ONE Command Van
|
1
|
$80,000
|
$80,000.00
|
$29,478.60
|
$50,521.40
|
Fire
|
|
2a
|
57
6150 6172 005 Corporate Fleet Replacement Program, Unit 2184,
|
1
|
$1,150,500
|
$992,399.48
|
$25,335.72
|
$967,063.76
|
Water
|
|
2b
|
57
5350 6179 005 Water - 5 Vehicle Fleet
|
2
|
$199,000
|
$199,000.00
|
$50,671.44
|
$148,328.56
|
Water
|
|
3
|
57 5350 6179 005 Water - 5 Vehicle Fleet
|
1
|
$199,000
|
$148,328.56
|
$22,089.24
|
$126,239.32
|
Water
|
Note: Prices are inclusive of all applicable taxes.
BACKGROUND INFORMATION
The tender was issued to meet the requirements of Fire
and Water Departments. All vehicles,
except for Unit 2184 (Waterworks service truck), Item 2a, are new. The balance of the remaining funds in each
account will be for the purchase of the vehicles as budgeted and approved.
BID
INFORMATION
|
Advertised,
place and date
|
Electronic
Tendering Network, November 10, 2004
|
|
Bids
closed on
|
December 1, 2004
|
|
Number
picking up bid documents
|
8
|
|
Number
responding to bid
|
5
|
|
Items
|
Description
|
Qty.
|
Slessor Motors
|
Unionville Motors
|
Highland
|
Milton Chyrsler
|
Maciver Dodge
|
|
1
|
2005 FULL SIZE WINDOW VAN
|
1
|
$31,882.68
|
$30,502.44
|
$29,478.60
|
|
$
-
|
|
2
|
2005 FULL SIZE CARGO VANS
|
3
|
$81,204.12
|
$79,775.28
|
$76,007.16
|
$
-
|
$
-
|
|
3
|
2005 SEVEN PASSENGER COMPACT WINDOW VAN,
|
1
|
$22,830.12
|
$22,649.76
|
$22,089.24
|
$22,917.06
|
$22,889.52
|
STAFF AWARD REPORT
|
To:
|
John
Livey, Chief Administrative Officer
|
|
Re: RFP Award
|
|
|
Date:
|
November 25, 2004
|
|
Prepared
by:
|
Thomas
Yeung, Project Engineer
|
RECOMMENDATION
|
Recommended Consultant
|
Mitchell
Hatt & Associates Inc.
|
|
Original Budget and Account #
|
$
1,837,500
|
53 6150
6662 004 Waterworks Construction & Replacement
|
|
Current Budget Available (unspent)
|
$
1,837,500
|
|
|
Less Cost of this Award
|
$ 147,800
$ 20,000
$ 167,800
|
-
Exclusive
of GST, completion Dec. 2005
-
Contingency
|
|
Budget Remaining after this award
|
$
1,669,700
|
Remaining balance of funds will be applied to the replacement of
watermain on various streets as approved
|
BACKGROUND INFORMATION
The project is part of
Waterworks Department’s on-going Watermain Improvement Program to
systematically replace and upgrade deficient watermain to improve supply
capacity and reliability. The contract
was awarded to the lowest priced, highest ranked proponent.
BID
INFORMATION
|
Advertised, place and
date
|
ETN
|
|
Bids closed on
|
November 25, 2004
|
|
Number picking up bid
documents
|
16
|
|
Number responding to
bid
|
16
|
|
Consultants
|
Qualifications of Project Team = 60%
|
Project Cost = 40%
|
Total Score = 100%
|
|
Mitchell, Hatt & Associates Inc.
|
48.00
|
40.00
|
88.00
|
|
Chisholm,
Fleming and Associates
|
50.40
|
31.18
|
81.58
|
|
TSH
|
49.80
|
30.06
|
79.86
|
|
Lea
Consulting Ltd.
|
40.80
|
34.43
|
75.23
|
|
UMA
Engineering Limited
|
31.20
|
35.81
|
67.01
|
|
Earth Tech Canada Inc.
|
39.60
|
27.16
|
66.76
|
|
KMK
Consultants Limited
|
39.60
|
27.08
|
66.68
|
|
R.V.
Anderson Associates Limited
|
34.80
|
27.97
|
62.77
|
|
Cansult
Limited
|
23.40
|
36.95
|
60.35
|
|
Mac
Viro Consultants Inc.
|
19.20
|
32.56
|
51.76
|
|
Cumming
Cockburn Limited
|
18.00
|
33.20
|
51.20
|
|
The
Jones Consulting Group Ltd.
|
14.40
|
34.69
|
49.09
|
STAFF
AWARD REPORT Page 1 of 2
|
To:
|
Jim
Sales, Commissioner of Community and Fire Services
|
|
Re: RFP Award
|
|
|
Date:
|
December 2, 2004
|
|
Prepared
by:
|
Mark
Ingwersen, Manager of Parks Maintenance
|
RECOMMENDATION
|
Recommended Consultant
|
Recreation
Systems, highest ranked and third lowest total acquisition cost bidder
|
|
Original Budget and Account #
|
$826,500.00
|
59 6150 5028 005 Play structure
Replacement
|
|
Current Budget Available (unspent)
|
$280,312.15
|
|
|
Less Cost of this Award
|
$ 80,310.13
|
Exclusive
of GST, completion Dec. 2004
|
|
Budget Remaining after this award
|
$200,002.02
|
The remaining balance will be applied to
replacement of the playground equipment and site preparation
|
BACKGROUND INFORMATION
The playground will be located at the site of the
existing playground at Bishop’s Cross Park, located near John St. and Leslie St. in Thornhill. All existing equipment at this site will be
removed by the Town of Markham. A separate contractor, Rutherford
Contracting, awarded the tender 175-T-04 for Bishop’s Cross Safety Surface
Replacement will be engaged to excavate and remove the existing surfacing prior
to equipment installation and add an accessible wood carpet surfacing after
equipment installation.
The Project Manager is a consultant from Marshall
Macklin Monaghan Limited. The role of
the Project Manager is to coordinate the work between the various contractors
on site, ensure timely completion of each phase of project, manage change
orders, if required and contract administration.
The contract was awarded to the third lowest priced
and highest ranked proponent.
BID INFORMATION
|
Advertised,
place and date
|
ETN
|
|
Bids
closed on
|
October 29, 2004
|
|
Number
picking up bid documents
|
5
|
|
Number
responding to bid
|
4
|
EVALUATION
RESULTS:
The RFP was evaluated by an Evaluation Team
consisting of staff from Parks Maintenance, the consultant from Marshall
Macklin Monaghan with Purchasing staff acting as the facilitator.
|
|
Criteria
|
Weight
|
Playpower
|
KSI
|
Recreation
|
Belair
|
|
1
|
Compliance with
Appendix A Component List and Work Plan
|
15.00
|
8.00
|
11.00
|
9.00
|
10.00
|
|
2
|
Design in
accordance with requirements listed in Appendix C
and D of RFP
|
40.00
|
26.00
|
24.00
|
34.00
|
26.00
|
|
3
|
Company's
experience
|
15.00
|
9.00
|
9.00
|
11.00
|
9.00
|
|
|
Subtotal of
Technical Evaluation Criteria # 1 to 3
|
70.00
|
43.00
|
44.00
|
54.00
|
45.00
|
|
4
|
Price
(including Estimated Site Preparation Costs)
|
30.00
|
0.00
|
30.00
|
29.41
|
29.95
|
|
|
Total Rating
|
100.00
|
43.00
|
74.00
|
83.41
|
74.95
|
The
lowest priced proponent, Playpower proposed a play equipment design that exceeded
the existing playground area. To
accommodate Playpower’s proposal, additional surfacing and site preparation would
be required which would result in an additional estimated cost of $96,240 to
the project. This would result in Playpower
being the highest priced proponent.
Therefore,
after including the additional costs, the price difference between Recreation
and KSI is only $783.11.
The
additional surfacing and site preparation costs were taken into consideration
in evaluating the price. These
additional costs were obtained from
tender 175-T-04 Bishop’s Cross Safety Surface Replacement and from the
consultant, Marshall Macklin Monaghan.
STAFF
AWARD REPORT
|
To:
|
Jim
Sales, Commissioner, Community and Fire Services
|
|
Re: RFP Award
|
|
|
Date:
|
October 18, 2004
|
|
Prepared
by:
|
Ernie
Ting, Manager of Infrastructure-Waterworks
|
RECOMMENDATION
|
Recommended Supplier
|
Aqua-Data
Inc.
|
|
Original Budget and Account #’s
|
$108,000.00
|
53 5399
5153 005 (System
Studies/Investigations)
53 6150 6021 005 (Sanitary Sewer Monitoring & Inspection)
|
|
Current Budget Available (unspent)
|
$ 92,549.97
|
|
|
Less Cost of this Award
|
$ 60,233.00
|
Exclusive of GST, to be completed by December 31, 2004
|
|
Budget Remaining after this award
|
$ 32,316.97
|
Balance of funds will be used for intended Sewer
Monitoring project.
|
BACKGROUND INFORMATION
Based on price estimation, the bid was
issued as a quotation for the inspection and assessment of sanitary trunk
sewers located in valleys and low-lying areas.
BID
INFORMATION
|
Advertised, place and date
|
Bid Navigator
|
|
Bids closed on
|
September 16,
2004
|
|
Number picking up bid documents
|
4
|
|
Number responding to bid
|
1
|
