Finance & Administrative 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:

November 22, 2004

 

 

 

 

SUBJECT:

#8 Staff Awarded Contracts for the period from

October 1 to October 31, 2004

 

 

 

 

RECOMMENDATION:

THAT the report entitled “Staff Awarded Contracts for the period from October 1 to October 31, 2004 be received.

 

PURPOSE:

To inform Council of contracts awarded by staff for the period from October 1 to October 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 October 1 to October 31, 2004, the following contracts were awarded as listed in Table A.

Table “A”

Qty.

Award Details

1

Highest ranked and lowest priced consultants

1

Highest ranked and second lowest priced consultants

2

Lowest priced bidder

4

TOTAL

 

 

SUMMARY OF CONTRACTS AWARDED $50,000.00 -  $350,000.00

 

1.   052-R-04 Detailed Design of Watermains on 14th Avenue from McCowan Road to Boxwood Crescent

  • The Commissioner of Development Services approved the award for 052-R-04 Detailed Design of Watermains on 14th Avenue from McCowan Road to Boxwood Crescent to the highest ranked and lowest priced consultant, Trow Associates Inc. in the  amount of $72,850.00 exclusive of GST and inclusive of disbursements.
  • Funds are provided for in the Engineering Department’s 2001 Capital Budget account # 83 5399 3969 005 14th Avenue Watermain Design.
  • Based on the pre-established evaluation criteria, Trow Consulting Engineers achieved the overall highest total scores. Trow has proposed a comprehensive proposal with a solid design and site supervision team.
  • DETAILED PRICING INFORMATION

Consultants

Exclusive of GST Inclusive of Disbursements

Trow Associates Inc.

 $       72,850.00

LEA Consulting Ltd.

 $       75,900.00

R.J. Burnside & Associates Limited

 $       79,960.00

MacViro

 $       80,515.00

URS

 $       87,985.00

Chisholm, Fleming & Associates

 $       89,900.00

Jones Consulting Group

 $       99,000.00

RV Anderson Associates

 $     101,224.00

The Municipal Infrastructure Group

 $     108,280.00

Stantec

 $     112,810.00

UMA Engineering Ltd.

 $     119,144.00

SRM Associates

 $     124,450.00

KMK Consultants Limited

 $     144,590.00

Earth Tech Canada Inc.

 $     172,058.00

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Original Budget

Budget Spent as of July 6, 2004

Less Cost of this Award

Budget Remaining after this Award

Account #

Account Name

$120,000

$   23,891

$   72,850

$   23,259.00
83 5399 3767 005

 

 
14th Avenue Watermain Design

 

 

2.         121-T-04 Construction of Berczy Parkettes, East and West

·        The Chief Administrative Officer approved the award for tender 121-T-04 for the construction of Berczy Parkettes, East and West to the lowest priced bidder, 1229912 Ontario Limited (Alpine Sodding and Landscaping) in their bid amount of $133,365.30  exclusive of 7% GST;

  • Funds are provided for in the Planning and Urban Design Department’s 2003 Capital Account # 81 5350 5200 005, Berczy Parkettes (2) in the amount of $120,482.24 and the 2004 Capital Account # 81 5350 6253 005 Granite Sand Replacement in the amount of $9,720.00.

·        In accordance with the Expenditure Control Policy, the Treasurer recommends that the over expenditure of $3,163.06 in capital account # 81 5350 5200 005, Berczy Parkettes (2) be authorized with offsetting funds identified in Planning and Urban Design Department’s 2002 Capital Budget Account # 81 5350 4715 005 South Unionville Village Green Phase 2.

  • DETAILED PRICING INFORMATION

 

Company

Bid (excl. of GST)

1229912 Ont. Ltd (Alpine Sodding and Landscaping)

$133,365.30

MTM Landscaping

$167,065.00

Mopal Construction

$190,254.00

Griffith Property Services

$193,689.51

Royal Crest Paving and Contracting

$262,505.00

Note:  All prices include a testing allowance of $2,000.00

 

Original Budget

Budget Spent as of September 10, 2004

Less Cost of this Award

Budget Remaining after this Award

Account #

Account Name

$135,000

$   9,720

 

$144,720

$14,517.76

$         0.00

 

$14,517.76

 $120,482.24

 $    9,720.00

 $    3,163.06

 $133,365.30

$         0.00

$         0.00

 

 ($ 3,163.06)

81 5350 5200 005

81 5350 6253 005

 

Berczy Parkettes

Granite Sand Rep

 

 

3.   164-T-04 Winter Screened Sand (York Region Co-op) CT-04-04A

·        The Commissioner of Community and Fire Services approved the award for tender    164-T-04 Winter Screened Sand (York Region Co-op) CT-04-04A to the lowest priced bidder, John Eek & Son Ltd. in their bid amount of $99,700 exclusive of 7% GST and inclusive of 8% PST.  The contract is for the 2004 – 2005 winter season with an option to renew for an additional two winter seasons 2005 – 2006 and 2006 – 2007 at a unit price to be mutually agreed upon by the vendor and York Region.

  • Funds for the 2004 portion of the award in the amount of $41,000 exclusive of GST and inclusive of 8% PST are provided for in the 2004 Operating Budget, account #700 504 4520, Sand.
  • Any over spending in 2004, projected to be $35,078.53, will be absorbed by favourable variances in other Town wide accounts by year end.
  • Funds will be requested for in the Operations Departments 2005 Operating Budget submission based on averages over the past 5 years.
  • DETAILED PRICING INFORMATION

Vendors

Total Unit Price/Tonne

 

Inclusive of delivery and 8% PST, Exclusive of GST

John Eek & Son

$  9.97

Vicdom Sand & Gravel

$14.64

James Dick Construction

No bid submitted for Markham

Floyd Preston Ltd.

 No bid submitted for Markham

 

Original Budget

Budget Spent as of September 30, 2004

Less Cost of this Award

Budget Remaining after this Award

Account #

Account Name

$75,303.00

$69,381.53

$41.000.00 (2004) – Sept 15 - Dec 31, 2004

$58,700.00 (2005) – Jan 1 to April 14, 2005

$99,700.00

($35,078.53)

700 504 4520
Sand

 

4.   172-R-04 Consultant Selection - Detailed Design of Clegg Road Extension and Cedarland Drive Re-construction from Town Centre Blvd. to Warden Avenue

·        The Commissioner of Development Services approved the award for 172-R-04 Consultant Selection - Detailed Design of Clegg Road Extension and Cedarland Drive Re-construction from Town Centre Blvd. to Warden Avenue to the highest ranked and second lowest priced consultant, Chisholm, Fleming and Associates in the  amount of $55,490.00 exclusive of GST and inclusive of disbursements.

  • Funds are provided for in the Engineering Department’s 2004 Capital Budget, account # 83 5350 6113 005 Clegg Rd Ext Detail Design. 
  • The bid price for the Construction Inspection and Contract Administration portion of  the RFP in the amount of $42,336 exclusive of GST and inclusive of disbursements will be held firm to be awarded in 2005 upon satisfactory completion of the design assignment.
  • Based on the pre-established evaluation criteria, Chisholm, Fleming & Associates achieved the overall highest total scores.  Chisholm, Fleming & Associates has proposed a comprehensive proposal with a solid design and site supervision team.
  • The lowest priced proponent, URS failed to respond to a number of requirements requested in the RFP such as agency approvals, construction phasing and traffic signaling and therefore achieved a lower score.
  • DETAILED PRICING INFORMATION

 

Design

Construction Inspection

Total

Consultants

Excl. GST

Excl. GST

Excl. GST

URS Canada Inc.

$49,029.00

$48,110.00

$  97,139.00

Chisholm, Fleming & Assoc.

$55,490.00

$42,336.00

$  97,826.00

Cole Engineering

$63,380.00

$47,500.00

$110,880.00

LEA Consulting Ltd.

$90,474.00

$28,500.00

$118,974.00

Cansult Ltd.

$79,321.00

$51,490.00

$130,811.00

UMA Engineering Ltd.

$99,400.00

$62,700.00

$162,100.00

 

 

Original Budget

Budget Spent as of October 15, 2004

Less Cost of this Award

Budget Remaining after this Award

Account #

Account Name

$72,800

$0.00

$55,490.00

$17,310

83 5350 6113 005

Clegg Rd Ext Detail Design

 

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\2004 File Management\Report to Standing Committee\0473 #8 Staff Awards Oct 1 to 30, 2004.doc