INFORMATION Finance & Administrative Committee
	TO:	Mayor and Members of Council
	FROM:	Andy Taylor, Commissioner of Corporate Services Barb Cribbett, Treasurer
	PREPARED BY:	Claire Graham, Senior Buyer
	DATE OF MEETING:	September 20, 2004
	SUBJECT:	Staff Awarded Contracts for the period from June 1, 2004 to August 31, 2004

RECOMMENDATION:

THAT the report entitled “Staff Awarded Contracts for the period from June 1, 2004 to August 31, 2004 dated September 20, 2004 be received.

PURPOSE:

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

Table “A”

Qty.	Award Details
3	Single sourced vendors
1	Sole vendor
9	Lowest priced vendors
13	TOTAL

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

1. 184-S-03 Langstaff Land Use Study

· In June, the Chief Administrative Officer approved the tendering process be waived in accordance with Purchasing By-Law 143-2000, Section 14 (1) which states “When any of the following conditions apply, the Treasurer or designate and the Manager of Purchasing may, in consultation with the appropriate Director, negotiate a Contract for the supply of goods and services, which shall be submitted to the Chief Administrator Office for final approval:

(c) where it is in the pubic interest not to solicit a competitive bid.

• The Chief Administrative Officer approved the award for Langstaff Land Use Study for Planning and Urban Design Department to the single sourced consultant, The Butler Group Consultants Inc. in the total amount of $34,690.00 inclusive of disbursements and exclusive of GST.

· The Butler Group Consultants Inc. was hired in the early 1990’s for the Langstaff studies with the principal of the firm, David Butler as the Project Manager. Consequently, he is familiar with the background history, transportation issues, servicing constraints and land use trends in the area. It has been confirmed that David Butler will be the Project Manager for this 2004 project. Staff conclude that cost savings can be achieved in the potential reduction of contracted hours to be charged to this project by awarding this contract to The Butler Group Consultants Inc. In addition, The Butler Group has a proven track record with the Town in terms of pricing, quality and services and their hourly rates are consistent with those of other planning consulting firms currently contracted by the Town.

• Funds are provided for in the Planning Department’s 1993 Capital Budget Account # 79 5399 135 Langstaff Study and 2002 Capital Budget Account # 80 5399 4812 005 Langstaff Land Use Study (Phase 2).
• Upon payment of all final invoices, the Planning Department’s 1993 Capital Budget Account # 79 5399 135 Langstaff Study will be closed and the remaining balance of $573 in Planning Department’s 2002 Capital Budget Account # 80 5399 4812 005 Langstaff Land Use Study (Phase 2) will be returned to its original funding sources and the account will be closed.

Budget Available 2004	Spent and Committed as of June 3, 2004,	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$187,400.00 $ 20,000.00 $207,400.00	$172,137.00 $ 0.00 $567,452.11	$15,263.00 $19,427.00 $34,690.00	$ 0.00 $ 573.00 $ 573.00	79 5399 135 80 5399 4812 005	Langstaff Study Langstaff Land Use Study

2. 135-S-04 Civic Centre Roof Replacement, Phase 4

· In August, the Chief Administrative Officer approved the tendering process be waived in accordance with Purchasing By-Law 143-2000, Section 14 (1) which states “When any of the following conditions apply, the Treasurer or designate and the Manager of Purchasing may, in consultation with the appropriate Director, negotiate a Contract for the supply of goods and services which shall be submitted to the Chief Administrator Office for final approval:

(c) When the extension of an existing contract would prove more cost-effective or beneficial;

• In August, the Chief Administrative Officer approved the award for contract 135-S-04 Civic Centre Roof Replacement Phase 4 (final phase) to Dean Chandler Roofing in the amount of $53,848.00 excluding GST.
• A contingency of $5,000.00 excluding GST will be established and that the Expenditure Control Policy guide the use of the contingency funds.
• The contract for consulting services related to the roof replacement will be awarded to Yolles Engineering Solutions in the amount of $10,900.00 exclusive of GST.
• Funds for this project are provided for in the Asset Management Department’s 2002 Capital Budget Account 56-5350-4703-005 Civic Centre Roofing Replacement Phase 2 and the 2004 Capital Budget Account 56-6150-6156-005 for the 2004 Civic Centre – Annual Program.
• The 2004 Capital Budget Account 56-6150-6156-005 Civic Centre – Annual Program contains $49,500.00 for phase 4 of the Civic Centre Roof Replacement.
• As approved by Council, November 17, 2003, the contract award for Civic Centre Roof Replacement Phase 3 report stated that, upon completion of phase 3 of the roof replacement program the balance of funds in capital account 56-5350-4703-005 Civic Centre Roofing Replacement in the amount of $47,150.64 be carried over to 2004 to partially fund the fourth and final phase of the project.
• Upon payment of all final invoices, the Asset Management Department’s 2002 Capital Budget Account will be closed. The remaining balance of $635,203.64 in Asset Management Department’s 2004 Capital Budget Account 56-6150-6156-005 (Civic Centre Annual Program) will remain dedicated for Civic Centre Improvements.

Budget Available 2004	Spent and Committed as of July 26, 2004,	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$ 362,100 $ 657,800 $1,019,900	$314,949.36 $ 0.00 $314,949.36	$47,150.64 $22,596.36 $69,747.00	$ 0.00 $635,203.64 $635,203.64	56-5350-4703-005 56-6150-6156-005	Civic Centre – Roofing Replacement Phase 2 Civic Centre – Annual Program

3. 149-S-04 Contract Award for Civic Centre Masonry Repair – Phase 2

• In August, the Chief Administrative Officer approved that the tendering process be waived in accordance with Purchasing By-Law 143-2000, Section 14 (1) which states “When any of the following conditions apply, the Treasurer or designate and the Manager of Purchasing may, in consultation with the appropriate Director, negotiate a Contract for the supply of goods and services which shall be submitted to the Chief Administrator Office for final approval”

(c) When the extension of an existing contract would prove more cost-effective or beneficial;

• The contract for 149-S-04 for Phase 2 of the Civic Centre Masonry Repairs (phase 3 outstanding) will be awarded to Brook Restoration in the amount of $199,688.00 excluding GST.
• A contingency of $20,000.00 excluding GST will be established and that the Expenditure Control Policy guide the use of the contingency funds.
• The contract for consulting services related to Masonry Repairs will be awarded to Morrison Hershfield in the amount of $18,600.00 excluding GST.
• Funds for this project are provided for in the Asset Management Department’s 2004 Capital Budget Account 56-6150-6156-005 Civic Centre Annual Program.
• The 2004 Capital Account 56-6150-6156-005 Civic Centre – Annual Program has a total budget of $657,800.00 of which $263,500.00 was allocated for this award ($156,000.00 for phase 2 of the Civic Centre Masonry Repairs and $107,500.00 for Sealant work). The balance of funds estimated at $25,212.00 ($263,500.00 - $238,288.00) will be used to offset any over expenditures in the balance of outstanding projects planned for the Civic Centre.
• The Director of Operations and Asset Management and the Manager of Purchasing be authorized to negotiate, with Brook Restoration, a cost (currently estimated at $350,000.00) for the completion of the final phase, subject to budget approval.

Budget Available	Spent and Committed as of July 26, 2004	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$657,800.00	$22,596.36	$238,288.00	$396,915.64	56-6150-6156-005	Civic Centre-Annual Program

4. 083-R-04 Supply, Delivery and Installation of Mobile Filing System

§ In July, the Commissioner of Development Services approved the award for RFP 083-R-04 for Supply, Delivery and Installation of Mobile Filing System to the highest ranked and lowest priced bidder, TAB in the total amount of $50,073.84 exclusive of GST incl. of 8% PST.

§ Funds for this project will be provided from the Development Services 2004 Capital Account 84 6150 6285 005 (Movable File Storage Systems for Building Dept. Property Files).

§ The balance of funds in the amount of $11,326.16 will be reserved for contingency should floor reinforcement be required and if surplus is available, applied to the cost of the document digitization pilot.

• DETAILED PRICING INFORMATION

Contractor	Total Contract Cost (excl. GST incl. of 8% PST)
TAB	$50,073.84
Holmes & Brakel	$52,892.35

Budget Available	Spent and Committed as of July 6, 2004	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$ 61,400.00	$ 0.00	$ 50,073.84	$11,326.16	84 6150 6285 005	Movable File Storage Systems for Building Dept Property Files

5. 119-T-04 Refrigeration Upgrades for Milliken Mills and Crosby Arena

• In July, the Chief Administrative Officer approved the award for tender 119-T-04 Refrigeration Upgrades for Milliken Mills and Crosby Arena to the sole bidder, Cimco Refrigeration for Part A, Crosby Arena in their revised tender amount of $26,735.00 exclusive of GST and Part B, Milliken Mills Arena in their tender amount of $98,628 exclusive of GST totaling $125,363 exclusive of GST.
• Funds for tender 119-T-04 Refrigeration Upgrades for Milliken Mills Arena are provided from Recreation Department’s 2004 Capital Budget of $85,000 in account # 70 6150 6048 005 Install Brine Heater and Plate Heat Exchanger and funds for Refrigeration Upgrades for Crosby Arena are provided from Recreation Department’s 2004 Capital Budget of $36,500 in account # 70 6150 6037 005 Crosby 2 Dehumidifiers.
• In accordance with the Expenditure Control Policy, the Treasurer recommends that the over expenditure of $13,628 in account # 70 6150 6048 005 Install Brine Heater and Plate Heat Exchanger be authorized with offsetting funds identified in Recreation Department’s 2004 Capital Budget account # 70 6150 6037 005 Crosby 2 Dehumidifiers in the amount of $9,765 and 2003 capital account # 70 6150 5068 005 Milliken Mills Security Upgrade in the amount of $3,863.
• Upon payment of all invoices, account # 70 6150 6048 005 Install Brine Heater and Plate Heat Exchanger, account # 70 6150 6037 005 Crosby 2 Dehumidifiers and account # 70 6150 5068 005 Milliken Mills Security Upgrade will be closed and any remaining funds will be returned to its original funding source.
• DETAILED PRICING INFORMATION

The original tender submitted by Cimco was significantly over budget and Cimco was requested to submit revised pricing based on deletion of one item from Part A, Crosby Arena and 4 items from Part B, Milliken Mills Aren a as illustrated in Table A.

TABLE A	Revised Pricing, Exclusive of GST
Part A – Crosby Arena	$ 26,735.00
Part B – Milliken Mills	$98,628.00
TOTAL	$125,363.00

Budget Available	Spent and Committed as of July 13, 2004	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$ 36,500 $ 85,000 $125,500	$0.00 $0.00 $0.00	$26,735 $98,628 $125,363 TOTAL	$ 9,765 ($ 13,628) ( $ 3,863)	70 6150 6037 005 70 6150 6048 005	Crosby 2 Dehumidifiers Install Brine Heater

6. 088-T-04 Supply and Installation of Library Shelving at Angus Glen Community Centre Library

• In June, the Chief Administrative Officer approved the award for tender 088-T-04 for the Supply and Installation of Library Shelving at Angus Glen Community Centre Library to Carr McLean Limited, being the lowest priced acceptable bidder, in their bid amount of $161,460.00 exclusive of GST & inclusive of 8% PST.
• Funds for this project are provided for in the Angus Glen 2002 Capital Account 63-5350-4920-005 (Furniture & Equipment Library).
• The balance of funds in the amount of $555,892.00 excluding GST will be used for the remaining Furniture and Equipment requirements for the Library.

• DETAILED PRICING INFORMATION

Contractor	Total Price (excl. of GST incl. of 8% PST)
Carr McLean Limited	$161,460.00
Mayhew & Associates	$239,156.28
A & D Enterprises	$341,197.53

Budget Available	Spent and Committed as of June 16, 2004	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$717,352.00	$ 0.00	$161,460.00	$ 555,892.00	63-5350-4920-005	Furniture & Equip Library

7. 071-T-04 Installation of Water Sampling Stations

· In June, the Chief Administrative Officer approved the award for tender 071-T-04 Installation of Water Sampling Stations to the lowest priced acceptable bidder, Compass Sewer & Watermain in the total amount of $214,200.00 exclusive of GST.

• A contingency of $30,000.00 exclusive of GST will be established and that the General Manager of Construction and Utilities and Director of Operations and Asset Management be authorized to approve cost overrun up to the contingency amount.
• Funds for this project are provided from the Waterworks 2002 Capital Account 53 6150 4889 005 (Water System Upgrades – Hydrants & Curb Boxes).
• The balance of funds in the amount of $58,352.99 will be used for the installation of water flushing stations that will be tendered at a later date.
• DETAILED PRICING INFORMATION

Contractor	Total Contract Cost (excluding GST)
Compass Sewer and Watermain Ltd.	$214,200.00
FTD Construction Ltd.	$325,000.00
Fer-Pal	$386,400.00
RabCon	$476,500.00

Budget Available	Spent and Committed as of June 9, 2004	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$326,539.00	$ 23,986.01	$214,200.00 (Award Amt) $ 30,000.00 (Contingency) $244,200.00	$ 58,352.99	53 6150 4889 005	Water System Upgrades

8. 095-T-04 Construction of Woodbine North Parkette

• In July, the Chief Administrative Officer approved the award for tender 095-T-04 for construction of Woodbine North Parkette to the lowest priced acceptable bidder, Griffith Property Services Ltd. in their bid amount of $81,184.75 inclusive of testing allowance and exclusive of GST.
• Funds are provided for in the Planning and Urban Design Department’s 2003 Capital Budget, account # 81 5350 5202 005, Woodbine North Parkette.
• A contingency will be established with the remaining balance of $2,905.25, the use of which will be guided by the Expenditure Control Policy.
• Upon payment of all final invoices, any remaining balance in Account # 81 5350 5202 005, Woodbine North Parkette will be transferred back to original funding sources.

• DETAILED PRICING INFORMATION

Company	Bid (inclusive of testing allowance and exclusive of GST)
Griffith Property Services Ltd.	$81,184.75
Rutherford Contracting Ltd.	$83,150.96
Pine Valley Enterprises Inc.	$89,344.75
MTM Landscaping & Snowplowing Inc.	$91,914.75
Mopal Construction Ltd.	$95,760.75

Budget Available	Spent and Committed as of July 8, 2004	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$95,000	$10,910	$80,624.00 $ 560.75 Testing Allowance $ 81,184.75	$ 2,905.25	81 5350 5202 005	Woodbine North Parkette

9. 076-T-04 Installation of Street Name Signs

• In July, the Commissioner of Community and Fire Services approved the award for tender 076-T-04 Installation of Street Name Signs to Griffith Property Services Ltd., the lowest priced acceptable bidder in their unit prices totalling an estimated $88,800.00 exclusive of GST for a period of two years with an option to renew for an additional year at the same terms & conditions.
• The 2004 expenditures, estimated at $44,400.00 exclusive of GST will be charged to Operations Department Account 700 505 5399.
• The 2005 costs estimated at $44,400.00 will be included in the 2005 operating budget submission for the Operations Department.
• The Director of Operations and Asset Management and the Manager of Purchasing will be authorized to extend the contract for an additional one year at the same terms & conditions.
• The balance of the funds estimated at $30,685.32 will remain dedicated for railway crossing maintenance and any balance will be used to offset over expenditures in other accounts within the Operations Department.

• DETAILED PRICING INFORMATION

Contractor	Total Price (Excl. of GST)	Two Year Contract Award (Excl. of GST)
Griffith	$ 44,400.00	$ 88,800.00
D & S Signs	$ 48,800.00	$ 97,600.00
VTA	$111,000.00	$222,000.00
Guild	$185,807.00	$371,614.00

Budget Available	Spent and Committed as of July 16, 2004	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$ 97,476.00	$ 22,390.68	$ 44,400.00	$ 30,685.32	700 505 5399	Other Contracted Services

10. 143-T-04 Tennis Court Resurfacing and Renovations

• In August, the Chief Administrative Officer approved the award for tender 143-T-04 Tennis Court Resurfacing and Renovations to the lowest priced acceptable bidder, Court Contracting in their tender amount of $128,200 exclusive of GST.
• Funds for tender 143-T-04 Tennis Court Resurfacing and Renovations be provided from Parks Construction and Maintenance Department’s 2004 Capital Budget account # 59 6150 6182 005 Court Resurfacing/Reconstruction – Annual Program in the amount of $123,700 and further that $22,000 to be received from Box Grove Tennis Club.
• Upon completion of the contract, the Town will invoice Box Grove Tennis Club in the amount of $22,000 to cover their proportionate share of the cost as approved in the 2004 Capital Budget.
• Upon receipt of the $22,000 from Box Grove Tennis Club, the funds be deposited to Operations 2004 Capital Account # 59 9399 6182 009 Court Resurfacing/Reconstruction – Annual Program.
• Upon payment of all invoices, the balance of funds be returned to its original funding source and account # 59 6150 6182 005 Court Resurfacing/Reconstruction – Annual Program be closed.

• DETAILED PRICING INFORMATION

Contractor	Total (Exclusive of GST)
Court Contracting	$128,200.00
Alpeza General Contracting Inc.	$174,390.00

Budget Available	Spent and Committed as of August 6, 2004	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$123,700 $ 22,000 $145,700	$0.00	$128,200	$ 17,500	59 6150 6182 005	Court Resurfacing To invoice Boxwood Tennis Club

11. 126-T-04 for Supply and Delivery of SEVEN (7) Vehicles

• In August, the Chief Administrative Officer approved the award for tender 126-T-04 for Supply and Delivery of SEVEN (7) Vehicles to the lowest priced acceptable bidders in their tender amount as follows:

Item	Supplier	Description	Qty.	Tender amount
1	Alex Irvine Limited, lowest priced bidder	2005 Full Size Pickup Truck Complete With Snow Plow	1	$ 28,742.00
2	Maciver Dodge Limited, lowest priced bidder	2005 Seven Passenger Compact Window Van	3	$ 64,518.00
3	Maciver Dodge Limited, lowest priced bidder	2005 4 Door Midsize Car	1	$ 18,546.00
4	Alex Irvine Limited, second lowest priced bidder	2005 Full Size Pickup Truck 4 x 2 Drive Regular Cab	1	$ 26,916.00
5	Alex Irvine Limited, third lowest priced bidder	2005 Full Size Extended Cab Pickup Truck	1	$ 28,353.00
	Total exclusive of GST and PST			$167,075.00

• Funds for Supply and Delivery of ONE (1) vehicle for Item 1 in the amount of $28,742 and THREE (3) vehicles for Item 2 in the amount of $64,518 totaling $93,260, exclusive of GST & PST are provided for in the Fleet Operations’ 2003 Capital Budget Account # 56 6150 5000 005 Corporate Fleet Replacement Program.
• Funds for Supply and Delivery of ONE (1) vehicle for Item 3 in the amount of $18,546 exclusive of GST & PST, are provided for in the By-Law and Licensing’ 2004 Capital Budget Account # 45 5350 6304 005 Vehicle for New Senior By-Law Enforcement Officer.
• Funds for Supply and Delivery of ONE (1) vehicle for Item 4 in the amount of $26,916 and ONE (1) vehicle for Item 5 in the amount of $28,353 totaling $55,269 exclusive of GST & PST, are provided for in the Fleet Operations’ 2004 Capital Budget Account # 57 6150 6172 005 Corporate Fleet Replacement Program.
• The remaining balance of $1,164,485.46 in the Fleet Division’s 2003 Capital Budget Account # 56 6150 5000 005 Corporate Fleet Replacement Program and $1,065,537.48 in the Fleet Division’s 2004 Capital Budget Account # 57 6150 6172 005 Corporate Fleet Replacement Program will be applied to the remaining corporate fleet replacements as approved.
• Upon payment of the invoice, Account # 45 5350 6304 005 in the By-Law and Licensing’ 2004 Capital Budget, Vehicle for New Senior By-Law Enforcement Officer, will be closed and the remaining balance of $5,270.32 be returned to its original funding source.
• Approval be granted for vehicle units (3345, 6087, 6133, 6146) to be sold upon delivery of the new vehicles in accordance with Purchasing By-law 143-2000, PART VII Disposal of Personal Property and proceeds will be posted to account 890 890 9305 Proceeds from Sale of other Fixed Assets; or if kept, the retention period and the purpose be defined and they not become part of the permanent fleet complement. Units 1265 and 1266 will be kept in service and used as temporary vehicles for the Operations Roads Lead Hand positions until such time as funding is provided to add vehicles for these positions.

• DETAILED PRICING INFORMATION Note: Prices shown are exclusive of GST and PST

Item	Description	Qty.	Alex Irvine	Giles Chev. Olds.	Markville Chevrolet	Team Chrysler	Maciver Dodge	Unionville Motors
1	2005 Full Size Pickup Truck Complete With Snow Plow, 4 x 4 Drive, 8 Cylinder Automatic	1	$28,742.00	$29,079.00	$29,134.56	$32,052.40	$33,687.00	$29,220.00
2	2005 Seven Passenger Compact Window Van 4 x 2 Front Wheel Drive, 6 Cylinders, Automatic	3	$71,574.00	$75,165.00	$73,645.44	$65,517.00	$64,518.00	$79,194.00
3	2005 4 Door Midsize Car, 4 x 2 Drive 6 Cylinders, Automatic	1	No Bid	$22,180.00	$22,124.78	$18,581.00	$18,546.00	$21,031.00
4	2005 Full Size Pickup Truck 4 x 2 Drive Regular Cab 8 cylinder, Automatic	1	$26,916.00	$27,337.00	$27,248.86	$25,932.40	$28,932.00	$27,623.00
5	2005 Full Size Extended Cab Pickup Truck, 4 x 2 Drive, 6 Cylinder, Automatic	1	$28,353.00	$28,725.00	$28,491.28	$24,242.00	$27,984.00	$28,660.00

The bids from the lowest priced bidder for Item 4 (Team Chrysler) and the lowest and second lowest bidders for Item 5 (Team Chrysler & Maciver Dodge) did not meet specifications.

The evaluation criteria for this tender were based on pricing and compliance with specifications. The recommended bidders, Alex Irvine Limited and Maciver Dodge Limited, meet these criteria.

The bid from the lowest priced bidder, Team Chrysler’s bid for Item 4 does not meet specifications in the areas of wheelbase, cab to axle, power windows, locks, mirrors, seat, tire size and payload.

The bid from the lowest priced bidder, Team Chrysler and second lowest priced bidder, Maciver Dodge Limited, do not meet specifications for Item 5 in the areas of wheelbase, passenger air bag, seat, payload, cab style and tire size.

Budget Available	Spent and Committed as of August 12, 2004	Budget Charge Exclusive of GST, inclusive of PST	Budget Remaining	GL Number	GL Name
$2,106,000 $1,150,500 $ 25,300 $3,281,800	$ 840,793.74 $ 25,272.00 $ 0.00 $ 866,065.74	$ 100,720.80 $ 59,690.52 $ 20,029.68 $ 180,441.00	$1,164,485.46 $1,065,537.48 $ 5,270.32 $2,235,293.26	56 6150 5000 005 57 6150 6172 005 45 5350 6304 005	Corp.Fl. Replace. Program Corp.Fl. Replace. Program Vehicle for New Senior By-law Enforcement Officer

12. 140-T-04 Contract Award for Ceiling Tile Replacement, Thornhill & Milliken Mills Community Centre

· In August the Chief Administrative Office approved the award of tender 140-T-04 for the Ceiling, Tile Replacement at Thornhill & Milliken Mills Community Centres be split and awarded to the lowest priced acceptable bidders, Inter-All Ltd. for Thornhill Community Centre (TCC) in their tender amount of $39,500 exclusive of GST and to Alpeza General Contracting for Milliken Mills Community Centre (MMCC) in their tender amount of $10,000 exclusive of GST;

· funds are provided from Recreation Department’s 2004 Capital Budget account # 70 6150 6087 005 Thornhill Hall Ceiling Replacement in the amount of $60,600 and account # 70 6150 6053 005 MMCC Replace Drop Ceiling in Banquet Halls in the amount of $23,600;

· Upon final payment of all invoices, the balance of funds in the amount of $21,100 in account # 70 6150 6087 005 and $13,600 in account # 70 6150 6053 005 will be returned to their original funding sources and both accounts will be closed.

· DETAILED PRICING INFORMATION

Description	Inter-All	Dontex	Alpeza	Silver	Ruscro
Part A - Thornhill Community Centre	$39,500.00	$52,300.00	$59,000.00	$48,415.50	$62,000.00
Part B - Millliken Mills Community Centre	$15,000.00	$16,200.00	$10,000.00	$21,404.25	$22,500.00
Subtotal Part A & B Exclusive of GST	$54,500.00	$68,500.00	$69,000.00	$69,819.75	$84,500.00

Budget Available	Spent and Committed as of August 19, 2004	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$60,000.00	$0.00	$39,500.00	$21,100.00	70 6150 6087 005	Thornhill Hall Ceiling Replacement
$23,600.00	$0.00	$10,000.00	$13,600.00	70 6150 6053 005	MMCC Replace Drop Ceiling in Banquet Halls

13. 141-T-04 Contract Award for Acoustical Wall Divider, Thornhill Community Centre

· In August the Chief Administrative Officer approved the award of tender 141-T-04 Acoustical Wall Divider at Thornhill Community Centre to the lowest priced acceptable bidder, Dontex Construction Limited in their tender amount of $85,500 exclusive of GST;

· Funds are provided for in the Recreation Department’s 2004 Capital Budget account # 70 6150 6088 005 Thornhill Hall Folding Doors in the amount of $98,800;

· Upon payment of all invoices, the balance of $13,300 be returned to its original funding source and account # 70 6150 6088 005 Thornhill Hall Folding Doors be closed.

· DETAILED PRICING INFORMATION

Description	Dontex	L Paine	P & C
Price Exclusive of GST	$85,500.00	$86,500.00	$92,286.00

Budget Available	Spent and Committed as of August 16, 2004	Budget Charge Exclusive of GST	Budget Remaining	GL Number	GL Name
$98,800.00	$ 0.00	$85,500.00	$13,300.00	70 6150 6088 005	Thornhill Hall Folding Doors

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\#6 Staff Awards June 1 to August 30, 2004.doc