INFORMATION  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:

June 28, 2004

 

 

 

 

SUBJECT:

Staff Awarded Contracts for the period from

April 1, 2004 to May 31, 2004

 

 

 

 

RECOMMENDATION:

THAT the report entitled “Staff Awarded Contracts for the period from April 1, 2004 to May 31, 2004 dated June 28, 2004 be received.

 

PURPOSE:

To inform Council of contracts awarded by staff for the period from April to May 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 and to negotiate contracts when the extension of existing contracts would prove more cost effective or beneficial.  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 April 1, 2004 to May 31, 2004, fourteen contracts were awarded as listed in Table A.

Table “A”

Qty.

Award Details

11

Lowest priced vendors

1

Highest ranked and lowest priced vendor

1

Highest ranked and second lowest priced vendor

1

Single sourced vendors

14

TOTAL

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

 

1.   033-T-04 Short Term Rental of Vehicles

  • In April, the Commissioner of Community and Fire Services approved the award for tender 033-T-04 for Short Term Rental of Vehicles for varying periods during the Summer of 2004 (6 months, April to September) to the lowest acceptable bidder Bennett Fleet Leasing Limited for 23 vehicles in the total amount of $94,180.40 inclusive of 8% PST and 7% GST and include 12,000 free km. per vehicle for the rental period ($88,447.68 inclusive of 8% PST and exclusive of GST) at monthly unit prices as follows:
  • Part 1 – ½ Ton Pick Ups at $665.85 inclusive of 8% PST and 7% GST ($625.32 inclusive of 8% PST and exclusive of GST) for a quantity of 14 (4 x 5 months and 10 x 4 months);
  • Part 2 – ½ Ton Cargo Van at $704.95 inclusive of 8% PST and 7% GST ($662.04 inclusive of 8% PST and exclusive of GST) for a quantity of 1 (4 months);
  • Part 3 – Crew Cab Pick Up Trucks at $1,168.40 inclusive of 8% PST and 7% GST ($1,097.28 inclusive of 8% PST and exclusive of GST) for a quantity of 8 (6 x 6 months and 2 x 4 months).
  • Funds for Short Term Rental of Vehicles for Summer 2004 are provided for in the Operations Department Fleet Division’s 2004 Operating Budget Account 750 752 5500 Vehicle Rental/Lease.
  • The remaining balance of $13,452.32 in the Fleet Division’s 2004 Operating Budget Account 750 752 5500 Vehicle Rental/Lease will be applied to other rental units as required.
  • DETAILED PRICING INFORMATION

Company

Part 1

Part 2

Part 3

 

 

 

6 month Rental

4 month Rental

Bennett Fleet Leasing

$665.85

$704.95

$1,168.40

Budget Car Rentals Toronto Limited

No Bid

$920.00

No Bid

Enterprise Rent-A-Car

$770.50

$770.50

No Bid

Project Truck Rentals Ltd.

$793.50

$908.50

$1,293.75

$1,437.50

Somerville National Leasing

$1,321.35

$792.35

$1,144.25
  • The prices are inclusive of 7% GST and 8% PST and of a minimum of 12,000 free km for each vehicle for the entire rental period except for Somerville which only provided 4,000 free km.
  • Based on the 2003 usage, the required average usage was 6,050 km. per vehicle for the summer season.  Since Somerville only provided 4,000 free km per vehicle for the 2004 rental season with each additional km at $0.08 inclusive of 7% GST and 8% PST, Somerville’s total rental price for Part 3, including the cost for the additional required 2,050 km per vehicle will be $249.40 more than Bennett Leasing’s bid.

 

Budget Available

2004

Spent and Committed as of March 4, 2004,

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$101,900.00

$           0.00

$88,447.68

$  13,452.32

750 752 5500
Vehicle Rent/Lease

 

 

2.   063-T-04 for the Supply and Delivery of ONE (1) 16’ Rotary Mower

  • In May, the Commissioner of Community and Fire Services approved the award for tender 063-T-04 for the Supply and Delivery of ONE (1) 16’ Rotary Mower to the lowest priced acceptable bidder, Hub International Equipment Ltd. in their tender amount of $83,185.25 inclusive of 8% PST and 7% GST ($78,121.80 inclusive of 8% PST and exclusive of GST).
  • Funds for the ONE (1) 16’ Rotary Mower are provided for in Fleet Operations 2004 Capital Budget Account # 57 5350 6174 005 New Fleet - Parks.
  • The remaining budget of $72,378.20 in Fleet Operations 2004 Capital Budget Account # 57 5350 6174 005 New Fleet - Parks will be applied to additional equipment purchases as approved.
  • This unit will be capable of using B20 Biodiesel.  B20 Bio Diesel is currently the standard fuel used in year round applications as it is best suited for the environment.    Usage of this blended fuel requires no costly equipment modification and is the most cost effective means of reducing greenhouse gases in diesel applications.  The low cloud point of B50 Bio Diesel fuel is not being used because of its driveability and reliability problems in the cooler weather (temp. below 0 degrees C).
  • DETAILED PRICING INFORMATION

 

Hub International Equipment Ltd.

Turf Care Products Canada

G.C. Duke Equipment Ltd.

Inclusive of 8% PST and 7% GST

 $            83,185.25

 $             91,315.75

 $             91,419.25

Inclusive of 8% PST and Exclusive of GST

 $            78,121.80

 $             85,757.40

 $             85,854.60

 

Budget Available

Spent and Committed as of May 12, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$150,500.00

               $0.00

                $ 78,121.80

    $ 72,378.20

057 5350 6174 005
New Fleet Parks

 

3.   066-T-04 for the Supply and Delivery of FIVE (5) Diesel Zero Turn Mowers

  • In May, the Commissioner of Community and Fire Services approved the award for  tender 066-T-04 for the Supply and Delivery of FIVE (5) Diesel Zero Turn Mowers to the lowest priced acceptable bidder, B.E. Larkin Equipment Limited in their unit price of $14,892.50 inclusive of 8% PST and 7% GST ($13,986.00 inclusive of 8% PST and exclusive of GST) in the total amount of $74,462.50 inclusive of 8% PST and 7% GST  ($69,930.00 inclusive of 8% and exclusive of GST).
  • Funds are provided in the 2003 and 2004 Fleet Capital Budgets as follows:

-         Four mowers in account # 56 6150 5000 005 Corporate Fleet Replacement Program in the amount of $56,000;

-         One mower in account # 56 5350 6174 005 New Fleet Parks in the amount of $16,000.

  • Any remaining budget in the 2003 Fleet Capital Budgets account # 56 6150 6170 005 Corporate Fleet Replacement Program and 2004 account # 57 5350 6174 005 New Fleet Parks will be applied to the remaining corporate fleet replacements and additional purchases as approved.
  • Two existing rotary mowers (#4329 and 4385) will be sold upon delivery of the new mowers 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 the units will not become part of the permanent fleet complement.
  • These units will be capable of using B20 Biodiesel.
  • DETAILED PRICING INFORMATION

 

B.E. Larkin

Markham Mowers

Inclusive of 8% PST and 7% GST

 $    74,462.50

 $  79,925.00

Inclusive of 8% PST and Exclusive of GST

 $    69,930.00

 $  75,060.00

 

Budget Available

Spent and Committed as of May 12, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$2,106,000

$   155,000

$2,261,000

$487,160.26

$  80,291.85

$567,452.11

$55,944 (4 Unit)

$13,986 (1 Unit)

$69,930

$1,562,895.74

$     60,722.15

$1,623,617.89

056 6150 5000 005

057 5350 6174 005
Corp. Fleet Replacement Program New Fleet Parks

 

4.   066-T-04 for the Supply and Delivery of FIVE (5) Diesel Zero Turn Mowers – 4 additional mowers

§         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)   When the extension of an existing contract would prove more cost-effective or beneficial.

§         In May 2004, the Chief Administrative Officer approved that in-house staff be hired to perform Boulevard Grass Cutting services for Areas 1 and 3 of Part A of tender 003-T-04, Grass Cutting Services up to twelve times per year.  See  Bullet 5 of Item 5 of this report, tender 003-T-04 Grass Cutting Services.  Four additional mowers were required to accommodate this in-house service. 

§         The contract for the Supply and Delivery of FIVE (5) Diesel Zero Turn Mowers  awarded to the lowest priced acceptable bidder, B.E. Larkin Equipment Limited be extended for an additional FOUR (4) units for an upset unit price of $14,892.50 inclusive of 8% PST and 7% GST ($13,986 inclusive of 8% PST and exclusive GST) for an upset limit of $59,570 inclusive of 8% PST and 7% GST ($55,944 inclusive of 8% PST and exclusive of GST).

§         Since these mowers have not been provided for within the Capital Budget, funds are provided from the excess funds resulting from savings on previous purchases in Fleet Operations’ 2002 Capital Budget account # 056 6150 4706 005 2002 Corporate Fleet Replacement Program.

§         These units will be capable of using B20 Biodiesel.

  • DETAILED PRICING INFORMATION

 

B.E. Larkin

Markham Mowers

Inclusive of 8% PST and 7% GST

$14,892.50

 $15,985.00

Inclusive of 8% PST and Exclusive of GST

$13,986.00

 $15,012.00

 

 

 

Budget Available

Spent and Committed as of May 26, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$1,494,800

$1,266,116.73

$55,944

$172,739.27

056 6150 4706 005

 

2002 Corporate Fleet Replacement Program

 

5.   003-T-04 for Grass Cutting Services

  • In May, the Chief Administrative Officer approved the award for tender 003-T-04 for Grass Cutting Services to the lowest priced bidders for 1 year to commence on April 26, 2004 as follows:

-         Part A, Areas 2 and 4:   Pit Haulage Limited for Boulevard Grass Cutting up to twelve times per year in the annual amount of $156,220.76 inclusive of 7% GST ($146,000.71 exclusive of GST);

-         Part B:  Pit Haulage Limited for Property Standards Residential Mowing in an annual amount of $8,827.50 inclusive of 7% GST ($8,250 exclusive of GST);

-         Part C:  North York Landscaping for Cemetery Grass Cutting up to 19 times per year in the annual amount of $18,118.74 inclusive of 7% GST ($16,933.40 exclusive of GST).

  • The Director of Operations and Asset Management and the Director of Financial and Client Services will be authorized to negotiate the extension of the contract with Pit Haulage for Part A, Areas 2 and 4 and B for an additional THREE (3) years, on a year to year basis.  Pit Haulage proposed a 4% increase for year 2, 5% increase for year 3 and 8% increase for year 4.
  • The Town Clerk and the Director of Financial and Client Services will be authorized to negotiate the extension of the contract with North York Landscaping for Part C for an additional THREE (3) years at 3% increase for each year, on a year to year basis, if the services are satisfactorily performed in the preceding year.
  • Funds for Grass Cutting Services for Part A and B are provided for in the Parks Maintenance Department’s 2004 Operating Budget Account 730 732 5399 Other Contracted Services in the amount of $305,040 and Part C are provided for in Clerks Department’s 2004 Operating Budget Account 210 210 5499 Cemetery Other Maintenance and Repair in the amount of $24,235.
  • The remaining balance of $146,161.77 in Parks Maintenance Department’s 2004 Operating Budget Account 730 732 5399 Other Contracted Services will be applied to costs incurred for mowing Part A, areas 1 and 3 up to twelve times per year by in-house staff, anticipated to total $143,099.92 per year (or $183.14/ha/cut), exclusive of GST and to weed/clean road medians two times in 2004 to be tendered at a later date.
  • Staff will evaluate the cost of using in-house staff and the option of re-tendering Part A in 2005.
  • The remaining balance of $7,301.60 in Clerks Department’s 2004 Operating Budget Account 210 210 5499 Cemetery Other Maintenance and Repair will be applied to other maintenance and repair work as required. 

 

  • DETAILED PRICING INFORMATION

PART A – Boulevard Grass Cutting

Two companies submitted bids for parts of Part A. 

 

Evans Contracting

Pit Haulage*

Area 1

$    186,770.13

No Bid

Area 2

$    232,688.53

$  84,527.67

Area 3

$    233,670.02

No Bid

Area 4a

$    206,867.29

$  70,812.27

Area 4b

$      13,212.36

$      880.82

Total inclusive of 7% GST

$    873,208.34

$156,220.76

Total exclusive of GST

$    816,082.56

$146,000.71

* The bids have been corrected for mathematical errors.

 

  • Evans Contracting’s bid for Areas 1 and 3 for Part A far exceeds the available budget amount.  Therefore, staff recommends that the Evans Contracting Bid be rejected for Areas 1 and 3 and that the work be undertaken in-house.  The Operations Department has determined that the estimated cost to perform this work in house for Areas 1 and 3 is approximately $143,099.92 per year (or $183.14/ha/cut), exclusive of GST.  Included in this amount are funds to lease equipment and hire temporary staff to perform this work in Areas 1 and  3 for one season.  The C.A.O. and Commissioners’ Committee (CCC) approved the staffing request for the hiring of four 150 day temporary Parks labourers at the April 21, 2004 Meeting # 15.  Staff will evaluate the cost of using in-house staff and the option of re-tendering Part A in 2005.

 

PART B – Property Standards Residential Mowing

Pit Haulage was the only bidder that bid on Part B as listed in Table B.

 

Pit Haulage

Total inclusive of 7% GST

 $8,827.50

Total exclusive of GST

 $8,250.00

 

PART C – Cemetery Grass Cutting

Four companies submitted bids for Part C.

 

North York*

Pit Haulage*

John Grimmett*

Simpatico*

Total Price inclusive of 7% GST

$18,118.73

$ 19,672.72

$21,698.23

$ 132,401.07

Total exclusive of GST

$16,933.40

$18,385.72

$20,278.72

$ 123,739.32

         * The bids have been corrected for mathematical errors.

 

Budget Available

Spent and Committed as of April 28, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

 

 

$305,040

$  24,235

$329,275

 

 

$0.00

$0.00

$0.00
Pit Haulage, Part A, Areas 2 &   $ 146,000.71

Pit Haulage, Part B                      $     8,250.00

Subtotal                                         $154,250.71                                              

North York Landscaping, Part C $  16,933.40 

                                                     $171,184.12

 

 

$ 150,789.29

$     7,301.60

$158,090.89

 

 

730 730 5399

 

210 210 5499
 
 
Other Contracted Services
 
Cemetery Other Maint. & Repair

 

 

6.   041-T-04 for the Supply and Installation of a Security System at Angus Glen Community Centre and Library

  • In April, the Chief Administrative Officer approved the award of tender 041-T-04 for the Supply and Installation of a Security System at Angus Glen Community Centre and Library to The Diebold Company of Canada Limited, being the lowest acceptable bidder, in their bid amount of $152,368 inclusive of 7% GST ($142,400 exclusive of GST).
  • Funds for this project are provided for in the Angus Glen 2002 Capital Account 63 5350 4940 005 (Signage/Security).
  • The balance of the funds in the amount of $45,189.14 exclusive of GST will be used to pay for signage or security work for the project or reallocated to other funding lines within the Angus Glen budget as directed by the Building and Parks Construction Committee.

 

  • DETAILED PRICING INFORMATION

Contractor

Total Price (Inclusive of 7% GST)

Total Price (Exclusive of  3% GST)

The Diebold Company

$152,368.00

$142,400.00

ADT Security Systems

$217,269.00

$203,055.14

*Johnson Controls L.P.

$315,762.96

$295,105.57

*Johnson Controls’ bid was disqualified for failing to comply with the bonding requirements.

 

Budget Available

Spent and Committed as of April 20, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$354,174.00

$166,584.86

$142,400.00

$  45,189.14

63 5350 4940 005   

Signage/Security

 

7.   011-T-04 Supply and Delivery of Municipal Waterworks and Sanitary Sewer Materials

  • In May, the Chief Administrative Officer approved the award for tender 011-T-04 for the Supply and Delivery of Municipal Waterworks and Sanitary Sewer Materials to the lowest acceptable bidder Wamco at their unit prices in the estimated annual amount of $101,078.62 inclusive of 8% PST and 7% GST ($94,926.00 inclusive of 8% PST and exclusive GST).
  • The Director of Operations and Asset Management and the Director of Financial & Client Services will be authorized to extend the contract for an additional one year at the same prices, terms and conditions based on satisfactory performance.
  • Funds are provided for in various 2004 proposed Waterworks Operating Accounts totalling $145,892.67.
  • The balance of funds in the estimated amount of $40,686.60 will be used for other waterworks materials as required.
  • DETAILED PRICING INFORMATION

Contractor

Total (Inclusive of 8% PST and 7% GST)

Total (Inclusive of 8% PST and exclusive of GST)

Wamco

$101,078.62

$  94,926.00

Emco

$106,398.49

$  99,922.06

Crowle

$122,251.91

$114,810.49

Wolseley

$112,754.28

$105,890.98

 

 

Budget Available

Spent and Committed as of April 30, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$145,892.67

$10,280.07

$  94,926.00

$40,686.60

Various Accounts

Various Accounts

 

 

8.   010-R-04 for the Printing and Delivery of the 2004 – 2005 Recreation Guide

  • In May, the Commissioner of Community and Fire Services approved the award for tender   010-R-04 for the Printing and Delivery of the 2004 – 2005 Recreation Guide to the lowest priced bidder, Fidelity National Print Solutions (Fidelity) for the 2004 Fall and 2004 – 2005 Winter Issues, saddle stitched, in their tender amount of $81,115.82 inclusive of 8% PST and 7% GST ($76,178.33 inclusive of 8% PST and exclusive GST).
  • Funds for the Printing and Delivery of the Fall and Winter 2004 – 2005 Recreation Guide are provided from Strategic Services Department’s 2004 operating budget, Account # 795 7965850 Recreation Brochure in the amount of $167,594.
  • The remaining amount of $7,820.51 from Strategic Services Department’s 2004 Operating Budget account # 795-7965850 will be applied to other brochure printing items (image selection and guide delivery) as budgeted.
  • DETAILED PRICING INFORMATION

Contractor

Total (Inclusive of 8% PST and 7% GST)

Total (Inclusive of 8% PST and exclusive of GST)

Fidelity

$81,115.82

$76,178.33

McLaren

$82,672.35

$77,640.12

Moore

$102,023.40

      $95,813.28

 

Budget Available

Spent and Committed as of May 10, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$167,594.00

$83,595.16

$76,178.33

$7,820.51

795-7965850

Recreation Brochure

 

9.   006-Q-04 Landscape Architectural Consulting Services for Woodbine North Community Park

  • In May, the Commissioner of Development Services approved the award for Formal Quotation 006-Q-04 Landscape Architectural Consulting Services for Woodbine North Community Park to the lowest priced consultant, Johnson Sustronk Weinstein and Associates (JSW+) in their bid amount of $41,284.88 inclusive of $2,500 survey allowance and 7% GST ($38,584.00 inclusive of $2,500 survey allowance and exclusive of GST), provided that the JSW+ confirms that their bid amount is inclusive of all contract administration to final completion.
  • The Town Solicitor will be authorized to prepare and execute an Agreement with JSW+ upon approval of the award and prior to issue of a purchase order and commencement of work.
  • Should JSW+ refuse to enter into an Agreement with the Town to the satisfaction of the Town Solicitor, the contract will be awarded to the second lowest priced consultant, Cosburn Giberson in their bid amount of $50,557.50 inclusive of $2,500 survey allowance and 7% GST ($47,250.00 inclusive of $2,500 survey allowance and exclusive of GST).
  • Funds for Formal Quotation 006-Q-04 Landscape Architectural Consulting Services for Woodbine North Community Park will be provided from Development Services Commission’s Planning and Urban Design Department’s 2003 Capital Budget account # 81 5350 5190 005 Woodbine North Community Park.
  • Any remaining funds will be applied to the construction of Woodbine North Community Park.
  • DETAILED PRICING INFORMATION

 

Consultants

Total Inclusive of $2,500 Survey Allowance and Inclusive of 7%GST

Total Inclusive of $2,500 Survey Allowance and Exclusive of 7%GST

1

Johnson Sustronk Weinstein

 $41,284.88

 $38,584.00

2

Cosburn Giberson

 $50,557.50

 $47,250.00

3

The MBTW Group

 $51,360.00

 $48,000.00

 

 

Budget Available

Spent and Committed as of May 14, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$600,000

$0.00

$ 38,584.00

$561,416.00

81 5350 5190 005
Woodbine North Community Park

 

10. 018-R-04 Consulting Engineering Services for Watermain Replacement on Doncaster Avenue, Henderson Avenue, and Watermain Extension on Proctor Avenue

  • In May, the Chief Administrative Officer approved the award for RFP 018-R-04 Consulting Engineering Services for Watermain Replacement on Doncaster Avenue, Henderson Avenue, and Watermain Extension on Proctor Avenue to the highest ranked and second lowest priced consultant, Chisholm, Fleming and Associates in their proposed amount of $104,066.06 inclusive of 7% GST and disbursements ($97,258 exclusive of GST and inclusive of disbursements.
  • Funds for RFP 018-R-04 Consulting Engineering Services for Watermain Replacement on Doncaster Avenue, Henderson Avenue, and Watermain Extension on Proctor Avenue will be provided from the Waterworks Department’s 2004 Capital Budget account # 53 6150 6019 005 Watermain Construction and Replacement.
  • The remaining funds in the amount of $1,233,513 in Waterworks Department’s 2004 Capital Budget account # 53 6150 6019 005 Watermain Construction and Replacement will be made available for construction of the project.
  • Based on the evaluation results of the evaluation, CFA’s project manager and project team provided the most project (task) specific relevant experience and therefore scored the highest.  CFA also proposed the most solid design and site supervision team.

·        DETAILED PRICING INFORMATION

Consultants

Inclusive of GST and  disbursements

Exclusive of GST and  inclusive of disbursements

R.V. Anderson Associates Limited

$101,992.40

$95,320.00

Chisholm, Fleming and Associates

$104,066.06

$97,258.00

Mitchell, Hatt & Associates Limited

$112,350.00

$105,000.00

Cansult Limited

$153,010.00

$143,000.00

 

Budget Available

Spent and Committed as of April 5, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$1,330,771

$0.00

$97,258

$1,233,513

53 6150 6019 005
Watermain Construction and Replacement

 

11. 049-R-04 titled Citizen Satisfaction Survey

  • In May, the Chief Administrative Officer approved the award for RFP 049-R-04 Citizen Satisfaction Survey to the highest ranked and lowest priced consultant, Oraclepoll Research (Oraclepoll) in their proposed amount of $27,680.90 inclusive of 7% GST and disbursements ($25,870.00 exclusive of GST and inclusive of disbursements).
  • Funds for RFP 049-R-04 titled Citizen Satisfaction Survey will be provided from the Corporate Strategy & Quality Department’s 2004 Capital Budget account # 43 5399 6246 005 Citizen Satisfaction Survey.
  • Of the $54,130 remaining funds in Corporate Strategy & Quality Department’s 2004 Capital Budget account # 43 5399 6246 005 Citizen Satisfaction Survey, $14,000 is to be applied for other survey projects initiated as a result of this RFP and $10,000 is to be applied for subscription to Environics Focus Canada Report.
  • Upon payment of all final invoices, the remaining funds of $30,130 in Corporate Strategy & Quality Department’s 2004 Capital Budget account # 43 5399 6246 005 Citizen Satisfaction Survey will be returned to its original funding source.
  • DETAILED PRICING INFORMATION

 

Consultants

Inclusive of 7% GST and Disbursements

Exclusive of GST and Inclusive of Disbursements

1

Oraclepoll

$  27,680.90

$  25,870.00

2

IER

$  42,719.75

$  39,925.00

3

Bench Strength

$  46,447.63

$  43,409.00

4

Environics

$  53,767.50

$  50,250.00

5

Phase 5

$  61,541.05

$  57,515.00

 

Budget Available

Spent and Committed as of May 25, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$80,000.00

$24,000.00

$25,870.00

$30,130.00

43 5399 6246 005
Citizen Satisfaction Survey

 

 

12.       080-T-04 Cricklewood Crescent Pumping Station Decommissioning

  • In June, the Chief Administrative Officer approved that award for tender 080-T-04 Cricklewood Crescent Pumping Station Decommissioning to the lowest priced bidder, Campus Construction Inc. in their tender amount of $248,063.45 inclusive of 7% GST ($231,835.00 exclusive of GST).
  • Funds for tender 080-T-04 Cricklewood Crescent Pumping Station Decommissioning will be provided from Waterworks Department’s 2001 Capital Budget of $255,800.00 in account # 53 6150 2320 005 Pumping Station Decommissioning – Cricklewood PS.
  • $25,000.00 exclusive of GST will be allocated as contingency allowance and form part of the Project Construction Cost.  Any cost overruns above the Project Construction Cost will require approval and be guided by the Expenditure Control Policy.
  • In accordance with the Expenditure Control Policy, the Treasurer recommends that the over expenditure of $61,303.41 (see below)  be authorized with offsetting funds identified in Waterworks Department’s 2004 Capital Budget account # 53 6150 6015 005  Sewer System Upgrade.
  • DETAILED PRICING INFORMATION

 

Campus Construction

Compass Sewer and Watermain

Inclusive of 7% GST

 $ 248,063.45

 $   431,354.45

Exclusive of GST

 $ 231,835.00

 $   403,135.00

 

Budget Available

Spent and Committed as of May 25, 2004

Budget Charge Exclusive of GST inclusive of $25,000 contingency

Budget Remaining

GL Number

GL Name

$255,800.00

$  60,268.41

$256,835.00

($61,303.41)

53 6150 2320 005
Pumping Station Decommissioning – Cricklewood PS

 

13.       064-T-04 for Demolition/Removal of Existing Concrete Fences, Installation of Privacy Wood Fence

  • In June, the Chief Administrative Officer approved the award for tender 064-T-04 for Demolition/Removal of Existing Concrete Fences, Installation of Privacy Wood Fence to the lowest acceptable bidder, Griffith Property Services, in their unit prices for an estimated amount of  $335,980.00, inclusive of 7% GST ($314,000.00 exclusive of GST).
  • The cost will be shared between the Town, Corporate sponsors and individual homeowners each paying one-third of the cost.  The cost for the Town’s portion is $111,993.33 inclusive of 7% GST ($104,666.66 exclusive of GST) with funding provided for in the 2003 Capital Budget account # 050 5350 5245 005 (Markham Beautification – Pilot Project Fences).  

§         A legal agreement between the Town, Corporate sponsors and homeowners will be put in place to ensure the non-Town funds in the amount of $223,986.70 ($335,980 - $111,993.30) inclusive of 7% GST are received in advance of the work commencing.

§         The balance of the funds in the amount of $16,700.00 (Capital account # 050 5350 5245 005) will remain dedicated for future projects in the Markham Beautification – Concrete Fence Replacement Program.

 

  • DETAILED PRICING INFORMATION

Contractor

Total (Inclusive of 7% GST)

Total (Exclusive of GST)

Griffith Property Services

$   335,980.00

$    314,000.00

Royal Crest Paving

$   383,060.00

$    358,000.00

VTA

$   434,420.00

$    406,000.00

Multi-Teck

$   549,980.00

$    514,000.00

 

 

Budget Available

Spent and Committed as of May 25, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$121,366.66

$   0.00

$104,666.66

Town’s Portion

$   16,700
050 5350 5245 005
Markham Beautification – Pilot Project Fences

 

14.       090-S-04 Installation of Sanitary Sewer, Storm Sewer and Watermain Services, Museum Reception

§         Council approved the construction of the Museum Reception Centre building on March 2, 2004. This approval was based on a commitment from Ballantry Homes to donate $250,000 to the construction of the building.  Ballantry also committed to have Con-Drain Construction Company Limited install the sanitary sewer, storm sewer, and watermain for the discounted cost of $120,000. This amount is exclusive of bonding, testing, contingencies and GST.  Based on the consulting engineer’s, Schaeffers Consulting Engineers, cost estimate for the work, this amount represents a discount of approximately $50,000 below the market value.

§         As the cash contribution portion of Ballantry’s offer is inclusive of the cost for the installation of the services, it is recommended to award this contract to Con-Drain Company Limited.

§         In May, the Chief Administrative Officer approved the tendering process be waived in accordance with Purchasing By-Law 143-2000, Section 14 d) which allows purchasing by negotiation “Where a project is privately funded but is administered by the Town”. 

§         The installation of the sanitary sewer, storm sewer, and waterman for the Museum Reception Centre will be awarded to Con-Drain Company (1983) Limited, for their quote in the amount of  $136,801.53 inclusive of 7% GST, ($127,851.90 exclusive of GST).

§         Funds for this project are provided for in the Museum Reception Centre 2003 Capital Account 073-5350-5021-005 (Utility Servicing to Reception Centre) in the amount of $184,300.00.

§         The pricing document was issued through Schaeffers Consulting Engineers and submitted to the Town through the Project Consultant.   Con-Drain submitted their quote on this basis. 

 

 

 

 

Budget Available

Spent and Committed as of April 27, 2004

Budget Charge Exclusive of GST

Budget Remaining

GL Number

GL Name

$184,300.00

$0.00

$127,851.90

$56,448.10
073-5350-5021-005
Utility Servicing to Reception Centre

 

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\0452 #5 Staff Awards  May, 2004.doc