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TO: |
Mayor and Members of Council |
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FROM: |
Andy Taylor, Commissioner of Corporate Services Barb Cribbett, Treasurer |
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PREPARED BY: |
Ivy Ho, Purchasing Supervisor |
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DATE OF MEETING: |
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SUBJECT: |
0425 #3 Staff Awarded Contracts
for the period from March 3 to |
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RECOMMENDATION:
THAT
the report entitled “Staff Awarded Contracts for the period from March 3 to
PURPOSE:
To inform Council of contracts awarded by staff for the period from March 3 to April 5, 2004 as per Purchasing By-Law 143-2000.
EXECUTIVE SUMMARY:
Council at its meeting of
BACKGROUND:
During
the period from March 3 to
SUMMARY OF CONTRACTS AWARDED
$50,000.00 - $350,000.00
1. 029-R-04 Communications
Support for a New Urban Amenity,
- In March, the
Commissioner of Development Services approved the award for RFP 029-R-04 Communications Support for a New Urban Amenity, Markham
Centre to the highest ranked and priced consultant, LM Marketing and
Communications, in their proposed amount of $29,773.07 inclusive of 7% GST
on services and disbursements ($28,664.23 inclusive of 3% GST on services
and disbursements).
- Funds for RFP 029-R-04 Communications
Support for a New Urban Amenity, Markham Centre were provided from the
Development Services Commission 2004 Capital Budget account # 81 5399 6307
005.
- The
remaining funds of $28,018.02 will be applied to other consulting services
for Markham Centre as required.
- DETAILED PRICING INFORMATION
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Consultants |
Inclusive of 7% GST on services and disbursements
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Inclusive of 3% GST on
services and disbursements |
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Icon
Communications |
$23,512.18 |
$ 22,633.22 |
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Capstone
Communications Group |
$24,610.00 |
$ 23,690.00 |
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Kenneth Caplan & Associates |
$27,872.15 |
$ 26,882.35 |
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LM
Marketing Communications |
$29,773.07 |
$ 28,664.23 |
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Budget Available |
Spent
and Committed as of |
Budget
Charge 3% GST |
Budget Remaining |
GL Number |
GL
Name |
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$100,000.00 |
$ 28,664.23 |
$ 28,018.02 |
81 5399 6307 005 |
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2. 025-S-04 Supply
& Delivery of Ten (10) Automated External Defibrillators
·
In March, the Chief
Administrative Officer approved that the tendering process be waived in
accordance with Purchasing By-Law 143-2000, Section 14 (1) which states “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”
(e)
Where the Town is acquiring specialized vehicles or equipment, such as
firefighting vehicles, equipment or buses, in which case the sources of supply
may be identified based on technical specifications prepared by the appropriate
department staff and staff of the Capital Assets Management Division, the Manager of
Purchasing in consultation with the staff may negotiate purchases based on such
specifications;
- The contract for the supply and delivery of ten (10) replacement Automated External Defibrillators (AED) was
awarded to Medtronic Physio-Control Corporation, for a total amount of $63,120.05, inclusive of 7% GST & 8% PST ($60,924.57
inclusive of 3% GST & 8% PST).
- Funds are provided for in the Fire
Services 2003 Capital account 67-6150-5169-005, Emergency Medical
Responder.
·
The balance of the funds in
the amount of $8,208.75 remain dedicated for other component needs of
the project such as training materials and equipment.
Background
Information
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Markham Fire & Emergency Services along with
all York Region Fire Departments entered into an agreement with
· An Automated External Defibrillators (AED) replacement committee was formed to investigate the purchase of replacement defibrillators. The criteria for evaluation were features and technology available, compatibility with other medical responders, reliability, data management, technical service and support.
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Units from four vendors: Medtronic’s LP 500; Zoll AED plus; Philips FR-2 and WelchAllyn
AED 20 were sourced for comparison purposes.
The units from Zoll and Phillips did not meet
the required
- Although the base price
of the WelchAllyn unit (4,384.50 inclusive of 3%
GST & 8% PST) is lower than the base price of the Medtronic unit
(4,674.43 inclusive of 3% GST & 8% PST) after factoring in all of the
ancillary costs the Medtronic unit is less expensive by $891.66 per unit.
- DETAILED PRICING INFORMATION
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Medtronic Physio-Control |
Welch Allyn |
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GRAND
TOTAL inclusive of 3% GST & 8% PST |
$
60,924.57 |
$ 69,841.20 |
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Budget Available |
Spent
and Committed as of |
Budget
Charge 3% GST |
Budget Remaining |
GL Number |
GL
Name |
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$74,000.00 |
$60,924.57 |
$8,208.75 |
67-6150-5169-005 |
Emergency Medical Responder
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3. 044-Q-04 Leasing of ONE (1)
- In April, the Commissioner of Corporate Services approved the award
for Quotation 044-Q-04
for Leasing of ONE 2004 Lincoln LS to the lowest priced bidder, Markville Ford Lincoln Limited for a 36 month term
which commenced on April 1, 2004 at the monthly lease amount of $1,046.27
inclusive of 7% GST and 8% PST ($1,009.88 inclusive of 3% GST and 8% PST).
- The purchase order issued to Markville
Ford Lincoln Limited included the required one time lien registration in
the amount of $37.68.
- This is a closed end lease (walkway lease) with an option for the
Town to purchase the vehicle at the termination of the lease in the amount
of $25,927.00 inclusive of 7% GST and 8% PST ($25,025.19 inclusive of 3%
GST and 8% PST).
- Funds for Leasing the 2004 Lincoln LS is provided for in the
Office of the Mayor’s 2004 Operating Budget Account 120 120 5500.
- The award price is $1,850.56 or $51.40 per month (inclusive of 3%
GST and 8% PST) higher than the bid price since a vehicle in inventory was
readily available which was slightly different from the quoted model.
- DETAILED PRICING INFORMATION
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Markville Ford |
Proper Ford |
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36 monthly lease payments* |
$ 34,505.06 |
$
34,327.24 |
$
40,112.65 |
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PPSA/Lien Registration |
$ 37.68 |
$
46.24 |
$
0.00 |
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Air & Gas Tax |
$ 0.00 |
$
175.00 |
$
0.00 |
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Total 36 month Lease
including Air & Gas Tax, PPSA + licence fee |
$ 34,542.74 |
$ 34,548.48 |
$ 40,112.65 |
*Prices inclusive of 3% GST & 8% PST
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Budget
Available |
Spent
and Committed as of |
Budget
Charge 3% GST |
Budget Remaining |
GL
Number |
GL Name |
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$12,156.22 Year 1 $12,118.54 Year 2 $12,118.54
Year 3 $36,393.30 |
$12,156.22 Year 1 |
$0.00 |
120 120 5500 |
Office of the Mayor |
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.
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Barb Cribbett, Treasurer |
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Andy Taylor, Commissioner, Corporate Services |
Q:\Finance
and Administration\Finance\Purchasing\2004 File Management\Report to Standing
Committee\0425 #3 Staff Awards March 3 - April 5, 2004.doc