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:	March 22, 2004
	SUBJECT:	0415 No.2 Staff Awarded Contracts for the period from February 14 to March 2, 2004

RECOMMENDATION:

THAT the report entitled “Staff Awarded Contracts for the period from February 14 to March 2, 2004 dated March 22, 2004 be received for information only.

PURPOSE:

To inform Council of contracts awarded by staff for the period from February 14 to March 2, 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 February 14 to March 2, 2004, one contract was awarded to the lowest priced bidder, one contract was awarded to the lowest priced and highest ranked proponent and one contract was awarded to second lowest priced bidder.

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

1. 217-T-03 Construction of Forest Manor /Transter and Calbert/MacLaren Parkettes

• In February, the Chief Administrative Officer approved the award for tender 217-T-03 for Construction of Forest Manor /Transter and Calbert/MacLaren Parkettes to the lowest priced bidder, Pine Valley Enterprises Inc. in their bid amount of $162,351.95, inclusive of $2,000 Testing Allowance, $8,000 Contingency and 7% GST ($156,282.72 inclusive of $2,000 Testing Allowance, $8,000 Contingency and 3% GST.
• Funds in the amount of $180,000 are provided for in the Planning and Urban Design Department’s 2003 Capital Budget, account # 81 5350 5198 005, Wismer Parkettes II.
• Upon payment of all final invoices, the remaining balance in Account # 81 5350 5198 005 Wismer Parkettes II be transferred back to the original sources of funding.

• DETAILED PRICING INFORMATION

Company	Bid Price (inclusive of $2,000 Testing Allowance, $8,000 Contingency and 7% GST)	Bid Price (inclusive of $2,000 Testing Allowance, $8,000 Contingency and 3% GST)
Pine Valley	$162,351.95	$156,282.72
Rutherford	$163,457.26	$157,346.71
Cambium	$178,288.53	$171,623.54
Loc-Pave	$183,340.00	$176,486.17
Royalcrest	$197,389.10	$190,010.07
Gateman-Milloy	$207,219.10	$199,472.59
Dodaro	$257,956.45	$248,313.22
Griffith	$269,793.86	$259,708.11
Lima’s	$274,086.70	$263,840.47

Budget Available	Spent and Committed as of January 22, 2004	Budget Charge 3% GST	Budget Remaining	GL Number	GL Name
$180,000.00	$22,350.20	$156,282.72	$ 1,367.08	81 5350 5198 005	Wismer Parkettes II.

2. 212-R-03 Consulting Engineering Services for Highway 48/16^th Avenue Intersection Improvements

• In March, the Chief Administrative Officer approved the award for RFP 212-R-03 titled Consulting Engineering Services for Highway 48/16^th Avenue Intersection Improvements to the highest ranked and lowest priced consultant, R.V. Anderson Associates Limited in their proposed amount of $67,356.50 inclusive of 7% GST ($64,838.50 inclusive of 3% GST).
• Funds for RFP 212-R-03 titled Consulting Engineering Services for Highway 48/16^th Avenue Intersection Improvements are provided from the Engineering Department’s 2003 Capital Budget account # 83-5350-5208-005 Intersection Improvements, Highway 48 and 16^th Avenue.
• The remaining funds in the amount of $335,161.50 in account #83-5350-5208-005 will be made available for construction of the project.
• DETAILED PRICING INFORMATION AS SUBMITTED

Consultants	Price Inclusive of 7% GST	Price Inclusive of 3% GST
R.V. Anderson Associates Limited	$67,356.60	$64,838.50
Mitchell, Hatt & Associates Inc.	$69,122.00	$66,538.00
Cansult Limited	$84,744.00	$81,576.00
Chisholm, Fleming and Associates	$91,717.19	$88,288.51

Budget Available	Spent and Committed as of February 12, 2004	Budget Charge 3% GST	Budget Remaining	GL Number	GL Name
$400,000.00	$ 0.00	$ 64,838.50	$335,161.50	83 5350 5208 005	Intersection Improvements, Highway 48 and 16^th Avenue

3. 149-T-03 titled Markham Civic Centre Exterior Wall Repairs Phase 1

• In February, the Chief Administrative Officer approved the award for tender 149-T-03 for the Markham Civic Centre Exterior Wall Repairs Phase 1 to Brook Construction Ltd., being the second lowest acceptable bidder, in their bid amount of $199,020.00 inclusive of 7% GST ($191,580.00 inclusive of 3% GST).
• A contingency of $17,976.00 inclusive of 7% GST ($17,304.00 inclusive of 3% GST) was established and the Expenditure Control Policy will guide the use of the contingency funds.
• Funds for this project are provided for in the Asset Management 2002 Capital Account 56 5350 4705 005 (Civic Centre Curtain wall repairs) and 2003 Capital Account # 56 6150 5001 005 (Civic Centre – Improvements).
• The balance of funds in the estimated amount of $512,200.18 in capital account 056 6150 5001 005 (Civic Centre Improvements) will remain dedicated for future phases of Civic Centre repairs and replacements.
• Project 056 5350 4705 005 will be closed upon payment of all invoices.

· Funds in the amount of $284,500.00 are allocated for phase 1 of the Civic Centre Exterior Wall Repairs. After payment of all invoices to the contractor (208,884.00) and consultant ($22,248.00) the balance of funds in the amount of $53,368.00 will be applied to any unanticipated work during the course of phase 1 and 2. Phase 2 of the project is included in the 2004 Capital Budget submission. Any resulting surplus at the completion of phase 1 and 2 will be taken into consideration during the 2005 budget preparation for the third and final phase.

· A staff award report was approved by the C.A.O. on November 10 recommending that this contract be awarded to Royal Fort Construction Ltd. being the lowest acceptable bidder. Upon receipt of their award letter Royal Fort construction declined acceptance of the award. As a result Staff are recommending that the award be made to the second lowest bidder, Brook Construction Ltd. who have agreed to hold their bid price to commence work in May 2004. The Town is taking the necessary steps to act on collecting their bid bond.

• DETAILED PRICING INFORMATION

Contractor	Total Price (Inclusive of 7% GST)	Total Price (Inclusive of 3% GST)
Royal Fort Construction	$141,510.18	$136,220.07
Brook Restoration Ltd.	$199,020.00	$191,580.00
Maresco Limited	$213,938.48	$205,940.77
Roma Structural Restoration	$216,454.31	$208,362.56
Wall Tech Restoration Inc	$222,913.10	$214,579.90
Colonial Building Restoration	$235,132.50	$226,342.50
Dominion Caulking Ltd.	$235,731.70	$226,919.30
Phoenix Restoration	$243,068.21	$233,981.54
Holl Restoration Inc.	$243,674.31	$234,564.99
Maxim Group	$262,689.82	$252,869.63

Budget Available	Spent and Committed as of February 12, 2004	Budget Charge 3% GST	Budget Remaining	GL Number	GL Name
$ 84,500.00 $ 978,000.00 $1,062,500.00	$341,415.82	$ 208,884.00	$ 512,200.18	56 5350 4705 005 56 6150 5001 005	Curtain Wall Repairs Civic Ctr. Improvements ($200,000 of the total budget is allocated for this project.)

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\0410 #1 Staff Awards Jan 2 to Feb 13, 2004.doc