STAFF AWARD REPORT Page 1 of 2 PURPOSE RECOMMENDATION€¦ · STAFF AWARD REPORT Page 1 of 2 To: Peter Loukes, Director, Environmental Services Re: 034-T-14 Interceptor Sewer and

STAFF AWARD REPORT Page 1 of 2

To: Peter Loukes, Director, Environmental Services

Re: 034-T-14 Interceptor Sewer and Manholes Kennedy Road Sewage Pumping Station

Upgrade

Date: March 24, 2014

Prepared by: Paul Li, Senior Infrastructure Project Engineer, Ext. 2646

Robert Slater, Senior Construction Buyer, Ext. 3189

PURPOSE

To obtain approval to award the contract for the construction of an interceptor sewer and two (2) manholes as part of

the Kennedy Road Sewage Pumping Station upgrade.

RECOMMENDATION

Recommended Supplier D‟Andrea Contracting Ltd. (Lowest Priced Supplier)

Budget available and Account # $ 322,553.24 053-6150-10329-005 Sanitary Sewer Construction/

Replacement Program - Annual

Cost of award $ 43,858.56

$ 4,579.20

$ 4,843.78

$ 53,281.54

Inclusive of HST impact 053-6150-10329-005 Sanitary Sewer

Construction/ Replacement Program - Annual

Provisional amount*

Contingency @ 10 %

Total cost of award (Inclusive of HST impact)

Budget Remaining after this award $ 269,271.70 **

Note: *The provisional amount is for test pits to locate unknown existing utilities within the Milliken Mills High

school property and over-excavation of pipe sub-grade & additional granular pipe bedding in case of wet soils

conditions

**The budget remaining will be used to fund Part 2 of the Kennedy Road Sewage Pumping Station upgrade work,

including wet well upgrade and electrical/control replacement.

BACKGROUND

Kennedy Road Sewage Pumping Station (KR-SPS) is located south of the main entrance to Milliken Mills High

School on Kennedy Road. KR-SPS receives sewage flows from Milliken Mills High School, Milliken Mills

Community Centre and a City Parks Operations building. A condition assessment on KR-SPS completed in April 2013

as well as the Waterworks reserve study had identified station upgrade and equipments replacement are necessary to

meet current safety standards and serviceability requirements.

One of the existing station condition issues identified is with the existing incoming sewer configuration. It is difficult

to by-pass the station due to two separate sewers entering the wet well. The proposed work is intended to route the

incoming sewers to a common manhole with a single sewer inlet to the wet well. With completion of the work, it will

be much easier to by-pass the station for any future maintenance work in the wet well. The scope of work is as

follows:

Installation of a 1200 mm diameter manhole approximate 4 m deep with a external drop structure;

Installation of a second 1200 mm diameter manhole approximate 3 m deep;

Installation of about 20 m of 200 mm diameter PVC sanitary sewer to connect the two new manholes;

Trench backfill and surface restoration.

BID INFORMATION

Advertised By Invitation

Bids closed on March 19, 2014

Number picking up bid documents 3

Number responding to bid 3

034-T-14 Interceptor Sewer and Manholes Kennedy Road Sewage Pumping Station Upgrade Page 2 of 2

PRICE SUMMARY

Suppliers Price (Inclusive of HST)

D’Andrea Contracting Ltd. $ 43,858.56

FDM Contracting Co. Ltd. $ 47,318.40

Finch Contracting $ 55,713.60

Note: In December of 2013 staff released a Request for Tender (RFT) for Kennedy Road SPS Upgrade released on

December 18, 2013 and closed on January 21, 2014. All bid prices received were over budget; subsequently staff

assessed acceptability of the bid price and recommended to cancel this tender bid as lowest tendered price exceeded

the initial budget.

Staff agreed to divide the project into two parts (Separate quotes) and both to be completed in 2014.

Part 1. This award (Staff estimated a savings of $30,000 by separating these requirements into two projects, as the

first tender price was $97,277.02 for this requirement)

Separate the interceptor sewer and manhole work (Part 1) from the initial tendered scope of work. Through

competitive quote process, retain a contractor specialized in sewer & watermain work to complete the Part 1 work.

(Actual savings - $53,418.46 by separating ($97,277.02 - $43,858.56)

Work to commence April 17th

.

Part 2. Tender 034-T-14 (Staff estimated a savings of $30,000 by separating these requirements into two projects)

Re-tender the revised scope of work, including wet well upgrade and electrical/control replacement to be completed in

August 2014.

Actual savings – $18,669.95 by separating ($374,249.39 - $355,549.44) which is identified under award report 034-T-14 for

part 2 (Process underway).


To: Brenda Librecz, Commissioner, Community and Fire Services

Re: 028-T-14 Angus Glen Arena & Markham Village Arena Lighting Retrofit


Prepared by: Amanda Martin, MECO Coordinator, ext. 2956

Leanne Lee, Senior Buyer, ext. 2025

PURPOSE

To obtain approval to award the contract for the replacement of Angus Glen Arena & Markham Village Arena Lighting

fixtures and convert to LED for energy savings.

RECOMMENDATION

Recommended Supplier Energy Efficient Lighting Co. Ltd (Lowest Priced Supplier)

Current Budget Available $ 160,900.00 Various Accounts (Refer to Financial Considerations)

Less cost of award

$ 86,899.99

$ 8,699.99

$ 95,589.99

Cost of Award

Contingency (10%)

Total Project Cost (Inclusive of HST)

Budget Remaining after this award $ 65,310.01 *

* The balance remaining of $65,310.01 will be returned to the original funding sources as per table in Financial

Considerations.

BACKGROUND

Angus Glen Arena

The City of Markham is replacing existing fixtures and installing with LED fixtures at the two ice pad in the arenas at

Angus Glen Community Centre. To achieve substantially reduced energy and maintenance, and improved light output,

the City will be replacing the eighty (80) 400 watt metal halide high bay light fixtures with LED fixtures in each ice rink

of the building. Out of all areas surveyed, the arenas demonstrated the best energy consumption and maintenance cost

reductions with the shortest payback periods. In consultation with staff at Angus Glen, the goals of this project are to:

improve light output, improve colour performance, reduce operating and maintenance costs, and improve lighting

uniformity.

The scope of areas to include LED fixtures at the Angus Glen Community Centre, are as follows:

Icepad #1

Removal and disposal of the existing fixtures

Replace Eighty (80) Metal Halide fixtures with Eighty (80) LED fixtures

Ensure new fixtures are connected to existing emergency wiring

Icepad #2


Replace Eighty (80) Metal Halide fixtures with Eighty (80) LED fixtures

Ensure new fixtures are connected to existing emergency wiring

The work is to commence June 16, 2014 and be complete before June 30, 2014

028-T-14 Angus Glen Arena & Markham Village Arena Lighting Retrofit Page 2 of 3

Markham Village Arena

The City of Markham is replacing existing fixtures and installing with LED fixtures at the at the ice pad in the arena at

Markham Village Community Centre. To achieve substantially reduced energy and maintenance, and improved light

output, the City will be replacing the fifty (50) 400 watt metal halide high bay light fixtures in a one for one swap with

LED fixtures in the ice rink of the building. By converting the Markham Village arena lights that were up for lifecycle

renewal to LEDs, the new LED fixtures will demonstrate the most attractive energy consumption and maintenance cost

reductions with the shortest payback periods.

The scope of areas to include LED fixtures at the Markham Village Community Centre, are as follows:

Icepad


Replace Fifty (50) Metal Halide fixtures with Fifty (50) LED fixtures

The work is to commence July 29th

, 2014 and be complete before August 8th

, 2014

The LED retrofit will have the following benefits:

1. LED lighting increases the present light levels;

2. Increased community recreational safety through better visibility by enhanced colour performance and object

recognition;

3. LED fixtures reduce energy consumption in the arena by 65% ;

4. Reduced heat energy produced from new fixtures also decrease cooling costs in the arena;

5. Instant-on LED technology improves operational savings by 10% to 15% by allowing the facility managers

to turn off lights during unoccupied periods in the day, without the warm-up time delay that the existing

metal halide lights require;

6. LED fixtures with full 5 year warranty reduce maintenance costs by 60% in the arena, due to the longevity

of LED luminaries (approximately 16 year lifespan) and elimination of the two year group relamping

program;

7. LED fixture design and layout surpass the requirements of the Ontario Recreation Facilities Association

(ORFA) of 50 foot candles in the arena over the lifespan of the LED fixtures;

BID INFORMATION

Advertised ETN

Bids closed on March 18th

, 2014



DETAILED PRICING INFORMATION (INCLUSIVE OF HST)

Suppliers Price

Energy Efficient Lighting Co. Ltd. $ 86,899.99

Energy Network Services Inc. $ 112,162.92

Corlan Electric Inc $ 117,849.07

Elite Electrical Solutions Limited $ 122,112.00

Green Services Canada Ltd. $ 127,985.59

Fortis Electric Ltd $ 130,761.60

Dynamic Energy Services Inc. $ 133,070.37

Chu industries Ltd. $ 148,720.07

AR Construction Group $ 183,829.44

United Contracting Inc. $ 188,382.18

Pristine LED Inc. $ 198,912.00

028-T-14 Angus Glen Arena & Markham Village Arena Lighting Retrofit Page 3 of 3

FINANCIAL CONSIDERATIONS

Original Budget

Budget allocation

Markham Village Lighting

Replacement

500-101-5399-14139

Powerstream Embedded

Energy Projects

270-1015-399-14061

Total 254,400.00 160,900.00 95,589.99 65,310.01

50,900.00

203,500.00 71,553.98

50,900.00

110,000.00

24,036.01 26,863.99

38,446.02

Project & Description

Cost of the Award (Incl.

10% Contingency & HST)

Budget

Remaining

Balance remaining in the amount of $65,310.01 will be returned to original funding sources.

Savings (Payback)

The Angus Glen and Markham Village arena lighting retrofit project will achieve an annual energy and maintenance savings of

approximately $57,000. With a total cost of $95,589.99 to retrofit all three ice pads, the return on investment is approximately

1.67 years ($95,589.99/$57,000). The savings will be incorporated into the budget as part of the 2015 operating budget process.


To: Brenda Librecz, Commissioner, Community & Fire Services

Re: 032-T-14 Traffic Signal Equipment Replacement

Date: June 9, 2014

Prepared by: Ravali Kosaraju, Engineering Technologist, ext. 2608

Patti Malone, Senior Buyer, ext. 2239

PURPOSE

To obtain approval to award the contract for traffic signal equipment replacement.

RECOMMENDATION

Recommended Supplier Guild Electric Limited (Lowest Priced Supplier)

Current Budget Available $ 288,200.00 061-6150-14229-005 Traffic Signal Equipment Replacement

Less cost of award $ 123,434.08

$ 12,343.40

$ 135,777.48

Inclusive of HST impact

Contingency Inclusive of HST impact (10%)

Total Award

Budget remaining after this

award $ 152,422.52 *

* The remaining balance in the amount of $152,422.52 will be returned to original funding source.

Four (4) intersections scheduled for LED traffic signal indications have been removed from the budgeted scope since

these intersections will be undergoing construction through Capital Works projects. Also, five (5) intersections

scheduled for emergency pre-emption equipment repairs have been removed from the budget scope since these repairs

will be addressed either through Capital Works projects or traffic signal controller replacements. These changes

resulted in a positive variance of approximately $54,000. In addition, the budget estimated for replacement of LED

indications was based on cost for similar work performed as part of the City‟s traffic signals maintenance contract that

expired at the end of 2013. As part of the equipment replacement project, the sizable quantity of LED replacements

has resulted in a significantly lower cost per unit when compared to the estimated budget. This resulted in a positive

variance of $98,000. Future budget requests and the life cycle study will be adjusted based on the updated pricing.

BACKGROUND

The project involves replacement of LED traffic signal indications at 29 intersections, supply of emergency pre-

emption equipment at four (4) intersections and supply of two (2) portable speed radar boards, to be used at various

locations throughout the City. Emergency pre-emption equipment is used to manipulate traffic signal operations,

giving emergency vehicles priority at intersections. This helps reduce emergency response times and enhances traffic

safety within the intersection. Portable speed radar boards are used as an educational tool to advise drivers if they are

traveling at excessive speeds. These devices are used on priority streets throughout the City where speeding exists.

LED indications, emergency pre-emption equipment and speed display boards have an expected life of seven (7)

years, ten (10) years and five (5) years, respectively. The equipment being replaced has either met or surpassed their

expected life and will require replacement based on condition assessments. To keep the equipment in good working

condition, equipment that is old, outdated or in poor working condition will need to be replaced to avoid failure and

malfunction. Timely replacement and repair of this equipment is beneficial for public safety while eliminating

unplanned and potentially costly repair and replacement work.

BID INFORMATION

Advertised Invite Only*




*Limited to the Region‟s list of approved electrical contractors qualified to perform this type of work.

http://en.wikipedia.org/wiki/Emergency_service#Response_time

032-T-14 Traffic Signal Equipment Replacement Page 2 of 2

PRICE SUMMARY (Inclusive of HST)

Suppliers Price

Guild Electric Limited $123,434.08

Fellmore Electrical Contractors Limited $140,763.44

Beacon Utility Contractors Limited $144,840.43

Black & McDonald Limited $183,442.54

Project schedule: Five (5) months completion after award.

STAFF AWARD REPORT

To: Paul Ingham, Director, Operations

Re: 026 -Q-14 Maintenance and Repair of Splash Pads

Date: June 9, 2014

Prepared by: James Bingham, Acting Operations Supervisor, Ext. 5355

Patti Malone, Senior Buyer, Ext. 2239

PURPOSE

To obtain approval to award the maintenance and repair of splash pads for one (1) year, with an option to renew for an

additional two (2) years at the same itemized pricing.

RECOMMENDATION

Recommended Supplier Enviroturf Incorporated (Lowest Priced Supplier)

Original Budget and Account # $ 92,087.00 730-739-5399 Contracted Service


$ 23,149.00

$ 23,149.00

$ 69,447.00

2014 Inclusive of HST



Total Award Inclusive of HST

Budget Remaining after this award $ 68,938.00 * $92,087.00 - $23,149.00

*The remaining budget will be used for playground requirements as budgeted for in the account such as audit,

cleaning maintenance and repairs to playgournd requipments and rubberized surfaces.

BACKGROUND

This contract scope of work includes the following:

Provide all labour, materials, parts and equipment required

Open and close all splash pads city-wide (including program controllers and timers) in parks and facilities

Respond to any service calls and be able to respond to these calls within 48 hours

BID INFORMATION

Advertised ETN

Bid closed on March 20, 2014

Number picking up document 23


PRICE SUMMARY

Company Hourly Rate Estimated Qty

(Hours/year)

Price

(Inclusive of HST)

Enviroturf Incorporated $66.14 350 $23,149.00

Metro Lawn Sprinklers Div. Bradmar Contracting Inc. $73.75 350 $25,812.50

Silver Birch Contracting Ltd. $86.50 350 $30,275.00

PPL Aquatic, Fitness & Spa Group Ltd. $96.67 350 $33,834.50

Pine Valley Enterprises Inc. $117.02 350 $40,957.00

Rutherford Contracting Ltd. $1,017.60 350 $356,160.00

STAFF AWARD REPORT

To: Andy Taylor, Chief Administrative Officer

Re: 007-T-14 Cathodic Protection of Iron Watermains

Date: April 2, 2014

Prepared by: David Huynh, Senior Infrastructure Engineer, ext. 2400

Robert Slater, Senior Construction Buyer, ext. 3189

PURPOSE

The purpose of this report is to obtain approval to award the contract for the Cathodic Protection of Cast Iron

Watermains.

RECOMMENDATION

Recommended Supplier (s) 1460973 Ontario Limited O/A - C. P. Systems (Lowest Priced Supplier)

Current Budget Available $ 503,712.00 053-6150-14303-005 Cathodic Protection of Iron Watermains


$ 39,813.60

$ 437,949.60

Cost of Award Inclusive of HST

Contingency 10%

Total Award

Budget Remaining after this ward $ 65,762.40 *

* The remaining balance in the amount of $65,762.40 will be returned to original funding source.

The budget anticipated 15 km of cathodic protection on iron watermains compared to actual requirement of 13.5 km

due to updated condition assessments, resulting in $50,370 in favourable variance. The favourable price variance

compared to budget results in additional cost reduction of $15,392.

BACKGROUND

External corrosion of iron watermains is the leading cause of municipal watermain breaks. The Waterworks cathodic

protection of iron watermains program is an annual preventative maintenance program for controlling the corrosion

rate in Markham watermains, which reduces costly watermain breaks and to extend pipe life expectancy. In the

program, magnesium anodes are installed using an auger drilling device or a vacuum excavation machine, and are

wired to the iron pipe to inhibit the electrochemical corrosion process in the pipe. This protects the pipe itself from

corrosion. Anodes are estimated to last for 20 years, depending on field soil conditions.

In the last 20 years of cathodic protection program,Waterworks has successfully completed installation of magnesium

anodes to protect a total of 274 km of ductile and cast iron watermains. Since the program started in 1993, the annual

number of watermain breaks in Markham has been reduced, from 163 in 1986 to average of 30 in the last 5 years.

The 2014 program includes 13.5 km of iron watermains located in various locations in the City.

Bid Information

Advertised, place and date ETN


Number of Bidders picking up bid documents 4

Number of Bidders responding to bid 3

Price Summary

Suppliers Total Price, incl. HST impact

1460973 Ontario Limited O/A - C. P. Systems $ 398,136.00*

Global Cathodic Protection $ 426,622.69

Trisan Construction $ 510,784.32

*C.P. Systems is the incumbent for this contract and provided the City a fixed contract rate from 2009 -2013.

Compared to the 2009 – 2013 pricing for similar items (representing 75% of total contract price), this contractual

pricing has increased by 12.6% (average 2.4% annual increase compared to 2009 pricing). This increase can be

attributed to labour and material cost increases and was anticipated as part of the budget process with updated price

estimates.


To: Alan Brown, Director, Engineering

Re: 061-Q-14 Water Service and Sanitary Sewer Connections at Various Locations

Date: April 22, 2014

Prepared by: Eugene Chen, Capital Works Engineer Ext. 2451

Tony Casale, Senior Construction Buyer Ext. 3190

PURPOSE

To obtain approval to award the contract for water service, sanitary and storm sewer connections at various locations.

RECOMMENDATION

Recommended Supplier Finch Paving (1993) Inc. (Lowest Priced Supplier Locations 1-3, 5 and 6)

FDM Contracting Co. Ltd. (Lowest Priced Supplier Locations 4 and 7)

Less cost of award $ 94,840.32 Total Cost of award (Incl. of HST )

* Service connections are fully recoverable from homeowners and work does not commence until payment has been

received by the City. The issuance of a purchase order is contingent upon receipt of payment from homeowners.

BACKGROUND

Upon receipt of applications from City of Markham property owners, engineering staff obtain pricing from

qualified companies for the installation of water, storm and/or sanitary service connections to service residential

lots. The locations identified in this request for quotation for service connections are as follows;

Location Address Description of Work

Location #1 38 Grandview Water and sanitary sewer connections

Location # 2 16 James Scott Water and sanitary sewer connections

Location # 3 18 James Scott Water and sanitary sewer connections

Location # 4 7 Laidlaw Blvd. Sanitary sewer connection

Location # 5 17 Wildrose Cres. Water, sanitary and storm connections

Location # 6 79 Meadowview Water and sanitary sewer connections

Location # 7 7165 Bayview Ave. Water and sanitary sewer connections

BID INFORMATION


Bids closed on April 17, 2014



PRICE SUMMARY (Incl. of HST)

Location Address Finch Paving (1993)

Inc.

FDM Co. Ltd. NSJ Waterworx

Group Ltd

1 38 Grandview $10,277.76 $11,753.28 $12,720.00

2 16 James Scott $11,091.84 $11,448.00 $12,720.00

3 18 James Scott $11,091.84 $11,448.00 $12,720.00

4 7 Laidlaw Blvd. $14,755.20 $11,702.40 $43,756.80

5 17 Wildrose Cres. $13,839.36 $24,625.92 $20,555.52

6 79 Meadowview $11,091.84 $20,148.48 $12,720.00

7 7165 Bayview Ave. $33,072.00 $25,745.28 $73,267.20

STAFF AWARD REPORT

To: Brenda Librecz, Commissioner, Community & Fire Services

Re: 027-T-14 Replace Floodlights at Monarch Park

Date: June 9, 2014

Prepared by: Doug Henderson, Operations Supervisor, ext. 7997


PURPOSE

To obtain approval to award the contract to replace the floodlights at Monarch Park.

RECOMMENDATION

Recommended Supplier Wayne Electric Co. Limited (Lowest Priced Supplier)

Current Budget Available $ 144,236.00

059-6150-13435-005 Floodlights, Poles and Cross Arms

Replacement


$ 10,053.00

$ 110,591.55

Contingency (10%)

Total award (Inclusive of HST)

Budget remaining after this award $ 33,644.45 *

* The remaining balance in the amount of $33,644.45 will be returned to original funding source. The Highgate park

flood light removal project was also included under account 059-6150-13435-005; however, after further assessment

of these lights they can be deferred until 2018 with lifecycle being adjusted accordingly.

BACKGROUND

This contract is for the replacement of the floodlights at Monarch Park - these floodlights are 30 years old and are now

obsolete and the existing lighting design does not meet the current recommended criteria for the current field program

use.

BID INFORMATION

Advertised ETN





Suppliers Price

Wayne Electric Co. Limited $100,538.88

Kudlak-Baird (1982) Limited $116,006.40

All Tech Electric System Ltd. $141,344.64

Black & McDonald Limited $155,972.13

Langley Utilities Contracting Ltd. $170,804.16

STAFF AWARD REPORT

To: Brenda J. Librecz, Commissioner, Community & Fire Services

Re: 093-T-14 Hired Gradall on an as Required Basis


Prepared by: Mike Brady, Supervisor, Contract Administration, ext. 2316


PURPOSE

To obtain approval to award the contract to hire gradalls on an as required basis for a three (3) year period at the same

itemized prices.

RECOMMENDATION

Recommended Supplier (s) Don Cordingley Gradall Rental (Lowest Priced Supplier)

Current Budget Available $ 35,500.00 Various accounts (see under Financial Considerations)

Less: Cost of award $ 35,264.45

$ 35,264.45

$ 35,264.45

$ 105,793.35


2015 Inclusive of HST*

2016 Inclusive of HST*

Total Award

Budget Remaining after this

award

$ 235.55 ** $35,500.00 – 35,264.45

* 2015 and 2016 award will be subject to budget approval.

** The remaining budget to be be returned to the original funding source.

2014 approved budget was increased to 239 hours of Gradall time. The bid document only called for 200 hours. As

such, the award was amended from 200 hours as per the bid document to 239 hours to match budget intentions.

BACKGROUND

During the summer months, the hired gradall with operator is used to perform various ditching activities as well as for

other internal construction projects. The use of the gradall for ditching purposes ensures that the City maintan proper

road drainage from the pavement and surrounding area.

BID INFORMATION

Advertised ETN



Number responding to bid 5*

*One bid was not accepted as they had been disqualified from bidding on any City projects for a two year period (2013 -2014)

due to poor performance on a previous contract.

PRICE SUMMARY

Suppliers Estimated Hours

(Qty)

Cost per hour Extended Price

Don Cordingley Gradall Rental 200 $147.55 $29,510.00 Mitchell‟s Gradall Rental (Orilla) Ltd. 200 $152.13 $30,426.00

Hugh McIlmoyle Gradall Rental 200 $152.64 $30,528.00

Gord Sloan Gradall Rentals 200 $154.68 $30,936.00

* In comparing the 2013 pricing for this service, the price under this contract is identical and fixed for 3 years (2014-2016).


Account Name Account #

Budget

Amount

Budget

Available

Budget

Available for

this Award

Cost of

Award

Budget

Remaining

Right of Way Maintenance- Hired

Equipment 700-501-5501 52,800 48,037 13,000 12,914 86

Drainage - Hired Equipment 700-507-5501 51,608 50,132 22,500 22,351 149

Totals: 104,408 98,169 35,500 35,265 235



Re: 024-T-14 Citywide Pavement Marking


Prepared by: Patti Malone, Senior Buyer, ext. 2239

John Hoover, Supervisor, Contract Administration, ext. 4808

PURPOSE

This award is to obtain approval to contract pavement markings for a one (1) year period, with an option to

renew for an additional three (3) years at the same terms, conditions and pricing and based on the contractor‟s

performance and at the sole discretion of the City.

RECOMMENDATION

Recommended Supplier Guild Electric Limited (Lowest Priced Supplier)

Current Budget Available $ 439,280.00 Various accounts (see Financial Considerations)


$ 358,703.67

$ 358,703.67

$ 358,703.67

$ 1,434,814.68

2014 Inclusive of HST impact

2015 Inclusive of HST impact*



Total Award

Budget Remaining after this award $ 80,576.33 **$439,280.00 - $358,703.67

* Subject to Council approval of the 2015 to 2017 budgets.

**Balance remaining in the capital projects in the amount of $2,293 will be returned to original funding

sources and of the balance remaining in the operating accounts, $25,000 will be used for ad hoc requests for

pavement markings throughout the year (based on prior 3-year average) and the remaining balance of $53,283

will be used to offset the unfavourable winter maintenance budget. The 2015 budget will be reduced

accordingly.

BACKGROUND Pavement markings and delineation serve an advisory or warning function, and complement other traffic

control devices. They provide drivers with a preview of upcoming changes in the roadway, especially at night.

Good markings and delineation generally results in better driver performance and greater driver comfort.

The Operations Department applies pavement markings once in the Summer followed with a second

application in the Fall to areas where traffic volumes are higher and the markings may become less visible. The

second application provides additional visibility to the driver through the winter months.

BID INFORMATION

Advertised ETN





Suppliers Bid Price Provisional Items* Total Award

Guild Electric Limited $309,858.89 $48,844.78 $358,703.67

Almon Equipment Ltd. $394,197.89 $70,265.28 $464,463.17

Woodbine Pavement Markings Ltd. $408,118.66 $53,632.60 $461,751.26

Provincial Road Markings Inc. $487,519.44 $37,480.75 $525,000.19

Done Rite Plaza Maintenance Incomplete*

024-T-14 Citywide Pavement Marking Page 2 of 2

PRICE SUMMARY (Continued) * The provisional items are for organic solvent based paint and glass beads for durable cold plastic paint,

centerlines and small machine. Note: As compared to the 2010 contract, this contract represents an 18%

decrease in cost for common items. The price remains firm fixed over the three (3) year period. Guild

Electric Limited has been the incumbent since 2008.


The following table summarizes the financial details of this award:


Budget

Amount

Amount to

Allocate to

this project Cost of Award

Budget

Remaining

Safety Devices - Pavement Markings 700-505-5307 426,780 426,780 348,497 78,283

Asphalt Resurfacing 050-6150-14181-005 5,141,400 5,000 4,083 917

Traffic Operational Improvements 061-5350-14228-005 30,500 7,500 6,124 1,376

Totals: 5,598,680 439,280 358,704 80,576

STAFF AWARD REPORT

To: Brenda J. Librecz, Commissioner, Community & Fire Services

Re: 021-T-14 Tree Stumping

Date: May 5, 2014

Prepared by: Steve Matunin, Acting Manager, Parks ext. 4560


PURPOSE

To obtain approval to award the contract for tree stumping of 4,000 ash trees.

RECOMMENDATION

Recommended Supplier (s) Timberlane Tree Service (Lowest Priced Supplier)

Current Budget Available $ 1,100,000.00 700-101-5399-13438 Emerald Ash Borer Program


$ 28,993.46

$ 318,928.05

Inclusive of HST

10% Contingency Inclusive of HST

Total Award Amount


* The remaining budget to be used for Emerald Ash Borer Program, including planting, and tree supply.

Note: Budget was estimated at $250/ tree stump, staff received favourable pricing of an average cost of $72.48/ tree

stump. The budget was estimated based on a 1999 bid.

If the lowest priced bidder is unable to fulfill the terms of the contract, the Director of Operations and the Senior

Manager of Purchasing be authorized to award the contract to the next lowest bidder.

BACKGROUND

It is expected that approximately 16,000+ trees will need to be removed due to the Emerald Ash Borer from the

boulevards and manicured park areas within the City of Markham. This work will be completed over a 5 year period.

There were 3,200 trees that were identified as needing be removed prior to the ice storm. An additional 800 ash trees

were damaged due to the ice storm and were removed. In preparation for the 2015 spring planting of trees, the stumps

of 4,000 ash trees are to be removed. After the stumps are removed the void will be back filled with soil and seeded.

BID INFORMATION

Advertised ETN




PRICE SUMMARY

Suppliers Bid Price (Incl. of HST)

Timberlane Tree Services $289,934.59 Shady Lane Expert Tree Care $320,035.20*

Titanium Contracting Inc. $353,595.65

Hawkins Contracting Services Limited $433,863.94

Simonis Landscaping Inc. $484,377.60

Lomco Limited $525,895.68

Cedar Springs Landscape Group Ltd. $539,735.04

Uxbridge Tree Service Inc. $588,172.80

Ontario Line Clearing & Tree Serices 2010 Ltd. $664,289.28

WM Weller Tree Service Ltd. $667,403.14

Tree Doctors Inc. $691,968.00

1910636 Ontario Inc. $691,968.00

Wilderness Environmental Services $804,066.82

Winkel Tree Care Inc. $830,361.60

Brock & Sons Construction Ltd. $2,767,872.00

*Note: Bidder submitted a partial bid for one quarter of the trees (only 1,000 of the 4,000 tree stumps).

STAFF AWARD REPORT

To: Phoebe Fu, Director, Asset Management

Re: 078-Q-14 Central Parks Shop Siding

Date: May 2, 2014

Prepared by: Jason Vasilaki, Project Manager, Asset Management Ext. 2845

Leanne Lee, Senior Buyer Ext. 2025

PURPOSE

To obtain approval to award the contract for the replacement of exterior siding and exterior doors at the Central Parks

Shop maintenance building.

RECOMMENDATION

Recommended Supplier Dontex Construction Ltd. (Lowest Priced Supplier)

Current Budget Available $ 73,674.24 750-101-5399-14252 Operations Facilities Improvement

Less cost of award

$ 45,024.73

$ 11,702.40

$ 5,672.71

$ 62,399.84

Cost of Award (HST inclusive)

Provisional items**

Contingency (10%)



* Remaining funding will be returned to original funding source

** The award amount includes the provisional work for exterior door replacement and an upgrade in thickness of metal

for the siding.

BACKGROUND

Project includes replacement of the exterior siding and exterior doors at the Central Parks Shop maintenance building.

The work is projected to be completed by October, 2014.

BID INFORMATION





PRICE SUMMARY (INCLUDING HST)

Suppliers Total Award

(incl. Provisional Item and HST)

Dontex Construction Ltd. $56,727.13

GMP Contracting Ltd. $71,101.75

Silver Birch Contracting $82,730.88

STAFF AWARD REPORT

To: Mary Creighton, Director of Recreation Services

Re: 029-Q-14 Plastering and Tile Coping at Rouge River Community Centre Pool

Date: May 1, 2014

Prepared by: Tom Jones Facility Supervisor ext. 2103

Leanne Lee, Senior Buyer, ext. 2025

PURPOSE

To obtain approval to award the contract for plastering and tile coping at Rouge River Community Centre Pool.

RECOMMENDATION

Recommended Supplier (s) PPL Aquatic Fitness and Spa Group (Lowest Priced Suppliers)

Total Budget Available $ 70,700.00 500-1015399-14156 Rouge River CC Pool and Tile Resurfacing


$ 6,353.89

$ 69,892.83

Inclusive of HST

Contingency (10%)



award

$ 807.17 *

* The remaining $807.17 will be returned to the original funding source.

BACKGROUND

The pool at the Rouge River Community Centre was deteriorating to the point of being unsafe. Several coping and

waterline tiles were missing and chipped at the edge of the pool. Also, the plaster in the pool tank was losing its

integrity and starting to chip and flake resulting in a roof pool surface which could lead to abrasions and cuts on the

soles of patrons feet.

The City requested quotes from qualified pool specialists and general contractors to provide plastering and tile coping.

Services and repair work is to include but not solely limited to: hydroblasting, removal of existing plaster, racing

lanes, pool coping and waterline tile, Caulking of all joints, apply new plaster (white in colour), install black disc at

the deepest end of the ball, install a new depth marking tile and tile to delineate the edges of the steps, main drains and

other locations, install new waterline and Pool Coping tile.

BID INFORMATION

Advertised ETN




PRICE SUMMARY

Suppliers Bid Price

(Incl. HST)

PPL Aquatic (Advance Commercial Pool & Spa) $ 63,538.94

MN Dynamic Construction Ltd. $ 71,232.00

Dontex Construction $ 87,731.37

Acapulco Pools Limited $ 105,799.87

STAFF AWARD REPORT

To: Brenda Librecz, Commission, Community Fire & Services

Re: 255-T-11 Median and Boulevard Hard Surface Maintenance - Contract Extension

Date: May 5, 2014


James Bingham, Acting Supervisor Operations, ext. 5355

PURPOSE

To obtain approval to extend the contract for median and boulevard hard surface maintenance at the 2012

itemized prices for one (1) final year of the contract as per the original bid document and bid submission.

RECOMMENDATION

Recommended Supplier Humberview Maintenance Group Ltd. (Lowest Priced Supplier)

Current Budget Available $ 85,021.00 2013 - 730 730 5399 Weed Removal

Less cost of award $ 41,762.30 Inclusive of HST for 2014


* The remaining balance is allocated to hogweed treatment and grass cutting maintenance requirements as

budgeted for in this account.

BACKGROUND

This program first began in 2006 as part of Markham‟s initiative to keep an ongoing maintenance of the islands

located on roadways. Maintenance is performed in which weeds, garbage and debris are removed 3 times per

year or as needed. A list of islands at 279 locations are provided to the contractor at the start of year. These

medians are located at various locations across the City and are highly visible to both pedestrian and vehicular

traffic.

OPTIONS/DISCUSSIONS

In 2012, Staff awarded contract 255-T-11 for median and boulevard hard surface maintenance to the lowest

priced bidder (Humberview Maintenance Group Ltd.) for the years 2012 and 2013.

The 2012 award was approved by the Director in the following amounts:

2012 - $41,762.30

2013 - $41,762.30

The tender has one additional option year (2014) remaining at the same terms, conditions, pricing and subject

to contractor‟s performance and satisfaction of the City.

Humberview Maintenance Group Ltd. priced submitted under tender 255-T-11 was 52% lower than the 2nd

lowest priced supplier. Additionally, Staff have completed the contractor evaluation and are satisfied of their

performance, and staff subsequently recommends extending the contract for the last option year.

STAFF AWARD REPORT

To: Paul Ingham, Director, Operations

Re: 088-T-14 Supply and Delivery of Top Soil

Date: May 20, 2014

Prepared by: Doug Henderson, Supervisor, Parks West, Ext. 7997


PURPOSE

To obtain approval to award the contract for supply and delivery of Top Soil for one (1) year with a two (2) year

option at the same itemized pricing.

RECOMMENDATION

Recommended Supplier Earthco Soils Inc. (Lowest Priced Supplier)

Original Budget and Account # $ 469,759.00 Various (See Financials)

Current Budget Available $ 25,644.00 Budget Allocated for this Award


$ 21,980.16

$ 21,980.16

$ 65,940.48

2014 (Inclusive of HST)

2015 (Inclusive of HST)*

2016 (Inclusive of HST)*

Total Award

Budget Remaining after this award $ 3,663.84 **$25,644.00 - $21,980.16

* Subject to Council approval of the 2015 and 2016 budget.

**The remaining balance will be used to partially offset unfavourable variance anticipated from the “094-T-14 Supply

and Delivery of Grass Seed Mixture contract” award.

BACKGROUND

The top dressing material is part of the cultural practices on sports fields. The bid is for the supply and delivery of top

soil that consists of 50% sand, 20% silt and 30% clay.

BID INFORMATION

Advertised ETN (Electronic Tendering Network)

Bids closed on May 15, 2014

Number of bidders picking up the document 7


PRICE SUMMARY (Including HST Impact)

Suppliers Unit Price Qty (3 years)** Total

Earthco Soils Inc. $12.21* 5,400 $65,940.48

J. Jenkins & Son Landscape Contractors Ltd. $14.27 5,400 $77,040.46

Cliffords Haulage Ltd. $22.13 5,400 $119,517.12

2216585 Ontario Ltd. $41.21 5,400 $222,549.12

* As compared to the previous contract, this contract represents a 14% decrease in unit price.

**Estimated cubic yards of materials are 1,800 each year totaling 5,400 over 3 years.

FINANCIAL ATTACHMENT


Budget

Amount

Amount to

Allocate to

this project

Cost of

Award

Budget

Remaining

Sportsfield Maintenance 730-7325415 413,151 21,370 18,317 3,053

Horticulture Materials 700-5014400 5,000 1,000 857 143

Drainage - Roads Hired Equipment 700-5075501 51,608 3,274 2,806 468

Totals: 469,759 25,644 21,980 3,663



Re: 297-T-13 Varley Art Gallery Gift Shop and Lobby Renovations

Date: April 4, 2014

Prepared by: Jason Vasilaki, Project Manager, Ext. 2845


PURPOSE

To obtain approval to award the contract for the Varley Art Gallery gift shop and lobby renovations.

RECOMMENDATION

Recommended Supplier Portfolio Contracting Inc. (Third Lowest Priced Supplier)

Current budget available $ 235,704.90 Various accounts (see under Financial Considerations)

Less cost of award

$ 226,810.43

$ 22,681.04

$ 249,491.47

Award amount

Contingency (10%)

Total Cost of Award

Budget Remaining after this award ($ 13,786.57) *

* The contract was re-released to market after value engineering and reflects a $66k reduction compared to the first

bid release. However, there is still a shortfall of ($13,786.57) and will be funded from the Capital contingency

project #6395, which has a current balance of $38,343.

BACKGROUND

Project includes renovation of program and lobby areas and replacement of the main entrance doors. The

transformation of former office space and gift shop to community programming areas will allow for improved

customer experience, improved user satisfaction with the meeting rooms, and maintaining revenue stream and

competitiveness with the marketplace. The new lobby layout will improve customer service and the circulation of the

public to and from the functional spaces of the gallery and the replacement of the main entrance doors will eliminate

the ongoing operational and security issues relating to the warping old wood doors.

This project was initially released to the market in August 2013 with the lowest priced bid at that time coming in at

$292,808.29 which was over budget. This bid was subsequently cancelled due to these budgetary issues with Staff

undertaking value engineering to reduce costs and subsequently, retendering in October 2013 under 297-T-13. By

completing these value engineering and redesigned initiatives, Staff were able to reduce the cost of this award by

$65,997.86 compared to the quotation in September 2013 ($292,808.29).

The project was initially anticipated to be spent in 2012, but the schedule was extended to allow time for architectural,

mechanical and electrical design (required by the Ontario building code) and to resolve the budget condition

encountered in September, 2013 previously described. The work is projected to be awarded April 2014 and completed

by December, 2014.

BID INFORMATION

Advertised ETN

Bid closed on February 6, 2014

Number picking up document 23


PRICE SUMMARY (INCLUDING HST)

Suppliers Bid Price Separate Prices Total

for three items

Total Award

United Contracting Inc.* $99,317.76 $30,731.52 $130,049.28

Newcastle Construction Services Ltd.* $146,330.88 $55,760.00 $202,090.88

Portfolio Contracting Inc. $161,686.76 $65,123.67 $226,810.43

Joe Pace & Sons Constructing Inc. $155,846.46 $101,411.98 $257,258.44

Canada Construction Limited $165,868.80 $84,511.68 $250,380.48

2274084 Ontario Ltd. $182,776.22 $83,443.20 $266,219.42

MN Dynamic Construction Ltd. $212,008.82 $46,219.39 $258,228.21

Stracor Inc. $232,715.96 $113,964.08 $346,680.04

Silver Birch Contracting Ltd. $233,844.48 $87,595.01 $321,439.49

Dontex Construction Ltd. $250,734.60 No Bid N/A

*The lowest and second lowest supplier have not been recommended for this award.

297-T-13 Varley Art Gallery Gift Shop and Lobby Renovations Page 2 of 2

Staff recommend not awarding the Contract to the lowest priced supplier (United Contracting Inc.) or the second

lowest priced supplier (Newcastle Construction Services Ltd.) on the basis that reference checks did not satisfy the

City‟s requirements.

Pursuant to Part II, Section 17. 4 of the City of Markham‟s General Terms and Conditions (which form part of the

tender document), the City reserves the right, in its sole discretion, not to award to the lowest priced Supplier, the

highest ranked Supplier or to any Supplier whose reference checks do not meet or exceed the expectations of the City

(as determined by the City in its sole discretion) regarding past performance, timely project completion, health and

safety performance, experience, qualifications, financial standing, appropriate manpower, equipment and/or facilities,

or any other criteria deemed necessary by the City to meet the requirements of the tender.

Pursuant to Part II, 1.(5) of the City of Markham‟s Purchasing By-Law, the City reserves the right not to accept the

lowest or any bid submitted, if such action is deemed to be in the best interests of the City.

Note: The separate priced items are for:

Removal of existing exterior entry doors and supply and install new aluminum doors and frames.

Deacon Hall Work.

Supply and installation of light fixtures.


Account Name

Account

#

Budget

Amount

Spent to

Date

Committe

d

Budget

Available

Amount

to

Allocate

to this

project

Budget

Remaining

Office/Programming Room

Transformation 12157

152,600

25,250

11,881

115,469

129,255

(13,786)

Varley Gallery Lobby and

Gallery Door Repairs 12158

71,200

-

-

71,200

71,200

-

Deacon Community Room

and Kitchen Repairs 13200

40,700

13,372

864

26,464

26,464 -

Art Gallery Lighting

Upgrade and Sustainability 11165 44,100

21,528

-

22,572

22,572

-

Totals:

308,600

60,150

12,745

235,705

249,491 (13,786)

Due to the lighting upgrades, there will be operating savings achieved through energy and maintenance savings.

Sustainability Office will work with Art Gallery and Asset Management to determine operating cost reduction for

inclusion in the 2015 Operating Budget upon completion of installations.

STAFF AWARD REPORT


Re: 002-R-14 Consulting Services for Water System Process Audit for Non Revenue Water

Date: March 7, 2014

Prepared by: Shu Min Gao, Water System Engineer, Waterworks, ext. 6230


PURPOSE

To obtain approval to award the contract for Consulting Services for the Water System Process Audit as it relates to

Non Revenue Water.

RECOMMENDATION

Recommended Supplier (s) Veritec Consulting Inc. (Highest Ranked/Lowest Priced Supplier)

Current Budget Available $ 152,600.00 760-101-5699-14321 Water System Process Audit

Less Cost of Award

$ 127,072.80

$ 12,707.28

$ 139,780.08

Contingency – 10%

Total Cost of Award


* The balance remaining in the amount of $12,819.92 will be returned to the original funding source.

BACKGROUND

Since 2010, the City of Markham has been experiencing unusually high volumes of Non-Revenue Water (NRW). The

City and the Region retained a consultant in 2011 to undertake a process audit to cover water metering, billing, and

operational uses to determine a root cause for the high NRW.

A definitive cause for the discrepancies was not found, however, the study made several recommendations for Markham

to improve processes, documentation and reporting of consumption.

Markham is addressing some of these recommendations through other means such as contract changes with

PowerStream etc. This project will address the remaining recommendations and detail Markham‟s current practices,

industry best practice and change Markham‟s process in order to address gaps. The study will address any base

components of non revenue water that are outside of this dispute in order to better quantify and/or reduce the level of

Non-Revenue Water.

Staff released a Request for Proposal (RFP) to retain a consultant for the Water System Process Audit.

BID INFORMATION

Advertised ETN

Bids closed on February 13, 2014



*This is very specialized work and only a few consultants have the specialized staff and expertise to satisfactorily meet

our needed requirements. Hence only two suppliers responded.

002-R-14 Water System Process Audit Page 2 of 2

PROPOSAL EVALUATION

The evaluation team was comprised of staff from the Waterworks Department with Purchasing staff acting as the

facilitator. The evaluation was based on pre-established evaluation criteria outlined in the Request for Proposal: 20%

qualifications and experience of the consulting firm, 20% acceptable work plan and approach to achieve objectives,

30% project management and 30% price, totaling 100%, with the resulting scores as follows:

Suppliers Total Score Rank

VERITEC Consulting Inc. 89.67 1

AECOM Canada Ltd. 86.34 2

Prices ranged from $127,072.80 to $128,474.87

Staff is recommending the highest ranked, lowest priced supplier Veritec Consulting Inc. be awarded this contract as

their proposal satisfactorily demonstrated to the City that they have the experience and capability to undertake projects of

similar size and scope. They have a good understanding of the project related requirements, provided satisfactory

methodology and work plan. Feedback from reference checks also confirmed that Veritec is a qualified firm with

experienced engineers. Staff is confident they will perform well.



Re: 006-R-14 Consulting Services for Sanitary Sewer Manhole Repairs

Date: April 9, 2014

Prepared by: David Huynh, Infrastructure Project Engineer, Waterworks, ext. 2400


PURPOSE

To obtain approval to award the contract to undertake repairs to sanitary sewer manholes located throughout the City

of Markham sanitary sewerage system.

RECOMMENDATION

Recommended Supplier (s) D. M. Robichaud Associates Ltd. (Highest Ranked/ Lowest Priced

Supplier)

Current Budget Available $ 250,000.00 053-6150-13708-005 Sanitary Sewer Manhole

Repairs

$ 103,795.20

$ 8,303.62

$ 112,098.82

Cost of Award

Contingency – 8%

Total Cost of Award


* The remaining balance in the amount of $137,901.18 will be returned to the original funding source. This is the first

year Waterworks introduced manhole repair into the annual capital sewer maintenance program and in mass quantities.

As part of the Request-For-Proposal (RFP) submission request, the Suppliers were to provide their own method of

repair, together with the prices associated with the proposed methodology. All responding Suppliers‟ methodologies

satisfactorily met the City‟s requirements, and prices were significantly lower than estimated. The Waterworks

Reserve Study will be adjusted accordingly to reflect the updated pricing.

BACKGROUND

The sanitary maintenance and rehabilitation program is annually implemented throughout the City‟s sanitary sewerage

system, to maintain the system in good service condition. This project addresses structural and service defects in the

sanitary sewer manholes. Repairs will be undertaken at 79 defective spots in 56 manholes.

BID INFORMATION

Advertised ETN




PROPOSAL EVALUATION

The Request for Proposal (RFP) was released with a two-stage evaluation approach whereby suppliers were required

to submit both a technical proposal and a price proposal. The technical proposal (Stage 1) was evaluated out of 70

points and the price proposal (Stage 2) was evaluated out of 30 points.

The Evaluation Team (Team) for this RFP was comprised of staff from the Waterworks Department with Purchasing staff

acting as the facilitator.

Stage 1 – Technical Proposal

The Stage 1 Technical Proposals were evaluated against the pre-established evaluation criteria as outlined in the RFP:

20 points for qualification and experiences of the supplier; 20 points for qualifications and experience of the

Contractor‟s/ Subcontractor‟s key staff; and, 30 points for proposed repair methodology, materials to be used,

construction quality assurance/ quality control (QA/QC) plan and construction schedule. Suppliers who scored a

minimum of 75%, or 52.5 points out of 70, continued on to Stage 2 – Price Proposal.

006-R-14 Consulting Services for Sanitary Sewer Manhole Repairs Page 2 of 2

Stage 1 – Technical Proposal (Continued)

The results of the Stage 1evaluation are outlined below:

Suppliers Score (out of 70) Rank Results

D. M. Robichaud Associates Ltd. 59.33 1

Capital Sewer Services Inc. 57.33 2

Onsite Sewer Services 35.33 3

Stage 2 – Price Proposal

Based on the Stage 1 evaluation, two Suppliers received a score of a minimum of 75% (52.50 out of 70) and therefore,

proceeded to Stage 2 - Price Proposal. Pricing proposed by the two qualified suppliers was evaluated out of 30 points

with the following results.




Prices ranged from $103,795.20 to $120,560.16;

Stage 1 & 2 – Combined Overall Scoring

The scores from the Stage 1 and 2 evaluations were combined to formulate final overall scoring, as summarized

below:




Staff is recommending the highest ranked, lowest priced supplier, D. M. Robichaud Associates Ltd., be awarded this

contract, as their proposal satisfactorily demonstrated their experience and capability to undertake projects of similar size

and scope. They have a good understanding of the project related requirements, provided satisfactory methodology and

work plan. Feedback from reference checks also confirmed that D. M. Robichaud Associates Ltd. is a qualified firm with

experienced staff.

STAFF AWARD REPORT


Re: 102-S-14 Supply and Delivery of Breathing Air Cylinders

Date: April 1, 2014

Prepared by: Dave Decker, Deputy Fire Chief, Ext. 5975


PURPOSE

To obtain approval to award the contract for the supply and delivery of 77 Self Contained Breathing Air

Cylinders.

RECOMMENDATION

Recommended Supplier(s) RESQTECH Systems Inc. (Preferred Supplier)

Current Budget Available $ 109,400.00 067-6150-14121-005 Breathing Air Cylinder

Less cost of award $ 109,387.78 Inclusive of HST

Budget Remaining after this award $ 12.22 *

*The remaining budget to be returned to funding source.

Staff recommends:

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 Non

Competitive Procurement, item 1 (e) which states Where the City is acquiring specialized equipment, such as fire

fighting equipment, in which case the sources of supply may be identified based on technical specifications

prepared by the User Department staff.

BACKGROUND

The Markham Fire and Emergency Services (MFES) utilize Self Contained Breathing Apparatus (SCBA) for

protection of the respiratory system during incidents. MFES has utilized Inerspiro SCBA for over 20 years and the

City currently has 90 SCBA units. The cylinders for the SCBA units are the Interspiro 45+ min hp carbon fiber

cylinder model number 6630, part number 3II336890521. The recommended award is for 77 Self Contained

Breathing Air Cylinders in accordance with the manufacturers replacement schedule and as per the City of

Markham Life Cycle program.

SCBA are tested and listed by Canadian Standards Association, National Fire Protection Association and National

Institute of Occupational Safety and Health (CSA/NFPA/NIOSH) and to maintain certification, the SCBA must be

managed through a respirator program consistent with CSA Z94 Standard for Respirators. RESQTECH is the

preferred supplier (there is no other Canadian Supplier for the Interspiro SCBA). All maintenance and care is

completed in accordance with manufacturer‟s recommendations.

The 77 existing air cylinders will be removed from service (15 year life cycle in accordance with CSA standards) in

June 2014 and are required to be ordered in April to meet this date.

Compared to last year‟s purchase for the same item, the price represents a 1% decrease.



Re: 083-S-14 Supply and Delivery of 5 Pickup Trucks



Laurie Canning, Manager, Fleet & Supplies, ext. 4896

PURPOSE

To obtain approval to award the contract for the supply and delivery of 5 pickup trucks.

RECOMMENDATION

Recommended Supplier Discount Car and Truck Rental (Preferred Supplier)


$ 112,113.13

$ 166,309.35

750-752-5500 Vehicle Rental (2014 & 2015

operating budget)*

44-6100-009-005 Small Capital Acquisitions

Total

Less Cost of Award $ 54,196.22

$ 71,014.37

$ 125,210.59

750-752-5500 Vehicle Rental (2014 & 2015

operating budget)

44-6100-009-005 Small Capital Acquisitions

Total Cost of Award (Incl. of HST)

Budget Remaining after this Award $ 0.00

$ 41,098.76

$ 41,098.76

750-752-5500 Vehicle Rental (2014 & 2015

operating budget)

44-6100-009-005 Small Capital Acquisitions**

Total

*Funding in the amount of $27,098.11 per year (for a total of $54,196.22 for two years) that was intended for the

rental of 5 vehicles will be used to partially fund the purchase cost.

**Balance of $41,098.76 in 44-6100-009-005 will remain in the account for future capital acquisitions.

Staff further recommends: THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341,

Part II, Section 7, “(b) where there is only one source of supply for the goods to be purchased;”

BACKGROUND

In 2011, the City undertook a pilot project to determine if the purchase of vehicles for seasonal usage was more cost

effective than renting the vehicles. Two vehicles were purchased at wholesale auction in Spring 2011 and sold in the

Fall (one in the same year and the other in December 2012) as opposed to renting the vehicles. Compared to renting

the two vehicles, the City saved approximately $2,000 (including maintenance and insurance) over the two year

period.

The City is expanding the project through this purchase of five (5) half ton regular cab pickups, which will be sold at

the end of a two year period. As a result, the rental requirement for 2014 and 2015 will be reduced by five units (5).

083-S-14 Supply and Delivery of 5 Pickup Trucks Page 2 of 2


The financials below compare the traditional rental option to the proposed purchase costs.

The purchase price of the five vehicles is $125,210.59 (inclusive of HST) or $25,042.12 each. This will be funded by

1) the rental budget in the amount of $54,196.22 over 2 years (2014 and 2015 operating budget) and 2) Capital

account 44-6100-009-005 (Small Capital Acquisitions) for the balance of funds.

The insurance cost of $2,750, auction fees of $1,750, and anticipated maintenance/license renewal cost of $1,750 will

be charged to Capital account 44-6100-009-005 (Small Capital Acquisitions).

It is anticipated that the vehicles will be sold at a public auction in the Fall of 2015 with the proceeds of the sale being

returned to account 44-6100-009-005. The financials above assume the vehicles will have a resale value of $17,780

per vehicle (71% of purchase price), based on the result of the 2010 pilot project. Research shows 2 year old vehicles

of a similar type have an average resale value of $20,208 (81% of purchase price). To be conservative, Staff have

used the lower resale value for the financial calculation. Note that any sale proceeds in excess of $15,453 per vehicle

(62% of purchase price) will result in a net favourable position for the City.

Based on the results from the pilot project, it is estimated that the project will generate savings of $11,635.15 ($54,196

- $42,561) over the originally budgeted rental costs.

Option 1: Rent Five (5) Vehicles for Seven (7) Months/Year for Two (2) Years Operating

750-752-5500 Rental Cost ($27,098.11 per year) 52,361.22 $ Average Damage Cost for Rentals ($367 per vehicle) upon return 1,835.00 Total Rental Cost for Two Years 54,196.22 $ (A)

Option 2: Purchase Five (5) Vehicles and Sell After Two (2) Years Capital

44-6100-009-005 Purchase of Five (5) Vehicles 125,210.59 Insurance ($550 per vehicle) 2,750.00

Maintenance ($260 per vehicle) & License Renewal ($90 per vehicle) 1 1,750.00

Auction Fee ($350 per vehicle) 1 1,750.00 Sale Proceeds of Five (5) Vehicles at Public Auction (88,899.52) Total Cost of Purchase Option 42,561.07 $ (B)

Savings from Purchase vs. Rent over Two (2) Years 11,635.15 $ (A-B)

1. Maintenance and auction fee based on actuals from the previous pilot project for the vehicle that was kept

for two years.

STAFF AWARD REPORT Page 1 of 2 To: Andy Taylor, Chief Adminstrative Officer

Re: 228-T-11 Curb Box & Operating Rod Replacements – Contract Extension

Date: March 3, 2014

Prepared by: Eddy Wu, Ext. 2445

Rob Slater, Ext 3189

PURPOSE

To obtain approval to award the contract for curb box & operating rod replacements for one (1) year.

RECOMMENDATION

Recommended Supplier P.A. Envirovac Inc. (Preferred Supplier)

Current Budget available $ 166,121.00 760-111-5300 Construction Contract Services

Less cost of award $ 74,412.00 Inclusive of HST impact


* The remaining funds of $ 91,709.00 will be used for traffic control, leak detection and routine and emergency

repairs as budgeted for in this account.

Staff recommends:

THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7(1)(g)

“where it is in the City‟s best interest not to solicit a competitive bid”.

BACKGROUND

A curb box is a shut off valve for a water service connection generally located at the property line in front of a house

or building. Accessible from the ground surface, the City maintains the box and underground valve. It is a valve to

open or close for maintenance and control of the water service connection to a property. The majority of the repairs of

this appurtenance is for the replacement of the operating rod and curb box. This type of repair is done by the vacuum

excavation method. In the case of a broken or leaking valve, the curb box has to be dug up and replaced.

In 2011, Staff awarded contract 228-T-11 in two parts and to the low supplier for each part for a term of 3 years (2012

- 2014) at the same itemized pricing.

Part 1

Replacement of Curb Box & Operating Rod by Vacuum Excavation

Awarded to the low supplier Global Cathodic Protection Inc.

Part 2

Emergency Replacement of Curb Stop, Curb Box & Operating Rod by Vacuum Excavation

Awarded to the low supplier P.A. Envirovac Inc.

During the renewal process for the 2014 term, Global Cathodic Protection Inc. informed the City that the present

situation within their company is such that they cannot guarantee its ability to perform work required under part 1.

228-T-11 Curb Box & Operating Rod Replacements - Contract Extension Part 2 of 2

OPTIONS / DISCUSSIONS

Staff recommend awarding part 1 of this contract to P.A. Envirovac Inc.

Rationale

228-T-11 Part 1 (2011 pricing) – Replacement of Curb Box & Operating Rod by Vacuum Excavation

Suppliers Price per unit (Incl. of HST)

Global Cathodic Protection Inc. $ 144.50

P.A. Envirovac Inc. $ 198.43

Power Plus Utility $ 252.36

Nu-Tech Water Box Repairs Ltd. $ 315.46

In 2011, the contract was split between two suppliers, the low bidder (P.A. Envirovac Inc.) for Part 2 was also the

second low bidder for part 1.

P.A. Envirovac Inc. was 27% lower than the 3rd

lowest priced supplier as per the chart above. The contract estimates a

quantity of 375 Replacement of Curb Box & Operating Rod by Vacuum Excavation .

The price recommended for the one year preferred supplier award is $198.43 and is still considerably lower than the

2004 price ($275.00 Nu-Tech Water Box Repairs Ltd.) and 2008 price ($205.00 P.A. Environvac Inc.) for the same

work.

The work under this contract requires special equipment and tools as well as actual experience in the replacement of

curb boxes by vacuum excavation method. In 1998, this contract was awarded to the lowest supplier who after

commencing work discovered they were not able to fulfill the contract due to lack of experience and specialized tools.

Similarly, Staff believe that Global Cathodic Protection Inc. have also experienced difficulties with this contract to the

extent that they subcontracted the work to P.A. Envirovac Inc. at the rate of $198.43 and therefore lost money on this

contract.

The City has therefore approached P.A. Envirovac (second lowest supplier) and confirmed they will accept Part 1 of

the contract under their bid price submitted in 2011 for this contract.



Re: 100-S-14 Parts and Maintenance for Ice Resurfacing Machines

Date: April 01 , 2014

Prepared by: Mary Creighton, Director of Recreations Ext. 7515

Rosemarie Patano, Senior Construction Buyer, Purchasing Ext. 2990

PURPOSE

To award the contract to Zamboni Company Ltd. for the parts and maintenance of the City‟s ice resurfacing machines

for the next five (5) years.

RECOMMENDATION

Recommended Supplier Fran Zamboni Company Ltd. (Preferred Supplier )

Budget Available in 2014 $ 396,065.00 Various accounts „see financial considerations‟

Less Cost of this Award $ 51,500.00

$ 51,500.00

$ 51,796.13

$ 51,796.13

$ 52,107.06

$ 258,699.32

January 1 – December 31, 2014

January 1 – December 31, 2015*




Total Cost of Award inclusive of HST

Budget Remaining in 2013 after this award $ 344,565.00 **$396,065.00 - $51,500.00

* Subject to Council‟s approval of the 2015-2018 operating budgets.

** The remaining budget will be used for other arena maintenance service agreements as budgeted for in the respective

accounts (see financial considerations).

Note that the 2016, 2017 and 2018 award includes the negotiated escalation in labour rates. Labour represents

approximately 11.5% of the annual costs.

Staff further recommends:


Competitive

item 1 (c) “When the extension of an existing contract would prove more cost-effective or beneficial;”

BACKGROUND

Currently the City of Markham‟s Recreation Department has in inventory twelve (12) Zamboni machines at City

facilities (with no surplus units) for the purpose of maintaining the ice surfaces at our existing community centres.

The name Zamboni is synonymous with ice rink re-surfacing machines. Zamboni Company Ltd. (formerly known as

Frank J. Zamboni & Co., Ltd.) has approximately 80% of the market for ice re-surfacing machines in Canada.

Zamboni Company Ltd. has been the sole source vendor for the supply and delivery of ice re-surfacing machines

since 1993 and has been the preferred vendor for the supply of parts and maintenance on all City owned and operated

ice resurfacing machines. Zamboni Company Ltd.. does not have dealers and purchases are made directly with the

manufacturing plant. Staff have identified that the following municipalities currently maintain contracts with

Zamboni Company Ltd..; Hamilton, London, Windsor, Brantford, Fort Erie, Sudbury, Whitby and Ajax.

100-S-14 Parts and Maintenance for Ice Surfacing Machines Page 2 of 2

OPTIONS/DISCUSSIONS

By standardizing equipment the City has been able to provide a consistent parts inventory and has practically

eliminated external servicing costs through having our own staff do repairs and regular maintenance. Our inventory

consists of re-surfacing blades, brushes, and numerous mechanical parts exclusive to Zamboni

re-surfacing machines.

Zamboni Company Ltd. currently provides the City of Markham with both parts and maintenance for the fleet of

Zamboni ice resurfacing machines. Based on historical data, 88.5% of the annual costs are attributed to the purchase

of parts directly from Zamboni Company Ltd.. with the remaining balance towards maintenance that cannot be

conducted by City Staff.

Due to the nature of the machines, it is beneficial for the City to use the Manufacturer, Zamboni Company Ltd. to

provide specialized maintenance service to the ice resurfacing machines. It ensures consistency in warranty on parts

and labour on all ice resurfacing machines.

The negotiated labour rate has increased approximately 5% from $90/hour to $95/ hour for regular hours for 2014 and

2015 compared to the previous contract; with an incremental increase of 5% from $95/hour to $100/hour for regular

hours for 2016 and 2017; and an incremental increase of 5% from $100/hour to $105/hour for 2018. This averages

2.5% increase annually, which is comparable to the 2008 contract escalations. Labour represents approximately

11.5% (approximately $5,232.50) of the annual costs and the remaining non-labour costs are associated with parts,

which are priced based on current market rates.

The Zamboni Company Ltd.. quoted labour rates are consistent across all municipalities which they service.

The rates proposed by Zamboni Company Ltd. above are comparable with current shop rates for repair and

maintenance in the automotive industry (similar scope), which range between $100.00 per hour to $160.00 per hour.


Account 2014

Budget

2014 Budget

Available

Less 2014 Balance

Remaining after

award Cost for this

Award *

504 921 5314 Angus Glen CC $159,849 $127,177 $13,500 $113,677

503 922 5314 Mount Joy CC $30,000 $24,096 $5,500 $18,596

503 923 5314 Markham Village CC $26,400 $18,978 $4,700 $14,278

501 921 5314 Thornhill CC $75,000 $64,596 $10,300 $54,296

501 922 5314 Clatworthy Arena CC $17,030 $12,167 $4,000 $8,167

502 921 5314 Milliken Mills CC $49,807 $41,123 $2,000 $39,123

503 921 5314 Centennial CC $102,757 $88,855 $7,500 $81,355

502 922 5314 Crosby CC $26,700 $19,073 $4,000 $15,073

Total $487,543 $396,065 $51,500 $344,565

* The award estimate is based on 2008 to 2013 requirements.

The remaining budget will be used for other arena maintenance service agreements as budgeted for in the respective

accounts.



Re: 084-S-14 Streetlighting Maintenance, Repair and Relamping Program


Prepared by: Prathapan Kumar, Senior Manager, Asset Management ext. 2989

Tony Casale, Senior Construction Buyer ext. 3190

PURPOSE

To obtain approval to award the contract for streetlight maintenance, repair, relamping, underground utility (streetlight)

locates and project management from May 1, 2014 to December 31, 2014.

RECOMMENDATION

Recommended Supplier PowerStream Inc. (Preferred Supplier)


$ 110,000.00

$ 413,000.00

$ 1,215,047.00

720-720-5497 Streetlight Maintenance and Repair

720-720-5499 Accidents & Vandalism

720-720-5436 Utility Locates

Less cost of award

$ 692,047.00

$ 50,000.00

$ 413,000.00

$ 1,155,047.00

Streetlight Maintenance and Repair*

720-720-5499 Accidents & Vandalism

Utility Locates

Cost of Award (Inclusive of HST impact)

Budget Remaining $ 60,000.00 **

* The recommended award amount includes 10% project management fee payable to PowerStream.

**The tender document included 200 various items and quantities that were based on estimated requirements which may

or may not be used dependent on actual requirements throughout the year. For the purpose of this award, the award

amount reflects the approved budget inclusive of HST. The balance amount in the Accidents & Vandalism account will

be used under the 2014 Streetlight Pole Replacement Program.

Note: PowerStream will pay Langley Utilities Ltd. directly and subsequently invoice the City.


THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (c) which

states: “when the extension of an existing contract would prove more cost-effective or beneficial”;

BACKGROUND

On December 14, 2010 Council approved the following:

“That the CAO be authorized to renew the streetlight maintenance, repair and relamping contract for an additional 3

years (2012 -2014) exercised at one year intervals, subject to performance and based on yearly approval of the

Operating budget”

The City‟s streetlighting network (approx. 26,400 light fixtures) is owned and operated by the City. Approx. 800 new

streetlights are added to the inventory through new development and scheduled capital projects related to lighting

improvements on major roads.

The City historically engaged Markham Hydro, then PowerStream, to provide streetlight related maintenance services

due to their expertise and background with the electrical systems. This engagement is one of the three components of a

shared service agreement between the City and PowerStream. The other two services are hydro cashier services and

water meter reading and billing.

The services provided by PowerStream under this component of the contract includes emergency repairs to the damaged

poles and fixtures, replacement of burned out bulbs, ballasts, light sensors, fixtures (based on residents‟ complaints to

the City‟s Contact Centre and outages reported by the City‟s night patrols), underground and overhead supply line

repairs (burn outs/ faults) and locating services for underground streetlight infrastructure. The service provided also

includes a yearly relamping and fixture cleaning program for HPS fixtures where bulbs are replaced and fixtures cleaned

on a 5 year cycle (approx. 1/5th of City‟s lighted areas per year) as part of preventive maintenance program.

084-S-14 Streetlighting Maintenance, Repair and Relamping Program - 2014 Page 2 of 3

BACKGROUND (Continued)

Streetlight Maintenance

Since 2006, PowerStream has been project managing the City‟s streetlight maintenance, repair and re-lamping program and the

actual work being subcontracted by PowerStream to a utility maintenance contractor through a competitive bidding process.

PowerStream receive a project management fee of 10% to manage the streetlight maintenance, repair and re-lamping program.

Utility Locates:

PowerStream manages the underground streetlight locate services through Locate Alliance Consortium (LAC), a body formed

by a group of facility owners. This contract expires December 2014.

DISCUSSION

In January 2012, PowerStream requested that the City take responsibility for both streetlight maintenance and streetlight cable

locates commencing January 2013. Following negotiations, PowerStream agreed to continue with the streetlight maintenance

and cable locating services until the end of 2014.

In 2014, PowerStream with input from Asset Management prepared and issued a Bid to the market to retain a maintenance

contractor for streetlight maintenance, repair, re-lamping and underground utility locates based on a contract term of thirty

three months (April 2014 – Dec 2016) with an option to extend the contract for two (2) additional one (1) year periods subject

to performance. PowerStream currently manages the underground locates through Locate Alliance Consortium (LAC) and this

contract expires December 2014. PowerStream included line items in the bid document for utility locating services in

anticipation that it may be managed directly by the City; however, Markham is currently not in a position to take over the

underground utility locates due to a lack of resources and established processes.

Subject to approval by Senior Management, staff will obtain Council approval to either extend the streetlight maintenance and

utility locating services contract with PowerStream or manage the project internally and deal with Langley Utilities Ltd. for the

period 2015 -2016.

BID INFORMATION





Pricing Summary (Inclusive of HST)

Suppliers Streetlight Maintenance,

Repair and Relamping Utility Locates Extended Price

Langley Utilities Ltd. $887,633.15 * $359,976.00 $1,247,609.15

Fellmore Electrical $912,966.31 $514,826.23 $1,427,792.53

Black & McDonald $1,262,298.89 $1,019,148.79 $2,281,447.68

Enersource $1,511,959.24 $837,790.08 $2,349,749.32

Beacon Utility $1,853,377.27 $5,126,160.00 $6,979,537.27

*The pricing received represents a savings of approximately 5% as compared to the 2013 rates based on similar items.

Note: The tender document included 200 various items and quantities that were based on estimated requirements which

may or may not be used dependent on actual requirements throughout the year. The price summary is based on an

annual estimate of requirements.

084-S-14 Streetlighting Maintenance, Repair and Relamping Program - 2014 Page 3 of 3

FINANCIAL CONSIDERATIONS: (Including HST)

Account Name Account # Budget Available

Amount to be

allocated for this

Work

Budget Remaining

Streetlight Maintenance and

Repair 720-720-5497 $692,047 $692,047 $0

Accident & Vandalism 720-720-5499 $110,000 $50,000 $60,000

Utility Locates 720-720-5436 $413,000 $413,000 $0

Total $1,215,047 $1,155,047 $60,000

Note: Balance amount in Accidents & Vandalism account will be used under 2014 Streetlight Pole Replacement

Program.

STAFF AWARD REPORT


Re: 289-Q-12 Grass Cutting and Maintenance Service - Contract Extension

Date: April 2, 2014

Prepared by: Rob Hincks, Supervisor Parks East ext. 2486


PURPOSE

To obtain approval to extend the grass cutting and maintenance service for two routes for the two option years (at one

year intervals) at the same terms, conditions and pricing, at the sole discretion of the City.

RECOMMENDATION

Recommended Supplier Markham Property Services Ltd. (Preferred Supplier)

Current Budget Available $ 107,684.47 730-730-5399 Other Contracted Services

Less cost of award

$ 107,684.47

$ 107,684.47

$ 215,368.94



Total Award Including HST

Budget Remaining after this award $ 0.00

BACKGROUND

Markham‟s annual turf maintenance program is constituted to conform to the Council approved service level for grass

cutting over a 14 day cycle and includes general maintenance of parks, boulevards and sports fields. The program is

delivered through both in house resources and seasonal staff and rental of equipment. The program is typically provided

during April – October with the service for grass cutting, general maintenance of parks and boulevard maintenance

assigned to work crews with specific routes (currently 17 routes) within a geographical area. The program is monitored

for performance by Supervisors through the review of daily reports and periodic inspection. The program for

maintaining parks, boulevards and sportsfields is directly overseen by Area Working Supervisors (4 areas) who monitor

the crews daily for workmanship and performance.

To foster continuous improvement through Service Planning, Staff implemented a pilot project whereby a portion of the

turf maintenance program, specifically the service related to grass cutting and maintenance, was contracted out to an

external contractor in 2013. In order to evaluate the economic benefits, two (2) routes were identified for outsourcing

and a list of qualified and experienced contractors were requested to submit proposals to undertake this service delivery.

The bid submissions by the contractors relate to the service level that is exactly the same as that which is being delivered

by seasonal staff and equipment.

Staff awarded 289-T-12 to the lowest priced bidder, Markham Property Services Ltd., in 2013 for a one year term. The

tender had an option to renew for two additional years to be exercised at one year intervals, at the same pricing and subject

to the contractor‟s performance and the satisfaction of the City.

Operations were generally satisfied with the contractor‟s performance in 2013and recommend extending the contract for the

two (2) option years.

Markham Property Services Ltd. price was 59% lower than the second lowest bidder.


To: Trinela Cane, Commissioner Corporate Services

Re: 091-S-14 Purchase of Coin and Bill Operated Controller

Date: May 13, 2014

Prepared by: June Fry, Client Advisor ITS, Ext. 2539

Sugun Rao, Manager ITS, Ext.4868

Rosemarie Patano, Senior Construction Buyer, Ext. 2990

PURPOSE

To obtain approval for the purchase of five (5) coin and bill operated controllers for Markham Public Library.

RECOMMENDATION

Recommended Supplier Xerox Canada Ltd. (Preferred Supplier)


$ 797,796.46

$ 826,927.99

049-5350-14084-005– Printer Replacement 2014 (Ph 2 of 3)

070-5350-13891-005005 – SECC&L IT-Library

Total Current Budget


$ 5,741.55

$ 28,707.76

049-5350-14084-005

070-5350-13891-005

Total Award


award

$ 6,165.32

$ 792,054.91

$ 798,220.23

049-5350-14084-005*

070-5350-13891-005**

Total Remaining

* The remaining budget in the amount of $798,374.49 will be used to purchase printer usage reporting software

licenses.

** The remaining budget in South East account will be used to purchase additional IT hardware, computers, monitors,

telephones, and network equipments.



Competitive Procurement, item 1 (g) which states “Where it‟s in the City‟s best interest not to solicit a competitive

bid”;

BACKGROUND

A coin and bill operated controller is a unit that is connected to a multi functional device (MFD) through a foreign

interface connector. It allows patrons to insert coins or bills to pay for the functionality use of a multifunctional

device. These devices are attached to the public MFDs at the Markham Public Libraries.

The coin operated controllers (purchased in the 1990s) at Markham Public Library allowed patrons to pay for copying

on a photocopier and only accepted coins. In 2009, the photocopiers were replaced with MFDs. In addition to

copying, patrons should be able to pay for print jobs with the coin operated controllers. However, due to software

issues, this functionality was not available and payment for print jobs had to be processed by library staff at the front

desk.

From 2012 to 2013, Staff purchased three (3) coin and bill operated controllers from Xerox Canada Ltd. (“Xerox”) as

a preferred supplier. One (1) new unit was for the Cornell Community Centre Library branch and two (2) new units

replaced the original units at Thornhill Community Centre Library and Unionville Library (part of phase I of III multi-

functional device and printer replacement project). The three (3) new coin and bill operated controllers have

functioned well with the City‟s recently deployed Xerox MFD‟s and EnvisionWare software which supports Staffs

justification for the preferred supplier.

091-S-14 Purchase of Coin and Bill Operated Controller Page 2 of 2


A key determining factor for awarding to Xerox is that both the device controller interface and the MFD are

manufactured and supported by Xerox. Furthermore, having the coin and bill operated controller with Xerox

simplifies the trouble shooting process and avoids the issue of one vendor pointing to the other vendor as cause for

support issues. This will allow for one support call to a single vendor (Xerox), and avoids ITS having to troubleshoot

to determine where the problem exists between vendors.

OPTIONS / DISCUSSION

As part of phase II of III multi-functional device and printer replacement project, Staff will need to replace four (4)

original coin operated controllers required for: Markham Village; Angus Glen; Milliken Mills; and Thornhill Village.

Staff is recommending to replace these original units due to their age (typical lifecycle is 7 – 10 years), incompatibility

with current Canadian currencies and to allow consistent customer service across all branches. Also, the purchase of

one (1) additional public MFD for the new South East Community Centre branch (to be installed in 2015), a coin

operated controller will be needed. No coin and bill operated controllers are part of the final phase of the multi-

functional device and printer replacement project.

As the additional coin operated devices for Phase II will also be connected to the Xerox MFD‟s, it is in the city‟s best

interest that Xerox be responsible for the installation and support of these devices at all City facilities.

Staff negotiated with Xerox a 12% volume discount. This discount will be in effect until May 30, 2014 at which time

the offered discount will be adjusted back to 5%. Staff also attained quotes to ensure we were receiving a competitive

price and received pricing from ITC and ProcessFusionINC who were $32,040 and $32,545 respectively, which is

higher than the recommended amount to Xerox under this award report.



Re: 070-R-14 PVC Watermain Leak Detection

Date: May 5, 2014

Prepared by: Shu Min Gao, Water System Engineer, Waterworks, ext. 6230


PURPOSE

To obtain approval to award the contract for 200 km of PVC watermain leak detection.

RECOMMENDATION

Recommended Supplier (s) Veritec Consulting Inc. (Sole Bidder)

Current Budget Available $ 180,800.00 760-101-5699-14301 Annual Leak Detection Program

$ 127,124.29

$ 12,712.42

$ 139,836.71

Cost of Award

Contingency – 10%

Total Cost of Award


* The balance remaining in the amount of $40,963.29 will be returned to the original funding source.

BACKGROUND

The City of Markham and Region of York have entered into a cost sharing agreement to conduct leak detection on

230km of ductile iron watermain, 60km of cast iron watermain and 200km of PVC watermain. Markham and the

Region have agreed to share equally in the project costs. Waterworks completed the ductile iron and cast iron

watermain leak detections in 2013. As scheduled, Waterworks will conduct the leak detection on 200km of PVC

watermain in 2014.

Waterworks requested a proposal from qualified contractors to conduct an acoustic leak survey of PVC watermain

through fire hydrants, valves and service connections and to pinpoint the leak locations using a leak correlator

(advanced leak detection instrument) after the acoustic leak survey.

Once the leak is identified and located, Waterworks will prioritize the leak locations and put a program in place to

repair the pipes in the Fall of 2014 to early 2015.

BID INFORMATION

Advertised ETN




*This is very specialized work especially for PVC watermains and only a few consultants have the specialized staff and

expertise to satisfactorily meet the City‟s requirements. One bidder did not get the bid in time, one bidder wanted to

partner with someone but could not find a partner, and one bidder did not have the necessary equipment.

PROPOSAL EVALUATION

The evaluation team was comprised of staff from the Waterworks Department with Purchasing staff acting as the

facilitator. The evaluation was based on pre-established evaluation criteria outlined in the Request for Proposal: 20%

qualifications and experience of the consulting firm, 20% demonstrated understanding of the project, 30% project

management and 30% price, totaling 100%, with the resulting scores as follows:

Supplier Total Score Rank

VERITEC Consulting Inc. 91.75 1

070-R-14 PVC Watermain Leak Detection Page 2 of 2

PROPOSAL EVALUATION (Continued)

Staff is recommending Veritec Consulting Inc. be awarded this contract as their proposal satisfactorily demonstrated to

the City that they have the experience and capability to undertake projects of similar size and scope. They have a good

understanding of the project related requirements, provided satisfactory methodology and work plan. Feedback from

reference checks also confirmed that Veritec is a qualified firm with experienced engineers. Staff is confident this firm

will perform well.


Markham upfronted York Region‟s portion of the funding (50% of project cost) and will recover the funding in

accordance to the payment schedule as outlined in the York Region Memorandum of Understanding. Upon receipt of all

funds from Region, surplus funds will be returned to the “Waterworks Reserve”.



Re: 289-S-13 Supply and Delivery of an Electronic Training & Records Management

Platform for the Markham Fire Emergency Services


Prepared by: Dave Decker, Deputy Fire Chief, Ext. 5975

Rosemarie Patano, Senior Construction Buyer, Ext. 2990

PURPOSE

To obtain approval to purchase of Electronic Training & Records Management Platform for the Markham Fire

Emergency Services (MFES) for a period of three (3) years commencing May 1st, 2014, based on the same

itemized prices.

RECOMMENDATION

Recommended Supplier(s) Global Risk Innovation (Preferred Supplier)

Current Budget Available $ 60,000.00 Program Expenses a/c 420-669-4272


$ 31,321.50

$ 31,871.00

$ 10 ,967.75

$ 93,415.00

May 1, 2014 to December 31, 2014*

January 1, 2015 to December 31, 2015**

January 1, 2016 to December 31, 2016**

January 1, 2017 to April 30, 2017**

Total Cost of Award (Inclusive of HST)

Budget Remaining after this award $ 40,527.09 ***

*Pricing for Year 1 is based on 270 Users x $109.90 Unit Cost (inclusive of tax). The 270 users include staff from

suppression, dispatch, prevention/education, communications and training divisions.

**Pricing for Year 2 and 3 is based on 290 Users x $109.90 Unit Cost (inclusive of tax). The additional 20 users

are based on the additional second crew at Cornell fire station anticipated for 2015. Annual Operating budgets for

2015-2017 are subject to Council approval.

***Remaining budget of $40,527.09 will be used for annual lease of the Richmond Hill training centre as

budgeted for.

Staff recommends:


Competitive Procurement, item 1 (e) which states “Where the City is acquiring specialized equipment, in which

case the sources of supply may be identified based on technical specifications.”

BACKGROUND

Markham Fire and Emergency Services (MFES) currently utilizes a made-in-house data entry software program

(Access file) for tracking training conducted by fire service personnel. The system is limited in the information

entered and requires printed documents as the backup for training records, and is not capable of providing on-line

learning.

To ensure MFES meets all training documentation requirements as established in Section 54(1) (p) of the

Occupational Health and Safety Act, staff completed research, met with two (2) different vendors that provide Fire

Department specific training and records management software/systems in the Province of Ontario: (1) Stillwater

Learning; and, (2) Global Risk Innovations. Following the analysis of these two products, and throughout the

analysis, staff consulted with both Human Resources and Information Technology Services Departments. As a core

requirement, it was critical to ensure that the proposed training tool require no additional support or resources from

ITS and HR staff and that the proposed solution could facilitate data exchanges between the MFES training

software and the proposed Human Resources Information System (HRIS). Based on these factors, Staff concluded

that Global Risk Innovation‟s Target Solutions Platform was the most suitable due to the online software‟s

functional capabilities and the following proven track record regarding:

Solid Industry Backing, including organizations such as International Association of Fire Chiefs

(IAFC), the National Fire Protection Association (NFPA), the training curriculum used by Markham

Fire & Emergency Services and Office of the Ontario Fire Marshal and Emergency Management

(OFMEM).

289-S-13 Supply and Delivery of an Electronic Training & Records Management Platform for the Markham

Fire Emergency Services Page 2 of 3


Peer Networking - Currently in use by fire services in Ontario including Mississauga, Oakville, Ajax,

Pickering, Richmond Hill, Woodstock, Owen Sound and Peterborough, allowing for a large peer

network to share and exchange entire training programs/information electronically, a key product

differentiator.

Organizational Reliability - Target Solutions is a North American wide company allowing for reliable

(99.9% uptime) and accessible online help 24/7. Target Solutions utilizes a state-of-the-art hosting

facility for our primary web-based service. This facility is secured and redundant, which provides

regular service to our customers while avoiding the costs of installing and maintaining our own

datacenter

After the City purchased the Markham Learn Centre (MLC) software platform, staff from Fire Traning and

Suppression Divisions worked with HR and utilized a staff member (full-time) for 6 months to evaluate the use of

MLC within Fire. It was determined that the MLC did not meet the needs of Fire for training records management,

e-learning and the need to be used by all staff independently.

MLC does not provide a platform that includes the features associated with the Global Innovation‟s Target

Solutions Platform. MLC does not have the ability for staff to log in from any location (cloud based), with the

ability to monitor and provide National Fire Protection Association (NFPA) and other fire training programs.

Markham Fire requires a platform that permits each staff to sign on to review documentation and/or complete on-

line programs. MLC does not have pre-populated training records management specific to fire or the ability to peer

network via the cloud with other fire services utilizing the Target Solutions platform.

The Staff recommendation for award is further supported by the following rationale:

Value for money: Based on Staff experience and market testing, the Target Solutions Platform is considered cost

competitive within the industry (Stillwater quoted $35,635 for the 1st year, including installation and training fees)

Stillwater does not provide peer networking with the fire departments listed above. From the very limited niche of

vendors that specialize with frameworks designed for Fire Service‟s specific needs (correctly reflecting rank and

role structure of students, instructors, and training staff within the Ontario Fire Service), the Target Solutions

Platform meets all MFES requirements. The Target Solution Platform also includes a no-charge pilot phase of 30-

60 days to allow time for training and getting the site organized and there is no set up, training and on-going

support or additional fees.

Further, with their competitive pricing, TargetSolutions Platform has the functional abilities required to provide:

Cloud based training that does not require Information Technology Services Department support,

Training records that are backed up by a third party vendor making electronic records admissible in

court

Decreased liability exposer to lawsuits due to accurate training records and tracking of completion,

Paper Reduction,

o Currently a large volume of paper is used to produce Departmental Training, and Safety notices as

well as paper training records. The TargetSolution Platform would greatly reduce paper

consumption by producing electronic notices and training records.

Following the three (3) year commitment to this Vendor, the City would have the opportunity to commence a

competitive process at the end of the contract. However, Staff recommend not opening this service to a “public

tender”, but rather treating it as an evaluation process or by invitation only. All potential vendors would have to be

carefully vetted before they are approved. Also, if the City were to switch vendors, Staff must pre-plan a careful

transfer of information process to ensure our program requirements remain intact.

289-S-13 Supply and Delivery of an Electronic Training & Records Management Platform for the Markham

Fire Emergency Services Page 3 of 3


Account Name Account # Budget

Amount

Spent

to

Date

Committed Budget

Available

Amount

to

Allocate

this

Project

Budget

Remaining

Program Expenses 420-669-4272 $60,000 0 0 $60,000 $19,472.91 $40,527.09

Note: Remaining budget of $40,527.09 will be used for the annual lease of the Richmond Hill training centre. A budget

reallocation of the 2014 budget was completed within Fire for this purchase. Annual Operating budgets are subject to Council

approval of 2015 to 2017 Operating budgets.


To: Trinela Cane, Commissioner Corporate Services

Re: 099-Q-14 mobile application development using portal infrastructure (Phase 3)


Prepared by: Teodor Tecsa, Manager Applications & GIS, Ext. 4724

Rosemarie Patano, Senior Construction Buyer Ext. 2990

PURPOSE

To obtain approval to award the contract of Markham‟s mobile application development based on City‟s portal

infrastructure (Phase 3).

RECOMMENDATION

Recommended Supplier Partho Technologies Inc. (Lowest Priced Supplier)

Current Budget Available $ 919,962.00 049-5350-8659-005 Portal Implementation*

Less cost of award $ 99,788.83 Total award (inclusive of HST impact)

Budget Remaining after this award $ 820,073.17 **

*This is the total budget for the Portal project. It is intended for the hardware and software purchases, support services,

Phase 1 installation, professional services and project management services.

**The remaining balance in account will be used for the remaining phases for Portal implementation which include

personalization, enhancements to mobile app, enhancements to Single Sign On, Employee Portal.

BACKGROUND

The City of Markham currently has a number of ways of communicating online with its residents which include:

1. A responsive design enabled public website www.markham.ca for desktop and mobile devices browsers;

2. A native mobile application Access Markham available from a 3rd party vendor on iOS and Android

platforms;

3. A mobile website hosted by the 3rd party vendor available for any other mobile devices such as BlackBerry

or Windows phones.

Items #2 and #3 as mentioned above are currently managed by the 3rd party vendor (Purple Forge) at an annual

maintenance fee of approximately $3,600. However, it is with the various requests for changes and enhancements to

the application via the 3rd

Party Vendor and the subsequent fees quoted, which encouraged the City to review the

necessity of exploring the option of bringing in-house (under the support of the ITS Department), both the native

mobile application Access Markham and the mobile website to offset these potential costs. This decision will

eliminate the $3,600 annual fee and is further supported by the following rationale regarding the current limitations and

dis-advantages of the system, which includes:

The mobile application source code is not owned by Markham.

The mobile application and the hosted mobile website are not maintained in-house by the Markham team

and as a result it is not easy to make changes or enhancements. There is a dependence on vendor even for

some minor code changes.

Although the Markham portal website already uses Web Content Management (WCM) for authoring and

publishing content, the content updates for the mobile application have to be separately handled via another

mechanism which is not controlled and managed in-house.

Bringing this work in house does not require additional resources and can be maintained with existing staff.

http://www.markham.ca/

099-Q-14 Mobile Application Development using Portal Infrastructure (Phase 3) Page 2 of 2


The original decision to use the 3rd

party for mobile apps is primarily due to lack of in-house capacity and skill sets to

develop and manage codes for the different operating systems (iOS, Android etc) and devices. In addition, since then

there have been advances in mobile technology development platforms that also present new opportunity.

Accordingly, Markham is planning to address the above limitations by deploying and using IBM Worklight which is a

complete mobile enterprise application platform for delivering native, hybrid, and web applications. Worklight is

available to Markham at no extra cost as part of the existing IBM Portal platform. WebSphere Portal and Worklight

together will provide multi-channel site support to the Markham web communities.

As part of this contract, Worklight platform will be deployed in the City‟s Portal environment, and then will be used to

redevelop the currently available mobile app for iOS, Android and Blackberry platforms. The Blackberry app will

replace the existing hosted mobile website. The existing mobile application will also be enhanced as part of this

change to provide support for a “Report a Problem” function, using the device enabled features such as camera and

location positioning. There will be no disruption of mobile application services to Markham customers in the course

of this transition.

BID INFORMATION

Advertised By Invitation Only




PRICE SUMMARY

*Purchasing Staff negotiated savings of $7,510.98 (or 7%) inclusive of tax, of the original quoted price of $107,299.81

to the recommended award of $99,788.83.

The contract of Markham‟s Mobile Application development based on City‟s Portal infrastructure (Phase 3) is

scheduled for completion by the end of July 2014, and it is recommended that this work be awarded to Partho

Technologies Inc. who is the lowest priced supplier.

Suppliers Total Price (Inclusive of HST)

Partho Technologies Inc. $107,299.81*

Armec Group $117,024.00

Tangentia Inc. $158,745.60

Intelliware Development Inc. $195,888.00



Re: 096-T-14, Microsoft Volume Licensing Enterprise Enrollment


Prepared by: Sugun Rao, Manager ITS, Ext.4868

Rosemarie Patano, Senior Buyer, Ext. 2990

PURPOSE

To obtain approval to award a contract to Dell Canada Inc. (“Dell”) for the purchase of Microsoft Volume

Licensing Enterprise Enrollment” for a term of three years (expire on July 31, 2017) at the same itemized pricing.

Also, to receive approval to have Dell as the preferred supplier for the licensing of Microsoft desktop and server

software products

RECOMMENDATION Recommended Supplier Dell Canada Inc. (Lowest Priced Supplier)

Current Budget Available $ 135,034.53 400-404-5397


$ 5,661.00

$ 100,026.64

$ 226,477.53

$ 226,477.53

$ 132,111.89

$ 35,104.00

$ 720,197.59

August 2014 to December 2014

Contingency (6%) Year 2014**

2014 Award (Inclusive of HST )

January 2015 to December 2015

January 2016 to December 2016

January 2017 to July 2017

Contingency (6%) Years 2015/16/17**

Total award (Inclusive of HST )

Budget Remaining after this award $ 35,007.89 *$135,034.53 - $100,026.64

* The remaining budget in the amount of $35,007.89 will be used for additional Microsoft licenses for new staff and

facilities.

** The contingency fund is required to accommodate possible increase in license quantity due to changes in the

Microsoft licensing framework on some products and the new server infrastructure that will be in place towards the

end of 2014.


THAT Staff be authorized to amend the purchase order amounts in years 2015 - 2017 to accommodate business needs

for the purchase of the identified Microsoft products through Capital and Operating Budgets as approved by Council

during the annual budget process.

BACKGROUND

In September 2005, Council approved staff to enter into an agreement with Microsoft Canada and the Microsoft

reseller for the purchase of Microsoft software products under the Province of Ontario‟s Standing Agreement. Since

then the City has been licensing and purchasing software at a discounted rate which is not available through the

traditional method. This agreement is to expire on July 31, 2014 for the City of Markham. The Province has renewed

its contract for Microsoft licenses at a discounted rate that is available for the Broader Public Sector, including the

City of Markham. The Province, however, didn‟t include municipalities such as Markham to use the same reseller

that the Province is using. Therefore, the City of Markham is required to retain a reseller through a competitive

process in order to benefit from the Province-negotiated rate for the maintenance and support of existing products and

new acquisitions. This process guarantees the City, at minimum, to obtain this discounted rate under Ontario‟s new

Standing Business Agreement # U8364444 or obtain better rates depending on each vendor‟s willingness to reduce

their margin.

096-T-14 Microsoft Volume Licensing Enterprise Enrollment Page 2 of 2


Accordingly, the City issued a tender for an authorized reseller of Microsoft products with price as the main

evaluation criteria. In the tender pricing was requested for maintenance and support of all products under Enterprise

Agreement (EA).

The products included in the EA are Windows Client and Server Operating Systems, Microsoft Office Suite,

Microsoft Visio, Microsoft Project, Client Access License for file, print, Exchange Enterprise (for email), SharePoint,

System Centre Configuration Manager - SCCM (for asset management, desktop deployment, desktop power

management and automated software deployment), Share Point Server and SQL Server (for database), Development

Network (for research and development), TechNet (for server maintenance) and Essential Support (for applications

and technical support) and training.

The benefit of Microsoft EA includes maintenance, support and the ability to upgrade to latest version of Microsoft

software that is critical for the City to conduct business. Majority of the software covered under Microsoft EA are

Client Access Licenses (CALs). CALs are per device based and is required for each device to be able to access various

Server applications like email, print, Database services, Share Point Servers, etc. Enrolling in the Microsoft EA will

streamline the management of software licenses and avoid a large one-time budget impact by spreading the cost over

multiple years.

Furthermore, this arrangement will help us to remain compliant with license agreements and continue to obtain

significant discount level over individual licensing purchase models (full retail price). It allows the City to update to

the latest versions of software and run a consistent set of versions of Microsoft software and eliminates problems of

having different versions spread randomly across the organization, and the resultant incompatibilities, while

permitting us to standardize and facilitate deployment of standard operating and office products. Additional benefits

includes, web based technical support, 30 days of Microsoft certified training for technical staff, 6 days of professional

service that can be used towards design, upgrade or deployment of any Microsoft Server Products, etc.

OPTIONS/DISCUSSION

If the City does not sign the Enrolment with a Microsoft Large Account Reseller (LAR), the new releases of the

software, which happens fairly frequently, will not be available to Markham without purchasing the new license. In

addition, Microsoft software cannot be purchased at government discounts, and full retail pricing is approximately

40% to 70% higher than government pricing - which is not recommended.

It has been determined that the EA is the most cost-effective option for purchase of the City‟s desktop computing

products based on the current software replacement strategy.

Through this award Staff will enter into a 3-year Enterprise Agreement with Microsoft Canada and Dell Canada Inc.,

in a form satisfactory to the City Solicitor for the provision of the licensing of Microsoft desktop and server software

products.

BID INFORMATION

Advertised, place and date ETN

Bids closed on April 17,2014

Number of bidders picking up bid documents 7

Number of bidders responding to bid 5

PRICE SUMMARY

Suppliers Price (inclusive of HST)

Dell Canada Inc. $679,432.59

Acrodex Inc. $681,760.63

SHI Canada ULC $688,168.28

CDW Canada Inc. $689,791.76

Compugen Inc. $700,268.17



Re: 090-S-14 Purchase of Multi-Function Devices and Single Purpose Printers through the

Ontario Public Sector Users Print Imaging Technology Services Agreement Phase II


Prepared by: June Fry, Client Advisor ITS, Ext. 2539

Sugun Rao, Manager ITS, Ext.4868

Rosemarie Patano, Senior Buyer, Ext. 2990

PURPOSE

To obtain approval to award a contract to Compugen Inc. (“Compugen”) for the purchase of seven (7) black and white

multifunction devices, eleven (11) colour multifunction devices, and one (1) single function device for the Printer

Replacement Phase II project and one (1) production quality colour printer and one (1) production quality black and

white printer for the Print Shop Replacement.

RECOMMENDATION

Printer Replacement Phase II

Recommended Supplier Compugen Inc. through Ontario Provincial Government (Preferred Supplier)


$ 806,000.00

$ 70,000.00

$ 992,006.22

049-5350-14084-005

070-5350-13891-005

070-5350-13890-005

Total Budget Available


$ 8,347.90

$ 16,511.19

$ 113,262.80

049-5350-14084-005

070-5350-13891-005

070-5350-13890-005

Total Award

Budget Remaining After This

Award

$ 37,602.55

$ 797,652.10

$ 53,488.81

$ 888,743.46

049-5350-14084-005*

070-5350-13891-005**

070-5350-13890-005**

Total Budget Remaining

* Budget remaining will be used to purchase software and coin and bill controllers as budgeted for in the capital

project

** Budget remaining in South East accounts will be used to purchase computers, phones, thin clients, and licenses as

budgeted for in the capital project.

Print Shop Replacement

Recommended Supplier Compugen Inc. through Ontario Provincial Government (Preferred Supplier)


$ 83,857.00

$ 126,617.00

049-6150-13828-005

049-5350-12411-005

Total Budget Available


$ 83,857.00

$ 96,672.00

049-6150-13828-005

049-5350-12411-005

Total Award

Budget Remaining After This

Award

$ 29,945.00

$ 0.00

$ 29,945.00

049-6150-13828-005 *

049-5350-12411-005

Total Budget Remaining

* Budget remaining of $29,945 will be returned to the original funding source



Competitive Procurement, item 1 (g) which states “Where it is in the City‟s best interest not to solicit a competitive

bid”;

090-S-14 Purchase of Multi-Function Devices and Single Purpose Printers through the Ontario Public Sector

Users Print Imaging Technology Services Agreement – Phase II Page 2 of 2

AND THAT as per Council resolution on December 14, 2010, the CAO is authorized to approve contracts through the

Ontario Provincial Government relating to ITS requirements such as cellular phone acquisition/plans, printing and

imaging devices/services, server and computer acquisition.

AND THAT Compugen through Ontario Government be the preferred supplier for Multifunctional Devices, Print

Management Software, Black and White Printers, Colour Printers and Single Function Devices for the Printer

Replacement Phase II and Print Shop Replacement.

BACKGROUND

In 2013, the City of Markham awarded Phase I of III of the multi-function devices and single purpose printers

replacement project to Compugen, 014-S-13 Purchase of Multi-Function Devices and Single Purpose Printers through

the Ontario Public Sector Users Print Imaging Technology Services Agreement. The City replaced 60 devices, and

removed 25 as part of Phase I.

OPTIONS/DISCUSSION

Phase II of the Printer Replacement project consists of the replacement of 14 devices in the current environment and

the purchase of five new devices for South East Community Centre and Library. It also includes the removal of nine

devices from the current infrastructure through consolidation, thereby reducing energy consumption. All the new

printers will also benefit from the reduced operating cost through the already established lower per-impression fee.

Staff recommends the City continue to use Compugen in order to acquire printers and printer software for Phase II as

stated in the award, 014-S-13 Purchase of Multi-Function Devices and Single Purpose Printers through the Ontario

Public Sector Users Print Imaging Technology Services Agreement. This will facilitate contract management through a

single vendor, and provides standardized technology from both a user, and support perspective.

Print Shop printer replacement project consists of the purchase of 1 new colour production quality printer which will

allow the print shop to maintain current capacity and repatriate external colour printing. It also includes the purchase of

1 new black and white machine to replace the current black and white and to upgrade the current nuvera production

printer to the next generation at no cost. Staff have worked with the supplier to obtain preferred pricing and received an

buy-back option for the old printer as well as reduced the per click/impressions charges from $0.0081 to $0.0057.

The opportunity to acquire technology equipment and services through the competitive Vendor of Record process

administered by the Ontario Government and offered to broader public services organizations including municipalities,

provides tremendous value to the City in terms of accessing tested technology, without the significant staff work effort that

would be required to proceed with a separate RFP. The City will realize measurable financial benefits through this

approach due to the Province‟s significant purchasing power. Based on these factors, staff recommends the City use

Compugen in order to acquire printers and printer software required for its business operations for the next five years.

STAFF AWARD REPORT Page 1of 2

To: Rino Mostacci, Director Planning & Urban Design

Re: 057-Q-14 Landscape Architectural Consulting Services for Monarch Cathedraltown North

Park


Prepared by: Linda Irvine, Manager, Parks & Open Space Development Ext. 2120


PURPOSE

To obtain approval to award the contract for Landscape Architectural Consulting Services for Monarch Cathedraltown

North Park.

RECOMMENDATION

Recommended Supplier Scott Torrance Landscape Architect Inc. (Lowest Priced Supplier)

Current Budget Available $ 110,800.00 081-5350-14028-005 Monarch Cathedraltown Park

Consulting Services


$ 4,324.80

$ 47,572.80

$ 4,281.55

$ 51,854.35


Contingency @ 10%

Total Cost of Award

Internal Project management fee 9%

Total project cost


*$35,000 is being retained as budgeted within this account to provide a source of funds to hire any specialty consultants

that may be required on this project. These hires will be through separate competitive processes. The remaining budget in

the amount of $23,945.65 will be returned to the original funding source.

BACKGROUND

The Monarch Cathedraltown North Park consists of 2 parcels of land. The main park fronts onto Helford Street and

abuts a school site immediately south. The park‟s primary purpose will be to serve this new neighbourhood in the

Cathedraltown Community.

This new park will serve as a neighbourhood park with a gathering space, a junior/senior playground, including

appropriate park architecture (gazebo and/or trellis as appropriate), water play or skate spot, unlit mini soccer field,

seating areas, associated landscaping, and walkway connections to the community. The mini soccer field may have

some portion situated on the adjacent school lands. A detailed list of park elements will be identified through City staff

input and the public consultation process.

There is a hedgerow which straddles the property line between the two land parcels. An Arborist‟s report was provided

to the City by the developer, which we will provide to the successful supplier.

BID INFORMATION





Landscape architectural services shall include typical full scope of services, with substantial performance of

constructed works by December 2015.

057-Q-14 Landscape Architectural Consulting Services for Monarch Cathedraltown North Park Page 2 of 2

PRICE SUMMARY

Suppliers Total (Inclusive of HST)

Scott Torrance Landscape Architect Inc. $ 43,248.00

Cosburn Giberson Consultants Inc. $ 69,196.80

Strybos Barron King Landscape Architecture $ 76,930.56

Johnson Sustronk Weinstein + Associates $ 82,407.28

Victor Ford and Associates Inc. $ 86,292.48

Cosburn Nauboris Limited $ 101,251.20


To: Jim Baird, Commissioner Development Services

Re: 073-Q-14 Landscape Architectural Consulting Services for Greensborough Williamson

Park and Walkways




PURPOSE

To obtain approval to award the contract for Landscape Architectural Consulting Services for Greensborough

Williamson Park and Walkways

RECOMMENDATION

Recommended Supplier Scott Torrance Landscape Architect Inc. (Lowest Priced Supplier)

Current Budget Available $ 88,600.00 081-5350-14024-005 Greensborough Williamson Park

and Walkways - Design


$ 4,884.48

$ 53,729.28

$ 4,835.64

$ 58,564.92


Contingency @ 10%

Total Cost of Award


Total project cost


*$25,000 is being retained as budgeted within this account to provide a source of funds to hire any specialty consultants

that may be required on this project. These hires will be through separate competitive processes. The remaining budget in

the amount of $5,035.08 will be returned to the original funding source.

BACKGROUND

A significant component of the Greensborough Community is the role of open space and parkland. The parks and

open space lands set the primary structure and help to define the neighbourhoods that occur within this new

community and contribute to their visual character.

The Greensborough Williamson Park will be a new neighbourhood park in the Greensborough Community. This

project will include the development of Greensborough Williamson Park as well as the walkway blocks on the south

that are leading to the park (see location map). The park and the walkways‟ primary purpose will be to serve this new

neighbourhood.

This new park will provide predominately passive leisure uses and will serve as a neighbourhood focus and gathering

space, a junior/senior playground, including appropriate park architecture (gazebo and/or trellis as appropriate),

seating areas, associated landscaping, and walkway connections to the north and south. Included in this project will be

passive leisure enhancements such as seating areas, landscaping, etc. for the walkway blocks on the south side of the

park. A detailed list of park elements will be confirmed through the design process.

BID INFORMATION





073-Q-14 Landscape Architectural Consulting Services for Greensborough Williamson Park

and Walkways Page 2 of 2

BID INFORMATION (Continued) *One Supplier requested their Bid to be withdrawn due to a calculation error. Under the City‟s General Terms and

Conditions, Suppliers are not permitted to withdraw their Bid submissions after the closing date. However, in light of

the significance of the pricing error contained in this Bid (and the potential risks to the City of Markham of awarding the

contract (as the lowest priced Supplier) under these circumstances), the City of Markham has exercised its discretion under

the General Terms and Conditions to reject this Bid and award the Contract to the next lowest priced Supplier.



PRICE SUMMARY


Scott Torrance Landscape Architect Inc. $ 48,844.80

Harrington Mcavan Ltd. $ 73,251.94

NAK Design Group Inc. $ 83,672.16

Vertech Design Inc. $ 85,325.76

Ferris + Associates Inc. $ 101,251.20

STAFF AWARD REPORT Page 1of 2

To: Rino Mostacci, Director, Planning & Urban Design

Re: 062-Q-14 Landscape Architectural Consulting Services for Wismer Donald Mingay

Woodlot Park




PURPOSE

To obtain approval to award the contract for Landscape Architectural Consulting Services for Wismer Donald Mingay

Woodlot Park.

RECOMMENDATION

Recommended Supplier Mark Setter Associates (Lowest Priced Supplier)

Current Budget Available $ 99,700.00 081-5350-14026-005 Wismer Donald Mingay Woodlot

Park - Design


$ 5,877.66

$ 64,654.28

$ 5,818.88

$ 70,473.11


Contingency @ 10%

Total Cost of Award


Total project cost


*$25,000 is being retained to provide a source of funds to hire any specialty consultants that may be required on this

project. These hires will be through separate competitive processes. The remaining budget in the amount of $4,226.89

will be returned to the original funding source.

BACKGROUND

The Wismer Donald Mingay Woodlot Park consists of 4 parcels of land - the largest parcel being a wood lot. The main

park fronts onto Mingay Avenue and abuts on the south side of Wismer Public School. The park‟s primary purpose will

be to serve this new neighbourhood in the Wismer Community.

This new park will serve as a neighbourhood park with a gathering space, a junior/senior playground, including

appropriate park architecture (gazebo and/or trellis as appropriate), a mini soccer field which may be situated partly on

City property and onto the abutting school property (subject to approval by the York Region District School Board),

seating areas, associated landscaping, and walkway connections to the community. A detailed list of park elements will

be confirmed through the design process.

There is a woodlot which abuts the park on the east side. An Arborist‟s report will be required as part of the scope of

work and their fees are part of the Sub-consultant allowance. The design of a pathway through the woodlot connecting

the park to the community is included in the scope of work.

BID INFORMATION







062-Q-14 Landscape Architectural Consulting Services for Wismer Donald Mingay Woodlot Park Page 2 of 2

PRICE SUMMARY


Mark Setter Associates $ 58,776.58

Landscape Planning Limited $ 65,533.44

Johnson Sustronk Weinstine + Associates $ 79,940.62

Harrington McVan Ltd. $ 80,924.64

Victor Ford and Associates Inc. $ 85,224.00

NAK Design Group $ 91,329.60

STAFF AWARD REPORT


Re: 106-T-14 Supply and Delivery of CPCI 1,400 Concrete Girders for Main Street Markham

South from Highway 407 to Highway 7


Prepared by: Dan Foong, Capital Works Engineer, Ext. 4055

Tony Casale, Senior Construction Buyer, Ext. 2990

PURPOSE

To obtain approval to award the contract for the supply and delivery of CPCI 1,400 Concrete Girders for the bridge

construction at Main Street Markham South from Highway 407 to Highway 7.

RECOMMENDATION

Recommended Supplier Prestressed Systems Incorporated (Lowest Priced Supplier)

Estimated Cost of Purchase $ 650,000.00 083 5350 14055 005 Main Street Markham, Hwy


$ 35,819.00

$ 394,014.20


Contingency @ 10%

Total Cost of Award


*The remaining balance will be used for the construction of the Main Street Markham bridge, roadway, storm, water and

sanitary sewers, and additional consulting services as budgeted for in this account.

BACKGROUND

The City issued a bid to the market for the construction of approximately 1,000 linear meters of road reconstruction on

Main Street Markham South (formerly Highway 48) from Highway 407 to Highway7. The scope of work includes the

following;

Widening of the existing road from a two lanes to three lanes;

Removal of the existing bridge structure and replacement with a bridge with heritage accents;

Storm sewer, sanitary sewer, and watermain upgrades;

Illumination and traffic signal replacement

Due to long lead times and high demand for concrete girders, the City issued a separate Request for Tender #106-T-14

to secure the fabricators of the concrete girders to meet the project timelines. The fabricator will be expected to

manufacture and deliver the concrete girders. The fabrication and delivery of the girders will be coordinated with the

City Contractor who will undertakes the reconstruction of Main Street Markham.

BID INFORMATION

Advertised ETN (Electronic Tendering Network)




PRICE SUMMARY

Suppliers Price (Inclusive of HST)

Prestressed Systems Incorporated $358,195.20

Munro Ltd. $386,789.76

Armtec Limited Partnership $412,737.54

STAFF AWARD REPORT


Re: 012-S-14 Engineering Design Services for the Reconstruction of Rodick Road from

14th

Ave to Miller Ave

Date: April 7, 2014

Prepared by: Andrew Crickmay, Capital Works Engineer, ext. 2065

Tony Casale, Senior Construction Buyer, ext. 3190

PURPOSE

To obtain approval to award the contract for engineering design services for the reconstruction of Rodick Road from

14th

Avenue to Miller Avenue.

RECOMMENDATION

Recommended Supplier Stantec Consulting Ltd. (Preferred Supplier)

Current Budget Available $ 1,819,999.68 083 5350 7652 005 Rodick Road Reconstruction – Miller to

14th

Ave


$ 8,818.67

$ 97,005.33

$ 7,275.40

$ 104,280.73

Inclusive of HST

Contingency @ 10%,

Cost of Award

Internal Project Management fee @ 7.5%

Total Project Cost

Budget Remaining after this award $ 1,715,718.95 *

*The remaining balance will be used for additional consulting, geotechnical and contract administration services and

for the construction of Rodick Road from 14th

Avenue to Miller Avenue.



Competitive Procurement, item 1 (h) which states “Where it necessary or in the best interest of the City to acquire

non-standard items or Consulting and Professional Services from a preferred supplier of from a supplier who has a

proven track record with the City in terms of pricing, quality and service.”

BACKGROUND

In March 2010, the City issued Request for Proposal # 323-R-09 to the market for the detailed design, tender

preparation and cost estimate for the widening of Rodick Road from Miller Avenue to Riviera Drive. The contract

was awarded to Morrison Hershfield in the amount of $136,332, inclusive of contingency and exclusive of taxes. The

consultant completed its obligation to the City and in July 2011 the final invoice was paid. There are no remaining

funds in the original purchase order. In 2012, during the construction of Rodick Road Phase 2, the Cycling &

Pedestrian Advisory Committee (“CPAC”) requested that the on-road bike lanes be revised and relocated to the

boulevards. As a result, the original design of Rodick Road Phase 2 needed to be revised to accommodate the bike

lanes. The following are the list of design revisions:

Remove bike lanes from road and consolidate the sidewalk and bike lane to a 3.0m multi use pathway on the

boulevard.

Adjust all catch basin and storm sewer locations as result of the realignment of the curb.

If required, adjust location of the streetlight poles and street trees that could be in conflict with the proposed

multi use pathway

The original design consultant was not requested to provide a quotation to do the work as we have on-going

discussions regarding design related issues on other capital projects.

012-S-14 Engineering Design Services for the Reconstruction of Rodick Road from 14th

Ave to

Miller Ave Page 2 of 2

DESIGN TASKS

a) The City obtained a proposal from Stantec Consulting Ltd. (“Stantec”) to update the detailed design of Rodick

Road Phase 2. The consultant will review the intersection of Rodick Road and 14th

Avenue with regards to the

existing retaining walls and provide the City with a grading design for the west boulevard. Moreover, the

consultant will prepare the construction cost estimate and contract documents including the bid form,

specifications and drawings. The fee for the described tasks is $59,975.61 inclusive of disbursements and HST.

b) In addition, the consultant will prepare design drawings, specifications, and quantities for traffic signals at the

intersections of Street “A”/Rodick Road, and Miller Avenue/Rodick Road. The proposed intersection of Street

“A”/Rodick Road is located between Miller Avenue and 14th

Avenue and it was not part of the original Phase 2

design. The consultant will also review and finalize the illumination design in conjunction with the relocated bike

lanes. The fee to prepare the traffic signal and illumination designs is $24,211.76 including disbursements and

HST.

c) A storm water management (“SWM”) pond is proposed at the north east corner of Rodick Road and Miller

Avenue. The design of the pond is currently being finalized by Miller in conjunction with City staff. The SWM

pond will control drainage from Rodick Road, Operations Yard and future Miller development lands. The

construction of Rodick Road Phase 2 will depend on Miller acquiring property from Hydro One, obtaining

environmental approvals, and building the SWM pond by July 2014. Staff are concerned that the SWM pond will

not be available in time for the construction of Rodick Road Phase 2. Accordingly, we have asked Stantec to

prepare a storm sewer design alternative which will utilize an oil grit separator in lieu of the SWM pond being

completed. The oil grit separator would be an interim solution until such time as the pond is constructed and

operational. The fee to prepare the storm sewer design alternative is $3,999.29 inclusive of disbursements and

HST. This interim solution will be required so that the Rodick Road reconstruction work can commence in

summer 2014.

DISCUSSION

Staff recommends awarding the contract to Stantec for the design modification of Rodick Road Phase 2, from the

Miller Waste transfer station driveway (north of 14th

Avenue) to Miller Avenue. Stantec was the original design

consultant that prepared the master servicing study of the future Miller development lands. The master servicing study

area was bordered by Woodbine Avenue to the west and Rodick Road to the east. In addition to completing the master

servicing study, Stantec assisted the City with preliminary design services for the reconstruction of Miller Avenue; the

rapid transit corridor north of Miller Avenue; the intersection design drawings of Miller Avenue and Rodick Road;

and, were involved in completing extensive environmental and geotechnical investigations in the immediate area.

The proposal ($88,186.66, inclusive of HST) from Stantec to complete the design revision is reasonable and in line

with consulting services for projects of similar size and complexity. Engineering consulting services for detailed

design typically range between 7-10% of the construction cost, and the fee proposal from Stantec represents a

reasonable value at approximately 5% for design services.

Staff revisited the time-task matrix with the consultant in an effort to reduce the overall consulting fees. The outcome

of the review identified an opportunity to remove the engineering topographic survey which is a task that can be

completed by a separate legal land surveyor (OLS). Based on the removal of this item and obtaining separate quotes,

there is a reduction of 19.7% or $24,250.00 in the overall design fee. Moreover, following negotiations with the

consultant, the consultant revisited their design fee strategy and reduced their fee by an additional 3% or $1,784.50 for

an overall savings of approximately 11.65%. The original quote from Stantec for the proposed work is $122,686.66,

the revised quotation based on the removals and negotiations of the items as noted above is $88,186.66. Stantec has a

proven track record for quality service and design excellence within the City. Their familiarity with the design

requirements of Rodick Road will allow them to carry forward the design that has been established. It is expected that

the design will be completed two (2) months following contract award.



Re: 092-S-14 Birchmount Road – MNR Monitoring Requirements


Prepared by: Alberto S. Lim, Senior Capital Works Engineer, Ext. 2860

Tony Casale, Senior Construction Buyer, ext. 3190

PURPOSE

To obtain approval to award the contract for the monitoring and reporting of overall benefit activities of the Rouge River

per the MNR permit for the Birchmount Road bridge.

RECOMMENDATION:

Recommended Supplier AECOM Ltd. (Preferred Supplier)

Current Budget Available $203,100.00 083-5350-14044-005 Birchmount Road / Rouge


$ 9,210.70

$101,317.75

Inclusive of Disbursements and HST

10% Contingency

Total Cost of Award (Inclusive of HST)

Budget Remaining after this award $101,782.25 *

*The remaining budget to be maintained in the account for the duration of the monitoring program (i.e. 5 years) to deal

with further MNR requirements.

Staff recommends: THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 Non-

Competitive Procurement Item 1 (h) which states “where it necessary or in the best interests of the City to acquire

non-standard items or Consulting and Professional Services from a preferred supplier or from a supplier who has a

proven track record with the City in terms of pricing, quality and service.”

BACKGROUND

The Birchmount Road bridge structure south of Highway 7 traverses the Rouge River where traces of the endangered

Redside Dace have historically been recorded. The Ministry of Natural Resources (“MNR”) categorized this reach of

the Rouge River to be an endangered species habitat and therefore any works within this reach is subject to the

Endangered Species Act (“ESA”) 2007. Staff had to obtain the ESA permit from the MNR in order to construct the

bridge structure. A condition of the ESA Permit requires the City to monitor the Rouge River within a 4 km recovery

reach and provide reports to the MNR related to Overall Benefit Activities.

DISCUSSION

AECOM Ltd. was the City‟s consultant for the design of the bridge structure as well as the environmental consultant

that dealt with the MNR for all requirements in obtaining the ESA Permit. AECOM Ltd. acted as the City‟s consultant

for contract administration in the construction of the bridge structure and they carried out all field inspections

including environmental inspections and reporting required by the MNR.

The scope of work for environmental reporting and monitoring include the following;

Submission of all plans and specifications required by the MNR;

3 year undertaking of detailed species and habitat assessments within the 4 km reach identified in Appendix „B‟

of the MNR ESA Permit. Four (4) sites will be established within the 4km reach with each being

approximately 50m long. At each site assessments are required by the MNR which will include fish

community sampling, Redside Dace habitat conditions and water temperatures;

Undertaking an annual (once per year) monitoring of the site (bridge location) over a five (5) year period for

site conditions, mitigation measures and implementation and success of Overall Benefit Activities;

Complete Reporting Requirements as described in the ESA Permit.

092-S-14 Birchmount Road – MNR Monitoring Requirements Page 2 of 2

DISCUSSION (Continued)

Staff have reviewed the consultant‟s proposal and recommends AECOM Ltd. to undertake the assignment for the

following reasons:

AECOM Ltd. has experience in obtaining / working on ESA permits/monitoring plans specifically for Redside

dace for the City of Hamilton, Region of Peel and the Ministry of Transportation.

AECOM Ltd. has provided monitoring service under the ESA for the following projects; the monitoring of

Butler‟s Gartner Snakes as part of an overall benefit permit, monitoring of Bobolink as part of the overall

benefit permit and the Butternut health assessments and compensation plan.

Familiarity and history with this project including completion of the design of the bridge structure (126-R-11),

coordination of submissions for permit applications to the MNR, construction administration and inspection

of all works completed to date (151-T-12).

Immediate availability of all staff, sub-consultants and resources necessary to complete the assignment.

The City carried out a study of the Rouge River and in comparing rates staff is of the opinion that the rate is

reasonable.

Price provided by AECOM Ltd. is firm fixed for the duration of the project (5 years).



Re: 110-S-14 Renewal of Accidental Death and Dismemberment Insurance

Date: May 02, 2014

Prepared by: Bessie Mok, Manager, HR – Compensation & Benefits Ext. 2337

Rosemarie Patano, Senior Contruction Buyer, Purchasing Ext. 2990

PURPOSE

To obtain approval to extend the current contract with ACE INA Insurance for Group Accidental Death and

Dismemberment Insurance at the same 2003 itemized pricing.

RECOMMENDATION

Recommended supplier ACE INA Life Insurance Company (Preferred Supplier)

Current budget available $ 37,137.00

$ 1,744.00

$ 38,881.00

030 220 0034 Payroll – AD&D

Recovery from staff (Optional AD&D)

Total budget available


$ 1,580.00

$ 37,855.00

$ 1,814.00

$ 39,669.00

Basic Accidental Death and Dismemberment Insurance

Optional Accidental Death and Dismemberment Insurance*

Sub-total

Provision for fluctuations in staff/salary levels @ 5%

Total Award (inclusive of 8% PST)

Budget remaining after this

award

($ 788.00) Shortfall will be incorporated within the City‟s overall benefit variance in

2014 and the 2015 Budget will be adjusted accordingly. Note: HST does not apply to Insurance premiums in Ontario; Insurance premiums are only PST applicable

Note: Funds for basic accidental death and dismemberment insurance are provided from various 2014/2015 City-wide

Employee Benefit accounts in the amount of $38,881. Any shortfall will be incorporated into the City‟s overall

benefit variance in 2014 and the 2015 Budget will be adjusted accordingly.

Funds for optional accidental death and dismemberment insurance in the estimated 2014/2015 amount of $1,580

inclusive of taxes (per year) will be recovered from employees as required. No margin is included in the Optional

AD&D amount as any growth in the premium is fully recovered from participating employees.


THAT Markham participate in a market survey and tendering process with the York Umbrella Group municipal members

during 2014 to further ensure that Markham continues to benefit from an AD&D group insurance product that is

competitive in terms of quality, service and pricing from the marketplace. The tendering process will include an

opportunity to secure multi-year rate guarantees from the competitive marketplace that may result in further cost certainty

for ongoing AD&D budget purposes.

BACKGROUND

The City entered into agreement with ACE INA Insurance Company on May 1, 2003 following a comprehensive market

survey. The agreement is under the Regional Municipality of York‟s umbrella plan which includes the Region of York,

City of Markham and the Town of Newmarket, It is underwritten on a fully-insured basis with ACE INA Insurance.

The plan includes basic accidental death and dismemberment insurance and also provides optional accidental death and

dismemberment insurance. Premiums for basic service are payable by the City, and premiums for optional accidental

death and dismemberment insurance coverage are payable by the employees.

To align the policy anniversary and renewal date with the largest member of the Regional Municipality of York‟s

umbrella plan, the Region of York, future renewal dates will continue to be April 1st.

110-S-14 Renewal of Accidental Death and Dismemberment Insurance Page 2 of 2

The ongoing rates are not solely based on the City of Markham‟s unique demographic or claims experience factors, but

rather, the City of Markham is pooled (insured) with all other similar industry clients under the carrier‟s block of business

for pricing of accidental death and dismemberment risk. Markham enjoys the same rate as the Town of Newmarket and a

lower rate than the Region of York (which bears a higher rate due to adverse claim experience), which also includes a

volume discount for administration expenses.

A third party consultant, Buffett Taylor and Associates Ltd. is hired by the Umbrella Group to review the premium, terms

and conditions of the contract with ACE INA every year. Their 2014 review confirmed the competitiveness of ACE

INA‟s premium rates.

OPTIONS / DISCUSSION Staff concluded that it is in the best interest of the City of Markham to renew this coverage with ACE INA Insurance under

the Regional Municipality of York Umbrella Plan due to the following reasons:

1. The City continues to enjoy competitive premium rates through economies of scale.

2. ACE INA has a proven track record with the City and the Umbrella Group, providing satisfactory customer service

for the past ten years.

3. Buffett Taylor was able to negotiate a renewal premium rate of $0.018 per $1,000 of coverage for 2014/2015. This

rate has remained unchanged since 2003.

4. There is also no change to the voluntary AD&D monthly rates of $0.025 (single) and $0.036 (family) which have

also remained unchanged since 2003.

CLAIMS EXPERIENCE

Since 2003, Markham has had one AD&D claim. This one claim was made in 2013. However, this does not mitigate the

fact that potential insurance carriers would base an AD&D premium quote primarily on the expected (actuarially based)

claim risk presented by municipal corporations (including Firefighters).

COST COMPARATORS

It is important to again highlight that the City of Markham is under the York umbrella plan. Therefore, in determining

the competitiveness of this rate, Staff compared the City‟s rate ($0.018 per $1,000) to the list of rates, per $1,000 of Basic

AD&D of eight (8) surrounding municipalities: which had an overall average rate of $0.0431 per $1,000. None of the

municipalities had a rate that was less than the City of Markham.

Based on the current rate of $.018 per $1,000, the City of Markham is benefiting from the umbrella plan arrangements (as

opposed to going on its own for a stand-alone rate). Buffet Taylor have completed AD&D market surveys for several

municipal groups over the course of the last 18 months, and the most competitive AD&D rate we have seen for a similar

municipal client is $.020 per $1,000. The market has seen rates in some cases for some municipal groups at $.018 per

$1,000, but these were groups that had a different risk composition for AD&D coverage (e.g. they did not have either

Firefighters or Police within their employee mix).

Documents

STAFF AWARD REPORT Page 1 of 2 PURPOSE RECOMMENDATION€¦ · STAFF AWARD REPORT Page 1 of 2 To: Peter Loukes, Director, Environmental Services Re: 034-T-14 Interceptor Sewer and