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HomeMy WebLinkAboutCS 34-07 REPORT TO EXECUTIVE COMMITTEE Report Number: CS 34-07 Date: September 10, 2007 From: Gillis A. Paterson Director, Corporate SeNices & Treasurer Subject: Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals Recommendation: That Report CS 34-07 of the Director, Corporate SeNices & Treasurer regarding Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals be received for information. Executive Summary: Council approved the Purchasing Policy on November 5, 2001 which includes a request to have a summary of contract awards arising from the formal quotation process be forwarded to Council as information only on a quarterly basis. This report covers the second quarter ended June 30, 2007. Also included for the information of Council are those projects that were undertaken with the approval of the Chief Administrative Officer (CAO) as provided for in the Policy. Financial Implications: Not applicable Sustainability Implications: The City purchased two (2) Hybrid SUV Vehicles to be used by Municipal Property & Engineering. Within the Durham Region Co-operative Duplicating Paper contract, the City has multiple choices available in the purchase of paper products that are manufactured utilizing environmentally responsible processes. Some examples are: . duplicating paper comprised of 100% post consumer waste . "EcoLogo" certified paper products . chlorine free manufacturing process . Forest Stewardship Council (FSC) certified fibre. . manufactured paper products using biogas energy Report CS 34-07 Date: September 10, 2007 Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals Page 2 1 3 The Sustainable Neighbourhood Plan, Floodplain analysis and design proposals for the Civic Complex Courtyard and Esplanade Park were also approved. Background: In accordance with Purchasing Policy Item 04.06, a summary of contract awards arising from the formal quotation process is provided herein for the information of Council. The City's Purchasing Policy (PUR 10) 04.04 requires that informal quotations be obtained if possible for purchases between $5,400 and $27,000 and shall be so documented. Section 04.09 stipulates that where the policy has not been followed, the CAO may provide the approval of the requisite spending authority, based upon a written explanation by the Department Head, and subject to the Treasurer's approval of the funding. Council must be advised of any such approvals. Information on these approvals can be found in the second part of this report. Formal Quotations Summary April 1 ,2007 to June 31,2007 PST Included / GST Extra (unless stated otherwise) Walkway & Morality Lighting - various 0-12-2007 locations $56,132.00 Work in progress April 23, 2007 Vendor: Zuron Construction Inc. 0-14-2007 Road Reconstruction on Trellis Court $72,794.15 Complete Ma 28, 2007 Vendor: Di -Con International Ltd. 0-20-2007 Brands Court & Helen Cres. Asphalt $45,760.00 May 18, 2007 Overlay Complete Vendor: Furfari Pavin Co. Ltd. 0-22-2007 Boardwalk Repairs at Beachfront Park $27,065.00 April 18, 2007 Vendor: Forest Fence & Deck Complete Com an Ltd. 0-23-2007 Tractor $35,629.20 Received A ril 24, 2007 Vendor: Hutchinson Farm E ui ment 0-25-2007 Supply & Place Overlay Asphalt-Finch $46,565.00 Work to start week Avenue June 8, 2007 Vendor: Mo al Construction Limited of August 7, 2007 Supply Material/Services for Pavement 0-26-2007 Markings Applications. $21,799.65 Ongoing June 6, 2007 Vendor: K.D.N. Pavement Markings Ltd. Report CS 34-07 Formal Quotations - Quarterly Report and . Chief Administrative Officer Approvals ----1-4 Date: September 10, 2007 Page 3 0-27-2007 April 23, 2007 0-28-2007 Ma 18, 2007 0-32-2007 June 13, 2007 0-38-2007 June 21, 2007 0-39-2007 May 25,2007 0-40-2007 June 19, 2007 0-41-2007 June 6, 2007 T -220-2006 May 1 , 2007 02007-1 April 12, 2007 Goose Control and Egg Oiling Program Vendor: Hawkeye Bird Control (Egg Oiling Program) Bright Wings (Goose Control Program) Two (2) Ford Escape Hybrid SUV's Vendor: Formula Ford Sales Supply & Delivery of LCD Displays & PCs Vendor: Thin Technolo ies Supply, Install & Commission Ammonia Compressor - Delaney Rink Supply & Installation of Teknion Expansion Office Furniture for Firehall 5 Addition Vendor: SCllnteriors Stump Removal, Supply, Delivery & Planting of Trees Vendor: Cressman Tree Maintenance Two (2) Pickup trucks Vendor: Donwa Ford Sales Cooperative tender for Supply, Retreading, Repair & Disposal of Tires & Tubes Host: Region of Durham Participants: Region of Durham, Oshawa, Clarington, Whitby, Pickering, Ajax First year of a five year contract May, 1, 2007 to Apr. 30, 2008 Vendor: Tirecraft/Attersle Tire Cooperative tender for Supply and/or Delivery of Various Aggregates Host: Municipality of Clarington Participants: Region of Durham, Oshawa, Ajax, Pickering, Clarington One year only April 1 , 2007 to March 31, 2008 Vendor: T.H. Fors he Haula e Egg Oiling Program - $2,380.00 Goose Control Program $14,400.00 GST Extra $68,212.80 $9,325.12, $24,960.00 $53,797.26 $20,790.00 $65,804.40 Egg Oiling Program Year 1 from April 16 to June 22 Goose Control Program Year 1 from April 23 to August 3 Expected delivery Au ust 30, 2007 Received Installation to be completed by Au ust 31,2007 Scheduled for installation July 9, 2007 On going work Expected delivery Au ust 8, 2007 Various unit Ongoing, operating costs in 2007 and prices 2008 Various unit Ongoing, operating costs in 2007 and prices 2008 Report CS 34-07 Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals Reference No. Award Date [)E)$cription Cooperative Tender for Catch Basin Cleaning Services Host: Region of Durham Participants: Region of Durham, Q-207-2006 Uxbridge, Clarington, Pickering, Brock April 10, 2007 and Scugog First year of a three year contract May 1, 2007 to April 30, 2008 Vendor: Superior Catch basin Service Ltd. Cooperative Tender for Supply & Delivery of Duplicating Paper and Coverstock Host: Town of Whitby Participants: Region of Durham, Clarington, Whitby, Lakeridge Health, Brock, Uxbridge, Durham Board of Ed; Scugog, Ajax, Durham Non-profit Housing, Durham College, Oshawa, Pickering Second year of a three year contract March 1, 2007 to Feb. 28, 2008 Vendor: Buntin Reid Cooperative Request for Proposal for Supply & Delivery Janitorial and Sanitary Paper Supplies RFP-2007-1 Host: Municipality of Clarington June 29,2007 Participants: Whitby, Clarington, Pickering Year 1: July 1, 2007 to June 2008 .. Vendor: Swish Maintenance Cooperative Tender for Office Supplies and Printer Toner Products Host: Region of Durham Participants: Region of Durham, Ajax, T -329-2006 Pickering, Durham Housing Co-op, June 28, 2007 Whitby, Oshawa, Clarington, Uxbridge, Scugog Year 1: July 1, 2007 to June 2008 Vendor: Corporate Express Canada Inc. W01-2006 April 1, 2007 Date: September 10, 2007 Page 4 1 5 Award ..~I~ .. .... Various unit Ongoing, operating costs in 2007 and prices 2008 Various unit Ongoing, operating costs in 2007 and prices 2008 Various unit Ongoing, operating costs in 2007 and prices 2008 Various unit Ongoing, operating cost in 2007 and prices 2008 Report CS 34-07 Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals 1 6 Date: September 10, 2007 Page 5 Chief Administrative Officer Approvals July 24, 2007 July 11 , 2007 July 11, 2007 June 14, 2007 Security Cameras Don Beer Arena - Checkpoint Communications Pickering Civic Complex Humidification Systems Replacement for Air Handling Units - Totten Simms Hubicki (TSH)- Consultant for Mechanical specifications and desi n Pickering Civic Complex - Additional Security Cameras - Checkpoint Communications Cosburn Giberson Landscape- Pickering Civic Complex-Design proposal for renovations to the Civic Complex Courtyard ($15,500); & Master Plan for the Esplanade Park $7,500 . $20,000 $18,925 $20,000 $23,000 Checkpoint Communications have installed security systems and cameras at the Pickering Civic Complex, Pickering Recreation Complex, East Shore Community Centre and Petticoat Creek Community Centre. Approval to proceed with installation at Don Beer arena will ensure an integrated system and avoid potential performance, configuration, reliabilit and warran issues. TSH is preparing specifications in order for the City to prepare a Request for Quotations to undertake the replacement of the air handling units in the Civic Complex in October. Checkpoint Communications have provided security cameras for the Civic Complex and other facilities in past years. This is in reference to approval to install additional cameras in the Civic Complex. Approval based on their expertise and past work for the Civic Complex and Esplanade Park. Report CS 34-07 Date: September 10, 2007 Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals Page 6 1 7 May 14, Marshall Macklin 2007 Monaghan to conduct a Floodline Analysis - Pine Creek - Town Centre West The initial floodplain map for this area was prepared by TRCA. The TRCA map was further analyzed by the Engineering firm AM Candaras) retained by Home Depot and a revised floodplain map was generated and approved by TRCA with removed most of the Home Depot lands from the floodplain. However, the revised mapping still identified a significant amount of land within the Town Centre West development area as falling within the floodplain. Marshall Macklin Monaghan (MMM) is currently working for the City on the Frenchman's Bay which includes the Pine Creek watershed. MMM is able to use information already collected to undertake the additional floodplain analysis, and the Master Plan project will benefit from the additional analysis conducted on the sector of Pine Creek. To assist with plain language editing, messaging and promotion of the Sustainable Neighbourhood Plan. Ms. Campsie has the unique background in both planning and writing. May 2, Hammersmith $15,000 2007 Communications - Phillippa Campsie- Sustainable Neighbourhood Plan Pro'ect. Attachments: Not applicable Report CS 34-07 Date: September 10, 2007 Formal Quotations - Quarterly Report and Chief Administrative Officer Approvals 1 Q IV Page 7 Approved I Endorsed By: Vera A. Felgem cher Manager, Supply & Services C.P.P., CPPO, CPPB, C.P.M., CMM III ~~~~ Gillis A. Paterson Director, Corporate Services & Treasurer GAP:vw Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Counci 1 N