mmedeiros

Blackout

THE CORPORATION OF THE CITY OF OSHAWA Purchasing Services

TENDER RECOMMENDATION To: Bob Duignan January 3, 2008 City Manager From: David Lyon, Manager Purchasing Services TENDER NO. C2007-074, REQUEST FOR TENDER FOR PRIVATE MAINTENANCE ASSOCIATED WITH MUNICIPAL LAW ENFORCEMENT ACTIVITY Closing date: November 27, 2007 BACKGROUND Municipal Law Enforcement Services is responsible to ensure that property within the City of Oshawa is maintained to an acceptable standard. Furthermore, in the event residents of the community make complaints, Municipal Law Enforcement Services must act on the complaints to ensure compliance with appropriate property standards. Many complaints result in the requirement for contractors, hired by the City of Oshawa, to bring the properties up to an acceptable standard, as determined by Municipal Law Enforcement Services. Costs associated with the maintenance are charged back to the property owners, as part of their property tax assessment. Municipal Law Enforcement Services staff prepared specifications for their required service and Purchasing Services issued a Request for Tender. The bid opportunity was advertised on both the City’s website and the Ontario Public Buyers Association website to encourage competition. A total of six (6) documents were issued and two (2) responses were received and opened by The Manager, Purchasing Services on November 27, 2007. Listed below is a tabulation of the bids received. Prices include GST

BIDDER ESTIMATED CONTRACT TOTAL – 1 YEAR

*ESTIMATED CONTRACT TOTAL- 3 YEARS

BID COMPLIANCE

1

G. McQuaid Contracting

Ltd.

$36,596

$121,138

Yes

2 1494311 Ontario Ltd.

$48,195

161,050

Yes

*The prices submitted for optional years two and three of the contract included annual maximum percentage price increases. The maximum increase for year two is 10% and year three is 10%. . FINANCIAL DETAILS: Estimated Contract Estimated Contract

total – year 1 total – 3 years Estimated contract Value (Taxes Incl.) $36,598 $121,138 Less G.S.T. Rebate ($2,071) ($6,857) Total Net Cost $34,526 $114,281

Source of Funds:

Charges will be applied to Property Enforcement’s operating account and are recoverable, through property taxes from the property owners.

RECOMMENDED ACTION:

In compliance with the Purchasing By-Law, the Manager, Purchasing Services confirms that the funds required for this project are available as indicated and recommends as follows:

That the Manager, Purchasing Services be authorized to issue a purchase order to G. McQuaid Contracting Inc. in the amount of $36,598 including all taxes, being the lowest responsible bid received; and further

That the Manager, Purchasing Services be authorized to extend this agreement for an additional two (2) one (1) year terms, subject to favourable pricing and service. Recommended by: ______________________________________ __________________________________ Manager, Purchasing Services Date Approved by:

_______________________________________ __________________________________ City Manager Date

THE CORPORATION OF THE CITY OF OSHAWA Purchasing Services

REQUEST FOR PROPOSAL RECOMMENDATION

To: Bob Duignan January 29, 2008 City Manager From: David Lyon, Manager Purchasing Services

RFP NO. C2007-084 FOR ARCHITECTURAL SERVICES FOR CITY HALL RENOVATIONS Closing date: December 13, 2007 BACKGROUND Council at its meeting of November 5, 2007 provided the Manager, Purchasing Services in conjunction with the City Manager the authority to issue a Purchase Order for an Architect for the City Hall Master Plan. The Facility Management Services Branch has approval for architectural services for City Hall renovations. A request for proposal was issued to provide the best solution and value for the renovations. The City’s Construction Manager, Independent Project Managers provided the names of seven firms capable of carrying out the required work. Purchasing Services invited the seven firms to submit a proposal. Seven (7) documents were issued and three (3) firms attended the mandatory pre-bid meeting on December 6, 2007. Two (2) responses were received and opened by the Manager, Purchasing Services on December 13, 2007. Proposals were evaluated on the following criteria as outlined in the RFP; Company Profile and Experience; Team Structure/Staff Qualifications; References; Cost; and Proponent Presentation. Listed below is a tabulation of the bids received.

BIDDERS LIST * CONTRACT TOTAL

BID COMPLIANCE

1 Barry-Bryan Associates (1991) Limited

$827,400 Yes

2 Mills & Associates Ltd. in Association with Chamberlain Architect Services Limited

$976,867 Yes

(Items #1 - Recommended highest scoring proposal) * Contract Total includes all taxes.

FINANCIAL DETAILS: Contract Value (Taxes Incl.) $827,400 Less: G.S.T. Rebate $ 39,400 Total Net Cost $788,000 Source of Funds: 13031 – 0563 City Hall Master Plan RECOMMENDED ACTION: In accordance with the Council Directive of November 5, 2007 (Report No. CM-07-56) the Manager, Purchasing Services confirms that the funds required for this project are available as indicated and recommends as follows: That the Manager, Purchasing Services, be authorized to issue a purchase order to Barry-Bryan Associates (1991) Limited in the amount of $827,400 including all taxes, for the for the Architectural Services For City Hall Renovations being the highest scoring proposal received for the project.

Recommended by: ___________________________________________ ______________________________ Manager, Purchasing Services Date

Approved by: ___________________________________________ ______________________________ City Manager Date

THE CORPORATION OF THE CITY OF OSHAWA

Purchasing Services

REQUEST FOR PROPOSAL RECOMMENDATION To: Bob Duignan January 29, 2008 City Manager From: David Lyon, Manager Purchasing Services

RFP NO. C2007-088 FOR INTERIOR DESIGN SERVICES FOR CITY HALL RENOVATIONS Closing date: December 13, 2007 BACKGROUND Council at its meeting of November 5, 2007 provided the Manager, Purchasing Services in conjunction with the City Manager the authority to issue a Purchase Order for an Interior Designer for the City Hall Master Plan. The Facility Management Services Branch has approval for interior design services for City Hall renovations. A request for proposal was issued to provide the best solution and value for the renovations. The City’s Construction Manager, Independent Project Managers provided the names of six firms capable of carrying out the required work. Purchasing Services invited the six firms to submit a proposal. Six (6) documents were issued and six (6) firms attended the mandatory pre-bid meeting on December 6, 2007. Four (4) responses were received and opened by the Manager, Purchasing Services on December 13, 2007. Proposals were evaluated on the following criteria as outlined in the RFP; Company Profile and Experience; Team Structure/Staff Qualifications; References; Cost; and Proponent Presentation. Listed below is a tabulation of the bids received.

BIDDERS LIST * CONTRACT TOTAL

BID COMPLIANCE

1 Mayhew and Associates $164,850 Yes

2 Bennett Design Associates Inc. $213,675 Yes

3 Rx Consulting Group $290,850 Yes

4 Linda Bradley Interior Design $373,786 Yes

(Items #1 - Recommended highest scoring proposal) * Contract Total includes all taxes.

FINANCIAL DETAILS: Contract Value (Taxes Incl.) $164,850 Less: G.S.T. Rebate $ 7,850 Total Net Cost $157,000 Source of Funds: 13031 – 0563 City Hall Master Plan RECOMMENDED ACTION: In accordance with the Council Directive of November 5, 2007 (Report No. CM-07-56) the Manager, Purchasing Services confirms that the funds required for this project are available as indicated and recommends as follows: That the Manager, Purchasing Services, be authorized to award a contract to Mayhew and Associates in the amount of $164,850 including all taxes, for the for the Design Services For City Hall Renovations being the highest scoring proposal received for the project.

Recommended by: ___________________________________________ ______________________________ Manager, Purchasing Services Date

Approved by: ___________________________________________ ______________________________ City Manager Date

THE CORPORATION OF THE CITY OF OSHAWA Purchasing Services

TENDER RECOMMENDATION

To: Bob Duignan January 24, 2008 City Manager From: David Lyon, Manager Purchasing Services TENDER NO. C2007-090, DEHUMIDIFICATION PROJECT – ANIMAL SERVICES Closing Date: January 10, 2008 BACKGROUND The Facility Management Services Branch has approval for the replacement of the dehumidification system at Animal Services. A Request for Tender (RFT) for the dehumidification project at Animal Services was issued by Purchasing Services in accordance with specifications prepared by consultants Totten Sims Hubicki Associates. Known bidders were invited as well as advertising the Tender on the City’s and The Ontario Public Buyers Association Websites to encourage competition. A total of five (5) tender documents were issued and five (5) bidders attended the mandatory pre-bid site meeting on December 19, 2007. Four (4) responses were received and opened by the Manager, Purchasing Services on January 10, 2007. The following is a tabulation of the bids reviewed.

BIDDERS LIST BID AMOUNT BID COMPLIANCE

1 Mapleridge Mechanical Inc. $240,828 Yes

2 Gimco Limited $311,850 Yes

3 K & M Certified Service Experts $315,745 Yes

4 Canadian Tech Air Systems Inc. $360,360 Yes

(Item #1- Recommended Lowest Responsible Bid) All prices shown include GST. FINANCIAL DETAILS:

Funding Required: Cost to Complete Project $240,828 Less GST Rebate ($11,468)Net Cost $229,360 Source of Funds: 13000-0358 – Animal Control Dehumidification

RECOMMENDED ACTION: In accordance with the Purchasing By-law, the Manger, Purchasing Services confirms that the funds required for this project are available as indicated and recommends as follows: That the Manager, Purchasing Services be authorized to issue a purchase order to Mapleridge Mechanical Inc. for the Dehumidification Project at Animal Services in the amount of $240,828 including all taxes, being the lowest compliant bid received. Recommended by: ___________________________________________ _______________________ Manager, Purchasing Services Date Approved by: ___________________________________________ ________________________ City Manager Date

THE CORPORATION OF THE CITY OF OSHAWA Purchasing Services

TENDER RECOMMENDATION To: Bob Duignan January 7, 2008 City Manager From: David Lyon, Manager Purchasing Services TENDER NO. C2007-091, FOR THE SUPPLY AND DELIVERY OF SEVEN (7) LIGHT DUTY VEHICLES Closing date: January 3, 2008 BACKGROUND The Public Works Services Branch requires seven light duty vehicles to be replaced in accordance with the Equipment Replacement Schedule. Public Works Services prepared specifications for the required equipment and Purchasing Services invited tenders from General Motors dealers. A total of two (2) firms picked up the document and two (2) responses were received and opened by the Manager, Purchasing Services on January 3, 2007. Listed below is a tabulation of the bids received, including taxes (license and registration extra):

Bidder

Item #1 1- ¾ Ton Pick up Truck

Item #2 1 - ¾ ton 4WD Pick up Truck

Item #3 1 - ½ Ton Pick Up Truck

Items # 4 and 5 2 – Compact Pick up Trucks- Extended Cab 4WD

Item # 6 1 - 1 Ton Cab & Chassis with Dump Body & Hoist

Item # 7 1 – Compact Pick up Truck- Extended Cab

Totals

Giles Chevrolet Ltd

$28,278

$32,168

$21,497

$58,435

$53,628

$21,559

$112,162

Roy Nichols Motors Ltd.

$28,188

$32,488

$21,453

$58,511

$53,099

$22,080

$102,740

Total Award Amount

$214,902

FINANCIAL DETAILS: Cost to complete this purchase (taxes incl.) $ 214,902 Less G.S.T. Rebate 9,509 Total Net Cost $ 205,393

Source of Funds: Equipment Reserve Account (17-113)

2 RECOMMENDED ACTION:

In compliance with the Purchasing By-law, the Manager, Purchasing Services confirms that the funds required for this project are available as indicated and recommends as follows:

That the Manager, Purchasing Services be authorized to issue purchase orders to the following firms in the amounts indicated, including taxes, being the lowest responsible bid received for each item. Total Price Per Item

Including Taxes Roy Nichols Motors Ltd Item #1 One ¾ Ton Pick Up Truck. $ 28,188 Item #3 One ½ Ton Pick Up Truck $ 21,453 Item #6 One-1 Ton Cab/Chassis with Dump Body $ 53,099 Giles Chevrolet Ltd. Item #2 One ¾ Ton 4 WD Pick Up Truck $ 32,168 Items #4&5 Two Compact Pick Up Trucks-Ext Cab 4 WD $ 58,435 Item #7 One Compact Pick Up Truck - Ext Cab $ 21,559 ___________ Total Award (including taxes - license and registration extra) $ 214,902 Recommended by: ___________________________________________ ______________________________ Manager, Purchasing Services Date Approved by:

________________________________________ ______________________________ City Manager Date