CITY OF KINGSTON INFORMATION REPORT TO COUNCIL. Janis Morrison, Purchasing Coordinator

Transcription

1 CITY OF KINGSTON INFORMATION REPORT TO COUNCIL Report No.: TO: FROM: RESOURCE STAFF: Mayor and Members of Council Desirée Kennedy, City Treasurer Janis Morrison, Purchasing Coordinator DATE OF MEETING: September 20, 2011 SUBJECT: Tender and Contract Awards Subject to the Established Criteria for Delegation of Authority for the Month of July 2011 EXECUTIVE SUMMARY: This information report is to: 1. Advise council of tenders/rfps approved and contracts awarded greater than $50,000 that meet the established criteria of delegated authority for the month of July Report additional information on contracts awarded by senior staff between the $20,000 and $50,000 level for the month of July RECOMMENDATION: This report is for information purposes only. Council Meeting 19 September 20,

2 INFORMATION REPORT TO COUNCIL. Report No.: September 20, Page 2 - AUTHORIZING SIGNATURES: Desirée Kennedy, City Treasurer Gerard Hunt, Chief Administrative Officer CONSULTATION WITH THE FOLLOWING COMMISSIONERS: Cynthia Beach, Sustainability & Growth Lanie Hurdle, Community Services Denis Leger, Transportation, Properties & Jim Keech, President and CEO, Utilities Kingston N/R (N/R indicates consultation not required) Council Meeting 19 September 20,

3 INFORMATION REPORT TO COUNCIL. Report No.: September 20, Page 3 - OPTIONS/DISCUSSION: In accordance with the reporting requirements of the purchasing by-law, Schedule A to this report provides information on tenders/rfps approved and contracts awarded greater than $50,000 that meet the established criteria of delegated authority for the month of July Under section 3.4 of the purchasing by-law, council has approved the delegation of authority to approve tender and award contracts greater than $50,000 to the city commissioners or designate, when all of the following conditions have been satisfied: there is sufficient approved budget; all procedures for the establishment of prices in by-law as amended, have been followed; the lowest tender is accepted; at least three tenders have been received. The purchasing by-law requires that all awards and contracts in excess of $50,000 not meeting these provisions are the subject of separate reports to council for award purposes. As directed by council motion, Schedule B provides additional information on contracts awarded by senior staff between the $20,000 and $50,000 level for the same period. Section 3.1(iv) of the purchasing by-law identifies the annual budget as financial approval to proceed with a purchase. There is no authority to make purchases that are not within budget parameters. In addition, council receives budget variance reports on a quarterly basis including quarterly budget works-in-progress reports that provide an update on the status of capital works. July 2011 procurement activities that are not included in this report are as follows: value of the purchase, if less than $20,000; tenders closing in this time frame that were approved separately by council at previous council meetings. EXISTING POLICY/BY LAW: By-law A By-law to Establish Purchasing Policies and Procedures for the City of Kingston, as amended. NOTICE PROVISIONS: Not applicable ACCESSIBILITY CONSIDERATIONS: The Ontario Disabilities Act is a consideration and forms part of the evaluation criteria of all Requests for Proposals administered by the City of Kingston. FINANCIAL CONSIDERATIONS: Not applicable Council Meeting 19 September 20,

4 INFORMATION REPORT TO COUNCIL. Report No.: September 20, Page 4 - CONTACTS: Janis Morrison, Purchasing Coordinator, Financial Services Ext OTHER CITY OF KINGSTON STAFF CONSULTED: Speros Kanellos, Director, Real Estate & Construction Services Ext Peter Huigenbos, Project Engineer Ext Wayne Rice, Supervisor, Distributed Computing Ext Dianne Zemba, Manager, Grand Theatre Ext Paul MacLatchy, Director, Environment and Sustainable Initiatives Ext Stephen Dickey, Manager, Accounting Services Ext Luke Follwell, Manager, Recreation Facilities Ext Adele Lafrance, Director, Community Services Ext Jamie Brash, Supervisor, Buildings and Properties Ext Jeremy DaCosta, Manager, Transit Ext Cheryl Wannamaker, Supervisor, Environmental Services Ext Alan McLeod, Senior Legal Counsel Ext Joe Davis, Project Manager Ext EXHIBITS ATTACHED: Schedule A: Tender/RFP/Contract Summary July 2011 Schedule B: Signed Contract Summary ($20,000 - $50,000) July 2011 Council Meeting 19 September 20,

5 TENDER/ RFP/ CONTRACT SUMMARY July 2011 Awards Report No.: Schedule A Propane in Cylinders Closing Date: June 15, 2011 Request for Proposal No. F31-CSG-RLS Price/33# Cylinder (Including HST) Superior Propane $ Linde Group $ Air Liquide $ Praxair $ Consultant Design Services Artillery Park Aquatic Centre Closing Date: June 29, 2011 Request for Proposal No. F31-CSG-RLS (Including HST) Shoalts & Zaback Architects Limited $ 550, Norr Limited $ 581, Barry-Bryan Associated (1991) Limited $ 709, Dp.Ai david premi Architects Inc. $ 719, The Ventin Group (Toronto) Inc. $ 775, Cannon Design Limited $ 859, Council Meeting 19 September 20,

6 Standing Order For Miscellaneous Office Supplies Closing Date: July 6, 2011 RFP No. F31-FS-PS Price Catalogue Score Discounts Grand & Toy 60/100 80% Report No.: Schedule A Corporate Express Canada Incorporated 55/100 70% Randall s Office Plus 50/ % Fire Training Tower Construction Closing Date: July 20, 2011 Request for Proposal No. F31-TPES-RCS (Excluding HST) Wemp and Smith Construction Limited $ 1,300, Ontario Limited o/a Buildall $ 1,416, R.O.M. Contractors Inc. o/a Ross Clair Contractors $ 1,507, Winter Control For Social Services 362 Montreal Street, Kingston, Ontario Request For Proposal No. Closing Date: July 27, 2011 F31-FS-PS (Excluding HST) Zomer & Sons Landscaping and Contracting Limited Ben Ashe Construction Incorporated Hughes Construction and Landscaping $ 2,999.00/Month $ 4,000.00/Month $ 5,800.00/Month Shea Construction $ 8,132.85/Month Dig N Dirt $ 17,262.50/Month Council Meeting 19 September 20,

7 Report No.: Schedule A Winter Control For The British Whig Building 310 King Street, Kingston, Ontario Closing Date: July 27, 2011 Request For Proposal No. F31-FS-PS (Excluding HST) Hughes Construction and Landscaping $ 1,700.00/Month Ben Ashe Construction Incorporated $ 4,000.00/Month Shea Construction $ 8,132.85/Month Zomer & Sons Landscaping and Contracting Limited Dig N Dirt $ 10,000.00/Month $ 17,262.50/Month Winter Control For The Transit Building 1181 John Counter Blvd., Kingston, Ontario Closing Date: July 27, 2011 Request For Proposal No. F31-FS-PS (Excluding HST) Ben Ashe Construction Incorporated $ 4,000.00/Month Zomer & Sons Landscaping and Contracting Limited $ 6,799.00/Month Shea Construction $ 8,132.85/Month Dig N Dirt $ 17,262.50/Month Council Meeting 19 September 20,

8 Report No.: Schedule A Winter Control For Rideaucrest Home 175 Rideau Street, Kingston, Ontario Closing Date: July 27, 2011 Request For Proposal No. F31-FS-PS (Excluding HST) Ben Ashe Construction Incorporated $ 4,000.00/Month Hughes Construction and Landscaping Zomer & Sons Landscaping and Contracting Limited $ 6,500.00/Month $ 7,500.00/Month Shea Construction $ 8,132.85/Month Dig N Dirt $ 17,262.50/Month Council Meeting 19 September 20,

9 Report No.: Schedule B SIGNED CONTRACT SUMMARY ($20,000-$50,000) July 2011 Purchase Order Date Project Successful Vendor Value (No Taxes) Group/ Department July 5, 2011 Completion of a Baseline Indicators Report for ongoing implementation of Sustainable Kingston Plan TriEdge & Associates $ 20, Sustainability & Growth July 6, 2011 Stabilization and repairs to roof of the Brewers Mills Fire Hall #2 Ricardo Roofing Limited $ 38, Transportation, Properties & July 13, complete computer systems Dell Optiplex 990, , 3.1 GHz, 2 GB RAM, P190S Monitor Zycom Technology Inc. $ 42, Information Systems & Technology July 15, 2011 Supply and installation of four condensers, evaporators and associated equipment at Rideaucrest Home Evertemp Inc. $ 49, Transportation, Properties & July 15, 2011 Engineering Services to advance the Detailed Design and Approvals Stage phase of the Fire Training Centre AECOM $ 49, Transportation, Properties & July 19, 2011 Project Management Services to the City Project Team for the potential redevelopment of Block 4 of the North Block Development in Downtown Kingston PMX Inc. $ 40, Transportation, Properties & Council Meeting 19 September 20,

10 Report No.: Schedule B Purchase Order Date Project Successful Vendor Value (No Taxes) Group/ Department July 26, 2011 Baby Grand Theatre dance floor replacement Gym-Con $ 34, Sustainability & Growth July 27, 2011 Services to coordinate facilitation of the 1 st Annual Sustainability Conference LURA Consulting $ 21, Sustainability & Growth July 28, 2011 Engineering Services for repairs to the Collins Bay Wharf De Curtis Engineering Limited $ 30, Transportation, Properties & Council Meeting 19 September 20,