Contracts awarded by the Bid Committee and amendments approved by the City Manager during the 2014 Election Period. Government Management Committee

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Belinda Horton
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1 GM2.7 STAFF REPORT ACTION REQUIRED s awarded by the Bid Committee and amendments approved by the City Manager during the 2014 Date: February 2, 2015 To: From: Wards: Reference Number: Government Management Committee Director, Purchasing & Materials Management All P:/2015/Internal Services/PMMD/gm15001pmmd (AFS11470) SUMMARY The purpose of this report is to advise the Government Management Committee of s awarded by Bid Committee during the 2014, in accordance with the City of Toronto Municipal Code, Purchasing, Chapter 195, Section195-16, and of over-expenditures of commitments approved by the City Manager over $500,000 up to $1,000,000 in accordance with EX44.1, Delegation of Authority during the 2014 Recess, adopted by City Council on August 25, 26, 27 & 28, RECOMMENDATIONS The Director, Purchasing & Materials Management recommends that: 1. Government Management Committee receive this report for information. Financial Impact There are no financial implications included in this report. The Deputy City Manager & Chief Financial Officer has reviewed this report and agrees with the financial impact information. Staff report for action on Awards during the Recess 1

2 DECISION HISTORY In accordance with the City of Toronto Municipal Code, Purchasing Chapter 195, Section , this report advises Council of awards made by the Bid Committee during the At its meeting held on August 25, 26, 27 & 28, 2014 City Council adopted EX44.1, Delegation of Authority during the 2014 Council s which temporarily delegated authority to the City Manager to approve over-expenditures of commitments up to $1,000,000 during the 2014 Recess. The Bid Committee can award contracts up to $20 million in value where the lowest bidder meeting specifications and requirements or highest scoring proponent is recommended and there is no material written objection to the award. During the Recess of Council, the Bid Committee has authority under the Municipal Code, Chapter 195, Purchasing, Section A to award contracts that are normally awarded by Standing Committee. The Purchasing By-law, Section B requires that the Chief Purchasing Official report on any awards made by the Bid Committee under the extended authority during an. As part of the temporary delegation to the City Manager to approve over-expenditures of commitments up to $1,000,000 during the election period, City Council directed the City Manager or his delegate to report to Government Management Committee on any use of the delegation. COMMENTS Awards by Bid Committee during the 2014 One contract was awarded by the Bid Committee during the 2014 as shown in the table below. As required by the Purchasing Bylaw, the contract was awarded to the highest scoring proponent meeting specifications and all the requirements of the call. Meeting Date Call Description Awarded Amount October 1, 2014 RFP Supply and delivery of various industrial services, equipment and supplies to various locations of the Toronto Water, Solid Waste Management, Facilities (Net of HST) $22,419, (includes all option years) Successful Bidder Acklands-Grainger Inc. Staff report for action on Awards during the Recess 2

3 Meeting Date Call Description Awarded Amount Management, Toronto Paramedic Services and Parks, Forestry & Recreation Divisions, as and when required, effective upon award to July 31, 2015 with an option to renew the contract for additional four (4) separate one (1) year periods (Net of HST) Successful Bidder 2014 Awards by Bid Committee $22,419, s for Over-Expenditure of Blanket s approved under the 2014 Delegation of Authority during the 2014 Five (5) contracts were approved for over-expenditure by the City Manager as set out in the table below. Vendor Description of Name contract Choice Childrens Catering For the supply and delivery of Prepared Lunches and Snacks to various City of Toronto Child Care Centres, as and when required, from June 1, 2012 to May 31, 2013, with the option to renew for three (3) additional and separate one (1) year periods Reason for 2014 In 2012, Children's Services implemented a service model change that resulted in 13 additional Municipally Operated Child Care centres now being catered. The amendment was requested to ensure service continues until the end of the contract, May 31, 2015 and the new contract is in place. $500, $1,000, BASF Canada Inc. For the supply and delivery of Water Soluable Polyelectrolyte for Biosolid Dewatering requested for an additional amount of Water Soluable Polyelectrolyte for biosolid dewatering to ensure a $250, $750, Staff report for action on Awards during the Recess 3

4 Vendor Name Description of contract for the City of Toronto's Toronto Water Division on an as and when required basis for a period of three (3) years from the date of award ending December 31, 2012, with an option to renew the contract for an additional two (2) separate one (1) year periods Reason for 2014 continuous supply until the contract expires on December 31, Water Soluable Polyelectrolyte for Biosolid Dewatering is critical for wastewater treatment. Failure to ensure a continuous supply would result in an inability to process wastewater OJCR Construction Ltd. Rabcon ors Ltd. Sidcon ing For the provision of construction services for the installation of new residential water and sewer connections and associated works in Toronto East York District For the Installation of New Residential Water and Sewer Connections and Associated Works in North York District For the provision of mechanical litter requested as the quantity of applications for new residential water and sewer connections in Toronto East York District had exceeded the original estimate of 240 in the tender documents. By beginning of September 2014, 264 applications had been processed and an additional 70 applications were anticipated by November 1, requested as the quantity of applications for new residential water and sewer connections in North York District had exceeded the original estimate of 500 in the tender documents. By beginning of September 2014, 667 applications had been processed and the contract was to expire at the end of September The original 2010 RFQ estimated number of hours $1,000,000 $1,000,000 $1,000,000 $1,000,000 $923, $923, Staff report for action on Awards during the Recess 4

5 Vendor Name Description of contract Ltd. removal services in the downtown core of the City of Toronto Reason for 2014 were based on services commencing March 15, The contract was amended for the allowance of work to be year round, weather depending, thereby increasing the number of hours required. The amendment was to cover the additional costs for the final year of the contract, ending Dec 31, 2014, using the new estimated hours. CONTACT Jacquie Breen Manager, Corporate Policy & Quality Assurance Purchasing & Materials Management Tel: (416) : Fax: (416) SIGNATURE Michael Pacholok Director Staff report for action on Awards during the Recess 5

THE CITY OF TORONTO. Minutes of the Bid Committee. Meeting 98

THE CITY OF TORONTO. Minutes of the Bid Committee. Meeting 98 THE CITY OF TORONTO Minutes of the Bid Committee Meeting 98 The Bid Committee met on in Meeting Room A, 2 nd Floor, City Hall, commencing at 2:00 p.m. Members Present: Also Present: Frank Baldassini, obo