September 29, 1999

To: Administration Committee

From: Chief Financial Officer and Treasurer

Subject: Contracts awarded by the Bid Committee during the Summer Recess of Council

Purpose:

The purpose of this report is to advise the Administration Committee of contracts awarded by the Bid Committee in accordance with By-law No. 57-1998 as amended by By-law No. 527, during the 1999 Summer Recess of Council.

Source of Funds:

There are no funding implications included in this report.

Recommendation:

It is recommended that this report be received for information.

Council Reference/Background/History:

City Council at is meeting of July 27, 28 and 29, 1999 adopted Report No. 2, Clause No. 25 of the Administration Committee authorizing the extended authority of the Bid Committee during the period of July 14, 1999 to September 8, 1999, the Summer Recess of Council. As a result, Interim Purchasing By-law No. 57-1998 was amended with By-law No. 527 to authorize the Bid Committee to award contracts valued between $1 million and $2.5 million during the Summer Recess of Council and to report back to Council through the Administration Committee, on contracts awarded during the Summer Recess.

Comments/ and Discussions/ and or Justification:

Acting under the authority of By-law No. 527 the Bid Committee awarded 9 contracts as appended, valued at between $1 million and $2.5 million during the period of July 14, 1999 and September 8, 1999. The nine contracts, totaling $17,125,905.95 including all taxes and charges, were awarded by the Bid Committee in order to satisfy the requirements of the Departments to award contracts immediately to allow the suppliers sufficient lead time to acquire the products/equipment necessary to fulfill the contracts on schedule. An example of the lead time required by suppliers are the contracts awarded for the Works and Emergency Services Department for the Winter Maintenance of sidewalks and the salting and sanding of roads. The suppliers receiving these contracts must purchase and receive the specialized equipment, which have long delivery lead times, required to complete the contract. Had the contracts not been awarded by the Bid Committee during the Summer Recess of Council the recommended contractors may not have received all of the specialized equipment required on time for the commencement of the winter maintenance of sidewalks and the salting and sanding of roads contracts.

Conclusion:

The authority of the Bid Committee to award contracts during the 1999 Summer Recess of Council was used to award a total of nine contracts for Departments requiring that contracts be awarded immediately in order to meet operational needs.

The summary of the contracts awarded by the Bid Committee, in accordance with By-law No. 527, is appended and should be received for information.

Contact Person:

Lou Pagano, P. Eng

Director

Purchasing and Materials Management

Tel: 392-7312

Wanda A. Liczyk

Chief Financial Officer and Treasurer