June 30, 1999

To:Works Committee

From:Commissioner, Works and Emergency Services

Chief Financial Officer and Treasurer

Subject:Award of Contract No. T-41-99, Tender Call No. 116-1999

Maintenance of Traffic Control and Related Devices Within the City of Toronto for the Period April 1, 2000 to January 31, 2003

Purpose:

The purpose of this report is to advise of the results of the Tender issued for the maintenance of traffic control and related devices under the jurisdiction of the City of Toronto, in accordance with specifications as required by the Works and Emergency Services Department and to request authority to issue a contract to the recommended bidder.

Source of Funds:

The funds for the activities covered under this contract will be provided for in the Transportation Services Division's annual current budget for each year of the contract.

Recommendations:

It is recommended that:

(1)the existing contract No. T-27-96 for the maintenenance of traffic control and related devices within the City of Toronto be extended for an additional three months from December 31, 1999 until March 31, 2000 to ensure contract continuity during the first three months of the new millenium (potential for Y2K operational problems);

(2)a new contract No. T-41-99 for the maintenance of traffic control and related devices within the City of Toronto for the period April 1, 2000 to January 31, 2003 be awarded to Stacey Electric Company Limited in the total amount of $12,489,825.16 including all taxes and charges, being the lowest Tender received; and

the appropriate City of Toronto officials be authorized to take the necessary action to give effect thereto.

Background:

The existing contract for the maintenance of traffic control and related devices will expire on December 31, 1999. In consultation with the Y2K Office, it was agreed that it would be prudent to extend Contract No. T-27-96 until March 31, 2000 in order to ensure that the existing experienced contractor is in place during the first three months of the year 2000 to address any Y2K operations issues. As a result, the new tender package was designed to commence on April 1, 2000.

Notwithstanding the Y2K issue, commencing a maintenance contract on January 1 of any calendar year, in the midst of the holiday season, can lead to logistical problems, particularly if a new contractor is beginning a contract. Therefore, January 31 was selected as a more suitable date for the end of the new contract(s).

For the new contract(s), tenderer(s) were invited to submit tenders for District 1or the combination of Districts 2, 3, and 4 and, in addition, they were invited to submit a tender for all Districts combined. The contract(s) would be awarded by submitting the lowest District or combination Districts tenders and comparing this figure to the low tender for all Districts combined.

Results of Tender Opening:

The Bid Committee, at its meeting held on June 16, 1999, opened the following tenders for Contract No. T-41-99:

Call No. 116-1999

No.

Name

$ Amounts

Based on the submitted tenders, the Stacey Electric Company Limited bid for "All Districts" provides the required services at the lowest cost.

The Manager, Fair Wage and Labour Trades Office has reported favourably on the firm recommended. The Tender documentation submitted by the recommended bidder has been reviewed by the Commissioner of Works and Emergency Services, and was found to be in conformance with the Tender requirements.

Conclusions:

This report requests authority to issue a contract for the maintenance of traffic control and related devices within the City of Toronto for the period April 1, 2000 to January 31, 2003, in accordance with specifications to Stacey Electric Company Limited, being the lowest bidder.

Contact Name:

Paul NauseLou Pagano

Manager, Electrical and Lighting Systems Director, Purchasing and Materials Management Tel. No. (416)392-7311

Tel. No. (416) 392-9570

David C. Kaufman

General Manager, Transportation Services

Barry H. Gutteridge Wanda Liczyk

Commissioner, Works and Emergency Services Chief Financial Officer and Treasurer