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Home My WebLink AboutTR-79-89 Y TOWN OF NEWCASTLE ,r r REPORT File # �� m Res. # By-Law # MEETING: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: September 5, 1989 REPORT #: TR-79-89 FILE #: SUBJECT: TENDER AWARDS - AUGUST COUNCIL BREAK RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. That Report TR-79-89, be received for information. BACKGROUND: In accordance with Resolution #GPA-533-89', the Treasurer and Administrator awarded the following Tenders (contracts) during the August Council break. 1. Tender T89-29, Outdoor Lighting - Soper Creek Baseball Park With reference to the above, the Community Services Department included in their 1989 Capital Budget Account #7603-00001-01516 for the supply and installation of Lighting at Soper Creek Baseball Park. This project is detailed in the Community Services Capital Budget on page 182 in the amount of $96,000.00. Subsequently, tenders were publicly advertised and invited with bids being submitted as follows: BIDDER TOTAL BID AMOUNT Bankwell Electric Limited $ 83,500.00 (aboveground service) Bowmanville, Ontario $ 93,500.010 (underground service) i Ron Robinson Limited $142,000.00 ** Oshawa, Ontario ** bid rejected - no bid deposit 744 Page - 2- TR-79-89 TENDER AWARDS - AUGUST COUNCIL BREAK The references of the low bidder have been verified and in all cases excellent performance was received. The lack of response is due both to the lack of experienced contractors in this area for this type of work as well as the high cost of renting the necessary equipment. It was mutually agreed by the Community Services Department and Purchasing that Bankwell Electric Limited be awarded the contract for the supply and installation of outdoor lighting at the Soper Creek Baseball Park in the amount of $ 93,500.00 (underground service) . 2. Request for Proposals - Card Reader Printer With reference to the above, the Public Works Department included in their 1989 Capital Budget Account #7202-00001-0505 for the purchase of a Card Reader Printer. This is reflected on page 23, item H, in the amount of $47,040.00 of which $32,500.00 was for a Card Reader Printer. In view of the type of equipment required, it was neceesary to waive the Purchasing By-Law. Subsequently, request for proposals were issued, with bids being submitted as follows: BIDDER TOTAL BID AMOUNT COMMENTS Automated Imaging Systems Inc. $ 15,525.00 - largest copy size Mississauga, Ontario is 1111 x 1711 (our requirement is 1811 x 24") 3M Canada Inc. $ 26,250.00 - this machine does North York, Ontario not have 12x magnification lens (required for our use) Bell and Howell Limited $ 27,800.00 Weston, Ontario Xerox $ 34,950.00 Toronto, Ontario In conjunction with the Purchasing Department demonstrations were arranged for both the Bell and Howell and the Xerox machine. It was mutually agreed by the Public Works Department and Purchasing that the machine offered by Bell and Howell Limited be purchased (see attached correspondence from the Public Works Department, marked Schedule "A") , in the amount of $27,800.00 plus Provincial Sales Tax. / 45 Page - 3- TR-79-89 TENDER AWARDS - AUGUST COUNCIL BREAK 3. CN Level Crossing - Port Darlington Road With reference to the above the Public Works Department included in their 1989 Capital Budget Account #7211-89442-X, for railway crossing improvements on Port Darlington Road. Attached is a copy of correspondence (marked Schedule "B") , from Totten Sims Hubicki Associates requesting a purchase order in the amount of $201,01101.0101. This item is reflected in the Public Works Capital Budget, Page 38, Item 13, in the amount of $301,0010.001. In view of the type of contract, it was necessary to waive the Purchasing By-Law and issue a purchase order to CN in the amount of $201,010101.0101. Respectfully submitted, Recommended for presentation to the Comnittee, M. Marano, H.BSc., awrence E. Kotseff, Treasurer. Chief Administrative Officer. LAB/hjl Attachments 746 TOWN OF NEWCASTLE Q MEMORANDUM TO: Lou Ann Birkett , Purchasing and Supply Agent FROM: Tony Cannella, C . E . T . , Manager of Engineering DATE: August 2 , 1989 SUBJECT: CARD READER PRINTER Further to the recent demonstrations for the above-noted equipment , we request that you proceed with the purchase of the Minolta Model RP509 as seen at the Bell and Howell Showroom. Compared to .the higher priced Xerox machine, the RP509 -carries all the features we require at a cost of $7000 . 00 less than Xerox , as well as a less expensive maintenance package. We require further information however , with respect to the costs per copy beyond the 24000 prints- per year. As well , clarification on the warranty of the drum should be given in writing. Should you require further information on this matter , please contact the undersigned. Yours truly ✓-- Tony Cannella, C . E . T. Manager of Engineering MEH/kms 747 C TOWN OF NEWCASTLE MEMORANDUM a New, JUL TOW' Or , NG Lou Ann Birkett k, Purchasing and Supp p� f►`�Vt�,, " FROM; John R. Maloney, Engineering Technician DATE: July 25 , 1989 SUBJECT: MICROFILM VIEWER/PRINTERS --------------------------------------------------- Further to our conversation of Friday, July 14th, I am asking. th_at. we exclude both the automated system and 3M Canada' s bid for supplying the Public Works Department with the above-mentioned. Neither of these machines meet our requirements as shown below: AUTOMATE.D_IMAGING-(CANON_NP_780I 1 .. The largest copy size is 11" x 17" (Our requirement is 18" x 24") ; 2 . The machine. does not have a 12x magnification lens 3M-CANADA-(MODE,-630) 1-. The machine does not have a 12x magnification lens (we require a 12x magnification lens for our use) . Yours truly John R. Maloney .Engineering Technician JRM/kms 748 G.L. TOTTEN B.Sc., P.Eng. R.E. SIMS B.A.Sc., P.Eng. \ J.M. HUBICKI B.A.Sc., OAA, P.Eng. R.L. WINDOVER M.Sc., P.Eng. ® P.C. EBERLEE B.A.Sc., P.Eng. CONSULTANTS TOTTEN SIMS NUSICKI ASSOCIATES(1981)LIMITED 1A KING STREET EAST P.O.BOX 398, COBOURG ,ONTARIO,CANADA K9A 4L1 totten sims hubicki associates Y (416)372.2121 FAX(416)372-3621 1 FAX NO. 581-0267 ` CN Engineering Services ''V.t4G 8 8 p�RCH. Southern Ontario District Suite 401, 277 Front Street West TORONTO, Ontario M5V 2X7 Attention: Mr. G. Lee Engineering Technologist August 2, 1989 Dear Sir: \ Re: Public Level Crossing, P r t d, Bowaanville, Mileage 290.44, Kings n Subdivist rporation of the Town .of Newcastle, ( ur Pile 471 -2 .44) We enclose herewith a To of Newcastle Ge ral Purchase Order No. 7231 in the amount of $20,000.00, authorizing CN R it to undertake the work At the subject site as ou5t1ined n your correspo ence dated July 13, 1985. It is understood the k shall. undertaken September 18, 19, 20 and 21, 1989. Kindly contec the undersign by tel one on September 11, 1989, to confirm the aforesai dates as the Town wish to publicly advertise the works to the media. It was recen ly agreed (Lee a Bourne) that one-half of the travelled road surface will emain _open to t rough traffic at all times. The residents and Commercia]. bus eases do no have alternate ingress/egress to the south of your level cross n a result full closure cannot be tolerated. . : . ./2 ENGINEERS ARCHITECTS AND PLANNERS 749 2 - Your File 4710-KNG-290.44 (cont'd) August 2 , 1989 Kindly contact the Municipal Manager of Operations, Mr. Don Patterson at 416-263-2292 as required to coordinate proper signing etc. , prior to commencing your work. Thank you for your assistance and cooperation in this matter. Yours truly, TOTTEN S.IMS HUBICKI ASSOCIATES 1 � A.R. Bourne Projects Manager DRB/ag encl. cc: Mr. W.A. Evans, P.Eng. , Director of Public Works Mr. Don Patterson, Manager of Operations Ms. Lou Ann Birk.ett, Purchasing & Supply Agent 5 0, totten sims hubicki associates