ReportBRAMPTON Committee of Council

Committee of the Council ofbramptoncG HOWBT City The Corporation of the City of Brampton

Date January 11 2013 COMMITTEE OF COUNCIL

DATE JpnUQiy li2figt(hFile F81 (F54-2012)

Subject Purchasing Activity Quarterly Report - 3rd Quarter 2012

Contact Jane Fera Manager of Purchasing amp Purchasing Agent

Overview

bull The Citys Purchasing By-law 35-2012 prescribes reporting requirements with respect to the Citys Purchasing activities

bull The City awarded 187 new Purchasing contracts with a total value of $17561000 in the 3rd Quarter of 2012

bull This report provides a summary of the City of Bramptons Purchasing activities for the 3rd Quarter of 2012

Recommendations

1 That the report from Jane Fera Manager of Purchasing amp Purchasing Agent dated January 11 2013 to the Committee of Council meeting of January 23 2013 re Purchasing Activity Quarterly Report - 3rd Quarter 2012 be received

H8-X Background

In February 2012 City Council passed the new Purchasing By-law (35-2012) with an effective date of March 1 2012 Section 140 of the Purchasing By-law describes the following reporting requirements with respect to the Citys Purchasing activities

Contracts and Consulting Contracts (separately from Contract awards) and Contract Extensions and Single Sourced Contracts and Sole Sourced Contracts and Emergency Contracts (Purchase Orders) and Purchasing By-law non-compliance and Non-Standard results and Disposal of surplus goods and equipment

The term Contracts refers to several different procurement methods including the following

bull Informal Invitational Procurements - $500001 To $4999999 (Quotations) bull Formal Invitational Procurements - $5000000 To $9999999 (Sealed

Quotations)

bull Formal Open Procurements - $10000000 and Greater (Tenders Requests for Proposals)

Single Sourced contracts are awarded through direct negotiations to a vendor to provide goods services or construction where there is more than one vendor capable of supplying the goods services or construction in the open market but for reasons of function or service only one vendor is recommended The eligible circumstances are described in Schedule B of the Purchasing By-law 35-2012 and are consistent with the provisions of the Agreement on Internal Trade

Sole Sourced contracts are awarded through direct negotiations to a vendor to provide goods services or construction where there is only one vendor capable of meeting the requirements of the procurement The eligible circumstances for sole source contracts are described in Schedule C of the Purchasing By-law 35-2012 and are consistent with the provisions of the Agreement on Internal Trade

Exclusions from Competitive Procurement contracts are awarded through direct negotiations to other public bodies such as the Region of Peel and other excluded service providers as described in Schedule D of the Purchasing By-law 35-2012 and are consistent with the provisions of the Agreement on Internal Trade

H8-X Background

In February 2012 City Council passed the new Purchasing By-law (35-2012) with an effective date of March 1 2012 Section 140 of the Purchasing By-law describes the following reporting requirements with respect to the Citys Purchasing activities

Contracts and Consulting Contracts (separately from Contract awards) and Contract Extensions and Single Sourced Contracts and Sole Sourced Contracts and Emergency Contracts (Purchase Orders) and Purchasing By-law non-compliance and Non-Standard results and Disposal of surplus goods and equipment

The term Contracts refers to several different procurement methods including the following

bull Informal Invitational Procurements - $500001 To $4999999 (Quotations) bull Formal Invitational Procurements - $5000000 To $9999999 (Sealed

Quotations)

bull Formal Open Procurements - $10000000 and Greater (Tenders Requests for Proposals)

Single Sourced contracts are awarded through direct negotiations to a vendor to provide goods services or construction where there is more than one vendor capable of supplying the goods services or construction in the open market but for reasons of function or service only one vendor is recommended The eligible circumstances are described in Schedule B of the Purchasing By-law 35-2012 and are consistent with the provisions of the Agreement on Internal Trade

Sole Sourced contracts are awarded through direct negotiations to a vendor to provide goods services or construction where there is only one vendor capable of meeting the requirements of the procurement The eligible circumstances for sole source contracts are described in Schedule C of the Purchasing By-law 35-2012 and are consistent with the provisions of the Agreement on Internal Trade

Exclusions from Competitive Procurement contracts are awarded through direct negotiations to other public bodies such as the Region of Peel and other excluded service providers as described in Schedule D of the Purchasing By-law 35-2012 and are consistent with the provisions of the Agreement on Internal Trade

Hraquo-3 Emergency Contracts are awarded to vendors for unforeseeable serious situations where the immediate purchase of goods services or construction is essential in order to maintain a required service or to prevent danger to life health or property in the City of Brampton

In some circumstances a contract is awarded to a vendor when the procurement is non-compliant under the Purchasing By-law 35-2012 This situation occurs when a department has engaged a vendor to deliver goods or perform services or construction without following the procurement processes required by the Purchasing By-law 35shy2012 In accordance with the Purchasing By-law when these situations occur departments are required to obtain the approval of the Treasurer and Chief Administrative Officer and the details of these procurements are included in Appendix 4 of this report

A non-standard procurement results when any one of the following circumstances occurs

bull No Eligible Bids are received

bull Less than 3 Eligible Bids are received

bull Another Procurement Process available under Section 11 in the Purchasing By-law would have resulted in successful completion of the procurement in the determination of the Purchasing Agent based on the bid results

The Purchasing By-law requires that at least 3 vendors be invited to bid for contracts less than $100000 Standard procurements with a value of $100000 and greater are publicly advertised Typically most non-standard results occur when less than 3 eligible bids are received The Purchasing By-law prescribes additional approval requirements when this occurs

A blanket purchase order is issued for a contract with a specified term and firm prices Staff uses a blanket purchase order on an as and when required basis to obtain goods and services An example is the Citys contract with Corporate Express Canada (Staples) for the supply and delivery of stationery and office supplies on an as and when required basis for the period June 1 2011 to May 31 2014

H4Current Situation

This report provides purchasing activity for the 3rd Quarter of 2012

Purchasing Activitv During the Period July 1st to September 30th 2012

The following table provides a synopsis of the purchasing activity during the three months ended September 30 2012

Contracts

Excluding consultants less than $100000 $100000 and greater Single Sourced (Schedule B- Purchasing By-law) Sole Sourced (Schedule C- Purchasing By law) Exclusions (Schedule D - Purchasing By law)

Quantity

99

17

4

40

4

Total Value

($)

3077362 6813739

131026

3500812

807966

of Total

Value

175

388

08

199

46

Consultants

less than $100000 $100000 and greater Single Sourced (Schedule B- Purchasing By-law) Sole Sourced (Schedule C- Purchasing By law) Exclusions (Schedule D - Purchasing By law)

7

3

1

4

0

382619 390799

1937950

255150

0

22

22

110

15

0

Emergency Non-Compliance with Purchasing By-law

3

5

32664 230776

02

13

Total New Contracts 187 17560863 1000

Contract Extensions

Contract Renewals

Non-Standard Results

(included in the procurement processes above) Proceeds from the disposal of surplus goods and equipment

128

5

10

NA

8435432 647307

651952

95947

Specific procurement details are provided for the following types of procurements in the attached appendices

bull Appendix 1 Contracts $100000 and greater - Excluding Consultants bull Appendix 2 Consulting Contracts $100000 and greater bull Appendix 3 Emergency Contracts

bull Appendix 4 Purchasing By-law Non-Compliant Contracts

Conclusion

This report provides a summary of the City of Bramptons Purchasing activities for the period July 1 to September 30 2012 in accordance with the reporting requirements set out in the Purchasing By-law 35-2012

Peter Honeybome Mo Lewis

Director of Treasury Services Comrissioner of Financial and amp Deputy Treasurer Information Services amp Treasurer

Report Author Jane Fera Manager of Purchasing and Purchasing Agent

Appendices

Appendix 1 Contracts $100000 and greater Appendix 2 Consulting Contracts $100000 and greater Appendix 3 Emergency Contracts Appendix 4 Purchasing By-law Non-Compliant Contracts

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izat

ion

do

not

req

uire

a c

ompe

titi

ve

proc

urem

ent

pro

cess

in

acco

rdan

ce w

ith

Sch

edu

le D

Non

-App

lica

tion

-E

xclu

sion

s

9

Ap

pen

dix

1

Sta

tus

Pro

ject

co

mp

lete

Pro

ject

co

mp

lete

Pro

ject

50

com

plet

e

Ant

icip

ated

co

mpl

etio

n D

ecem

ber

2

01

5

Pro

ject

co

mp

lete

14

OP

Lea

d

Wa

rd

Des

crip

tio

n

Ven

do

r

Am

ou

nt

Exp

lan

ati

on

S

tatu

sD

ep

art

men

t

from

Co

mp

etit

ive

Pro

cure

men

t

Reg

ion

of P

eel

con

du

cted

the

proc

urem

ent

in

acco

rdan

ce w

ith t

hei

r p

urc

has

ing

pol

icy

15

1

Fin

an

cia

l a

nd

In

form

ati

on

Serv

ices

Dep

art

men

t P

rocu

rem

en

ts G

rea

ter

Th

an

10

0K

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nsu

ltin

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on

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cts

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ula

r C

on

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cts

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pen

dix

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d

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art

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t W

ard

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crip

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n

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t

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ma

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nt

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ria

nce C

om

men

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rks a

nd

3

RF

P 2

01

1-0

58

A

eco

m

$1

00

00

0

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09

04

5

9

T

he v

ari

an

ce o

f 9

Tra

nspo

rtat

ion

Hir

ing

of a

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sult

ant t

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a L

td

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th

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ota

l aw

ard

Pro

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045

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in

clud

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on

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erv

ices f

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ecti

on

Ph

ase

$100

000

(H

ST in

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III a

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Pee

l V

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ge P

has

e III

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le

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mpt

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NC

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00

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(HS

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is

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ram

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it

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all

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et

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un

cil

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luti

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2

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ign

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rway

shy3

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com

ple

te

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cil

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luti

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2

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0

com

ple

te

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der

an

d

co

nstr

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on

com

plet

ion

shyJa

nu

ary

20

13

to

Decem

ber

20

13

16

Fin

an

cia

l a

nd

In

form

ati

on

Serv

ices

Dep

art

men

t P

rocu

rem

ents

Gre

ate

r T

ha

n 1

00

K

Co

nsu

ltin

g C

on

tra

cts

Sin

gle

So

urc

e C

on

tra

cts

Ap

pen

dix

2

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d

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rd

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crip

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n

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r

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ou

nt

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lan

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on

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epa

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ent

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ldin

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nd

1

0

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ntr

act

20

12

-03

2

ZA

S

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93

79

50

T

he v

ari

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ce o

f 7

7

betw

een

B

egin

Pro

cure

men

t C

ounc

il

Pro

per

ty

Hir

ing

of a

n A

rchi

tect

for

A

rch

itects

th

e to

tal

awar

d o

f $

19

37

00

0

Reso

luti

on

C

05

4-2

01

2

Man

agem

ent

Des

ign

and

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ntr

act

Inc

and

th

e d

epar

tmen

tal

esti

mat

e A

dm

inis

trati

on

Serv

ices f

or

the

of $

21

00

00

0 i

s co

nsi

der

ed

Des

ign

is p

rogr

essi

ng w

ell

and

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ram

pton

Eas

t C

omm

unit

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co

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e

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tre

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ase

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atic

s pe

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per

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itn

ess

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15

0 T

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ore

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ents

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oad

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ram

pton

O

N

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is s

ched

ule

d f

or

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ple

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n Q

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ter

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20

13

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ntr

act

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inis

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ion

ph

ase

is

sch

edu

led

for

com

plet

ion

Qu

art

er

4 o

f 2

01

4

Com

plet

ion

of a

ll se

rvic

es

(inc

ludi

ng 1

2 y

ear

war

rant

y

peri

od)

Q

uar

ter

4

20

16

CO

17

Fin

an

cia

l a

nd

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form

ati

on

Serv

ices

Dep

art

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t P

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ts G

rea

ter

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an

10

0K

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nsu

ltin

g C

on

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le S

ou

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on

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cts

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pp

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n

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eo

tech

nic

al

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min

us

$2

00

00

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ed

ule

C

-

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le S

ou

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Wor

k is

75

C

ompl

ete

P

rope

rty

for

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acte

d S

oil-

Con

truc

tion

C

on

stru

cti

on

D

omin

us C

ontr

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on G

roup

is

Ant

icip

ated

com

plet

ion

end

of

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agem

ent

Gro

up

th

e C

ity

s d

evel

op

men

t p

artn

er

Mar

ch

20

13

for

SW

QR

P a

nd

fo

r te

ch

nic

al

reaso

ns G

eo

tech

nic

al

Serv

ices

can

be

sup

pli

ed o

nly

by t

his

ve

ndor

as

rep

ort

ed to

Cou

ncil

o

n A

ug

ust

10

20

11

GO

18

Fin

an

cia

l a

nd

In

form

ati

on

Serv

ices

Dep

art

men

t P

rocu

rem

en

ts G

rea

ter

Th

an

10

0K

Pur

chas

ing

Act

ivit

y Q

uart

erly

Rep

ort -

3rd

Qtr

2012

Ju

ly 1

-S

ep

tem

ber

30

20

12

Em

erg

en

cy P

urc

ha

se O

rder

s A

pp

en

dix

3

Lea

d

Wa

rd

PO

D

escr

ipti

on

V

en

do

r

Am

ou

nt

Exp

lan

ati

on

Dep

art

men

t

Bui

ldin

gs a

nd

3

81

11

61

T

o re

plac

e ca

no

py

gla

ss a

bo

ve

Bra

male

a

$6

55

4

To

repl

ace

can

op

y g

lass

ab

ov

e si

dew

alk

at fo

ur

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per

ty

sid

ewal

k a

t fo

ur c

orn

ers

libr

ary

Gla

ss

com

ers

libra

ry

posi

ng a

n in

jury

ris

k to

pas

sers

by

M

anag

emen

t R

equ

ired

im

med

iate

rep

air

B

uild

ings

an

d

5 8

11

23

4

To

sup

ply

all

mat

eria

l

BE

CC

$

12

71

7

Ano

ther

con

trac

tor

was

mob

iliz

ed to

com

plet

e P

rope

rty

equ

ipm

ent

and

lab

ou

r to

C

on

stru

cti

on

ou

tsta

ndin

g de

fien

cies

req

uire

d to

mee

t th

e M

anag

emen

t co

nst

ruct

fire

wal

l ba

ckfi

ll o

pen

G

roup

Ltd

sc

hed

ule

d r

e-op

enin

g d

ate

of C

hris

Gib

son

pits

an

d u

nit

fini

shes

as

dir

ecte

d

Rec

reat

ion

Cen

tre

and

to s

atis

fy o

ccu

pan

cy b

y th

e B

uild

ing

Dep

artm

ent

C

omm

unit

y 4

81

12

36

T

o s

up

ply

all

mat

eria

l

Pri

ce

$1

33

92

D

ue to

a

no h

eat

con

diti

on i

t was

nec

essa

ry to

S

erv

ices

equ

ipm

ent

and

lab

ou

r to

rep

air

Plu

mbi

ng amp

m

ob

iliz

e t

he c

on

tracto

r to

co

nd

uct

the w

ork

fo

r th

e

maj

or p

lum

bing

sy

stem

s at

H

eati

ng L

td

new

boi

lers

an

d r

adia

tors

to w

ork

prop

erly

M

cMur

chy

Kiw

anis

Rec

Cen

tre

19

X

Fin

an

cia

l a

nd

In

form

ati

on

Serv

ices

Dep

art

men

t P

rocu

rem

en

ts G

rea

ter

Th

an

10

0K

Pur

chas

ing

Act

ivit

y Q

uart

erly

Rep

ort -

3rd

Qtr

2012

Ju

ly 1

-S

ep

tem

ber

30

2

01

2

No

n-C

om

pli

an

t A

pp

en

dix

4

Lea

d

Ward

PO

D

escr

ipti

on

V

en

do

r

Am

ou

nt

Exp

lan

ati

on

Dep

art

men

t

Bui

ldin

gs a

nd

A

LL

8

11

24

8

Lo

ck

smit

h S

erv

ices

Roy

al

$1

97

75

0

Th

e co

ntra

ct e

xpir

ed o

n M

arch

31

20

12

S

erv

ices

P

rop

erty

L

ock

smit

h a

nd

w

ere

prov

ided

on

a m

onth

to m

onth

bas

is u

ntil

the

Man

agem

ent

Sec

urit

y n

ew

co

ntr

act

too

k e

ffect

Hard

ware

In

c

Wo

rks a

nd

1

81

13

95

T

o S

uppl

y 5

00

Tra

nsp

on

der

W

PS

Can

ad

a

$7

34

5

Con

trac

t ex

pire

d an

d a

ddit

iona

l tr

ansp

on

der

car

ds

Tra

nspo

rtat

ion

Tag

s fo

r Jo

hn

Str

eet

Par

king

In

c

for

park

ing

cust

om

ers

are

req

uir

ed to

mai

ntai

n G

arag

e un

inte

rrup

ted

serv

ice

at t

he

Joh

n S

tree

t P

arki

ng

Gar

age

Co

mm

un

ity

A

LL

8

11

37

5

Po

rtab

le S

tag

e R

enta

ls f

or

Meri

-Mac I

nc

$8

31

7

Du

e to

th

e la

te r

equ

ests

fro

m C

arab

ram

Pav

ilio

ns

Serv

ices

Cara

bra

m F

est

ival

tim

e di

d no

t al

low

for

a c

ompe

titi

ve p

roce

ss to

be

81

13

74

C

oo

l S

et

$8

91

6

con

du

cted

for

a l

arg

e qu

anti

ty o

f st

ag

es

to b

e P

rod

ucti

on

s

deli

vere

d

Wo

rks

an

d

10

8

11

34

6

Lan

dsc

apin

g W

ork

Bru

ce W

ilso

n

$8

44

8

Lan

dsc

apin

g s

erv

ices

per

form

ed i

n an

un

assu

med

T

rans

port

atio

n L

ands

capi

ng

dev

elo

pm

ent

that

was

inc

ompl

ete

by t

he

dev

elo

per

L

td

Q

20

H4Current Situation

This report provides purchasing activity for the 3rd Quarter of 2012

Purchasing Activitv During the Period July 1st to September 30th 2012

The following table provides a synopsis of the purchasing activity during the three months ended September 30 2012

Contracts

Excluding consultants less than $100000 $100000 and greater Single Sourced (Schedule B- Purchasing By-law) Sole Sourced (Schedule C- Purchasing By law) Exclusions (Schedule D - Purchasing By law)

Quantity

99

17

4

40

4

Total Value

($)

3077362 6813739

131026

3500812

807966

of Total

Value

175

388

08

199

46

Consultants

less than $100000 $100000 and greater Single Sourced (Schedule B- Purchasing By-law) Sole Sourced (Schedule C- Purchasing By law) Exclusions (Schedule D - Purchasing By law)

7

3

1

4

0

382619 390799

1937950

255150

0

22

22

110

15

0

Emergency Non-Compliance with Purchasing By-law

3

5

32664 230776

02

13

Total New Contracts 187 17560863 1000

Contract Extensions

Contract Renewals

Non-Standard Results

(included in the procurement processes above) Proceeds from the disposal of surplus goods and equipment

128

5

10

NA

8435432 647307

651952

95947

Specific procurement details are provided for the following types of procurements in the attached appendices

bull Appendix 1 Contracts $100000 and greater - Excluding Consultants bull Appendix 2 Consulting Contracts $100000 and greater bull Appendix 3 Emergency Contracts

bull Appendix 4 Purchasing By-law Non-Compliant Contracts

Conclusion

This report provides a summary of the City of Bramptons Purchasing activities for the period July 1 to September 30 2012 in accordance with the reporting requirements set out in the Purchasing By-law 35-2012

Peter Honeybome Mo Lewis

Director of Treasury Services Comrissioner of Financial and amp Deputy Treasurer Information Services amp Treasurer

Report Author Jane Fera Manager of Purchasing and Purchasing Agent

Appendices

Appendix 1 Contracts $100000 and greater Appendix 2 Consulting Contracts $100000 and greater Appendix 3 Emergency Contracts Appendix 4 Purchasing By-law Non-Compliant Contracts

Original signed byOriginal signed by

Fin

anci

al a

nd

in

form

ati

on

Ser

vice

s D

epa

rtm

ent

Pro

cure

men

ts G

rea

ter

Th

an

10

0K

Co

ntr

act

s E

xclu

din

g C

on

sult

an

ts

Reg

ula

r C

on

tra

cts

Ap

pen

dix

1

Lea

d

Dep

art

men

t W

ard

Des

crip

tio

n

Ven

do

r

Dep

t

Esti

ma

te

Aw

ard

Am

ou

nt

Va

ria

nce

Va

ria

nce C

om

men

ts

Fin

an

cia

l an

d

AL

L

RF

P 2

01

2-0

07

D

ata

Gro

up L

td

$2

00

00

0

$1

98

22

9

09

Th

e v

ari

an

ce o

f 0

9

Info

rmati

on

T

o P

rov

ide

All

Mat

eria

ls

betw

een

th

e t

ota

l aw

ard

Serv

ices

Lab

our

and

Equ

ipm

ent

of $

19

82

29

an

d t

he

Nec

essa

ry to

Pro

du

ce

dep

artm

enta

l es

tim

ate

an

d M

ail

Tax

Bill

of

$2

00

00

0 is

R

equ

irem

ents

for

the

co

nsid

ere

d r

easo

nab

le

City

of

Bra

mpt

on f

or a

T

wo

Year

Peri

od

Fin

an

cia

l an

d

1 R

FP

20

11

-01

2

Au

die

nceV

iew

$

22

58

00

$

39

59

63

7

5

T

he

dep

artm

ent

Info

rmati

on

S

uppl

y I

nsta

llat

ion

and

T

icke

ting

esti

mate

was b

ased

on

Serv

ices

Su

pp

ort

for

a T

icke

ting

C

orpo

rati

on

an

in

tern

al

ho

ste

d

an

d B

ox

Off

ice

syst

em

All

bid

s M

anag

emen

t S

yst

em

receiv

ed

were

fo

r an

for

a Fi

ve (

5) Y

ear

ex

tern

al

ho

ste

d s

olu

tio

n

Peri

od

N

o b

ids

were

receiv

ed

for

an

in

tern

al

ho

ste

d

syst

em

Th

e a

ward

in

clu

ded

an

opti

on f

or a

5 y

ear

mai

nte

nan

ce p

erio

d

Alt

houg

h th

e co

ntra

ct

awar

d a

mo

un

t is

gre

ater

th

an t

he

dep

artm

enta

l esti

mate

it

is s

till

wit

hin

the

over

all

budg

et

Sta

tus

Op

en C

on

trac

t B

lan

ket

Pu

rch

ase O

rder

Exp

iry

N

ov

emb

er 3

0

20

14

Bu

dg

et

Am

en

dm

en

t

an

d C

on

tract

Aw

ard

app

rov

ed b

y C

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20

Specific procurement details are provided for the following types of procurements in the attached appendices

bull Appendix 1 Contracts $100000 and greater - Excluding Consultants bull Appendix 2 Consulting Contracts $100000 and greater bull Appendix 3 Emergency Contracts

bull Appendix 4 Purchasing By-law Non-Compliant Contracts

Conclusion

This report provides a summary of the City of Bramptons Purchasing activities for the period July 1 to September 30 2012 in accordance with the reporting requirements set out in the Purchasing By-law 35-2012

Peter Honeybome Mo Lewis

Director of Treasury Services Comrissioner of Financial and amp Deputy Treasurer Information Services amp Treasurer

Report Author Jane Fera Manager of Purchasing and Purchasing Agent

Appendices

Appendix 1 Contracts $100000 and greater Appendix 2 Consulting Contracts $100000 and greater Appendix 3 Emergency Contracts Appendix 4 Purchasing By-law Non-Compliant Contracts

Original signed byOriginal signed by

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ivit

y Q

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Rep

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3rd

Qtr

2012

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form

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Pur

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Act

ivit

y Q

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Rep

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3rd

Qtr

2012

Ju

ly 1

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tem

ber

30

2

01

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pli

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t A

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31

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8

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20