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5. DELEGATION OF AUTHORITY - CONTRACTS AWARDED FOR THE
PERIOD JULY 1 TO SEPTEMBER 30, 2007 DÉLÉGATION DE
POUVOIR - CONTRATS ACCORDÉS POUR LA PÉRIODE DU 1er JUILLET AU 30
SEPTEMBRE 2007 |
Committee Recommendation
That Council receive this report for information.
Recommandation du comité
Que
le Conseil municipal prenne connaissance du présent rapport.
Documentation
1. City
Treasurer’s report dated 19 February 2008 (ACS2008-CMR-FIN-0007).
Report to/Rapport au :
Corporate Services and Economic Development
Committee
Contact/Personne-ressource :
Phil Andrews, Manager, Supply Management Division / gestionnaire par
interim, Division de la gestion de l'approvisionnement,
(613) 580-2424 ext./poste 25176; Phil.Andrews@ottawa.ca
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City-wide / À l’échelle de la ville |
Ref N° ACS2008-CMR-FIN-0007 |
SUBJECT: DELEGATION OF AUTHORITY - CONTRACTS AWARDED
FOR THE PERIOD JULY 1 TO SEPTEMBER 30, 2007
OBJET : DÉLÉGATION
DE POUVOIR – CONTRATS ACCORDÉS
POUR LA PÉRIODE DU 1er JUILLET AU 30 SEPTEMBRE 2007
REPORT RECOMMENDATION
That the Corporate Services and
Economic Development Committee table this report to be received and discussed
at the next scheduled meeting of CSEDC, and then forwarded to Council for
information.
Que le Comité des services organisationnels et
du développement économique dépose le présent rapport qui sera discuté à la
prochaine réunion prévue du CSODE, puis transmis au Conseil municipal pour
information.
On November 28, 2007, the Purchasing By-law 50-2000 approved by City Council on February 28, 2001, was amended to include the information relating to professional services in the quarterly reports and therefore eliminating the requirement for an annual report. This provides for more timely reporting.
The amended Purchasing by-law provides that the quarterly report:
1. contains information on contracts exceeding $25,000.00 awarded under delegated authority;
2. identifies all contracts categorized as:
(a) Consulting Services
(b) Professional Services
(c) Follow-on Contracts
(d) Amendments
3. identifies the reason for outsourcing in accordance with the definitions discussed below.
This is the report for the third quarter in 2007.
DISCUSSION
The contracts approved for the period of July 1 to September 30, 2007 are listed in Document 1.
Staff used the following definitions as outlined in the Purchasing By-law to identify the contract category and the outsourcing reason.
Professional
Services
Professional Services means services requiring the skills of professionals for a defined service requirement or for a specific project related deliverable including but not limited to the areas of engineering, architecture, design, planning, information technology, financial auditing and fairness commissioners;
Consulting Services
Consulting Services means assistance to management, including but not limited to the areas of strategic analysis, organizational design, change management, policy development, feasibility studies and other services intended to assist decision making within the organization.
An amendment is an increase in the scope of an approved contract, which is unanticipated. Those amendments that are both greater than $50,000.00 and 50% of the original contract will be identified in the quarterly report. Follow-on contracts will be identified as such within the description of the work.
Follow-on Contract
Follow-on Contract differs from an amendment in that the original contract or bid solicitation document recognizes the fact that it is likely that the initial defined contract scope may be expanded to include a number of related phases that are either included in the tender document, or are customary in relation to the work assignment. An example would be a contract for a consulting engineer to provide a detailed design and contract specification. After the construction work has been tendered, and the contract awarded, it may be advisable to engage the consultant who prepared the original specification to oversee the construction on behalf of the city, in a capacity that was recognized (but not guaranteed) in the initial Request for Proposal. Rates charged for the follow-on contract are reviewed by Supply Management Division, and must be based on those rates proposed by the service provider in the original competitive “bid”.
Reasons for Outsourcing the
Work:
(a) workload related or lack of internal resources by a “W”;
(b) need for specialized expertise by an “E”;
(c) need for independent third party oversight by an “I”;
(d) regulatory requirement by an “R”;
(e) proprietary service or unique market position by a “P”; and
(f) business model required outsourcing by an “O”.
Supply Management Division certifies that all the contracts awarded under Delegation of Authority for the period of July 1 to September 30, 2007, are in compliance with the Purchasing By-law.
The following table summarizes the total number and value of the contracts as well as the different categories under which the applicable contracts fall.
|
|
Total # of Contracts |
Total $ Value |
# Prof. Services |
# Consulting |
Workload |
Specialized |
Independent third party oversight "I" |
Regulatory |
Proprietary |
Business model outsourcing "O" |
|
AG |
4 |
$182,629.40 |
4 |
|
1 |
3 |
1 |
|
|
|
|
CMO |
28 |
$13,888,975.41 |
4 |
2 |
|
6 |
|
|
|
|
|
BTS |
169 |
$17,579,687.16 |
39 |
5 |
|
28 |
|
|
|
16 |
|
CPS |
19 |
$9,984,528.73 |
7 |
3 |
|
6 |
|
|
|
4 |
|
PWS |
202 |
$115,577,857.33 |
61 |
4 |
|
12 |
|
1 |
|
52 |
|
PTE |
28 |
$3,711,359.44 |
15 |
5 |
|
14 |
|
1 |
|
5 |
|
Total |
450 |
$160,925,037.47 |
131 |
19 |
1 |
69 |
1 |
2 |
0 |
77 |
The preparation of this report is required by the by-law and as such no public consultation is required.
Prior to a contract approval, Supply Management staff confirms that the appropriate funds are available in the budget, based on receipt of a funded requisition in SAP. The availability of funds is a condition of approval under delegated authority.
Report forwarded for information pursuant to the By-law. No further action required.