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Corporate Services
Report
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Report To: General Government Committee
Date of Meeting: January 22, 2018
Report Number: COD -002-18 Resolution: GG -044-18
File Number: CL2017-37 By-law Number:
Report Subject: Preventative Maintenance Contract and HVAC Services
Recommendations:
That Report COD -002-18 be received;
2. That Xtra Mechanical Limited, with an annual bid in the amount of $189,395.71 (Net of
HST), being the low, compliant bidder meeting all terms, conditions and specifications of
CL2017-37 for Preventative Maintenance and HVAC Services be awarded the contract
for an initial three year term, as required by the Community Services Department and
the Operations Department;
3. That pending satisfactory performance the Purchasing Manager be given the authority
to extend the contract for this service for up to two additional one year terms;
4. That funds required for this project in the amount of $189,395.71 (Net of HST) be drawn
from the respective operating accounts; and
5. That all interested parties listed in Report COD -002-18 and any delegations be advised
by the Corporate Services Department of Council's decision regarding the award.
Municipality of Clarington
Resort COD -002-18
Report Overview
To request authorization from Council to award CL2017-37 for HVAC Services and
Preventative Maintenance.
1. Background
Paae 2
Tender specifications were prepared by the Community Services Department and the
Operations Department for HVAC Services and Preventative Maintenance. This tender
specifies the work for heating, ventilation and air conditioning preventative maintenance
and repair service at various Municipal locations.
Tender CL2017-37 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the document
was also posted on the Ontario Public Buyer's Association website. Twenty-one
companies downloaded the document.
The tender closed on October 13, 2017.
A total of ten submissions were received in response to the tender call. Bids were
reviewed and tabulated (see Attachment 1). One submission was deemed non-
compliant.
2. Proposal
2.1 Analysis
After review and analysis of the submissions by the Community Services Department, the
Operations Department and the Purchasing Services Division, it was mutually agreed that
the low bidder, Xtra Mechanical Limited be recommended for the award of contract
CL2017-37 for HVAC Services and Preventative Maintenance.
References provided by Xtra Mechanical Limited were contacted and they advised that
the level of service has been satisfactory.
2.2 Financial
That the total funds required for this project in the amount of $189,395.71 (Net of HST) be
funded by the Municipality by various operating accounts.
Queries with respect to Department needs should be referred to the Director of
Community Services and the Director of Operations.
Municipality of Clarington
Resort COD -002-18
3. Concurrence
Paae 3
This report has been reviewed by the Director of Community Services and the Director of
Operations who concur with the recommendations.
4. Conclusion
It is respectfully recommended that Xtra Mechanical Limited with the lowest compliant bid
of $189,395.71 (Net of HST) be awarded the contract for Preventative Maintenance and
HVAC Services as per the terms, conditions and specifications of Tender CL2017-37.
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
Marie Marano, H.B. Sc., C.M.O. Andrew C. Allison, B. Comm, LL.B.
Director of Corporate Services CAO
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or
dferguson@clarington.net
Municipality of Clarington
Attachment 1 to
Report COD -002-18
Municipality of Clarington
Summary of Bid Results
Tender CL2017-37
Preventative Maintenance Contract and HVAC Services
Bidder
Total Bid
(Net H.S.T. Rebate)
Projected 5 Year
Contract Value
(Net H.S.T. Rebate)
Xtra Mechanical Ltd
$189,395.71
$946,978.56
Ainsworth Inc
$203,282.21
$950,234.88
HTS Engineering
$204,926.32
$1,016,411.04
Tri -Air Systems
$205,743.46
$1,024,631.62
VCI Controls Inc
$215,772.35
$1,028,717.28
Smith & Long
$221,128.55
$1,078,861.76
Summit Mechanical*
$233,030.40
$1,105,642.75
Canadian Tech Air Systems Inc
$236,714.11
$1,165,152.00
Cimco Refrigeration/Toromont
$253,424.69
$1,183,570.56
Carmichael Engineers
$262,797.54
$1,267,123.46
*Non-compliant