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Corporate Services
Report
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Report To: General Government Committee
Date of Meeting: February 12, 2018
Report Number: COD -003-18 Resolution: GG -128-18
File Number: CL2017-42 By-law Number:
Report Subject: Sidewalk Side Drop Repairs
Recommendations:
That Report COD -003-18 be received;
2. That Gray's Landscaping and Snow Removal Inc., with an annual bid in the amount of
$76,196.91 (Net of HST), being the low, compliant bidder meeting all terms, conditions
and specifications of CL2017-42 for Sidewalk Side Drop Repairs be awarded the
contract for an initial two year term, as required by the Engineering 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 $83,684.81 (Net of HST) which
includes construction cost of $76,196.91 (Net of HST) and other related costs such as
consulting, inspection and contingency of $7,487.90 (Net of HST) be drawn from the
following accounts:
Self -Insured Losses Reserve 100 -X -X -X-2902 $56,169.85
Operations Sidewalk Replacement (2018) 100-36-380-10733-7112 $13,757.48
Engineering Sidewalk Replacement (2018) 110-32-331-83215-7401 $13,757.48
5. That all interested parties listed in Report COD -003-18 and any delegations be advised
by the Corporate Services Department of Council's decision regarding the award.
Municipality of Clarington
Report COD -003-18
Page 2
Report Overview
To request authorization from Council to award CL2017-42 for Sidewalk Side Drop Repairs.
1. Background
Tender specifications were prepared by the Engineering Department and the Operations
Department for Sidewalk Side Drop Repairs. This tender specifies for the restoration of
surfaces adjacent to the sidewalk to bring the adjacent surface level with the sidewalk.
Also included in the specification is sidewalk repair with cold patch asphalt.
Tender CL2017-42 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. Nine companies
downloaded the document.
The tender closed on October 18, 2017.
2. Proposal
2.1 Analysis
A total of five submissions were received in response to the tender call. Bids were
reviewed and tabulated (see Attachment 1). All submissions were deemed compliant.
All Bids received exceeded the anticipated 2018 budget amount.
After review and analysis of the submissions by the Engineering Department, the
Operations Department and the Purchasing Services Division, it was mutually agreed that
the Municipality would exercise its right to negotiate with the three low compliant bidders
and requested pricing for a reduced scope of work.
After further review and analysis of the bid prices for the reduced scope of work, it was
mutually agreed that the low bidder, Gray's Landscaping and Snow Removal Inc. be
recommended for the award of contract CL2017-42 for Sidewalk Side Drop Repairs.
References provided by Gray's Landscaping and Snow Removal Inc. were contacted and
they advised that the level of service has been satisfactory.
Municipality of Clarington
Report COD -003-18 Page 3
2.2 Financial
That funds required for this project in the amount of $83,684.81 (Net of HST) which
includes construction cost of $76,196.91 and other related costs such as consulting,
inspection and contingency of $7,487.91 is in the budget allocation as provided and will
be from the following accounts:
Self -Insured Losses Reserve 100 -X -X -X-2902 $56,169.85
Operations Sidewalk Replacement (2018) 100-36-380-10733-7112 $13,757.48
Engineering Sidewalk Replacement (2018) 110-32-331-83215-7401 $13,757.48
As Council will recall some funds were dedicated to sidewalk deficiencies from insurance
pool proceeds.
Queries with respect to Department needs should be referred to the Director of
Engineering and the Director of Operations.
3. Concurrence
This report has been reviewed by the Director of Corporate Services, Director of
Engineering Services, Director of Finance/Treasurer and Director of Operations who
concur with the recommendations.
4. Conclusion
It is respectfully recommended that Gray's Landscaping and Snow Removal Inc. with the
lowest compliant revised bid amount of $76,196.91 (Net of HST) be awarded the contract
for Sidewalk Side Drop Repairs reflecting the reduced scope of work as per the terms,
conditions and specifications of Tender CL2017-42.
Municipality of Clarington
Resort COD -003-18
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by:
Marie Marano, H.B. Sc., C.M.O
Director of Corporate Services
Paae 4
Reviewed by:
Andrew C. Allison, B. Comm, LL.B.
CAO
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or
dferguson@clarington.net
Attachments:
Attachment 1 — Summary of Bid Results for Tender CL2017-42
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
Municipality of Clarington
Attachment 1 to
Report COD -003-18
Municipality of Clarington
Summary of Bid Results
Tender CL2017-42
Sidewalk Side Drop Repairs
*Revised pricing reflects reduced scope of work.
Total Bid
Projected 4 Year
Bidder
(Net H.S.T. Rebate)
Contract Value
(Net H.S.T. Rebate)
Grays Landscaping & Snow
$76,196.91*
$304,787.64*
Removal Inc.
Pro Lawn Landscaping
$149,470.98 *
$597,883.92*
Forest Ridge Landscaping Inc.
$167,573.28*
$670,293.12*
Kaan Construction
$399,179.75
$1,596,719.01
Euro Landscaping
$405,166.51
$1,620,666.03
*Revised pricing reflects reduced scope of work.