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Corporate Services
Report
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Report To: General Government Committee
Date of Meeting: June 18, 2018
Report Number: COD -026-18 Resolution: GG -363-18
File Number: CL2018-7 By-law Number:
Report Subject: GBRRC and Fire Station #1 Parking Lot Rehabilitation
That Report COD -026-18 be received;
2. That Coco Paving Inc. with a total bid amount of $1,573,858.54 (Net HST Rebate) being
the lowest compliant bidder meeting all terms, conditions and specifications of Tender
CL2018-7 be awarded the contract for the GBRRC and Fire Station #1 Parking Lot
Rehabilitation project as required by the Engineering Services Department;
3. That the funds required for this project in the amount of $1,755,500.00 (Net HST
Rebate) which includes the construction cost of $1,573,858.54 (Net HST Rebate) and
other related costs such as design, inspection, contract administration, materials testing
and contingencies of $181,641.46 (Net HST Rebate) be funded by the Municipality as
follows:
GBRRC and Fire Station#1
Parking Lot Rehabilitation 110-32-327-84256-7401 $1,755,500.00
4. That all interested parties listed in Report COD -026-18 and any delegations be advised
by the Corporate Services Department of Council's decision regarding the award.
Municipality of Clarington
Reoort COD -026-18
Report Overview
Page 2
To request authorization from Council to award the contract for the completion of the parking
lot rehabilitation at Garnet B. Rickard Recreation Complex and Station #1 as required by the
Municipality of Clarington's Engineering Services Department.
1. Background
1.1 Tender specifications were prepared by the Engineering Services Department and
CIMA and provided to the Purchasing Services Division.
1.2 Tender CL2018-7 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 (21 ) companies downloaded the document.
1.3 The Tender closed June 5, 2018.
2. Analysis
2.1 Eight (8) bids were received in response to the tender call. The Bids were reviewed and
tabulated by the Purchasing Services Division (see Attachment 1). All submissions
received were deemed compliant.
2.2 The results were forwarded to the Engineering Services Department for their review and
consideration.
2.3 After review and analysis of the submissions by the Engineering Services Department
and the Purchasing Services Division, it was mutually agreed that the low bidder, Coco
Paving Inc. be recommended for the award of contract CL2018-7.
2.4 Coco Paving Inc. has successfully completed work for the Municipality in the past.
3. Financial
3.1 The funds required far this project in the amount of $1,755,500.00 (Net HST Rebate)
which includes the construction cost of $1,573,858.54 (Net HST Rebate) and other
related costs such as design, inspection, contract administration, materials testing and
contingencies of $181,641.46 (Net HST Rebate) be funded by the Municipality as
follows:
GBRRC and Fire Station#1
Parking Lot Rehabilitation 110-32-327-84256-7401 $1,755,500.00
Municipality of Clarington Page 3
Report COD -026-18
3.2 As approved in the 2018 budget, the Director of Finance was provided authorization to
make application to the Region of Durham for the necessary debenture with terms at
the discretion of the Director. This award will be $244,500 less than the amount
budgeted for debenture financing. It is intended that the annual debenture costs be
funded through redirecting a portion of the existing tax levy contribution to the Parking
Lot Rehabilitation Reserve Fund.
4. Concurrence
This report has been reviewed by the Director of Engineering Services who concurs with
the recommendations.
5. Conclusion
It is respectfully recommended that Coco Paving Inc. being the lowest compliant bid be
awarded the contract for rehabilitation of the Garnet B. Rickard Recreation Complex and
Fire Station #1 parking lot with all work being completed in accordance to all terms,
conditions, specifications and drawings of Tender CL2018-7.
6. 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 Chief Administrative Officer
W
Nancy Tayl r, 4BA. CPA, CA.
Director of Finance/Treasurer
Staff Contact: David Ferguson, Purchasing Manager, 2209 or dferguson@lcarington.net
Municipality of Clarington
CL2018-7
Attachment 1 to
Report COD -026-18
Green Road and Boswell Drive/ Clarington Blvd Roundabout
Bid Summary
BIDDER
Total Bid
(including HST)
TOTAL BID
(Net HST Rebate) ■
Coco Paving Inc.
$1,747,700.62
$1,573,858.54
Montgomery MacEwen Contracting
$1,792,875.19
$1,614,539.64
Blackstone Paving & Construction Ltd.
$1,834,520.08
$1,652,042.16
Brennan Paving & Construction Ltd.
$1,874,759.72
$1,688,279.20
Elirpa Construction & Materials
$1,955,622.79
$1,761,098.90
Melrose Paving & Construction Ltd.
$2,075,644.12
$1,869,181.82
Trison Contracting Inc.
$2,320,288.16
$2,089,491.35
Ashland Paving Ltd.
$2,681,988.27
$2,415,213.51