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Home My WebLink AboutTR-9-99 . . THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Date: MONDAY, MARCH 22,1999 File# F\'OQ\J. Res.,r.,Pft-IP-99 Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Report #: TR-9-99 File#: By-Law # Subject: CO-OPERATIVE TENDER CL99-1 TRAFFIC SIGN REQUIREMENTS Recommendations: Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-9-99 be received; 2. THAT Scugog Signs, Nestleton, Ontario with an approximate total bid amount of $24,500.00 for Part A, for the Municipality of Clarington's requirements, being the lowest responsible bidder meeting all terms, conditions and specifications of Co-operative Tender CL99-1, be awarded Part "A" to supply and deliver the 1999 Traffic and Street Sign requirements to the Municipality of Clarington; 3. THAT Scugog Signs, Nestleton, Ontario with an approximate total bid amount of $7,600.00 for Part B, for the Municipality of Clarington's requirements, being the lowest responsible bidder meeting all terms, conditions and specifications of Co-operative Tender CL99-1, be awarded Part "B" to supply and deliver the 1999 Traffic and Street Sign Hardware requirements to the Municipality of Clarington; 4. THAT pending satisfactory pricing and service and subject to the agreement of the co- operative participants the contract awards for Part "A" and "B" be extended for a second and third year; and 5. THAT the funds expended be drawn from the respective years budget allocation for Traffic and Street Signs. BACKGROUND AND COMMENT A co-operative tender was publicly advertised and called for the supply and delivery of various Traffic and Street Sign requirements as required by all the participants. SOl . REPORT NO.: TR-9-99 TENDER CL99-1 PAGE 2 The participants in this Co-operative Tender are: The Municipality of Clarington The City of Oshawa The Town of Whitby The Town of Ajax The Town of Pickering The Region of Durham A bid summary marked, Schedule "A" is attached. Of the total bid amounts indicated for Parts "A" and "B" the Municipality of Clarington's requirements amount to $24,500.00 and $7,600.00 respectively. Note, the Municipality of Clarington does not have any requirements for parts "C" and "D". As the total usage requirements of each of the participants fluctuates from year to year and as the pricing is based on anticipated volume, an overall percentage increase or decrease can not be determined. However, in spot checking individual prices any increases proposed are reasonable. The contract resulting from this tender will cover the supply and delivery of various signs and miscellaneous hardware to the Municipality of Clarington on an "as required" basis. Subject to satisfactory pricing and service and upon agreement by the Co-operative participants it is recommended that the contract be awarded for a second and third year. With respect to the low bid submitted by Traffic Sign Depot, the maximum percentage increase quoted for the second and third year is 10% versus 6 and 5% respectively quoted by the second low bidder Scugog Signs. Based on the fact that the overall price difference between the first and second bidder is just over $100.00, it is in the Municipality's best financial interest to accept the second lowest bidder, Scugog Signs. In addition, the low bidder does not have sufficient experience with contracts of this magnitude. Their references provided did indicate however that satisfactory service has been provided on small contracts. 802 REPORT NO.: TR-9-99 TENDER CL99-1 PAGE 3 In accordance with the "Terms of Reference/Constitution" of the Durham Purchasing Co-operative, any member agency may elect to participate in a co-operative tender call and in so doing, agree to remain committed to the call and award, its requirements based upon the overall lowest cost/best value, subject to the availability and approval of funds by the respective Council. Scugog Signs were the successful bidder for this contract for the 1996 - 1998 contract and have consistently provided satisfactory service. After further review and analysis of the bids by both Purchasing and Public Works, it was mutually agreed that Scugog Signs, Nestleton, Ontario, be recommended for the contract award for Parts "A" and "8", The required funds will be drawn from the respective year's budget allocation for Traffic and Street Signs. The Treasurer has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specifications, etc., should be referred to the Director of Public Works. Respectfully submitted, a~AMCT Treasurer Reviewed by, ar~__&jfow Franklin Wu, M.C.I.P., R.P.P., Chief Administrative Officer ~~ Director of Public Works MM*LS*cd 803 . . CL99-1, 1999 TRAFFIC SIGN REQUIREMENTS BID SUMMARY Schedule "A" PART A - TRAFFIC SIGNS BIDDER'S NAME TOTAL BID PRICE PAYMENT MAX % COMMENTS TERMS INCREASE Traffic Sign Depot $106,353.91 . 2% net 30 2"" yr-10% Bid on all items Port Perry, Ontario 3"'yr-10% Scugog Signs $106,456.26 . 2%-10 2 yr - 6% Bid on all items Pontypool, Ontario 3'. yr - 5% Summum Signs Inc. $109,532.61 . 1%-10 2 yr-15% Bid on all items Ottawa, Ontario net 30 days 3'" yr- N/A Owl-Life Rentals & $110,463.48 . Net 30 2"" yr 7% Bid on all Items Sales 3'" yr-10% Toronto, Ontario Armtec Highway $111,401.27 . Net 30 2 yr- 10% Bid on all items Safety Products days 3"'yr-10% Waterloo, Ontario Martech Signalisation $111,720.33 Net 30 2"" yr 7% Item's 118,119, not Inc. days 3'" yr- N/A bid Longueuil, Quebec Mechanical $139,592.41 . Net 30 2 yr - 5% Bid on all items Advertising Inc. days 3'" yr- 5% Oshawa, Ontario 3M Canada Company No Bid N/A N/A No Bid London, Ontario . Error in calculation GST & PST included in Total Bid Price 804 , . CL99-1, 1999 TRAFFIC SIGN REQUIREMENTS BID SUMMARY Schedule "A" PART B - POST AND HARDWARE BIDDER'S NAME TOTAL BID PRICE PAYMENT MAX % COMMENTS TERMS INCREASE Martech Signalisation $43,625.65 Net 30 2 yr - 7% Item's 149,151, & Inc. days 3"' yr-N/A 167 not bid Longueuil, Quebec Scugog Signs $45,587.55 2%-10 2 yr - 6% Bid on all items Pontypool, Ontario 3'. yr - 5% Owl-Life Rentals & $47,812.34 ' Net 30 2 yr-7% Bid on all items Sales 3"'yr-10% Toronto, Ontario Traffic Sign Depot $52,214.44 2% net 30 2na yr -10% Bid on all items Port Perry, Ontario 3"'yr-10% Mechanical $54,939.47 ' Net 30 2 yr - 5% Bid on all items Advertising Inc. days 3r. yr- 5% Oshawa, Ontario Armtec Highway $57,960.58 Net 30 2 yr-10% Bid on all items Safety Prod ucts days 3'"yr-10% Waterloo, Ontario Summum Signs Inc. $63,120.63 ' 1%-10 2na yr-15% Bid on all items Ottawa, Ontario net 30 days 3"' yr- N/A 3M Canada Company No Bid N/A N/A No bid London, Ontario 'Error in caluclation GST & PST included in Totai Bid Price Srir uJ CL99-1, 1999 TRAFFIC SIGN REQUIREMENTS BID SUMMARY Schedule "A" PART C - SIGN BLANKS BIDDER'S NAME TOTAL BID PRICE PAYMENT MAX % COMMENTS TERMS INCREASE Scugog Signs $13,689.89 " 2% -10 2"" yr- 6% Bid on all items Pontypool, Ontario 3"'yr- 5% Martech Signalisation $14,055.30 Net 30 2 yr - 7% Item's 118,119, Inc. days 3"' yr- NfA 149, 151, & 167 not Longueuil, Quebec bid Traffic Sign Depot $14,344.91 2% net 30 2"" yr - 10% Bid on all items Port Pemy, Ontario 3"'yr-10% Summum Signs Inc. $16,073.03 1%-10 2 yr-15% Bid on all items Ottawa, Ontario net 30 days 3"' yr- NfA Armtec Highway $16,483.87 Net 30 2"" yr - 10% Bid on all items Safety Products days 3"'yr-10% Waterloo, Ontario Owl-Life Rentals & $16,630.09 Net 30 2""yr-7% Bid on all items Sales 3"'yr-10% Toronto, Ontario Mechanical $20,789.36 " Net 30 2"" yr - 5% Bid on all items Advertising Inc. days 3"' yr- 5% Oshawa, Ontario 3M Canada Company No bid NfA NfA No bid London, Ontario "Error in calculation GST & PST in Total Price Bid 806 . - . CL99-1, 1999 TRAFFIC SIGN REQUIREMENTS BID SUMMARY Schedule "A" PART D - SIGNING MATERIAL BIDDER'S NAME TOTAL BID PRICE PAYMENT MAX % COMMENTS TERMS INCREASE 3M Canada Company $31,692.79 . Net 30 2 yr - 5% Bid only on Part D London, Ontario days 3"' yr-5% Armtec Highway $34,792.79 Net 30 2 yr 10% Bid on all items Safety Products days 3"' yr-10% Waterloo, Ontario Scugog Signs $36,234.89 . 2%-10 2"" yr- 6% Bid on all items Pontypool, Ontario 3"' yr - 5% Summum Signs Inc. $36,585.10 1%-10 2 yr 15% Bid on all items Ottawa, Ontario net 30 days 3"' yr- N/A Martech Signalisation $36,798.85 Net 30 2"" yr-7% Item's 118,119, Inc. days 3"' yr- N/A 149,151, & 167 not Longueuil, Quebec bid Mechanical $37,002.40 . Net 30 2 yr 5% Bid on all items Advertising Inc. days 3"' yr- 5% Oshawa, Ontario Traffic Sign Depot $38,250.20 2% net 30 2 yr-10% Bid on all items Port Perry, Ontario 3"'yr-10% Owl-Life Rentals & $50,748.52 . Net 30 2 yr-7% Bid on all items Sales 3"'yr~10% Toronto, Ontario 'Error in calculation GST & PST included in Total Bid Price 807