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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting:
General Purpose and Administration Committee
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Res.#~~n
By-law #
Date:
September 20, 1999
Report #:
TR-54-99
FILE#:
Subject:
TENDER AWARDS - SUMMER COUNCIL BREAK
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report TR-54-99 be received for information.
BACKGROUND AND COMMENT
In accordance with the Resolution #GPA-391-9B, the Administrator and the Treasurer
awarded the following Tenders/Contracts during the July/August Council Break:
1. Co-operative Tender T257-97 Supply and Delivery of Gasoline and Diesel Fuel.
2. Tender CL96-14, Mechanical Equipment Maintenance Municipal Administrative
Centre.
3. CL99-18, One Half Ton Pick-up Truck.
4. Tender CL99-23, Newcastle Memorial Arena, Parking Lot Restoration.
A summary outlining the bids and awards is attached (Schedule "B").
Respectfully submitted,
Reviewed by,
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Franklin Wu, M.C.I.P.,R.P.P.,
Chief Administrative Officer
rle Marano, H.BSc., AMer.,
Treasurer
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SCHEDULE "B"
BID SUMMARY
1. CO-OPERATIVE TENDER T 557-97
SUPPLY AND DELIVERY OF GASOLINE AND DIESEL FUEL
The above noted contract to Shell Canada Products, in an approximate annual amount
of $78,950.00 was extended for an additional year.
The Municipality of Clarington participated co-operatively in Tender T257-97, for the
Supply and Delivery of Gasoline and Diesel Fuel.
Subsequently, the contract was awarded to Shell Canada Products.
Funding will be provided from the 1999 respective departments Operating Fleet
Budgets.
As the Durham Co-operative is currently reviewing the potential of a GTA wide contract,
an extension to the existing contracts rather than being committed to a new contract is
proposed. Shell Canada have agreed to an extension for one year along with the
current pricing agreement. They have also agreed to an early termination of the
agreement during 2000 should we wish to participate in a GTA Co-operative Tender.
After review and analysis of the bids by Purchasing, the Durham Purchasing Co-
operative Public Works and Fire Departments, it was mutually agreed that Shell Canada
Products be recommended for the contract extension.
The subject firm have previously performed satisfactorily for the Municipality of
Clarington.
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SCHEDULE "B"
BID SUMMARY
2. TENDER CL96-14, MECHANICAL EQUIPMENT
MAINTENANCE MUNICIPAL ADMINISTRATIVE CENTRE
The above noted contract to Tri-Air Systems, was extended for an additional three (3)
years at the following rates:
Maintenance Year (1) $2,000.00
Maintenance Year (2) $2,100.00
Maintenance Year (3) $2,200.00
Hourly Rate for Emergency Repairs $61.50/hour
The Terms and Conditions for Tender CL96-14 provides for a contract extension, at the
option of the Municipality of Clarington, subject to satisfactory service and pricing. The
prices provided represent an approximate increase in the maintenance fee of 16% over
a three year period. The hourly rate for the emergency repairs is the same as what was
recently tendered for Tender CL99-13 which was also awarded to Tri-Air Systems.
The Municipality of Clarington publicly advertised and issued Tender CL96-14, for the
Mechanical Maintenance Agreement for the Municipal Administrative Centre.
Subsequently, the contract was awarded to Tri-Air Systems.
Funding will be provided from the respective years Operating Budgets.
After review and analysis of the bids by Purchasing and the Property Manager, it was
mutually agreed that Tri-Air Systems be recommended for the contract extension.
The subject firm have previously performed satisfactorily for the Municipality of
Clarington.
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SCHEDULE "B"
BID SUMMARY
3. CL99-18, ONE (1) HALF TON PICK UP TRUCK
Tenders were advertised and invited, with bids being received and tabulated as follows:
BIDDER
Nurse Chevrolet Olds
Whitby, Ontario
Ontario Motor Sales
Oshawa, Ontario
Includes Taxes
TOTAL BID PRICE
$32,279.35
$33,005.00
Funding will be provided from the Public Works 1999 Capital Budget Account
2900-00010-0000, as reflected on Page 211 of the Capital Budget and are within the
$55,000.00 allocation, a portion of which is for the plow attachment.
Note, the reason for only two bids is that it is too late in the year to order 1999 vehicles.
In addition, not all dealers have their pricing available yet for the 2000 model. As the
truck must be received in time to retrofit with snow plough equipment, it is necessary
that it be ordered as soon as possible.
After review and analysis of the bids by Purchasing and Public Works, it was mutually
agreed that Nurse Chevrolet Olds, Whitby, Ontario be recommended for the contract
award.
The subject firm have previously performed satisfactorily for the Municipality of
Clarington.
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SCHEDULE "B"
BID SUMMARY
4. CL99-23, NEWCASTLE MEMORIAL ARENA - PARKING LOT
RESTORATION
Tenders were advertised and invited, with bids being received and tabulated as follows:
BIDDER
BID AMOUNT
OPTIONAL WORK
TOTAL BID
Bennett Paving and Materials Ltd.
Oshawa, Ontario $14,826.94
Tri Son Contracting
Port Perry, Ontario
$19,950.00
$7,188.56
$13,435.00
$22,015.50
$33,385.00
Ron Robinson Limited
Bowmanville, Ontario
$22,228.65
$11,902.27
$34,130.92
* GST Extra
Funding, will be provided from account # 7029-00000-0501, as carried over from the
1998 Capital budget ($22,000.00 carried over).
Note, in order to ensure there were adequate funds. some of the required work was
listed as optional and only to proceed if sufficient funding available. As there are
sufficient funds it is recommended that the optional work be included.
After review and analysis of the bids by Purchasing, Totten Sims Hubicki and the
Property Manager, it was mutually agreed that Bennett Paving and Materials Limited,
Oshawa. Ontario be recommended for the contract award.
The subject firm have previously performed satisfactorily for the Municipality of
Clarington.
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