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Corporate Services
Report
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Report To: General Government Committee
Date of Meeting: January 21, 2019
Report Number: COD -002-19 Resolution: GG -017-19, GG -019-19
File Number: CL2018-33 By-law Number:
Report Subject: Miscellaneous Catch Basin and Maintenance Hole Repairs
Recommendations:
That Report COD -002-19 be received;
2. That Coco Paving Inc. with an annual bid in the amount of $133,031.87 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2018-33 be awarded the contract for an initial one year term,
as required by 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 three additional one year terms;
4. That the funds required for this project in the amount of $139,683.46 (Net HST Rebate)
which includes the construction cost of $133,031.87 (Net HST Rebate) and
contingency cost of $6,651.59 (Net HST Rebate) be funded by the Municipality as
follows:
Catch Basin/Sewer Mntnc (2018) 100-36-380-10245-7163 $76,135.08
Catch Basin/Sewer Mntnc (Prior Yrs Unexpended)100-36-280-10245-7163 $63,548.38
5. That all interested parties listed in Report COD -002-19 and any delegations be advised
by the Corporate Services Department of Council's decision regarding the award.
Municipality of Clarington
Report COD -002-19
Report Overview
Page 2
To request authorization from Council to award the contract for Miscellaneous Catch Basin
and Maintenance Hole Repairs as required by the Operations Department.
1. Background
1.1 Tender specifications were prepared by the Engineering Services Department and the
Operations Department and provided to the Purchasing Services Division. This tender
identified miscellaneous catch basin and maintenance hole repairs for various locations
throughout Clarington.
1.2 Tender CL2018-33 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. Seven
(7) companies downloaded the document.
1.3 The tender closed on October 19, 2018.
2. Analysis
2.1 Two (2) 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
were deemed compliant.
2.2 All bids received exceeded the 2018 allotted budget amount. After review and analysis
by the Operations Department, the Engineering Services Department and the
Purchasing Services Division, it was mutually agreed that the Municipality of Clarington
would remove some non-priority optional locations from the 2018 scope of work to bring
the cost within budget. Coco Paving's original bid price of $152,651.19 (Net HST
Rebate) was reduced to a new bid price of $133,031.87 (Net HST Rebate). There were
also unspent funds from previous years dedicated to this project in the amount of
$63,548.38 (Net HST Rebate) to cover the shortfall.
2.3 After further review and analysis of the submissions by the Operations Department,
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
CL2018-33.
2.4 Coco Paving Inc. has successfully completed work for the Municipality in the past.
3. Financial
3.1 The funding required for this project is $139,683.46 (Net HST Rebate) which includes
the construction cost of $133,031.87 (Net HST Rebate) and contingency cost of
$6,651.59 (Net HST Rebate).
Municipality of Clarington
Resort COD -002-19
Page 3
3.2 The approved budget for this project is $76,135.08.00 (Net HST Rebate) thereby
leaving a shortfall of $63,548.38 (Net HST Rebate) to complete the works. There was
work not completed in previous years and funds were carried forward to complete the
works in 2018. The unspent funds from previous years are requested to be applied to
this project to cover the shortfall and contract costs. If approved the purchase will be
funded by the Municipality as follows:
Catch Basin/Sewer Mntnc (2018)
100-36-380-10245-7163 $76,135.08
Catch Basin/Sewer Mntnc (Prior Yrs Unexpended)100-36-280-10245-7163 $63,548.38
3.3 Queries with respect to the department needs should be referred to the Director of
Operations.
4. Concurrence
This report has been reviewed by the Director of Operations and the Director of Finance
who concur with the recommendations.
5. Conclusion
It is respectfully recommended that Coco Paving Inc. being the lowest compliant bid be
awarded the contract for Miscellaneous Catch Basin and Maintenance Hole Repairs as
per the terms, conditions and specifications of Tender CL2018-33.
6. 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
Reviewed by:
Andrew C. Allison, B. Comm, LL.B
CAO
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or
dferguson@clarington.net
Attachment:
Attachment 1: Summary of Bid Results for Tender CL2018-33
Municipality of Clarington
CL2018-33
Attachment 1 to
Report COD -002-19
Miscellaneous Catch Basin and Maintenance Repair Holes
Bid Summary
Bidder
Total Bid*
Projected 4 Year
(Net HST Rebate)
Contract Value
(Net HST Rebate)
Coco Paving Inc.
$133,031.87
$532,127.48
Nick Carchidi Excavating
$168,752.68
$675,010.72
Limited
*Price reflects total bid with optional site locations removed to come within budget
requirements.