HomeMy WebLinkAboutCOD-009-08
Cl~mgron
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
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Monday, February 4, 200B
Date:
Report #: COD-ODS-DB
File#
By-law #
Subject:
TENDER CL2007-52 SUPPLY & DELIVERY OF OILS & LUBRICANTS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-009-0S be received;
2. THAT RP Oil Limited, Whitby, Ontario with a total approximate annual bid in the amount
of $24,195.72 (Plus G.S.T.), being the lowest responsible bidder meeting all terms,
conditions, and specifications of Tender CL2007-52, be awarded the contract to supply
and deliver oiis and lubricants commencing March 1, 2008, as required by the
Municipality of Clarington, Operations Department; and
3. THAT the contract be extended for a second year and third year dependant upon
satisfactory service and pricing; and
4. nds be provided from the current operating fleet budget.
Submitted by:
Reviewed by:
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Franklin Wu,
Chief Administrative Officer
Fre h, RDMR, RRFA,
Director of Operations
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169
REPORT NO.: COD-009-OS
PAGE 2
BACKGROUND AND COMMENT
Tenders were publicly advertised and issued for the supply and delivery of oil and lubricants, as
required by the Operations Department. Subsequently, tenders were received and tabulated as
per Schedule "A" attached.
The prices submitted by RP Oil Limited are firm for one year and the tender makes provision for
two one year extensions pending satisfactory service and pricing. Due to the volatility of the
petroleum market pricing for years two and three will be subject to adjustment based the market
conditions in effect at the time of renewal. Because of the market conditions it is estimated that
the total value of the three year agreement will exceed $75,000.00 which is in excess of the
Purchasing Manager's authority as set out in the Purchasing By-law. It is recommended that
the contract be extended for a second and third year pending satisfactory service and pricing.
The required funds will be provided from the Operations Department current operating fleet
budget.
The Director of Finance 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 Operations.
The subject firm has previously provided service for the Municipality of Clarington and the
Operations Department were satisfied with the service.
After further review and analysis of the bids by the Operations Department and Purchasing, it
was mutually agreed that RP Oil Limited, Whitby, Ontario, be recommended for the contract to
supply and deliver oil and lubricants to the Municipality of Clarington, as required by the
Operations Department.
Attachments:
Attachment 1 - Schedule "A" Bid Summary
Schedule "A"
Bid Summary
Tender CL2007-52
BIDDER TOTAL BID
(Excluding GST)
Safety Kleen Canada Inc. $18,073.55'
Breslau, ON
RP Oil Limited
Whitby, ON $24,195.72
Noco
Toronto, ON $26,818.55
BOSS Lubricants
Toronto, ON $28,051.17
Edward Fuels
Godevich, ON $30,590.01
Paul Lizotte Fuels Limited
Bowmanville, ON $31,363.39
Total Lubricants Canada Inc.
Pickering, ON $31,794.14
Mister Chemical
Vaughan, ON $32,539.92'
Frew Petroleum
Oshawa, ON $32,764.98
'not all products quoted, re-refined products quoted