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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
File# L-tA. .GE:
Res.# GP A- 3c;/-9r
Date:
MONDAY, JUNE 22, 1998
Report #:
TR - 54 - 98 File #:
By-Law #
Subject:
ACCEPTANCE OF CONTRACTS AND QUOTATIONS
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report TR-54-98 be received;
2. THAT the Chief Administrative Officer and Treasurer or their
designates be authorized to accept the lowest qualified tender
or quotation meeting all terms, conditions and specifications
as required by the Municipality during holiday periods for the
term of Council;
3. THAT the Mayor and Clerk subject to recommendation #2 above,
be authorized to execute the necessary contracts or
agreements; and
4. THAT an information report and any applicable By-laws be
presented at the first G.P.A. Committee meeting in September
summarizing the tender or quotations that have been awarded.
BACKGROUND AND COMMENT:
During holiday periods, there may be occasion where tenders or
quotations (budgeted items) will be required to be opened and
awarded. In order to avoid the necessity of convening a Council
meeting and possibly not having a quorum available due to the
holiday period, it would be appropriate for Council to adopt the
recommendations contained in this report.
For efficiency purposes, it is recommended that this procedure be
implemented for the term of Council. This procedure is consistent
with the previous term of Council.
823
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REPORT NO.: TR-54-98
ACCEPTANCE OF CONTRACTS AND QUOTATIONS
JULY/AUGUST BREAK
PAGE 2
In some cases, the low bidder may not be the most qualified with
respect to references or quality of product offered and in these
cases, the most appropriate low bid would be selected.
For the information of Council, staff have confirmed with the
Ministry of Municipal Affairs that establishing this procedure is
within Council's authority.
Also, for the Council's information, Schedule "A" attached details
which tenders are tentatively scheduled for closing and/or awarding
during the summer recess.
Should Council not wish these tenders to be awarded under the
proposed method for the summer Council break, they may
alternatively schedule a special Council meeting.
Respectfully submitted,
~
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-~ UL/J5iE7-
'M ie Marano, H. BSc . ,AMCT . ,
Treasurer
Reviewed by,
W.H. Sto~
Chief Administrative Officer
MM*LB*ld
824
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Schedule "A"
Capital Project Approx. Approx.
1998 Budget Name Advertising Tender Closing
Allocation Date Date
$800,000.00 Tender CL98-15 June 18, 1998 July 2, 1998
Wellington Street Reconstruction
(Re-tender of CL98-4)
$28,000.00 Condenser - Darlington Sports June 24, 1998 July 8, 1998
Centre
$24,500.00 Replace Rubber Flooring - July 8, 1998 July 22, 1998
Darlington Sports Centre
$31,000.00 Replace Carpet Tile - Darlington July 8, 1998 July 22, 1998
Sports Centre
$95,000.00 Sidewalk Construction July 8, 1998 July 22, 1998
N/A Tree Maintenance July 8, 1998 July 22, 1998
$50,000.00 Roof Replacement, Hampton ? ?
Operations Centre
$90,000.00 Addition of Room, Darlington ? ?
Sports Centre
1997 budget carry- Farewell Creek July 29, 1998 August 12, 1998
over, $25,000.00
N/A Street Lighting ? ?
825