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Home My WebLink AboutTR-67-98 .. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON ... REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE FiJe# rl<6, Q U Res.~) P A~.q 7' ~ - 9(, Date: MONDAY, AUGUST 31 1998 Report #: 'T'R - h 7 - q R File #: By-Law # Subject: CO-OPERATIVE TENDER 98-F1-03, DOMESTIC FUEL OIL 1998/1999 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-67-98 be received; 2. THAT Imperial Oil, Downsview, Ontario with a net unit price in the amount of $ .1950 per litre (including G. S. T.) , meeting all terms, conditions and specifications of the Co-operative Tender 98-F1-03 be awarded the contract to supply and deliver No. 2 Domestic Fuel Oil to the Municipality of Clarington for the 1998/99 winter season; and 3. THAT the funds expended be drawn from the 1998/99 budget allocation for heating of facilities. BACKGROUND AND COMMENT: A Co-operative Tender was issued for the supply and delivery of No.2 Domestic Fuel Oil. Affiliated Hall Boards, Museums and Park Boards were given the option of being included in this tender. Subsequently, the bids were received and tabulated as per the attached Bid Summary, marked Schedule IIAII. The required funds will be drawn from the 1998/99 allocation for heating of facilities from which there are funds available. The Treasurer has reviewed the requirements and concurs with the recommendation. budget adequate funding 801 REPORT NO.: TR-67-98 PAGE 2 The price tendered represents a price decrease of twenty-three percent (23%) over the 1997/98 prices. In comparison to the tendered unit price of $ .1950, the average household price is approximately 48% higher. For the information of Council, the 1997/98 expenditure for this contract was approximately $45,000.00. After further review and analysis of the bids by Purchasing, it is recommended that Imperial Oil, Downsview, Ontario, be recommended for the contract award to supply and deliver No. 2 Domestic Fuel Oil, as required by the Municipality of Clarington. Respectfully submitted, ~!::.o, H.BSe. ,AMCT. , Treasurer Reviewed by, ~ W.H. Stockwell, Chief Administrative Officer MM*LB*jt 802 SCHEDULE "A" BID SUMMARY CO-OPERATIVE TENDER 98-F1-03, NO.2 DOMESTIC FUEL OIL (BASED ON ESTIMATED MUNICIPALITY OF CLARINGTON REQUIREMENTS OF APPROXIMA TEL Y 160,900 LITRES) Imperial Oil. YES .1950 Downsview, Ontario Ultramar Canada Inc. NO .1963 Oshawa, Ontario Petro- Canada NO .2004 Oakville, Ontario Sunoco Inc. NO .2210 North York, Ontario Perry Fuels YES .2247 Oshawa, Ontario Thermoshell YES .2347 Markham, Ontario 803 Meeting: Date: Report #: Subject: THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT #3 SCHEDULE "A" REPORT oWl COUNCIL File # MONDAY, JUNE 29, 1998 Res.1:- - 5~ - '78" TR - 5 9 - 9 8 File #: By-Law # ADDITION/RENOVATIONS TO THE NEWCASTLE TENDER CL98-13, COMMUNITY HALL Recommendations: "" It is respectfully recommended to Council the following: 1. THAT Report TR-59-98 be received; 2. THAT Kraco Carpentry Service Limited, Bowmanville, Ontario, with a total bid in the amount of $46,673.00, being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL98-13, Addition/Renovations to the Newcastle Community Hall. 3. THAT $22,600.00 of the total be drawn from the Montague Trust Fund Reserve, and that $32,573.00 be drawn from the 1998 Capital Budget Account #7022-00002-0501; and 4. THAT the attached By-law marked Schedule nAn authorizing the Mayor and Clerk to execute the agreement be approved. BACKGROUND AND COMMENT: .. Tenders were publicly advertised and issued for the Addi tion/Renovations to the Newcastle Community Hall. Subsequently, tenders were received and tabulated as follows: Kraco Carpentry Bowmanville, Ontario Gerr Construction Limited Bowmanville, Ontario Jeffrey G. Wallans Construction Brighton, Ontario Snyder Construction Ashburn, Ontario $46,673.00 $51,574.00 $58,636.00 $61,953.00 bL6 REPORT NO.: TR-59-98 TENDER CL98-16 PAGE 2 ~ The total funds required for this project are $55,173.00 ($46,673.00 contract + $6,000.00 consulting +$2,500.00 contingency). It is recommended that $22,600.00 be drawn from the Montague Trust Fund Reserve and that the remaining required funds in the amount of $32,573.00 be drawn from the 1998 Capital Budget Account #7022-00002-0501. As reflected in the 1998 Draft Capital Budget, Page 25, and as per Report TR-29-98, the total funds allocated under this account are $36,000.00. Council was previously made aware of a pledge towards this project from the Newcastle Lion's Club, in the amount of $25,000.00. Upon receipt, this money will be allocated back to the Montague Trust Fund Reser.ve. The Treasurer has reviewed the recommendation. Queries specifications, etc., should funding requirements and concurs with the with respect to department needs, be referred to the Property Manager. The subject firm have previously performed satisfactorily for the Municipality of Clarington. After further review and analysis of the tender by the Property Manager and Purchasing, it was mutually agreed that Kraco Carpentry Services, Bowmanville, Ontario, be recommended the contract for the Addition/Renovations to the Newcastle Community Hall. .. ~:;bmitted' r~e arano, H.BSc. ,AMCT., Treasurer Reviewed by, W.H. St~~ Chief Administrative Officer MM*LB*ld eLl SCHEDULE "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 98- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Kraco Carpentry Service Limited, Bowmanville, Ontario, for the Addition/Renovations to the Newcastle Community Hall. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington, and seal with the Corporation Seal, a Contract between Kraco Carpentry Service Limited and said Corporation; and 2. THA T this agreement attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of June, 1998. By-law read a third time and finally passed this day of June, 1998. Mayor Clerk bL8 .sc-~~ d ~ -e_ "., .\3 h THE CORPORATION OF THE MUNICIPALITY OF ClARINGTON Memorandum To: From: Lou Ann Birkett, Purchasing Manager Date: Fred Horvath, Property Manager Subject: August 20, 1998 Newcastle Community Hall Addition The above mentioned project is in week seven and several site conditions have been found that need to be addressed. 1. Roof - the existing original roof over the kitchen has developed several leaks and it is recommended that it be replaced at the same time the new roof for the addition is being installed. The contractor has provided a price of $3,500.00. 2. Bricks - to match the existing bricks to the kitchen and to the original building has been difficult. We are finally in a position to recommend an acceptable brick to the contractor, which has been endorsed by the Hall Board and LACAC. The kitchen wall brick is not secure as the brick ties have rusted away and the brick work is in need of some tuckpointing. It is recommended that we replace the bricks and include the concrete band consistent with the original structure. The cost for this is $8,100. 3. Flooring - the Health Department has advised us that the existing flooring in the kitchen is in need of replacement. It would be ideal to co-ordinate the tiling with the addition and possibly save money. Estimated budget is between $3,000 to $5,000. 4. Painting - The clock tower should be painted in conjunction with all of the improvements being done as part of the 75th anniversary of the hall. The additional cost for the clock tower and miscellaneous paint is $5,000. The total budget for this project, as reported to Council, was $80,000 with monies coming from the Montague Trust fund, Newcastle Lions Club and the Building Maintenance and Improvement Reserve. The tender report to Council approved an expenditure of consulting, contingency and construction of $56, 173 .00. This leaves a balance of $23,827.00. The total budget for the four items is $21,600. bL9 . . I would equest your approval to increase the project amount to include these items. orvath, Property Manager 810