HomeMy WebLinkAboutCOD-028-08
Cl~-!l]gton
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Monday, May 12th, 2008 'Ke,:::>o l Lt t-; D (j:\btl P ,4~3;;>) .as
Date:
Report #:
COD-028-08
File#_
By-law #
Subject:
QUOTATION Q2008-5, MECHANICAL EQUIPMENT MAINTENANCE CONTRACT
- OIL FIRED FURNACES
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend
to Council the following:
1. THAT Report COD-028-08 be received;
2. THAT Cynergy Mechanical Limited, Etobicoke, Ontario, with a total bid price of $89,298.07
(excluding G.S.T.), being the lowest responsible bidder meeting all terms, conditions and
specifications of the Quotation Q2008-5, be awarded the contract to provide Mechanical
Equipment Maintenance for Oil Fired Furnaces, as required by the Municipality of Clarington
Operations Department;
3. THAT pending satisfactory pricing and service the contract be extended for a second and
third year; and
4. THAT the funds expended be drawn from the Department of Operations, various operating
accounts.
Submitted by:
Reviewed by:
(.)~~ ~
Franklin Wu,
Chief Administrative Officer
MMIJDB\BH
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-02S.QS
PAGE 2
BACKGROUND AND COMMENT
Quotation specifications were advertised electronically. Subsequently, three quotations were
received and tabulated as per Schedule "A" attached.
As noted on the attached summary the bid received from Shephard Mechanical, Orono, Ontario was
rejected as the bid deposit was not included in the submission. Upon review of the bids, it is
recommended to proceed with an award to the low bidder, Cynergy Mechanical Limited Etobicoke,
Ontario as they were compliant and the bid submitted met the quotation specifications.
The references for Cynergy Mechanical Limited have been contacted and are satisfactory. Cynergy
Mechanical Limited has fourteen years experience. The firm has six oil burner technicians on staff
with two located locally (i.e., Port Hope and Brooklin) in order to meet the municipality's preventative
maintenance and emergency call requirements.
After review and analysis of the bids by Purchasing and Operations, it was mutually agreed that the
bid from, Cynergy Mechanical Limited, Etobicoke, Ontario be recommended for the contract for the
mechanical equipment maintenance contract - oil fired furnaces.
The Finance Director 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.
Attachments:
Attachment 1 - Schedule "A", Bid Summary
REPORT NO.: COD-028-08
PAGE 3
Schedule "A"
Bid Summary
Quotation Q2008-5
BIDDER TOTAL BID
(Excluding GST)
Cynergy Mechanical Limited
Etobicoke, ON $89,29807'
Dixon Mechanical
Oshawa, ON $143,436.01'
Shephard Mechanical
Orono, ON Rejected
'revised to include the cost for preventative maintenance, emergency repairs, replacement parts and
the proposed increase for Year 2 and Year 3 of the contract