HomeMy WebLinkAboutCOD-033-08
CIYl-!lJgton
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
~2:0\v.-\iD(\"*GrA- 3'1'-1-- 02;.
Date:
June 16, 2008
Report #: COD-033-08
File#_
By-law #2oo~-( , \0
Subject:
CL2008-20, 2008 Crack Sealing Programs, Various Locations
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-033-08 be received;
2. THAT Road Savers 2000 Ltd, Toronto, Ontario with a total bid in the amount of
$37,295.72 (excluding G.ST), being the lowest responsible bidder meeting all
terms, conditions and specifications of Tender CL2008-20, be awarded the
contract to provide crack sealing at various locations as required by the
Municipality of Clarington;
3. THAT pending satisfactory service and acceptable pricing the contract be
extended for a second and third year;
4. THAT the funds required be provided from the Operations Department 2008
Budget Account #100-36-381-10250-7163; and
5. THAT the attach d By-law marked Schedule "A" authorizing the Mayor and Clerk
to execute th ssary agreement be approved. ~. ~.
Submitted by: Reviewed by: ~~
'e Marano, H.B.Sc., C.M.O., d-..J Fr IIn u,
Director of Corporate Services ./G"' Chief Administrative Officer
MMIJDBlkm
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-033-08
PAGE 2
BACKGROUND AND COMMENT
Tender CL2008-20 was advertised and issued with bids being received and tabulated
as follows:
I BIDDER I TOTAL BID (plus GST) I
Road Savers 2000 Ltd. $37,295.72
Toronto, ON
R & N Maintenance $39,959.70
Guelph, ON
Queensway Excavating $47,951.64
Harwood, ON
The low bidder's submitted tender has been reviewed and is in order. Road Savers
2000 Ltd. has completed a number of projects with similar work for public agencies and
these agencies provided satisfactory references.
The total project cost for 2008, including tendering, project administration and
contingencies is $50,000.00 as detailed in the letter from Totten Sims Hubicki
Associates, marked Schedule "B". This amount is provided in the 2008 operation
budget.
Tenders for this service were called on the basis of a firm price for the 2008 service
period and provided an option to extend the agreement for a second and third year
provided the contractor's performance, quality and completion of the work are
satisfactory and proposed prices for years two and three are acceptable to the
Municipality, and budget approval is received from Council.
The Directors of Operations and Finance have reviewed the recommendation and
funding requirements and concur with the recommendation. Queries with respect to
department needs, specifications, etc., should be referred to the Director of Operations.
It is recommended that the tender in the amount of $37,295.72 (exclusive of G.S.T.) be
awarded to Road Savers 2000 Ltd, Toronto, Ontario.
REPORT NO.: COD-033-o8
PAGE 3
The report has been reviewed for recommendation by the Purchasing Manager, with the
appropriate departments and circulated as follows:
Concurrence: Director of Operations
Director of Finance
Attachments:
Attachment 1 - Schedule "A"
Attachment 2 - Schedule "8", Letter from Totten Sims Hubicki Associates
Schedule "A"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2008-
Being a By-law to authorize a contract between the
Corporation of the Municipality of Clarington and Road Savers
2000 Ltd., Toronto, Ontario for the Crack Sealing Programs,
Various Locations.
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, Road Savers 2000 Ltd., Toronto, Ontario, and said Corporation;
and
2. THAT the contract attached hereto as Schedule "A" form part of this By-law.
By-law read a first and second time this day of
,2008.
By-law read a third time and finally passed this
day of
,2008.
Jim Abernethy, Mayor
Patti L. Barrie, Municipal Clerk
SCHEDULE "B"
II
TIll
Totten Sims Hubick.i Associates
513 Division Street,
Cobourg, Ontario, Canada K9A 5G6
(90S) 372-2121 Fax: 1905) 372-3621
E-mail;cobourg@tsh.ca www.tsh.ca
engineers
architects
planners
May 23, 2008
Mr. Larry Postill, Supervisor
Operations Department
Municipality of Clarington
40 Tern perance Street
BOWMANVILLE, Ontario Ll C 3A6
Dear Sir;
Re: 2008 Crack Sealing Program
Tender No. CL2008-20, Municipality of Clarington
TSH Project No. 42-65106-12
Tenders for the above project were opened at the Municipal Offices on Wednesday, May 14th, 2008 at
2: 15 p.m. A list of the bids received is provided in the table below. Ail numbers are exclusive of
GST.
lIidder - TotaITen4er~
. Amount
Road Savers 2000 Ltd., Toronto, Ontario I $37,295.72
R & N Maintenance, Guelph, Ontario ; $39,959.70
Queenswav Excavating, Harwood, Ontario $47,951.64
TSH has reviewed ail bids accepted by the Clarington Purchasing Department and have confirmed the bid
values noted above. As requested by the Purchasing Department, references have been checked for tbe
low bidder. Road Savers 2000 Limited has completed projects of similar scope and value for tbe County
of Peter borough and the Town of Mar1<harn. Staff members from these municipalities were contacted for
references and have confirmed the Contractor's performance on these past projects to be satisfactory.
The foHowing is a summary of the total project costs;
Total Construction Costs Based on Low Bid
Preparation of2008-2011 Crack Seal Program
and 2008 Tender (to May] 0, 2008)
Contract Administration
Contingencies
Total
$37,295.72
$5,978.68
$4,500.00
$2.225.60
$50,000.00
SCHEDULE "B"
Municipality of Clarington
Mr. Larry Postill, Supervisor
Mav 23. 2008
2.
Based on the total budget amount of $50,000 allocated for these works from the 2008 budget (Account
No. 100-36-381-10250-7163) the total project costs based on the low bid are within budget.
It should be noted that this Tender was structured in such a manner too allow the Municipality of
Claringlon to reserve the option to extend the contract for a second and third year provided the supplier's
performance, quality and completion of the work are satisfactory, proposed pricing for the subsequent
year is acceptable to the Municipality, and budget approval is received for subsequent years from
Municipal Council.
The contract is open for acceptance for a period of ninety (90) days after the tender closing date of
Wednesday, May 14, 2008. The contract work is scheduled for completion by July 25''', 2008.
We recommend acceptance of the low tender and award of a contract to Road Savers 2000 Limited of
Toronto, Ontario in the amount 01'$37,295.72 exclusive ofGST. Upon receipt of your instructions, we
will prepare the contract documents for execution. Please advise if you require additional information to
supplement the above.
Should you require any additional information, please do not hesitate to contact the undersigned.
Best regards,
Ron Albright, P.Eng.
Project Manager
RNra
P:\Dept 42\42-65 J 06.12\Corresp\CL2008-20 Tender Report.doc
pc: Mr. Jerry Barber, CPPO, Municipality ofClaringlon
Mr. Ian Roger, P. Eng., TSH
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