HomeMy WebLinkAboutCOD-042-08
Cl!1lmgron
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Monday, July 7th, 2008 Keso\lAtlOYl *f;fft-44l-o~
Date:
Report #:
COD-042-08
File#_
By-law #
Subject:
TENDER CL2008-23, HIGH FLOAT RESURFACING
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-042-08 be received;
2. THAT Miller Paving Limited, Gormley, Ontario, with a total bid price of $515,865.75
(excluding G.S.T.), being the lowest responsible bidder meeting all terms, conditions and
specifications of Tender CL2008-23, be awarded the contract for the High Float
Resurfacing;
3. THAT the required funds be drawn from the Department of Operations, 2008 Current
Budget Surface Treatment Account #1 00-36-381-1 0270-7163;
4. THAT the additional expenditure for Road Stabilization in the amount of $6,500.00 be
approved; and
5. THAT the balance of the funds be used as needed for a contingency for the 2008 High
Float Program with any remaining amount being carried forward to the 2009 program.
Submitted by:
~p -
arie Marano, H.B.Sc., C.M.O.,
Director of Corporate Services
\
Reviewed by::: ~]^_..JQ .--.S: ~1.(
Franklin Wu,
Chief Administrative Officer
MMIJDBIBH
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-042-08
PAGE 2
1. BACKGROUND AND COMMENT
1.1. Tender specifications were provided by Totten Sims Hubicki Associates for the 2008
High Float Resurfacing as required by the Operations Department.
1.2. Tenders were publicly advertised in the local paper as well as electronically.
Subsequently, two tenders were received and tabulated as per Schedule "A" attached.
2. ANALYSIS
2.1. After further review and analysis of the bids by the Operations Department, Totten Sims
Hubicki Associates and Purchasing, it was mutually agreed that the low bidder, Miller
Paving Limited, Gormley, Ontario, be recommended for the contract for the 2008 High
Float Resurfacing project. A copy of the recommending memo from Totten Sims Hubicki
Associates, is attached as Schedule "A".
2.2. The recommended low bidder has previously performed satisfactory work for the
Municipality of Clarington.
2.3. The second bid submitted from Royer Paving Limited, Lindsay, Ontario is a
noncompliant bid as an addendum was not acknowledged and the revised quantities
and units for Part B - Bowmanville North Area - Area 2 Item No. B3 were not taken into
consideration.
2.4. For the information of Council, the average unit prices per tonne quoted for this project
represents an approximate 2.1 % increase over the 2007 bid.
2.5. Queries with respect to the department needs, specifications, etc. shouid be referred to
the Director of Operations.
3. FINANCIAL IMPLICATIONS
3.1. The total project cost of $515,865.75 will be drawn from the 2008 Operations
Department Current Budget Surface Treatment Account #100-36-381-10270-7163.
REPORT NO.: COD-042-08
PAGE 3
3.2. The budget for the 2008 surface treatment contract was approved at $630,000.00. At
their meeting held April 7, 2008, Council authorized an expenditure of $44,328.00 for
cold patch to be drawn from this account. In addition, the Operations Department will
incur a cost of $6,500.00 for Road Stabilization on Murphy Road.
3.3. Given the aforementioned transactions it is estimated that $63,306.25 (GST not
applicable) will remain in the account for use as a contingency for this years High Float
Program with any funds remaining at the end of the year being carried forward to the
2009 program.
4. CONCLUSION
4.1. That the low compliant bidder, Miller Paving Limited, Gormley, Ontario, be
recommended for the contract for the 2008 High Float Resurfacing project.
5. INPUT FROM OTHER SOURCES
5.1. This 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", Recommendation Letter from Totten Sims Hubicki Associates
SCHEDULE "A"
II
TIM
'rotten SilT1S Hubicki Associates
30u Water Street
\\"bitby. Ontario, Camlda LJ'N 912
(905) 66g~936J Fa\: (90S) 668~0221
E-mail: tsh:fJjtsh.c<.l \V\v\.\'.tsh,ca
engineers
architects
planners
June 20, 2008
Mr. Larry Postill, Supervisor
Operations Department
Municipality of Clarington
40 Temperance Street
BOWMANVILLE, Ontario LIC 3A6
Dear Sir:
Re: High Float Resurfacing Tender
Tender No. CL2008-23, Municipality of Cia ring ton
TSH Project No. 42-65106
Bids for the Municipality of CIarington Tender No. CL2008-23, were received and opened on Tuesday,
June 3", 2008.
The following is a summary of the two (2) tenders received:
BIDDER TOTAL BID
fExcludim! GSn
Miller Paving Limited
Gormley, ON $515,865.75
Royel Paving Limited
Lindsay, ON $666,687.65
We have examined the two submissions and found the lowest tender to be arithmetically correct and
complete, complying with the general tendering requirements. The second bid did not include the bid
addendum and as such, the revised quantities and units for the base stabilization in Maintenance Area 2 -
Bowmanville were not correct. The unit prices tendered by the low bidder were not significantly different
from the previous year's bid when factoring in the increased costs of petroleum based products.
SCHEDULE "A"
Municipality of Cia ring ton
Mr. Larry Postill, Supervisor
June 20, 2008
2.
Funds for this project will be supplied as follows:
Surface Treatment Account Budget
1000-36-381-10270-7163
$630,000.00
Commitments to date:
As approved by Council April 7, 2008,
Report #COD-013-08
$ 44.328.00
Fund available for High Float Resurfacing
$585,672.00
Project Cost - High Float Resurfacing
$515.865.75
Balance unexpended
$ 69.806.25
Please note that the high float contract was awarded to Miller in 2007, and the contractor's performance
on this project was acceptable and would not preclude it from being awarded this contract.
Should you require any additional information, please do not hesitate to contact the undersigned.
Yours very truly,
\J
C7~
\.-/
Ian Roger, P.Eng.
Proj ect Manager
IBR
pc: Mr. Jerry Barber, CPPO, Municipality of Clarington
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