HomeMy WebLinkAboutCOD-044-08
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Monday, July 7th, 2008 'Kesclu.t1ot1 -#:-~ PA - 4 y g~()~
Date:
Report #:
COD-044-08
File#_
By-law #
Subject:
CO-OPERATIVE TENDER CL2008-17, TRAFFIC SIGN REQUIREMENTS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-044-08 be received;
2. THAT Owl-lite Rentals & Sales, Toronto, Ontario, with a total bid price of $29,594.32
(excluding G.ST), being the lowest responsible bidder for Year 1, meeting all terms,
conditions and specifications of Tender CL2008-17, be awarded Section Part A - Traffic
Signs for the Municipality of Clarington's traffic signs requirements;
3. THAT, Section Part B - Posts and Hardware be re-tendered as the hardware product
specifications were inadequate and the vendors quoted on a wide range of products
which do not meet the Operations Department requirements;
4. THAT, Section Part C, Part D, Part E, Part F are not required for the Municipality of
Clarington's traffic sign requirements;
5. THAT the contract be extended for a second year and third year, pending satisfactory
service and acceptable pricing; and
6. THAT the funds expended be drawn from the Department of Operations, 2008 current
budget Traffic Sign account 100-36-384-10315-7112.
Submitted by: ~ Reviewed by: cJ~....:- ~
~~~O, H.o.S,., C.M.O.. Fm,";, WO,
Director of Corporate Services Chief Administrative Officer
MM\JDB\BH
- CONFIDENTIAL ATTACHMENT
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-044-08
PAGE 2
1. BACKGROUND AND COMMENT
1.1 A tender for the supply and delivery of Traffic Signs was issued on a Co-
operative basis with the City of Oshawa, City of Pickering, Town of Ajax, Town of
Whitby and the Region of Durham participating. The tender is divided into the
following sections with the option to award each section together or separately.
Part A - Traffic Signs
Part B - Posts and Hardware
Part C - Sign Blanks - no Municipality of Clarington requirements
Part D - 3M Sheeting Material- no Municipality of Clarington requirements
Part E - STA Mark Arrows - no Municipality of Clarington requirements
Part F - Durham Region Traffic Signs - no Municipality of Clarington
requirements
1.2 The tender was publicly advertised and called for the Traffic Sign Requirements
as required by the Operations Department.
1.3 The contract resulting from this tender will cover the supply and delivery of
various signs and miscellaneous hardware to the Municipality of Clarington on
an "as required" basis. Subject to satisfactory service and acceptable pricing
upon agreement by the Co-operative participants it is recommended that the
contract be awarded for a second year and third year.
2. ANALYSIS
2.1 A summary of bids marked received is attached and marked as Schedule "A".
The tabulation, in addition to listing the total bid amounts for year one of the
contract also provides a projected value of the contract over the proposed three
(3) year term.
2.2 Over the one year term, Owl-lite Rentals & Sales Inc. was the low bid for Part A
Traffic Signs and Part F - Durham Region Traffic Signs of the contract. When
the proposed increases for the second and third visit are taken into
consideration, Owl-lite Rentals & Sales becomes the second low bid.
REPORT NO.: COO-044-08
PAGE 3
2.2 Over the three year term, Gryphon Signworks Inc. was the low bid for Part A
Traffic Signs, Part C - Sign Blanks, Part F - Durham Region Traffic Signs of the
contract. The co-operative members noted that based on the vendor visit Part A
and Part F should not be awarded to the low bidder, for reasons identified in the
attached confidential memo.
2.3 The recommendation is to award Part A of the Contract to Owl-lite Rentals and
Sales Inc. The references have been contacted and are satisfactory.
3. FINANCIAL IMPLICATIONS
3.1 The Municipality of Clarington requirements are for Parts A and B only and are
approximated to be $40,000.00 per year.
3.2 The required funds will be drawn from the respective years budget allocation for
Traffic Signs and Street Signs.
3.3 Queries with respect to department needs, specifications, etc., should be referred to
the Director of Operations.
3.4 The Director of Operations has reviewed the funding requirements and concurs with
the recommendation.
4. CONCLUSION
After further review and analysis of the bids by Purchasing, the Durham Purchasing Co-
operative and Operations Department, it is respectfully recommended that the
Municipality of Clarington requirements for Traffic Signs be awarded as identified in the
recommendations of this report.
REPORT NO.: COD-044-08
PAGE 4
5. INPUT FROM OTHER SOURCES
This report has been reviewed for recommendation by the Purchasing Manager with the
appropriate departments and circulated as follows.
Concurrence: Director of Operations
Information: Director of Finance
Attachments:
Attachment 1 - Schedule "A", Bid Summary
Attachment 2 - Schedule "B", Confidential Attachment
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CONFIDENTIAL REPORTS
✓ G PA
REPORT NO. COD-044-08
Attachment Only
Resolution#:
By-law#:
DATE OF REPORT: 2008
Attachment Only — Schedule B — Tender
CL2008-17