HomeMy WebLinkAboutCOD-009-09C1ari~~gton
Leading the Way
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: Monday, February 2ntl, 2009 ~~~p'u~~~#~~A~,~~~~
Report #: COD-009-09 File # By-law #
Subject: CO-OPERATIVE TENDER C2008-114, ASPHALT REGISTRY HOT MIXASPHALT,
COLD MIX ASPHALT AND HIGH PERFORMANCE COLD MIX ASPHALT
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
.recommend to Council the following:
THAT Report COD-009-09 be received;
2. THAT Miller Paving Limited, with a total bid price of $9,600.00 (excluding G.S.T.), being the
lowest responsible bidder for delivery of hot mix, meeting all terms, conditions and
specifications of Tender C2008-114, be awarded the Asphalt Hot Mix Registry for the
Municipality of Clarington's requirements;
3. THAT, Larfarge Paving & Construction Limited, with a total bid price of $15,260.00
(excluding G.S.T.), being the lowest responsible bidder for delivery of cold mix, meeting all
terms, conditions and specifications of Tender C2008-114, be awarded the Asphalt Cold
Mix Registry for the Municipality of Clarington's requirements;
4. THAT, Innovative Surface Solutions, with a total bid price of $96,030.00 (excluding G.S.T.),
being the lowest responsible bidder for delivery of high performance cold mix, meeting all
terms, conditions and specifications of Tender C2008-114, be awarded the Asphalt High
Performance Cold Mix Registry for the Municipality of Clarington's requirements;
5. THAT the funds expended for hot mix and cold mix be drawn from the Department of
Operations, 2009 current budget various operating accounts; and
6. THAT the funds expended for high performance cold mix be drawn from the Department of
Operations, 2009 Current Budget Pavement Patch account 100-36-381-10255-7112.
REPORT NO.: COD-009-09
Submitted by:
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MMIJDBI6H
ri arano, H.B.Sc., C.M.O.,
Director of Corporate Services
Na y Taylbr, B.B.A., C.A.,
Director of Finance
Reviewed by:
PAGE2
v~.-~-=
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 7(905)623-3379 F (905)623-4169
REPORT NO.: COD-009-09
1. BACKGROUND AND COMMENT
PAGE3
1.1 A tender for the supply and delivery of Hot Mix Asphalt, Cold Mix Asphalt and High
Performance Cold Mix was issued on a Co-operative basis with the Municipality of
Clarington, City of Oshawa, City of Pickering, Town of Ajax, Town of Whitby,
Township of Scugog and the Region of Durham participating. The host agency for
the tender call was the City of Oshawa.
The intent of the tender was to set-up a registry of vendors to allow the co-operative
agencies to obtain asphalt products on an as required basis from the vendor
providing the best price. The Municipality of Clarington has requirements for hot
mix, cold mix and high performance cold mix.
1.2 The tender was publicly advertised and called for bids on the basis of an Asphalt
Registry -Hot Mix Asphalt, Cold Mix Asphalt and High Performance Cold Mix as
required by the co-operative agencies.
1.3 The contract resulting from this tender will cover the supply and delivery of various
asphalt products on an as required basis for a one year term.
2. ANALYSIS
2.1 A summary of bids received for the Municipality of Clarington requirements is
attached and marked as Schedule "A". The tabulation lists the total bid amounts for
the contract and provides an estimated value of the contract based on historical
product consumption.
2.2 The recommendation is to award the contract as follows:
• Miller Paving Limited, with a total bid price of $9,600.00 (excluding G.S.T.),
being the lowest responsible bidder for delivery of hot mix, be awarded the
Asphalt Hot Mix,
• Larfarge Paving & Construction Limited, with a total bid price of $15,260.00
(excluding G.S.T.), being the lowest responsible bidder for delivery of cold
mix, be awarded the Asphalt Cold Mix Registry
• Innovative Surface Solutions, with a total bid price of $96,030.00 (excluding
G.S.T.), being the lowest responsible bidder for delivery of high performance
cold mix, be awarded the Asphalt High Performance Cold Mix.
REPORT NO.: COD-009-09
3. FINANCIAL IMPLICATIONS
PAGE 4
3.1 The Municipality of Clarington estimated requirements for hot mix asphalt is
$9,600.00, cold mix asphalt is $15,260.00 and high performance cold mix is
$96,030.00.
3.2 The percent price increase over 2008 pricing is as follows 19% for hot mix, 28% for
cold mix and 27% for high performance cold mix. The reasons for the increase are
due to the uncertainty of the market and the requirement for firm prices.
3.3 The required funds for hot mix and cold mix will be drawn from the Department of
Operations, 2009 current budget various operating accounts.
3.4 The required funds for high performance cold mix will be drawn from the Department
of Operations, 2009 Current Budget Pavement Patch account 100-36-381-10255-
7112.
3.5 Queries with respect to department needs, specifications, etc., should be referred to
the Director of Operations.
3.6 The Director of Finance 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 Hot Mix Asphalt, Cold Mix Asphalt and High Performance
Cold Mix be awarded as identified in the recommendations of this report.
REPORT NO.: COD-009-09
5. INPUT FROM OTHER SOURCES
PAGE 5
This report has been reviewed for recommendation by the Purchasing Manager with the
appropriate departments and circulated as follows.
Concurrence: Director of Operations
Attachments:
Attachment 1 -Schedule "A", Bid Summary
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