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Leading the Way
REPORT
CORPORATE SERVICES DEPARTMENT
Date'ng. Monday, March9`O 2009ND ADMINISTRATION COMMITTEE
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Report #: COD-020-09 File # By-law #
Subject: TENDER C42008-5, MECHANICAL EQUIPMENT MAINTENANCE CONTRACT
- HVAC SERVICES -TERMINATION AND NEW CONTRACT AWARD
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-020-09 be received;
2. THAT the actions taken by the Purchasing Manager with respect to the termination of
contract CL2008-5 with Cynergy Mechanical Limited, Etobicoke and the award of a supply
and services contract to the next low bidder, Tri-Air Systems, Markham, be endorsed;
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 and Department
of Community Services, various operating accounts.
Submitted by: Reviewed by: ~
rie Marano, H.B.Sc., C.M.O., F anklin Wu,
Director of Corporate Services 7~~ Chief Administrative Officer
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- CONFIDENTIAL ATTACHMENT
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623169
REPORT NO.: COD-020-09
1. BACKGROUND AND COMMENT
PAGE 2
1.1 Contract CL2008-5 Mechanical Equipment Maintenance for HVAC Services was
originally awarded to Cynergy Mechanical Limited Etobicoke, Ontario.
1.2 The Municipality of Clarington has terminated our contract for reasons identified
in the confidential attachment.
2. ANALYSIS
2.1 After review and analysis of the bids by Purchasing, Operations and Community
Services, it was mutually agreed that the next low responsible bid from Tri-Air
Systems, Markham, Ontario for the provision of the mechanical equipment
maintenance contract -HVAC Services complete the remaining period of the
contract term; approximately 2 years and 5 months.
2.2 Tri-Air Systems are willing to honour their bid submission pricing submitted on
March 13, 2008.
3. FINANCIAL IMPLICATIONS
3.1 Tri-Air Systems, Markham, Ontario, with a total estimated bid price of
$137,462.25 (excluding G.S.T.), was the next lowest responsible bidder
meeting all terms, conditions and specifications of the Tender CL2008-5 -
Mechanical Equipment Maintenance for HVAC Services.
3.2 The price difference between the bid submission from Cynergy and Tri-Air
Systems is $9,233.10 per year.
REPORT NO.: COD-020-09
PAGE 3
3.3 Queries with respect to department needs, specifications, etc., should be
referred to the Director of Operations and/or Director of Community Services.
4. CONCLUSION
4.1 In order to ensure continuity of service for the departments, Trt-Air Systems,
Markham, Qntario, with a total estimated bid price of $137,462.25 (excluding
G.S.T.), being the next lowest responsible bidder meeting all terms, conditions and
specifications of the Tender CL2008-5, was awarded the contract effective March 6,
2009 to provide Mechanical Equipment Maintenance for HVAC Services, as
required by the Municipality of Clarington Operations Department and Community
Services Department for the reminder of the contract term.
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
Concurrence: Director of Community Services
Attachments:
Attachment 1 -Schedule "A", Confidential Attachment
CONFIDENTIAL REPORTS
✓ G PA
REPORT NO. COD-020-09
Attachment Only
Resolution#:
By-law#:
DATE OF REPORT:
Schedule A — HVAC Service Contract