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Home My WebLink AboutCOD-024-09Clat".111~t011 Leading the way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE J ? q Date: Monday, March 9, 2009 R~4io7J Report #: COD-024-09 File # By-law # Subject: TENDER CL2009-4, SUPPLY AND HAULING GRANULAR MATERIAL Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-(J24-09 be received; 2. THAT Dufferin Aggregates, Concord, ON with a total bid price of $212,057.17 (excluding G.S.T.), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2009-4, be awarded the contract for the Supply and Hauling of Granular Material; and 3. THAT the funds expended be drawn from the Department of Operations, various 2009 Operations Road intenance and Construction accounts. Submitted by: ~~~ Reviewed by: Marie Marano, H.B.Sc., C.M.O., Director of Corporate Services MM\JDB16H Nancy Tay or, B.B.A., C.A., Director of Finance / i Ffanklin Wu, ,~(J/'~' Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 REPORT NO.: COD-024-09 PAGE 2 1. BACKGROUND AND COMMENT 1.1 Tenders were publicly advertised and called for the Supply and Hauling of Granular Material as required by the Operations Department. Subsequently, six tenders were received and tabulated as per Schedule "A" attached. 2. ANALYSIS. 2.1 The iwo low bids were noncompliant as the bids were not authorized. Therefore, the bid submissions from C.D.R. Young's Aggregates Inc., Pontypool, Ontario and Robert E. Young Construction Ltd., Peterborough, Ontario were rejected. 2.2 The low cormplaint bid was submitted by Dufferin Aggregates, Concord, Ontario. 3. FINANCIAL IMPLICATIONS 3.1 The total funds required for Tender CL2009-4, Supply and Hauling of Granular Material are included in the Operations Department 2009. Operations Road Maintenance and Construction accounts. 3.2 The account numbers are outlined as per Schedule "B" attached. 3.3 For the information of Council, the average of the unit prices per tonne represent an approximate 4% increase from the previous year. 3.4 Queries with respect to department needs, specifications, etc., should be referred to the Director of Operations. REPORT NO.: COD-024-09 4. CONCLUSION PAGE3 4.1 After review and analysis of the bids by Purchasing, Operations and Aecom, it was mutually agreed that the bid from, Dufferin Aggregates, Concord, Ontario be recommended for the contract for the Supply and Hauling of Granular Material. 4.2 The references for Dufferin Aggregates have been contacted and are satisfactory. 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 Attachments: Attachment 1 -Schedule "A", Bid Summary Attachment 2 -Schedule "B", Account Numbers Attachment 3 -Schedule "C", Recommendation Letter from Aecom REPORT NO.: COD-024-09 PAGE4 Schedule "A" Bid Summary Tender CL2009-4 BIDDER TOTAL BID Excludin GST) Dufferin Aggregates $212,057.17 Concord, ON "Lafarge Canada Inc. $212,999.47 Stouffville, ON Kovacs Sand & Gravel $223,031.04 Pontypool, ON Drain Bros. Excavating Limited $266,581.66 Lakefield, ON **C.D.R. Young's Aggregates Inc. Pontypool, ON $199,165.70 **Robert E. Young Construction Ltd Peterborough, ON $200,596.22 ~iiouicniau~.ai wucuwns ieyulfea **bids rejected -bids are not signed/authorized REPORT NO.: COD-024-09 Schedule "B" Account Numbers Tender CL2009-4 ACCOUNT NUMBER BUDGET Culvert 100-36-380-10205-7112 $40,000.00 Entrance Culverts 100-36-380-10225-7112 $23,000.00 Sidewalk Mtce. 100-36-380-10733-7112 $42,000.00 Guide Rail 100-36-384-10310-7112 $13,000.00 Ditch/ShoulderMtce 100-36-380-10240-7112 $61,000.00 Subtotal Gravel Resurtacing Total PAGES ESTIMATED EXPENDITURE $11,120.00 $10,008.00 $2,224.00 $2,224.00 $1,112.00 $179,000.00 $26,688.00 100-36-382-10280-7112 $210,000.00 $210,000.00 $236,688.00 REPORT NO.: COD-024-09 PAGE6 Schedule "C" Recommendation Letter from Aceom Tender CL2009-4 AECOM AECOM 30D Water Street, UM9by, ON, Canatle L1 N 9J2 T 905.698.9393 F 905.898,0221 www.aecom.com February 27, 2009 Mr. F. Horvath Director of Operations Tha Municipality of Clarington 40 Temperance SVeet BOWMANVILLE, ON L1C 3A6 Dear Sir: Re: 2009 Gravel Supply Tender Contract No. CL2009-4 (the "Contract") Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Tuesday, February 17, 2009. A list of the bids received is provided in the table below. All numbers are exclusive of GST. BIDDER TOTAL BIU GST Excluded Dufferin Aggregates $212 057 17 Concord, ON , . Lafarge Canada Inc. $212 999 47` Stouffville, ON , . Kovacs Sand & Gravel $223 031 04 Pon ool, ON , . Drain Bros. Excavating Limited $266 581 66 Lakefield, ON , . C.D.R. Young's Aggregates Inc. $199,165.70" Pont ooi, ON Robert E. Young Construction Ltd $200,596.22" Peterborou h, ON Extension Error " Bid Not Si ned - R 'acted b Clarin ton Purchasin Department The Municipality of Clarington's Purchasing Department (the "Purchasing Department") reviewed all bids and rejected the bids from C.D.R. Young's Aggregates Inc. and Robert E. Young Construction Ltd, as noted above. AECOM Canada Ltd. ("AECOM") has reviewed all bids accepted by the Pumhasing Department and confirmed the bid values noted above. Dufferin Aggregates ("Dufferin") is the lowest bidder. Its submitted tender has been reviewed and is compliant. As requested by the Purchasing Department, references were checked only for the lowest bidder. Dufferin has completed a number of similar scope projects inGuding work for Hydro One, Constrada and Condrein Construction, and Dufferin Construction. The referenced clients were contacted and of the three references that were contacted, two responded favourably and one had not responded at the time this memo was prepared. Page 2 Municipality of Clarington February 27, 2009 The estimated costs for various project components, based on the low bid, are summarized in the table below. Dufferin Bid e~212,057.17 Nat Value of Tender Award j $212 05717 Project Costs: Tender PreP/Administration Materials Testing $3,000.00 $4,000.00 Contingencies $5,000.00 Costs Total $12,000.00 Total Project Costs 5224,057.17 Budget $210,000.00 Budget Balance -$14,057.17 The low bid from Duffedn Aggregates exceeds the project budget. Based on the references contacted regarding pertormance on their previous work, in our opinion, the tender in the amount of 5212,057.17 (exclusive of GST) should be awarded to Dufferin Aggregates, of Concord, Ontario provided that all provisions of fhe Clarington Purchasing Bylaw have been met and subject to allocation of funding by Council. Should you have any questions regarding this matter, please contact the undersigned. Sincerely, AECOM Canada Ltd. Ian Roger, P. Eng. ian.roger@aecom.com IR