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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: Monday, May 25, 2009
Report #: COD-039-09 File # By-law #
Subject: TENDER CL2008-24, CATCH BASIN AND MANHOLE REPAIRS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend
to Council the following:
THAT Report COD-039-09 be received;
2. THAT Ron Robinson, Bowmanville, Ontario with a total estimated bid price of $43,000.00
(excluding G.S.T.), being the sole responsible bidder meeting all terms, conditions and
specifications of Tender CL2008-24 be awarded the contract for Miscellaneous Catch Basin
and Manhole Repairs for a second year;
3. THAT pending service and acceptable pricing the contract be extended for a third year; and
THAT the funds expended be drawn from the Department of Operations, 2009 Capital
Account Catch Basin Repairs 110-36-330-83610-7401 and 2009 Current Account Catch
Basin/Sewer Maintenance -Professional Fees 100-36-380-10245-7161.
Submitted by: Reviewed by: (./~
arie M rano, H.B.Sc., C.M.O., Franklin Wu,
Dire of Corpora Se ices ,~ Chief Administrative Officer
i
cy ~? lor, B. .A.
Director 5f Finan"ce/Treasurer
MM\JDB16H
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 7(905)623-3379 F (905)623-4169
REPORT NO.: COD-039-09
PAGE 2
1. BACKGROUND AND COMMENT
1.1 In 2008, tenders were publicly advertised and called for Miscellaneous Catch Basin
Repair Works as required by the Operations Department. Subsequently, one tender
was received and tabulated as per Schedule `A" attached.
1.2 The tender document makes provision to extend the contract for a second and third
year provided vendor performance and proposed pricing is acceptable.
1.3 A report to award the contract was not brought to Council for year one as the annual
award was anticipated to be less than $75,000.00. However, as this is a potential
three (3) year contract pending satisfactory performance, service, pricing and
pending agreement of the Operations Department it is appropriate to obtain Council
approval for the remaining two years.
1.4 The Operations Department were satisfied with the work completed in 2008 and
have requested approval to extend the contract for a second and third year.
2. ANALYSIS
2.1 The sole complaint bid was submitted by Ron Robinson, Bowmanville, Ontario.
3. FINANCIAL IMPLICATIONS
3.1 The total funds required for Tender CL2008-24, Miscellaneous Catch Basin and
Manhole Repairs are included in the Operations Department 2009 Catch Basin
Maintenance and Drainage accounts.
3.2 The funds in the amount of $30,000.00 with be drawn from the 2009 Capital Account
Catch Basin Repairs account number 110-36-330-83610-7401 and $13,000.00 will
be drawn from 2009 Current Account Catch Basin/Sewer Maintenance -
Professional Fees account number 100-36-380-10245-7161.
3.3 For the information of Council, the average unit price will be held at the 2008 rate,
resulting in a zero per cent increase from the previous year.
REPORT NO.: COD-039-09
PAGE 3
3.4 Queries with respect to department needs, specifications, etc., should be referred to the
Director of Operations.
4. CONCLUSION
4.1 After review and analysis of the bids by Purchasing, Operations and Aecom, it was
mutually agreed that the contract from, Ron Robinson, Bowmanville, Ontario for the
Miscellaneous Catch Basin and Manhole Repairs be extended for a second and third
year.
4.2 Ron Robinson, Bowmanville, Ontario has performed the work requirements in 2008
and has undertaken catch basin repairs on an as required or emergency basis. The
contractor's performance has been 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
Schedule "A"
Bid Summary
Tender CL2008-24
2008 Work Requirements
BIDDER 2008fSTIMATED CONTRACT
VALUE
Excludfn GST
Ron Robinson
Bowmanville, ON $56,037.50
2009 Work Requirements
BIDDER 2009 ESTNNATED CONTRACt
VALUE
Excludi GST
Ron Robinson
Bowmanville, ON $43,000.00