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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: January 4, 2010. Resolution #: P~'6a0` d U
Report #: COD-001-10 File #: By-law #: NIA
Subject: 02009-33, One (1) Culvert Steamer with Tandem Axle Road Trailer
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend
to Council the following:
THAT Report COD-001-10 be received;
2. THAT Intersteam Technologies, Hamilton, Ontario, with a total bid in the amount of
$24,449.04 (plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions
and spec cations of Quotation 02009-33, be awarded the contract to supply One (1)
Culvert Steamer with Tandem Axle Road Trailer, as required by the Municipality of
Clarington, Operations Department; and
3. THAT the funds required in the amount of $24,449.04 (plus G.S.T.), be drawn from 2009
Capital Budget account number 110-36-388-83643-7401.
Submitted by: Reviewed by: V `~ei~`~---5 `"-' `~-
rie Marano, H.B.Sc~'., C~/M.O., Franklin Wu,
Direetot of Corporate ;~ervic~ Chief Administrative Officer
Director
MM/JB/BH/km
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-3330
REPORT NO.: COD-001-10
BACKGROUND AND COMMENT
PAGE 2
1.1. Quotation Q2009-33 was issued for the supply and delivery of one (1) Culvert
Steamer with Tandem Axle Road Trailer. The quotation was advertised and issued
with bids being received as per Schedule "A" attached.
2. ANALYSIS
2.1 Representatives from the Operations Department and Purchasing met to discuss the
bid submissions and specifications.
2.2 The bid received from Clean Ontario did not meet the specifications. The unit quoted
is a heavy duty pressure washer and does not meet the minimum requirements for
the gallons per minute (GPM) and British thermal unit (BTU).
2.3 The bid received from BBS Equipment Sales was non-responsive, the specification
for a trigger type, insulated pistol grip shut. off gun'/" x 100' steam hose and steam
nozzle with quick disconnect fittings was not confirmed.
2.4 On review of the bids it was determined that the compliant low bidder Intersteam
Technologies, Hamilton, Ontario met the specifications. Therefore, the
recommendation is to award the contract to Intersteam Technologies, Hamilton,
Ontario.
3. FINANCIAL IMPLICATIONS
3.1. The 2009 Capital Budget Account #110-36-388-83643-7401 allocated $23,000.00 for
the culvert steamer. The actual cost of $24,449.04 to complete the purchase
exceeds the budget estimate by $1,449.04. As per the Purchasing By-law 2006-127,
Section 15.06 Reports to Designated Official, Committee or Council, "Where the bid
made by the lowest responsive and responsible bidder is not accepted, or where the
lowest and responsible bid exceeds the approved budget allocation, the Purchasing
Manager shall, in consultation with the appropriate Designated Official of the
requesting Department, submit a report to the Committee and/or Council providing a
.list of written Quotations received with recommendations for award of the Contract.°
REPORT NO.: COD-001-10
PAGE 3
3.2. The additional funds ($1,449.04) required to complete this purchase are available in
account 110-36-388-83643-7401 as a result of previous purchases being below
original estimates.
3.3 The purchase of one (1) Culvert Steamer with Tandem Axle Road Trailer is a new
equipment purchase for the Operations Department.
4. CONCLUSION
4.1 To award the contract to Intersteam Technologies, Hamilton, Ontario for one (1)
Culvert Steamer with Tandem Axle Road Trailer, being the low bid meeting all
terms, conditions and specifications of Quotation 02009-33 as required by the
Operations Department.
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: Operations Co-Ordinator
Attachments:
Attachment 1 -Schedule "A", Bid Summary
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REPORT
CORPORATE SERVICES DEPARTMENT
SCHEDULE"A"
BID SUMMARY
Q2009-33 ONE (1) CULVERT STEAMER WITH TANDEM AXLE ROAD TRAILER
~ Y ~T'#i.~Bifl.
Intersteam Technologies $24,449.04
Hamilton, ON
Clean Ontario $17,606.16"
Kingston, ON
Clean Ontario $18,038.16"
Kingston, ON
BBS Equipment Sales $19,185.12"*
Plattsville, ON
*"does not met specifications
"non-responsive bid, specification details incomplete