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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: January 18, 2010 Resolution #: ~/Jl~} -d'~0-l G
Report #: .COD-002-10 File # By-law # N/A
Subject: CO-OPERATIVE TENDER C2009-127, ASPHALT REGISTRY HOT MIX
ASPHALT, 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-002-10 be received;
2. THAT Miller Paving Limited, with a total bid price of $7,700.00 (excluding G.S.T.),
being the lowest responsible bidder for delivery of hot mix, meeting all terms,
conditions and specifications of Tender C2009-127, be awarded the Asphalt Hot
Mix Registry for the Municipality of Clarington's requirements;
3. THAT Innovative Surface Solutions, with a total bid price of $189,500.00 (excluding
G.S.T.), being the lowest responsible bidder for delivery of high performance cold
mix, meeting all terms, conditions and specifications of Tender C2009-127, be
awarded the Asphalt High Performance Cold Mix Registry .for the Municipality of
Clarington's requirements;
4. THAT the funds expended for hot mix in the amount of $7,700.00 be drawn from
the Department of Operations, 2008 unspent High Float program in account
number 100-00-000-00000-2926 in the amount of $7,700.00, and
REPORT NO.: COD-002-10
PAGE 2
5. THAT the funds expended for high. performance cold mix in the amount of of
$189,500.00 be drawn from the Department of Operations, 2008 unspent High
Float program in account number 100-00-000-00000-2926 for. $9,300.00, 2009
unspent High Float Program in account number 110-36-330-83680-7401 for
$19,700.00 and 2010 Current Budget Pavement Patch account 100-36-381-10255-
7112 in the amount of $160,500.00.
Submitted by:
rie Marano, H.B.Sc., C.M.O.,
Director of Corporate Services
MMIJDB\BH/km
Reviewed by: ~ ' "'"'~~--~~
Franklin Wu,
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-002-10
1. BACKGROUND AND COMMENT
PAGE 3
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 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 $7,700.00 (excluding
G.S.T.), being the lowest responsible bidder for delivery of hot mix, be
awarded the Asphalt Hot Mix, and
REPORT NO.: COD-002-10
PAGE 4
• Innovative Surface Solutions, with a total bid price of $189,500.00
(excluding G.S.T.), being the lowest responsible bidder for delivery of
high pertormance cold mix, be awarded the Asphalt High Pertormance
Cold Mix.
3. FINANCIAL IMPLICATIONS
3.1 The Municipality of Clarington estimated requirements for hot mix asphalt is
$7,700.00 and high performance cold mix is $189,500.00.
3.2 The tender was issued for the purpose of establishing a registry of vendors to
allow all participating agencies including the Municipality of Clarington to
purchase hot mix, cold mix and high performance cold mix on an as required
basis. The Municipality is not committed to purchase the estimated
quantities.
3.3 The percent price decrease over 2009 pricing is as follows; 19.8% for hot mix
and 4.6% for cold mix. The percent price increase over 2009 pricing is 4.7%
for high performance cold mix.
3.4 The required funds for hot mix will be drawn from the Department of
Operations, 2008 unspent High Float program in account number 100-00-
000-00000-2926 for $7,700.00.
3.5 The required funds for hot mix and high pertormance cold mix will be drawn
from the Department of Operations, 2008 unspent High Float program in
account number 100-00-000-00000-2926 for $9,300.00 and 2009 unspent
High Float program in account .number 110-36-330-83680-7401 for
$19,700.00. The remaining funds of $160,500.00 will be allocated from the
2010 Current Budget Pavement Patch account 100-36-381-10255-7112.
REPORT NO.: COD-002-10
PAGE 5
3.6 The 2010 Current Budget of $160,500.00 is in draft form and Council approval
is required prior to the allocation of funds. If Council should not approve the
budget amount, then quantities will have to be reduced.
3.7 Queries with respect to department needs, specifications, etc., should be
referred to the Operations Coordinator.
3.8 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 and High Performance
Cold Mix be awarded as identified in the recommendations of this report.
5. INPUT FROM OTHER SOURCES
This report has been reviewed for recommendation by the Purchasing Manager with
the appropriate departments and circulated as follows.
Concurrence: Operations Co-ordinator
Director of Finance
Attachments:
Attachment 1 -Schedule "A", Bid Summary
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