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Home My WebLink AboutCOD-016-10~~o~~ ~~ CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: May 3, 2010 Resolution#: G ~'~-'~87- /O By-law#: NIA Report: COD-016-10 File: Subject: TENDER NO. CL2010-14 -SUPPLY & HAULING OF GRANULAR MATERIAL RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-016-10 be received; 2. THAT Robert E. Young Construction Limited, Peterborough, Ontario, with a total bid in the amount of $207,591.02 (plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2010-14, be awarded the contract for Supply & Hauling of Granular Material, as required by the Municipality of Clarington, Operations Department; and 3. THAT funds in the amount of $219,591.02 which includes $207,591.02 for tendering, administration, material testing and contingencies be drawn from the Operations Department various 2010 Annual Operations Road Maintenance and Construction Accounts, as follows: Account # 100-36-380-10205-7112, Culvert Account # 100-36-380-10225-7112, Entrance Culverts Account # 100-36-380-10733-7112, Sidewalk Maintenance Account # 100-36-384-10310-7112 Guide Rail Account# 100-36-380-10240-7112 Ditch/Shoulder Maintenance Account # 100-36-382-10280-7112 Gravel Resurfacing -Various Prices Account # 100-36-382-10280-7112 Gravel Resurfacing - Consulting/Material Testing/ Contingencies Total Funds Required $3,356.64 $2,909.09 $1,118.88 $1,118.88 $1,118.88 $197,968.65 $12.000.00 $219,591.02 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: COD-016-10 Submitted by: M Marano, H.B.Sc., C.M.O Director of Corporate Services PAGE 2 Reviewed by: ~ J ~~ Franklin Wu, Chief Administrative Officer MMWDBIbh REPORT NO.: COD-016-10 PAGE 3 1.0 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, four tenders were received and tabulated as per Schedule "A° attached. 2.0 ANALYSIS 2:1 After review and analysis of the bids by the Operations Department, AECOM and Purchasing, it was mutually agreed that the low compliant bidder, Robert E. Young Construction Limited, Peterborough, Ontario, be awarded the contract for the Supply and Hauling of Granular Material. 2:2 Robert E. Young Construction Limited, Peterborough, Ontario has provided similar services to the Municipality of Clarington in the past and the level of service has been satisfactory. 2.3 The references were contacted by AECOM and were found to be acceptable. 3.0 FINANCIAL 3.1 The total funds required for Tender CL2010-14, Supply and Hauling of Granular Material are included in the Operations Department 2010 Operations Road Maintenance and Construction accounts. 3.2 The account numbers are outlined as per Schedule "B" attached. The amounts required are within the budget allocation. 3.3 For the information of Council, the average of the unit prices per tonne represent an approximate 9°~ decrease from the previous year. REPORT NO.: COD-016-10 4.0 CONCLUSION PAGE 4 4.1 To award the contract for the Supply and Hauling of Granular Material to Robert E. Young Construction Limited, Peterborough, Ontario. 5.0 INPUT FROM OTHER SOURCES 5:1 This report has been reviewed by the Purchasing Manager, with the appropriate department 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-016-10 Schedule "A" Bid Summary Tender CL2010-14 BIDDER TOTAL BID Excludin GST Robert E. Young Construction Ltd $207,591.02 Peterborough, ON C.D.R. Young's Aggregates Inc. $212,253.40 Pontypool, ON Lafarge Canada Inc. $229,913.33* Stouffville, ON Dufferin Aggregates $235,381.99 Concord, ON PAGE 5 "adJusted for mathematical error REPORT NO.: COD-016-10 Schedule "B" Account Numbers Summary Tender CL2010-14 PAGE 6 2010 GRAVEL CONTRACT: ACCOUNT Culvert Entrance Culverts Sidewalk Mtce. Guide Rail Ditch/Shoulder Mtce Gravel Resurfacing - Various Prices SUBTOTAL NUMBER 100-36-380-10205-7112 100-36-380-10225-7112 100-36-380-10733-7112 100-36-384-10310-7112 100-36-380-10240-7112 100-36-382-10280-7112 ESTIMATED PROJECT EXPENDITURE $3,356.64 $2,909.09 $1,118.88 $1,118.88 $1,118.88 $197,968.65 $207,591.02 Gravel Resurfacing - Consulting/Material Testing/Contingencies 100-36-382-10280-7112 $12,000.00 $219,591.02 Schedule "C" Recommendation from AECOM -~C~OM Page 2 Aprll 19, 2010 The estimated casts for various project components, based on the low bid, are summaraed in the table below. Robert E. Young Bid $207,591.02 Net Value of Tender Award $207,597.02 Project Costs: Tender Prep/Administration $3,000.00 Materials Testing $4,000.DO Contingencies $S,000.DO Costs Total $12,OD0.00 Total Project Costs $279,591.02 Based on discussions with Operations Department staff, the funds for this project are recommended to come from the following sources: Culvert 100-36380-10205-7112 $ 3,356.64 Entrance Culverts 1 0 0-36-3 80.1 022 5-71 1 2 $ 2,909.09 Sidewalk Mtce 100-36-380-10733-7112 $ 1,118.88 Guide Rail 1 00-36-3 84-1 031 0-71 1 2 $ 1,118.88 Ditch/ShoulderMtce 100-36380-10240-7112 $ 1,118.88 Gravel Resurfacing 100-36382-1D280-7112 $209.968.65 TOTAL $218,591.02 Based on the references contacted regarding performance on their previous work, in our opinion, the tender in the amount of $207,591.02 (exclusive of GST) could be awarded to Robert E. Young Construction Ltd., of Peterborough, Ontario provided that all provisions of the 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, .Eng. ian.roger@aecom.com IR Schedule "C" Recommendation from AECOM ~~ AECAM 900 Water SOeet 908 688 9383 NI W1ti1by, ON, Canatla L1N 9J2 8(858680221 raz www.aeaan.com April 19, 2010 Mr. F. Horvath Director of Operations The Munlcfpallty of ClaNngton 40 Temperance Street BOWMANVILLE, ON L1 C 3A6 Dear Sir. Re: 2070 Gravel Supply Tender Contract No. CLZO70-14 (the "Contract") Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Tuesday, April 6, 2010. A list of the bids received is provided in the table below. All numbers are exclusive of GST. BIDDgt TOTAL BID GST Excluded Robert E. Young Construction Ltd $207,591.02 Peterborou h ON C.D.R. Young's Aggregates Inc. $212,253.40 Pon ool ON Lafarge Canada Inc. $229,913.33* Stouffville, ON Dufferin Aggregates $235,381.99 Concord, ON Extension Errar The Municipality of Clarington's Purchasing Department (the °Purohasing Department") reviewed all bids and noted a mathematical error in Lafarge Canada's bid. AECOM Canada Ltd. (°AECOM°) has reviewed all bids accepted by the Purchasing Department and confirmed the bid values noted above. Robert E. Young Construction Ltd. is the lowest bidder. Robert E. Young's submitted tender has been reviewed and is compliant. As requested by the Purchasing Department, references were checked only for the lowest bidder. Robert E. Young has completed a number of similar scope projects in 2009 for municipalities near Clarington. The referenced clients were contacted and all responded favourably.