HomeMy WebLinkAboutCOD-022-10~~i~~~
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: June 7, 2010 Resolution#: ~'r~fJ'3`//-/o By-law#: N!A
Report: COD-022-10 .File#:
Subject: TENDER NO. Q2010-19 -SUPPLY, DELIVERY & INSTALLATION OF ONE
(1) COLUMBARIUM
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
THAT Report COD-022-10 be received;
2. THAT Rock of Ages Canada Incorporated, Stanstead, Quebec, with a total bid in the
amount of $31,972.00 (plus G.S.T.), being the lowest responsible bidder meeting all
terms, conditions and specifications of Quotation 02010-19, be awarded the contract
for Supply, Delivery & Installation of One (1) Columbarium, as required by the
Municipality of Clarington, Operations Department;
3. THAT the additional funds in the amount of $1,972.00 be drawn from the Cemeteries
Capital Reserve Fund; and
4. THAT the funds expended be drawn from the Operations Department 2010 Capital
Account110-36-326-83676-7401.
Submitted by: Reviewed by: ~J Y ~"-'~- C~1'~-
le Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
ancy aylor, .B. ., C.A.,
Director of Finance
MMWDBIbh
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-022-10
PAGE 2
1.0 BACKGROUND AND COMMENT
1.1 Quotation 02010-19 was issued for the Supply, Delivery and Installation of One (1)
Columbarium, as required by the Operations Department. Subsequently, three bid
submissions were received and tabulated as per Schedule "A" attached.
2.0 ANALYSIS
2.1 .The low bid submission from Carrier Mausoleums Constructor Incorporated, Bolton,
Ontario was non-compliant due to the insertion of clauses which changed the terms
of the agreement. In accordance with Purchasing By-law #2006-127, Article 23.03
e) the submission is rejected.
2.2 The second low bid submitted by Rock of Ages Canada Incorporated, Stanstead,
Quebec is compliant. The compliant bid meets the quotation specifications.
2.3 The references for Rock of Ages Canada Incorporated have been checked and are
satisfactory.
2.4 The Operations Department has provided the documentation to the Ministry of
Consumer Services Cemeteries Regulation Unit Consumer Protection Branch and
has received approval for the Columbarium design.
2.5 After review and analysis of the bids by the Operations Department and Purchasing,
it was mutually agreed that the low compliant bidder, Rock of Ages Canada,
Stanstead, Quebec, be awarded the contract for the Supply, Delivery & Installation of
One (1) Columbarium.
REPORT NO.: COD-022-10
PAGE 3
3.0 FINANCIAL
3.1 The 2010 Capital budget allocated $30,000.00 for the columbarium. 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."
3.2 The additional funds in the amount of $1,972.00 required to complete this purchase
can be drawn from the Cemeteries Capital Reserve Fund. This reserve fund will
require replenishing in the future years budgets.
3.3 Queries with respect to the department needs, specifications, etc. should be referred
to the Director of Operations.
4.0 CONCLUSION
4.1 To award the contract to Rock of Ages Canada Incorporated, Stanstead, Quebec, for
Quotation 02010-19 Supply, Delivery & Installation of One (1) Columbarium.
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
'' ~~ REPORT
CORPORATE SERVICES DEPARTMENT
Schedule "A"
Bid Summary
Tender Q2010-19
T£9'f~..~} ;;
r
Rock of Ages Canada Incorporated $31,972.00
Stanstead, QC
KMI Columbarium Inc. $34,450.00
Cranbrook, BC
Carrier Mausoleums Constructor Inc. $28,995.00*
Bolton, ON rejected
*non-compliant bid