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Home My WebLink AboutCOD-030-10~7C111~C011 CORPORA REPORT TE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 21, 2010 Resolution#: (,pA~-3~a-(0 By-law#: NIA Report: COD-030-10 File#: Subject: CO-OPERATIVE TENDER NO. T-279-2010 -DELIVERY OF SODIUM CHLORIDE Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-030-10 be received; 2. THAT Shepstone Haulage Limited, Port Perry, Ontario, with a total bid price of $24,464.12 (net of H.S.T. rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of the Co-operative Tender T-279-2010, be awarded the contract to deliver approximately 9,100 tonnes of sodium chloride, as required by the Municipality of Clarington Operations Department; 3. THAT pending satisfactory pricing and service and approval by the Durham Purchasing Co-operative, the contract be extended for a second, third, fourth and fifth year; and 4. THAT the funds expended be drawn from the Operations Department Winter Control/Sanding/Salting Miscellaneous Operating Supplies Account 100-36-383-10295- 7112. Submitted by: MM\JDBIbh arano, H.B.Sc., C.M.O., of Corporate Services Reviewed by: C~ r ~-~-~' _ eu~ Franklin Wu, Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: COD-030-10 1.0 BACKGROUND AND COMMENT PAGE 2 1.1 A tender for the Delivery Sodium Chloride was issued on a co-operative basis with the Municipality of Clarington, City of Oshawa, City of Pickering, City of Peterborough, City of Kawartha Lakes, County of Peterborough, Town of Ajax, Town of Whitby, Township of Scugog, Township of Uxbridge, Township of Havelock- Belmont-Methuen, Township of Duro-Dummer, Township of Smith-Ennismore, Township of Asphodel-Norwood, Township of Cavan-Millbrook-North Monaghan and the Region of Durham. participating. The host agency for the tender call was the Region of Durham. 1.2 The tender was publicly advertised and called for bids for the Delivery of Sodium Chloride as required by the co-operative agencies. Subsequently, tenders were received and tabulated as per Schedule "A" attached. 1.3 The contract resulting from this tender will cover the delivery of sodium chloride on an as required basis for a one year term with the option to extend for four additional years. 2.0 ANALYSIS 2.1 Bids were received from Shepstone Haulage Limited, Port Perry, Ontario, TH Forsythe Haulage Limited, Pickering, Ontario, Glen Windrem Trucking, Peterborough, Ontario and Buckham Transport Limited, Peterborough, Ontario. 2.2 The Region of Durham has recommended awarding each section of the tender to the low compliant bidder (i.e., Sections Al to A16 inclusive). 2.3 The Municipality of Clarington is represented under Section A-8 of the tender. REPORT NO.: COD-030.10 PAGE 3 2.4 The low bid for the Municipality of Clarington is Glen Windem Trucking, Peterborough, Ontario for the delivery of sodium chloride. The Region of Durham's Legal Department advised that the low bid was noncompliant as there was an addition error which could not be corrected. 2.5 The low compliant bid for the Municipality of Clarington is Shepstone Haulage Limited, Port Perry, Ontario for the delivery of sodium chloride. 2.6 Shepstone Haulage Limited, Port Perry, Ontario has previously performed satisfactorily for the Municipality of Clarington. 3.0 FINANCIAL 3.1 Funds required to complete the purchases of the required products are provided in the Operations Department Winter Control/Sanding/Salting Miscellaneous Operating Supplies Account 100-36-383-10295-7112. 3.2 The first year contract based on the estimated usage of 9,100 tonnes annually is $24,464.12 (net of H.S.T. rebate) respectively, as per Schedule "A" attached. 3.3 The tendered unit price average for 2010 from Shepstone Haulage Limited, Port Perry, Ontario, reflects approximately a 17% increase over the 2009 unit price. 3.4 Queries with respect to the department needs,, specifications, etc. should be referred to the Director of Operations. 4.0 CONCLUSION 4.1 After review and analysis of the bids by Purchasing and Operations, it was mutually agreed that the bid from Shepstone Haulage Limited, Port Perry, Ontario be recommended for the contract for the delivery of sodium chloride for a one year term with the option to extend annually for up to four additional years. REPORT NO.: COD-030-10 PAGE 4 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 NO.: COD-030-10 PAGE 5 Schedule "A" Bid Summary Co-Operative Tender T-279-2010 BIDDER SWEDULE A DELIVERY OF SODIUM CHLORIDE Municipality of Clarington Estimated Consum tion 1 Yeas Requirement 9,100 tonnes Shepstone Haulage Limited $24,464.12 Port Perry, ON TH Forsythe Haulage Limited $25,471.55 Pickering, ON Buckham Transport Limited $29,454.43 Peterborough, ON Glen Windrem Trucking REJECTED* Peterborough, ON "non-compliant bid for Section A-8 Clarington All prices are net of H.S.T. rebate.