HomeMy WebLinkAboutCOD-001-11CORPORA
REPORT
TE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: January 10, 2011 .Resolution#: APR-o~~'/~ By-law#:
Report: COD-001-11 File#:
Subject: C2010-116, CO-OPERATIVE TENDER ASPHALT REGISTRY
.RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
THAT Report COD-001-11 be received;
2. THAT Miller Paving Limited, with a total bid price of $14,103.94 (net of H.S.T.
Rebate), being the lowest responsible bidder for delivery of hot mix, meeting all
terms, conditions and specifications of Tender C2010-116, 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 $182,369.18 (net of
-,, H.S.T. Rebate), being the lowest responsible bidder for delivery of high
~~ g: performance cold mix, meeting all terms, conditions and specifications of Tender
Vie. C2010-116, be awarded the Asphalt High Performance Cold Mix Registry for the
Municipality of Clarington's requirements;
4. THAT the funds in the amount of $14,103.94 expended for hot mix be drawn
from the Department of Operations, 2011 current budget various operating
accounts;
5. THAT the funds in the amount of $175,000.00 expended for high pertormance
cold mix be drawn from the Department of Operations, 2011 Current Budget
Pavement Patch account 100-36-381-10255-7112; and
6. THAT the remaining funds in the amount of $7,369.18 expended for high
performance cold mix be drawn from the Department of Operations, 2011
current budget various operating accounts.
REPORT NO.: COD-001-11
PAGE 2
Submitted by:
MMIJDB1bh
Marie Marano, H.B.Sc., C.M.O.,
Director of Corporate Services
Reviewed by: ~.J ~~~'``~^--' " -" "`-'
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-001-11
PAGE 3
1.0 BACKGROUND AND COMMENT
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.
2.0 ANALYSIS
2.1 A total of three (3) submissions were received in response to the tender call. All
submissions were deemed compliant.
2.2 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.
REPORT NO.: COD-001-11
PAGE 4
2.3 The recommendation is to award the contract as follows:
• Miller Paving Limited, with a total bid price of $14,103.94 (net of H.S.T.
Rebate), being the lowest responsible bidder for delivery of hot mix, be
awarded the Asphalt Hot Mix; and
• Innovative Surface Solutions, with a total bid price of $182,369.18 (net of
H.S.T. Rebate), being the lowest responsible bidder for delivery of high
performance cold mix, be awarded the Asphalt High Performance Cold
Mix.
3.0 FINANCIAL
3.1 The Municipality of Clarington estimated requirements for hot mix asphalt is
$14,103.94 and high performance cold mix is $182,369.18.
3.2 The required funds for hot mix will be drawn from the Department of Operations,
2011 current budget various operating accounts.
3.3 The required funds for high pertormance cold mix will be drawn from the
Department of Operations, 2011 Current Budget Pavement Patch account 100-
36-381-10255-7112 and 2011 current budget various operating accounts.
3.4 Queries with respect to department needs, specifications, etc., should be referred
to the Director of Operations.
3.5 The Director of Finance has reviewed the funding requirements and concurs with
the recommendation.
REPORT NO.: COD-001-11
PAGE 5
4.0 CONCLUSION
4.1 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.
5.0 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: Director of Operations
Attachments:
Attachment 1 -Schedule "A", Bid Summary
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