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Staff Report
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Report To: General Government Committee
Date of Meeting: March 9, 2020 Report Number: COD-002-20
Submitted By: Marie Marano, Director of Corporate Services
Reviewed By: Andrew C. Allison, CAO Resolution#: GG-169-20, C-152-20
File Number: CL2020-1 By-law Number:
Report Subject: Plumbing Services
Recommendations:
1. That Report COD-002-20 be received;
2. That Brent's Plumbing Inc. with a total bid amount for the initial two year term of
$240,609.48 (Net HST Rebate), and a potential contract value of $601,523.70 (Net
HST Rebate), being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2020-1 be awarded the contract for the provision of
plumbing services as required for the various municipal facilities;
3. That the funds expended for these services, be funded from respective facilities
approved operating budget as required;
4. That pending satisfactory service the Purchasing Manager, after consultation with
the affected departments, be authorized to extend the contract for up to three
additional one-year terms; and
5. That all interested parties listed in Report COD-002-20 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report COD-002-20
Report Overview
Page 2
To request authorization from Council to award the contract for plumbing services as
required as detailed in Tender CL2020-1 for the various municipal buildings and properties.
1. Background
1.1 Tender CL2020-1 was prepared and issued by the Purchasing Services Division and
advertised electronically on the Municipality's website. Notification of the availability of
the document was also posted on the Ontario Public Buyers Association's website.
Eight Companies downloaded the tender document.
1.2 The Tender closed February 5, 2020.
2. Analysis
2.1 Four bids were received in response to the tender call.
2.2 Of the four companies who downloaded the tender documents but chose not to submit
pricing:
i) One company was an association for distributing the tender document to its
members;
ii) Two companies advised that they were not able to meet the tender closing
timeline due to current workload; and
iii) One company did not respond to our request for information.
2.3 The submissions were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1). Two submissions were deemed non -compliant.
2.4 The results were forwarded to the Operations Department and the Community Services
Department for their review and consideration.
2.5 After review and analysis by the departments it was mutually agreed that the low bidder
Brent's Plumbing Inc. be recommended for the award of tender CL2020-1.
2.6 Brent's Plumbing Inc. has successfully completed work for the Municipality in the past.
Municipality of Clarington
Report COD-002-20
3. Financial
Page 3
3.1 The annual cost is approximately $120,304.74 (net HST Rebate). The initial contract
term is for two years. The estimated value of the contract for the two years is
approximately $240,609.48.
3.2 Pricing received is firm for the initial contract term of two years.
3.3 The Municipality has the option to extend the contract for up to three additional one-year
terms pending satisfactory service. The Tender document stipulates that if the
Municipality elects to exercise the option to renew the contract for the additional optional
one-year terms, then pricing shall be adjusted only on the anniversary date of the
Contract award. Proposed price increases should not exceed the annual percentage
change in the most recent issuance of the Consumer Price Index (CPI) All items —
Ontario, as issued by the Statistics Canada, and remain firm for the rest of that Contract
year
3.4 The expended funds will be drawn from respective facilities approved operating budget.
3.5 Queries with respect to the department needs should be referred to the respective
Department Head
4. Concurrence
This report has been reviewed by the Acting Director of Operations and the Acting
Director of Community Services who concur with the recommendations.
5. Conclusion
It is respectfully recommended that Brent's Plumbing with a total bid amount for the
initial two-year term of $240,609.48 (Net HST Rebate) being the lowest compliant
bidder be awarded the contract for the Plumbing Services requirements as per Tender
CL2020-1.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379- Ext 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Summary of Bid Results
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington
Report COD-002-20
Page 4
Attachment 1 to Report COD-002-20
Municipality of Clarington
Summary of Bid Results
Tender CL2020-1
Plumbing Services
Total Bid per
Bid 2
TOTAL BID
Year
TOTALTotal
Per
Years
2 Years
BIDDER
(including HST)
Y arD
(Net HST Rebate)
(including
(Net HST
HST)
Rebate)
Brent's Plumbing Inc.
$133,593.12
$120,304.74
$2673186.24
$240,609.48
Brant Doyle Plumbing
$162,160.65
$146,030.69
$324,321.30
$292,061.38
Ltd.
Murabelli Corporation
Plan Group Inc. *
J
Note: Bidders marked with * were deemed non -compliant