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Staff Report
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Report To:
Date of Meeting
Submitted By:
Reviewed By:
File Number:
Report Subject:
Joint Committees
April 6, 2020
Report Number: COD-009-20
Marie Marano, Director of Corporate Services
Andrew C. Allison, CAO
CL2020-2
Resolution#: JC-025-20
By-law Number:
Orono Town Hall Accessible Elevator Addition and Universal Washroom
Recommendations:
1. That Report COD-009-20 be received;
2. That MVW Construction and Engineering Inc. with a total bid amount of $414,462.00
(Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions
and specifications of tender CL2020-2 be awarded the contract for the Orono Town
Hall Accessible Elevator Addition and Universal Washroom, as required by the
Operations Department;
3. That the total funds required for this project in the amount of $447,000.00 (Net HST
Rebate), which includes construction cost of $414,462.00 (Net HST Rebate) and
other related costs such as design, inspection, contract administration and
contingencies of $32,538.00 (Net HST Rebate) is in the approved budget allocation
as provided and will be funded from the following account:
Description
Account Number
Amount
Orono Town Hall Accessibility
110-36-370-83630-7401
$295,000
Upgrades (2019)
Orono Town Hall Accessibility
110-36-370-83630-7401
$152,000
Upgrades (2020)
4. That all interested parties listed in Report COD-009-20 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report COD-009-20
Report Overview
To request authorization from Council to award CL2020-2 for the Orono Town Hall
Accessible Elevator Addition and Universal Washroom.
1. Background
Page 2
1.1 Tender specifications for the Orono Town Hall Accessible Washroom Addition and
Universal Washroom were prepared by Barry Bryan Associates and provided by the
Operations Department to the Purchasing Services Division.
1.2 Tender CL2020-2 was 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 Buyer's Association website. Thirty-
one companies downloaded the tender document.
1.3 The tender closed on February 18, 2020.
2. Analysis
2.1 Nine bids were received in response to the tender call.
2.2 Of the twenty-two companies who downloaded the tender document but chose not to
submit pricing:
• Eight companies were subcontractors;
• One company was a construction association;
• Eight companies decided they were unable to bid due to current workload;
• Two companies decided they were unable to bid competitively after reviewing
the specifications;
• Three companies did not respond to our request for information.
2.3 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1). Two submissions were deemed non -compliant due to missing
information on the Form of Tender and conditional statements.
2.4 After review and analysis by the Operations Department, the Consultant and the
Purchasing Services Division, it was mutually agreed that the references provided by
the two low bidders did not demonstrate the relevant experience needed to complete
this project and they were deemed non -compliant. The tender specified that references
Municipality of Clarington
Report COD-009-20
Page 3
should be for work of similar size and nature within the past five years. Purchasing had
discussions to this effect with both low bidders and neither bidder was able to
demonstrate previous work of a similar size or capacity. Due to the lack of experience
of the two low bidders, it was unanimously agreed by the Purchasing Division,
Consultant Architect and the Operations Department that awarding to either of the two
low bidders could put the Municipality at risk.
2.5 After further review it was mutually agreed that the low compliant bidder, MVW
Construction and Engineering Limited be recommended for the award of tender
CL2020-2. It was also mutually agreed that the Municipality of Clarington would remove
the front entrance railings from the scope of work to bring the cost within budget. MVW
Construction and Engineering Limited's original bid price of $417,237.00 (Net HST
Rebate) was reduced to $414,462.00 (Net HST Rebate).
2.6 MVW Construction and Engineering Limited has not completed work for the Municipality
of Clarington, references were checked and came back satisfactory.
3. Financial
3.1 The funding required for this project is $447,000.00 (Net HST Rebate) which includes
construction cost of $414,462.00.00 and other related costs such as design, inspection,
contract administration and contingencies of $32,538.00 (Net HST Rebate) is in the
approved budget allocation as provided and will be funded from the following account:
Description
Account Number
Amount
Orono Town Hall Accessibility
110-36-370-83630-7401
$295,000
Upgrades (2019)
Orono Town Hall Accessibility
110-36-370-83630-7401
$152,000
Upgrades (2020)
3.2 Queries with respect to the department needs should be referred to the Director of
Operations.
4. Concurrence
This report has been reviewed by the Acting Director of Operations who concurs with
the recommendations and the Director of Finance has signed off approval to the
financial components of this report.
Municipality of Clarington
Report COD-009-20
5. Conclusion
Page 4
It is respectfully recommended that MVW Construction and Engineering Ltd. being the
lowest compliant bidder be awarded the contract for the Orono Town Hall Accessible
Elevator Addition and Universal Washroom as per the terms and conditions of Tender
CL2020-2.
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-009-20
Page 5
Attachment 1 to Report COD-009-20
Municipality of Clarington
Summary of Bid Results
Tender CL2020-2
Orono Town Hall Accessible Elevator Addition and Universal Washroom
Bidder
Total Bid
(Including HST)
Total Bid I
(Net HST Rebate)
RD Build Inc.*
$312,953.50
$281,824.32
CPM Group Inc.*
$423,908.20
$381,742.46
MVW Construction & Engineering Ltd.
$463,323.73
$417,237.37
Icon Restoration Services Inc.
$536,226.74
$482,888.79
Orion Construction & Managament Ltd.
$543,722.10
$489,638.59
Jeffrey G Wallans
$558,559.00
$502,999.68
Terco Construction Ltd.*
$563,870.00
$507,782.40
Ryan Jeffrey Inc.*
$591,466.08
$532,633.53
The GeoFocus Group
$612,231.56
$551,333.48
Price reflects total bid with front entrance railings included.
Note: Bidders marked with * were deemed non -compliant