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Home My WebLink AboutCOD-014-11Clar~~;~ton REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: May 9, 2011 Resolution#:GPR"3ros-1! By-law#: N/A Report: COD-014-11 File: Subject: TENDER NO. CL2011-13, SUPPLY AND HAULAGE OF GRANULAR MATERIAL RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-014-11 be received; 2. THAT CDR Young's Aggregates Incorporated, Pontypool, Ontario, with a total bid in the amount of $188,784.72 (net of HST Rebate), being the lowest responsible bidder meeting ajl terms, conditions and specifications of Tender CL2011-13, be awarded the contract for Supply & Hauling of Granular Material, as required by the Municipality of Clarington, Operations Department; and 3. THAT funds in the amount of $200,995.92 which includes $188,784.72 for tendering, administration, material testing and contingencies be drawn from the Operations Department various 2011 Annual Operations Road Maintenance and Construction Accounts,'. as follows: ACCOUNT DESCRIPTION Culvert Entrance Culverts Sidewalk Mtce. Guide Rail Ditch/Shpulder Mtce Gravel Resurfacing - Various Prices Gravel Resurfacing - Consulting/Material Testing/Contingencies ACCOUNT NUMBER 100-36-380-10205-7112 100-36-380-10225-7112 100-36-380-10733-7112 100-36-384-10310-7112 100-36-380-10240-7112 100-36-382-10280-7112 100-36-382-10280-7112 ESTIMATED PROJECT EXPENDITURE $3, 318.00 $2,875.60 $1,106.00 $1,106.00 $1,106.00 $176,220.32 $15,264.00 $200,995.92 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: COD-014-10 PAGE 2 4. THAT pending satisfactory pricing and service the contract be extended for a second and third year. Submitted by: MM\JDB\bh rie Marano, H.B.Sc., C.M.O., Director of Corporate Services -J! , q-uttvL~-Q Reviewed by: ( Franklin Wu, Chief Administrative Officer REPORT NO.: COD-014-10 PAGE 3 1.0 BACKGROUND AND COMMENT 1.1 Tenders were publicly advertised and called for the Supply and Hauling of Granular Material as required by the Operations Department. Subsequently, three tenders were received and tabulated as per Schedule "A" attached. 1.2 The term for the contract is one year with an option to extend the contract for a second and third year. Contract renewal is dependent upon satisfactory performance and pricing. 2.0 ANALYSIS 2.1 After review and analysis of the bids by the Operations Department, AECOM and Purchasing, it was mutually agreed that the low compliant bidder, CDR Young's Aggregates Incorporated, Pontypool, Ontario, be awarded the contract for the Supply and Hauling of Granular Material. A copy of the recommendation memo from AECOM, is attached as Schedule "B". 2.2 CDR Young's Aggregates Incorporated, Pontypool, Ontario has provided similar services to the Municipality of Clarington in the past and the level of service has been satisfactory. 3.0 FINANCIAL 3.1 The total funds required for Tender CL2011-13, Supply and Hauling of Granular Material are included in the Operations Department 2011 Operations Road Maintenance and Construction accounts. 3.2 The account numbers are outlined as per Schedule "B" attached. The amounts required are within the budget allocation. REPORT NO.: COD-014-10 PAGE 4 3.3 For the information of Council, the average of the unit prices per tonne represent an approximate 2.5% increase from the previous year. 3.4 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 for the Supply and Hauling of Granular Material to COR Young's Aggregates Incorporated, Pontypool, Ontario. 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 Attachment 2 - Schedule "B", Account Numbers Attachment 3 - Schedule "C", Recommendation Letter from AECOM REPORT CORPORATE SERVICES DEPARTMENT Schedule "A" Bid Summary Tender CL2011-13 CDR Young's Aggregates Inc. Pontypool, ON $209,637.13 $188,784.72 Robert E. Young Construction Peterborough, ON $213,817.74 $192,549.50 Lafarge Canada Inc. Stouffville, ON $225,277.59 $202,869.45 REPORT NO.: COD-014-11 PAGE 6 ACCOUNT DESCRIPTION Culvert Entrance Culverts Sidewalk Mtce. Guide Rail Ditch/Shoulder Mtce Gravel Resurfacing - Various Prices Gravel Resurfacing - Consulting/Material Testing/Contingencies Schedule "B" Account Numbers Summary Tender CL2011-13 ACCOUNT NUMBER 100-36-380-10205-7112 1 00-36-380-1 0225-7112 100-36-380-10733-7112 100-36-384-10310-7112 100-36-380-10240-7112 100-36-382-10280-7112 100-36-382 -10280-7112 ESTIMATED PROJECTEXPENDITURE $3,318.00 $2,875.60 $1,106.00 $1,106.00 $1,106.00 $176,220.32 $15,264.00 $200,995.92 SCHEDULE "C " AS'COM AECOM 905372 2121 tel 513 Division Street 905372 3621 fax Cobourg, Ontario K9A 5G6 www.aecom.com May 3, 2011 (Revision 1) Mr. F. Horvath Director of Operations The Municipality of Clarington 40 Temperance Street BOWMANVILLE, ON L 1C 3A6 Dear Sir: Project No: 60212314-5 Regarding: 2011 Gravel Tender Contract No. CL2011-13 Municipality of Clarington Tenders for the above project were opened at the Clarington Municipal Offices on Tuesday, April 28, 2011. A list of the bids received is provided in the table below, All numbers are exclusive of HST. BIDDER TOTAL BID TOTAL BID (HST Included) (Net Of HSTRebate, 1.76%) CDR Young's Aggregates Inc, $209,637,13 $188,784.72 Pontvpool, ON Robert E. Young Construction $213,817,74 $192,549.50 PeterborouQh, ON Lafarge Canada Inc, $225,277.59 $202,869.45 Stouffville, ON The Municipality of Clarington's Purchasing Dep~rtment reviewed all bids, AECOM Canada Ltd. has reviewed all bids accepted by the Purchasing Department and confirmed the bid values noted above. The bid submitted by CDR Young's Aggregates Inc. is the lowest bid and there were no mathematical errors noted in their submission. This project was tendered for the 2011 construction year with an option to extend into 2012 and 2013, subject to satisfactory performance and pricing. The bid bonds provided by all three bidders were in the correct amount. Tender Roport Leiter COlllract CL2011.13 (RevisiOn 1).Oocx SCHEDULE "C " AS'COM Page 2 May 3, 2011 CDR Young's Aggregates Inc. has successfully provided the services requested in the tender documents to the Municipality of Clarington in past years, The total budget for this project is $210,000.00. The low bid from CDR Young's Aggregates Inc. is within the project budget when costs for administration, inspection, testing, and contingencies are factored in, and allowing for the net HST commitment of 1.76%, The estimated costs for various project components, based on the low bid, are summarized in the table below. Project Costs: CDR Young's Aggregates' Inc. Bid Tender Prep/Administration Materials Testing Contingencies tal Costs Excluding HST o ST $185,519.58 $3,000.00 $4,000.00 $8,000.00 $197,519.58 $3,476.34 00,995.92 Based on performance on their previous work in Clarington, in our opinion, the tender in the amount of $185,519.58 (exclusive of HST) could be awarded to CDR Young's Aggregates Inc. of Pontypool, Ontario, provided that all provisions of the Clarington Purchasing Bylaw have been met and subject to allocation of funding by Council. Should you have any questions regarding this matter, please contact the undersigned. Sincerely, AECOM Canada Ltd. Doug Timms, p, Eng. Senior Project Manager doug. timms@aecom.com DT:hm Enel, ee: Tender Report LcttcrConlract CL2011.13 (Rovlslon t).Docx