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Staff Report
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Report To: Joint Committees
Date of Meeting: September 14, 2022
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Mary -Anne Dempster, CAO
File Number:
Report Number: FSD-035-22
Report Subject: Contract Awards During Council Recess
Recommendation:
By-law Number:
Resolution#: JC-057-22
1. That Report FSD-035-22, and any related delegations or communication items, be
received for information.
Municipality of Clarington
Report FSD-035-22
Report Overview
To report to Council on the contracts awarded during Council Recess.
1. Background
Page 2
1.1 During periods when Council is in Recess, provision has been made for the approval of
contract awards in order to continue with business as usual. Refer to Purchasing By -
Law #2021-077, Part 3 Section 61, Council Recess Procedures. During the summer
recess of 2022 there were 8 contract awards that would normally necessitate a report to
Council.
2. Comments
2.1 In accordance with Purchasing By-law #2021-077, the following contracts were awarded
during Council Recess:
PS Report#
Contract#
Description
PS-015-22
RFP2022-2
Architectural/Engineering Services
for Newcastle Memorial Arena and
Orono Arena and Community Centre
PS-017-22
RFP2022-3A
Process Modernization of Public
Works
Payroll and Job Allocation
PS-018-22
CL2022-18
Bowmanville Cemetery Expansion
PS-020-22
RFP2022-4
Road Needs Study and Asset
Management Plan for Roads
PS-021-22
CL2022-24
Seniors and Persons with
Disabilities Sidewalk and Windrow
Snow Clearing Services
Municipality of Clarington
Report FSD-035-22
Page 3
PS Report#
Contract#
Description
PS-022-22
CL2022-13
HVAC Preventative Maintenance
and Repairs
PS-023-22
CL2022-1
Old Scugog Road Reconstruction
and Millstream Lane Rehabilitation
PS-024-22
CL2022-22
Various Court Replacements
2.2 A copy of the recommending Purchasing Services Reports for the above noted projects
are attached as Attachments.
3. Financial Considerations
Not Applicable.
4. Concurrence
Not Applicable.
5. Conclusion
It is respectfully recommended that Council receives this report for information.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext. 2209 or
dferguson@clarington.net
Attachments:
Attachment 1 - PS-015-22 Architectural/Engineering Services for Newcastle Memorial Arena
and Orono Arena and Community Centre
Attachment 2 - PS-017-22 Process Modernization of Public Works Payroll and Job Allocation
Attachment 3 - PS-018-22 Bowmanville Cemetery Expansion
Attachment 4 - PS-020-22 Road Needs Study and Asset Management Plan for Roads
Municipality of Clarington
Report FSD-035-22
Page 4
Attachment 5 - PS-021-22 Seniors and Persons with Disabilities Sidewalk and Windrow Snow
Clearing Services
Attachment 6 - PS-022-22 HVAC Preventative Maintenance and Repairs
Attachment 7 - PS-023-22 Old Scugog Road Reconstruction and Millstream Lane
Rehabilitation
Attachment 8 - PS-024-22 Various Court Replacements
Interested Parties:
There are no interested parties to be notified of Council's decision.
Attachment 1 to Report FSD-035-22
clffftwn
Report
Purchasing Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-015-22
Report Date: July 6, 2022
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Mary -Anne Dempster, CAO
File Number: RFP2022-2
Report Subject: Architectural/Engineering Services for Newcastle Memorial Arena
and Orono Arena and Community Centre - Summer Recess
Procedure (Purchasing By -Law 2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That the proposal received from Barry Bryan Associates being the most
responsive bidder meeting all terms, conditions and specifications of RFP2022-2
be awarded the contract for the provision of architectural, engineering, and
contract administration services to complete the Newcastle Memorial Arena and
Orono Arena Community Centre Refurbishments, as required by the Community
Services Department; and
2. That the total funds required for this project in the amount of $513,888.00 (Net
HST Rebate) be funded by the Municipality as follows:
Description
Account Number
Amount
NEWCASTLE & ORONO ARENA
110-42-421-84233-7401
$513,888
IMPROVEMENTS -CAP EXP
Attachment 1 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-015-22
1. Background
Page 2
1.1 The Municipality requires the assistance of a qualified architectural / engineering firm to
provide the required skills and expertise necessary for the replacement of the
refrigerated ice rink pads and accessibility upgrades at the Newcastle Memorial Arena
and the Orono Arena Community Centre.
1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified
Consultant with the skills, resources and experience necessary to complete the
Newcastle Memorial Arena and Orono Arena Community Centre Refurbishment in
accordance with the terms of reference provided by the Community Services
Department.
1.3 RFP2022-2 was issued by the Purchasing Services Division and advertised
electronically on the Municipality of Clarington's (the Municipality) website. Notification
of the availability of the document was also posted on the Ontario Public Buyers
Association's website. The RFP was structured on the two -envelope system with price
being an evaluated factor.
1.4 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2021-077, Part 3 Section 61, Council
Recess Procedures.
2. Analysis
2.1 The RFP closed May 30, 2022.
2.2 The RFP stipulated, among other things, that the proponents were to provide a
description of the Firm/Consulting team, key qualifications, firm profile, highlights of past
service and experience of team members with projects of similar size, nature and
complexity, and demonstrate an understanding of the Municipality's requirements.
2.3 Thirty companies downloaded the document. Four proposals were received (refer to
Attachment 1) by the stipulated closing date and time. All proposals received complied
with the mandatory submission requirements and were distributed to the evaluation
committee for review, evaluation and scoring.
2.4 The Municipality reached out to the twenty-six firms who had downloaded the RFP but
chose not to submit a proposal, to inquire why. The responses are as follows:
one company was a construction association;
one company stated they did not have the required licensing;
Attachment 1 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-015-22
Page 3
• four companies advised that they were not able to take on additional work due to
current workloads;
• one company stated they were unable to bid competitively;
• two companies stated the job was to small;
• one company is a general contractor;
• one company is a subcontractor; and
• fifteen companies did not respond to our request for information.
2.5 The technical proposals were evaluated and scored independently by the members of
the evaluation committee, in accordance with the established criteria as outlined in the
RFP. The evaluation committee was comprised of three staff members from the
Community Services Department.
2.6 The evaluation committee met to review and agree upon the overall scores for each
proposal. Some of the areas on which the submissions were evaluated were as follows:
• The Proponent's understanding of the Municipality's requirements;
• Highlights of services provided performing similar work on projects of comparable
nature, size and scope, in a municipality of similar population size;
• A methodology describing the Proponent's project management approach, work
plan, goals, objectives and methods of communications to be utilized to meet the
requested deadlines; and
• The proposed solution must include a detailed work plan indicating the project
method, schedule, Gantt chart, tasks and deliverables showing an estimated
overall timeline of the project.
2.7 Upon completion of the evaluation, three submissions met the established threshold of
75% for Phase 1 and moved forward to Phase 2. It was determined by the evaluation
committee, that a presentation from the short-listed proponents would not be required.
2.8 The pricing envelopes were opened and evaluated as prescribed in the RFP document,
with the lowest price receiving the highest score, each subsequent price was compared
to the lowest price to determine the score (lowest proponent price / proponent price) x
project specific points = score. The scores obtained for pricing was added to the
technical scores to determine the highest scoring proponent.
2.9 Upon completion of the evaluation scoring, the recommendation is to award to the
highest ranked proponent, Barry Bryan Associates.
2.10 Barry Bryan Associates has provided services to the Municipality in the past with
satisfactory results.
Attachment 1 to Report FSD-035-22
Municipality of Clarington Page 4
Report Purchasing Services-015-22
3. Financial
3.1 The funding required for this project is $513,888.00 (Net HST Rebate) and is in the
approved budget allocation as provided and will be funded from the following account:
Description
Account Number
Amount
NEWCASTLE & ORONO ARENA
IMPROVEMENTS -CAP EXP
110-42-421-84233-7401
$513,888
4. Concurrence
This report has been reviewed by the Director of Community Services who concurs with
the recommendations.
5. Conclusion
It is respectfully recommended that Barry Bryan Associates be awarded the contract for
the provision of architectural, engineering, and contract administration services to
complete the Newcastle Memorial Arena and Orono Arena Community Centre
Refurbishment as per the terms and conditions of RFP2022-2.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 - Summary of Bid Results
Attachment 1 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-015-22
Attachment 1 to Report PS-015-22 - Bid Summary
Municipality of Clarington
Page 5
RFP2022-2 — Architectural/Engineering Services for Newcastle
Memorial Arena and Orono Arena and Community Centre
Bid Summary
Bidder
Barry Bryan
Associates *
JR Freethy Architect
Peter T. Mitches & Associates*
Moon -Matz Ltd*
Note: * Denotes Proponents who were shortlisted.
Attachment 2 to Report FSD-035-22
clffftwn
Report
Purchasing Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-017-22
Report Date: July 18, 2022
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Mary -Anne Dempster, CAO
File Number: Single Source
Report Subject: Process Modernization of Public Works Payroll and Job Allocation —
Summer Recess Procedure (Purchasina By -Law 2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That a contract be awarded to WSCS Consulting Inc. being the only company
expressing an interest and providing a proposal for the Process Modernization of
Public Works Payroll and Job Allocation with a quoted price of $133,203.84 (Net
HST Rebate); and
2. That the total funds required for this project in the amount of $133,203.84 (Net HST
Rebate) be funded from the grant funds received by the Municipality under the Audit
and Accountability Fund Intake 3.
Attachment 2 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-017-22
1. Background
Page 2
1.1 The Municipality has successfully applied for funding from the Audit and Accountability
Fund Intake #3. As a result of the approved funding, it was determined that a qualified,
professional consulting firm would be hired to conduct a comprehensive Process
Improvement and Modernization of the Public Works Payroll and Job Allocation.
1.2 The key objectives of the Process Review will be provided in the forms of
interim/progress reports, a final report and presentation materials for Council.
This will include but is not limited to:
• Create a process to reduce and streamline the administrative work for preparing
payroll data submitted by -weekly to Payroll. This applies to employees who work
under the Outside CUPE contract;
• Improve and streamlined payroll allocation to various service areas;
• Create a system that improves the quality of data for better reporting and data
analytics;
• Review the current processes listed above that can be expanded upon utilizing
the existing software including Citywide Works and Great Plains. The
Municipality uses ADP Workforce to process payroll. Bi-weekly payroll is
imported into ADP Workforce with data provided form Public Works
administrative staff;
• Provide a prioritized action plan to be implemented in stages complete with
staffing resources;
• If it is determined that additional software is recommended, a summary business
case should be included with the reasons, cost and benefits;
• There must be a summary of cost savings and/or value of efficiencies found
through the recommendations of this review process; and
• Include suggested Key Performance Indicators (KPIs) within this service area.
1.3 Staff issued Request for Proposal (RFP) 2022-3 to allow the Municipality to select a
consultant with the skills, resources and expertise necessary to complete the process
improvement and modernization of the Public Works Payroll and Job Allocation
Process.
1.4 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2021-077 Part 3 Section 61, Council
Recess Procedures.
Attachment 2 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-017-22
2. Analysis
Page 3
2.1 The RFP requirements stipulated among other things that the proponents were to
provide a description of the firm/consulting team, key qualification, firms profile and
experience along with the methodology to be use while demonstrating their
understanding of the Municipality's requirements.
2.2 As there were no plan takers, the RFP was cancelled and a subsequent RFP was
issued to a limited amount of companies. This RFP also failed and had to be cancelled.
2.3 In an effort to understand why both RFPs failed, staff reached out to a number of
companies who had originally expressed an interest. Most of the companies contacted
advised that they were unable to take on additional work at this time as other cities and
municipalities also had access to the funds and a number of similar RFPs were in the
marketplace.
2.4 Staff from the office of the CAO, the Financial Services Department and the Public
Works Department met to determine the available options. Due to the limited timeframe
in which to complete the project and the possibility of losing the grant funds if the
timelines were not met, staff approached WCSC Consulting Inc. who had previously
expressed an interest in the project.
2.5 Based on the proposal received, it was the recommendation of the Committee that a
single source contract be awarded to WCSC Consulting Inc. in the quoted price of
$133,203.84 (Net HST Rebate).
2.6 WCSC Consulting Inc. has provided similar consulting services to the Municipality in the
past with satisfactory results.
3. Financial
3.1 The funding required for this project is $133,203.84 (Net HST Rebate) and is funded
fully through a grant from the Province of Ontario's Audit and Accountability Fund.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
Attachment 2 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-017-22
5. Conclusion
Page 4
It is respectfully recommended that WCSC Consulting Inc be awarded the contract for
the Process Improvement and Modernization of the Public Works Payroll and Job
Allocation.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Not Applicable
Attachment 3 to Report FSD-035-22
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-018-22
Report Date: July 21, 2022
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Mary -Anne Dempster, CAO
File Number: CL2022-18
Report Subject: Bowmanville Cemetery Expansion — Summer Recess Procedure
(Purchasina By -Law 2015-022 S.731
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That Nick Carchidi Excavating Limited with a bid of $1,124,983.77 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of CL2022-18 be awarded the contract for the Bowmanville
Cemetery Expansion, as required by the Public Works Department; and
2. That the total funds required to complete this project in the amount of
$1,439,000.00 (Net HST Rebate), which includes construction cost in the amount
of $1,124,983.77 (Net HST Rebate) and other related costs such as detailed
design, wetland assessment, topographic survey, permits, material testing,
inspection and contract administration and a contingency of $314,016.23 (Net HST
Rebate) be approved.
Attachment 3 to Report FSD-035-22
1. Background
1.1 Tender specifications for the Bowmanville Cemetery Expansion were prepared by the
Public Works Department and provided to the Purchasing Services Division. The scope
of work is for the expansion of the Bowmanville Cemetery site including earthworks,
domestic watermain installation, storm sewer installation, construction of the internal
cemetery roadway, internal stormwater management facility, 3.Om wide paved asphalt
trail and site planting / landscape works. Inspection and Contract Administration duties
will be assigned to a prequalified engineering consultant utilizing the Municipality's
PQ2019-1 Roster.
1.2 Tender CL2022-18 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the
document was posted on the Ontario Public Buyer's Association website.
1.3 Thirty-two companies registered as official plan takers.
1.4 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022, Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The tender closed on July 12, 2022.
2.2 Eight submissions were received in response to the tender call. The bids were
reviewed and tabulated by the Purchasing Services Division (see Attachment 1). All
submissions were deemed compliant.
2.3 The twenty-four companies who downloaded the tender document but did not submit a
bid were contacted to find out why they chose not to bid. The responses received were
as follows:
• One company was not able to bid due to staff shortage issue;
• One company was not able to take on the work at this time due to current schedule;
• Two companies were unable to meet the submission deadline;
• Two companies felt that they were unable to provide a competitive bid;
• One company is a construction association;
0 Six companies downloaded as a potential subcontractor; and
Attachment 3 to Report FSD-035-22
Eleven companies did not respond to our request for information.
2.4 The results were forwarded to the Public Works Department for their review and
consideration. The lowest compliant bid was received from Nick Carchidi Excavating
Ltd. with a bid amount of $1,124,983.77 (Net HST Rebate).
2.5 After review and analysis of the bid by the Purchasing Services Division and the Public
Works Department it was mutually agreed that the low bidder, Nick Carchidi Excavating
Ltd. be recommended for the award of contract CL2022-18.
2.6 Nick Carchidi Excavating Ltd. has provided similar services to the Municipality in the
past with satisfactory results. As a result, it was mutually agreed that a reference check
was not required.
3. Financial Consideration
3.1 The total funds required to complete this project in the amount of $1,439,000.00 (Net
HST Rebate), which includes construction cost in the amount of $1,124,983.77 (Net
HST Rebate) and other related costs such as detailed design, wetland assessment,
topographic survey, permits, material testing, inspection and contract administration and
a contingency of $314,016.23 (Net HST Rebate) be funded as follows:
Description
Account Number
Amount
Bowmanville Cemetery Expansion
110-36-326-83693-7401
$1,413,825.95
Add'I funding - Municipal Capital Works Reserve Fund
2,517.41
Add'I funding - Development Charge Operations Reserve Fund
22,656.64
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that that Nick Carchidi Excavating Ltd. with a total bid
price of $1,124,983.77 (Net HST Rebate) being the low complaint bid be awarded the
contract for the Bowmanville Cemetery Expansion as per the terms, conditions and
specifications of Tender CL2022-18.
Attachment 3 to Report FSD-035-22
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Summary of Bid Results
Attachment 3 to Report FSD-035-22
Attachment #1
Municipality of Clarington
CL2022-18
Bowmanville Cemetery Expansion
Bid Summary
Bidder
Total Bid
(Including HST)
Total Bid
(Net HST Rebate)
Nick Carchidi Excavating Ltd.
$1,249,244.95
$1,124,983.77
Boyle Excavating Ltd.
1,293,973.17
1,165,262.92
Montgomery MacEwen Contracting
1,435,572.28
1,292,777.30
Elirpa Construction and Materials Limited
1,532,217.56
1,379,809.37
Blackstone Paving & Construction Limited
1,796,603.50
1,617,897.10
39 Seven Inc.
1,848,202.38
1,664,363.49
DigCon International Limited
2,082,322.30
1,875,195.73
Melrose Paving Co. Ltd.
2,870,487.73
2,584,963.11
Attachment 4 to Report FSD-035-22
clffftwn
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-020-22
Report Date: August 15, 2022
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Mary -Anne Dempster, CAO
File Number: RFP2022-4
Report Subject: Road Needs Study and Asset Management Plan for Roads — Summer
Recess Procedure (Purchasina By -Law 2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That the proposal received from Golder Associates Ltd. with a bid of $57,554.18
(Net HST Rebate) being the responsive bidder meeting all terms, conditions and
specifications of RFP2022-4 be awarded the contract to undertake the Road
Needs Study and Asset Management Plan for Roads as required by the Public
Works Department; and
2. That the total funds required to complete this project in the amount of $57,554.18
(Net HST Rebate), be approved.
Attachment 4 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-020-22
1. Background
Page 2
1.1 The Municipality requires the assistance of a qualified firm to undertake the Road Needs
Study and Asset Management Plan for Roads ("the Study"). The Study will examine
Road Needs and identify the short and long term needs of roads.
1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified
Consultant with the skills, resources, and experience necessary to complete a Road
Needs Study and Asset Management Plan in accordance with the terms of reference
provided by the Public Works Department.
1.3 RFP2022-4 was issued by the Purchasing Services Division and advertised
electronically on the Municipality of Clarington's (the Municipality) website. Notification
of the availability of the document was also posted on the Ontario Public Buyers
Association's website. The RFP was structured on the two -envelope system.
1.4 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2021-077, Part 2 Section 61, Council
Recess Procedures.
2. Analysis
2.1 The RFP closed July 6, 2022.
2.2 The RFP stipulated, among other things, that the proponents were to provide a
description of the Firm/Consulting team, key qualifications, firm profile, highlights of past
service and experience of team members with projects of similar size, nature and
complexity, and demonstrate an understanding of the Municipality's requirements.
2.3 Nine companies downloaded the document. One proposal was received (refer to
Attachment 1). The proposal received was distributed to the evaluation committee for
review, evaluation, and scoring.
2.4 The technical proposals were evaluated and scored independently by the members of
the evaluation committee, in accordance with the established criteria as outlined in the
RFP. The evaluation committee was comprised of two staff members from the Public
Works Department.
2.5 The evaluation committee met to review and agree upon the overall scores for each
proposal. Some of the areas on which the submissions were evaluated were as follows:
The Proponent's understanding of the Municipality's requirements;
Highlights of services provided performing similar work on projects of comparable
nature, size and scope, in a municipality of similar population size;
Attachment 4 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-020-22
Page 3
A methodology describing the Proponent's project management approach, work
plan, goals, objectives and methods of communications to be utilized to meet the
requested deadlines; and
The proposed solution must include a detailed work plan indicating the project
method, schedule, Gantt chart, tasks and deliverables showing an estimated
overall timeline of the project.
2.6 Upon completion of the evaluation, the submissions met the established threshold of
85% for Phase 1 and moved forward to Phase 2. It was determined by the evaluation
committee, that a presentation from the short-listed proponents would not be required.
2.7 The pricing envelope was opened and evaluated as prescribed in the RFP document.
2.8 Upon completion of the evaluation scoring, the recommendation is to award to the
highest ranked proponent, Golder Associates Ltd.
2.9 Golder Associates Ltd. has provided services to the Municipality in the past with
satisfactory results.
3. Financial
The funding required for this project is $57,554.18 (Net HST Rebate) which includes the
optional Rival Solution services and is in the approved budget allocation as provided
and will be funded from the following account:
Description
Account Number
Amount
Pavement Rehabilitation Program
(2021)
110-36-330-83212-7401
$57,554
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Golder Associates Ltd. be awarded the contract for
the provision of consulting services as required to complete the Road Needs Study and
Asset Management Plan for Roads as per terms, conditions, and requirements of
RFP2022-4.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachment 4 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-020-22
Attachments:
Attachment 1 — Bid Summary
Municipality of Clarington
Page 4
RFP2022-4 — Road Needs Study and Asset Management Plan for Roads
Bid Summary
Bidder
Golder Associates Ltd. 11
Attachment 5 to Report FSD-035-22
clffftwn
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-021-22
Report Date: August 16, 2022
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Mary -Anne Dempster, CAO
File Number: CL2022-24
Report Subject: Seniors and Persons with Disabilities Sidewalk and Windrow Snow
Clearing Services - Summer Recess Procedure (Purchasing By -Law
2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That CSL Group Ltd., with a total bid amount of $347,360.61 (Net HST Rebate), an
estimated $694,721.22 (Net HST Rebate) for the initial two-year term, and an
estimated five-year contract value of $1,736,803.05 (Net HST Rebate) being the
lowest compliant bidder meeting all terms, conditions and specifications of CL2022-
24 be awarded the contract for the provision of Seniors and Persons with Disabilities
Sidewalk and Windrow Snow Clearing Services;
2. That the funds required for this service be funded from the respective approved
operating budgets; and
3. That pending satisfactory performance and pricing, the Purchasing Manager, in
consultation with the Director of Public Works, be given the authority to extend the
contract for this service for up to three additional one-year terms.
Attachment 5 to Report FSD-035-22
Municipality of Clarington Page 2
Report Purchasing Services-021-22
1. Background
1.1 Tender specifications for the seniors and persons with disabilities snow clearing
services was developed by the Public Works Department and provided to the
Purchasing Services Division for issuance.
1.2 Tender CL2022-24 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality's website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association's
website.
1.3 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2021-077, Part 3 Section 61, Council
Recess Procedures.
2. Analysis
2.1 The tender closed on July 26, 2022
2.2 Nine companies downloaded the tender document. Two submissions were received by
the stipulated closing time.
2.3 The Municipality contacted the seven companies who chose not to submit pricing to ask
why they chose not to bid. Their responses are as follows:
• One company was unable to provide the surety requirement.
• Two companies were unable to take on the additional workload.
• One company was unable to take on the workload due to distance.
• One company was advised not to submit a bid due to past performance issues.
• Two companies did not provide a response.
2.4 The two bids received were reviewed and tabulated by the Purchasing Services Division
(see attachment 1). All submissions were deemed compliant.
2.5 The bid results were forwarded to the Public Works Department for their review and
consideration.
Attachment 5 to Report FSD-035-22
Municipality of Clarington Page 3
Report Purchasing Services-021-22
2.6 After review, analysis and discussion with the Public Works Department, it was mutually
agreed that the low bidder CSL Group Ltd., be recommended for the award of tender
CL2022-24.
2.7 CSL Group Ltd., has not worked for the Municipality of Clarington previously in this
capacity, references were checked and returned with satisfactory results.
3. Financial
3.1 The estimated annual cost is $347,360.61 (Net HST Rebate), to provide snow clearing
services to Seniors and Persons with disabilities throughout the Municipality. The initial
contract term is for two years. The value of the contract for the two-year term is
estimated to be $694,721.22 (Net HST Rebate).
3.2 Pricing received is firm for the first year of the contract. Contract year two shall not
exceed the most recent issuance of the Consumer Price Index (CPI) All Items — Ontario,
on the anniversary date of contract award.
3.3 The Municipality has the option to extend the contract for up to three additional one-year
terms pending satisfactory performance and pricing.
3.4 The expended funds will be drawn from the respective approved operating budgets.
3.5 Queries with respect to the departments needs should be referred to the Director of
Public Works.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that CSL Group Ltd., with a total bid amount for the initial
two-year term of $694,721.22 (Net HST Rebate), being the lowest compliant bid, be
awarded the tender for the Seniors and Persons with Disabilities Sidewalk and Windrow
Snow Clearing services as per the terms, conditions and specifications of Tender
CL2022-24.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachment 5 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-021-22
Attachments:
Attachment 1
Page 4
Municipality of Clarington
CL2022-24
Seniors and Persons with Disabilities Sidewalk and Windrow Snow
Clearing
Bid Summary
Total Bid
TOTAL BID 1
TOTAL BID 2
TOTAL BID 5
BIDDER
(Including
Year
Years
Years
HST)
(Net HST
(Net HST
(Net HST
Rebate)
Rebate)
Rebate)
CSL Group Ltd
$385,728.66
$347,360.61
$694,721.22
$1,736,803.05
Forest Ridge
Landscaping Inc
1,184,118.41
1,066,335.31
2,132,670.61
5,331,676.53
Attachment 6 to Report FSD-035-22
ciffinooff
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-022-22
Report Date: August 23, 2022
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Mary -Anne Dempster, CAO
File Number: CL2022-13
Report Subject: HVAC Preventative Maintenance and Repairs — Summer Recess
Procedure (Purchasina By -Law 2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That Hamilton Smith Limited with a total estimated bid amount of $241,440 (Net
HST Rebate) for the initial one-year term, and an estimated five-year contract
value of $1,207,200 (Net HST Rebate) being the lowest compliant bidder
meeting all terms, conditions and specifications of CL2022-13 be awarded the
contract for the provision of HVAC Preventative Maintenance and Repairs;
2. That the funds required for this service be funded from the respective approved
operating budgets; and
3. That pending satisfactory performance and pricing, the Purchasing Manager, in
consultation with the Director of Community Services, be given the authority to
extend the contract for this service for up to four additional one-year terms.
Attachment 6 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-022-22
1. Background
Page 2
1.1 Tender specifications for the HVAC preventative maintenance and repair services was
developed by the Community Services Department and provided to the Purchasing
Services Division.
1.2 Tender CL2022-13 was prepared by the Purchasing Services Division. The tender was
posted electronically on the Municipality's website. Notification of the availability of the
document was also posted on the Ontario Public Buyers Association's website.
1.3 In view of Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2021-077, Part 3 Section 61, Council
Recess Procedures.
2. Analysis
2.1 The tender closed on May 11, 2022.
2.2 Seventeen companies downloaded the tender document. Six submissions were
received by the stipulated closing time.
2.3 The Municipality contacted the eleven companies who chose not to submit pricing to
ask why they chose not to bid. Their responses are as follows:
• Five companies were unable to take on the additional workload.
• One company was unable to provide the bonding requirement.
• One company was not interested in bidding due to distance.
• One company is an association that advertises bid opportunities to its members.
• Three companies did not provide a response.
2.4 The six bids received were reviewed and tabulated by the Purchasing Services Division
(see attachment 1). All submissions were deemed compliant.
2.5 The bid results were forwarded to the Community Services Department for their review
and consideration.
2.6 After review, analysis and discussion with the Community Services Department, it was
mutually agreed that the low bidder Hamilton Smith Limited, be recommended for the
award of tender CL2022-13.
Attachment 6 to Report FSD-035-22
Municipality of Clarington Page 3
Report Purchasing Services-022-22
2.7 Hamilton Smith Limited has not worked for the Municipality of Clarington in the past;
references were checked and returned with satisfactory results.
3. Financial
3.1 The estimated annual cost is $241,440 (Net HST Rebate), to provide HVAC
preventative maintenance and repairs. The initial contract term is for one year with the
Municipality having the option to extend the contract for up to four additional one-year
terms pending satisfactory performance and pricing.
3.2 Pricing received is firm for the first contract year. Pricing for subsequent contract years
shall not exceed the most recent issuance of the Consumer Price Index (CPI) All Items
— Ontario, on the anniversary date of the contract award.
3.3 The expended funds will be drawn from the respective approved operating budgets.
3.4 Queries with respect to the departments needs should be referred to the Director of
Community Services.
4. Concurrence
This report has been reviewed by the Director of Community Services who concurs with
the recommendations.
5. Conclusion
It is respectfully recommended that Hamilton Smith Limited, with an estimated total bid
amount for the initial one-year term of $241,440 (Net HST Rebate), being the lowest
compliant bid, be awarded the tender for HVAC Preventative Maintenance and Repair
services as per the terms, conditions and specifications of Tender CL2022-13
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Attachment 6 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-022-22
Attachment 1
Page 4
Municipality of Clarington
CL2022-13
HVAC Preventative Maintenance and Repairs
Bid Summary
BIDDER
Total Estimated Bid
One Year
Net HST Rebate
Total Estimated Bid 5
Years
Net HST Rebate
I Hamilton Smith Limited
$ 241,438.83
$ 1,207,194.14
VCI Controls Inc.
264,555.65
1,322,778.24
HTS Engineering Ltd.
272,492.93
1,362,464.64
Tri-Air Systems
310,734.34
1,553,671.68
Pure Mechanical Group Inc.
390,834.72
1,954,173.60
Crozier Environmental Inc.
430,485.50
2,152,427.52
Attachment 7 to Report FSD-035-22
clffftwn
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-023-22
Report Date: August 29, 2022
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Mary -Anne Dempster, CAO
File Number: CL2022-1
Report Subject: Old Scugog Road Reconstruction & Millstream Lane Rehabilitation -
Summer Recess Procedure (Purchasina By -Law 2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That Elirpa Construction and Materials Limited with a bid of $1,610,655.67 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of CL2022-1 be awarded the contract for Old Scugog Road
reconstruction and Millstream Lane rehabilitation as required by the Public Works
Department;
2. That $248,800 be drawn from the Municipal Capital Works Reserve Fund in
accordance with resolution #C-168-22 providing the CAO delegated authority to
approve additional funding as needed for specified projects; and
3. That the total funds required to complete this project in the amount of $2,148,800.00
(Net HST Rebate), which includes construction cost in the amount of $1,610,655.67
(Net HST Rebate) and other project costs such as topographic and legal reference
survey, geotechnical investigation, utility relocations, permits, material testing,
inspection and contract administration and contingency in the amount of $538,144.33
(Net HST Rebate) be approved.
Attachment 7 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-023-22
1. Background
Page 2
1.1 The work to be completed on Old Scugog Road from Edmonson Ave to Highway 407
Corridor includes site grading, earthworks, storm sewer replacement / installation, road
reconstruction, culvert installation, local sidewalk replacement, area restoration works.
1.2 The work to be completed on Millstream Lane from King Lane to Old Scugog Road
includes site grading, earthworks, culvert / local storm sewer replacement, road
rehabilitation and widening, sidewalk and guiderail installation and area restoration
works.
1.3 Tender specifications were prepared by the Public Works Department and provided to
the Purchasing Services Division.
1.4 Tender CL2022-1 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the
document was posted on the Ontario Public Buyer's Association website.
1.5 Twenty-seven companies registered as official plan takers.
1.6 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2021-077, Part 3 Section 61, Council
Recess Procedures.
2. Analysis
2.1 The tender closed on July 26, 2022.
2.2 Four submissions were received in response to the tender call. The bids were reviewed
and tabulated by the Purchasing Services Division (see Attachment 1). All submissions
were deemed compliant.
2.3 The twenty-three companies who downloaded the tender document but did not submit a
bid were contacted to find out why they chose not to bid. The responses received were
as follows:
• One company is a construction association;
• Five companies downloaded as a potential subcontractor; and
• One company could not handle the work due to current workload;
• Sixteen companies did not respond to the request.
Attachment 7 to Report FSD-035-22
Municipality of Clarington Page 3
Report Purchasing Services-023-22
2.4 The results were forwarded to the Public Works Department for their review and
consideration. The lowest compliant bid was received from Elirpa Construction and
Materials Limited with a bid amount of $1,610,655.67 (Net HST Rebate).
2.5 After review and analysis of the bid by the Purchasing Services Division and the Public
Works Department it was mutually agreed that the low bidder, Elirpa Construction and
Materials Limited be recommended for the award of contract CL2022-1.
2.6 Elirpa Construction and Materials Limited has provided similar services to the
Municipality in the past with satisfactory results. As a result, it was mutually agreed that
a reference check was not required.
3. Financial Consideration
3.1 The total funds required to complete this project in the amount of $2,148,800.00 (Net
HST Rebate), which includes construction cost in the amount of $1,610,655.67 (Net
HST Rebate) and other project costs such as topographic and legal reference survey,
geotechnical investigation, utility relocations, permits, material testing, inspection and
contract administration and contingency in the amount of $538,144.33 (Net HST
Rebate) be approved as follows:
Description
Account Number
Amount
Old Scugog Road Reconstruction
110-32-330-83316-7401
$1,325,000
Millstream Lane Rehabilitation
110-32-330-83467-7401
375,000
Pavement Rehabilitation Program
110-36-330-83212-7401
200,000
Municipal Capital Works Reserve Fund
511-00-000-00000-7418
248,800
3.2 The value of the total project cost is over the allocated budget and is utilizing the
Municipal Capital Works Reserve Fund to make up the deficit. The deficit is attributed
to the material and labour inflation due to material and labour shortages, supply chain
issues, high fuel prices and overall industry wide inflation that is currently being
experienced.
3.3 The use of the Municipal Capital Works Reserve Fund is appropriate given the nature
of this capital project. The project is not development charges related and therefore
excess funding must come from a non -development charges source.
3.4 At the Special Council Meeting held August 18, 2022, Council passed Resolution #C-
168-22 providing authorization for the CAO to approve projects and additional funding
Attachment 7 to Report FSD-035-22
Municipality of Clarington Page 4
Report Purchasing Services-023-22
over and above the over -expenditure policy for projects listed on page 6 of Report
FSD-033-22. This project is one of the identified projects in Report FSD-033-22.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Elirpa Construction and Materials Limited with a
total bid price of $1,610,655.67 (Net HST Rebate) being the lowest complaint bid be
awarded the contract for Old Scugog Road reconstruction and Millstream Lane
rehabilitation as required by the Public Works Department, as per the terms, conditions,
and specifications of Tender CL2022-1.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Attachment 7 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-023-22
Attachment 1 — Bid Summary
Page 5
Municipality of Clarington
CL2022-1
Old Scugog Road Reconstruction and Millstream Lane Rehabilitation
Bid Summary
Bidder
Total Bid
(Including HST)
Total Bid
(Net HST Rebate)
Elirpa Construction and Materials Limited
$1,788,562.21
$1,610,655.67
Montgomery MacEwen Contracting.
1,962,839.49
1,767,597.76
DigCon International Limited
2,199,469.18
1,980,690.12
Dufferin Construction Company
2,686,252.70
2,419,053.76
Attachment 8 to Report FSD-035-22
clffftwn
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-024-22
Report Date: August 30, 2022
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Mary -Anne Dempster, CAO
File Number: CL2022-22
Report Subject: Various Court Replacements - Summer Recess Procedure (Purchasing
By -Law 2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That Royalcrest Paving & Contracting Ltd with a bid of $452,344.68 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of CL2022-22 be awarded the contract for the Various Court
Replacements as required by the Public Works Department;
2. That $201,428 be drawn from the Municipal Capital Works Reserve Fund in
accordance with resolution #C-168-22 providing the CAO delegated authority to
approve additional funding as needed for specified projects; and
3. That the total funds required to complete this project in the amount of
$501,428.07 (Net HST Rebate), which includes construction cost in the amount
of $452,344.68 (Net HST Rebate) and other project costs such as material
testing and contingency in the amount of $49,083.39 (Net HST Rebate) be
approved.
Attachment 8 to Report FSD-035-22
Municipality of Clarington Page 2
Report Purchasing Services-024-22
1. Background
1.1 Tender specifications were prepared by the Public Works Department and provided to
the Purchasing Services Division. The scope of work is for various types of court
upgrades at the Stuart Park and Guildwood Park tennis courts.
1.2 Tender CL2022-22 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the
document was posted on the Ontario Public Buyer's Association website.
1.3 Fourteen companies registered as official plan takers.
1.4 In view of Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasina By -Law #2021-077. Part 3 Section 61, Council
Recess Procedures.
2. Analysis
2.1 The tender closed on June 13, 2022.
2.2 Two submissions were received in response to the tender call. The bids were reviewed
and tabulated by the Purchasing Services Division (see attachment 1). All submissions
were deemed compliant.
2.3 The remaining 12 companies who downloaded the tender document but did not submit
a bid were contacted to find out why the chose not to bid. The responses received
were as follows:
• Two companies were subcontractors.
• One company could not handle due to current workload.
• One company is a construction association.
• Eight companies did not respond to our request for comment.
2.4 The results were forwarded to the Public Works Department for their review and
consideration. The lowest compliant bid was received from Royalcrest Paving &
Contracting Ltd with a bid amount of $452,344.68 (Net HST Rebate).
2.5 After review and analysis of the bid by the Purchasing Services Division and the Public
Works Department it was mutually agreed that the low bidder, Royalcrest Paving &
Contracting Ltd be recommended for the award of contract CL2022-22.
Attachment 8 to Report FSD-035-22
Municipality of Clarington Page 3
Report Purchasing Services-024-22
2.6 Royalcrest Paving & Contracting Ltd has provided similar services to the Municipality in
the past with satisfactory results. As such, it was mutually agreed that a reference
check was not required.
3. Financial
3.1 The total funds required to complete this project in the amount of $501,428.07 (Net
HST Rebate), which includes construction costs in the amount of $452,344.68 (Net
HST Rebate) and other project costs such as materials testing and contingency in the
amount of $49,083.39 (Net HST Rebate) be approved and funded from the following
accounts:
Description
Account Number
Amount
Tennis Court Upgrades
110-36-325-83712-7401
$300,000
Municipal Capital Works
511-00-000-00000-7418
$201,428.07
Reserve Fund
3.2 The value of the total project cost is over the allocated budget and is utilizing the
Municipal Capital Works Reserve Fund to cover the deficit. The deficit is attributed to
the material and labour inflation due to material and labour shortages, supply chain
issues, high fuel prices and overall industry wide inflation that is currently being
experienced.
3.3 The use of the Municipal Capital Works Reserve Fund is appropriate given the nature
of this capital project. This project is not Development Charges related and therefore
excess funding must come from a non -development charges related source.
3.4 At the Special Council Meeting held August 18, 2022, Council passed Resolution #C-
168-22 providing authorization for the CAO to approve projects and additional funding
over and above the over -expenditure policy for projects listed on page 6 of Report
FSD-033-22. This project is one of the identified projects in Report FSD-033-22.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
Attachment 8 to Report FSD-035-22
Municipality of Clarington
Report Purchasinq Services-024-22
5. Conclusion
Page 4
It is respectfully recommended that Royalcrest Paving & Contracting Ltd, with a total bid
price of $452,344.68 (Net HST Rebate) being the lowest compliant bid be awarded the
contract for the Various Court Replacements as required by the Public Works
Department as per the terms, conditions and specifications of Tender CL2022-22.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Attachment 8 to Report FSD-035-22
Municipality of Clarington
Report Purchasing Services-024-22
Attachment 1 — Bid Summary
Page 5
Municipality of Clarington
CL2022-22
Various Court Replacements
Bid Summary
Bidder
Total Bid
Total Bid
(Including HST)
(Net HST Rebate)
Royalcrest Paving & Contracting Ltd
$502,308.85
$452,344.68
Dig -Con International Limited
$626,860.72
$564,507.49