HomeMy WebLinkAboutCOD-018-12 Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: September 10, 2012 Resolution#: - 31-1 By-law#: N/A
Report#: COD-018-12 File#:
Subject: CONTRACT AWARDS DURING COUNCIL RECESS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-018-12 be received for information.
Submitted by: Reviewed by:
earie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-018-12 PAGE 2
1. BACKGROUND
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. During
the summer recess of 2012 there were four contract awards that would normally
necessitate a report to Council.
2. COMMENTS
2.1 In accordance with Purchasing By-law 2010-112, Part 2, Section 67, the
following contracts were awarded during the Council Recess.
Q2012-18, Hampton Skateboard Park Construction
CL2012-20, Soil Remediation — 3333 Highway#2, Newcastle (Fire Hall #2 Site)
RFP2012-4, Provision of Cold Beverages
Q2012-17 Rubberized Surface on Concrete Splash Pad (Guildwood Park)
A copy of the recommending Report Memos for the above noted projects are
attached as Attachments "1","2", "3" and "4", respectively.
3. CONCURRENCE
Not applicable
4. CONCLUSION
The actions taken by Staff as documented in the attached Report Memos be
provided for Councils information.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Jerry Barber, Purchasing Manager
Attachments:
Attachment 1 - Q2012-18, Hampton Skateboard Park Construction
Attachment 2 - CL2012-20, Soil Remediation — 3333 Highway#2, Newcastle (Fire Hall
#2 Site)
Attachment 3 - RFP2012-4, Provision of Cold Beverages
Attachment 4 - Q2012-17 Rubberized Surface on Concrete Splash.Pad (Guildwood
Park)
List of interested parties to be advised of Council's decision: Not Applicable
Attachment 1
CiffiflgWR RtwuRT MEMO
PURCHASING SERVICES
Date: August 21, 2012
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Purchasing Services
Report#: PS-020-12 File#: Q2012-18
Subject: QUOTATION Q2012-18, HAMPTON SKATEBOARD PARK
CONSTRUCTION
RECOMMENDATIONS:
It is respectfully recommended to the Chief Administrative Officer the following:
1. THAT Nick Carchidi Excavating, Janetville, Ontario, with a total bid in the amount
of$94,165.30 (net of H.S.T. Rebate), being the lowest responsible bidder
meeting all terms, conditions and specifications of Quotation Q2012-18 be
awarded the contract for Hampton Skateboard Park Construction, as required by
the Engineering Department;
2. THAT the $17,130.25 funding shortfall for this project be financed from the
Engineering Parks Capital Reserve Fund;
3. THAT the funds required in the amount of $98,873.00 (which includes
$94,165.30 tendered cost as well as contingencies) be drawn from Engineering
Department Hampton Skateboard Park Account (2012 Capital) #110-32-325-
83367-7401; and
4. THAT the actions taken during the summer recess be reported to Council for
information.
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
Attachment 1
REPORT NO.: PS-020-12 PAGE 2
Recommended b :
Je rber, Manager, Purchasing Services bate
Concurrence:
�.� Tony Cannella, Director of Engineering Date
Concurrence:
N Director of Finance Da e
Approved by:
F ra n k-I aief Administrative Officer Date
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c: M. Marano, Director, Corporate Services.
Attachment 1
REPORT NO.: PS-020-12 PAGE 3
1. BACKGROUND
1.1 Quotation specifications were provided by the Engineering Department for the
Hampton Skateboard Park Project.
1.2 Quotation Q2012-18, Hampton Skateboard Park was advertised on the
Municipality's website and the Ontario Public Buyer's Association website.
Subsequently, quotations documents were downloaded by 12 firms with bids
being received from 3 firms as per "Attachment 1".
2. ANALYSIS
2.1 A total of three (3) submissions were received in response to the quotation call.
All submissions were deemed compliant.
2.2 After further review and analysis of the compliant bids by the Engineering
Department and Purchasing, it was mutually agreed that the low bidder, Nick
Carchidi Excavating, Janetville, Ontario be recommended for the contract for the
Hampton Skateboard Park construction project. A copy of the recommendation
memo from the Department of Engineering is appended as "Attachment 2".
2.3 The low bidder acting as a subcontractor has provided similar services to the
Municipality of Clarington in the past and is currently working on 2 different
projects as a general contractor and the level of service has been satisfactory.
2.4 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering.
3. FINANCIAL
3.1 The total project cost is $98,873.00 (net of H.S.T. Rebate). The funding
required for the project is outlined in the memo from Engineering Services
("Attachment 1").
3.2 The total project cost of $98,873.00 for the Hampton Skateboard Park exceeds
the budgeted amount by $17,130.25 after the additional fundraising monies of
$6,742 are applied. The additional funds required to complete the project are
available in the Engineering Parks Capital Reserve Fund and will be transferred
to the project account.
3.3 Funding for this project will be drawn from the Engineering Capital account for
the Hampton Skateboard Park #110-32-325-83367-7401 - $98,873.00.
Attachment 1
REPORT NO.: PS-020-12 PAGE 4
4. CONCLUSION
4.1 To award the contract to Nick Carchidi Excavating, Janetville, Ontario for the
Hampton Skateboard Park Project.
Attachments:
Attachment#1 - Bid Tabulation
Attachment#2 - Recommendation Memo from Engineering Services
Attachment 1
Attachment#1
Municipalit'L ,r
SUMMARY OF BID RESULTS
Q2012-18
HAMPTON SKATEBOARD PARK
BIDDER TOTAL BID Total Bid
(HST Included) Net of HST
rebate
Nick Carchidi Excavating Ltd.
Janetville, ON $104,405.56 $94,165.30
Mopal Construction Limited
Gormley, ON $130,566.41 $117,434.25
Tri Son Contracting Inc.
Port Perry $164,093.40 $147,771.19
Attachment 1
MEIVIU
Leading the Way
TO: Jerry Barber, Purchasing Manager
FROM: Peter Windolf, Park Development Manager
DATE: August 20, 2012
SUBJECT: Hampton Skateboard Park Construction
Quotation No. Q2012-18
The Engineering Services Department has reviewed the low bid by Nick Carchidi
Excavating and offers the following comments:
In 2012 Council approved $75,000 for the construction of Hampton Skateboard Park.
External Funding was anticipated to be $35,000 with $40,000 from the Engineering
Parks Capital reserve fund. The community exceeded their fundraising goal so the
actual amount of external funding is $41,742.75.
The external funding has been raised by the community to purchase modular skateboard
equipment that will be placed on a concrete pad. The modular equipment has been
included as a cash allowance in the contract in the amount of$41,997.
We recommend award of the contract in the amount of$94,165.30 (net of H.S.T. rebate)
for the project. Nick Carchidi Excavating has recently been awarded two other projects
for the Engineering Department and their work to date has been acceptable. I am
satisfied they will be able to complete the project to our satisfaction.
A contingency allowance of 5% is carried forward. Construction inspection and contract
administration will be done by municipal staff. The Engineering Services Department
advises the following breakdown for the above referenced project:
Project Breakdown
Total Project Costs $94,165 contract award
10-32-325-83367-7401 $4,708 contingency allowance
$98,873
2012 Approved Budget
Hampton Skate Board Park $75,000
Additional Fundraising Funds $6,742
Budget over under $17,131
i
Attachment 1
Hampton Skateboard Park
02012-18 2
The Finance Department has confirmed that the additional funds of $17,131.00 are
available in the Engineering Parks Capital Reserve fund.
Should you have any questions, please feel free to contact me.
Regards,
Peter Windolf, OALA, CSLA
Manager Park Development
Attachment
Cc Nancy Taylor, Director of Finance
Tony Cannella, Director of Engineering
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
Attachment 2
E R E P 0 T M NE M 'But'
•
PURCHASING I
Date: August 13, 2012
To: Frank Wu, Chief Administrative Officer
From: Staff, Purchasing Services
Report#: PS-016-12 File#: CL2012-20
Subject: CL2012-20, SOIL REMEDIATION — 3333 HIGHWAY 2
RECOMMENDATIONS
It is respectfully recommended to the Chief Administrative Officer the following:
1. THAT Ground Force Environmental Inc., Waterloo, with a bid price of$98,357.65
(net of H.S.T. rebate), being the lowest responsible bidder meeting all terms,
conditions and specifications of Tender CL2012-20, be awarded the contract for
the Soil Remediation — 3333 Highway 2, Newcastle, as required by the
Emergency and Fire Services Department;
2. THAT the funds required in the amount of$200,000.00 (which includes
$98,357.65 for tendering, design and contingency) be drawn from the Emergency
and Fire Services Department, Account#110-28-370-828447401; and
3. THAT the actions taken during summer recess be reported to Council for
information.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-3330
I
Attachment 2
REPORT NO.: PS-016-12 PAGE 2
Recommended,b :
JerPCurrence:
r, Manager, Purchasing Services Date
Co
l 1.---� I
Gord eir, Director of Emergency & Fire J Date
Services
Concurrence:
Nancy ayO, Director of Finance Da e
Approved_by.-
Frank Wu, Chief Administrative Officer Date
A
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fcc: M. Marano, Director, Corporate Services
Attachment 2
REPORT NO.: PS-016-12 PAGE 3
1.0 BACKGROUND
1.1 Tender CL2012-20 for Soil Remediation at 3333 Highway 2, Newcastle, the site
of Fire Hall #2 was advertised in the Daily Commercial .News and electronically
on the municipal website and the Ontario Public Buyers Website with 24
documents issued. Subsequently, 11 bids were received and tabulated as per
"Attachment 1".
1.2 Tenders were invited on the basis of an estimated project total cost for required
work based on estimated quantities and firm unit prices. Provisional prices were
also invited for the provision of a.temporary groundwater treatment facility for the
discharge treatment of groundwater and the removal and disposal of asphalt if
required. These costs, if incurred will be extra to the base contract and will be
dealt with using the contingency funds.
2.0 ANALYSIS
2.1 A summary of bids received for the Municipality's requirements is attached and
marked as Attachment 1". For clarification, there are 2 bids noted as rejected.
The bid submitted by Salandria Ltd., (low bid) received negative comments on
the reference check sufficient to warrant rejection. The second rejected bid, JMX
Contracting Inc., fail to include all prices requested on the bid form.
2.2 The recommendation is to award the contract to Ground Force Environmental
Inc., Waterloo with a bid price of$98,357.65 (net of H.S.T. rebate), being the
lowest responsible bidder meeting all terms, conditions and specifications of
CL2012-20 for Soil Remediation at 3333 Highway 2 and providing satisfactory
references.
2.3 After review and analysis of the bids by the Emergency and Fire Services
Department, Golder Associates and Purchasing, it was mutually agreed that the
low responsible and responsive compliant bidder, Ground Force Environmental
Attachment 2
REPORT NO.: PS-016-12 PAGE 4
Inc., Waterloo., be awarded the contract for the Soil Remediation at 3333
Highway 2, Newcastle,
2.4 Ground Force Environmental Inc. has not provided similar service to the
Municipality in the past; however, a review of references indicates that Ground
Force Environmental Inc. has completed similar projects satisfactorily.
2.5 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Emergency & Fire Services,
3.0 FINANCIAL
3.1 The total estimated project cost, including tender price of $98,357.65, design
and contingencies amounts to 200,000.00 (Net of HST Rebate). The funding
required for the project is outlined below.
3.2 Funding for this project will be paid by the following:
Emergency & Fire Services Department-- 2010 Capital Budget
Construct New Fire Station #2, Newcastle
Account# 110-28-370-82844-7401 $200,000.00
4.0 CONCLUSION
4.1 To award the contract to Ground Force Environmental Inc., Waterloo, Ontario for
Tender CL2012-20 for the Soil Remediation at 3333 Highway 2, Newcastle.
4.2 Although the value of this award falls within the guidelines for approval by the
CAO it is being reported under the Section 64 c) dealing with recommendation
for award of bids from other than the lowest bidder and Section 67 Council
Recess Procedures which requires an information report to Council after the
conclusion of the recess.
Attachment 2
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REPORT NO.: PS-016-12 PAGE 5
Attachments:
i
Attachment 1 — Bid Tabulation
Attachment 2 — Location Map
i
cc: M. Marano, Director, Corporate Services
i
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Attachment 2
Attachment #1
THE MUNICIPALITY OF CLARINGTON
TENDER CL2012-20 SOIL REMEDIATION AT 3333 HIGHWAY 2
BID TABULATION
BIDDER TOTAL BID Total Bid
(Excluding HST) (Net of HST Rebate)
Ground Force International $ 96,656.50 $98,357.65
Waterloo, ON
Clean Harbors Canada Inc. $101,352.50 $103,136.30
Guelph, ON
Sierra Excavating Enterprises Inc. $102,334,50 $104,135.59
Bolton, ON
Milestone Environmental Contracting Inc. $104,050,00 $105,881.28
Ottawa, ON
The Cannington Group Inc. $105,710.00 $107,570.50
Gormley, ON
Accuworx Inc $105,780.00 $107,641.73
Brampton, ON
Terratechnik Environmental $115,675.63 $117,711.52
Mississauga, ON
R.W. Tomlinson Limited $131,439.00 $133,752.33
Ottawa, ON
Tri-Phase Environmental $182,220.00 $185,427.07
Mississauga, ON
Salandria Ltd. Rejected Rejected
Toronto, ON
JMX Contracting Rejected Rejected
Gormley, ON
Attachment 2
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Attachment 3
CiffiffgWfl REPORT MEMO
PURCHASING SERVICES
Date: August 14, 2012
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Purchasing Services
Report#: PS-019-12 File#: RFP2012-4
Subject: RFP2012-4 PROVISION OF COLD BEVERAGES
(COUNCIL RECESS REPORT)
RECOMMENDATIONS:
It is respectfully recommended to the Chief Administrative Officer the following:
1. THAT the proposal received from Coca-Cola Refreshments, Toronto being the
most responsive submission meeting all terms, conditions and specifications of
Request for Proposal RFP2012-4 be awarded the contract for the Provision of
Cold Beverages for the Municipality of Clarington as required by the Community
Services Department for a five year term. The estimated annual value of the
contract is $103,773.90, (Net of HST Rebate);
2. THAT the funds be drawn from the respective year's Community Services
Operating accounts;
3. THAT all commissions and revenues due to the Municipality be directed to
appropriate Community Services Operating Accounts; and
4. THAT the actions taken during summer recess be reported to Council for
information.
CORPORATION OF THE MUNICIPALITY OF CLARINCTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
Attachment 3
REPORT NO.: PS-019-12 PAGE 2
Recommended by:
Jerry BA p , Manager, Purchasing Services ,�'`/ Date
Concurrence:
Jose p Caruana, Director of Community Date/
Servi s
Approved by:
r
Frank Wu, Chief Administrative Officer Date
J B\s m
c: M. Marano, Director, Corporate Services
i
Attachment 3
REPORT NO.: PS-019-12 PAGE 3
1. BACKGROUND
1.1 A Request for Proposal (RFP) was drafted for the provision of Cold Beverages as
required by the Community Services Department.
1.2 This RFP was publicly advertised on the Municipality's website as well as the
Ontario Public Buyers' website. Three firms picked up or downloaded the
specifications. The three (3) companies who downloaded all responded to the
RFP and were deemed to be compliant. These companies are as follows: Coca-
Cola Refreshments, Toronto; Pepsico Beverage Company, Fraserville and Al
Quality Vending, Whitby
1.3 The RFP asked bidders to provide their ideas/suggestions on how the
Municipality of Clarington could meet or exceed the requirements previously
established.
1.4 Each submission received contained a comprehensive proposal addressing all
issues contained in the bid document including exclusivity incentives, marketing
incentives, cost for products, etc.
1.5 The servicing and maintenance of all vending equipment and coolers will the
responsibility of the successful bidder. All equipment loaned during the course of
the contract remains the property of Coca-Cola Refreshments.
1.6 The Community Services Department will assume the responsibility of ordering
product and filling the vending equipment.
Attachment 3
REPORT NO.: PS-019-12 PAGE 4
2. ANALYSIS
2.1 Representatives from the Community Services Department and Purchasing
Services reviewed and scored each proposal based on the criteria contained
within the RFP document. Some of the areas on which the submissions were
evaluated were as follows:
➢ Previous Experience
➢ Quality of Selection of Brands Proposed
➢ Features of Proposed Equipment
➢ Compliance with Specifications
➢ Overall Performance of Proposed Equipment
➢ Price
2.3 Upon completion of the document review by the Evaluation Team, the following
firms where short-listed: Pepsico Beverage Company, Fraserville and Coca-Cola
Refreshments, Toronto.
2.4 The'two short-list companies were invited to the Municipality to provide short
presentation and to further discuss their submissions. The companies were
evaluated and rated on the following criteria for their presentation:
➢ Ability to Communicate
➢ Attention to Concerns/Questions
➢ Overall Impression of Demonstration
➢ Ability to Understand Requirements and Identify a Practical Solution.
2.5 Upon the completion.of the evaluation Coca-Cola Refreshments, Toronto was
the highest ranked company.
i
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Attachment 3
REPORT NO.: PS-019-12 PAGE 5
3. FINANCIAL
3.1 The estimated annual cost is $103,773.90 (net of H.S.T. Rebate) based on
previous sales history for this service.
3.2 The required funds will be drawn from the various years Current Budget
Accounts.
3.3 Upon signing the agreement the Municipality of Clarington will receive
allowances for exclusivity, marketing, menu boards, rebates for product
purchased as well as vending equipment for the Community Services Facilities
including coolers for the Concession areas.
4. CONCURRENCE
4.1 This report has been reviewed by Joseph P. Caruana, Director of Community
Services, and he concurs with the recommendations.
5. CONCLUSION
5.1 It is recommended that the proposal received from Coca-Cola Refreshments,
Toronto, being the highest ranked proposal be accepted.
5.2 That based upon mutual agreement of contract terms, satisfactory to the
Solicitor, Coca-Cola Refreshments be awarded the contract on a five year term
for the Provision of Cold Beverages to the Municipality of Clarington as required.
5.3 The term of the contract will commence approximately September 14, 2012
through to September 13, 2017. Pricing is firm for the first year of the contract
and shall be subject to increase once per year by approximately 3.5%.
Attachment 4
Ciff
MgWjU ' REPORT MEMO
PURCHASING SERVICES
Date: July 24, 2012
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Manager, Purchasing Services
Report#: PS-011-12 File#: Q2012-17
Subject: Q2012-17 — Rubberized Surface on Concrete Splash Pad
RECOMMENDATIONS
It is respectfully recommended to the Chief Administrative Officer the following:
1. THAT Ure-Tech Surfaces Incorporated, Bowmanville, Ontario with a bid price of
$30,949.29 (net of H.S.T. rebate), being the lowest responsible bidder meeting all
terms, conditions and specifications of Quotation Q2012-17, be awarded the
contract for the Rubberized Surface on Concrete Splash Pad, as required by the
Municipality of Clarington, Operations Department; and
2. THAT the funds required in the amount of $30,949.29 be drawn from the 2011
and 2012 Various Parks - Upgrades Account 110-36-325-83663-7401.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T (905)623-3379 F (905)623-3330
Attachment 4
REPORT NO.: PS-011-12 PAGE 2
Recommended bv:
Jerry B rb , Manager, Purchasing Services Efate
Concurrence:
��ir L
Fred Horvath bIrector of Operations �J Datd
Approved by_:
lhl/��Z' IA
Nancy`I'ayl�a/i', B" -W t.A:, Gate
Director of Finance/Treasurer
Frank Wu, Chief Administrative Officer Date
MM\JB\bh
c M. Marano, Director, Corporate Services
Attachment 4
REPORT NO.: PS-011-12 PAGE 3
1.0 BACKGROUND
1.1 Quotation Q2012-17 for the Rubberized Surface on Concrete Splash Pad was
advertised electronically on the municipal website. Subsequently, one (1) bid
was received and tabulated as per Schedule "A" attached.
2.0 ANALYSIS
2.1 After review and analysis of the bid by the Operations Department and
Purchasing, it was mutually agreed that the sole, compliant bidder, Ure-Tech
Surfaces Incorporated, Bowmanville, Ontario, be awarded the contract for the
Rubberized Surface on Concrete Splash Pad.
2.2 The references for Ure-Tech Surfaces Incorporated, Bowmanville have been
checked and are satisfactory.
3.0 FINANCIAL
3.1 The budget for the Rubberized Surface on Concrete Splash Pad is $30,300.00
and funds are provided in the Various Parks - Upgrades Capital Account 110-36-
325-83663-7401. The dollar amount required to complete the purchase of the
Rubberized Surface on Concrete Splash Pad is $30,949.29.
3.2 The additional funds required in the amount of $649.29 to complete the purchase
of the Rubberized Surface on Concrete Splash Pad are available in the Capital
Project Account 110-36-325-83663-7401 from 2011.
3.3 In view of the Council summer recess authorization is requested to award the
above contract, in accordance with the Purchasing By-law 2010-112 Part 2,
Section 67- Council Recess Procedures, with the additional funds being drawn
from the Capital Project Account.
3.4 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Operations.
Attachment 4
REPORT NO.: PS-011-12 PAGE 4
4.0 CONCLUSION
4.1 To award the contract to Ure-Tech Surfaces Incorporated, Bowmanville, Ontario,
for Quotation Q2012-17 Rubberized Surface on Concrete Splash Pad.
Attachments:
Schedule "A" — Bid Tabulation
cc: M. Marano, Director, Corporate Services
Attachment 4
SCHEDULE "A"
THE MUNICIPALITY OF CLARINGTON
TENDER Q2012-17
BID TABULATION
BIDDER GUILDWOOD PARK GUILDWOOD PARK
TOTAL BID TOTAL BID
(HST included) (net of HST rebate)
Ure-Tech Surfaces Inc.
Bowmanville, ON $34,367.82 $30,949.29