HomeMy WebLinkAboutCOD-021-12 Cladiwn REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: Sept 24, 2012 Resolution#: By-law#: N/A
Report#: COD-021-12 File#:
Subject: CL2012-25 SUPPLY & HAULAGE OF GRANULAR MATERIAL
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-021-12 be received;
2. THAT Robert E. Young Construction, Peterborough, Ontario, with a total estimated
bid price of$192,324.82 (net of H.S.T. Rebate), being the lowest responsible
bidder meeting all terms, conditions and specifications of Tender CL2012-25, be
awarded the contract for Supply & Hauling of Granular Material, as required by
the Municipality of Clarington, Operations Department;
3. THAT funds in the amount of$219,000.00 which includes $192,324.82 for
tendering, administration, material testing and contingencies be drawn from the
Operations Department 2012 Gravel Patch/Resurfacing Miscellaneous Operating
Expense —Various Prices Account 100-36-382-10280-7112.
4. THAT pending satisfactory pricing and service the Purchasing Manager be given
authority to extend the contract for a second and third year.
I
Submitted by: Reviewed
Marie 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-021-12 PAGE 2
1.0 BACKGROUND
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 Attachment 1.
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, Robert E.
Young Construction, Peterborough, Ontario, be awarded the contract for the
Supply and Hauling of Granular Material. The copy of the recommendation
memo from AECOM, as per Attachment 2.
2.2 The references for Robert E. Young Construction, Peterborough, Ontario were
satisfactory.
3.0 COMMENTS
3.1 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Operations.
4.0 FINANCIAL
4.1 The total funds required for Tender CL2012-25, Supply and Hauling of Granular
Material are included in the Operations Department 2012 Gravel
Patch/Resurfacing Miscellaneous Operating Expense Account 100-36-382-
10280-7112.
4.2 For the information of Council, the average of the unit prices per tonne represent
an approximate 4.0% increase from the previous year.
4.0 CONCURRENCE
4.1 This report has been reviewed by the Purchasing Manager, with the appropriate
department and circulated as follows: Director of Operations.
REPORT NO.: COD-021-12 PAGE 3
5.0 CONCLUSION
5.1 To award the contract for the Supply and Hauling of Granular Material to Robert
E. Young Construction, Peterborough, Ontario.
Staff Contact: Jerry Barber, Purchasing Manager
Attachments:
Attachment 1 — Bid Tabulation
Attachment 2 — Recommendation Letter from AECOM
List of Interested Parties to be advised of Council's decision: Not Applicable
Attachment 1
MUNICIPALITY OF CLARINGTON
BID TABULATION
BIDDER TOTAL BID TOTAL BID
(HST Included) (net of HST Rebate)
Robert E. Young Construction
Peterborough, ON $213,568.25 $192,324.82
St. Marys Cement Inc.
Toronto, ON $270,053.33 $243,191.39
Miller Paving Limited
Markham, ON $304,884.45 $274,557.89
Attachment "T
AECOM 905 372 2121 tat
ACCOM 513 Division Street 905 372 3621 fax
Cobourg,Ontario K9A 5G6
www.aecom.com
September 14, 2012
Mr. F. Horvath, B.A., R.D.M.R., R.R.F.A.
Director of Operations
The Municipality of Clarington
40 Temperance Street
BOWMANVILLE, ON L1C 3A6
Dear Sir:
Project No: 60250463-5
Regarding: Supply and Haulage of Granular Material
Contract No. CL2012-25
Municipality of Clarington
Tenders for the above project were opened at the Clarington Municipal Offices on Thursday, July 19,
2012. A list of the bids received is provided in the table below.
BIDDER TOTAL BID TOTAL BID
(HST Included) (Net of HST Rebate,
1.76%)
Robert E. Young Construction $213,568.25 $192,324.82
Peterborough, ON
CBM Aggregates Ltd. $270,053.33 $243,191.39
Bowmanville, ON
Miller Paving Ltd. $304,384.45 $274,557.89
Markham, ON
The Municipality of Clarington's Purchasing Department 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 Robert E. Young Construction is the lowest bid and there were no mathematical
errors noted in their submission.
This project was tendered for the 2012 construction year with an option to extend into 2013 and 2014,
subject to satisfactory performance and pricing.
The bid bonds provided by all three bidders were in the correct amount.
Tender Repotl Lefler Contract CL2012.25.DOCx
Attachment "T
AXOMPage 2
September 14,2012
Robert E, Young Construction has successfully provided the services requested in the tender
documents to projects in the Municipality of Clarington in past years.
The total budget for this project is$219,000.00.The low bid from Robert E. Young Construction 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:
Robert E. Young $188,998.45
Construction Bid
Tender Prep/Administration $3,000.00
Materials Testing $3,000.00
Contingencies $8,000.00
Total Costs Excluding HST $202,998.45
Net 1.76% HST $3,572.77
Calcium Stabilization $9,000.00
Total Project Costs with Net HST $215,571.22
Budget $219,000.00
Budget Balance $3,428.78
Based on performance on their previous work in Clarington, in our opinion, we see no reason why the
Municipality could not, in the exercise of its sole discretion, accept the tender in the amount of
$188,998.45 (exclusive of HST)of Robert E. Young Construction of Peterborough, Ontario.
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:ym
Tender Report Letter Conlracl CL2012.25.Doox