HomeMy WebLinkAboutFSD-017-24Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: April 8, 2024 Report Number: FSD-017-24
Submitted By:
Reviewed By:
Authored by:
File Number:
Report Subject:
Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Mary-Anne Dempster, CAO Resolution#: GG-059-24
David Ferguson, Purchasing Manager and Toni Anderson, Buyer
CL2024-5 By-law Number: Veteran’s
Square and Courtyard Revitalization
Recommendations:
1.That Report FSD-017-24, be received;
2.That J. Hoover Ltd with a total bid amount of $1,301,771.41 (Net HST Rebate) being
the lowest compliant bidder meeting all terms, conditions and specifications of
tender CL2024-5 including all provisional items, be awarded the contract for the
landscaping and renovations of the Veteran’s Square and Courtyard, as required by
the Community Services Division;
3.That the total funds required for this project is $1,359,672.85 (Net HST Rebate),
which includes construction costs of $1,301,771.41 (Net HST Rebate) and other
related costs such as design, inspection, testing, contract administration and
contingencies of $57,901.44 (Net HST Rebate) is in the approved budget allocation
as provided and be funded from the following accounts:
Description Account Number Amount
Veteran’s Square Rehabilitation 110-42-421-84232-7401 $1,050,050.00
Building and Property
Improvements
110-42-421-83718-7401 $309,622.85
4.That all interested parties listed in Report FSD-017-24, and any delegations be
advised of Council’s decision.
Municipality of Clarington Page 2
Report FSD-017-24
Report Overview
To request authorization from Council to award CL2024-5 for landscaping and renovations of
the Veteran’s Square and Courtyard.
1. Background
1.1 Tender specifications and drawings were prepared by Henry Kortekaas & Associates
(HKLA) and Barry Bryan Associates (BBA) and provided by the Community Services
Division to the Purchasing Services Division. The scope of work included full
landscaping services, along with stair, ramp, and building envelope repairs.
1.2 Tender CL2024-5 was issued by the Purchasing Services Division and advertised
electronically on the Municipality’s website.
1.3 Twenty-two companies registered as official plan takers. The tender docum ent included
a mandatory site visit and in keeping with the terms and conditions of the tender
document only those plan takers in attendance at the site visit were eligible to submit a
bid. Eight companies attended the mandatory site visit.
2. Analysis
2.1 The tender closed on March 18, 2024.
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) and all were
deemed compliant. The submissions were forwarded to the Community Services
Division for review and consideration.
2.3 A staff member from the Community Services Division visited two of the project sites
previously completed by the low bidder to review the finished work. After a review and
evaluation, staff agreed that the work was satisfactory.
2.4 The Purchasing Services Division completed reference checks for the low-compliant
bidder, J. Hoover Ltd. References were deemed satisfactory and provided to the
Community Services Department for consideration.
2.5 After review and analysis of the bids by the Purchasing Services Division and the
Community Services Division, it was mutually agreed that the low bidder, J. Hoover Ltd
be recommended for the award of CL2024-5.
Municipality of Clarington Page 3
Report FSD-017-24
3. Financial Considerations
3.1 The total funds required for this project in the amount of $1,359,672.85 (Net HST
Rebate) which includes construction costs of $1,301,771.41 (Net HST Rebate) and
other related costs such as design, inspection, testing, contract administration and
contingencies of $57,901.44 (Net HST Rebate) is in the approved budget allocation as
provided and be funded by the Municipality as follows:
Description Account Number Amount
Veteran’s Square Rehabilitation 110-42-421-84232-7401 $1,050,050.00
Building and Property Improvements 110-42-421-83718-7401 $309,622.85
3.2 Queries with respect to the division needs should be referred to the Director of
Community Services.
4. Strategic Plan
4.1 The renovation and building envelope repairs of the courtyard and Municipal
Administrative Centre project supports strategic plan priority L.2.5 - Maintain, protect
and invest in Municipal infrastructure and assets.
5. Concurrence
This report has been reviewed by the Deputy CAO, Public Services who concurs with
the recommendations.
6. Conclusion
It is respectfully recommended that J. Hoover Ltd with a total bid price of $1,301,771.41
(Net HST Rebate) being the low compliant bidder be awarded the contract for the
landscaping and renovations of the Veteran’s Square and Courtyard, in accordance with
the terms, conditions and specifications of Tender CL2024 -5.
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 Page 4
Report FSD-017-24
Attachment #1
Municipality of Clarington
CL2024-5
Veteran’s Square and Courtyard Revitalization
Bid Summary
Bidder Total Bid Price
(Including HST)
Total Bid Price
(Net HST Rebate)
J. Hoover Ltd $1,445,559.85 $1,301,771.41
MVW Construction & Engineering
Inc. 2,301,188.17 2,072,291.22
Pro Lawn Landscaping Ltd 2,515,903.68 2,265,649.19
M & S Architectural Concrete Ltd. 3,211,244.68 2,891,825.30