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Report To: General Government Committee
Date of Meeting: June 3, 2024 Report Number: FSD-026-24
Authored by: Sandra McKee, Acting Purchasing Manager
Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Reviewed By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
By-law Number: Resolution Number: GG-101-24
File Number: CL2024-16
Report Subject: Maintenance Hole and Catch Basin Repair
Recommendations:
1.That Report FSD-026-24, and any related delegations or communication items, be
received;
2.That Defina Haulage Ltd. with a total estimated bid amount of $182,059 (Net HST
Rebate) for the initial one-year term and an estimated five-year contract value of
$800,265 (Net HST Rebate) being the lowest compliant bidder meeting all terms,
conditions and specifications of CL2024-16 be awarded the contract for
Maintenance Hole and Catch Basin Repair;
3.That pending satisfactory performance and price, 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 four additional one-year terms;
4.That the total estimated funds required for this project for the first-year term in the
amount of $200,265 (Net HST Rebate) includes $182,059 (Net HST Rebate) for the
maintenance hole and catch basin repair and contingency in the amount of $18,206
be funded by the Municipality as provided. The estimated funds required for the
second, third, fourth and fifth-year terms are included in future budget accounts.
Description Account Number Amount
CATCH BASIN/SEWER MTNCE -
CONTRACT
100-36-380-10245-7163 $200,265
5.That all interested parties listed in Report FSD-026-24, and any delegations be
advised of Council’s decision.
Municipality of Clarington Page 2
Report FSD-026-24
Report Overview
To request authorization from Council to award tender CL2024 -16 for Maintenance Hole and
Catch Basin Repair.
1. Background
1.1 Tender specifications for Maintenance Hole and Catch Basin Repair were prepared by
the Public Works Division and provided to the Purchasing Services Division.
1.2 Tender CL2024-16 was issued by the Purchasing Services Division and advertised
electronically on the Municipality’s website.
1.3 Eighteen plan takers downloaded the tender document.
2. Analysis
2.1 The tender closed on April 23, 2024.
2.2 Four bids were received in response to the tender call.
2.3 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1) and deemed compliant. The results were forwarded to the Public Works
Division for their review and consideration.
2.4 After review and analysis by the Public Works Division and the Purchasing Services
Division, it was mutually agreed that the low-compliant bidder, Defina Haulage Ltd. be
recommended for award of tender CL2024-16.
2.5 Defina Haulage Ltd. has not worked for the Municipality in the past; however, references
were checked and came back satisfactory.
3. Financial Considerations
3.1 The annual funding required for the first-year term in the estimated amount of $200,265
(Net HST Rebate) will be funded by the Municipality as provided. Future budget
accounts include the funds required for the second, third, fourth, and fifth -year term
terms and requirements will be adjusted to stay within the approved annual budget of
$150,000.
Municipality of Clarington Page 3
Report FSD-026-24
Description Account Number Amount
CATCH BASIN/SEWER
MTNCE - CONTRACT
100-36-380-10245-7163 $200,265
3.2 Pricing submitted for Maintenance Hole and Catch Basin Repair is to remain firm for the
first year of the contract. For future contract years, the unit prices would be adjusted on
the anniversary date of the contract award by the annual percentage change in the most
recent issuance of the Consumer Price Index (CPI), All Items, Ontario, as published by
Statistics Canada and the pricing will remain firm for the contract year.
3.3 The total estimated contract value for one year plus four optional additional years is
approximately $800,265 (Net HST Rebate).
3.4 Queries with respect to the department’s needs should be referred to the Director of
Public Works.
4. Strategic Plan
Not Applicable.
5. Concurrence
This report has been reviewed by the Deputy CAO, Public Services and the Director of
Public Works who concur with the recommendations.
6. Conclusion
It is respectfully recommended that Defina Haulage Ltd. being the lowest compliant
bidder, be awarded the contract for Maintenance Hole and Catch Basin Repair in
accordance with the terms and conditions of Tender CL2024-16.
Staff Contact: Sandra McKee, Acting Purchasing Manager, 905-623-3379 Ext. 2210 or
smckee@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-026-24
Attachment 1 to Report FSD-026-24
Municipality of Clarington
Summary of Bid Results
Tender CL2024-16
Maintenance Hole and Catch Basin Repair
Bidder
One-Year
Total Bid
(Net HST Rebate)
Potential Five-Year
Total Bid
(Net HST Rebate)
Defina Haulage Ltd. $182,058.82 $800,264.70
Drocon Inc. 279,158.21 907,074.03
GIP Paving Inc. 323,357.66 955,693.43
Aqua Tech Solutions Inc. 433,752.00 1,077,127.20