HomeMy WebLinkAboutFSD-037-24
Staff Report
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Report To: General Government Committee
Date of Meeting: September 9, 2024 Report Number: FSD-037-24
Authored by: Mandy Chong, Manager, Procurement
Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Reviewed By: Mary-Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: 2024 Contract Awards During Summer Recess
Recommendation:
1. That Report FSD-037-24, and any related delegations or communication items, be
received for information.
Municipality of Clarington Page 2
Report FSD-037-24
Report Overview
To report to Council on the contracts awarded during Council Recess.
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. Refer to Purchasing By-
Law #2021-077, Part 3 Section 61, Council Recess Procedures. During the summer
recess of 2024 there were 6 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
PD-001-24 RFP2024-8 Architectural Services for the new
Operations Depot, Fire Station and
Fire Training Facility
PD-003-24 CL2024-24 Supply and Delivery of One Electric
Ice Resurfacer
PD-005-24 CL2024-27 Newcastle Arena Parking Lot
Rehabilitation
PD-008-24 RFP2024-6 Green Development Framework –
Update and Program Implementation
PD-010-24 CL2024-10 King Street East Pavement
Rehabilitation
PD-012-24 CL2024-31 Dehumidification System Installation
at the Diane Hamre Recreation
Complex
Municipality of Clarington Page 3
Report FSD-037-24
PS Report# Contract# Description
PD-013-247 CL2024-20 2024 Pavement Rehabilitation
2.2 A copy of the recommending Procurement Services Reports for the above noted
projects are attached.
3. Financial Considerations
Not Applicable.
4. Strategic Plan
Not Applicable.
5. Concurrence
Not Applicable.
6. Conclusion
It is respectfully recommended that Council receives this report for information.
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-4479 Ext. 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 – PD-001-24 Architectural Services for the new Operations Depot, Fire Station
and Fire Training Facility
Attachment 2 - PD-003-24 Supply and Delivery of One Electric Ice Resurfacer
Attachment 3 - PD-005-24 Newcastle Arena Parking Lot Rehabilitation
Attachment 4 - PD-008-24 Green Development Framework – Update and Program
Implementation
Attachment 5 – PD-010-24 King Street East Pavement Rehabilitation
Attachment 6 – PD-012-24 Dehumidification System Installation at the Diane Hamre
Recreation Complex
Attachment 7 – PD-013-24 2024 Pavement Rehabilitation
Interested Parties:
There are no interested parties to be notified of Council's decision.
Attachment 1 to Report FSD-037-24
Report
Procurement Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Procurement Division-001-24 Meeting Date: December
31, 2020
Report Date: July 10, 2024
Submitted By: Mandy Chong, Manager, Procurement
Reviewed By: Mary-Anne Dempster, CAO
File Number: RFP2024-8
Report Subject: Architectural Services for the Operations Depot, Fire Station and Fire
Training Facility – Summer Recess Procedure (Purchasing By-Law
2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That the proposal received from J. L. Richards & Associates Ltd. and MJMA Architecture &
Design being the most responsive bidder meeting all terms, conditions and specifications of
RFP2024-8 be awarded the contract for the provision of Architectural Services for the new
Operations Depot, Fire Station and Fire Training Facility;
2. That the funds required to complete Stage 1 for this project in the amount of $387,597.73
(Net HST Rebate) be funded from the approved budget; and
3. That dependent on Council approval for the tendering for a Contractor and the construction
of the new facility the funds required to complete Stage 2 for this project in the amount of
$3,316,501.88 (Net HST Rebate) be approved.
Municipality of Clarington Page 2
Report Procurement Division-001-24
1. Background
1.1 The Municipality of Clarington (Municipality) requires the assistance of a qualified firm
for the provision of Architectural Services for the new Operations Depot, Fire Station
and Fire Training Facility.
1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified
Architectural Consultant to assist with the design of the new Operations Depot, Fire
Station and Fire Training Facility.
1.3 RFP2024-8 was issued by the Procurement Division and advertised electronically on
the Municipality’s website. The RFP was structured on a 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 2 Section 61, Council
Recess Procedures.
1.5 The RFP was issued requiring proponents to bid on two stages (see paragraph 2.9 to
2.11 for additional details). This approach was chosen to mitigate the need for future
bid solicitations for design, and attracting proponents who may otherwise not bid while
waiting for the larger portion of the contract.
2. Analysis
2.1 The RFP closed June 19, 2024.
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-eight companies downloaded the document. A mandatory information session
was held May 28th, 2024. Twenty-three firms attended the session thereby making
them eligible to submit a proposal.
2.4 Seven proposals were received (refer to Attachment 1) by the stipulated closing date
and time. One proposal did not meet the mandatory requirements and was deemed
non-compliant. Six proposals received complied with Phase 1 - Mandatory submission
requirements and were distributed to the evaluation committee for review, evaluation,
and scoring.
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
Municipality of Clarington Page 3
Report Procurement Division-001-24
RFP. The evaluation committee was comprised of staff from the Emergency and Fire
Services, Public Works, Community Services Division, and Colliers Project Leaders
(Project Management Firm).
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;
• 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
• A proposed solution including 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, five submissions met the established passing
threshold of 80 percent for Phase 2 – Technical Submission and moved to Phase 3 -
Pricing. It was determined by the evaluation committee that a presentation from the
short-listed proponents would not be required.
2.8 The pricing envelopes of the short-listed firms were opened and evaluated as
stipulated in the RFP document.
2.9 The RFP was structured to award using a two-stage approach for the design and
construction of a new Operations Depot and Fire Headquarters and Training Facility, in
Bowmanville.
2.10 The first stage of the project includes Programming and Scope development as well as
the Concept Design.
2.11 The second stage is dependent on Council approval for the tendering for a Contractor
and the construction of the new facility. This stage includes the Schematic Design,
Design Development, Construction Documents, Bidding and Negotiations,
Construction and Warranty Phases.
2.12 Upon completion of the evaluation scoring, the recommendation is to award the
contract for this work to the highest ranked proponent, J.L. Richards and Associates
Ltd. in partnership with MJMA Architecture & Design.
2.13 J.L. Richards and Associates Ltd. has not worked with the Municipality; therefore,
reference checks were completed and provided to the Evaluation Committee. J.L.
Richards and Associates Ltd. references were deemed to be satisfactory.
Municipality of Clarington Page 4
Report Procurement Division-001-24
2.14 MJMA Architecture & Design is currently working with the Municipality on the South
Bowmanville Recreation Complex therefore no reference checks were completed for
MJMA.
3. Financial Considerations
3.1 The funding required for this contract award is up to $3,704,099.62 (Net HST Rebate).
And including cash allowances of $305,280 (Net HST Rebate). The pricing was
provided in two stages.
3.2 The Proponents provided pricing for the two stages as noted in item 2.9 above. The
fees are allocated between the stages as follows:
Description Fees (Net HST Rebate)
Stage 1 – Lump Sum for Architectural Services
including disbursements $387,597.73
Stage 2 – Lump Sum for Architectural Services
including disbursements 3,316,501.88
3.3 Stage 1 is related to the design phase of the project and will be utilizing portions of the
$750,000 budget previously approved for the design of the Operations Depot, Fire
Station and Fire Training Facility and will be funded from the following account:
Description Account Number Amount
Operations Centre Design Stage
1 110-36-370-83603-7401 $387,598
3.4 Stage 2 funding, including construction, will be budgeted in the 2025 budget update.
The award of Stage 2 is dependent upon the budgetary approval of required funds to
complete the project. Proponents were made aware that Stage 2 is not guaranteed and
have submitted proposals with this is mind.
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 – Summary of Proposals Received
Municipality of Clarington Page 5
Report Procurement Division-001-24
Attachment 1 - Summary of Proposals Received
Municipality of Clarington
RFP2024-8– Architectural Services -
Operations Depot, Fire Station and Fire Training Facility
Proposals Received
Bidder
AECOM & Associates
Diamond & Schmitt Architects Incorporated
J.L. Richards & Associates Ltd.
RDH Architects Inc.
Salter Pilon Architecture Inc.*
Strasman Architects Inc.
ZAS Architects Inc.
Note: Companies with * were deemed non-compliant.
Attachment 2 to Report FSD-037-24
Report
Procurement Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Procurement Division-003-24 eeting Date: December 31, 2020
Report Date: July 16, 2024
Submitted By: Mandy Chong, Manager, Procurement
Reviewed By: Mary-Anne Dempster, CAO
File Number: CL2024-24
Report Subject: Supply and Delivery of One Electric Ice Resurfacer (Multi-Year Contract)
Summer Recess Procedure (Purchasing By-Law 2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Resurfice Corp with a total bid amount of $159,440.38 (Net HST Rebate) for the initial
one-year term being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2024-24 be awarded the contract for the Supply and Delivery of
One Electric Ice Resurfacer, as required by the Community Services Division;
2. That pending satisfactory performance, pricing and approved budget, the Manager,
Procurement, in consultation with the Director of Community Services, be given the
authority to extend the contract for up to two additional one -year terms with an estimated
three-year contract value of $797,201.09 (Net HST Rebate); and
3. That the total estimated funds for this project for the first one-year term in the amount of
$159,690.38 (Net HST Rebate) includes $151,291.68 (Net HST Rebate) for the new
vehicle, provisional items including replacement blades and Ion-lithium battery $8,148.70
(Net HST Rebate), and Clarington decal lettering and striping in the amount of $250.00
(Net HST Rebate) be approved. The estimated funds for the second and third year will be
included in future budget accounts.
Municipality of Clarington Page 2
Report Procurement Division-003-24
1. Background
1.1 Tender specifications for the Supply and Delivery of One Electric Ice Resurfacer (Multi-
Year Contract) were prepared by the Community Services Division in keeping with the
Municipality’s Electric Vehicle Policy and provided to the Procurement Services Division.
The tender included the provision for the supply and delivery of future electric ice
resurfacers for up to a three-year term.
1.2 The purpose of the multi-year contract was to secure volume pricing and reduce build
times so that future build spots are promptly reserved for the Municipality based on the
anticipated annual requirements. Based on the budgeted schedule, the Municipality
anticipates purchasing 4 additional units over the next two years.
1.3 Tender CL2024-24 was issued by the Procurement Services Division and advertised on
the Municipality’s website. The tender closed on May 27, 2024.
2. Analysis
2.1 Three submissions were received in response to the tender call. The bids were
reviewed and tabulated by the Procurement Services Division (see attachment 1). All
submissions were deemed compliant and forwarded to the Community Services
Division for review and consideration.
2.2 Resurfice Corp has completed work for the Municipality in the past with satisfactory
results.
2.3 After review and analysis of the bids by the Procurement Services Division and the
Community Services Division, it was mutually agreed that the low bidder Resurfice Corp
be recommended for the award of CL2024-24.
3. Financial Considerations
3.1 That the total estimated funds for this project for the first one -year term in the amount of
$159,690.38 (Net HST Rebate) includes $151,291.68 (Net HST Rebate) for the new
vehicle, provisional items including replacement blades and Ion -lithium battery
$8,148.70 (Net HST Rebate), and Clarington decal lettering and striping in the amount
of $250.00 (Net HST Rebate) be approved.
Description Account Number Amount
Outdoor Ice Rinks - DHRC & CCC 110-42-421-84314-7401 $159,690.38
Municipality of Clarington Page 3
Report Procurement Division-003-24
3.2 Pricing submitted for the Supply and Delivery of One Electric Ice Resurfacer (Multi -Year
Contract) will remain firm for the first contract year. The extension of future contract
years is subject to satisfactory negotiated unit pricing and will remain firm for the
contract year.
3.3 The total estimated contract is for one year plus two optional additional years and is
approximately $797,201.09 (Net HST Rebate) and includes other costs such as
replacement blades, ion-lithium battery and Clarington decal lettering and striping.
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2210 or
mchong@clarington.net.
Attachments:
Attachment 1 - Summary of Bid Results
Municipality of Clarington Page 4
Report Procurement Division-003-24
Municipality of Clarington
CL2024-24
Supply and Delivery of One Electric Ice Resurfacer
Bid Summary
Bidder Total Bid Price
(Including HST)
Total Bid Price
(Net HST Rebate)
Resurfice Corp $177,051.52 $159,440.38
Zamboni Company Limited 188,608.30 169,847.62
ENGO Equipment Sales Inc. 194,586.00 175,230.72
Attachment 3 to Report FSD-037-24
Report
Procurement Division
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: Procurement Division-005-24 Meeting Date: December
31, 2020
Report Date: July 18, 2019
Submitted By: Mandy Chong, Purchasing Manager
Reviewed By: Mary-Anne Dempster, CAO
File Number: CL2024-27
Report Subject: Newcastle Arena Parking Lot Rehabilitation - Summer Recess
Procedure (Purchasing By-Law 2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Montgomery MacEwen Contracting Limited with a bid amount of $657,243.24
(Net HST Rebate) being the lowest bidder meeting all terms, conditions and
specifications of CL2024-27 be awarded the contract for the Newcastle Arena
Parking Lot Rehabilitation.
2. That the funds required for this contract in the amount of $657,243.24 (Net HST
Rebate) be approved.
Municipality of Clarington Page 2
Report Procurement Division-005-24
1. Background
1.1 The Municipality of Clarington requires the services of a qualified company for the
rehabilitation of Newcastle Memorial Arena parking lot. This work involves the removal
and replacement of the localized storm sewer, removal and replacement of existing
parking lot asphalt and road base, earthworks, curb installation, electrical works for
parking lot lighting assembly installation, retaining wall installation, privacy fence
installation, pavement line painting, signage installation, and associated landscaping.
1.2 Tender specifications were prepared and provided by the Planning and Infrastructure
Services Department.
1.3 Tender CL2024-27 was prepared and issued by the Procurement Division. The tender
was posted electronically on the Municipality’s website. The tender closed on July 1 1,
2024.
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 Forty-eight companies registered as plan takers. Fifteen submissions were received.
One submission was deemed non-complaint for failure to include the required bid
deposit. Fourteen submissions have been deemed to be compliant (see Attachment 1).
2.2 After review and analysis by the Planning and Infrastructure Services Department and
the Procurement Division, it was mutually agreed that the low compliant bidder,
Montgomery MacEwen Contracting Limited be recommended for the award of tender
CL2024-27.
2.3 The Municipality of Clarington has worked with the Montgomery MacEwen Contracting
Limited in the past therefore, no reference checks have been completed.
3. Financial Considerations
3.1 The total funding required for this project is $785,000, which includes the construction
costs of 657,243.24 (Net HST Rebate) and other related costs such as material testing,
parking lot lighting design, CCTV storm sewer, inspection services and contingency in
the amount of $127,756.76 (Net HST Rebate). The funds are available in the approved
budget allocation as provided and will be funded from the following accounts:
Municipality of Clarington Page 3
Report Procurement Division-005-24
Description Account Number Amount
Parking Lot Resurfacing 110-50-327-83614-7401 $785,000
3.2 The CAO has the authority to approve the award of this contract in accordance with the
Purchasing By-Law #2021-077, Part 3 Section 61.
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 – Bid Summary for CL2024-27
Municipality of Clarington Page 4
Report Procurement Division-005-24
Attachment 1 – Bid Summary
Municipality of Clarington
Summary of Bid Results
Tender CL2024-27
Newcastle Arena Parking Lot Rehabilitation
Bidder Total Bid
(Including HST)
Total Bid
(Net HST Rebate)
Montgomery MacEwen Contracting Limited $729,839.69 $657,243.24
Real Landscaping Plus Inc. 743,883.89 669,890.49
Royal Crown Construction 745,452.92 671,303.44
Royalcrest Paving & Contracting Ltd. 802,209.06 722,414.10
Epic Paving & Contracting Ltd. 802,253.00 722,453.68
Dekeyser Excavating Ltd. 807,913.73 727,551.34
IPAC Paving Limited 862,623.99 776,819.62
GIP Paving Ind. 887,052.83 798,818.54
Com-Con Limited 924,943.65 832,940.40
Zilli Construction Ltd. 988,750.00 890,400.00
Melrose Paving Co. Ltd. 1,015,254.73 914,268.33
Dufferin Construction Company, A division
of CRH Canada Group Inc. 1,026,446.80 924,347.14
Henderson Construction 1,129,928.25 1,017,535.38
Al White Landscaping and Excavating 1,164,619.81 1,048,776.21
Dig Tech Infrastructure Non-Compliant
Attachment 4 to Report FSD-037-24
Report
Procurement Division
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: Procurement Division-008-24 Meeting Date: December 31, 2020
Report Date: August 8, 2019
Submitted By: Mandy Chong, Manager, Procurement
Reviewed By: Mary-Anne Dempster, CAO
File Number: RFP2024-6
Report Subject: Green Development Framework – Update and Program Implementation –
Summer Recess Report (Purchasing By-Law 2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That the proposal received from The Delphi Group, the highest scoring proponent
meeting all terms, conditions and specifications of RFP2024 -6 be awarded the
contract for the provision of Green Development Framework – Update and Program
Implementation.
2. That the funds required to complete this project be funded from the approved
budget.
Municipality of Clarington Page 2
Report Procurement Division-008-24
1. Background
1.1 The Municipality of Clarington (Municipality) requires the assistance of a qualified firm
for the provision of consulting services for the update and program implementation for
the Green Development Framework.
1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified
Consultant to assist with the Green Development Framework.
1.3 RFP2024-6 was issued by the Procurement Division and advertised electronically on
the Municipality’s website. The RFP was structured on a 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 2 Section 61, Council
Recess Procedures.
2. Analysis
2.1 The RFP closed June 6, 2024.
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 Twenty companies downloaded the document. Four proposals were received (refer to
Attachment 1) by the stipulated closing date and time. All proposals received complied
with Phase 1 - Mandatory submission requirements and were 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 staff from the Public Services
Department as well as Planning and Infrastructure Services.
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;
Municipality of Clarington Page 3
Report Procurement Division-008-24
• 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
• A proposed solution including 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, three submissions met the established passing
threshold of 80 percent for Phase 2 – Technical Submission and moved to Phase 3 -
Pricing. It was determined by the evaluation committee that a presentation from the
short-listed proponents would not be required.
2.7 The pricing envelopes of the short-listed firms were opened and evaluated as stipulated
within the RFP document.
2.8 Upon completion of the evaluation scoring, the recommendation is to award the contract
for this work to the highest ranked proponent, The Delphi Group.
2.9 The Delphi Group has not worked with the Municipality; therefore, reference checks
were completed and provided to the Evaluation Committee The Delphi Group
references were deemed to be satisfactory.
2.10 MJMA Architecture & Design is currently working with the Municipality on the South
Bowmanville Recreation Complex therefore no reference checks were completed for
MJMA.
3. Financial Considerations
3.1 The funding required for this contract award is up to $190,861.06 (Net HST Rebate)
including disbursements of $2,035.20 (Net HST Rebate). The project will be funded
from the following accounts which are in the approved 2024 budget:
Description Account Number Amount
Public Services – Climate
Change – Prof Fees
100-15-130-10519-7161 $190,861
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or
mchong@clarington.net.
Attachments:
Municipality of Clarington Page 4
Report Procurement Division-008-24
Attachment 1 – Summary of Proposals Received
Municipality of Clarington
RFP2024-6– Green Development Framework -
Update and Program Implementation
Proposals Received
Bidder
Asset Strategy Inc.
163904 Canada Inc. o/a The Delphi Group *
Fotenn Consultants Inc. *
Urban Equation Company *
Note: * Denotes Proponents who were shortlisted
Attachment 5 to Report FSD-037-24
Report
Procurement Division
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: Procurement Division-010-24 Meeting Date: December
31, 2020
Report Date: August 22, 2024
Submitted By: Mandy Chong, Manager, Procurement
Reviewed By: Mary-Anne Dempster, CAO
File Number: CL2024-10
Report Subject: King Street East Pavement Rehabilitation - Summer Recess
Procedure (Purchasing By-Law 2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That D. Crupi & Sons Limited with a bid amount of $833,982.43 (Net HST
Rebate) being the lowest bidder meeting all terms, conditions and specifications
of CL2024-10 be awarded the contract for the King Street East Pavement
Rehabilitation.
2. That the funds required for this contract in the amount of $1,106,900.00 (Net
HST Rebate), which includes the construction costs of $833,982.43 (Net HST
Rebate) and other related costs such as contract administration and inspections
services, material testing, topographical services, Region of Durham signal
material and installation, and contingency in the amount of $272,917.57 (Net
HST Rebate) be approved.
Municipality of Clarington Page 2
Report Procurement Division-010-24
1. Background
1.1 The Municipality of Clarington requires the services of a qualified company for the
rehabilitation of King St East. This work involves the removal and replacement of the
surface asphalt and base asphalt, Concrete curb and gutter removal and replacement,
structure adjustments and pavement line painting , accessibility upgrades at multiple
intersections including sidewalk / curb removal and reinstatement, tactile plate
installation, footings, ducts, and hand wells as required.
1.2 Tender specifications were prepared and provided by the Planning and Infrastructure
Services Department.
1.3 Tender CL2024-10 was prepared and issued by the Procurement Division. The tender
was posted electronically on the Municipality’s website. The tender closed on August
13, 2024.
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 Twenty-two companies registered as plan takers. Four submissions were received and
have been deemed to be compliant (see Attachment 1).
2.2 After review and analysis by the Planning and Infrastructure Services Department and
the Procurement Division, it was mutually agreed that the low compliant bidder, D. Crupi
& Sons Limited be recommended for the award of tender CL2024-10.
2.3 The Municipality of Clarington has worked with the D. Crupi & Sons Limited in the past
therefore, no reference checks have been completed.
3. Financial Considerations
3.1 The total funding required for this project is $1,106,900.00, which includes the
construction costs of $833,982.43 (Net HST Rebate) and other related costs such as
contract administration and inspections services, material testing, topographical
services, Region of Durham signal material and installation, and contingency in the
amount of $272,917.57 (Net HST Rebate). The funds are available in the approved
budget allocation as provided and will be funded from the following accounts:
Municipality of Clarington Page 3
Report Procurement Division-010-24
Description Account Number Amount
Pavement Rehabilitation -
2023
110-50-330-83212-7401 $1,106,900.00
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 - Bid Summary
Municipality of Clarington Page 4
Report Procurement Division-010-24
Attachment 1 – Bid Summary
The Municipality of Clarington
Bid Summary
CL2024-10 – King Street East Pavement Rehabilitation
Bidder Total Bid
(Including HST)
Total Bid
(Net HST Rebate)
D. Crupi & Sons Limited $926,100.78 $833,982.43
Dufferin Construction Company, A division
of CRH Canada Group Inc. 953,744.86 858,876.79
IPAC Paving Limited 1,095,414.66 986,454.83
GIP Paving Inc. 1,261,370.41 1,135,903.12
Attachment 6 to Report FSD-037-24
Report
Procurement Division
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: Procurement Division-012-24 eeting Date: December 31, 2020
Report Date: August 23, 2024
Submitted By: Mandy Chong, Manager, Procurement
Reviewed By: Mary-Anne Dempster, CAO
File Number: CL2024-31
Report Subject: Dehumidification System Installation at the Diane Hamre Recreation
Complex - Summer Recess Procedure (Purchasing By-Law 2021-077
S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That contract CL2024-15 Diane Hamre Recreation Complex Dehumidification
Equipment (FSD-025-24) be transferred to the low compliant bidder Bagli
Brothers Ltd. O/A B&B Mechanical Services;
2. That Bagli Brothers Ltd. O/A B&B Mechanical Services with a total bid amount of
$1,185,615.06 (Net HST Rebate) being the lowest compliant bidder meeting all
terms, conditions and specifications of tender CL2024 -31 be awarded the
contract for the replacement and installation of the dehumidification equipment at
the Diane Hamre Recreation Complex, as required by the Community Services
Division; and
3. That the total funds required for this project is $1,277,384.26 (Net HST Rebate),
which includes construction and equipment costs of $1,185,615.06 (Net HST
Rebate) and other related costs such as design, inspection, testing, contract
administration and contingencies of $91,769.20 (Net HST Rebate) be approved.
Municipality of Clarington Page 2
Report Procurement Division-012-24
1. Background
1.1 The Community Services Division, with the Procurement Division, discussed the options
available to the Municipality regarding the replacement of the dehumidification unit at
the Diane Hamre Recreation Complex. Due to the long lead time required for the
manufacturing of the equipment, and the need to align with the scheduled shutdown
period of December 2024 for installation, it was determined to be in the best interest of
the Municipality to pre-purchase the equipment and then transfer the contract to the
General Contractor through a cash allowance once awarded. CIMA Canada Inc.
prepared the equipment specifications, which the Community Services Division provided
to the Procurement Division for issuance. Tender CL2024-15 was issued as a
competitive tender call and awarded to HTS Mechanical. The tender documents
included language stating, "The successful bidder will be responsible for the connection
and commissioning of said equipment as a sub-contractor for the successful general
contractor”.
1.2 Tender specifications and drawings were prepared by CIMA Canada Inc and provided
by the Community Services Division to the Procurement Services Division. The scope of
work included the installation of the Dectron dehumidification equipment currently in
production and complete mechanical work required at the Diane Hamre Recreation
Complex. The specifications included transferring the pre-purchased equipment from
HTS Mechanical to the successful bidder through a cash allowance.
1.3 Tender CL2024-31 was issued by the Procurement Services Division and advertised
electronically on the Municipality’s website.
1.4 Eighteen companies registered as official plan takers. The tender document included a
mandatory site visit. Nine companies attended the mandatory site visit. Only those plan
takers in attendance at the mandatory site visit were eligible to submit a bid.
1.5 The tender closed on July 30, 2024.
2. Analysis
2.1 Six submissions were received in response to the tender call. The bids were reviewed
and tabulated by the Procurement Services Division (see attachment 1). All submissions
were deemed compliant and forwarded to the Community Services D ivision for review
and consideration.
2.2 After review and analysis of the bids by the Procurement Services Division and the
Community Services Division, it was mutually agreed that the low bidder Bagli Brothers
Ltd. O/A B&B Mechanical Services be recommended for the award of CL2024-31.
Municipality of Clarington Page 3
Report Procurement Division-012-24
2.3 Bagli Brothers Ltd. O/A B&B Mechanical Services has not completed work for the
Municipality in the past, references were checked and considered satisfactory.
3. Financial Considerations
3.1 The total funds required for this project is $1,277,384.26 (Net HST Rebate), which
includes construction and equipment costs of $1,185,615.06 (Net HST Rebate) and
other related costs such as design, inspection, testing, contract administration and
contingencies of $91,769.20 (Net HST Rebate), be drawn from the following account:
Description Account Number Amount
2024 DHRC –
Dehumidification System
110-42-421-84244-7401 $1,277,384.26
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 – Summary of Bid Results
Municipality of Clarington Page 4
Report Procurement Division-012-24
Attachment 1 – Bid Summary
Municipality of Clarington
CL2024-31
Dehumidification System Installation at the Diane Hamre Recreation
Complex
Bid Summary
Bidder Total Bid Price
(Including HST)
Total Bid Price
(Net HST Rebate)
Bagli Brothers Ltd. O/A B&B
Mechanical Services $1,316,573.33 $1,185,615.06
NEED Design Build Inc. 1,412,500.00 1,272,000.00
Adamson and Dobbin Ltd. 1,449,790.00 1,305,580.80
Canadian Tech Air Systems 1,498,922.40 1,349,826.05
W. Mitchell & Son Mechanical
Contractors Limited 1,585,134.39 1,427,462.62
S.I.G. Mechanical Services Limited 1,686,043.39 1,518,334.30
Attachment 7 to Report FSD-037-24
Report
Procurement Division
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: Procurement Division-013-24 Meeting Date: December 31, 2020
Report Date: August 28, 2024
Submitted By: Mandy Chong, Manager, Procurement
Reviewed By: Mary-Anne Dempster, CAO
File Number: CL2024-20
Report Subject: 2024 Pavement Rehabilitation - Summer Recess Procedure
(Purchasing By-Law 2021-077 S.61)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That the proposal received from GIP Paving Inc. with a bid amount of
$1,738,269.32 (Net HST Rebate) being the lowest bidder meeting all terms,
conditions and specifications of CL2024-20 be awarded the contract for the
completion of the 2024 Pavement Rehabilitation; and
2. The total funding required for this project is $2,119,100.00 , which includes the
construction costs of $1,738,269.32 (Net HST Rebate) and other related costs
such as contract administration and inspection, geotechnical investigation,
material testing, and contingency in the amount of $380,830.68 (Net HST
Rebate) be funded from the approved budget.
Municipality of Clarington Page 2
Report Procurement Division-013-24
1. Background
1.1 The project scope includes:
• Pavement rehabilitation including removal and replacement of surface asphalt and
base asphalt (where applicable).
• Pulverization, re-utilization, and fine grading of existing road asphalt and road base
(where applicable).
• Concrete curb and gutter removal and replacement, structure adjustments and
pavement line painting.
• Driveway and roadway shoulder reinstatement (where applicable).
• Ditching and associated restoration.
1.2 The locations for this work are as follows:
The work is located within the Municipality of Clarington at the following locations:
• Part A: Andrew Street (Newcastle) – From Mill Street to Arthur Street
• Part B: Andrew Court (Newcastle) – From Andrew Street to north terminus
• Part C: Willow Court (Newcastle) – From Andrew Street to north terminus
• Part D: George Street (Newcastle) – From Beaver Street to Andrew Street
• Part E: Sylvia Court (Newcastle) – From George Street to south terminus
• Part F: Orchard Heights Drive (Newcastle) – From Andrew Street to 80 metres
south of Andrew Street
• Part G: Aspen Springs Drive (Bowmanville) – From Green Road to Fry Crescent
• Part H: Luverme Court (Bowmanville) – From Regional Road 57 to east terminus
• Part I: Rebecca Court (Bowmanville) – From Regional Road 14 to south terminus
• Part J: Pamela Court (Bowmanville) – From Regional Road 14 to west terminus
• Part K: Avi Court (Bowmanville) – From Pamela Court to north terminus
• Part L: Sydel Court (Bowmanville) – From Regional Road 14 to south terminus
• Part M: Gary Court (Bowmanville) – From Sydel Court to south terminus
• Part N: Flett Street (Bowmanville) – From Parkway Crescent to Southway Drive
Municipality of Clarington Page 3
Report Procurement Division-013-24
• Part O: Parkway Avenue (Bowmanville) – From Parkway Crescent to Parkway
Crescent
1.3 Tender specifications were prepared and provided by the Planning and Infrastructure
Services Department.
1.4 Tender CL2024-20 was prepared and issued by the Procurement Division. The tender
was posted electronically on the Municipality’s website. The tender closed on August
15, 2024.
1.5 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 Twenty-four companies registered as plan takers. Seven submissions were received. All
submissions were deemed to be compliant (see Attachment 1).
2.2 After review and analysis by the Planning and Infrastructure Services Department and
the Procurement Division, it was mutually agreed that the low-compliant bidder, GIP
Paving Inc., be recommended for the award of tender CL2024-27.
2.3 The Municipality of Clarington has worked with the GIP Paving Inc. in the past therefore,
no reference checks have been completed.
3. Financial Considerations
3.1 The total funding required for this project is $2,119,100.00, which includes the
construction costs of $1,738,269.32 (Net HST Rebate) and other related costs such as
contract administration and inspection, geotechnical investigation, material testing, and
contingency in the amount of $380,830.68 (Net HST Rebate). The funds are available in
the approved budget allocation as provided and will be funded from the following
accounts
Description Account Number Amount
Pavement Rehabilitation 110-50-330-83212-7401 $1,930,600
Flett Street Reconstruction 100-50-330-83357-7401 64,400
Municipality of Clarington Page 4
Report Procurement Division-013-24
Description Account Number Amount
Parkway Avenue Reconstruction 110-32-330-83202-7401 103,700
Road Maintenance / Sidewalk
Maintenance / Contract
100-36-380-10733-7163 20,400
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 – CL2024-20 Bid Summary
Municipality of Clarington Page 5
Report Procurement Division-013-24
Attachment 1 – CL2024-20 Bid Summary
Municipality of Clarington
Summary of Bid Results
Tender CL2024-20
2024 Pavement Rehabilitation
Bidder Total Bid
(Including HST)
Total Bid
(Net HST Rebate)
GIP Paving Inc. $1,930,271.55 $1,738,269.32
IPAC Paving Limited 2,003,941.57 1,804,611.45
Brennan Paving & Construction Ltd 2,022,667.81 1,821,475.01
Dufferin Construction Company, A division
of CRH Canada Group Inc.
2,044,784.74 1,841,391.99
D. Crupi & Sons Limited 2,480,169.11 2,233,469.10
C. Valley Paving Ltd. 2,600,161.13 2,341,525.63
Epic Paving & Contracting Ltd. 3,025,346.04 2,724,417.81