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Report To: General Government Committee
Date of Meeting: November 4, 2024 Report Number: FSD-047-24
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: CL2023-32
Report Subject: Supply and Haulage of Granular Material
Recommendations:
1. That Report FSD-047-24, and any related delegations or communication items, be
received;
2. That Robert E. Young Construction Ltd. having successfully completed the initial
one-year term with a total bid amount of $219,999.94 (Net HST), be awarded the
second-year term with a total estimated bid amount of $165,487.87 (Net HST), being
the lowest compliant bidder meeting all terms, conditions and specifications of
CL2023-32 for Supply and Haulage of Granular Material;
3. That pending satisfactory performance and price, the Manager, Procurement, in
consultation with the Director of Public Works, be given the authority to extend the
contract for this service for up to three additional one-year terms for a total estimated
five-year contract value of $1,100,000 (Net HST);
4. That the total estimated funds required for this project for the second-year term in
the amount of $165,487.87 (Net HST) be funded by the Municipality as provided.
The estimated funds required for the third, fourth and fifth-year terms are included in
future budget accounts:
Description Account Number Amount
100-36-382-10280-7112 GR PATCH/RESURF-MISC OPER
SUPPLY
$165,487.87
5. That all interested parties listed in Report FSD-047-24, and any delegations be
advised of Council’s decision.
Municipality of Clarington Page 2
Report FSD-047-24
Report Overview
To request authorization from Council to award tender CL2023-32 Supply and Haulage of
Granular Material to the lowest compliant bidder.
1. Background
1.1 Tender specifications for the supply and haulage of granular material were developed
by the Public Works Division and provided to the Procurement Services Division.
1.2 Tender CL2023-32 was issued by the Procurement Services Division and advertised on
the Municipality’s website. The tender closed on August 25, 2023, with three bids
received, and two were compliant.
1.3 After review and analysis by the Public Works Division and the Procurement Services
Division, it was mutually agreed that the low, compliant bidder, Robert E. Young
Construction Ltd. be recommended for award of $219,999.94 (Net HST) for the first
contract year of tender CL2023-32.
1.4 The work under the contract was required to start in September of 2023. Due to the
work’s timing and expected start date, in keeping with the Purchasing By-law, a CAO
report was prepared recommending the award of the first contract year to Robert E.
Young Construction Ltd. (PS Report 023-23).
2. Analysis
2.1 Robert E. Young Construction Ltd. has successfully completed the supply and haulage
work in the first contract year.
2.2 After review and analysis by the Public Works Division and the Procurement Services
Division, it was mutually agreed that Robert E. Young Construction Ltd. be
recommended for award of the second-year term, and up to three additional optional
years.
3. Financial Considerations
3.1 The cost for the first-year term was $219,999.94 (Net HST). The estimated cost for the
second-year term is this work is $165,487.87 (Net HST) and will be funded by the
Municipality as provided. Future budget accounts include the funds required for the
third, fourth and fifth-year terms.
Municipality of Clarington Page 3
Report FSD-047-24
3.2 Pricing submitted for Supply and Haulage of Granular Material is to remain firm for the
second 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 $1,100,000 (Net HST).
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. Climate Change
Not Applicable.
6. Concurrence
This report has been reviewed by the Deputy CAO, Public Services and the Director of
Public Works who concur with the recommendations.
7. Conclusion
It is respectfully recommended that Robert E. Young Construction Ltd. being the lowest
compliant bidder, be awarded the contract for Supply and Haulage of Granular Material
in accordance with the terms and conditions of Tender CL2024-32.
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 Ext 2209 or
mchong@clarington.net.
Attachments:
Description Account Number Amount
100-36-382-10280-7112 GR PATCH/RESURF-MISC OPER SUPPLY $165,487.87
Municipality of Clarington Page 4
Report FSD-047-24
Attachment 1 – Bid Summary
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington Page 5
Report FSD-047-24
Attachment 1 – CL2023-32 Bid Summary
Municipality of Clarington
Summary of Bid Results
CL2023-32 Supply and Haulage of Granular Material
Bidder
One-Year
Total Bid*
(Net HST Rebate)
Potential Five-Year
Total Bid
(Net HST Rebate
Robert E Young Construction Ltd. $220,000 $1,099,999.69
Glenn Windrem Trucking* 285,940 1,429,700.01
CDR Young Aggregates 320,763 1,603,816.36
Summary reflects an estimated annual stockpiling quantity.
* Denotes non-compliant bid.