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HomeMy WebLinkAboutFSD-027-25Staff 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: September 8, 2025 Report Number: FSD-027-25 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: Contract Awards between November 19, 2024 to August 26, 2025 Exceeding $500,000 And During Council Recess Recommendation: 1.That Report FSD-027-25, and any related delegations or communication items, be received for information. Municipality of Clarington Page 2 Report FSD-027-25 Report Overview To report to Council on the contracts awarded under Section 65 of the Procurement By -law with a total cost exceeding $500,000 and under Section 68 of the Procurement By-law for contracts awarded during Council recess. 1. Background 1.1 For the period of November 19, 2024 to August 26, 2025, in accordance with the Procurement By-law, this report is being provided to Council for information to summarize all contract awards made for acquisitions with a total cost exceeding $500,000, excluding HST and awarded under Procurement By-law 2024-052, Section 65. This is the first year with this reporting requirement, therefore the starting period goes from the approval of the By-law in 2024, future reports will start January 1 of each year. 1.2 During periods when Council is in recess, provision has been made for the approval of contract awards to continue with business as usual. Refer to Procurement By-law 2024- 052, Section 68, Council Recess Procedures. This report provides information on contract awards issued under Section 68 during Council Recess, which include approvals for change orders for consulting and professional services with a total contract cost exceeding $100,000, in accordance with the provisions of Section 68. 2. Comments 2.1 The following contracts were awarded in accordance with Procurement By-law 2024- 052, Section 65. Copies of the Procurement Services Reports are attached. Report # Contract # Description Procurement Division- 003-25 CL2025-4 Refrigerated Skating Pad DHRC Procurement Division- 004-25 CL2024-41 Supply and Deliver One Pumper Truck (Multi-Year) Procurement Division- 005-25 CL2025-6 Rout and Crack Seal Repairs (Multi- Year) Municipality of Clarington Page 3 Report FSD-027-25 Report # Contract # Description Procurement Division- 009-25 CL2025-7 South Bowmanville Recreation Centre – Site Servicing and Earthworks Procurement Division- 011-25 CL2025-17 Plumbing Services (Multi-Year) Procurement Division- 014-25 CL2025-10 Municipal Administrative Centre – Partial Roof Repair Procurement Division- 021-25 T280-2025 Supply of Sodium Chloride (Co- operative) Procurement Division- 022-25 SS2025-6 Supply and Deliver One Gradall Hydraulic Excavator Procurement Division- 023-25 RFP2025-3 South Bowmanville Recreation Centre- General Contracting Services- Phase 1 Procurement Division- 024-25 CL2025-13 George Street West and George Street East Reconstruction Procurement Division- 025-25 CL2025-3 2025 Pavement Rehabilitation Procurement Division- 026-25 CL2025-32 Various Park Upgrades Procurement Division- 031-25 CL2025-28 Supply and Deliver Various Vehicles Municipality of Clarington Page 4 Report FSD-027-25 Report # Contract # Description Procurement Division- 032-25 CL2025-35 Soper Creek Baseball Upgrades 2.2 The following contracts were awarded in accordance with Procurement By-law 2024- 052 during Council Recess under Section 68 and copies of the Procurement Services Reports are attached: Report # Contract # Description Procurement Division- 033-25 CL2025-27 Veterinary Services Procurement Division- 034-25 RFP2025-9 Consulting Services for Bowmanville Municipal Park on the former Bowmanville Zoo Lands Phase 1 – Trails 2.3 The following change orders were awarded in accordance with Procurement By-law 2024-052 during Council Recess under Section 68: Department Description Change Order Request (Net HST) New Total Contract Cost (Net HST) Public Services/Public Works Operations Depot, Emergency Fire Station and Training Facility - Expanded scope of work to GHD Geotechnical Consulting to conduct a Hazard Assessment to the onsite Heritage house $45,181 $111,172.80 Municipality of Clarington Page 5 Report FSD-027-25 3. Financial Considerations Not Applicable. 4. Strategic Plan Not Applicable. 5. Climate Change Not Applicable. 6. Concurrence Not Applicable. 7. 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 – Procurement Division-003-25 – CL2025-4 Refrigerated Skating Pad DHRC Attachment 2 – Procurement Division-004-25 – CL2024-41 Supply and Deliver One Pumper Truck (Multi-Year) Attachment 3 – Procurement Division-005-25 – CL2025-6 Rout and Crack Seal Treatment Services Attachment 4 – Procurement Division-009-25 – CL2025-7 South Bowmanville Recreation Centre – Site Servicing and Earthworks Attachment 5 – Procurement Division-011-25 – Plumbing Services Attachment 6 – Procurement Division-014-25 – CL2025-10 Municipal Administrative Centre – Partial Roof Replacement Attachment 7 – Procurement Division-021-25 – Co-op T280-2025 Supply of Sodium Chloride Attachment 8 – Procurement Division-022-25 – SS2025-6 Supply and Deliver One Gradall Municipality of Clarington Page 6 Report FSD-027-25 Attachment 9 – Procurement Division-023-25 – RFP2025-3 South Bowmanville Recreation Centre Attachment 10 – Procurement Division-024-25 – CL2025-13 George Street West and George Street East Reconstruction Attachment 11 – Procurement Division-025-25 – CL2025-3 Pavement Rehabilitation Attachment 12 – Procurement Division-026-25 – CL2025-32 – Various Park Upgrades Attachment 13 – Procurement Division-031-25 – CL2025-28 Supply and Deliver Various Vehicles Attachment 14 – Procurement Division-032-25 – CL2025-35 Soper Creek Baseball Upgrades Attachment 15 – Procurement Division-033-25 – CL2025-27 Veterinary Services Attachment 16 – Procurement Division-034-25 – RFP2025-9 Consulting Services for Bowmanville Municipal Park Interested Parties: There are no interested parties to be notified of Council's decision. 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-003-25 Meeting Date: December 31, 2020 Report Date: February 24, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-4 Report Subject: Refrigerated Skating Pad Diane Hamre Recreation Complex Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That Gerr Construction Limited with a total bid amount of $3,448,137.60 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2025-4 be awarded the contract for the refrigerated skating pad at the Diane Hamre Recreation Complex, as required by the Community Services Division; 2.That the total funds required for this project is $3,699,924.65 (Net HST Rebate), which includes construction costs of $3,448,137.60 (Net HST Rebate) and other related costs such as design, inspection, testing, contract administration and contingencies of $251,787.05 (Net HST Rebate) be approved. Attachment 1 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-003-25 1. Background 1.1 Tender specifications and drawings were prepared by Barry Bryan Associates and provided by the Community Services Division to Procurement Services Division. The scope of work included a refrigerated ice pad, warming room, ice resurfacer room and landscaping services. 1.2 Tender CL2025-4 was issued by Procurement Services and advertised electronically on the Municipality’s website. 1.3 Thirty-three companies registered as official plan takers. The tender document included a mandatory site visit. Ten companies attended the mandatory site visit. Only those plan takers in attendance at the mandatory site visit were eligible to submit a bid. 1.4 The tender closed on February 7, 2025. 2. Analysis 2.1 Seven submissions were received in response to the tender call. The bids were reviewed and tabulated by the Procurement Services (see attachment 1). Six submissions were deemed compliant and forwarded to the Community Services Division for review and consideration. 2.2 After reviewing the low bid, it was removed from consideration and deemed non- compliant by Procurement Services. 2.3 After review and analysis of the bids by Procurement Service and the Community Services Division, it was mutually agreed that the low compliant bidder Gerr Construction Limited be recommended for the award of CL2025-4. 2.4 Gerr Construction Limited has completed work for the Municipality in the past with satisfactory results. 2.5 In an effort to expedite the process, Council has provided the CAO with delegated authority to approve this award. Refer to FSD-035-23. 3. Financial Considerations 3.1 As part of the 2024 budget, Council approved $8,000,000 (Net HST Rebate) for the installation of two outdoor refrigerated ice pads, at the Courtice Community Complex and the Diane Hamre Recreation Complex. Delegated authority was given to the CAO to approve all contracts relating to this project. The project was split into two phases, Courtice Community Complex (Phase I) and Diane Hamre Recreation Complex (Phase Attachment 1 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-003-25 II). The Phase I work was completed in December 2024. Phase II work is scheduled for spring 2025. Based on approval of the cost for Phase I, plus approved change orders at $4,209,169.77 (Net HST Rebate), a balance of $3,790,830.23 (Net HST Rebate) remains for the completion of the Phase II work. 3.2 The total funds required for this project is $3,699,924.65 (Net HST Rebate), which includes the construction costs of $3,448,137.60 (Net HST Rebate) and other related costs such as design, inspection, testing, contract administration and contingencies of $251,787.05 (Net HST Rebate), be drawn from the following account: Description Account Number Amount Refrigerated Outdoor Ice Pad – Diane Hamre Recreation Complex 110-42-421-84314-7401 $3,699,924.65 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 - Summary of Bid Results Attachment 1 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-003-25 Attachment #1 to Report - Procurement Division-003-25 Municipality of Clarington CL2025-4 Refrigerated Skating Pad Diane Hamre Recreation Complex Bid Summary Bidder Total Bid Price (Including HST) Total Bid Price (Net HST Rebate) Gerr Construction Limited $3,829,005.00 $3,448,137.60 Peak Construction Group Ltd. 4,070,260.00 3,665,395.20 MJ.K. Construction Inc. 4,195,787.18 3,778,436.31 J.J. McGuire General Contractors Inc. 4,254,890.70 3,831,660.86 DURON ONTARIO LTD 4,728,682.75 4,258,325.28 Mianco Group Inc. 4,860,695.00 4,377,206.40 Mega Group Construction Limited Non-compliant, Non-Compliant Attachment 1 to Report FSD-027-25 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-004-25 Meeting Date: December 31, 2020 Report Date: February 20, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2024-41 Report Subject: Supply and Deliver One Pumper Truck (Multi-Year) Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That Darch Fire Inc. with a total bid amount of $2,241,880.27 (Net HST) for the initial one-year term and an estimated five-year contract value of $6,725,640.81 (Net HST), being the lowest compliant bidder meeting all terms, conditions and specifications of CL2024-41 be awarded the contract for the Supply and Delivery of One Pumper Truck (Multi-Year); 2.That the total estimated funds required for this project for the first-year term in the amount of $2,242,160.27 (Net HST) which includes $2,241,880.27 (Net HST) for one pumper truck and fire apparatus costs and other costs such as GPS unit, in the amount of $280.00 (Net HST) be funded by the Municipality from the 2026 budget as pre-approved in Report FSD-046-23. 3.That pending satisfactory performance and pricing, the Procurement Manager, in consultation with the Director of Public Works, be given the authority to extend the contract for up to four additional one-year terms; 4.That the estimated funds required for the second, third, fourth and fifth year will be included in future budget accounts. Attachment 2 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-004-25 1. Background 1.1 Tender specifications for the Supply and Delivery of One Pumper Truck (Multi-Year) were prepared by the Public Works Division and provided to the Procurement Services Division. 1.2 The tender included the provision for the supply and delivery of future pumper truck units for up to a five-year term. The purpose of the multi-year contract is to secure volume pricing and reduce build times so that future build spots are promptly reserved for the Municipality. Based on the budgeted fleet replacement schedule, the Municipality anticipates purchasing two additional pumper trucks within the next four years. 1.3 CL2024-41 was issued by the Procurement Services Division and advertised on the Municipality’s website. The tender closed on January 17, 2025. 2. Analysis 2.1 Eight plan takers downloaded the tender document. Two bids were received in response to the call. The submissions were reviewed by the Procurement Services Division (see Attachment 1), and one bid was deemed non-compliant. The results were forwarded to the Public Works Division for their review and consideration. 2.2 Darch Fire Inc. has successfully completed work for the Municipality in the past. 2.3 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low-compliant bidder meeting specifications, Darch Fire Inc. be recommended for the award of tender CL2024-41. 3. Financial Considerations 3.1 In 2024, Council provided 2026 pre-budget approval to order the new pumper truck, as approved in Report FSD-046-23. This pre-approval was provided due to the time lag in receiving the vehicle. Since the truck has not been budgeted, Public Works will deduct any overage from the award of the pumper truck from the fleet budget in 2026. 3.2 The total funds required for the initial pumper truck in the amount of $2,242,160.27 (Net HST) include $2,241,880.27 (Net HST) for the new truck and fire apparatus equipment and other costs such as GPS unit in the amount of $280.00 (Net HST) is within the pre- approved 2026 budget allocation and will be funded by the Municipality as follows: Attachment 2 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-004-25 3.1 The total estimated contract is for one year plus four optional additional years and is approximately $6,726,480.81 (Net HST) and includes $6,725,640.81 (Net HST) for pumper truck and fire apparatus equipment and $840.00 (Net HST Rebate) in other costs such as GPS units. 3.2 Pricing submitted for the Supply and Delivery of One Pumper Truck (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. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Summary of Bid Results Description Account Number Amount Corporate Fleet Reserve Fund 110-36-388-82824-7401 $2,242,160.27 Attachment 2 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-004-25 Attachment 1 to Report Number PS-XXX-XX Municipality of Clarington Summary of Bid Results Tender CL2024-41 Supply and Delivery of One Pumper Truck (Multi-Year Contract) Bidder One-Year Total Bid (Net HST Rebate) Potential Five-Year Total Bid (Net HST Rebate) Dependable Truck and Tank Ltd.* $2,028,014.73 $6,084,044.18 Darch Fire Inc. 2,241,880.27 6,725,640.81 *Non-compliant Attachment 2 to Report FSD-027-25 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-005-25 Meeting Date: December 31, 2020 Report Date: February 26, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-6 Report Subject: Rout and Crack Seal Treatment Services Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That Right Seal Inc. with a bid amount of $185,400 (Net HST Rebate) for the initial one-year term and an estimated five-year contract value of $927,000 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of CL2025-6 be awarded the contract for Rout and Crack Seal Treatment Services; 2.That the funds required for this service be funded from the respective approved operating budget; 3.That pending satisfactory performance and pricing, 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 four additional one-year terms; and 4.That the funds required for the second, third, fourth and fifth-year terms be included in future budget accounts. Attachment 3 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-005-25 1. Background 1.1 Tender specifications for rout and crack seal treatment services were prepared by the Public Works Division and provided to the Procurement Services Division. 1.2 CL2025-6 was issued by the Procurement Services Division and advertised on the Municipality’s website. The tender closed on February 12, 2025. 2. Analysis 2.1 Ten plan takers downloaded the tender document. Five bids were received in response to the call. The bids were reviewed and tabulated by the Procurement Services Division (see Attachment 1) and deemed compliant. The results were forwarded to the Public Works Division for their review and consideration. 2.2 Right Seal Inc. has not worked for the Municipality in the past; however, references were checked and came back satisfactory. 2.3 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low compliant bidder, Right Seal Inc. be recommended for the award of tender CL2025-6. 3. Financial Considerations 3.1 The annual funding required for the first-year term in the estimated amount of $185,400 (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. Description Account Number Amount PAVEMENT RESURF - CONTRACT 100-36-381-10250-7163 $185,400 3.2 Pricing for the tender is firm for the first contract year. 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 is for one year plus four optional additional years is approximately $927,000 (Net HST Rebate). Attachment 3 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-005-25 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Attachment 3 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-005-25 Attachment 1 to Procurement Division-005-25 Municipality of Clarington Summary of Bid Results Tender CL2025-6 Rout and Crack Seal Treatment Services Bidder One-Year Total Bid (Net HST Rebate) Potential Five-Year Total Bid (Net HST Rebate) Right Seal Inc $114,378.24 $571,891.20 Fine Line Markings inc. 141,405.70 707,028.48 Cornell Construction Limited 210,032.64 1,050,163.20 Multiseal Inc. 281,671.68 1,408,358.40 Upper Canada Road Services Inc. 336,622.08 1,683,110.40 Note: The tender provided conservatively estimated project quantities and therefore, Right Seal Inc.'s bid is below the approved operating budget. The allocated 2025 budget for rout and crack seal treatment services is $185,400. The department will manage the contract quantities to maximize the amount of work that can be completed within the limit of the operating budget. Attachment 3 to Report FSD-027-25 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-009-25 Meeting Date: December 31, 2020 Report Date: March 21, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-7 Report Subject: South Bowmanville Recreation Centre – Site Servicing and Earthworks Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That Condrain Group with a total bid amount of $2,441,927.60 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2025-7 be awarded the contract for the site servicing and earthworks at the new South Bowmanville Recreation Centre, as required by the Community Services Division and Planning and Infrastructure; 2.That the total funds required for construction contract 1 of the project is $2,808,216.74 (Net HST Rebate), which includes construction costs of $2,441,927.60 (Net HST Rebate) and contingencies of $366,289.14 (Net HST Rebate) be approved. Attachment 4 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-009-25 1. Background 1.1 Construction specifications and drawings were prepared by MacLennan Jaunkalns Miller Architects Ltd (MJMA) and provided by the SBRC Project Team to Procurement Services. The construction documents for Phase 1 were split into two contracts to maintain the construction schedule. A tender (contract 1) was issued for the completion of the site servicing and earthworks to prepare the grounds for a General Contractor. An RFP (contract 2) has been issued to secure a General Contractor and is still on the open market. The scope of work for construction contract 1 included earthworks and site servicing to rough grade to prepare the location for the balance of the Phase 1 scope. 1.2 Tender CL2025-7 was issued by Procurement Services and advertised electronically on the Municipality’s website. 1.3 Seventy-eight companies registered as official plan takers. The tender document included a non-mandatory site visit. Twenty-four companies attended the site visit. 1.4 The tender closed on March 17, 2025. 2. Analysis 2.1 Sixteen submissions were received in response to the tender call. The bids were reviewed and tabulated by Procurement Services (see attachment 1). Fifteen submissions were deemed compliant and forwarded to the Community Services Division for review and consideration. 2.2 After review and analysis of the bids by Procurement Services, the Community Services Division, and the Planning and Infrastructure Division, it was mutually agreed that the low compliant bidder Condrain Group be recommended for the award of CL2025-7. 2.3 Condrain Group has not worked for the Municipality in the past, however, reference checks were completed and deemed satisfactory. 3. Financial Considerations 3.1 The funding required for construction contract 1 is $2,808,216.74 (Net HST Rebate), which includes construction costs of $2,441,927.60 (Net HST Rebate) and contingencies of $366,289.14 (Net HST Rebate) and is within the approved upset budget allocation of $65,000,000 as provided and will be funded via the following account: Attachment 4 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-009-25 Description Account Number Amount South Bowmanville Recreation Centre 110-42-421-84312-7401 $2,808,216.74 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 - Summary of Bid Results Attachment 4 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-009-25 Attachment #1 to Report - Procurement Division-009-25 Municipality of Clarington CL2025-7 South Bowmanville Recreation Centre – Site Servicing and Earthworks Bid Summary Bidder Total Bid Price (Including HST) Total Bid Price (Net HST Rebate) Condrain Group $2,711,653.09 $2,441,927.60 MGI Construction Corp 2,758,045.24 2,483,705.16 Mianco Group Inc. 3,065,104.94 2,760,221.94 Network Sewer and Watermain Ltd 3,613,709.84 3,254,257.64 Fernview Construction Limited 3,658,019.05 3,294,159.46 Broz Excavating Inc 4,124,261.75 3,714,025.45 Hard-Co Construction Ltd. 4,135,501.68 3,724,147.35 1356594 Ontario Ltd. O/A Eagleson Construction 4,381,551.45 3,945,722.79 Nick Carchidi Excavating Limited 4,869,515.78 4,385,149.79 Dave Boyle Excavating Ltd. 5,371,118.89 4,836,858.93 Forest Contractors Ltd. 5,788,206.30 5,212,459.05 Attachment 4 to Report FSD-027-25 Municipality of Clarington Page 5 Report Procurement Division-009-25 T.A.A. CONSTRUCTION INC. 6,459,791.66 5,817,242.47 Blackstone Paving & Construction Limited 6,469,250.00 5,825,760.00 YORK1 Construction Services Ltd 6,664,740.00 6,001,804.80 Metric Contracting Services Corporation 6,906,999.98 6,219,967.41 Dig Tech Infrastructure Non-compliant, Non-Compliant Attachment 4 to Report FSD-027-25 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-011-25 Meeting Date: December 31, 2020 Report Date: April 3, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-17 Report Subject: Plumbing Services Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That Brent’s Plumbing Inc. with a total bid amount for the initial two-year term of $267,247.20 (Net HST Rebate), and a potential contract value of $668,118.00 (Net HST Rebate), being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2025-17 be awarded the contract for the provision of plumbing services as required for the various municipal facilities; 2.That the funds expended for these services be funded from respective facilities’ approved operating budget as required; and 3.That pending satisfactory service, the Procurement Manager, after consultation with the affected departments, be authorized to extend the contract for up to three additional one- year terms. Attachment 5 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-011-25 1. Background 1.1 The specifications were prepared by the Community Services, Public Works Division and Procurement Services. 1.2 The tender was issued and advertised electronically on the Municipality’s website 2. Analysis 2.1 Five bids were received in response to the tender call. 2.2 The submissions were reviewed and tabulated by the Procurement Services Division (see Attachment 1) and the results were forwarded to the Public Services Department for their review and consideration. 2.3 After review and analysis by the Community Services and Public Works Division and the Procurement Services Division, it was mutually agreed that Brent’s Plumbing & Heating Inc. be recommended for the award of tender CL2025-17. 2.4 Brent’s Plumbing & Heating Inc. has successfully completed work for the Municipality in the past. 3. Financial Considerations 3.1 The annual cost is approximately $133,623.60 (net HST Rebate). The initial contract term is for two years. The estimated value of the contract for the two years is approximately $267,247.20. 3.2 Pricing received is firm for the first year of the contract. Only on the anniversary date of the Contract award may pricing be adjusted. Any proposed price increases should not exceed the annual percentage change in the most recent issuance of the Consumer Price Index (CPI) All items – Ontario, as issued by the Statistics Canada, and remain firm for the rest of that Contract year 3.3 The Municipality has the option to extend the contract for up to three additional one-year terms pending satisfactory service. The Tender document stipulates that if the Municipality elects to exercise the option to renew the contract for the additional optional one-year terms, then pricing shall be adjusted only on the anniversary date of the Contract award. Proposed price increases should not exceed the annual percentage change in the most recent issuance of the Consumer Price Index (CPI) All items – Ontario, as issued by the Statistics Canada, and remain firm for the rest of that Contract year. Attachment 5 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-011-25 3.4 The expended funds will be drawn from respective facilities approved operating budget. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Attachment 5 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-011-25 Attachment 1 to report Procurement Division-011-25 – Bid Summary The Municipality of Clarington CL2025-7 – Plumbing Services Bid Summary Bidder Total Bid (Including HST) Total Bid (Net HST Rebate) Brent’s Plumbing & Heating Inc. $296,766.25 $267,247.20 Capital Contracting Services Ltd. 338,259.85 304,613.47 Smith and Long Limited 375,095.59 337,785.20 Canadian Tech Air Systems 526,868.15 474,461.09 Ainsworth Inc. 531,348.60 478,495.87 The table below reflects the estimated contract value if all optional renewal terms were exercised. Bidder Estimated 5 Year Contract Value (Including HST) Estimated 5 Year Contract Value (Net HST Rebate) Brent’s Plumbing & Heating Inc. $741,915.63 $668,118.00 Capital Contracting Services Ltd. 845,649.63 761,533.68 Smith and Long Limited 937,738.98 844,462.99 Canadian Tech Air Systems 1,317,170.38 1,186,152.72 Ainsworth Inc. 1,328,371.50 1,196,239.68 Attachment 5 to Report FSD-027-25 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-014-25 Meeting Date: December 31, 2020 Report Date: April 9, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-10 Report Subject: Municipal Administrative Centre – Partial Roof Replacement Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Crawford Roofing Corporation with a total bid amount of $851,222.40 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2025-10 be awarded the contract for the partial roof replacement at the Municipal Administrative Centre, as required by Community Services; 2.That the total funds required for this project is $973,579.64 (Net HST Rebate), which includes construction costs of $851,222.40 (Net HST Rebate) and other related costs such as design, inspection, testing, contract administration and contingencies of $122,357.24 (Net HST Rebate) be approved. Attachment 6 to Report Procurement FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-014-25 1. Background 1.1 Tender specifications and drawings were prepared by Barry Bryan Associates and provided by Community Services to Procurement Services. The scope of work included the partial roof replacement at the Municipal Administrative Centre. 1.2 Tender CL2025-10 was issued by Procurement Services and advertised electronically on the Municipality’s website. 1.3 Twenty-one companies registered as official plan takers. The tender document included a mandatory site visit. Twenty-five companies attended the mandatory site visit. Only those plan takers in attendance at the mandatory site visit were eligible to submit a bid. 1.4 The tender closed on March 7, 2025. 2. Analysis 2.1 Ten submissions were received in response to the tender call. The bids were reviewed and tabulated by Procurement Services (see attachment 1). All submissions were deemed compliant and forwarded to Community Services for review and consideration. 2.2 After review and analysis of the bids by Procurement Services, and Community Services, it was mutually agreed that the low compliant bidder Crawford Roofing Corporation be recommended for the award of CL2025-10. 2.3 Crawford Roofing Corporation has not worked for the Municipality in the past, however, reference checks were completed and deemed satisfactory. 3. Financial Considerations 3.1 The total funds required for this project is $973,579.64 (Net HST Rebate), which includes the construction costs of $851,222.40 (Net HST Rebate) and other related costs such as design, inspection, testing, contract administration and contingencies of $122,357.24 (Net HST Rebate), be drawn from the following account: Description Account Number Amount Bldg & Properties – Roof Replacements 110-42-421-83687-7401 $973,579.64 Attachment 6 to Report Procurement FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-014-25 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 - Summary of Bid Results Attachment 6 to Report Procurement FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-014-25 Attachment #1 to Report - Procurement Division-014-25 Municipality of Clarington CL2025-10 Municipal Administrative Centre – Partial Roof Replacement Bid Summary Bidder Total Bid Price (Including HST) Total Bid Price (Net HST Rebate) Crawford Roofing Corporation $945,245.00 $851,222.40 T Hamilton & Son Roofing Inc 998,920.00 899,558.40 Goodmen Corporation 1,007,988.25 907,724.64 Proteck Roofing & Sheet Metal Inc. 1,063,446.33 957,666.36 Eileen Roofing Inc 1,080,376.05 972,912.10 Nortex Roofing Ltd. 1,106,044.00 996,026.88 Always Roofing Ltd 1,155,368.50 1,040,445.12 Trio Roofing Systems Inc. 1,270,685.00 1,144,291.20 Industrial Roofing Services Limited 1,630,330.10 1,468,162.75 Tectra Group Inc. 1,653,190.00 1,488,748.80 Attachment 6 to Report Procurement FSD-027-25 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-021-25 Meeting Date: December 31, 2020 Report Date: May 5, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: T280-2025 Report Subject: Supply of Sodium Chloride (C-operative) Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That Windsor Salt Ltd. with a bid amount of $950,641.92 (Net HST Rebate) for the initial one-year term and an estimated three-year contract value of $2,974,851.84 (Net HST Rebate), being the lowest compliant bidder meeting all terms, conditions and specifications of Durham Purchasing Co-operative Tender T280-2025 be awarded the contract for the supply of sodium chloride; 2.That the funds required for this service be funded from the respective approved operating budget; 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 two additional one-year terms; and 4.That the funds required for the second and third-year terms be included in future budget accounts. Attachment 7 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-021-25 1. Background 1.1 Tender specifications for the supply of sodium chloride was issued on a co-operative basis with the Region of Durham, the Cities of Oshawa and Pickering, the Towns of Whitby and Ajax, the Townships of Scugog and Uxbridge, and the Municipality of Clarington participating. 1.2 The tender was issued by the Region of Durham and publicly advertised on their website. The tender closed on March 31, 2025. 2. Analysis 2.1 Two bids were received in response to the tender call and were deemed compliant. 2.2 After review of the bids by the Municipality of Clarington’s Procurement Division, the Public Works Division and the Durham Purchasing Co-operative, it was mutually agreed that the low compliant bidder Windsor Salt Ltd. be awarded the contract for the supply of sodium chloride. 2.3 Windsor Salt Ltd. was the incumbent vendor for the previous tender contract and the level of service has been satisfactory. 3. Financial Considerations 3.1 The annual funding required for the first-year term in the estimated amount of $950,641.92 (Net HST Rebate) will be funded by the Municipality as provided. Future budget accounts will include the funds required for the second, third, fourth and fifth- year term. Description Account Number Amount WINTER MTNCE- PLOW/SAND/SALT-MISC OP EXP 100-36-383-10300-7112 $950,641.92 3.2 Pricing for the tender is firm for the first, second and third contract years. For the optional fourth and fifth 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. Attachment 7 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-021-25 3.3 The total estimated contract is for three years plus two optional additional years and is approximately $5,041,190.40 (Net HST Rebate). Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Attachment 7 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-021-25 Attachment 1 to Procurement Division-021-25 Municipality of Clarington Summary of Bid Results Tender T280-2025 Supply of Sodium Chloride (Co-op) Bidder One-Year Total Bid (Net HST Rebate) Potential Five-Year Total Bid (Net HST Rebate) Windsor Salt Ltd. $950,641.92 $5,041,190.40 Compass Minerals Canada Corp. 1,068,480.00 5,498,194.56 Attachment 7 to Report FSD-027-25 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-022-25 Meeting Date: December 31, 2020 Report Date: May 5, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: SS2025-6 Report Subject: Supply and Deliver One Gradall Hydraulic Excavator Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That Amaco Equipment with a bid amount of $849,696 (Net HST Rebate) being the only vendor meeting the terms, conditions and specifications of SS2025-6, be awarded a sole source contract for the Supply and Delivery of One Gradall Hydraulic Excavator as required by the Public Works Division. Attachment 8 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-022-25 1. Background 1.1 The Public Works Division requires one tandem axle hydraulic excavator for ditching projects which is a replacement of an existing unit. 1.2 The specification requires that the excavator must be heavy duty, with a specialized chassis and provide high speed transportation of ditching equipment with a telescopic boom. 1.3 Amaco Equipment is the sole distributor of Gradall equipment in Ontario and is the only manufacturer of excavator equipment meeting the Municipality’s specification requirements. 2. Analysis 2.1 The Public Works Division and the Procurement Services Division mutually agreed that a direct sole source process would be used with Amaco Equipment for the procurement of one Gradall hydraulic excavator. 2.2 Pricing was provided to the Procurement Services Division and the Public Works Division for review and consideration. 2.3 After review by the Procurement Services Division and the Public Works Division, it was agreed that Amaco Equipment be recommended for award of contract SS2025-6. 2.4 Amaco Equipment has satisfactorily provided a Gradall hydraulic excavator to the Municipality in the past and references did not need to be checked. 3. Financial Considerations 3.1 The total funds required for this vehicle in the amount of $854,696 (Net HST Rebate) include $849,696 (Net HST Rebate) for the Gradall hydraulic excavator and other costs such as radio, GPS unit, tool box and Clarington decal lettering and striping in the amount of $5,000 (Net HST Rebate) is within the pre-approved 2026 budget allocation and will be funded by the Municipality as follows: Description Account Number Amount Corporate Fleet RF-2026 Budget 110-36-388-83642-7401 $854,696 Attachment 8 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-022-25 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Not Applicable Attachment 8 to Report FSD-027-25 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-023-25 Meeting Date: December 31, 2020 Report Date: May 9, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: RFP2025-3 Report Subject: South Bowmanville Recreation Centre – General Contracting Services for Phase 1 Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That the proposal received from J.J. McGuire General Contractors Inc., being the highest scoring proponent meeting all terms and conditions and specifications of RFP2025-3 be awarded the contract for General Contracting Services for the construction of Phase 1 of the new South Bowmanville Recreation Centre (SBRC) with a bid amount of $54,694,298.57 (Net HST Rebate) Attachment 9 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-023-25 1. Background 1.1 Colliers Project Leaders (Colliers) was hired to assist the Municipality with project management for the South Bowmanville Recreation Centre (SBRC), through a negotiated proposal as approved by report FSD-035-23, recommendation # 3. 1.2 MacLennan Jaunkalns Miller Architects Ltd (MJMA) was the successful proponent of RFP2023-10 and were hired to design and prepare the tender specifications for the construction of the SBRC. 1.3 Phase 1 of the project scope includes a Fédération Internationale de Football Association (FIFA) sized field air supported dome with a walking track, outdoor refrigerated ice trail, renovation of the existing building to accommodate a Fédération Internationale de Basketball Association (FIBA) sized (double) gymnasium, parking and municipal road. 1.4 A Request for Proposal (RFP) was drafted with the assistance of Colliers and MJMA to allow the Municipality to select a qualified general contractor for the construction of the SBRC. 1.5 RFP2025-3 was issued by Procurement Services and advertised electronically on the Municipality’s website. The RFP was structured on a two-envelope system with price being an evaluated factor. 2. Analysis 2.1 The RFP closed April 14, 2025. 2.2 The RFP stipulated, among other things, that proponents were to provide a description of the Firm’s team, qualifications, profile, highlights of past projects and experience of team members with projects of similar size, nature and complexity, and demonstrate an understanding of the Municipality’s requirements. 2.3 Ninety-four companies downloaded the document. Two compliant proposals were received by the closing date. One proposal was received late and deemed non- compliant. The two compliant proposals 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 Community Services, Planning and Infrastructure, and Colliers. Attachment 9 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-023-25 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 projects performing similar work 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 project schedule including a Gantt chart, and milestones showing an estimated overall timeline of the project. 2.6 Upon completion of the consensus evaluation, and reference checks one submission was disqualified due to poor references. 2.7 References were checked and were found to be satisfactory for the second submission. A presentation was requested and completed. 2.8 The pricing envelope for the short-listed proponent was opened and evaluated as stipulated in the RFP document. 2.9 The assignment of two contracts, RFP2024-10 Air Supported Dome Farley Group and RFP2024-11 Refrigeration Equipment for Skating Trail Cimco were included as part of the specification requirements and listed as cash allowances to the General Contractor. 2.10 Upon completion of the evaluation scoring, and the presentation, the recommendation is to award the contract for this work to the highest ranked proponent, J.J. McGuire General Contractors Inc. 3. Financial Considerations 3.1 The total estimated funds required for this project in the amount of $67,619,568.71 (Net HST Rebate) includes construction costs of $54,694,298.57 (Net HST Rebate) and other commitments of $12,925,270.14 (Net HST Rebate) and will be funded by the Municipality as follows: Description Account Number Amount South Bowmanville Rec Centre 110-42-421-84312-7401 $67,619,568 Attachment 9 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-023-25 3.2 The committed costs of $12,925,270.14 (Net HST Rebate) include other related costs such as air supported dome, skate trail refrigeration equipment (sourced through separate RFP’s), design, inspection, testing, contract administration and contingencies of $9,899,397.16 (Net HST Rebate).and $3,025,872.98 committed for Phase 2. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Summary of Proposals Received Attachment 2 – Recommendation Memo Attachment 9 to Report FSD-027-25 Municipality of Clarington Page 5 Report Procurement Division-023-25 Attachment 1 - Summary of Proposals Received Municipality of Clarington RFP2025-3 – South Bowmanville Recreation Centre General Contracting Services Proposals Received Bidder J.J. McGuire General Contractors Inc. * Van Horne Construction Ltd. Corebuild Construction Note: * Denotes Proponents who were shortlisted. Attachment 9 to Report FSD-027-25 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-024-25 Meeting Date: December 31, 2020 Report Date: May 9, 2025 Submitted By: Mandy Chong, Purchasing Manager Approved By: Mary-Anne Dempster, CAO File Number: CL2025-13 Report Subject: George Street West and George Street East Reconstruction Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Nick Carchidi Excavating Limited with a bid amount of $1,077,760.52 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of CL2025-13 be awarded the contract for the George Street West and George Street East Reconstruction. Attachment 10 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-024-25 1. Background 1.1 The Municipality of Clarington requires the services of a qualified company to complete the road reconstruction and urbanization including storm sewer installation, watermain replacement, road base / asphalt replacement, curb and gutter installation, sidewalk and sidewalk ramp installation, driveway and landscape area restoration, etc. for George Street between North Street and Manvers Road (Reg Rd 17) as well as Mill Street North to Beaver Street North. 1.2 Tender specifications were prepared and provided by the Planning and Infrastructure Services Department. 1.3 Tender CL2025-13 was prepared and issued by the Procurement Division. The tender was posted electronically on the Municipality’s website. The tender closed on April 25, 2025. 1.4 Contract administration and construction inspection services will be retained through an external engineering consultant, to be selected through Request for Proposal RFP2025- 8, which is currently under evaluation, in accordance with the Municipality's procurement policy. 2. Analysis 2.1 Thirty-six companies registered as plan takers. Eleven submissions were received by closing time. All submissions were deemed 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, Nick Carchidi Excavating Limited be recommended for the award of tender CL2025-13. 3. Financial Considerations 3.1 The total funding required for this project is $1,430,100.00 (Net HST Rebate), which includes the construction costs of $1,077,760.50 (Net HST Rebate) and other related costs such as, topographic survey, geotechnical investigation, subsurface engineering (SUE), excess soil planning documents, tree inventory and impact assessment, material testing, contract administration and construction inspection and contingency in the amount of $352,339.50 (Net HST Rebate). The funds are available in the approved budget allocation as provided and will be funded from the following accounts: Attachment 10 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-024-25 Description Account Number Amount George St Reconstruction (North St to Reg Rd 17) 110-50-330-83456-7401 $623,800 George St Reconstruction (Mill St to Beaver St) 110-50-330-83473-7401 290,500 George St Reconstruction (North St to Reg Rd 17) Region of Durham Recovery 110-50-330-83456-7402 277,500 George St Reconstruction (Mill St to Beaver St) Region of Durham Recovery 110-50-330-83473-7402 238,300 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 - Bid Summary Attachment 10 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-024-25 Attachment 1 to Report Procurement Division-024-25 – Bid Summary Municipality of Clarington Summary of Bid Results Tender CL2025-13 George Street West and George Street East Reconstruction Bidder Total Bid (Including HST) Total Bid (Net HST Rebate) Nick Carchidi Excavating Limited $1,196,805.61 $1,077,760.52 IPAC Paving Limited 1,236,250.88 1,113,282.21 1356594 Ontario Ltd. O/A Eagleson Construction 1,240,574.81 1,117,176.04 Hard-Co Construction Ltd. 1,285,827.57 1,157,927.55 1799877 Ontario Inc. (Young's Construction) 1,306,670.09 1,185,783.43 GIP Paving Inc. 1,316,760.29 1,185,783.43 Dig-Con International Limited 1,423,041.77 1,281,493.19 Broz Excavating Inc. 1,548,438.07 1,394,416.44 Mianco Group Inc. 1,571,284.22 1,414,990.11 Lancoa Contracting Inc. 1,754,466.82 1,579,951.71 Elirpa Construction & Materials Ltd. 2,395,155.96 2,156,912.13 Attachment 10 to Report FSD-027-25 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-025-25 Meeting Date: December 31, 2020 Report Date: May 16, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-3 Report Subject: 2025 Pavement Rehabilitation Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That D. Crupi & Sons Limited with a bid amount of $737,533.89 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of CL2025-3 be awarded the contract for the 2025 Pavement Rehabilitation. Attachment 11 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-025-25 1. Background 1.1 The Municipality of Clarington requires the services of a qualified company to complete pavement rehabilitation including removal and replacement of surface asphalt and base asphalt (where applicable), concrete curb and gutter and sidewalk removal and replacement, structure adjustments, roadway shoulder re-instatement and ditching (where applicable), associated restoration, and pavement line painting. 1.2 The work is located within the Municipality of Clarington at the following locations: Stirling Avenue, Courtice Strathallan Drive, Courtice Stephen Avenue, Courtice Stuart Road, Courtice Poolton Crescent, Courtice Buyson Crescent, Courtice Faircomb Crescent, Courtice Lyndale Crescent, Courtice Windham Crescent, Courtice Claret Road, Courtice Beechnut Crescent, Courtice Parklawn Drive, Courtice Hillhurst Crescent, Courtice Lake Road & Lambs Road Intersection, Bowmanville 1.3 Tender specifications were prepared and provided by the Planning and Infrastructure Services Department. 1.4 Tender CL2025-3 was prepared and issued by the Procurement Division. The tender was posted electronically on the Municipality’s website. The tender closed on April 1, 2025. 2. Analysis 2.1 Eighteen (18) companies registered as plan takers. Seven submissions were received by closing time. One submission was deemed non-compliant. Six (6) submissions were deemed 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 lowest compliant bidder, D. Crupi & Sons Limited be recommended for the award of tender CL2025-3. Attachment 11 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-025-25 3. Financial Considerations 3.1 The total funding required for this project is $916,200.00 (Net HST Rebate), which includes the construction costs of $737,533.89 (Net HST Rebate) and other related costs such as, geotechnical investigation, material testing, and contingency in the amount of $178,666.11 (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 Program 110-50-330-83212-7401 $916,200 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 - Bid Summary Attachment 11 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-025-25 Attachment 1 to Report Procurement Division-025-25 – Bid Summary Municipality of Clarington Summary of Bid Results Tender CL2025-3 2025 Pavement Rehabilitation Bidder Total Bid (Including HST) Total Bid (Net HST Rebate) D. Crupi & Sons Limited $818,998.91 $737,533.89 Wyndale Paving Co. Ltd 891,286.69 802,631.27 GIP Paving Inc. 897,859.48 808,550.27 IPAC Paving Limited 903,259.20 813,412.89 Dufferin Construction Company, A division of CRH Canada Group Inc. 1,102,771.87 993,080.23 Ashland Construction Group Ltd. 1,243,900.52 1,120,170.95 1108575 Ontario Ltd. o/a Kon-Strutt Construction Non-Compliant Attachment 11 to Report FSD-027-25 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-026-25 Meeting Date: December 31, 2020 Report Date: May 27, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: [If applicable, enter File Number] Report Subject: CL2025-32 Various Park Upgrades Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That Gray’s Landscaping with a total bid amount of $692,777.26 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of CL2025-32 be awarded the contract for Various Park Upgrades as required by the Public Works Division. Attachment 12 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-026-25 1. Background 1.1 Tender specifications and drawings for Various Park Upgrades were prepared by the Public Works Division and provided to the Procurement Services Division. The work includes improvements at Stuart Park, Roswell Park, Lord Elgin Park and Brookhouse Parkette. 1.2 CL2025-32 was issued by the Procurement Services Division and advertised on the Municipality’s website. The tender closed on May 16, 2025. 2. Analysis 2.1 Thirty-four plan takers downloaded the tender document. Ten bids were received in response to the call. The submissions were reviewed by the Procurement Services Division (see Attachment 1), and all bids were deemed compliant. The results were forwarded to the Public Works Division for their review and consideration. 2.2 Gray’s Landscaping has successfully completed work for the Municipality in the past. 2.3 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low-compliant bidder meeting specifications, Gray’s Landscaping, be recommended for the award of tender CL2025-32. 3. Financial Considerations 3.1 The total estimated funds for this project in the amount of $767,055.00 (Net HST Rebate) include park upgrade costs of $692,777.26 (Net HST Rebate) and other costs such as material testing and contingency in the amount of $74,277.74 (Net HST Rebate) is in the approved budget allocation as provided and will be funded by the Municipality as follows: Description Account Number Amount Various Park Upgrades 110-36-325-83663-7401 $767,055.00 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Attachment 12 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-026-25 Attachment 1 to Report Procurement Services-026-25 Municipality of Clarington Summary of Bid Results Tender CL2025-32 Various Park Upgrades Bidder Total Bid (Net HST) Gray's Landscaping & Snow Removal Inc. $692,777.26 Zilli Construction Ltd. 751,599.36 Mianco Group Inc. 766,196.83 Whitby Shores Landscaping LTD 819,019.42 Dig-Con International Limited 930,271.60 Laycon Construction Services Inc. 938,087.16 Powcon Inc. 972,566.72 Forest Ridge Landscaping Inc. 1,013,232.87 Real Landscaping Plus Inc. 1,030,215.70 Cressman Tree Maintenance & Landscaping Ltd. 1,601,437.82 Attachment 12 to Report FSD-027-25 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-031-25 Meeting Date: December 31, 2020 Report Date: June 18, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-28 Report Subject: Supply and Deliver Various Vehicles Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Hallman Motors Ltd. with a bid amount of $126,053.16 (Net HST) being the low, compliant bidder meeting all terms, conditions and specifications of CL2025- 28 be awarded the contract for the supply and delivery of one half-ton crew cab pick-up truck and one electric SUV; 2.That Blue Mountain Chrysler Ltd. with a bid amount of $ $193,877.22 (Net HST) being the low, compliant bidder meeting all terms, conditions and specifications of CL2025-28 be awarded the contract for the supply and delivery of two one-ton crew cab pick-up trucks; 3. That Downtown Autogroup with a bid amount of $353,741.09 (Net HST) being the low, compliant bidder meeting all terms, conditions and specifications of CL2025-28 be awarded the contract for the supply and delivery of three half-ton crew cab pick-up trucks (electric) and two three-quarter ton 4x4 pick up trucks. Attachment 13 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-031-25 1. Background 1.1 Tender specifications were prepared by the Public Works Division and provided to the Procurement Services Division. 1.2 CL2025-28 was issued by the Procurement Services Division and advertised on the Municipality’s website. The tender closed on May 15, 2025. 2. Analysis 2.1 Thirteen plan takers downloaded the tender document. Four bids were received in response to the call. Bidders could choose to submit a bid for one or more vehicle types, with the award of each vehicle type going to the lowest-priced, compliant bidder. 2.2 The submissions were reviewed by the Procurement Services Division (see Attachment 1), and all bids were deemed compliant. The results were forwarded to the Public Works Division for their review and consideration. 2.3 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low-compliant bidders meeting specifications be recommended for the following award of tender CL2025-28: Hallman Motors Ltd. for the supply and delivery of one half-ton crew cab pick-up truck and one electric SUV; Blue Mountain Chrysler Ltd. for the supply and delivery of two one-ton crew cab pick-up trucks; Downtown Autogroup for the supply and delivery of three half-ton crew cab pick-up trucks (electric) and two three-quarter ton 4x4 pick up trucks. 2.4 Hallman Motors has not worked for the Municipality in the past and references were checked and were satisfactory. Downtown Autogroup and Blue Mountain Chrysler Ltd. have satisfactorily provided similar vehicles to the Municipality in the past. 3. Financial Considerations 3.1 The total estimated funds required for the project in the amount of $702,171.47 (Net HST) includes $673,671.47 (Net HST) for new vehicles and other costs such as licensing, radios, GPS units and Clarington decal lettering and striping in the amount of $28,500 (Net HST) is in the approved budget allocation as provided and will be funded from the following account: Attachment 13 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-031-25 Description Account Number Amount FLEET NEW-ROADS-2025 110-36-388-83695-7401 $191,000 Additional Funds – Roads & Related DC 110-36-388-83695-7401 13,277 FLEET NEW-PARKS-2025 110-36-388-83616-7401 74,115 GREEN FLEET NEW-PARKS-2025 110-36-388-83646-7401 148,229 PREVENTION VEHICLE 2025 110-36-388-83658-7401 70,451 GREEN FLEET NEW-P&I-2025 110-36-388-83647-7401 61,802 GREEN FLEET REPLACEMENT-COMMSERV-2025 110-36-388-83635-7401 71,649 FLEET REPLACEMENT ROADS-2025 110-36-388-83642-7401 71,649 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Attachment 13 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-031-25 Attachment 1 to Report Procurement Division-031-25 Municipality of Clarington Summary of Bid Results Tender CL2025-28 Supply and Delivery of Various Vehicles Bidder Total Bid (Net HST Rebate) Blue Mountain Chrysler Ltd $509,955.99 Downtown Autogroup 550,634.03 East Court Ford Lincoln 659,819.43 Hallman Motors Ltd 786,805.27 *Bidders could bid on one, or more, type of vehicle with the award of each vehicle type going to the lowest compliant bidder. Attachment 13 to Report FSD-027-25 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-032-25 Meeting Date: December 31, 2020 Report Date: June 20, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-35 Report Subject: Soper Creek Baseball Upgrades Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Don Oliver Excavating with a total bid amount of $525,741.92 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of CL2025-35 be awarded the contract for Soper Creek Baseball Upgrades as required by the Public Works Division; 2.That the funds required for this project in the estimated amount of $578,316.11 (Net HST Rebate), which includes $525,741.92 (Net HST Rebate) for the Soper Creek Baseball Upgrades and other costs such as contingency in the amount of $52,574.19 (Net HST Rebate) be approved; and 3.That the project is over budget in the amount of $49,789.11 (Net HST) and that the additional funds required be approved. Attachment 14 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-032-25 1. Background 1.1 Tender specifications and drawings for Soper Creek Baseball Upgrades were prepared by the Public Works Division and provided to the Procurement Services Division. The scope of work includes baseball diamond upgrades that are in part funded by the Jays Care Grant. 1.2 CL2025-35 was issued by the Procurement Services Division and advertised on the Municipality’s website. The tender closed on June 16, 2025. 2. Analysis 2.1 Twenty-one plan takers downloaded the tender document. Five bids were received in response to the call. The submissions were reviewed by the Procurement Services Division (see Attachment 1), and all bids were deemed compliant. 2.2 The results were forwarded to the Public Works Division for their review and consideration. All bids exceeded the budget, and tariffs on steel and aluminum likely contributed to higher bid prices compared to the quote used for the Jays Care Grant. 2.3 Public Works reviewed and opted to exclude several provisional items from the award relating to replacing chain link fence and painting the existing perimeter fence posts. The scope reduction did not impact the ranking of the bid results and decreased the award amount by $30,120.15 (Net HST) 2.4 Don Oliver Excavating has not completed work for the Municipality of Clarington in the past and references were checked and are satisfactory. 2.5 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low-compliant bidder meeting specifications, Don Oliver Excavating, be recommended for the award of tender CL2025-35. 3. Financial Considerations 3.1 The total estimated funds for this project in the amount of $578,316.11 (Net HST Rebate) include Soper Creek Baseball Upgrades of $525,741.92 (Net HST Rebate) and other costs such as contingency in the amount of $52,574.19 (Net HST Rebate) is in the approved budget allocation as provided and will be funded by the Municipality as follows: Attachment 14 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-032-25 Description Account Number Amount Soper Creek Baseball Upgrades 110-36-325-83284-7401 $528,527.00 Add’l Funding Required – Municipal Capital Works RF 110-36-325-83284-7401 49,789.11 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Attachment 14 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-032-25 Attachment 1 to Report Procurement Services-032-25 Municipality of Clarington Summary of Bid Results Tender CL2025-35 Soper Creek Baseball Upgrades Bidder Total Bid* (Net HST) Don Oliver Excavating $555,862.07 Powcon Inc. 579,552.20 39 Seven Inc. 606,289.39 Forest Ridge Landscaping Inc. 653,943.44 Arenes Construction Ltd 892,512.54 *Total Bid Amount includes all provisional items. Attachment 14 to Report FSD-027-25 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-033-25 Date: December 31, 2020 Report Date: July 9, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-27 Report Subject: Veterinary Services – Summer Recess Report – Summer Council Recess Report Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Bowmanville Veterinary Clinic with a bid amount of $84,368.17 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of CL2025-27 be awarded the contract for the provision of veterinary services as required by Animal Services Division; and 2.That pending satisfactory service that the Manager, Procurement, in consultation with the Deputy CAO, Legislative Services, be authorized to extend the agreement for up to four additional one-year terms. Attachment 15 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-033-25 1. Background 1.1 The Municipality is responsible for the health and welfare of animals that come into our care within our jurisdiction. 1.2 Animal Services requires the services of a qualified Veterinarian to meet legal obligations under animal welfare legislation and to ensure humane treatment of animals in their care. 1.3 Timely access to veterinary care is critical for managing injuries, illnesses, and routine health checks, especially in shelter environments. Veterinary oversight helps prevent the spread of zoonotic diseases, protecting both animal and human population. Contracted services ensure a consistent level of care, with clearly defined service standards and response times. 1.4 Tender specifications were prepared and provided by the Legislative Services – Animal Services Division. 1.5 Tender CL2025-27 was prepared and issued by the Procurement Division. The tender was posted electronically on the Municipality’s website and locally veterinarians were advised of the opportunity. The tender closed on May 15, 2025. 1.6 In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Procurement By-Law #2024-052, Section 68, Council Recess Procedures. 2. Analysis 2.1 Two (2) companies registered as plan takers. One (1) submission was received by closing time and was deemed compliant. 2.2 After review and analysis by the Animal Services and the Procurement Division, it was mutually agreed that the lowest compliant bidder, Bowmanville Veterinary Hospital met the requirements and be recommended for the award of tender CL2025-27. 3. Financial Considerations 3.1 The estimated funds required for this contract in the amount of $84,368.17 (Net HST Rebate) and will be drawn from the 2025 operating budget and be included in the appropriate operating budget accounts for each year. The cost shown is an estimate only as services will be required on an as needed basis. Attachment 15 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-033-25 3.2 Pricing submitted for these services is to remain firm for the first year of the contract. Should the contract be extended for additional 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 remain firm for the contract year. 3.3 The estimated contract value for 5 years is $421,840.84 (Net HST Rebate) based on basic services and medicine that has been required in the past. The shelter has also begun to sterilize dogs prior to adoption and raised adoption fees to cover the increased cost. The budget does not reflect this adjustment yet. Description Account Number Amount ANIMAL SERV. / UNASSIG`D / VET SERVICES 100-19-190-00000-7162 $84,368.17 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Attachment 15 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-033-25 Attachment 1 to Report Procurement Division-033-25 – Bid Summary Municipality of Clarington Summary of Bid Results Tender CL2025-27 Veterinary Services Bidder Total Bid for 5 year term (Including HST) Total Bid 5 year term (Net HST Rebate) Bowmanville Veterinary Clinic $468,435.68 $421,840.84 Attachment 15 to Report FSD-027-25 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-034-25 Meeting Date: December 31, 2020 Report Date: July 14, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: RFP2025-9 Report Subject: Consulting Services for Bowmanville Municipal Park on former Bowmanville Zoo Land - Phase 1 Trails Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Aquafor Beech Ltd. with a bid amount of $111,366.14 (Net HST Rebate) being the highest scoring proposal meeting all terms, conditions and specifications of RFP2025-9 be awarded the contract for the provision of Consulting Services for Bowmanville Municipal Park on former Bowmanville Zoo Land - Phase 1 Trail. Attachment 16 to Report FSD-027-25 Municipality of Clarington Page 2 Report Procurement Division-034-25 1. Background 1.1 The Municipality of Clarington requires the assistance of a qualified consulting firm (team) to provide detailed design and tender preparation services for the development of new trails within the Bowmanville Municipal Park on the former Bowmanville Zoo lands. 1.2 Additionally, the consulting firm (team) will be required to provide a structural inspection of an existing bridge structure and preparation of a summary report. 1.3 Lastly, the consulting firm (team) will be required to provide a heritage assessment and summary report of the same bridge structure. 1.4 Request for Proposal RFP2025-9 was prepared and issued by the Procurement Division. The RFP was advertised electronically on the Municipality’s website. The RFP was structured on a two-envelope system with pricing being an evaluated factor. 1.5 In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Procurement By-Law #2024-052, Section 68, Council Recess Procedures. 2. Analysis 2.1 The Request for Proposal closed on May 9, 2025. 2.2 Nineteen (19) companies registered as plan takers. Seven (7) submissions were received by closing time. All proposals were reviewed and determined to have met the mandatory items as contained within the RFP. The Proposals were distributed to the evaluation committee for review, evaluation, and scoring. 2.3 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 Planning and Infrastructure Services Department. 2.4 The evaluation committee reviewed and evaluated the proposals. The Evaluation Team then 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: Experience and qualifications of both the firm as well as the proposed team who would be working on the project. Attachment 16 to Report FSD-027-25 Municipality of Clarington Page 3 Report Procurement Division-034-25 That the proposed team had the expertise in the fields required such as Landscape Architecture and Arboriculture, Civil Engineering, Land Surveying and Heritage Assessments. The qualifications and experience of the proposed Project Manager and team resources. The Proponents’ proposed methodology and understanding of the requirements for the project. A proposed work plan indicating the project method, schedule, Time-Task Matrix showing an estimated overall timeline of the project. M easures, processes and procedures used by the Proponent to ensure that high quality services are being provided to the Municipality. 2.5 Upon completion of the evaluation, six proposals met the established passing threshold of 80 percent for Phase 2 - Technical Submission and moved to Phase 3 - Pricing. The evaluation committee determined that the optional presentation from the short-listed proponents would not be required. 2.6 The pricing envelopes for the short-listed proponents were opened and evaluated as stipulated in the RFP document. 2.7 Upon completion of the evaluation scoring, the recommendation is to award the contract for this work to the highest scoring proponent, Aquafor Beech Ltd. 2.8 Aquafor Beech Ltd has completed work for the Municipality in the past; therefore, no Reference checks were completed. 3. Financial Considerations 3.1 The funding required for this contract award is $111,366.14 (Net HST Rebate) will be funded from the following account and is within the approved budget: Description Account Number Amount Bowmanville Zoo Lands Trails – Phase 1 110-50-325-84355-7401 $111,366 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Summary of Proposals Received Attachment 16 to Report FSD-027-25 Municipality of Clarington Page 4 Report Procurement Division-034-25 Attachment 1 to Report Procurement Division-034-25 - Summary of Proposals Received Municipality of Clarington RFP2025-9– Consulting Services for Bowmanville Municipal Park on former Bowmanville Zoo Land - Phase 1 Trails Summary of Proposals Received Bidder Aquafor Beech Ltd.* BA Group Inc. (Basterfield & Associates) * Cosburn Giberson Landscape Architects The MBTW Group * PFS Studio * The Planning Partnership * Schollen & Company Inc. * Note: Bidders marked with “*” were shortlisted. Attachment 16 to Report FSD-027-25