HomeMy WebLinkAboutCOD-008-13 Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: March 18, 2013 Resolution#: f l3y-law : N/A
Report#: COD-008-13 File#:
Subject: CO-OP TENDER C2013-004 ASPHALT REGISTRY HOT MIX, COLD
MIX & HIGH PERFORMANCE COLD MIX
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-008-13 be received;
2. THAT Miller Paving Limited, with a total bid price of $16,210.37 (net of H.S.T.
rebate), being the lowest responsible bidder for delivery of hot mix, meeting all
terms, conditions and specifications of Tender C2013-004, be awarded the
Asphalt Hot Mix Registry for the Municipality of Clarington's requirements;
3. THAT Innovative Surface Solutions, with a total bid price of$181,356.98 (net of
H.S.T. rebate), being the lowest responsible bidder for delivery of high
performance cold mix, meeting all terms, conditions and specifications of Tender
C2011-120, be awarded the Asphalt High Performance Cold Mix Registry for the
Municipality of Clarington's requirements;
4. THAT the funds expended for hot mix in the amount of $16,210.37 and high
performance cold mix in the amount of$181,356.98 be drawn from the
Department of Operations, 2013 Current Budget Pavement Patch account 100-
36-381-10255-7112 in the estimated annual amount of$205,000.00; and
5. THAT pending satisfactory service and acceptable pricing the contract be
extended for a second and third year.
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Submitted by: Reviewed by:-
Marie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
REPORT NO.: COD-008-13 PAGE 2
1.0 BACKGROUND
1.1 A tender for the supply and delivery of Hot Mix Asphalt, Cold Mix Asphalt and
High Performance Cold Mix was issued on a Co-operative basis with the
Municipality of Clarington, City of Oshawa, City of Pickering, Town of Ajax, Town
of Whitby, Township of Scugog, Township of Brock and the Region of Durham
participating. The host agency for the tender call was the City of Oshawa.
1.2 The intent of the tender was to set-up a registry of vendors to allow the co-
operative agencies to obtain asphalt products on an as required basis from the
vendor providing the best price. The Municipality of Clarington has requirements
for hot mix and high performance cold mix.
1.3 The tender was publicly advertised and called for bids on the basis of an Asphalt
Registry - Hot Mix Asphalt, Cold Mix Asphalt and High Performance Cold Mix as
required by the co-operative agencies.
1.4 The contract resulting from this tender will cover the supply and delivery of
various asphalt products on an as required basis for a one year terms. There is
an option to extend the contract for two additional one year term pending
satisfactory service and acceptable pricing
2.0 ANALYSIS
2.1 A summary of bids received for the Municipality of Clarington requirements is
attached and marked as Attachment 1. The tabulation lists the total bid amounts
for the contract and provides an estimated value of the contract based on
historical product consumption.
2.2 The recommendation is to award the contract as follows:
• Miller Paving Limited, with a total bid price of$16,210.37 (net of H.S.T.
rebate), being the lowest responsible bidder for delivery of hot mix, be
awarded the Asphalt Hot Mix, and
• Innovative Surface Solutions, with a total bid price of $181,356.98 (net of
H.S.T. rebate), being the lowest responsible bidder for delivery of high
performance cold mix, be awarded the Asphalt High Performance Cold
Mix.
REPORT NO.: COD-008-13 PAGE 3
3.0 COMMENTS
3.1 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Operations.
4.0 FINANCIAL
4.1 The Municipality of Clarington estimated annual requirements for hot mix asphalt
is $16,210.37 (net of H.S.T. rebate) and high performance cold mix is
$181,356.98 (net of H.S.T. rebate).
4.2 The percent price increase over 2012 pricing for hot mix is 8.6%. The percent
price decrease over 2012 pricing for high performance cold mix is 0.2%.
4.3 The required funds for hot mix in the amount of $16,210.37 and high
performance cold mix in the amount of$181,356.98 be drawn from the
Department of Operations, 2013 Current Budget Pavement Patch account 100-
36-381-10255-7112.
5.0 CONCURRENCE
5.1 This report has been reviewed by the Purchasing Manager, with the appropriate
department and circulated as follows:
Concurrence:
Director of Operations
6.0 CONCLUSION
6.1 After further review and analysis of the bids by Purchasing, the Durham
Purchasing Co-operative and Operations Department, it is respectfully
recommended that the Municipality of Clarington requirements for Hot Mix
Asphalt and High Performance Cold Mix be awarded as identified in the
recommendations of this report.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Jerry Barber, Manager of Purchasing
Attachments:
Attachment 1 — Bid Tabulation
Attachment#1
To Report COD-008-13
Bid Summary— Co-Tender C2013-004
Hot Mix Asphalt -Supply & Delivery
BIDDER
Estimated 1 Year
Estimated 1 Year
Estimated 3 Year
Contract
Contract Expenditure
Contract Expenditure
Expenditure
(net of HST)
(net of HST)
Innovative Surface Solutions
(HST included)
$181,356.98
$544,070.93
Miller Paving Limited
$18,000.90
$16,210.37
$48,631.10
Markham, ON
$225,401.10
$202,980.67
$608,942.02
D. Crupi & Sons Limited
$33,131.60
$29,836.03
$89,508.09
Agincourt, ON
no bid
no bid
no bid
Innovative Surface Solutions
no bid
no bid
no bid
Ajax, ON
no bid
no bid
no bid
Coco Paving Incorporated
no bid
no bid
no bid
Toronto, ON
High Performance Cold Mix -Supply & Delivery
BIDDER
Estimated 1 Year
Estimated 1 Year
Estimated 3 Year
Contract Expenditure
Contract Expenditure
Contract Expenditure
(HST included)
(net of HST)
(net of HST)
Innovative Surface Solutions
$201,388.94
$181,356.98
$544,070.93
Ajax, ON
Coco Paving Incorporated
$225,401.10
$202,980.67
$608,942.02
Toronto, ON
Miller Paving Limited
no bid
no bid
no bid
Markham, ON
D. Crupi & Sons Limited
no bid
no bid
no bid
Agincourt, ON