HomeMy WebLinkAboutCOD-017-13 Cladyiwwn REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: June 24, 2013 Resolution#: By-law :
Report#: COD-017-13 File#:
Subject: TENDER CL2013-08, 2013 SURFACE ASPHALT, VARIOUS LOCATIONS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-017-13 be received;
2. THAT Coco Paving Inc., Oshawa, Ontario, with a total bid in the amount of
$519,328.41 (net of H.S.T. Rebate), being the lowest responsible bidder meeting
all terms, conditions and specifications of Tender CL2013-08 be awarded the
contract for 2013 Surface Asphalt, Various Locations, as required by the
Municipality of Clarington, Engineering Department; and
3. THAT the funds required in the amount of $581,000.00 (which includes
$519,328.39 for construction, material testing, contingencies and net HST) be
drawn from the following Engineering Department 2013 Capital Accounts:
Surface Asphalt Accounts:
110-32-330-83408-7401 ..........................................................................$129,000
110-32-330-83296-7401 ..........................................................................$183,000
110-32-330-83298-7401 .........................................................................$107,000
110-32-330-83332-7401 ...........................................................................
. 89,000
110-32-330-83409-7401 ............................................................................$20,000
110-32-330-83331-7401 ............................................................................$22,000
110-32-330-83236-7401 ............................................................................$31,000
Total Funding ...........................................................................................$581,000
Submitted by: Reviewed by:
Marie Marano, H.B.Sc., AMCT Franklin Wu, MAOM
Director of Corporate Services Chief Administrative Officer
Nancy Taylor, BBA, CPA, CA
Director of Finance/Treasurer
MM\JDB\mc
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-017-13 PAGE 2
1. BACKGROUND
1.1 Tender specifications were prepared by the Engineering Department for the 2013
Surface Asphalt, Various Locations.
1.2 Tender CL2013-08 2013 Surface Asphalt - Various Locations was advertised in
the Daily Commercial News as well as electronically on the Municipality's website
and the Ontario Public Buyer's Association website. Subsequently, tenders were
received and tabulated as per "Attachment 1".
2. ANALYSIS
2.1 A total of four (4) submissions were received in response to the tender call. All
submissions were deemed compliant.
2.2 After further review and analysis of the compliant bids by the Engineering
Department and Purchasing, it was mutually agreed that the low bidder, Coco
Paving Inc., Bowmanville, Ontario be recommended for the contract for the 2013
Surface Asphalt - Various Locations. A copy of the recommendation memo from
the Department of Engineering is appended as "Attachment 2".
2.3 The low bidder has provided similar services to the Municipality of Clarington in
the past and the level of service has been satisfactory.
2.4 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering.
FINANCIAL
3.1 The total project cost is $581,000.00. The funding required for the project is
outlined in the memo from Engineering Services ("Attachment 1").
3.2 Funding for this project will be drawn from the following 2013 Engineering
Capital accounts:
Surface Asphalt Accounts:
110-32-330-83408-7401 ..........................................................................$129,000
110-32-330-83296-7401 ..........................................................................$183,000
110-32-330-83298-7401 .........................................................................$107,000
110-32-330-83332-7401 ............................................................................$89,000
110-32-330-83409-7401 ............................................................................$20,000
110-32-330-83331-7401 ............................................................................$22,000
110-32-330-83236-7401 ............................................................................$31,000
Total
Funding ...........................................................................................$581,000
REPORT NO.: COD-017-13 PAGE 3
4. CONCURRENCE:
This report has been reviewed by Tony Cannella, Director of Engineering
Services who concurs with the recommendations.
5. CONCLUSION
5.1 To award the contract to Coco Paving Inc., Bowmanville, Ontario for the Surface
Asphalt -Various Locations.
CONFORMITY WITH STRATEGIC PLAN —
The recommendations contained in this report conform to the general intent of the
following priorities of the Strategic Plan:
Promoting economic development
Maintaining financial stability
Connecting Clarington
Promoting green initiatives
X Investing in infrastructure
Showcasing our community
Not in conformity with Strategic Plan
Staff Contact: Jerry Barber, Manager of Purchasing
Attachments:
Attachment 1 - Summary of Bid Results
Attachment 2 - Recommendation Memo from Engineering Services
ATTACHMENT#1 to
Report COD-017-13
MunicipaRy
SUMMARY OF BID RESULTS
TENDER CL2013-8
2013 SURFACE ASPHALT, VARIOUS LOCATIONS
BIDDER TOTAL BID Total Bid
(HST Included) Net of HST Rebate
Coco Paving, $576,668.73 $519,328.41
Bowmanville, ON
Ashland Paving Ltd. $745,563.12 $671,402.70
Concord, ON
Royel Paving Limited $761,255.12 $685,533.82
Lindsay, ON
Miller Paving Limited $783,580.89 $705,638.87
Whitb , ON
ATTACHMENT#2
to Report COD-017-13
MEMOLeading the Way
TO: Jerry Barber, Purchasing Manager
FROM: Ron Albright, Manager, Infrastructure and Capital Works
DATE: June 17, 2013
RE: 2013 Surface Asphalt, Various Locations
CL2013-8
Tenders for the above project were opened at the Municipal Offices on Tuesday, June 11, 2013 at 2:00
p.m.The Engineering Services Department has reviewed the submissions for CL2013-8 and offers the
following comments.
The scope of the project deals with placing the surface lift of asphalt on recently constructed roads that
have been left at base asphalt for the past few years to allow for any minor settlement which typically
occurs with most road construction involving the installation of underground infrastructure within the
roadway.
The Municipality of Clarington has worked with Coco Paving Inc. on many projects in the past and they
have completed the work satisfactorily. We recommend award of the contract to Coco Paving Inc. in the
amount of$576,691.33, inclusive of HST, or$519,328.41 net of HST rebate.
Due to past experiences on similar projects, a contingency amount of 10% is carried forward. The
attached cost apportionment shows the total project costs including contingencies and material testing,
and the budget for each site. Total project cost for each section is within the available budget. The total
project cost for all sites is$581,000.00.
Should you have any further questions, please feel free to contact the undersigned.
Regards
Ron Albright, P. Eng.
Manager, Infrastructure and Ca,1 al Works
RA/sb/dv
Attachment
Pc: Nancy Taylor, Director of Finance
A.S. Cannella, Director of Engineering Services
I:YD, 1s iiI(weriK;=yi1aI VW[ksV2013 ACS/\2013 i\Coirtspon<_lence1Pa12mo to Purche:sifiy ie T Fnd-i id CI-10 1 3-8, 2013 Surface
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2013 Surface Asphalt, Various Locations,
CL2013-8 2 June 17, 2013
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