HomeMy WebLinkAboutCOD-021-13 Cladyngton REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: September 23, 2013 Resolution#: By-law#: N/A
Report#: COD-021-13 File#:
Subject: CO-OPERATIVE TENDER NO. T-282-2013 — SUPPLY & DELIVERY OF
WINTER SAND
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-021-13 be received;
2. THAT Coco Paving Incorporated, Toronto, Ontario, with a total bid price of
$140,861.28 (net of H.S.T. rebate), being the lowest responsible bidder meeting all
terms, conditions and specifications of the Co-operative Tender T-282-2013, be
awarded the contract to supply and deliver approximately 17,500 tonnes of winter
sand, as required by the Municipality of Clarington Operations Department;
3. THAT pending satisfactory pricing and service and approval by the Durham
Purchasing Co-operative, the Purchasing Manager be given the authority to
extended for two additional one year terms; and
4. THAT the funds required be drawn from the Operations Department Winter
Maintenance-Plow/Sand/Salt Miscellaneous Operating Supplies Account 100-36-
383-10300-7112.
Submitted by: ! l- Reviewed by: -�" C' �
.-Marie Marano, H.B.Sc., C.M.O., ranklin Wu,
Director of Corporate Services Chief Administrative Officer
MM\JDB\bh
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
REPORT NO.: COD-021-13 PAGE 2
1. BACKGROUND
1.1 A tender for the Supply and Delivery of Winter Sand was issued on a co-
operative basis with the Municipality of Clarington, City of Oshawa, City of
Pickering, Town of Whitby and the Region of Durham participating. The host
agency for the tender call was the Region of Durham.
1.2 The tender was publicly advertised and called for bids for the Supply and
Delivery of Winter Sand as required by the co-operative agencies.
Subsequently, tenders were received and tabulated as per Attachment 1.
1.3 The contract resulting from this tender will cover the supply and delivery of winter
sand on an as required basis for a one year term with the option to extend for two
additional years.
2. ANALYSIS
2.1 A total of four (4) submissions were received in response to the tender call and
all bids were deemed compliant.
2.2 The Region of Durham has recommended that all co-operative members award to
the low compliant bidder which is Coco Paving Incorporated, Toronto, Ontario for
the supply and delivery of winter sand.
2.3 After review and analysis of the bids by the Operations Department and
Purchasing it is mutually agreed that the recommendation from the Region of
Durham be adopted and the low bidder Coco Paving Incorporated be
recommended for the contract to supply and deliver winter sand.
2.4 The references for Coco Paving Incorporated, Toronto have been checked and
are satisfactory.
3. COMMENTS
3.1 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Operations.
4. FINANCIAL
4.1 Funds required to complete the purchases of the required products are provided
in the Operations Department Winter Maintenance-Plow/Sand/Salt Miscellaneous
Operating Supplies Account 100-36-383-10300-7112.
4.2 The first year contract based on the estimated usage of 17,500 tonnes annually is
$140,861.28 (net of H.S.T. rebate), as per Attachment 1.
4.3 For information purposes the tendered unit price reflects approximately a 14%
increase over the 2012 unit price.
REPORT NO.: COD-021-13 PAGE 3
5. CONCURRENCE
5.1 This report has been reviewed by Fred Horvath, Director of Operations who
concurs with the recommendation.
6. CONCLUSION
6.1 To award the contract for the Supply and Delivery of Winter Sand to Coco Paving
Incorporated, Toronto, Ontario.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Jerry Barber, Manager of Purchasing
Attachments:
Attachment 1 —Tabulation of Bids Received
Attachment#1
To Report COD-021-13
MUNICIPALITY OF CLARINGTON
SUMMARY OF BID RESULTS
Co-Operative Tender T-282-2013
BIDDER Estimated 1 Year Estimated 1 Year Estimated 3 Year
Contract Contract Expenditure Contract
Expenditure (net of HST) Expenditure
(HST included) (net of HST)
Coco Paving Incorporated
Toronto, Ontario $156,420.25 $140,861.28 $422,583.84
Brock Aggregates Incorporated,
Concord, Ontario $223,062.00 $200,874.24 $602,622.72
Vicdom Sand and Gravel Limited
Uxbridge, Ontario $244,221.25 $219,928.80 $659,786.40
The Hewman Touch
Uxbridge, Ontario $261,030.00 $235,065.60 $705,196.80