HomeMy WebLinkAboutTR-21-92 TOWN OF NEWCASTLE
REPORT File #
Res. # f,,J
By-Law #
hETING: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
DATE: April 6, 1992
REPORT #: TR-21-92 FILE #:
SUBJECT: TENDER DOCUMENT FEES
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1 . THAT Report TR-21-92 be received;
2 . THAT staff be authorized to charge a non-refundable fee
in the amount of $ 25. 00 for tender documents including
drawings that have been printed by an outside source;
and
3 . THAT the funds received be credited to the
Miscellaneous Recovery Treasury Revenue Account.
BACKGROUND AND COMMENT:
Over the past couple of years, the Town of Newcastle has issued
tenders for numerous projects which required detailed
specifications and drawings that had to be printed by an outside
source. The cost to print these tender packages varies with each
project and in the past has been included on the design/
consultant's invoice to the Town, as "printing costs" .
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TR-21-92
TENDER DOCUMENT FEES
For information purposes the following is an example of the
associated printing costs for tender documents for 1991 capital
projects :
PROJECT NUMBER OF TENDER NUMBER OF APPROX.PRINTING
DOCUMENTS ISSUED BIDDERS COST PER SET
Westview Park 33 6 $ 18 . 00
Phase II
Mill Street 29 9 $ 22 . 00
Phase II
Courtice Heights 36 9 $ 24 . 00
South
In the above examples, at least fifty percent (50%) of the contractors
requesting tender documents for these projects had expressed interest
as a sub-contractor only. In most cases, they were able to provide a
very small portion of the work required, (ie. sodding, trees, park
benches) , and had requested a set of tender documents only because
they were being issued on a "no charge" basis . While these sub-
contractors are an important part of the project, the information they
require is available to them from the general contractors, who have
already picked up documents, or simply by viewing the documents
located at the Municipal Administrative Centre.
In addition, due to the fact that many contractors may bid as a sub or
general on any given project, they may in fact, require the actual
tender documents in order for them to determine how they want to bid.
Subsequently, staff are not always able to determine who is a sub-
contractor and who is a general contractor.
A survey of the surrounding Municipalities has indicated that charging
for tender documents of this nature is a common practice. The prices
charged are as follows:
i
Town of Ajax No Charge
City of Oshawa $ 25. 00 j
Town of Pickering $ 15. 00 to $ 30. 00
Town of Whitby $ 15. 00 to $ 30 .00
City of Peterborough $ 50. 00
i
(1 J
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TR-21-92
TENDER DOCUMENT FEES
Region of Durham Fee based on job value:
$ 250,000 . 00 - $ 500,000 . 00 - $ 20. 00
500,000.00 - 1,000,000. 00 - $ 40. 00
1, 000,000 . 00 - 2,000,000 . 00 - $ 80. 00
3,000,000 . 00 - 51000,000. 00 - $100 . 00
over 5,000,000. 00 - $140. 00
In the past, the only time a non-refundable fee has been charged for a
Town of Newcastle project, is for road construction projects where the
consultant has distributed the tender documents on our behalf. In
these cases the fee charged is approximately $ 40 . 00 per set, which is
subsequently credited against the invoice issued by the consultant for
the printing charges . No changes to this practice are proposed at
this time.
It is therefore, respectfully recommended that the Purchasing staff be
authorized to charge a nominal fee of $ 25. 00 for tender documents
which include detailed specifications and drawings, that have been
printed by an outside source. It is also recommended that the
revenues received be credited to the Miscellaneous Recovery Treasury
Revenue Account.
Respectfully submitted, Recommended for presentation
to the Committee,
r'
1� a
MaHb Marano, H.B.Sc . , AMCT. , Lawrence Kotseff,
Treasurer. Chief Adm nistrative Officer.
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