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Home My WebLink AboutCOD-041-04 - Cl~-!!Jgton '.- REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 21st, 2004 Report #: COD-041-04 File#_ o ,j,. \ f"PA . ~j~fl6 ~ ""~$<l'" , By-law # ;/aJ'f-I7?.- Subject: Tender CL2004-11, Supply only of Decorative Streetlights and Bollards, Bowmanville Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the fOllowing: 1. THAT Report COD-041-04 be received; 2. THAT I.D.G. Illumination Design Group, Newmarket, Ontario with a total bid in the amount of $111 ,626.64 (excluding G.S.T. = $7,235.06, ), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2004-11, be awarded the contract for the Supply only of Decorative Streetlights and BOllards, Bowmanville, Ontario as required by the Engineering Department; 3. THAT the total funds required in the amount of $111 ,626.64 be drawn from the 2003 Capital Budget account # 8390-03101-1401; and 4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the necessary agreement be approved. Submitted by: Reviewed byU ~ ~ 0-.r1-. Franklin Wu, Chief Administrative Officer MM\LAB\km ncy T y, A, CA, ~::d- A.S. Cannella, C.E.T. Director of Engineering Services 1219 '- REPORT NO.: COD-041'()4 PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the Supply only of Decorative Streetlights and Bollards, Bowmanville, Ontario within the Municipality of Clarington, as required by the Engineering Department. Tenders were advertised in local papers, as well as electronically. Subsequently, tenders were received and tabulated as per Schedule "B" attached. The low bid received did not meet the required specifications as outlined in Tender CL2004-11, and detailed in the attached letter from Totten Sims Hubicki. Therefore, it is recommended the second iow bid be accepted. The required funds in the amount of $111,626.04 (including PST, excluding GST) will be provided from the 2003 Capital Budget account # 8390-03101-1401. The low bidder has previously performed satisfactory work for the Municipality of Clarington. The Director of Finance has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specifications, etc., should be referred to the Director of Engineering. After further review and analysis of the bids by the Engineering Department, Totten Sims Hubicki Associates and Purchasing, it was mutually agreed that the lowest responsible bidder, I.D.G. Illumination Design Group, Newmarket, Ontario, be recommended for the contract for the Supply only of Decorative Streetlights and Bollards, Bowmanville, Ontario. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L lC 3A6 T(905)623-3379 F (905)623-4169 1220 Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2004- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and I.D.G. Illumination Design Group, Newmarket, Ontario, to enter into agreement for the Supply only of Decorative Streetlights and Bollards, Bowmanville, Ontario THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1 . THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, I.D.G. Illumination Design Group, Newmarket, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of ,2004. By-law read a third time and finally passed this day of ,2004. John Mutton, Mayor Patti L. Barrie, Municipal Clerk 1221 C!.fllpn Municipality of Clarington SCHEDULE "B" BID SUMMARY TENDER CL2004-11 SUPPLY OF DECORATIVE STREET LIGHTS AND SOLLARDS Bidder Lakeport Power Colbourne, ON I.D.G. Illumination Design Group Newmarket, ON Westburne Ruddy Electric Oshawa, ON JML Electric Inc. Concord, ON Total Bid price $99,429.00 . $118,861.70 $135,792.67 $149,029.65 . Did not meet required specifications 1222 JUN-14-04 MON 04:37 PM TSH COBOURG FAX NO, SCHEDULE "C" P. 01/02 II lilt ~------- engineers archit.ect.s planners fOt1.re:ll Sims Hllbicld Associates 513 Division Street Cobourg, Ontario, Canada K9A 5G6 (905) 372,2121 Fax: (9051372-3621 E-mail; cobourg@tsh.ea www.tsh.co June 11, 2004 Ms. Lou Ann Birkett, CPP, AMCT Purchasing Manager Corporation of the Municipality of Clarington 40 Temperance Street BOWMANVILLR, Ontario. LlC 3A6 Dear Ms. Birkett: Re: Contract CL2004-ll, Supply of Decorative Street Lights and BoIlards Bowmanville, Municipality of Clarington Our office has reviewed the bids submitted for the above contract and fmd them to bc in order. A list of thc bids received and the Bngineers Estimate are provided in the table below. All numbers are inclusive of GST. BIDDER Lakeport Power Colbourne. ON LD,G. JJ1umination Design Group Newmarket, ON Westburne Ruduy Electric Oshawa, ON JML Electric Inc. Concord, ON Enl!ineer's Estimate TOTAL BID AMOUNT $99,429.00 $1l8,861.70 $135,792.67 $149,029.65 $125,000.00 The low bid submitted by Lakeport Power offered an alternate for cach of the Ilems specified in the contracl. The pole specified under Item No. I is very similar to that specified but the luminaires and bollards arC quite different. The second low bid submitted by LD.G. has provided the pole', lights and bollards identical to those specified in the tender. The following is a list of concerns/observations regarding the alternates specified by Lakeport Power: . The Alternative lights do not match the existing fixtures on Church Street and Division SLreet which was one of the requirements of the project. . The Alternative lights arc not a cut-off fixture and are not an accepted fixture Ii~ted by Dark Skys, which was a requiremcnt raised by the Municipality prior to ealllng this tender. . The Alternative lights could be supplied with an aluminum hood to reduce uplighting but this would make the lights even more dissimilar from the existing lights on Church Street and Division Street. . The Alternative lights have a 1 to 3 year warranty(depending on the component of the luminah'e) while the specified lights (by King l.uminaire) have a 5 year warranty on the entire luminaire. 1223 JUN-14-04 MON 0~37 PM TSH COBOURG FAX NO, SCHEDULE "c" p, 02/02 Ms, Lou Ann Birkett June 11, 2004 2 . The Alternative poles have a 10 year warranty while the specified poles have a Lifetime warranty . From a maintenance perspective choosing the Alternate light would result in dealing with multiple suppliers when Operations would be required to perform maintenance dulies on the decorative lights downtown. . The alternative bollards do nOl match the existing bollards on George Street (and Concession) which are at the east end of the project. For lhe reasons noted above the bid submitted by Lakeport Power would not be considered an approved equivalent and therefore our office recommends the rejcction of their submitted lender. Mr. Yem Hamilton of the I.D.G. Jl1umination Design Group has been providing streetseape elements including lighting fixtures to [he Municipality of Clarington for over 10 years and assisted the Municipality and [he Members of the B.LA. in choosing and completing the existing decorative lighting on Church Street (Temperance to Division) and Division Street (King 10 Church) in Bowmanville. I.D.G. have supplietllighting fixtures anti poles for similar projects for Collingwood, Oakville, Huntsville alld many other municipalities in southern Ontario. TSH has also worked with LD.G. on a number of projects and have found t1lem to be very reliable and helpful when compleling projecls, As the 2"" lowest bid submitted by I. D. G. llIumination Design Group meets the specifications of the tender and considering their past history with Clarington, TSlI and other municipalities it is recommended that the I.D.G. Illumination Design Group be awarded Contract CL2004-11 in the total amount of $118,861.70. This project was carried over from the 2003 Budget and funding for the supply of the lights, poles and bollards is to be drawn from account #5800-8390..()3101. The installation of the streetlights, poles and bollanls will form part of a later eOlltract to be called in the next couple of weeks which will also include sidewalk, interlocking brick, street trees and curb and gutter at isolated locations. Should you require further information, please contact the undersigned. Best regards, #I ---. ~_c. ~ / 1::: Ron Albright, P. Eng. Project Engineer RA/sn G;\I2.-292l"l\CORRE.Iii'P\20323.doc Encl. pc: Mr. A.S. Cannella, CET, Director of Engineering Services Ms. J. Welsh, Clerk II 1224 1'111