HomeMy WebLinkAboutTR-058-00
ON: TR-58-00
:~
'.&,-
. ;4 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Date:
Monday September 18, 2000
File # r/ ('72:-
Res. #t1ft-'f/ J -00
Meeting:
General Purpose and Administration Committee
Report #: TR-58-00
FILE#:
By-law #
Subject:
TENDER AWARDS - SUMMER COUNCIL BREAK
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report TR-58-00 be received for information; and
2. THAT the tender award to Cowan Pontiac Buick Ltd., Bowmanville, Ontario for
Tender CL 2000-12, One only, Compact Cargo Van be cancelled; and
3. THAT staff be authorized to re-tender for a year 2001 Compact Cargo Van, as
required by the Clerk's Department.
BACKGROUND AND COMMENT
In accordance with the Resolution #GPA-391-98, the Administrator and the Treasurer
awarded the following Tenders/Contracts during the July/August Council Break:
1. Tender CL 2000-27, Lighting - Darlington Sports Complex
2. Tender CL 2000-21, Driveway Paving
3. Tender CL 2000-22, Fire Truck Tanker
4. Co-operative Tender, T257-00, Supply and Delivery of Gasoline and Diesel Fuel
5. Appraisal of Properties
6. Cancellation of Tender CL 2000-12, Compact Cargo Van.
A summary outlining the bids and awards is attached (Schedule "An).
submitted,
Reviewed by,
d ~-'~
rie arano, H.BSc., AMCT.,
Treasurer
Franklin Wu, M.C.I.P.,R.P.P.,
Chief Administrative Officer
MM*LAB*km
804
SCHEDULE A
BID SUMMARY
1. CL 2000-27, LIGHTING - DARLINGTON SPORTS COMPLEX
Tenders were advertised and invited, with bids being received and tabulated as
folloWS:
mu ..... cc. TOTAL BID AMOUNT
Ecosports $37,075.50 - base bid
London, ON $42,910.00 - alternative 1 *
Bert Snowden $52,911.50 - base bid
Bowmanville, ON.
Extensive construction Inc. $55,472.01
Bowmanville, ON
*bid for alternate one contains a "restrictive" statement and can therefore not be
considered a valid bid
After review and analysis of the bids by purchasing and Community Services staff, and
Totten Sims Hubicki it was mutually agreed that the low bidder, Ecosports, London,
Ontario, be recommended for the contract for the replacement of lighting at the Darlington
sports compleX.
Although, the subject firm have not previously performed for the Municipality of
Clarington, they have provided satisfactorily service for the City of Hamilton and the Town
of Dundas.
The total funds required for the project are $39,075.50 ($37,075.50 + $2,000.00
consulting) and exceed the $32,000.00 allocation as reflected on page 394 of the
Community Services 2000 Capital Budget Account #7606-00002-0505.
As there are some Community Services Capital projects under budget it is recommended
the additional funds required be drawn from the same account.
Timing is of the essence in the award of this contract as all works must be completed
prior to the opening of the arena.
805
SCHEDULE A
BID SUMMARY
2. CL 2000-21, DRIVEWAY PAVING
Tenders were advertised and invited, with bids being received and tabulated as follows:
Tri-Son Contracting Inc.
Port Perry, ON
Aurostar Paving
Richmond Hill, ON
PRICE/SQ. METRE
DRIVEWAYS
$19.00
$38.75
PRICE/SQ. METRE
WALKWAYS
$23.56
$35.50
*GST Extra
The Public Works Department requires approximately 2,000 square metres of driveway
paving, and 2,300 square metres of walkway paving.
After review and analysis of the bids by Purchasing and Public Works staff, it was
mutually agreed that the low bidder, Tri-Son Contracting Inc., Port Perry, Ontario, be
recommended for the contract to supply driveway and walkway paving to the Municipality
of Clarington. The required funds will be drawn from Public Works Road Maintenance
Accounts.
The subject firm have previously performed satisfactorily for the Municipality of Clarington.
806
SCHEDULE A
BID SUMMARY
3. CL 2000-22, FIRE TRUCK TANKER
Tenders were advertised and invited, with bids being received and tabulated as follows:
Bidder
Freightliner Mid-Ontario Inc.
Pickering, ON
Almonte Fire Trucks
Carleton Place, ON
Dependable Emergency Vehicles
Brampton, ON
Donway Ford Sterling
Scarborough, ON
Advance Engineered Products Ltd.
Concord, ON
Total Bid Amount
$144,369.75*.
$150,955.60
$156,127.98
$170,444.58
$172,928.05
Upon review of the low tender, it was revealed the bid does not meet the tender
specifications in several areas including wheel base, frame, suspension front spring, rear
tow hook, and front and rear stablizer bars.
The second low bid exceeds the budget allocation of $150,000.00 as identified on page
159 of the 2000 Capital budget. It is therefore proposed that $150,000.00 be drawn from
the Fire Department Capital Budget Account # 7102-00001-0504, and the additional
funds required in the amount of $955.60 be drawn from the Fire Department Equipment
Reserve Account.
After review and analysis of the bids by Purchasing and Fire Department staff, it was
mutually agreed that the low bidder, Almonte Fire Trucks Ltd., Carlton Place, ON, be
recommended for the contract to supply a Fire Truck Tanker to the Municipality of
Clarington.
The subject firm have previously performed satisfactorily for the Municipality of Clarington.
807
SCHEDULE A
BID SUMMARY
4. CO-OPERATIVE TENDER 257-00 SUPPLY AND DELIVERY OF GASOLINE
AND DIESEL FUEL
The Municipality of Clarington participated co-operatively in Tender T257-00, for the
Supply and Delivery of Gasoline and Diesel Fuel. The contract provides for a 2nd year
renewal subject to satisfactory service and pricing.
Subsequently, bids were received and tabulated as per Schedule "A" attached.
Funding will be provided from the 2000 respective departments Operating Fleet
Budgets.
After review and analysis of the bids by Purchasing, Public Works and Fire
Departments, it was mutually agreed that Shell Canada Products be recommended for
the contract award.
The subject firm have previously performed satisfactorily for the Municipality of
Clarington.
808
SCHEDULE A
BID SUMMARY
5. APPRAISAL OF PROPERTIES - LAND ACQUISITION STRATEGY
IMPLEMENTATION
At the Council meeting on July 10, 2000, the recommendations included in Planning
Report PD-072-00, were approved to take all necessary actions to implement the Land
Acquisition Strategy. Furthermore, Council has requested staff to report back to prior to
the end of September on the Strategy, which is to include the approximate costs of
acquiring these lands. Therefore, in order to accommodate the Financial Studies, it will
be necessary to have the Restricted Summary Estimate and the nine full appraisals
completed within the next few weeks.
In order to comply with the requirements of Purchasing By-law 94-129, Section 5,
Paragraph 06, a Request for Proposal would need to be issued. Due to the limited time
frame, this procedure would not be feasible, and therefore it is recommended the
Purchasing By-law be waived for this transaction.
Therefore, two (2) proponents were contacted to provide their best competitive price and
delivery to provide a restricted summary estimated of approximately 159 properties and
self-contained appraisals for 9 individual properties. Property Valuators/Consulting Inc.,
GST. The second proponent, Durham Appraisal Services Inc., Whitby, ON, regretfully
declined to bid as they could not provide the service required in the time frame specified.
After review and analysis of the bid by Purchasing and Planning and Development staff, it
was mutually agreed that Property Valuators/Consulting Inc., Bowmanville, ON, be
recommended for the above noted contract.
In review of the fact there are no Council meetings scheduled until September 5, 2000,
authorization is requested to award the above noted contract to Property
Valuators/Consulting Inc., Bowmanville, ON, with an estimated appraisal fee not to
exceed $25,000.00 + G.S.T. The required funds will be drawn from the Municipal
Acquisition Reserve Account Number 2900-00003-0000.
809
SCHEDULE A
BID SUMMARY
6. CANCELLATION OF TENDER CL 2000-12, COMPACT CARGO VAN
Report TR-18-2000 was approved (see schedule B attached), authorizing the award of
Tender CL 2000-12, for one only Compact Cargo Van to Cowan Pontiac Buick Ltd,
Bowmanville, ON.
Delivery of the subject vehicle was not accepted as it did not meet the required tender
specifications with respect to side sliding windows being required.
Cowan Pontiac was provided the opportunity to correct the vehicle, however, no suitable
solutions were proposed and they were not prepared to install after market windows.
Approval is therefore requested to re-issue the tender. As the 2000 model year vehicles
are no longer available, the tender will specify 2001 model year, which may increase the
total tender price.
810
ON: TR-18Z000
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
SCHEDULE B
Meeting:
General Purpose and Administration Committee
File #
Date:
May 15, 2000
Res. #
Report #:
TR-18-2000
FILE#:
By-law #
Subject:
TENDER AWARDS - YEAR 2000 VEHICLE REQUIREMENTS
RECOMMENDA TIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report TR-18-2000 be received for information.
BACKGROUND AND COMMENT
In accordance with the Resolution #GPA-391-98 and the memorandum from the
Purchasing Manager dated April 7, 2000, the Administrator and the Treasurer
awarded the following Tenders:
1. Tender CL2000-7, Mid Size Sedan - Fire Department.
2. Tender CL2000-10, Three (3) Y:z Ton Pick-up Trucks, Public Works
3. Tender CL2000-12, Compact Cargo Van, Animal Services.
A summary outlining the bids and awards is attached (Schedule "B").
Respectfully submitted,
Reviewed by,
Marie Marano, H.BSc., AMCr.,
Treasurer
Franklin Wu, M.C.I.P.,R.P.P.,
Chief Administrative Officer
MM*LAB*km
811
1'.
SCHEDULE "8"
BID SUMMARY
CL2000-7
ONE (1) MID SIZE SEDAN - FIRE DEPARTMENT
Tenders were advertised and invited, with bids being received and tabulated as follows:
BIDDER
J.E. Quantrill Chev Olds
Port Hope, ON
Ontario Motor Sales Ltd.
Oshawa. ON
Cliff Mills Motors Ltd.
o h ON
TOTAL BID AMOUNT
$25,27700'
I
$25,374.75
$26,038.30
s awa,
Cowan Pontiac $26,485.65 I
Bowmanville, ON
Macintosh Chrysler Plymouth $26,765.10 I
Oshawa, ON
Nurse Chev Olds $27,236.60 I
,
Whitby, ON I
Nurse Chev Olds Alternate Bid I
. Whitby, ON $22,850.50"
i . Low Bid - does not meet specifications I
I
I .. Alternate Bid - does not meet specifications I
Funding will be provided from the Fire Department 2000 Capital Budget Account 7102-00001-0504, as
-eflected on Page 140 of the Capital Budget. but are over the $25,000.00 allocation. The remaining funds of
$374.75 will be provided from the Fire Department Equipment Reserve Account 2900-00000-0014.
Upon investigation, the low bid received from J.E. Quantrill Chev Olds, Port Hope, Ontario did not meet the
specifications called for. Specification #30 requested a complete shop repair manual set (approx. $600,00
value), in which their submission did not comply, Their bid was also inaccurate in specifying that the vehicle
model tendered. complied with the specifications for driveline traction control and dual zone air conditioning.
The vehicle model tendered is not equipped with these two options,
The second low bidder, Ontario Motor Sales, Oshawa, Ontario, tendered the identical vehicle model as
discussed above. Their tender submission was accurate in identifying the options for driveline traction control
and dual zone air conditioning as not being available on this particular model. In addition, this tender complied
with the specificaTion for a complete shop repair manual set.
Furthermore, the low bidder included a letter in their tender package, explaining the probability of their inability
to provide the ve,icle tendered on, due to the final date for fleet orders having passed, The second low bidder
has consulted w,:h the Municipality's Lead Hand Mechanic. and verbally confirmed delivery of the vehicle
Identified,
After review and analysis of the bids by Purchasing, Fire Department and Public Works, it was mutually agreed
that Ontario Motor Sales, Oshawa, Ontario, be recommended for the tender award,
The subject firm ,ave previously performed satisfactorily for the Municipality of Clarington,
812
'2.
SCHEDULE "B"
BID SUMMARY
CL2000-10
THREE (3) % TONNE PICK-UP TRUCKS
Tenders were advertised and invited. with bids being received and tabulated as follows:
BIDDER TOTAL BID AMOUNT
Ontario Motor Sales Ltd. $74,606.25
Oshawa, ON
Nurse Chev aids $74,913.30
Whitby, ON
J.E. Quantrill Chev aids $75,589.50
Port Hope, ON
Cliff Mills Motors Ltd. $77,176.50
Oshawa, ON
Cowan Pontiac $77,587.05
Bowmanville, ON
Funding will be provided from the Public Works Department 2000 Capital Budget Account 2900-00010-0000.
($70,000.00), as reflected on Page 211 of the Capital Budget, and Account 7203-00000-0505 ($30,000.00) as
reflected on Page 212 of the Capital Budget.
After review and analysis of the bids by Purchasing and Public Works, it was mutually agreed that Ontario
Motor Sales, Oshawa, Ontario, be recommended for the tender award.
The subject firm have previously performed satisfactorily for the Municipality of Clarington.
813
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