HomeMy WebLinkAboutCOD-068-04
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date:
December 6, 2004
;l.es 116(}/J-S/O-o'-f
File #_ By-law #
Report #:
COD-068-04
Subject:
TENDER CL2004-1
CONTRACT
MECHANICAL EQUIPMENT MAINTENANCE
Recommendations:
...
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-068-04 be received;
2. THAT the contract award to AirCon Systems, Whitby, Ontario for Tender CL2004-1,
Mechanical Equipment, Part 8, be cancelled immediately;
3. THAT a purchase order be issued to Tri-Air Systems, Scarborough, Ontario, for
emergency repairs on an as required basis, at an hourly rate of $74.50, to be effective
immediately; and
4. THAT staff re-tender for the requirements of Part B for the remainder of the three year
term to expire May, 2007, FORTHWITH.
Submitted by:
Reviewed by:
. nklin Wu,
~ Chief Administrative Officer
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BACKGROUND AND COMMENT
In May of this year, Council approved the award of Tender CL2004-1, Mechanical
Equipment Maintenance Contract as follows:
Part A Gas Fired Equipment
Part B Oil Fired Equipment
Tri-Air Systems
AirCon Systems
Scarborough, Ontario
Whitby, Ontario
Subsequent to the award, AirCon Systems have advised that they no longer employ the
necessary qualified staff required to fulfill their contract obligations. It is therefore
recommended that the award of Part B to the firm be cancelled immediately.
At the time of tender, there was only one other firm who bid on Part B. The pricing
submitted by the bidder was substantially higher. In addition, the references contacted
advised that there were concerns with respect to the service received.
As the contract for the maintenance of the mechanical equipment is for a three year
term, it is recommended that the tender for Part B be reissued. This will allow for
additional competition as there are a couple of firms that have since acquired the
required qualifications.
In the interim and until such time as the tender is issued and an award made, it is also
recommended that a purchase order be issued to Tri-Air Systems to provide emergency
service on an as required basis at an hourly rate of $74.50. Since the time of the initial
tender, Tri-Air Systems have retained a licensed oil burner mechanic and are able to
fulfill our requirements. As it is essential that an agreement be in place for emergency
service, a forthwith approval is requested.
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