HomeMy WebLinkAboutCOD-046-05
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date:
September 6, 2005
Report #:
COO-046-05
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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 C00-046-05 be received; and
2. THAT the attached By-laws, marked Schedules "A", "B", "C", "0" and "E"
authorizing the Mayor and Clerk to enter into the necessary agreements be
approved.
Attachment #1 Schedule "A"
Attachment #2 Schedule "B"
Attachment #3 Schedule "C"
Attachment #4 Schedule "0"
Attachment #5 Sched "E"
Submitted by:
tiJ
arie Marano, HBSc., C.M.O.
Director of Corporate Services
Reviewed O~-.::; ~
Franklin Wu,
Chief Administrative Officer
~~t~
Nan y Taylor, B.B.A., C.A.
Director of Finance
MM/LAB/km
REPORT NO.: COD-046-05 PAGE 2
BACKGROUND AND COMMENT
In accordance with Resolution #GPA-355-01, the Administrator and the Director of
Corporate Services and/or the Director of Finance awarded the following
Tenders/Contracts during the July/August Council Break:
1. 2005 Pavement Marking Program
2. RFP2005-6 Sound System – Council Chambers
3. CL2005-26 Brookhouse Parkette Construction
4. CL2005-17 High Performance Asphalt
5. RFP2005-8 Supply and Install Playground Equipment at Various Locations
6. CL2005-33 Re-roofing of the Municipal Administration Centre
7. CL2005-21 Culvert Replacement & Erosion Remedial Works
8. CL2005-32 Janitorial Services – Various Locations
9. CL2005-25 Communication Tower and Wireless Radio Equipment
10. CL2005-30 Barlow Court Parkette Construction
11. CL2005-27 Crack Seal Program
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
Schedule “A”
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2005-
Being a By-law to authorize a contract between the Corporation of
the Municipality of Clarington and Rutherford Contracting Ltd,
Gormley, Ontario, to enter into agreement for the Brookhouse
Parkette Construction.
THE COPORATION 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 Rutherford Contracting Ltd, Gormley, 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 , 2005.
By-law read a third time and finally passed this day of , 2005.
John Mutton
Mayor
Patti L. Barrie, Municipal Clerk
Schedule “B”
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2005-
Being a By-law to authorize a contract between the Corporation of
the Municipality of Clarington and Barr’s Roofing, Newcastle,
Ontario, to enter into agreement for the Re-Roofing of the
Municipal Administrative Centre.
THE COPORATION 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 Barr’s Roofing, Newcastle, Ontario, 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 , 2005.
By-law read a third time and finally passed this day of , 2005.
John Mutton
Mayor
Patti L. Barrie, Municipal Clerk
Schedule “C”
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2005-
Being a By-law to authorize a contract between the Corporation of
the Municipality of Clarington and Peninsula Construction Inc.
Fonthill, Ontario, to enter into agreement for Culvert Replacement
& Erosion Remedial Works.
THE COPORATION 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 Peninsula Construction Inc. Fonthill, Ontario and said
Corporation; and
3. 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 , 2005.
By-law read a third time and finally passed this day of , 2005.
John Mutton
Mayor
Patti L. Barrie, Municipal Clerk
Schedule “D”
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2005-
Being a By-law to authorize a contract between the Corporation of
the Municipality of Clarington and Rutherford Contracting Ltd.,
Gormley, Ontario, to enter into agreement for the Barlow Court
Parkette Construction.
THE COPORATION 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 Rutherford Contracting Ltd., Gormley, 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 , 2005.
By-law read a third time and finally passed this day of , 2005.
John Mutton
Mayor
Patti L. Barrie, Municipal Clerk
Schedule “E”
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2005-
Being a By-law to authorize a contract between the Corporation of
the Municipality of Clarington and Roadmaster Construction,
Weston, Ontario to enter into agreement for the Crack Sealing
Program.
THE COPORATION 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 Roadmaster Construction, Weston, 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 , 2005.
By-law read a third time and finally passed this day of , 2005.
John Mutton
Mayor
Patti L. Barrie, Municipal Clerk
1. 2005 PAVEMENT MARKING PROGRAM
A contract was entered into with the Regional Municipality of Durham for an estimated
amount of $46,171.55 (G.S.T. is not applicable).
Funding is included in the 2005 Operations Current Budget for Pavement Marking.
This requirement was not dealt with using the public tender process. Traditionally the
annual pavement marking requirements are contracted to the Regional Municipality of
Durham and Clarington’s requirements are included as part of the Regional Pavement
Marking program. Accordingly, it is recommended that the requirements of the
Purchasing By-law be waived in this instance and the Purchasing Manager be
authorized to issue a purchase order to the Regional Municipality of Durham for the
2005 Pavement Marking Program.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specifications, etc., should
be directed to the Director of Operations.
2. CL2005-6,
SOUND SYSTEM – COUNCIL CHAMBERS
On July 8, 2005 a contract was awarded to Applied Electronics Limited, Mississauga,
Ontario for a total bid amount of $74,037.00 plus G.S.T.
Request for Proposals were publicly advertised and issued with bids being submitted as
per Schedule “A” attached.
Funding in the amount of $35,000.00 will be drawn from Operations Account #110-36-
370-83659-7401 as provided in the 2005 Capital Budget. It is recommended that the
additional funds in the amount of $25,000.00 will be drawn from Account #110-36-370-
83630-7401 as carried over from the 2004 Capital Budget for the P.A. system and that
the remaining funds in the amount of $14,037.00 be reallocated from the 2004 Capital
Budget portion for the Municipal Administration roof replacement.
Upon review of the bids, the proposal offered by Applied Electronics Limited,
Mississauga, Ontario exceeds that which is offered by the other bidder in the
areas of previous experience, warranty and understanding of the project.
Subsequent to this award on July 22, 2005, an additional award in the amount of
$43,513.20 was awarded to the subject firm for the optional visual equipment in order to
ensure that the renovation for the Council Chambers caused the least disruption and
was completed in a timely manner. Additional funds were also required in the amount of
$11,000.00 for the Council table. It is recommended that this total additional funds in the
amount of $54,513.20 be drawn from account #110-36-370-53630-7401 and be
reallocated from the 2004 Capital Budget portion for the Municipal Administration Roof
replacement.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specifications, etc., should
be directed to the Director of Operations.
The subject firm have satisfactorily installed similar systems for the Town of
Richmond Hill, the City of Brampton and the City of Toronto.
Municipality of Clarington
SCHEDULE “A”
BID SUMMARY
RFP2005-6
Sound System – Council Chambers
Bidder Total Base Bid Amount
Plus GST
JSGS Ltd. $68,400.27
Toronto, Ontario
Applied Electronics Limited $74,032.92
Mississauga, Ontario
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
3. CL2005-26,
BROOKHOUSE PARKETTE CONSTRUCTION
A contract was awarded to Rutherford Contracting Ltd., Gormley, Ontario for a total
revised bid amount of $208,146.63 plus G.S.T.
Tenders were publicly advertised and issued with bids being submitted as per Schedule
“A” attached.
Total funds required for the project are $226,553.96 ($208,146.63 tender, $8,000.00
consulting fees and 5% contingencies). In an effort to reduce the total cost, it is
recommended that the alternate play area base material be utilized which reduces the
total bid price as shown on the attached letter, marked Schedule “B”, from the consultant
Daniel O’Brien & Associates Ltd.
Funding in the amount of $165,000.00 (90% Development Charges plus 10% Reserve
Funds) will be drawn from Account #110-32-325-83283-7401 as provided in the 2005
Engineering Capital Budget. It is recommended that the additional funds required be
drawn from the same account.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specifications, etc., should
be directed to the Director of Engineering Services.
The low bidder has provided satisfactory service to the Municipality of Clarington in
recent years.
Municipality of Clarington
SCHEDULE “A”
BID SUMMARY
TENDER CL2005-26
BROOKHOUSE PARKETTE CONSTRUCTION
Bidder Total Bid Amount
(Plus GST)
Rutherford Contracting $217,812.07
Gormley, ON
Peninsula Construction $224,338.16*
Fonthill, ON
Mopal Construction Ltd. $224,739.60
Gormley, ON
Gay Company Ltd. $275,678.52*
Courtice, ON
*extension error
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
4. CL2005-17,
HIGH PERFORMANCE ASPHALT
A contract was awarded to Matrex Company, Port Perry, Ontario for a total bid amount
of $50,177.88 plus G.S.T.
Tenders were publicly advertised and issued with bids being submitted as per Schedule
“A” attached.
The product offered by Matrex Company, Port Perry, Ontario, meets the specification
established for the tender and offers a competitive price. The unit prices per tonne bid
this year represents a 6.56% decrease compared to unit prices bid in 2004.
Funding for this product was included in the 2005 Operations Current Budget for Road
Repairs.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specifications, etc., should
be directed to the Director of Engineering Services.
The low bidder has provided satisfactory service to the Municipality of Clarington in
recent years.
Municipality of Clarington
SCHEDULE “A”
BID SUMMARY
TENDER CL2005-17
HIGH PERFORMANCE ASHPALT
Total bid
Vendor Terms
(GST Extra, PST Incl.)
1 Matrex Company
Port Perry $50,177.88 3% 10 Days
2 QPR (Lafarge)
Mississauga $50,949.00 Net 30
3 Innovative Municipal Products
Ajax $53358.75 Net 30
5. RFP2005-8
SUPPLY AND INSTALL PLAYGROUND EQUIPMENT AT VARIOUS
LOCATIONS
A contract was awarded to Belair Recreational Products Inc., Paris, Ontario in the
amount of $110,000 (plus G.S.T.)
Request for Proposals were publicly advertised and issued with bids being submitted as
per Schedule “A” attached.
Funding in the amount of $110,000.00 was provided in Operations Account #110-36-
325-83644-7401 as provided in the 2005 Capital Budget.
The Request for Proposal specifications included evaluation criteria as follows:
?
Play Value
?
Safety
?
Durability
?
Appearance
?
Warranty
?
Cost
The evaluation team evaluated all bids using the above criteria and the proposal from
Belair Recreational Products ranked highest in the scoring and provided the overall
lowest price for the supply and installation of play structures at three locations;
Bowmanville Memorial Park, Longworth Park and Landerville Park.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specifications, etc., should
be directed to the Director of Operations.
The subject firm have satisfactorily installed similar systems for the City of Cambridge
and the City of Brampton.
Schedule A
RFP2005-8 – Supply and Installation of Playground Equipment
at Various Parks
Bidder Bid Amount (3 Sites)
$80,266.83
1 Belair Recreation Products (Option 1)
Paris
$85,119.61
1a Belair Recreation Products (Option 2)
Paris
2 Johnson Environmental Products
$86,905.25
Ottawa
3 Henderson Recreation Equipment Ltd.
$98,472.99
Simcoe
4 Little Tykes
$102,498.97
Paris
5 ABC Recreation Equipment (Option #1)
$102,803.08
Paris
5a ABC Recreation Equipment (Option #1)
$104,076.37
Paris
6 Recreation Playsystems
Rejected
Waterloo
*Plus GST
6. CL2005-33,
RE-ROOFING OF THE MUNICIPAL ADMINISTRATION CENTRE
A contract was awarded to Barr’s Roofing, Newcastle, Ontario for a total bid amount of
$90,000.00 plus G.S.T.
Tenders were publicly advertised and submitted as follows.
Bidder Bid Amount (GST Extra)
Barr’s Roofing, Siding & Sheet Metal Ltd. $90,000.00
Newcastle, ON
Heritage Restoration Inc.
$98,834.04
Uxbridge, ON
Funding in the amount of $250,000.00 was provided in Operations Account #110-36-
370-83630-7401 as provided in the 2004 Capital Budget and $14,037.00 has been
reallocated to the Council Chambers Sound System, RFP 2005-6.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specifications, etc., should
be directed to the Director of Operations.
The subject firm has satisfactorily performed similar work for the Municipality of
Clarington in the past.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
7. CL2005-21,
CULVERT REPLACEMENT & EROSION REMEDIAL WORKS
A contract was awarded to Peninsula Construction Inc., Fonthill, Ontario for a total bid
amount of $284,788.80 plus G.S.T.
Tenders were publicly advertised and issued with bids being submitted as per Schedule
“A” attached.
The total project costs, including Construction Administration and Materials Testing are
estimated at $375,000.00 as detailed in the letter from Totten Sims Hubicki Associates
marked as Schedule “A”. Funding for this project in the amount of $428,183.42 is
provided in Capital Accounts # 110-36-330-83607 and #110-36-330-83638 (Bridge
Improvements) leaving a surplus of $53,183.42.
The low bidder has provided satisfactory service to the Municipality of Clarington in
recent years.
8. CL2005-32,
JANITORIAL SERVICES – VARIOUS LOCATIONS
A contract was awarded to Service Master Clean, Whitby, Ontario for a total bid amount
of $91,447.37 plus G.S.T.
Tenders were publicly advertised and issued with bids being submitted as follows:
Bidder Annual Cost 3 Year
Year 1 Total **
Service Master Clean $29,586.00 $91,447.37
Whitby, ON
J & A Building Services Ltd.
$37,980.00 $117,392.38
Toronto, ON
*Plus GST
** Includes the maximum allowable increases for years 2 and 3.
Services included janitorial services required at Hampton and Orono Operations Depots,
Parks Washrooms at Bowmanville Memorial, Rotary and Orono Parks, Clerks
Department Animal Services Building and the Tourism Information / Board of Trade
Office.
The term of the agreement provides for a period of up to three years with an annual
review and renewal subject to acceptable pricing and satisfactory service.
Funding required to complete this service is provided in the operating budgets of
Operations, Clerks and Corporate Services Departments.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specifications, etc., should
be directed to the Director of the respective departments.
The subject firm has provided satisfactory service to Ontario Power Generation,
Pickering; YMCA, Oshawa; McGraw Hill Ryerson, Whitby and Ball Packaging Products,
Whitby.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
9. CL2005-25,
COMMUNICATION TOWER AND WIRELESS RADIO EQUIPMENT
A contract was awarded to Integra Data Systems Corporation, Markham, Ontario for a
total bid amount of $139,040.00 plus G.S.T. ($136,907.00 Bid Amount + $2,133.00
addition of options)
Tenders were publicly advertised and issued with bids being submitted as per Schedule
“A” attached.
Integra Data Systems Corporation was the lowest responsible bidder meeting all terms,
conditions and specifications for tender CL2005-25.
Integra Data Systems offered the following options which Corporate Services would like
to include:
1. An Ice Guard at a cost of $513.00 plus GST; and
2. Lights on the tower at a cost of $1,620.00 plus GST.
The addition of both of these options results in a revision of the initial bid in the amount
of $2,133.00 (plus GST) thereby increasing the total bid amount from $136,907.00 to a
revised amount of $139,040.00 (plus GST).
Total funds required for the project are $139,040.00 (plus GST). The 2005 budget for
this project amounted to $200,000.00. The total bid received, including the revisions
requested, is within the allocated budget amount.
Funding in the amount of $139.040.00 (plus GST) will be drawn from Account #110-16-
162-81610-7401 as provided in the 2005 Information Technology Capital Budget.
The low bidder has provided satisfactory service to the Municipality of Clarington for the
construction and installation of the 150’ Communication tower at Station #4’s new location
Municipality of Clarington
SCHEDULE “A”
BID SUMMARY
CL2005-25
COMMUNICATION TOWER & WIRELESS RADIO EQUIPMENT
BIDDER TOTAL BID
Integra Data Systems Corp. $146,166.25
Markham, ON
Trilinks Communications Inc. $155,175.96
Bowmanville, ON
Mr. William James Dashper $193,150.35
Lanet Solutions
CaTECH Systems Ltd. Rejected – No Bid Deposit
Markham, ON submitted
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
10. CL2005-30,
BARLOW COURT PARKETTE CONSTRUCTION
A contract was awarded to Rutherford Contracting Ltd., Gormley, Ontario for a
total revised bid amount of $243,718.25 plus GST.
Tenders were publicly advertised and issued with bids being submitted as per
Schedule “A” attached.
Total funds required for the project are $252,836.16 ($243,718.25 tender,
$9,000.00 consulting fees plus $860.00 alternate material and 5% contingencies
less $12,928.00 paid by the developer).
The developer has agreed to reimburse the Municipality for a total of $12,928.00
(which has been deducted from the total funds required) for grading and sod.
Funding in the amount of $165,000.00 (90% Development Charges plus 10%
Reserve Funds) will be drawn from Account #110-32-325-83283-7401 as
provided in the 2005 Engineering Capital Budget. It is recommended that the
additional funds required be drawn from the same account.
The low bidder has provided satisfactory service to the Municipality of Clarington
in recent years.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
SCHEDULE “A”
Bid Summary
TENDER CL2005-30
BARLOW COURT PARK CONSTRUCTION
BIDDER TOTAL BID AMOUNT
Rutherford Contracting $243,718.25
Gormley, Ontario
Peninsula Construction $243,827.66*
Fonthill, Ontario
*incomplete bid
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
11. CL2005-27,
2005 CRACK SEALING PROGRAM
A contract was awarded to Roadmaster Construction, Weston, Ontario in the
amount of $34.507.95 plus GST. A Copy of Totten Sims Hubicki Associates letter
summarizing their bid analysis and recommending the award is attached as
Schedule “A”.
Tenders were publicly advertised and issued with bids being submitted as per
Schedule “A” attached.
The 2005 budget for this project amounted to $50,000 and was intended to cover
crack sealing, design and tendering, contract administration and contingencies.
The total bid submitted exceeded this amount by a significant amount. Under the
terms of the tender, provision was made to reduce the quantity of work to meet
the available budget. The contractor is agreeable to this reduction and as a
result the modified project can proceed and all costs, including design,
administration and contingencies will be within budget. A detailed breakdown of
the project costs is provided in Schedule “A” attached. Funding for this project in
the amount of $50,000.00 is provided in Operating Account #100-36-381-10250-
7163, Pavement Resurfacing.
The recommended bidder has provided satisfactory service to ETR 407
Concession Limited as well as other Municipalities such as Oshawa, Brampton and
Niagara Falls.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330