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HomeMy WebLinkAboutCOD-045-05 Cl!JlillglOn REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: September 61h, 2005 Report #: COD-045-05 File#_ f2.es.t: ~P4-:.:A;;2-0S- By-law # Subject: Contracted Services for the mixing of Salt, Sand and Calcium Chloride (Winter Sand) Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-045-05 be received; 2. THAT the requirements for tendering in accordance with Purchasing By-law #94-129, Paragraph 5, item 5.6 be waived for this transaction; 3. THAT Miller Paving Ltd. Markham, Ontario, be awarded the contract for the provision of all equipment, labour and materials needed to mix the Municipality of Clarington's requirements for Winter Sand for the 2005-06 Winter Season at an approximate annual cost of $30,000.00 plus applicable taxes; and 4. THAT the funds be provided from the Department of Operations current operating accounts during the term of the agreement. Submitted by: 'Lj/tl!f5F:r- arie Marano, H.B.Sc., C.M.O. Director of Corporate Services Reviewed by: 2UP--- n IinWu, ~ Chief Administrative Officer ~~ ~ Nancy aylor, B.B.A., CA, 1C Director 0 Finance Fred rvat, RDMR, RRFA Director of Operations MM/LAB/jb/km REPORT: COD-045-05 PAGE 2 BACKGROUND AND COMMENT In 2003 Co-operative tenders were publicly advertised and invited for the supply and delivery of labour, equipment and necessary materials to mix winter sand as required by the area municipalities. At that time the Clarington requirements called for the mixing of sand and salt only to fill the salt domes at the Hampton and Orono Works Depots. The tender also provided for the custom mixing of salt, sand and calcium chloride for the Region of Durham and some area municipalities. The low bidder at that time for Clarington’s requirements was Robert E. Young Construction Ltd, Peterborough. The low bidder for the custom mixing requirements involving calcium Chloride was Miller Paving Ltd., Markham. It must be noted that in the custom mix the concentration of salt varies from a high of 35% to a low of 10% for the lower tier municipalities. Based on the low bid and in accordance with the Purchasing By-law, an award was made to Robert E. Young Construction Ltd., Peterborough to cover Clarington’s requirements. The tender also made provision for an award for subsequent two one year terms provided service was satisfactory and acceptable pricing was provided. This year the Operations Department wishes to adopt the the mixing of salt and sand with calcium chloride with the ratios being 90% sand, 10% salt with 3 gallons of calcium Chloride per mixed tonne. The reason for this change is to provide a better sand / salt mix which provides greater strength to the existing salt content while stays on the road longer, thereby improving service. This custom mix is one of many parts of the recently adopted “Salt Management Plan” and allows for better control of the salt used for ice and snow on roadways. As noted, the custom mix is well established in the industry and allows less material to be required over the winter season which reduces the overall operating costs. Although the cost of the mixing is slightly higher, this cost is outweighed by the increased effectiveness of the new homogeneous mix. The estimated cost to mix the product and supply the calcium chloride is estimated at $30,000.00, plus applicable taxes, approximately $17,300.00 higher than the salt sand mix. Note that this estimate does not include the cost of the salt and sand which is provided under a separate contract, nor does it include the cost of a second mixing later in the winter should the inventory be depleted. REPORT: COD-045-05 PAGE 3 Since Robert Young Construction does not have the equipment required to mix the sand, salt and add the calcium chloride to the mix, it is recommended that the Purchasing By-law be waived and that a contract be awarded to Miller Paving Ltd., who has performed this service for a number of years for other municipalities and are the only known company to provide the service. The required funds to cover mixing of salt and sand with the addition of the calcium chloride during the term of the agreement is provided in the Operations Department current operating accounts. The Director of Finance has reviewed the funding requirements and concurs with the recommendation. Queries with respect to the department needs, specifications, etc. can be directed to the Director of Operations. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169