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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date:
October 3, 2005
Report #: COD-053-05
File#_
By-law #
Subject:
Region of Durham Co-operative Tender #T220-2005
Supply, Retreading, Repair and Disposal of Tires and Tubes
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-053-05 be received,
2. THAT pending successful negotiation, the existing term order with Tirecraft, Oshawa, for
the supply, retreading, repair and disposal of tires and tubes as required by the
Municipality be extended for a period of approximately six (6) months;
3. THAT the required funds be drawn from the Department of Operations various current
operating accounts; and
4. That the Manager of Purchasing report back to Council on the results of the Durham
Purchasing Co-operative Effort to estabiish a new agreement for the provision of the
required services for an extended period of time.
Submitted by'
, arie Marano, H.B.Sc., C.M.O.
Director of Corporate Services
"-
Reviewed~~~~
Franklin Wu,
Chief Administrative Officer
MM/LAB/jb/km
REPORT: COD-053-05
PAGE 2
BACKGROUND AND COMMENT
The Regional Municipality of Durham, acting as the host agency for the calling of Tender #T220-
2005 for the supply, retreading, repair and disposal of tires and tubes as required by the
Regional Municipality of Durham, the Cities of Oshawa and Pickering, the Towns of Ajax and
Whitby and the Municipality of Clarington, has reported to the participating agencies that the
tender call faiied to produce any bids. The reasons for this unusual turn of events range from
missing the tender date to being involved in relocation and not bidding. There is also a concern
that the size of the contract may be to large and demanding for one firm given the large
geographic area covered and the number of sites to be serviced.
Since the existing agreement expired August 31,2005 the agencies are in the position of having
to negotiate an extension of the existing agreement for a period of up to six months to allow time
to assess the market interest in a contract of this nature and size. Provided there is interest in
competitive bidding situation, be it the same as in the past or a tender with multiple awards to
cope with the geographic areas, a new tender will have to be prepared, issued, and evaluated
and a recommendation for award prepared. In the event of limited or no interest, it may be
necessary to negotiate a new contract or forego the Co-op tender concept and have each
municipality call their own tender.
Upon expiry of the contract extension, a subsequent report will be provided, either to provide a
recommendation on the award of a tender or to recommend a negotiated contract for the
supply, retreading, repair and disposal of tires and tubes.
CORPORATION OF THE MUNICIPALITY OF ClARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905) 623-3379 F (905) 623-4169