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Report
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Report To: General Government Committee
Date of Meeting: April 18, 2017
Report Number: COD-005-17 Resolution: GG-226-17
File Number: CL2016-28 By-law Number:
Report Subject: Access Permit and Ditching Services
Recommendations:
1.That Report COD-005-17 be received;
2.That Nick Carchidi Excavating Limited with a total bid amount of $159,362.52 (Net HST
Rebate) being the lowest responsible bidder meeting all terms, conditions and
specifications of Tender CL2016-28 be awarded the contract for Access Permit and
Ditching Services as required by the Operations Department;
3.That funds required for this project in the amount of $167,503.32 (Net of HST Rebate)
which includes the construction cost of $159,362.52 (Net of HST Rebate) and
consulting costs of $8,140.80 (Net of HST Rebate) be drawn from the following account:
Ditch/Shoulder Maintenance 100-36-380-10240-7112 $167,503.32
4.That the Purchasing Manager be authorized to extend the contract for up to four
additional one year terms pending satisfactory service, available funds, and subject to
yearly rate increase based on the Consumer Price Index, All Items, Ontario, most recent
issue; and
5.That all interested parties listed in Report COD-005-17 and any delegations be advised
of Council's decision by the Purchasing Division.
Municipality of Clarington
Report COD-005-17 Page 2
Report Overview
To request authorization from Council to award CL2016-28 for Access Permit and Ditching
Services.
1.Background
Tender specifications were prepared by AECOM and provided by the Operations
Department for access permit and ditching services.
Tender CL2016-28 was issued by the Purchasing Division and advertised electronically
on the Municipality’s website. Notification of the availability of the document was also
posted on the Ontario Public Buyer’s Association website. Eight companies downloaded
the document.
The tender closed on Friday, November 18, 2016.
A total of two submissions were received in response to the tender call. Bids were
reviewed and tabulated (see Attachment 1). All submissions were deemed compliant.
As part of the requirement of the tender the Municipality has the option to extend the
contract for up to four additional one year terms pending satisfactory service, available
funds, and subject to yearly rate increase based on the Consumer Price Index, All Items,
Ontario, most recent issue.
2.Proposal
2.1 Analysis
After review and analysis of the submissions by the Consultant, Operations Department
and the Purchasing Division, it was mutually agreed that the low bidder, Nick Carchidi
Excavating Limited be recommended for the award of contract CL2016-28 for Access
Permit and Ditching Services.
Nick Carchidi Excavating Limited has done work for the Municipality in the past and the
level of service has been satisfactory.
2.2 Financial
The total funds required for this project in the amount of $167,503.32 (Net of HST
Rebate) which includes the consulting costs of $8,140.80 (Net of HST Rebate) be drawn
from the following account:
Ditch/Shoulder Maintenance 100-36-380-10240-7112 $167,503.32
Queries with respect to the department needs should be referred to the respective
Department Head.
Municipality of Clarington
Report COD-005-17 Page 3
3. Concurrence
This report has been reviewed by the Director of Operations who concurs with the
recommendation.
4. Conclusion
It is respectfully recommended that Nick Carchidi Excavating Limited with the lowest
compliant bid of $159,362.52 (Net of HST Rebate) be awarded the contract for Access
Permit and Ditching Services as per the terms, conditions and specifications of Tender
CL2016-28.
5. Strategic Plan Application
Not applicable.
Submitted by: _________________________ Reviewed by: __________________________
Marie Marano, H.B. Sc., C.M.O., Curry Clifford, MPA, C.M.O
Director of Corporate Services Interim CAO
Staff Contact: David Ferguson, Purchasing Manager, x2209 or dferguson@clarington.net
Attachment 1 – Summary of Bid Results
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
Attachment 1 to
Municipality of Clarington Report COD-005-17
Summary of Bid Results
Tender CL2016-28
Access Permit and Ditching Services
Bidder Total Bid
(Including HST)
Total Bid
(Net HST Rebate)
Projected 5 Year
Contract Value
(Net HST Rebate)
Nick Carchidi
Excavating Limited $156,606.25 $159,362.52 $796,812.60
Elirpa Construction
and Materials Ltd. $218,669.60 $222,518.18 $1,112,590.92