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Report
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Clerk at 905-623-3379 ext. 2102.
Report To: General Governance Committee
Date of Meeting: April 18, 2017
Report Number: COD-006-17
File Number: CL2017-6
Resolution: GG-227-17
By-law Number:
Report Subject: 2017 Surface Asphalt
Recommendations:
1.That Report COD-006-17 be received;
2.That Coco Paving Inc. with a total bid amount of $283,857.38 (Net HST Rebate) being the
lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2017-
6 be awarded the contract for the 2017 Surface Asphalt as required by the Engineering
Services Department;
3.That the funds required for this project in the amount of $321,000.00 (Net HST Rebate)
which includes the construction cost of $283,857.38 (Net HST Rebate) and other related
costs such as materials testing and contingencies of $37,142.62 (Net HST Rebate) be
funded by the Municipality as follows:
Green Road Surface Asphalt 110-32-330-83356-7401 $176,000.00
Given Road Surface Asphalt 110-32-330-83371-7401 $ 43,000.00
Wilmot St Surface Asphalt 110-32-330-83373-7401 $ 38,000.00
Fourth St Surface Asphalt 110-32-330-83236-7401 $ 64,000.00
4.That all interested parties listed in Report COD-006-17 and any delegations be advised of
Council’s decision by the Purchasing Division.
; and
Municipality of Clarington
Report COD-006-17 Page 2
Report Overview
To request authorization from Council to award the contract for the 2017 Surface Asphalt for
four locations as required by the Municipality of Clarington’s Engineering Services Department.
1. Background
Tender specifications were prepared by the Engineering Services Department and
provided to the Purchasing Services Division. This project relates to the 2017 Surface
Asphalt and involves the placement of the final lift of asphalt for the following four
locations:
•Green Road – Stevens Road to Harvey Jones Avenue in Bowmanville
•Given Road – King Avenue to Cul-de-sac, Newcastle
•Wilmot Street – North Street to Mill Street, Newcastle
•Fourth Street – Scugog Street to Elgin Street, Bowmanville
Tender CL2017-6 was issued by the Purchasing Services 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. Nine (9) companies
downloaded the document.
The tender closed on Friday, March 17, 2017.
2.Analysis
Three (3) bids were received in response to the tender call. Bids were reviewed and
tabulated by the Purchasing Services Division (see Attachment 1). All submissions were
deemed compliant.
The results were forwarded to the Engineering Services Department for their review and
consideration. After review and analysis of the submissions by the Engineering Services
Department and the Purchasing Services Division, it was mutually agreed that the low
bidder, Coco Paving Inc. be recommended for the award of contract CL2017-6.
Coco Paving Inc. has successfully completed work for the Municipality in the past.
3. Financial
That the funds required for this project in the amount of $321,000.00 (Net HST Rebate)
which includes the construction cost of $283,857.38 (Net HST Rebate) and other related
costs such as materials testing and contingencies of $37,142.62 (Net HST Rebate) be
funded by the Municipality as follows:
Green Road Surface Asphalt 110-32-330-83356-7401 $176,000.00
Municipality of Clarington
Report COD-006-17 Page 3
Given Road Surface Asphalt 110-32-330-83371-7401 $ 43,000.00
Wilmot St Surface Asphalt 110-32-330-83373-7401 $ 38,000.00
Fourth St Surface Asphalt 110-32-330-83236-7401 $ 64,000.00
Queries with respect to the department needs should be referred to the Director of
Engineering Services.
4.Concurrence
This report has been reviewed by Tony Cannella, Director of Engineering Services who
concurs with the recommendation.
5.Conclusion
It is respectfully recommended that Coco Paving Inc. being the lowest compliant bid be
awarded the contract for the 2017 Surface Asphalt in the amount of $283,857.38 (Net HST
Rebate) as per the terms and conditions of Tender CL2017-6.
6. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
Marie Marano, H.B.Sc., CMO. Curry Clifford MPA, CMO,
Director of Corporate Services Interim CAO
Nancy Taylor, BBA, CPA, CA.,
Director of Finance/Treasurer
Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or
dferguson@clarington.net
Attachments: Attachment 1 – Tabulation of Bid Summary
Attachment 2 – Memo from Engineering Services
MM/DF/sm
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
(for)
Municipality of Clarington Attachment 1 to
Report COD-006-17
Municipality of Clarington
Summary of Bid Results
Tender CL2017-6
2017 Surface Asphalt
BIDDER TOTAL BID
(Net HST Rebate)
Coco Paving Inc. $283,857.38
Ashland Paving Ltd. $300,737.29
Brennan Paving & Construction Ltd. $518,976.92
Attachment #2 to COD-006-17