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Corporate Services
Report
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Report To: General Government Committee
Date of Meeting: May 28, 2018
Report Number: COD -017-18 Resolution: GG -321-18
File Number: CL2017-44 By-law Number:
Report Subject: Road Shoulderi
Recommendations:
That Report COD -017-18 be received;
2. That D&D Trucking and Construction Service Inc. with an annual bid for 2018 work in
the amount of $52,747.30 (Net of HST), being the low, compliant bidder meeting all
terms, conditions and specifications of CL2017-44 for Road Shouldering be awarded
the contract for an initial one year term, as required by the Operations Department;
3. That pending satisfactory performance the Purchasing Manager be given the authority
to extend the contract for this service for up to two additional one year terms;
4. That funds required for this project in the amount of $61,751.14 (Net of HST) which
includes construction cost of $52,747.30 (Net of HST) and other related costs such as
consulting required for preparation of tender specifications, inspection and contingency
of $3,000.00 (Net of HST) be drawn from the following account:
Self -Insured Losses — Reserve 100-00-000-00000-2902 $40,000.00
Ditching (2017) 100-36-380-10240-7112 $11,967.86
Ditching (2018) 100-36-380-10240-7112 $ 9,783.28
5. That all interested parties listed in Report COD -017-18 and any delegations be advised
by the Corporate Services Department of Council's decision regarding the award.
Municipality of Clarington
Report COD -017-18
Report Overview
To request authorization from Council to award CL2017-44 for Road Shouldering.
1. Background
Page 2
1.1 Tender specifications were prepared by CIMA and provided by the Operations
Department for Road Shouldering Work. This tender specifies for the clean-up and
regrade of approximately 52 kilometers of road shoulders throughout the Municipality and
will be phased over a three year period.
1.2 The first year of the contract (2018) will include approximately 6 kilometers of road (12
lane kilometers of road shoulders). Pending contract renewal, up to two additional
subsequent years, estimated work requirements will include approximately 10 kilometers
of road (20 lane kilometers of road shoulders) completed each year.
1.3 Tender CL2017-44 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. Thirteen companies
downloaded the document.
1.4 The tender closed on December 11, 2017.
2. Analysis
2.1 A total of four submissions were received in response to the tender call. Bids were
reviewed and tabulated (see Attachment #1). All submissions were deemed compliant.
2.2 The results were forwarded to the Operations Department for their review and
consideration.
2.3 After review and analysis of the submissions by the Operations Department and the
Purchasing Services Division, it was mutually agreed that the low bidder, D&D Trucking
and Construction Service Inc. be recommended for the award of contract CL2017-44.
2.4 References provided by D&D Trucking and Construction Service Inc. were contacted and
they advised that the level of service has been satisfactory.
Municipality of Clarington
Resort COD -017-18
3. Financial
Page 3
3.1 That funds required for this project in the amount of $61,751.14 (Net of HST) which
includes construction cost of $52,747.30 (Net of HST) and other related costs such as
consulting required for preparation of tender specifications, inspection and contingency
of $3,000.00 (Net of HST) is in the budget allocation as provided and will be drawn from
the following accounts:
Self -Insured Losses — Reserve
Ditching (2017)
Ditching (2018)
4. Concurrence
100-00-000-00000-2902
$40,000.00
100-36-380-10240-7112
$11,967.86
100-36-380-10240-7112
$ 9,783.28
This report has been reviewed by the Director of Operations who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that D&D Trucking and Construction Service Inc. with the
lowest compliant bid amount of $52,747.30 (Net of HST) be awarded the contract for
Road Shouldering as per the terms, conditions and specifications of Tender CL2017-44.
6. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by. Reviewed by:
Marie Marano, H.B. Sc., C.M.O. Andrew C. Allison, B. Comm., LLB.
Director of Corporate Services Chief Administrative Officer
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or
dferguson@clarington.net
Attachments:
Attachment 1: Summary of Bid Results for Tender CL2017-44
Municipality of Clarington
Resort COD -017-18
Page 4
Municipality of Clarington
Summary of Bid Results
Tender CL2017-44
Road Shouldering
Bidder
Total Bid
3 Year Contract Value
(Net of HST)
(Net of HST)
D&D Trucking &Construction
$52,747.30
$253,107.65*
Service Inc.
Coco Paving
$58,000.99
$265,962.78
Fidelity Engineering & Construction
$84,007.81
$429,133.89
ELP Environmental Inc.
$102,141.38
$454,248.91
*Three Year Contract Value Breakdown:
Year 1 - $52,747.30, Year 2 - $100,406.59, Year 3 - $99,953.76