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HomeMy WebLinkAboutCOD-018-18Clarftwn Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: May 28, 2018 Report Number: COD -018-18 Resolution: GG -321-18 File Number: CL2018-19 By-law Number: Report Subject: Supply and Haulage of Granular Material Recommendations: That Report COD -018-18 be received; 2. That Robert E. Young Construction Ltd. with an annual bid in the amount of $195,923.01 (Net of HST), being the low, compliant bidder meeting all terms, conditions and specifications of CL2018-19 for the Supply and Haulage of Granular Material 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 four additional one year terms; 4. That funds required for this project in the amount of $195,923.01 (Net of HST) be drawn from the following account: GR Patch/Resurf. - Misc. Op. Exp. 100-36-382-10280-7112 $195,923.01 5. That all interested parties listed in Report COD -018-18 and any delegations be advised by the Corporate Services Department of Council's decision regarding the award. Municipality of Clarington Resort COD -018-18 Report Overview Page 2 To request authorization from Council to award CL2018-19 for the Supply and Haulage of Granular Material. 1. Background 1.1 Tender specifications were prepared by the Engineering Department and the Operations Department for Supply and Haulage of Granular Material. This tender specifies for the supply, hauling, placing and stockpiling of granular material. Approximately 15,000 tonnes of Granular `A' are to be provided each year to a number 1.2 of sites within the Municipality of Clarington. 1.3 Tender CL2018-19 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. Seven companies downloaded the document. 1.4 The tender closed on April 27, 2018. 2. Analysis 2.1 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. 2.2 All bids received exceeded the anticipated 2018 budget amount. 2.3 After review and analysis of the submissions by the Operations Department, Engineering Department and the Purchasing Services Division, it was mutually agreed that the Municipality would exercise its right to reduce the scope of work. In keeping with the terms and conditions of the tender document, the specifications were reduced by 150 tonnes of granular material at one location to bring the cost within budget. Robert E. Young Construction Ltd.'s original bid price of $197,663.10 (Net of HST) was reduced to a new bid price of $195,923.01 (Net of HST). 2.4 After further review and analysis of the reduced bid price, it was mutually agreed that the low bidder, Robert E. Young Construction Ltd. be recommended for the award of contract CL2018-19 for the Supply and Haulage of Granular Material. 2.5 Robert E. Young Construction Ltd. has successfully completed work for the Municipality in the past. Municipality of Clarington Page 3 Report COD -018-18 3. Financial 3.1 That funds required for this project in the amount of $195,923.01 (Net of HST) is in the budget allocation as provided and will be drawn from the following account: GR Patch/Resurf. - Misc. Op. Exp. 100-36-382-10280-7112 $195,923.01 4. Concurrence This report has been reviewed by the Director of Operations who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Robert E. Young Construction Ltd. with the lowest compliant bid amount of $195,923.01 (Net of HST) be awarded the contract for the Supply and Haulage of Granular Material as per the terms, conditions and specifications of Tender CL2018-19. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by. Marie Marano, H.B. Sc., C.M.O Director of Corporate Services Reviewed Andrew C. Allison, B. Comm., LLB. Chief Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or dferguson@clarington.net Municipality of Clarington Attachment 1 to Report COD -018-18 Municipality of Clarington Summary of Bid Results Tender CL2018-19 Supply and Haulage of Granular Material *Price reflects a 150 tonne reduction in granular material to come within budget requirements. Total Bid* Projected 5 Year Bidder (Net of HST) Contract Value* (Net of HST) Robert E. Young Construction Ltd. $195,923.01 $979,615.03 Lafarge Canada Inc. $226,472.48 $1,132,362.38 *Price reflects a 150 tonne reduction in granular material to come within budget requirements.