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Staff Report
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Report To:
Date of Meeting:
Submitted By:
Reviewed By:
File Number:
General Government Committee
June 1, 2020
Report Number: FND-015-20
Trevor Pinn, Director of Finance/Treasurer
Andrew C. Allison, CAO
CL2020-12
Report Subject: Rout and Crack Seal Repairs
Recommendations:
1. That Report FND-015-20 be received;
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By-law Number:
2. That Pavetech Ottawa Ltd. with an annual bid amount of $76,669.00 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2020-12 be awarded the contract for an initial one-year
term for Rout and Crack Seal Repairs, as required by the Operations Department;
3. That pending satisfactory performance, the Purchasing Manager, in consultation
with the Acting Director of Operations, be given the authority to extend the contract
for this service for up to four additional one-year terms;
4. That the funds required for this project in the amount of $76,669.00 (Net HST
Rebate) be funded by the Municipality as follows:
Description
Account Number
Amount
Hrdtop Mntce / Pavment Resurf. / Contract
100-36-381-10250-7163
$76,669
5. That all interested parties listed in Report FND-015-20 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FND-015-20
Page 2
Report Overview
To request authorization from Council to award CL2020-12 for Rout and Crack Seal Repairs.
1. Background
1.1 Tender specifications for Rout and Crack Seal Repairs were prepared by the
Engineering Department and provided to the Purchasing Services Division.
1.2 Tender CL2020-12 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.
1.3 Eleven plan takers downloaded the tender document.
2. Analysis
2.1 The tender closed on April 24, 2020.
2.2 Three bids were received in response to the tender call.
2.3 Of the eight companies who downloaded the tender document but chose not to submit
pricing:
• One company was a construction association;
• Three companies decided they were unable to bid due to current workload;
• Four companies did not respond to our request for information.
2.4 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1) and all bids were deemed compliant. The results were forwarded to the
Engineering and the Operations Departments for their review and consideration.
2.5 After review and analysis by the Engineering Department, Operations Department and
the Purchasing Services Division, it was mutually agreed that the low compliant bidder,
Pavetech Ottawa Ltd. be recommended for the award of tender CL2020-12.
2.6 Pavetech Ottawa Ltd. has not completed work for the Municipality of Clarington,
references were checked for Pavetech Ottawa Ltd. and came back satisfactory.
Municipality of Clarington
Report FND-015-20
3. Financial
Page 3
3.1 The annual funding required for this project is $76,669.00 (Net HST Rebate) and is in
the approved budget allocation as provided and will be funded from the following
account:
Description
Account Number
Amount
Hrdtop Mntce / Pavment Resurf. / Contract
100-36-381-10250-7163
$76,669
3.2 Pricing submitted for Rout and Crack Seal Repairs is to remain firm for the first year of
the contract. Should the contract be extended for additional years, the unit prices would
be adjusted on the anniversary date of the contract award by the annual percentage
change in the most recent issuance of the Consumer Price Index (CPI), All Items,
Ontario as published by Statistics Canada and the pricing will remain firm for the
contract year.
3.3 The total potential contract is for one year plus four optional additional years and is
approximately $383,344.00 (Net HST Rebate).
3.4 Queries with respect to the department needs should be referred to the Acting Director
of Operations.
4. Concurrence
This report has been reviewed by the Acting Director of Operations and the Acting
Director of Engineering who concur with the recommendations.
5. Conclusion
It is respectfully recommended that Pavetech Ottawa Ltd. being the lowest compliant
bidder be awarded the contract for Rout and Crack Seal Repairs as per the terms and
conditions of Tender CL2020-12.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext 2209 or
dferguson@clarington.net.
Attachment: Attachment 1 — Summary of Bid Results
Interested Parties: List of Interested Parties available from Department.
Municipality of Clarington
Report FND-015-20
Page 4
Attachment 1 to Report FND-015-20
Municipality of Clarington
Summary of Bid Results
Tender CL2020-12
Rout and Crack Seal Repairs
One -Year
Potential Five -Year
Bidder
Total Bid
Total Bid
(Net HST Rebate)
(Net HST Rebate)
$76,668.72
$383,343.61
Pavetech Ottawa Ltd.
$76,942.72
$384,713.60
Upper Canada Road Services Inc.
The GeoFocus Group
$98,577.44
$ 492,887.18