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HomeMy WebLinkAboutFND-023-20Staff 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: June 22, 2020 Report Number: FND-023-20 Submitted By: Trevor Pinn, Director of Finance/Treasurer Reviewed By: Andrew C. Allison, CAO File Number: CL2020-10 Resolution#: By-law Number: Report Subject: Sidewalk Bay Replacements Recommendations: 1.That Report FND-023-20 be received; 2.That Emmacon Corp. with an annual bid amount of $75,053.00 (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 Sidewalk Bay Replacements, as required by the Engineering Departments; 3.That pending satisfactory performance, the Purchasing Manager, in consultation with the Acting Director of Engineering be given the authority to extend the contract for this service for up to three additional one-year terms; 4.That the funds required for this project in the amount of $75,053.00 (Net HST Rebate) be funded by the Municipality as follows: Description Account Number Amount Ops 2019 Sidewalk 100-36-380-10733-7112 $10,764 Eng Sidewalk Replacement 110-32-331-83215-7401 $64,289 5.That all interested parties listed in Report FND-023-20 and any delegations be advised of Council’s decision. Municipality of Clarington Page 2 Report FND-023-20 1. Background 1.1 Tender specifications for Sidewalk Bay Replacements were prepared by the Engineering Department and provided to the Purchasing Services Division. 1.2 Tender CL2020-10 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 Thirteen plan takers downloaded the tender document. 2. Analysis 2.1 The tender closed on March 27, 2020. 2.2 Ten bids were received in response to the tender call. 2.3 Of the three companies who downloaded the tender document but chose not to submit pricing: One company was a construction association; One company decided they were unable to bid due to current workload; One company 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 Department for their review and consideration. 2.5 After review and analysis by the Engineering Department and the Purchasing Services Division, it was mutually agreed that the references provided by the low bidder did not demonstrate the relevant experience needed to complete this project and they were deemed non-compliant. The tender specified that three references should be provided for work of similar size and nature within the past five years. Purchasing had discussions to this effect with the low bidder and they were unable to provide three previous work references of a similar size or capacity. Due to the lack of experience of the low bidder, it was unanimously agreed by the Purchasing Division and the Report Overview To request authorization from Council to award CL2020-10 for Sidewalk Bay Replacements. Municipality of Clarington Page 3 Report FND-023-20 Engineering Department that awarding to the low bidder could put the Municipality at risk. 2.6 After further review and analysis by the Engineering Department and the Purchasing Services Division, it was mutually agreed that the low compliant bidder, Emmacon Corp. be recommended for the award of tender CL2020-10. 2.7 Emmacon Corp. has not completed work for the Municipality of Clarington, references were checked for Emmacon Corp. and came back satisfactory. 3. Financial 3.1 The annual funding required for this project is $75,053.00 (Net HST Rebate) and is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount Ops 2019 Sidewalk 100-36-380-10733-7112 $10,764 Eng Sidewalk Replacement 110-32-331-83215-7401 $64,289 3.2 Pricing submitted for Sidewalk Bay Replacements 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 estimated contract is for one year plus three optional additional years and is approximately $300,212.00 (Net HST Rebate). 3.4 Queries with respect to the department needs should be referred to the Acting Director of Engineering. 4. Concurrence This report has been reviewed by the Acting Director of Engineering and the Acting Director of Operations who concur with the recommendations. Municipality of Clarington Page 4 Report FND-023-20 5. Conclusion It is respectfully recommended that Emmacon Corp. being the lowest compliant bidder be awarded the contract for Sidewalk Bay Replacements as per the terms and conditions of Tender CL2020-10. 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 Page 5 Report FND-023-20 Attachment 1 to Report FND-023-20 Municipality of Clarington Summary of Bid Results Tender CL2020-10 Sidewalk Bay Replacements Bidder One-Year Total Bid (Net HST Rebate) Potential Four-Year Total Bid (Net HST Rebate) Neptune Security Services Inc.* $42,230.40 $168,921.60 Emmacon Corp. $75,053.09 $300,212.35 On-site Contracting Inc. $85,096.80 $340,387.20 Signature Contractors Windsor Inc. $97,547.14 $390,188.54 Aloia Brothers $99,597.60 $398,390.40 Bennington Construction Ltd. $130,970.72 $523,882.87 RD Build Inc. $136,165.79 $544,663.15 AquaTech Solutions Inc. $136,854.99 $547,419.96 Coco Paving Inc. $209,427.17 $837,708.67 Arenes Construction Ltd. $227,120.18 $908,480.72 Note: Bidders marked with * were deemed non-compliant.