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Staff Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 20, 2023 Report Number: FSD-011-23
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Robert Maciver, Deputy CAO/Solicitor Resolution#: GG-080-23
File Number: CL2023-1 By-law Number:
Report Subject: Shaw House Accessibility Upgrades
Recommendations:
1. That Report FSD-011-23, be received;
2. That Snyder Construction with a total bid amount of $541,363.20 (Net HST Rebate)
being the lowest compliant bidder meeting all terms, conditions and specifications of
tender CL2023-1 be awarded the contract for the Shaw House Accessibility
Upgrades as required by the Community Services Department;
3. That the total funds required for this project in the amount of $604,632.48 (Net HST
Rebate) which includes construction costs of $541,363.20 (Net HST Rebate) and
other related costs such as design, inspection, testing, contract administration and
contingencies of $63,269.28 (Net HST Rebate) is included in the approved
2020/2021 Capital Budget and be funded from the following account:
Description
Account Number
Amount
2021 Building & Property —
Interior Improvements
110-42-421-83719-7401
$604,632
4. That all interested parties listed in Report FSD-011-23 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FSD-011-23
Report Overview
Page 2
To request authorization from Council to award CL2023-1 for accessibility upgrades required
at the Shaw House.
1. Background
1.1 Tender specifications and drawings were prepared by Moon -Matz and provided by the
Community Services Department to the Purchasing Services Division. The scope of
work includes the installation of an accessible ramp, elevator and other accessibility
upgrades required for mix -use office space.
1.2 Tender CL2023-1 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 Buyers Association's website.
1.3 Eighteen companies registered as official plan takers. The tender document included a
mandatory site visit. Only those plan takers in attendance at the site visit were eligible
to submit a bid. Seven companies attended the mandatory site visit.
2. Analysis
2.1 The tender closed February 1, 2023.
2.2 Six submissions were received in response to the tender call. The bids were reviewed
and tabulated by the Purchasing Services Division (see attachment 1). Four
submissions were deemed compliant and forwarded to the Community Services
Department for review and consideration.
2.3 The Purchasing Services Division completed reference checks for the low compliant
bidder Snyder Construction. References were deemed satisfactory and provided to the
Community Services Department for consideration.
2.4 After review and analysis of the bids by the Purchasing Services Division and the
Community Services Department, it was mutually agreed that the low bidder Snyder
Construction be recommended for the award of CL2023-1.
3. Financial Considerations
3.1 As part of the 2020 Capital Budget process $300,000 was approved to complete
renovations at Shaw House for mixed use office space. In 2021 an additional $475,000
was requested and approved, the Municipality also received an additional $300,000 in
Municipality of Clarington Page 3
Report FSD-011-23
ICIP Grant Funding. In 2022 an additional $200,000 was approved through FSD-028-
22 for a total approved budget of $1,275,000.
3.2 The funds required for this project is $604,632.48 (Net HST Rebate), which includes the
construction costs of $541,363.20 (Net HST Rebate) and other related costs such as
design, inspection, contract administration and contingencies of $63,269.28 (Net HST
Rebate), be drawn from the following account:
Description
Account Number
Amount
2021 Building & Property —
Interior Improvements
110-42-421-83719-7401
$604,632
3.3 Queries with respect to the departments needs, specifications, etc., should be referred
to the Director of Community Services.
4. Concurrence
This report has been reviewed by the Director of Community Services who concurs with
the recommendations.
5. Conclusion
It is respectfully recommended that Snyder Construction with a total bid price of
$541,363.20 (Net HST Rebate) being the low compliant bidder be awarded the contract
for the Shaw House Accessibility Upgrades in accordance with the terms, conditions,
and specifications of Tender CL2023-1.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Summary of Bid Results
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington
Report FSD-011-23
Attachment #1
Page 4
Municipality of Clarington
C L2023-1
Shaw House Accessibility Upgrades
Bid Summary
Bidder
Total Bid Price
Total Bid Price
(Including HST)
(Net HST Rebate)
Snyder Construction
$637,998.00
$541,363.20
MVW Construction & Engineering
732,146.78
622,109.76
Inc.
J.J. McGuire General Contractors
1,429,393.50
1,220,102.40
Inc.
ON IT Construction Inc.
1,433,179.00
1,226,056.17