HomeMy WebLinkAboutCOD-017-15 Clarftwn
Corporate Services
Report
If this information is required in an alternate accessible format, please contact the
Municipal Clerk at 905-623-3379 ext. 2102.
Report To: General Government Committee
Date of Meeting: September 8, 2015
Report Number: COD-017-15 Resolution:
File Number: By-law Number:
Report Subject: Contract Awards During Council Recess
Recommendations:
It is respectfully recommended that the General Government Committee recommend to
Council the following:
1. That Report COD-017-15 be received for information.
Municipality of Clarington
Report COD-017-15 Page 2
Report Overview
To report to Council the contracts awarded during Council recess.
1 . Background
During periods when Council is in recess provision has been made for the
approval of contract awards in order to continue with business as usual. During
the summer recess of 2015 there were seven contract awards that would
normally necessitate a report to Council.
2. Comments
In accordance with Purchasing By-Law 2015-022 S. 73 (2), the following
contracts were awarded during the Council Recess.
CL2015-3, Supply and Deliver Three Tandem Diesel Dump Trucks with
Plow equipment
CL2015-14, Rickard Neighbourhood Park Construction
CL2015-17, H.V.A.C. Mechanical Controls Retrofit at the Municipal
Administrative Centre
CL2015-23, Electrical Services
CL2015-25, 2015 Bridge and Guide Rail Repairs
RFP2015-4, Supply and Delivery of a new Pumper Truck
RFP2015-8, Audit Services
A copy of the recommending Purchasing Services Reports for the above noted
projects are attached as Attachments "1", "2", "T', "4", "5", "6" and 7"
respectively.
3. Concurrence
Not applicable.
Municipality of Clarington
Report COD-017-15 Page 3
4. Conclusion
The actions taken by Staff as documented in the attached Report Memos be
provided for Council's information.
5. Strategic Plan Application
Not applicable.
Submitted by: Reviewed by.
Marie Marano, H.B. Sc., C.M.O. Franklin Wu, Chief
Director of Corporate Services Administrative Officer
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson @clarington.net
Attachments:
Attachment 1 PS-005-15 CL2015-3 Supply and Deliver Three Tandem Diesel Dump
Trucks with Plow Equipment
Attachment 2 PS-009-15 CL2015-14 Rickard Neighbourhood Park Construction
Attachment 3 PS-016-15 CL2015-17 H.V.A.C, Mechanical Controls Retrofit at the
Municipal Administrative Centre
Attachment 4 PS-013-15 CL2015-23 Electrical Services
Attachment 5 PS-015-15 CL2015-25 2015 Bridge and Guide Rail Repairs
Attachment 6 PS-012-15 RFP2015-4 Supply and Delivery of a new Pumper Truck
Attachment 7 PS-007-15 RFP2015-8 Audit Services
There are no interested parties to be advised of Council's decision.
MM/DF/cb
Attachment 1
ciffingon Report
Purchasing Services
Date: July 9, 2015
To: Frank Wu, Chief Administrative Officer
From: David Ferguson, Purchasing Services
Report#: PS-005-15 Fillet CL2015-3
Subject: CL2015-3 - Supply and Deliver Three Tandem Diesel Dump Trucks with
Plow Equipment
Summer Recess Procedure (Purchasing By-Law 2015-022 S. 73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
a) That Report PS-005-15 be received;
b) That Harper Truck Centre with a total bid in the amount of $673,923.92 (net of
H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions
and specifications of Tender CL2015-3 be awarded the contract for the supply and
delivery of three tandem diesel dump trucks,with plow equipment; and
c) That the funds required in the amount of $673,923.92 be drawn from the following
account:
Fleet Replacement
110-36-388-83642-7401 .................................................. $443,923.92
Fleet New
110-36-388-83643-7401 .................................................. $230,000.00
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Municipality of Clarington
Report PS-005-15 Page 2
Recommended bv:
RaW Ferguson, Manag,'r, Purchasing Date
t
Services
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Concurrenc : i
Fred H h, Director of Operations Date
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Nan'cy-Iajl7K, ffrgctp bf F nance bate
Approved by:
Frank Wu, Chief Administrative Officer Date
DF1jm
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cc: M. Marano, Director, Corporate Services I!
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Municipality of Clarington
Report PS-005-15 Page 3
Report Overview
To request authorization to award Tender CL2015-3 for the supply and delivery of three
tandem diesel dump trucks with plow equipment.
Background
1. Tender specifications for the supply and delivery of three tandem diesel dump
trucks with plow equipment were provided by the Operations Department. Based
on the information provided, Tender CL2015-3 was developed and issued by the
Purchasing Services Division.
2. The tender was advertised electronically on the Municipality's website and on the
Ontario Public Buyer's Association website. Subsequently, tenders were received
and tabulated as perAttachment 1.
3. In view of the Summer Council Recess authorization is requested to award the
above contract in accordance with Purchasing By-Law #2015-022, Part 2, Section
73 — Council Recess Procedures,
Analysis
4. Nine companies downloaded the tender document from the Municipality's website.
5. One submission was received in response to the tender call. The submission was
deemed compliant.
6. After a review and analysis of the bid by the Operations Department and the
Purchasing Services Division, it was determined that the only bid received was
over budget, and contained minor concerns in the bid submission. Due to the
unique situation of only receiving one bid and that one bid being over budget, we
were able to discuss the bid submission with the bidder and negotiated a price
reduction of$7,500 which. brought the cost down into budget. We were also able
to address the minor concerns in the bid submission.
7. After further review and analysis of the revised bid submission, the Operations
Department and the Purchasing Services Division mutually agreed that the only
bidder, Harper Truck Centre be recommended for the award of contract for the
supply and delivery of three tandem diesel dump trucks with plow equipment.
8. Harper Truck Centre has provided similar services to the Municipality of Clarington
in the past and the level of service has been satisfactory.
9. The cost for the supply and delivery of three tandem diesel dump trucks"with plow
equipment is $673,923.92 (net of HST Rebate).
Municipality of Clarington
Report PS-005-15 Page 4
10. Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Operations.
11. Funding for this contract will be drawn from the following accounts:
Fleet Replacement
110-36-388-83642-7401 ................................................$443,923.92
Fleet New 1
110-36-388-83643-7401 ............................................... $230,000.00
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Concurrence
12. This report has been reviewed by Fred Horvath; Director of Operations who
concurs with the recommendations.
Conclusion
13. To award the contract to Harper Truck Centre for the supply and delivery of three
tandem diesel dump trucks with plow equipment as specified within Tender
CL2015-3.
Strategic Plan Application
The recommendations contained in this report supports investing in infrastructure as
outlined in the Strategic Plan.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson @clarington.net
Attachments:
Attachment 1 - Bid Tabulation
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Municipality of Clarington
Report PS-005-15 Page 5
Attachment 1
Municipality of Clarington
Summary of Bid Results
Tender CL2015-3
Supply and Deliver Three Tandem Diesel Dump Trucks with Plow
Equipment
1
Bidder Original Bid Negotiated Revised Bid Revised Total
' (Including Discount (Including Bid (net HST
HST) HST Rebate)!
Harper Truck $756,837.84 $7,500 E$748,362.84 $ 673,923.92
Centre
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Attachment 2
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Clarington Report
Purchasing Services
Date: July 22, 2015 i
To: Frank Wu, Chief Administrative Officer
From: David Ferguson, Purchasing Services
Report#: PS-009-15 File#: CL2015-14
Subject: CL2015-14— Rickard Neighbourhood Park Construction
Summer Recess Procedure (Purchasing By-Law 2015-022, S. 73)
Recommendations: i
It is respectfully recommended to the Chief Administrative Officer the following: j
a) That Report PS-009-15 be received;
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b) That Orin Contractors Corporation with a total bid in the amount of$510,069.37
(net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms,
conditions and specifications of Tender CL2015-14 be awarded the contract for the
completion of the work for the Rickard Neighbourhood Park Construction, as
required by the Municipality of Clarington, Engineering Services Department; and
c) That the funds required in the amount of$510,069.38 be drawn from the following
account:
Foster Creek Neighbourhood Park........................................:................$571,253.00
110-32-325-83317-7401
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Municipality of Clarington
Report PS-009-15 Page 2
Recommended bv:
�J
David Ferguson, anag , Purchasing Da e
Services
Concurrence:
2 U5
y Cannel irector 9 VEngineering Date
• ervices fi
0dy a�or, r ire for of Finance Date
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Approved by:
Frank Wu, Chief Administrative Officer Date
DF\cb
cc: M. Marano, Director, Corporate Services
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Municipality of Clarington
Report PS-009-15 Page 3
Report Overview
To request authorization to award Tender CL2015-14 for the construction of Rickard
Neighbourhood Park.
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Background
1. Tender specifications for the construction of Rickard Neighbourhood Park were
provided by the Engineering Services Department. Based on the information
provided, Tender CL2015-14 was developed and issued by the Purchasing
Services Division. i
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2. The tender was advertised electronically on the Municipality's website and on the
Ontario Public Buyer's Association website. Subsequently, tenders were received
and tabulated as per Attachment 1.
3. In view of the Summer Council Recess authorization is requested to award the
above contract in accordance with Purchasing By-Law #2015-022, Part 2, Section
73—Council Recess Procedures.
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Analysis
4. Eighteen companies downloaded the tender document from the Municipality's
website.
5. Four submissions were received in response to the tender call. All submissions
were deemed compliant.
6. After further review and analysis of the low bid by the Engineering Services
Department and the Purchasing Services Division, it was mutually agreed that the
low bidder, Orin Contractors Corporation be recommended for the contract of the
construction of Rickard Neighbourhood Park.
7. Orin Contractors Corporation has not provided similar services to the Municipality
of Clarington in.the past, however, references were contacted and stated that Orin
Contractors Corporation has completed similar projects satisfactorily.
8. The funding required including contingency costs to complete the project is
$560,193.00 (net of HST Rebate).
9. Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering Services.
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Municipality of Clarington
Report PS-009-15 Page 4
1.0. Funding for this contract-will be drawn from the following account:
Foster Creek Neighbourhood Park
110-32-325-83317-7401.....................................................$571,253.00
Concurrence
11. This report has been reviewed by Tony Cannella, Director of Engineering Services
who concurs with the recommendations.
Conclusion
12. To award the contract to Orin Contractors Corporation for the construction of
Rickard Neighbourhood Park as specified within Tender CL2015-14.
Strategic Plan Application
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The recommendations contained in this report supports investing in infrastructure as !
outlined in the Strategic Plan.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net
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Attachments:
Attachment 1 - Bid Tabulation
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Municipality of Clarington
Report PS-009-15 Page 5
Attachment 1
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Municipality of Clarington.
Summary of Bid Results
Tender CL2015-14
Rickard Neighbourhood Park Construction i
Bidder
Total Bid Total Bid
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(including HST net HST Rebate)a
Orin Contractors $ 566,409.58 $ 510,069.37 ,
Corporation
Melfar Construction Inc. $574,568.84 $517,417.04
Royal Crest Paving $630,440.56 $567,731.25
CSL Group Ltd. $768,968.39 $692,479.85
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Attachment 3
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Clff.� n Report
Purchasing Services
Date: August 31, 2015
To: Frank Wu, Chief Administrative Officer
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From: David Ferguson, Purchasing Services
Report#: PS-016-15 File#: CL2015-17
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Subject: CL2015-17 H.V.A.C. Mechanical Controls Retrofit at the Municipal i
Administrative Centre
Summer Recess Procedure (Purchasing By-Law 2015-022, S. 73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
a) That Report PS-016-15 be received;
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b) That MapleRidge Mechanical Contracting Inc. with a total bid in the amount of
$279,432.96.(net of H.S.T. Rebate), being the lowest responsible bidder meeting
all terms, conditions and specifications of Tender CL2015-17 be awarded the
contract for the H.V.A.0 Mechanical Controls Retrofit at the Municipal
Administrative Centre; and
c) That the funds required in the amount of$279,432.96 (Net HST Rebate) be drawn
from the following account:
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Energy Management Account 110-16-130-81613-7401........................$279,432.96
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Attachment 3
Municipality of Clarington
Report PS-016-15 Page 2
Recommended bv:
/oo-0/15 _'
David Ferguson, M nager, urchasing D to
Services
Concurrence:
?mil
Fred H rG irector of Operations Date
-()q3&2
N ncy Taylq , Director of Finance/Treasurer J Oate
Approved by: �
J�o
Frank Wu, Chief Administrative Officer Date ,
DF1jm
cc: M. Marano, Director, Corporate Services
Attachment 3
Municipality of Clarington
Report PS-016-15 Page 3 i
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Report Overview
To request authorization to award Tender CL2015-17 for the completion of H.V.A.0
Mechanical Controls Retrofit at the Municipal Administrative Centre.
Background
1. Tender specifications for H.V.A.0 Mechanical Controls Retrofit at the Municipal
Administrative Centre were prepared and provided by MAT4 Site Engineers to the
Operations Department. Tender CL2015-17 was issued by the Purchasing
Services Division.
The tender was advertised electronically on the Municipality's website and on the
Ontario Public Buyer's Association website.
2. In view of the Summer Council. Recess authorization is requested to award the
above contract in accordance with Purchasing By-Law#2015-022, Part 2, Section
73 —Council Recess Procedures
Analysis
3. Three submissions were received in response to the tender call. Tenders received
were tabulated as per Attachment 1. All submissions were deemed compliant.
4. After further review and analysis of the low bid by the Purchasing Services Division
and concurrence by the Operations Department, the consultant MAT4 Site
Engineers, it was mutually agreed that the low bidder, Mapleridge. Mechanical
Contracting Inc. be recommended for the award of contract for*the completion of
H.V.A.0 Mechanical Controls Retrofit at the Municipal Administrative Centre.
5. References were checked and a- Pre-award meeting was held with Mapleridge j
Mechanical Contracting Inc. to verify the bidder's knowledge of the work. Based
on this meeting and the reference checks, it is recommended to proceed with the
award of this contract to the low bidder Mapleridge Mechanical Contracting Inc.
6. After the review of the bids it was decided not to proceed with the work in the
Library section of the Municipal Administrative Centre which was built in 2002.
This change reduced the total cost to $279,432.96 (net HST rebate) down from the
full tendered amount of$307,925.76 (net HST rebate).
7. The funding required to complete the project is $279,432.96 (net of HST Rebate).
Attachment 3
Municipality of Clarington
Report PS-016-15 Page 4
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8. The required funds are within- budget.and will be drawn from the following G/L
Account:
Energy Management Account 110-16-130-81613-7401 ................... $279,432.96
9. Queries with respect to the .department needs, specifications, etc. should be
referred to the Director of Operations:
Concurrence
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10. This report has been reviewed by Fred Horvath, Director of Operations and Nancy
Taylor, Director of Finance/Treasurer who concur with the recommendation.
Conclusion
11. To award the contract to Mapleridge Mechanical Contracting Inc. for the
completion of the H.V.A.0 Mechanical Controls Retrofit at the Municipal
Administrative Centre as specified within Tender CL2015-17.
Strategic Plan Application i
Not applicable.
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Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson @clarington.net
Attachments:
Attachment 1 - Bid Tabulation
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Attachment 3
Municipality of Clarington
Report PS-016-15 Page 5
Attachment 1
Municipality ®f
Summary of Bid Results
Tender CL2015-17
H.V.A.0 Mechanical Controls Retrofit at the Municipal Administrative
Centre i
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Bidder Total Bid* Total Bid
(including H.S.T Net KS.T Rebate
Ma lerid a Mechanical Contracting Inc $341,938.00 $307,925.76
Inte racon Inc. $472,792.00 $425,763.84
Prairie Plumbin $474,509.60 $427,310.59
*Total bids as read out during the Public Tender Opening
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Attachment 4
ciffingwn Report
Purchasing Services
Date: July 28, 2015
To: Frank Wu, Chief Administrative Officer
From: David Ferguson, Purchasing Services
Report#: PS-013-15 File#: CL2015-23
Subject: CL2015-23 — Electrical Services
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
a) That Report PS-013-15 be received;
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b) That George Moore Electrical with a total bid in the amount of$166,737.83 (net of
H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions
and specifications of Tender CL2015-23 be awarded the contract for the provision
of electrical services as required for the various Municipal Facilities,;
c) That the funds expended be drawn from the respective operating budgets; and
d) That pending satisfactory service and pricing that the Purchasing Manager be
authorized to extend the contract for up to two additional one year terms.
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Attachment 4
Municipality of Clarington
Report PS-013-15 Page 2
Recommended bv:
David Ferguson, Manage Purchasing ,Date
Services
Approved by: i
ees,"
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Frank Wu, Chief Administrative Officer Date
DF\sm
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cc: M. Marano, Director, Corporate Services
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Attachment 4
Municipality of Clarington
Report PS-013-15 Page 3
Report Overview
To request authorization to award Tender CL2015-23 for the provision of electrical
services as required by the Municipality.
Background
1. Tender specifications were prepared and issued by the Purchasing Services
Division.
2. The tender was advertised electronically on the Municipality's website and on the
Ontario Public Buyer's Association website.
Analysis
3. Twelve companies downloaded the tender document from the Municipality's
website.
4. Six submissions were received in response to the tender call. Tenders received
were tabulated as per Attachment 1. All submissions were deemed compliant.
5. After further review and analysis of the low bid by the Operations, Community
Services, and Purchasing Services, it was mutually agreed that the low bidder,
George Moore Electrical be recommended for the award of contract for the
provision of electrical services as required at the various Municipal owned
facilities.
6. George Moore Electrical has provided services to the Municipality of Clarington in
the past and the level of service has been satisfactory.
7. The annual cost is approximately $55,579.28 (net HST Rebate). The initial
contract term is three years therefore the estimated value of the contract is
approximately $166,737.83 (net HST Rebate).
8. The pricing received is firm for the initial three year contract.
9. The Municipality has the option to extend the contract for up to two additional one
year terms pending satisfactory pricing and service.
10. The expended funds be drawn from the respective departmental operating
budgets.
Attachment 4
Municipality of Clarington
Report PS-013-15 Page 4
11. Queries with respect to the department needs should be referred to the respective
Department Head.
Concurrence
12. This report has been reviewed by Fred Horvath, Director of Operations, and
George Acorn, Facilities Manager on behalf of Joseph Caruana, Director of
Community Services who concur with the recommendation.
Conclusion
13. To award the contract to George Moore Electrical for the provision of electrical
services as required by the municipally owned and operated facilities as per
terms, conditions and specifications of Tender CL2015-23.
Strategic Plan Application
Not Applicable.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net
Attachments:
Attachment 1 - Bid Tabulation
Municipality of Clarington Attachment 4
Report PS-013-15 Page 5
Attachment 1
Municipality of Cl rin ton
g
Summary of Bid Results
Tender,CL2015-23
Electrical Services
Bidder Total Bid 3 Year Total Bid 3 Year
(Net HST Rebate) (Including HST)
George Moore Electrical $166,737.83 $185,155.02
Advanced Electrical Services $241,018.56 $267,640.50
Multi-Service Electric Ltd. $246,676.92 $273,923.87
Cameron Contracting $259,724.59 $288,412.73
DAC Power Systems $296,548.99 $329,304.60
TBR Mechanical/Electrical Inc. $331,121.95 $367,696.35
Attachment 5
�j 11 Report
Purchasing Services
Date: August 28, 2015
To: Frank Wu, Chief Administrative Officer
From: David Ferguson, Purchasing Services
Report#: PS-015-15 File#: CL2015-25
Subject: CL2015-25 — 2015 Bridge and Guide Rail Repairs
Summer Recess Procedure (Purchasing By-Law 2015-022, S. 73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
a) That Report PS-015-15 be received;
b) That All Services Inc. with a total bid in the amount of$ 462,835.01 (net of H.S.T.
Rebate), being the lowest responsible bidder meeting all terms, conditions and
specifications of Tender CL2015-25 be awarded the contract for the completion of
the work as required by the Municipality of Clarington for the various Bridge and
Guide Rail Repairs; and
c) That the funds required in the amount of$600,000.00 (Net HST Rebate) including
construction cost of$462,835.01 and other costs such as design inspection and
contract administration, utility allowance, and contingency allowance be drawn
from the following accounts:
Structures Rehabilitation 110-32-330-83275-7401 (2015) ..................$ 519,000.00
Roadside Protection 110-32-330-83338-7401 (2015) ...................$ 81,000.00
Attachment 5
Municipality of Clarington
Report PS-015-15 Page 2
Recommended by:
. � I
David Ferguson, Manage Purchasin D e
Services
Concurrence:
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2w t�z
Gr 3
Tony Cannella, Director of Engineering Date
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NafrOy Tay r, Dire or of Finance/Treasurer ate
Approved by:
Frank Wu, Chief Administrative Officer Date
DF1sm
cc: M. Marano, Director, Corporate Services
Attachment 5
Municipality of Clarington
Report PS-015-15 Page,.3
Report Overview
To request authorization to award Tender CL2015-25 for the completion of the bridge
and guide rail repairs as required by Engineering Department.
Background
1. Tender specifications for bridge and guide rail repairs were prepared and provided
by AECOM to the Engineering Department. Tender CL2015-25 was issued by the
Purchasing Services Division.
2. The tender was advertised electronically on the Municipality's website and on the
Ontario Public Buyer's Association website as well as in the Daily Commercial
Newspaper.
3. In view of the Summer Council Recess authorization is requested to award the
above contract in accordance with Purchasing By-Law #2015-022, Part 2, Section
73—Council Recess Procedures
Analysis
4. Three submissions were received in response to the tender call. Tenders received
were tabulated as per Attachment 1. All submissions were deemed compliant.
5. After further review and analysis of the low bid by the Engineering Department,
and the Purchasing Services Division, it was mutually agreed that the low bidder,
All Services Inc. be recommended for the award of contract for the completion of
the repairs as per the tender specifications. j
6. Based on past experience, it is recommended to proceed with the award of this j
contract to All Services Inc.
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7. The funding required including design, inspection and contract administration,
utility relocation and contingency costs to complete the project is $600,000.00 (net
of HST Rebate).
8. The required funds are within budget and will be drawn from the following G/L
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Account: j
Structures Rehabilitation 110-32-330-83275-7401 (2015) ..................$ 519,000.00
Roadside Protection 110-32-330-83338-7401 (2015) ............... $ 81,000.00
9. Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering.
Attachment 5
Municipality of Clarington
Report PS-015-15 Page 4
Concurrence
10. This report has been reviewed by Tony Cannella, Director of Engineering and
Nancy Taylor, Director of Finance/Treasurer who concur with the recommendation.
Conclusion
11. To award the contract to All Services Inc. for the completion of the 2015 Bridge
and Guide Rail Repairs as specified within Tender CL_2015-25.
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Strategic Plan Application
Not applicable.
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Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net
Attachments:
Attachment 1 - Bid Tabulation
Attachment 2 —Memo from Engineering
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Attachment 5
Municipality of Clarington
Report PS-015-15 Page 5
Attachment 1
Municipality of Clarington
Summary of Bid Results
Tender CL2015-25
2015 Bridge and Guide Rail Repairs
Bidder Total Bid Total Bid
(including H.S.T) (Net H.S.T Rebate
All Services Inc. $ 513,957.90 $ 462,835.01
McPherson Andrews Contracting Ltd. $ 879,546.24 $ 792,058.63
Bob Hendricksen Construction $ 927,169.52 $ 834,944.87
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Attachment 5 ft cla ;
IVI r.M U
(Revised)
TO: David Ferguson, Purchasing Manager
FROM: Ron Albright,Assistant Director, Engineering Services
DATE: August 31, 2015
RE: 2015 Bridge and Guide Rail Repairs
CL2015»25
The Engineering Services Department has reviewed the submissions for CL2015-25
and offers the following comments.
The project includes repairs to the following bridges including installation/repairs to
guide rail on the approaches and over the structures.
e Lakeshore Rd, west of Newtonviile Rd (Structure 98005)
4 Reid Rd, south of Concession Rd 4 (Structure 98021)
Elliott Rd, south of Concession Rd 4 (Structure 98037)
6 Lockhart Rd, south of Concession Rd 4 (Structure 98065) .
The low bidder on this contract was All Services Inc. Based on past experience with this
contractor, we recommend award of the contract to All Services Inc. in the amount of
$513,957.90, inclusive of.HST, or$462,835.01 net of HST rebate.
A contingency amount of approximately 10% of construction costs is required for this
project, based on past experience. Therefore, including other cost such as design,
Inspection and contract administration, utility relocation, contingency and net HST costs,
the Engineering Department advises of the following funding.
Funding for the project includes $433,780.00 from the Ontario Community Infrastructure
Fund (OCIF), which Is included in the Structures Rehabilitation account.
Attachment 5
2015 Bridge and Guide Rail Repairs,
CL2015-25 2 Aug 31, 2015
Construction Cost, Based on Low Bid (net of HST)' $462,835.01
Other Costs (net of HST) $137,164,99
Total Project Cost $600,000.00
Allocated Financing
Structures Rehabilitation (2015),
110-32-330-83275-7401 $519,000.00
Roadside Protection (2015),
110-32-330-83338-7401 . $81,000.00
* A more -detailed breakdown to be provided to Finance to provide
necessary information for tracking of Tangible Capital Assets (TCA).
Considering all project costs, there is sufficient funding available, and the Engineering
Dept recommends that the Purchasing Dept: move forward with award of the contract
based on the above apportionments. Should you have any further questions, please
feel free to contact the undersigned.
Regards,
Ron Albright, P. Eng.
Assistant Director, Engineering Services
RA/sb/dv
Pc: Nancy Taylor, Director of Finance
A.S. Cannella, Director of Engineering Services
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Attachment 6
ajar 11
Report
Purchasing Services
Date: July 22, 2015
To: Frank Wu, Chief Administrative Officer
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From: David Ferguson, Purchasing Services
Report#: PS-012-15 File#: RFP2015-4
Subject: RFP2015-4 - Supply and Delivery of a new Pumper Truck
Summer Recess Procedure (Purchasing By-Law 2015-022 S. 73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
a) That Report PS-012-15 be received; .
b) That Fort Garry Fire Trucks Ltd. with a total bid in the amount of$697,842.60. (net
of H.S.T. Rebate), being the highest scoring bidder meeting all terms, conditions
and specifications of the Request for Proposal RFP2015-4 be awarded the
contract for the supply and delivery of a new Pumper Truck;
c) That authority is given to renew this contract to allow the purchase of additional
pumper trucks in up to four additional optional years to satisfy the needs of the
Municipality based on available budget, satisfactory pricing, vendor performance,
and service; and
d) That the funds required in the amount of$697,842.60 be drawn from the following
account, with the additional funds required to be transferred to the capital account
from the fire equipment R/F in the amount of$22,842.60:
110-28-388-82824-7401.......................................................................$ 697,842.60
Attachment 6
Municipality of Clarington
Report PS-012-15 Page 2
Recommended by:
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David Ferguson, Manage Purchasing Date
Services
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Concurrence:
�t cam✓- J"k ayr '
Gord Weir, Director of Emergency Services Date
'2-3 Le;5 i
Fred N rvath, Director of Operations V Date
20 r
Nancy Tay or, Oired&r ofd finance Date
Approved by:
Frank Wu, Chief Administrative Officer Date
DF1jm
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cc: M. Marano, Director, Corporate Services
Attachment 6
Municipality of Clarington
Report PS-012-15 Page 3
Report Overview
To request authorization to award Request for Proposal RFP2015-4 for the supply
and delivery of a new Pumper Truck.
Background
1. Specifications for the supply and delivery of a new Pumper Truck were provided by
the Emergency Services Department in consultation with the Operations
Department. Based on the information provided, Request for Proposal RFP2015-4
was developed and issued by the Purchasing Services Division.
2. The Request for Proposal (RFP) was advertised electronically on the Municipality's
website and on the Ontario Public Buyer's Association website.
3. In view of the Summer Council Recess authorization is requested to award the
above contract in accordance with Purchasing By-Law #2015-022, Part 2, Section
73 —Council Recess Procedures.
Analysis
4. Twelve companies downloaded the tender document from the Municipality's
website.
5. Six submissions were received in response to the tender call. Four of the
submissions were deemed compliant.
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6. All proposals received were reviewed by the evaluation committee which consisted
of representatives from the Emergency Services Department and the Operations
Department.
7. The evaluation committee reviewed and scored the proposals in accordance with
the pre-established evaluation Criteria as outlined in the RFP document.
8. Based on the evaluation rankings, two of the 4 firms passed into the next stage of
the evaluation and scoring of the pricing.
9. Upon completion of the final evaluation scoring, the evaluation committee's
recommendation is to award the contract to the highest ranked proponent - Fort
Garry Fire Services Ltd.
10. Fort Garry Fire Services Ltd. has provided similar services to the Municipality of
Clarington in the past and the level of service has been satisfactory.
Attachment 6
Municipality of Clarington
Report PS-012-15 Page 4
11. The Contract term is to supply one.Pumper truck in the first year, with the option for
the Municipality to renew the contract for four additional optional one year terms
provided that council approves budget for additional pumper trucks in those years
and the vendor provides satisfactory pricing and service.
12. The cost for the supply and delivery of the supply and delivery of a new Pumper
Truck is'$697,842.60 (net of HST Rebate).
13. Queries with respect to the department needs, specifications, etc. should be referred
to the Director of Emergency Services.
14. Funding for this contract will be drawn from the following account:
110-28-388-82824-7401.......................................................................$ 697,842.60
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15. Please note the 2015 budget for 110-28-388-82824 is $675,000. The additional
funds required for this project are to be transferred from the Fire Equipment R/F.
The total amount of additional funds required is $22,842.60
Concurrence
16. This report has been reviewed by Gord Weir, Director of Emergency Services who
concurs with the recommendations.
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Conclusion
17. To award the contract to Fort Garry Fire Trucks Ltd. for the supply and delivery of
a new Pumper Truck in accordance to all the terms conditions and specifications
of RFP2015-4 and Fort Garry's Proposal.
Strategic Plan Application
Not applicable.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson @clarington.net
Attachments:
Attachment 1 — List of Proposals Received
Attachment 6
Municipality of Clarington
Report PS-012-15 Page 5
Attachment 1
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Municipality of Clarington
Summary of Proposals Received
Request for Proposal RFP 2015-4
Supply and Deliver a Pumper Truck
Bidder
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Fort Garry Fire Trucks Ltd.
Smeal Fire Apparatus Co
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Carrier Centre Inc
Dependable Truck
Eastway 911
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Arnprior Trucks Corp.
Attachment 7
ciffingon
Report
Purchasing Services
Date: July 13, 2015
To: Frank Wu, Chief Administrative Officer
From: David Ferguson, Purchasing Services
Report#: PS-007-15 File#: RFP2015-8
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Subject: RFP2016-8 Audit Services
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
a) That Report PS-007-15 be received;
b) That Grant Thornton LLP with a total bid in the amount of$303,473.76 (net of
H.S.T. Rebate), being the highest ranked proponent meeting all terms, conditions j
and specifications of Request for Proposal RFP2015-8 be awarded the contract
for the provision of Audit Services for a five year term; and
c) That the funds required, $303,473.76 (net HST Rebate), be drawn on an annual
basis over the five term from the Unclassified Administration —Audit and Account
fees account:
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100-21-211-00000-7154.......................................................................$ 303,473.76
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Attachment 7
Municipality of Clarington
Report PS-007-15 Page 2
Recommended by:
David Ferguson, Mana r, Purchasing Date
Services
Concurrence:
N a-66y rTailor—, bip6cfor of Finance/Treasurer bate
Approved by..
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Frank Wu, Chief Administrative Officer bate
DF\jm
cc: M. Marano, Director, Corporate Services
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Attachment 7.
Municipality of Clarington
Report PS-007-15 Page 3
Report Overview
To request authorization to award the five year contract for the provision of Audit
Services as per RFP2015-8.
Background
1. The Finance Department provided specifications for the Audit Service
requirements of the Municipality. Based on the information provided, Request for
Proposal RFP2015-8 was developed and issued by the Purchasing Services
Division.
2. The Request for Proposal (RFP) was advertised electronically on the Municipality's
website and on the Ontario Public Buyer's Association website.
3. In view of the Summer Council Recess authorization is requested to award the
above contract in accordance with Purchasing By-Law #2015-022, Part 2, Section
67—Council Recess Procedures.
Analysis
4. Four firms downloaded the RFP document from the Municipality's website.
5. Three submissions were received in response to the RFP call. All submissions
were deemed compliant and scored according the pre-established Evaluation
criteria.
6. Representatives from the Finance Department and Purchasing Services scored
each of the three proposals based on the pre-established Evaluation Criteria.
Some of the areas on which the submissions were evaluated included the
following: Previous Experience, Municipal Experience, Key Personnel, Ability to
Complete the Project in Accordance with Schedule, etc.
7. Upon completion of the scoring of the Evaluation Team, all three firms passed the
technical thresholds. It was determined that presentations would not be required
so the next stage was the evaluation and scoring of the pricing.
8. Upon completion of the evaluation scoring the recommendation is to award to the
highest ranked proponent— Grant Thornton LLP.
9. Grant Thornton LLP is the current provider of Audit Services for the Municipality of
Clarington and their level of service has been satisfactory.
Attachment 7
Municipality of Clarington
Report PS-007-15 Page 4
10. The contract term is five years and has a total cost of $303,473.76 (Net HST
Rebate).
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11. Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Finance/Treasurer.
12. Funding for this contract will be drawn on an annual basis from the Unclassified
Administration —Audit and Account fees account:
100-21-211-00000-7154.......................................................................$ 303,473.76
13. In accordance with the Purchasing By-law, Purchasing Services has consulted
with the requesting department and recommends as follows:
Following your approval as provided by Section 73 of By-law 2015-022, the
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Purchasing Manager be authorized to award a contract to Grant Thornton,
Toronto, ON in the amount of$ 303,473.76 Net of HST Rebate, for the provision of
Auditing Services being the highest ranked submission received.
Concurrence
14. This report has been reviewed by Nancy Taylor, Director of Finance/Treasurer
who concurs with the recommendations.
Conclusion
15. To award the contract to Grant Thornton LLP for the provision of Audit Services in
accordance to all terms, conditions and specifications of RFP2015-8 and their
proposal.
Strategic Plan Application
Not applicable.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net
Attachments:
Attachment 1 — List-of Proposals Received
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Attachment 7
Municipality of Clarington
Report PS-007-15 Page 5
Attachment 1
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Municipality of Clarington
Summary of Proposals Received '
Request for Proposal RFP2015-8
Audit Services j
Bidder
Grant Thornton LLP
Collins Barrow Chartered Accountants
BDO Canada LLP
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