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Report
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Clerk at 905-623-3379 ext. 2102.
Report To: General Government Committee
Date of Meeting: October 17, 2016
Report Number: COD-021-16 Resolution:
File Number: C2016-056 By-law Number:
Report Subject: Co-operative Tender No. C2016-056 – Supply and Delivery of Winter
Sand
Recommendations:
1.That Report COD-021-16 be received;
2.That Vicdom Sand & Gravel (Ontario) Limited with a total bid amount of $205,504.32 (net
H.S.T. Rebate) for the Municipality of Clarington’s requirements of winter sand being the
lowest responsible bidder meeting all terms, conditions and specifications of Tender C2016-
056 be awarded the contract to supply approximately 17,500 tonnes of winter sand, as
required by the Municipality of Clarington’s Operations Department;
3.That pending satisfactory pricing and service and approval by the Durham Purchasing
Co-operative, the Purchasing Manager be given authority to extend the contract two
additional one year terms; and
4.That the funds expended be drawn from the Operations Department Winter
Control/Sanding/Salting Miscellaneous Operating Supplies Account 100-36-383-10300-
7112.
Municipality of Clarington
Report COD-021-16 Page 2
Report Overview
To request authorization from Council to award the contract for the Supply and delivery of
Winter Sand as required by the Municipality of Clarington’s Operations Department.
1. Background
A tender for the Supply and Delivery of Winter Sand was issued on a co-operative basis
with the Municipality of Clarington, the City of Oshawa, the City of Pickering, the Town of
Ajax, and the Town of Whitby participating. The host agency for the tender call was the
City of Oshawa.
The tender was advertised on the Ontario Public Buyer’s Association website and posted
on the City of Oshawa’s website. Six vendors registered as downloading the document.
The Tender closed Thursday, August 5, 2016.
2. Analysis
Four bids were received in response to the tender call. Bids were reviewed and tabulated
by the City of Oshawa’s Purchasing staff (see Attachment 1). Multiple samples of Winter
Sand from TBG were tested to verify compliance with the specification and all samples
failed to meet specifications, therefore TBG was disqualified from further consideration. All
other submissions were deemed to be compliant.
The lowest compliant bid was submitted by Vicdom Sand & Gravel (Ontario) Limited for all
Co-op members.
Samples of Winter Sand provided by Vicdom were tested by Clarington and Oshawa. All
tests confirmed that the winter sand from Vicdom complied with the specifications.
3. Concurrence
This report has been reviewed by Fred Horvath, Director of Operations, who concurs with
the recommendations.
4. Conclusion
It is respectfully recommended that Vicdom Sand & Gravel (Ontario) Limited with the lowest
compliant bid of $205,504.32 (net H.S.T. Rebate) be awarded the contract for the Supply
and Delivery of Winter Sand as per Tender C2016-056.
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Municipality of Clarington
Report COD-021-16 Page 3
Submitted by: Reviewed by:
Marie Marano, H.B.Sc., C.M.O. Curry Clifford MPA, CMO, Interim
CAO Director of Corporate Services Chief Administrative Officer
Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or
dferguson@clarington.net
Attachments: Attachment 1 – Tabulation of Bid Summary
MM/DF/jm
Municipality of Clarington Attachment 1 to
Report COD-021-16
Municipality of Clarington
SUMMARY OF BID RESULTS
Tender C2016-056
SUPPLY AND DELIVERY OF WINTER SAND
Bidder Total Bid
(with HST included)
Total Bid
(net HST Rebate)
TBG Environmental Inc. Disqualified Disqualified
Vicdom Sand and Gravel
(Ontario) $228,203.50 $205,504.32
LaFarge Canada $252,131.25 $227,052.00
John Eek & Son Ltd $261,030.00 $235,065.60