Report to: General Committee Report Date: February 17, 2009

SUBJECT: Award of Contract 007-T-09 Town-wide Catch Basin Cleaning

PREPARED BY: Bob Walter, Ext. 4857

Robert Slater, Ext. 3189

RECOMMENDATION:

1) THAT the report entitled “Award of Contract 007-T-09 Town-wide Catch Basin Cleaning” be received;

2) And That the contract for 007-T-09 Town-wide Catch Basin Cleaning be awarded to the lowest priced bidder in the estimated annual amount of $208,920.00 exclusive of GST, totaling $417,840.00 exclusive of GST for a period of two (2) years;

3) And That funds for this contract for the 2009 period be drawn from the 2009 Operating Budget Accounts 700 507 5305 Catch Basin Cleaning and 700 507 5760 Tipping Fees in the estimated amount of $208,920.00 exclusive of GST;

4) And That funds for this contract for the 2010 period, in the estimated amount of $208,920.00 exclusive of GST, be included in the 2010 Operating Budget;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

1. Purpose 2. Background 3. Discussion 4. Financial

5. Others (HR, Strategic, Affected Units) 6. Attachment(s)

PURPOSE:

The purpose of this report is to award the contract for Town-wide Catch Basin Cleaning.

BACKGROUND:

The current contract for Town-wide Catch Basin Cleaning expired December 31, 2008. Staff released a tender to the market place for 2009 & 2010 estimated requirements. Catch Basin Cleaning is required to maintain the integrity of the sewer structure. It also removes the sediments from settling and restricting the flow in the storm drains and migrating to streams and rivers.

OPTIONS/ DISCUSSION:

Not Applicable

BID INFORMATION

All bids were issued in accordance with the Purchasing By-law 2004-341. The award was made to the lowest priced bidder. Staff has reviewed the bid documents and are satisfied that all terms, conditions, bid prices and specifications comply with the Town’s requirements.

Advertised, place and date	ETN
Bids closed on	January 30, 2009
Number picking up bid documents	9
Number responding to bid	4

DETAILED PRICING INFORMATION:

Bidder	Estimated Annual Price
Flow-Kleen Tech Ltd.	$208,920.00*
Nu-Con Contracting	$523,740.00
Trisan Construction	$846,290.00

*Prices are exclusive of GST and compared to previous contract (2006-2008), these prices represent a decrease of 6%. Note: Flow-Kleen Tech Ltd has been the successful contractor since 2001 with prices that are constantly lower than any other bidder.

Ø 2001 Submission – 100% lower than 2^nd bidder

Ø 2005 Submission – 105% lower than 2^nd bidder

Ø 2006 Submission – 62% lower than 2^nd bidder

Flow- Kleen Tech Ltd has a facility that recycles sand from catch basin cleaning after tipping (dewater the sediment). They will stock pile this sand, allow air to go through it, test it, and then resale this sand in Southern Ontario for winter sanding. This is a secondary business for Flow Kleen and allows them to price the tipping cost considerable less than other contractors who have to dump the material at an approved dumpsite as per MOE (Ministry of the Environment).

FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)

The following table is a summary of the financial considerations for this report:
Original Budget and Account #	$278,142	700-507-5305 & 700-507-5760 Catch Basin Cleaning & Tipping Fees
Current Budget Available (unspent)	$278,142
Less Cost	($208,920)	Awarded to Flow-Kleen Tech Ltd
Less Contingency
Budget Remaining	$69,222	*

*The remaining balance will be used for non-scheduled cleaning of catch basins for emergency responses and disposal of removed material, i.e. spills, and or illegal dumping into sewers.

HUMAN RESOURCES CONSIDERATIONS

Not Applicable

ALIGNMENT WITH STRATEGIC PRIORITIES:

Not Applicable

BUSINESS UNITS CONSULTED AND AFFECTED:

Not Applicable

RECOMMENDED

BY: ________________________ ________________________

Peter Loukes Brenda Librecz. Commissioner,

Director, Operations Community & Fire Services