Report to: General Committee                                                     Report Date: March 11, 2009

 

 

SUBJECT:                          Award of Tender 001-T-09 Supply and Delivery of Top Dressing Materials for Sports Fields  

 

PREPARED BY:               Mark Ingwersen, Ext. 3000

                                            Patti Malone, Ext 2239

 

RECOMMENDATION:

1)                  THAT the report entitled “Award of Tender 001-T-09 Supply and Delivery of Top Dressing Materials for Sports Fields” be received;

 

2)                  And That the contract for Tender 001-T-09 Supply and Delivery of Top Dressing Materials for Sports Fields be awarded to the lowest priced bidder “Cliffords Haulage Ltd” for a three (3) year term in the total amount of $516,375.00 exclusive of GST;

 

ุ      2009 -  $141,750.00

ุ      2010 -  $182,250.00

ุ      2011 -  $192,375.00

 

3)         And That the 2009 award be funded from accounts 730-732-5415 (Sports Field Maintenance) and 700-10156999195 (Sports field Maintenance & Reconstruction – Annual Program) in the amount of $141,750.00 as identified within the financial section;

 

4)                  And That the 2010 & 2011 awards be budgeted for within the respective budget years and awarded upon budget approval;

 

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

 

PURPOSE:

The purpose of this report is to obtain council approval to award contract 001-T-09 Supply and Delivery of Top Dressing Materials for Sports Fields.

 

BACKGROUND:

Tender 001-T-09 was released for top dressing material as part of the cultural practices on sports fields.

BID INFORMATION: 

Advertised, place and date

ETN

Bids closed on

March 4, 2009

Number of contractors picking up bid documents

12

Number of contractors responding to bid

6

 

 

 

 

DETAILED PRICING INFORMATION EXCLUSIVE OF GST: 

Company

Unit Price

Qty (3 years)**

Total

Cliffords Haulage Ltd

$20.25*

25,500

$516,375.00

Miller Waste Systems

$23.76

25,500

$605,880.00

Zephyr Peat Land Harvesting

$25.92

25,500

$660,960.00

Hutcheson Sand & Mixes

$32.40

25,500

$826,200.00

Turf Professionals Choice Sand and Mixes

$39.25

25,500

$1,000,875.00

Grower's Choice Landscape Products Inc.

$46.44

25,500

$1,184,220.00

* As compared to the previous contract (2006-2008), this price reflects a decrease in the unit price by 1.3% and pricing is firm fixed until 2011.

 

**Estimated cubic yards of materials are as follows:

 

ุ      2009 – 7000

ุ      2010 – 9000

ุ      2011 – 9500

 

Total – 25,500

 

Quantity (Cubic yards) is increased annually to reflect requirements for the Council approved Enhanced Cultural Practice Programs five year project (2007-2011).

 

OPTIONS/ DISCUSSION:

Not Applicable

 

FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)

The following table is a summary of the financial considerations for this report:

 

 

 

 

 

Original Budget and Account #

 

$437,442

 

Various

Current Budget Available (unspent)

 

$215,402

 

 

Less Cost

 

($141,750)

 

Awarded to Cliffords Haulage Ltd.

Less Contingency

 

 

 

 

Budget Remaining

 

$73,652

 

*

*The remaining balance of $73,652.00 will be used for other sports field maintenance projects as budgeted for within these accounts.

 

 

 

 

 

HUMAN RESOURCES CONSIDERATIONS

Not Applicable

 

ALIGNMENT WITH STRATEGIC PRIORITIES:

Not Applicable

 

BUSINESS UNITS CONSULTED AND AFFECTED:

Not Applicable

 

RECOMMENDED

                            BY:    ________________________          ________________________

                                      Peter Loukes,                                     Brenda Librecz

                                      Director, Operations                           Commissioner, Community & Fire Services