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REPORT
Report To: Mayor Carl Zehr & Members of Council
Date of Meeting: 2009-02-23
Submitted By: Dan Chapman, General Manager of Financial Services
Prepared By: Larry Gordon, Chief Purchasing Officer (2214)
Date of Report: 2009-02-18
Report No: FIN 09-026
Subject: T09-005 Light Poles and Fixtures -King Street
RECOMMENDATION
That tender T09-005, Light Poles and Fixtures -King Street, be awarded to Nedco, Kitchener,
Ontario, at their tendered price of $679,954.90, including P.S.T. & G.S.T.
BACKGROUND
Engineering Services wishes to proceed with the surface construction and streetscape work on
King Street from Frederick/Benton Street to Francis Street, and the reconstruction of Speakers
Corner. The project involves the replacement of all surface features on King Street including
new lighting. The new streetscape is a result of the King Street streetscape Master Plan and
EA conducted throughout 2007 and 2008. The supply of the lighting poles and fixtures was
separated from the general construction contract in order to reduce the overall cost. The project
is to be completed in three phases between 2009 and 2011 with a majority of the work being
completed in the summers of 2009 and 2010. Construction is anticipated to begin in April 2009.
REPORT
Tenders were advertised publicly in The Record, on the City of Kitchener website and the
Internet through the Ontario Public Buyers Electronic Tendering Information System.
Seventeen X17} potential bidders picked up tender documents, and by the closing date of
Thursday, January 15th, 2009, nine ~9) tenders had been received.
The alternate low bid from Gerrie Electric, Kitchener, Ontario, was qualified and rejected as non-
compliant as it contained terms and conditions that contradicted the City's general terms and
conditions in several areas rendering the terms and conditions as set out in the tender null and
void. The major areas of change were:
- prices were FOB factory not destination
- prices could be changed without advance notice
- reserved the right to demand full payment before proceeding with the order
- tender was only valid for 30 days
- reserved the right to make modifications to all products without advance notice
- price protection was for 3 months only
- FOB point was the shipping point and not the destination
The following tenders were received:
Gerrie Electric Wholesale Ltd. (alternate bid} Kitchener, ON $394,602.51
Nedco Kitchener, ON $679,954.90*
Graybar Ontario Kitchener, ON $685,186.80
Guillevin International Kitchener, ON $685,862.54
Enasco Ltd. Waterloo, ON $694,870.90
Gerrie Electric Wholesale Ltd. Kitchener, ON $695,505.96
HD Supply/Litemore London, ON $713,149.55
HD Supply/Litemore Toronto ,ON $717,751.22
Eelco Kitchener, ON INCOMPLETE
The tenders were reviewed by S. Allen, Manager, Engineering Design & Approvals, J.
MacDonald, John MacDonald Architect Inc., and R. Kruppa, Buyer, who concur with the above
recommendation.
FINANCIAL IMPLICATIONS
Funding will be provided from Internal Order 520001 1 6/5600021 7 -Downtown Streetscape
Financial Report is attached.
Dan Chapman, CA, MPA
General Manager of Financial
Services & City Treasurer
Larry Gordon, CPPO
Chief Purchasing Officer
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