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REPORT TO
EXECUTIVE COMITTEE
Report Number: OES 33-06
Date: September 25, 2006
From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Tender No. T-6-2006 - Playground Construction
- Request for Proposal -RFP-9-2006 Playground Equipment
- Quote Q-51-2006 - Quotation for Safety Surface Material
- File: A-2130
Recommendation:
1. That Report OES 33-06 of the Director, Operations & Emergency Services regarding
playground construction, playground equipment, and safety surface material be
received;
2. That Tender No. T-6-2006 as submitted by Royalcrest Paving & Contracting Ltd. for
park and playground construction in the amount of $98,094.00 (excluding GST) be
accepted;
3. That the Request for Proposal, RFP-9-2006 as submitted by Crozier Agencies for
the supply and installation of playground equipment in various parks in the amount
of $108,568.95 (excluding GST) be accepted;
4. That Quotation Q-51-2006 as submitted by Playcare Inc. for Safety Surface Material
in various parks in the amount of $33,845.00 be accepted;
5. That all other associated project costs of $59,492.05, and the total project cost of
$300,000 (excluding GST), be accepted;
6. That the Director Corporate Services & Treasurer be authorized to transfer $300,000
from the Parkland Reserve Fund as provided for in the 2006 Capital Budgets; and
7. Further, that the appropriate officials of the City of Pickering be authorized to take
the necessary actions to give effect thereto.
Report DES 33-06
September 25, 2006
Subject: Tender T-6-2006 Playground Construction
RFP-9-2006 Playground Equipment
Quotation Q-51-2006 - Safety Surface Material
" 1.'
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Page 2
Executive Summary: The construction of new playground facilities in a number of City
parks, as well as required upgrades to miscellaneous facilities was approved by Council in
the 2006 Capital Budget. As part of the implementation of our Playground Equipment
Replacement program four (4) parks were originally identified for this years installation.
1. P-027 - Amberlea Park - Braeburn Crescent
2. P-029 - Beverley Morgan Park - Liverpool Road at Hydro Corridor
3. P-020 - Denmar Park - Denmar Road to Brock Road
4. P-017 - Valleyview Park - Valleyview Drive to Westcreek Drive
The parks will be upgraded to remove outdated play equipment and to provide new play
equipment designed to comply with the National Standard of Canada: CSA Standard
CAN/CSA-Z614-03 (updated August 2004), Children's Playspaces and Equipment.
RFP-9-2006 includes the supply and installation of play structure and swing sets in various
City of Pickering parks. The installation of this equipment is required to replace existing
playground equipment that is in poor condition and/or does not meet CSA standards.
T-6-2006 includes the construction of playground areas and pathways in various City of
Pickering parks. Park construction items typically include the development of concrete
curbed play areas, concrete bench and waste receptacle pads, the installation of asphalt
pathways and related park items that may be required, such as drainage systems, trees,
topsoil, and sod. The terms of the contract allow the City of Pickering to draw on the
contract unit prices to complete additional park construction works as required.
Q-51-2006 includes the supply and installation safety surface material in various City of
Pickering parks.
Other project costs that have been identified include the supply and installation of standard
park benches and waste receptacles; P-gates at Denmar Park and rubber safety mats to
enhance safety surface material. It is recommended that work required for these items be
obtained in accordance with the Council approved Purchasing Procedures and policy.
CORP0227-07/01 revised
R~~9rtOES 33-06
Ul,..
Subject: Tender T-6-2006 Playground Construction
RFP-9-2006 Playground Equipment
Quotation Q-51-2006 - Safety Surface Material
September 25, 2006
Page 3
Financial Implications: IndividuallPark Costs
Location ConstructioQ Equipment Safety Total
Surfacina Cost
Amberlea Park $21,130.00 $25,505.55 $10,570.00 $57,205.55
Beverley Morgan Park 31,952.00 26,994.45 12,775.00 71,721.45
Denmar Park 34,272.00 20,413.05 10,500.00 65,185.05
Vallevview Park 10,740.00 35,655.90 46,395.9
Sub Total $98,094.00 $108,568.95 $33,845.00 $240,507.95
Other Estimated Proiect Costs
1.
2.
3.
4.
Benches & Trash Receptacles (at new playgrounds)
Materials Testing
Miscellaneous Costs (P-gates, safety mats, etc.)
Contingency
Total (GST excluded)
$10,836.83
2,000.00
16,655.22
30,000.00
59.492.05
$300,000.00
Summary Available Funds
Account Proiect Code
Amount
2006 Budget Parkland
Reserve Fund
5780.0620.6130 06.2718.001.03
$300,000
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and
the financing of the expenditures contained in this report and has provided the financing
recommendations.
Background: Proposals for RFP-9-2006 were received on September 7, 2006. Five
responses were received of which (4) proposals were available for consideration. An
Evaluation Committee comprised of three members from the Municipal Property &
Engineering Division and one from Supply & Services assembled to review, evaluate, and
make a recommendation. Based on the evaluation criteria, Crozier Agencies (Game Time)
received the highest score and is therefore, being recommended for the supply and
installation of the playground equipment in 2006. The Health & Safety Policy, Workplace
Safety & Insurance Board (WSIB) Council Amended Draft 7 (CAD 7) form, and Cost &
Frequency Record issued by WSIB for Crozier Agencies (Game Time) will be reviewed by
the Safety & Training Coordinator, expected to be completed prior to this Report being
considered by Committee and Council. References as provided by Crozier Agencies
CORP0227-07/01 revised
Report OES 33-06
September 25, 2006
Subject: Tender T-6-2006 Playground Construction
RFP-9-2006 Playground Equipment
Quotation Q-51-2006 - Safety Surface Material
013
Page 4
(Game Time) for playground installations of this caliber have been checked by the
Supervisor, Engineering & Capital Works and are satisfactory.
Eight (8) companies were invited to submit bids for Tender T-6-2006 playground
construction and two (2) responded at time of closing. The low bidder, Royalcrest Paving &
Contracting Ltd. has performed similar projects for the City in the past and a check of their
references for projects such as this have been deemed acceptable by the Supervisor,
Engineering & Capital Works. The Health & Safety Policy, the CAD 7 form and Certificate
of Clearance issued by the Workplace Safety & Insurance Board, as submitted by
Royalcrest Paving will be reviewed by the Coordinator, Health & Safety, expected to be
completed prior to this report being considered by Committee and Council. In conjunction
with staffs' review of reference information and the bonding available on this project, is
deemed acceptable.
Four (4) companies were invited to submit quotations for Q-51-2006 for the Safety
Surfacing Material and two companies responded at time of closing. Playcare & Design
Inc., who have previously completed similar projects for the City satisfactorily, was the
lowest bidder.
Upon careful consideration of all tenders, quotations and proposals received, relevant
documents received and pending, the Director, Operations & Emergency Services
Department and Division Head, Municipal Property & Engineering Division recommend the
acceptance of the low bid by Royalcrest Paving & Contract Ltd. for Tender T-6-2006 in the
amount of $98,094.00 (GST excluded), and the proposal submitted by Crozier Agencies for
RFP-9-2006 in the amount of $108,568.95 (GST excluded), Q-51-2006 submitted by
Playcare Inc. in the amount of $23,275.00 (GST excluded) with an adjustment (increase) of
$10,570.00 (GST excluded) for the addition of Amberlea Park for a total of $33,845.00
(GST excluded) and other associated costs of $59,492.05 for a net total project cost of
$300,000.00 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Location Maps
2. Supply & Services Memorandum - T-6-2006 Playground Construction
3. Supply & Services Memorandum - RFP-9-2006
4. Evaluation Criteria - RFP 9-2006 Playground Equipment
5. Supply & Services Memorandum - Q-51-2006 Safety Surface Material
CORP0227-07/01 revised
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Report OES 33-06
September 25, 2006
Subject: Tender T-6-2006 Playground Construction
RFP-9-2006 Playground Equipment
Quotation Q-51-2006 - Safety Surface Material
Page 5
Prepared By:
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Ev Bunt
Director, Operations & Emergency Services
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Vera A. Felgemacher
Manager, Supply & Services
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Gillis A. Paterson
Director, Corporate Services & Treasurer
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Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City.Founcil '7 /
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CORP0227-07/01 revised
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MUNICIPAL PROPERTY & ENGINEERING
Attachment For Tender: T -06-2006
PLAYGROUND CONSTRUCTION - VARIOUS LOCATIONS
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PROPOSED CONSTRUCTION INCLUDES:
Asphalt Pathways, Curbed Play Area, Play Structure, Safety Surface, Benches.
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MUNICIPAL PROPERTY & ENGINEERING
Attachment For Tender: T -06-2006
PLAYGROUND CONSTRUCTION - VARIOUS LOCATIONS
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CORPORATE SERVICES DEPARTMENT
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MEMORANDUM
September 13, 2006
To: Richard Holborn
Division Head
Municipal Property & Engineering
Darrell Selsky./
Supervisor
Engineering & Capital Works
From:
Vera A. Felgemacher
Manager, Supply & SE~rvices
Subject:
Tender for Playground Construction
Tender No. T-6-2006
CLOSING: Wednesday, September 132006, before 2:00 p.m.
Tenders have been received for the above project. A total of 13 companies were
invited to participate of which 5 companies picked up tendering packages for a
non-refundable fee of $50.00 per set. Two (2) bidders responded and submitted
a tender for this project.
An advertisement was placed in the Daily Commercial News, News Advertiser
and on the City's Website. A copy of the Record of Tenders Opened and
Checked used at the public tender opening is attached. Tenders shall be
irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking
tendered unit prices and extensions; unit prices shall govern and extensions will
be corrected accordingly, which has been done.
All deposits other than the low three bidders may be returned to the applicable
bidders as provided for by Purchasing Procedure No. PUR 010-001, Item
10.03(w). Therefore, the tenders of the low three (3) bidders are attached for
review.
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Richard Holborn
Darrell Selsky
September 13, 2006
Page 2
Summary
(PST included, GST included)
Company Total Tendered After Calculation
Amount $ Check $
Royalcrest Paving & 103,979.64 103,979.64
Contractinq Ltd.
Serve Construction Ltd. 112,499.76 112,499.76
Pursuant to Information to Bidders Item 21, the following are being requested of
the low bidder for your review durin~1 the evaluation stage of this tender call:
(a) a copy of the Health and Safety Policy to be used on this project;
(b) a copy of the current Cost and Frequency Report issued by Workplace
Safety & Insurance Board
(c) a copy of the current Certificate of Clearance issued by Workplace Safety &
Insurance Board;
(d) the City's certificate of insurance shall be completed by the bidder's agent,
broker or insurer.
Please review the copy of the bid. Include the following items in your Report to
Council:
(a) if items (a) through (c) noted above, are acceptable to the Safety & Training
Co-ordinator;
(b) any past work experience Royalcrest Paving & Contracting Ltd. including
work location;
(c) without past work experience, if reference information is acceptable;
(d) the appropriate account number(s) to which this work is to be charged;
(e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding - including reference to Debt Financing
if applicable;
(g) related departmental approvals;
(h) any reason(s) why the low bid of Royalcrest Paving & Contracting Ltd. is not
acceptable;
(i) and related comments specific to the project.
If you require further information, please feel free to ~ontact me.
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Vera A. Felgemacher
Manager, Supply & Services
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Attachments
Copy for: Director, Operations & Emergency Services
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CORPORATE SERVICE'Si5EPARTMENT
SUPPLY & SERVICES
MEMORANDUM
September 11 , 2006
To:
Richard Holborn
Division Head, Municipal Property & Engineering
From:
Jill Hone
Buyer
Subject:
RFP-9-2006 - Playground Equipment
Terms of reference for the above request for proposal was provided to eight companies
of which five responded by the deadline of 12:00 noon, Thursday, September 7, 2006.
Proposals shall be irrevocable for ninety days after the official closing date and time.
A summary and a preliminary compliance checklist is as follows:
a) Company identification and principal contact information
b) Identification of similar work with references
c) Installer identification and experience profile
d) Lump sum fee per playground
e) Play area layout plan
f) List of play components
g) 3-D diagrams and or photos
h) Product maintenance and installation details and warranty information
Com an a
Belair Recreational Products Inc. x x x x x x
Crozier A encies x x x x x x
Henderson Recreation E ui ment x x x x x x
Pia Power-LT x x
Recreation Playsystems
MENTtc..5....w TOREPORT# OES 33-.o~
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September 11 , 2006
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RFP-9-2006, Playground Equipment
Page 2
A copy of each proposal is enclosed for your review.
An evaluation committee has been established to review the submittals. One copy of
each proposal and a sample evaluation form will be provided directly to each member of
the evaluation committee. Once a recommended vendor has been selected, Certificate
of Insurance, WSIB Clearance Certificate and other documentation as required will be
requested and reviewed by the Health & Safety Co-ordinator, for your consideration.
Please be advised in accordance with Purchasing Policy & Procedure Item 04.09 as
related to the RFP process, a total purchase price greater than $54,000 (as amended in
2005) is subject to Council Approval.
A purchase requisition will be required in order to proceed.
If you require further information or assistance, please feel free to contact me.
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Jill ne
Buyer
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Attachments
Copy:
Supervisor, Engineering & Capital Works
Co-ordinator, Landscape & Parks Development
Inspector, Parks
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5 ; oES 33-o~
CORPORATE-SiRVIc'€S- DEPARTMENT
SUPPLY & SERVICES
MEMORANDUM
September 18, 2006
To:
Richard Holborn
Division Head, Municipal Property & Engineering
From:
Jill Hone
Buyer
Subject:
RFP-9-2006 - Playground Equipment
Pursuant to the summary memorandum dated September 11, 2006, evaluation of
the four (4) proposals received for the above work has been completed.
Proposals were evaluated in accordance with the established criteria. An
evaluation summary is attached.
The evaluation committee consisted of four members: Supervisor, Engineering &
Capital Works, Co-ordinator, Landscape & Parks Development, Inspector, Parks
and Buyer.
The proposal submitted by Crozier Agencies received the highest average value
(score). The total value of the work as proposed by Crozier Agencies is
$114,710.86. Delivery of the equipment is 4 - 6 weeks from receipt of order.
The following documents have been requested of Crozier Agencies for review by
the (Acting) Co-ordinator, Safety & Employee Development during the evaluation
stage of this proposal call:
(a) a copy of the Health & Safety Policy to be used on this project;
(b) a copy of the current Cost and Frequency Report issued by Workplace
Safety & Insurance Board (in lieu of the Cost and Frequency document, a
copy of the current CAD 7, NEER, or MAP reports may be submitted);
(c) a copy of the current Clearance Certificate issued by Workplace Safety &
Insurance Board;
(d) the City's certificate of insurance shall be completed by the bidder's agent,
broker or insurer.
? 4
RFP-9-2006, Playground Equipment
c1)6S 33-0"
September 18, 2006
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Page 2
Please advise if the proposal submitted by Crozier Agencies is acceptable, or
any reason(s) why the proposal of Crozier Agencies is not acceptable; and any
other related comments specific to the project.
Please be advised in accordance with Purchasing Policy & Procedure Item 04.09
as related to the RFP process, a total purchase price in excess of $54,000 (as
amended in 2005) is subject to Council Approval.
A purchase requisition will be n3quired in order to proceed.
If you require further information, please feel free to contact me.
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att.
Copy: Supervisor, Engineering & Capital Works
Co-ordinator, Landscape & Parks Development
Inspector, Parks
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CORPORATE SERVICES DEPARTMENT
SUPPLY & SERVICES
MEMORANDUM ,.
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August25,2006
To: Richard Holborn,
Division Head, MunicipallProperty & Engineering
From: Jill Hone
Buyer
RE: Quotation Q-51-2006
Safety Surfacing Material
Closing: Friday, August 25,2006, 12:00 Noon
Quotations were invited from four companies of which one notice of "no bid" and two
acceptable bids were received. The submissions have been summarized as follows:
Company
PST Included, GST Extra
Cost for Beverley 1
Material Morgan Park I
Cost for
Denmar Park
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Meldan o/a 445198' : :
Ontario Inc. . Sof'Fall i $15,695.00 i $12,900.00
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The two companies returning bids have recommended two different products. Please
review the quotations attached and advise if additional information is required on either
product.
Your recommendation in writing is required along with a purchase requisition.
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copy for: Supervisor, Engineering and Capital Works