HomeMy WebLinkAboutCOD-028-03
Cllll-fl1gton
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: June 16, 2003
File #JJiQU
GPA- "j /1- D3
By-law #
Report #: COD-028-03
Subject:
TENDER CL2003-1, SNOW CLEARING
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-028-03, be received;
2. THAT D & F Snow Removal, Bowmanville, Ontario, with a total bid in the amount of
$1,791.18 for Section I, $4,258.00 for Section 2, and $1,455.20 for Section 3, including
GST, being the lowest responsible bidder meeting all terms, conditions and
specifications of tender CL2003-1, be awarded the contract for Snow Clearing for the
term commencing approximately December 1, 2003 and expiring on November 30,
2006; and
3. THAT the required funds be drawn from the respective year's operating budget for snow
clearing.
~
V/-.( /J..----,_
Submitted b. .' '.lfr~
ane Marano, H.B.Sc., C.M.O.
Director of Corporate Services
11""^"1 R ';J..;;;:iA 61\ ;:'q';D Ifol\ "..,."
Fred Horvath, RDMR, RRFA,
Director of Operations
Reviewed b~~- ~
ranklin Wu,
Chief Administrative Officer
MM\LAB\km
1214
REPORT NO.: COD-02S-03
PAGE 2
BACKGROUND AND COMMENT
Tenders were advertised and issued for snow clearing and winter maintenance of Municipal
property, sidewalks and parking lots for the term commencing approximately December 1, 2003 and
expiring November 30, 2006.
Subsequently bids were received and tabulated as per Schedule "A" attached.
The tender provided for pricing on the following options:
OPTION 1. SPECIFIED lOCATIONS:
A Section 1, Courtice
B Section 2, Bowmanville
C Section 3, Newcastle, Orono, Hampton, Solina, Burketon, Enniskillen, Newtonville,
Maple Grove and Rural Areas
D Combination of any of the three sections as per the Specifications.
OPTION 2. All MUNICIPAL SIDEWALKS. APPROVED WINDROWS AND MUNICIPAL
PROPERTIES:
A Section 1, Courtice
B Section 2, Bowmanville
C Section 3, Newcastle, Orono, Hampton, Solina, Burketon, Enniskillen, Newtonville,
Maple Grove and Rural Areas
D Combination of any of the three sections, all municipal sidewalks, approved windrows
and Municipal Properties.
The Municipality also reserved the right to award Option 1 and 2 and to award all sections
together or separately, whichever was in their best interest. Contractors were permitted to bid
on Option 1 and lor 2 and on one or more sections, however must bid on all items within each
section.
There are 5 parts to each section; Part 1- Town Owned Properties, Part 2 - Additional
Sidewalks, Part 3 - Municipal Facilities, Part 4 - Senior Citizens and Physically Disabled Snow
Clearing Program and Part 5 - Snow Removal of Boulevards.
Bidders were also advised that continuance of Part 4 of each section of Option 1 and 2, Senior
Citizens and Physically Disabled Snow Clearing Program is at the discretion of Council in any
given year and that Part 5 of each Section of Option 1 and 2, Boulevards would be awarded at
the discretion of Council and only upon very high snow falls.
12\5
REPORT NO.: COD-028-03
PAGE 3
The purpose of dividing the tender into 3 sections and allowing bidders to quote on any or all
three sections was to encourage smaller bidders to take part in the process and promote
competition. In previous years, this tender was all inclusive and included all locations within the
Municipality which provided for a very large contract and may have eliminated some potential
bidders.
To accurately determine the successful bidder for each section we must minus Part 5
Boulevards from each bid as this would be awarded at the discretion of Council and only upon
very heavy snow falls as previously mentioned. Schedule "A" attached reflects this adjustment.
It is further recommended that Option 2 - All Municipal Sidewalks, approved windrows and
Municipal Properties not be considered at this time due to the high cost and budget impact.
After further review and analysis of the bids submitted by Purchasing and Operations Staff it
was mutually agreed that D and F Snow Removal, Bowmanville, Ontario be recommended for
the contract for Snow Clearing and Winter Maintenance for Option 1, Section 1, 2 and 3. The
prices submitted for each section are firm for the duration of the contract.
Due to the many additions to the contract since 2000, it is difficult to determine an exact price
increase. However, based on a comparison of the unit prices it is minimal. The successful bid
in 2000 was at a total of $6,437.50 per call out. At the end of the contract, the cost of a one
time call out was approximately $8,900.00 depending if windrow clearing was needed. This
total reflects the addition of 4,773 metres to the contract.
The low bidder has previously provided satisfactory service for the Municipality of Clarington.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specifications, etc., should be
directed to the Director of Operations.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169
121 6
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Municipality of Clarington
BID SUMMARY - SCHEDULE "A"
CL2003-1, SNOW CLEARING
D & F Bid D & F Bid Tom's Tom's GWS Bid GWS Bid
(Including Minus Part 5 Landscaping Landscaping Minus Part
GST) +GST Bid Bid Minus Part 5 + GST
5 + GST
ODtion 1
Section 1 $5,375.B8 $1,791.18 $130,825.75 $2,401.68 $18,935.00 $1,829.70
Section 2 $20,041.10 $4,258.60 0 0 0 0
Section 3 $9,078.95 $1,455.20 0 0 0 0
TOTAL $34,395.73 $8,775.66
Option 2
Section 1 $17,786.29 0 0
Section 2 $36,903.53 0 0
Section 3 $14,607.30 0 0
TOTAL $69,297.12
Dump $60.00/hr. $85.00/hr. no fee
Truck submitted
Rate
(Tandem!
Dump $50.00/hr. $70.00/hr. $120.00/hr.
Truck
Rate
(single
axle)
Loader $60.00/hr. $85.00/hL $80.00/hL
Rate (1
cu. veil
Loader $80.00/hL $100.00/hr. $120.00/hr.
Rate ~~,2
cu. vd
Additional $.50/m. $ .13/m. $ .10/m.
Sidewalk
Fee
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