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Corporate Services
Report
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Report To: General Government Committee
Date of Meeting: September 25, 2017
Report Number: COD -016-17 Resolution:
File Number: CL2017-32 By-law Number:
Report Subject: Seniors & Physically Disabled Sidewalk & Windrow Snow Clearing
Services
Recommendations:
1. That Report COD -016-17 be received;
2. That B&D Tractor Services with a total negotiated annual bid amount of $275,161.08
(Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2017-32 be awarded a two year contract for the supply of all
necessary labour, equipment and materials to provide winter maintenance — snow
clearing, sanding, salting, ice removal and windrow removal for the Senior Citizen's &
Physically Disabled Program as required by the Operations Department;
3. That pending satisfactory pricing and service, the Purchasing Manager be given
authority to extend the contract for this service for up to three additional one year
terms;
4. That Council approves the additional funds required for the two year term and the
subsequent funds for the three additional one year terms; and
5. That all interested parties listed in Report COD -016-17 and any delegations be advised
of Council's decision by the Corporate Services Department.
Municipality of Clarington
Report COD -016-17
Report Overview
Page 2
To request authorization from Council to award CL2017-32 for Seniors & Physically Disabled
Sidewalk and Windrow Snow Clearing Services.
1. Background
The scope of work was prepared by the Operations Department and included the provision for
the supply of all necessary labour, equipment and materials to provide for winter maintenance
— snow clearing, sanding, salting, ice removal and windrow removal for the Senior Citizen's &
Physically Disabled Program annually during a two year period.
Tender CL2017-32 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the document was
also posted on the Ontario Public Buyer's Association. Seven companies downloaded the
document.
The tender closed on September 8, 2017.
A total of four submissions were received in response to the tender call. Bids were reviewed
and tabulated (see Attachment 1). All submissions were deemed compliant.
2. Proposal
2.1 Analysis
After review and analysis of the submissions by the Operations Department and the
Purchasing Services Division, it was determined that all submissions far exceeded the
previous 2012 contract price which would result in a significant impact to our 2017
budget. It was mutually agreed to meet with the low bidder, B&D Tractor Services to
discuss efficiencies and where possible, negotiate savings by removing or reducing some
services from the contract. During the meeting with B&D Tractor Services it was
discovered that there was a duplication of services and savings could be achieved by
reducing the amount of sanding and salting required in the contract. This saving
amounted to $127,206.10. B&D Tractor Services have successfully completed work for
the Municipality in the past.
2.2 Financial
The recommendation to award is based on 40 full calls per year. It is noted that over the
past four years, the average of overall callouts was 29 and full call outs was five. The
budget has been $50,000 even though the actuals has exceeded the approved budget
over the past four years.
The cost of the seniors program over the past four years ranged from $44,513 to
$71,302. Revenues ranged from $14,320 to $19,200.
Municipality of Clarington
Report COD -016-17 Page 3
By approving this report, you are giving pre budget approval to cover the new costs of the
program. Staff is forecasting that additional funds required in the 2018 budget will be
$45,000 more than the 2017 Budget. The project costs will be charged to the Seniors
Snow Clearing Contract account number 100-36-380-10400-7163.
Council may wish to increase the annual fee since it has been $60.00 plus HST since
2009. In 2016-2017 the program had 313 registrants.
Queries with respect to the department needs should be referred to the Director of
Operations.
3. Concurrence
This report has been reviewed by the Director of Operations who concur with the
recommendations.
4. Conclusion
It is respectfully recommended that B&D Tractor Services with a negotiated total annual
bid of $275,161.08 (Net HST Rebate) be awarded a two year contract for the Seniors &
Physically Disabled Sidewalk and Windrow Snow Clearing Services as per the terms,
conditions and specifications of Tender CL2017-32.
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
Marie Marano, H.B. Sc., C.M.O. Andrew C. Allison, B. Comm, LL.B.
Director of Corporate Services CAO
Staff Contact: David Ferguson, Purchasing Manager, 2209 or dferguson@clarington.net
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
Municipality of Clarington
Attachment 1 to
Report COD -016-17
Municipality of Clarington
Summary of Bid Results
Tender CL2017-32
Seniors & Physically Disabled Sidewalk and Windrow Snow Clearing
Services
BIDDER
TOTAL BID
Estimated 5 Year
Contract
(Net of HST Rebate)
Expenditure (Net
of HST Rebate)
B&D Tractor Services
$275,161.08
$1,375,805.40
Forest Ridge Landscaping
$653,587.71
$3,267,938.55
Pro Lawn Landscaping
$1,116,212.36
$5,581,061.80
JMR Excavating
$1,151,283.13
$5,756,415.65