The URL can be used to link to this page

Home My WebLink AboutCOD-031-06 ClWilJgton REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday June 19, 2006 Report #: COD-031-06 File#_ By-law # f,(J/J - /3/ /. t) b SUbject: TENDER CL2006-3, SNOW CLEARING .4' Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-031-06, be received; 2. THAT D & F Snow Removal, Bowmanville, Ontario, with a total bid in the amount of $2,498.00 for Section I, $4,890.00 for Section 2, and $1,421.00 for Section 3, Option 1, including GST, being the lowest responsible bidder meeting all terms, conditions and specifications of tender CL2006-3, be awarded the contract for Snow Clearing for the term commencing approximately December 1, 2006 and expiring on November 30, 2009; and 3. THAT the required funds be drawn from the respective year's operating budget for snow clearing. Submitted by: Reviewed bO U--f.. 0 ~ Franklin Wu, Chief Administrative Officer Fre orvath, RDMR, RRFA, Direc 0 of Operations ~ Cfett ~fiV' ',.,{ Nancy Taylor, B.B.A., C.A., V'- Director of Finance MM\FH\LAB\lm REPORT COD-031-06 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, 2006 and expiring November 30, 2009. Subsequently bids were received and tabulated as per Schedule "A" attached and reflect the price per callout. 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, Cou rtice 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 I or 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 and Part 6 Trail Pathways. REPORT COD-031-06 PAGE 3 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. Part 6 which is for various trail pathways will be reviewed and considered during Budget deliberations as part of the 2007 winter program. 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. Due to the lack of response from bidders for CL2006-3, staff will be investigating ways to make the tender process for this contract easier for prospective bidders in the hope of increasing competition. 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. Part 6 must also be deducted as this also is to be awarded at the discretion of Council. Schedule "A" attached reflects these adjustments. 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. REPORT COD-031-06 PAGE 4 Due to the many additions to the contract since 2003, 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 2003 was at a total of $7,504.38 per call out. At the end of the contract, the cost of a one time call out was approximately $9843.00 depending if windrow clearing was needed. This total reflects the addition of 3403 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. Schedule A: Bid Summary CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T(905)623-3379 F (905)623-4169 Cllll-!lJgtDn Municipality of Clarington SCHEDULE "A" BID SUMMARY Tender CL2006-3 SNOW CLEARING o & F Snow Removal o & F Snow Removal Sunnyside Acres Sunnyside Acres Bowmanville, ON Bowmanville, ON Snow Plowing & Snow Plowing & Bid (Including GST) Minus Part 5 and 6. Sanding Ltd., Sanding Ltd., Bid(lncludingGST) Newcastle, ON Newcastle, ON Bid (Including Minus Part 5 and 6 . GST) Bid (Including GST) Option 1 Section 1 $7,525.31 $2,498.00 Section 2 $21,961.75 $4,890.00 Section 3 $9,229.82 $1,421.00 $9,539.05 $6,390.00 TOTAL Option 2 Section 1 $17,542.56 Section 2 $35,255.77 Section 3 $14,795.42 TOTAL Dump Truck Rate $60.00/ hr (Tandem) Dump Truck Rate $60.00 / hr (Sinqle Axle) Loader Rate $60.00/ hr (1 cubic yard) Loader Rate $80.00/ hr (2.2 cubic yard) Additional Sidewalk Fee $ .05/ m.