HomeMy WebLinkAboutTR-22-99
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Meeting:
Date:
Report #:
Subject:
REPORT #4
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
COUNCIL
File# ~ 1?Q U.
Res.#C. - ;:L'fa' -11
MONDAY, APRIL 26, 1999
TR-22-99
File#:
By-Law #
TENDER CL99-2, GRASS CUTTING AND TRIMMING
Recommendations:
It is respectfully recommended to Council the following:
1. THAT Report TR-22-99 be received;
2. THAT Tom's Landscaping Maintenance and Design, Oshawa, Ontario, with a total bid
amount of $69,236.76 (including G.S.T.) for Section 1, being the lowest responsible
bidder meeting all terms, conditions and specifications of Tender CL99-2, be awarded
the three (3) year contract for grass cutting and trimming for Section 1, as required by
the Department of Public Works;
3. THAT Abba Property Maintenance, Pontypool, Ontario, with a total bid amount of
$67,977.41 (including G.S.T.) for Section 2, being the lowest responsible bidder
meeting all terms, conditions and specifications of Tender CL99-2, be awarded the
three (3) year contract for grass cutting and trimming for Section 2, as required by the
Department of Public Works;
4. THAT G.W.S. Landscaping, Bowmanville, Ontario, with a total bid amount of
$29,810.11 (including G.S.T.) for Section 3, being the lowest responsible bidder
meeting all terms, conditions and specifications of Tender CL99-2, be awarded the
three (3) year contract for grass cutting and trimming for Section 3, as required by the
Department of Public Works;
5. THAT the contract award to G.W.S. Landscaping for Section 3, be conditional upon
their equipment being adequate for this contract; and
6. THAT the required funds be drawn from the respective year's current budget allocation
for grass cutting with an annual contribution from the capital reserve fund, as
necessary, and as past practice has provided, to subsidize the contract in lieu of capital
expenditure otherwise required.
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Report No.: TR-22-99
Page 2
BACKGROUND AND COMMENT:
Tenders were publicly advertised and called for a three (3) year Grass Cutting and Trimming
contract, as required by the Department of Public Works. A mandatory pre-tender meeting for
all bidders was held at the Municipal Offices on Wednesday, March 24, 1999, with six (6)
potential contractors being in attendance.
Subsequently, tenders were received and tabulated as follows:
G.W.S. Landscaping No Bid
Bowmanville, Ontario
Tom's Landscaping $69,236.76'
Oshawa, Ontario
Abba Property Maintenance $70,640.38 .
Pontypool, Ontario
Durham Property Maintenance $81,011.06
Whitby, Ontario
Note: G.S.T. included in all of the above
. Bid Amended
No Bid
$29,810.11
$75,901.13 .
$41,786.82
$67,977.41
$46,053.19
No Bid
No Bid
The tender specifications provided the contractor's with the opportunity to offer a pnclng
discount if awarded all three (3) sections. Although the administration costs will increase with
awarding in the manner recommended, the potential savings made available by accepting the
low bids, outweigh the potential savings in awarding to one contractor. As the Municipality is
recommending the award to three (3) different contractor's, the pricing discount will not be
applicable.
Due to the many changes made in the 1999 tender, a cost comparison to 1996 would not be
reflective of any increases or decreases in prices.
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Report No.: TR-22-99
Page 3
Both Tom's Landscaping and Abba Property Maintenance have previously performed
satisfactorily for the Municipality of Clarington through the preceding three (3) year Grass
Cutting and Trimming contract. G.W.S. Landscaping has not performed grass cutting for the
Municipality in the past, but has performed satisfactorily for the Region of Durham. The
contract award to G.W.S. Landscaping is conditional on their equipment being adequate for
this contract.
After further review and analysis of the bids by the Manager of Operations, the Director of
Public Works and the Purchasing Manager, it was mutually agreed that the recommendations
for the award of Tender CL99-2 be as follows:
Section 1 - Tom's Landscaping Maintenance and Design, Oshawa, Ontario;
Section 2 - Abba Property Maintenance, Pontypool, Ontario; and
Section 3 - G.W.S. Landscaping, Bowmanville, Ontario.
The Treasurer has reviewed the funding requirements and concurs with the recommendation.
Queries with respect to department needs, specification, etc, should be referred to the Director
of Public Works.
Reviewed by,
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Franklin Wu, M.C.I.P., R.P.P.
Chief Administrative Officer
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Director of Public Works
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