HomeMy WebLinkAboutCOD-004-08
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
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Date:
February 4th, 2008
Report #:
COD-004-08
File#_
By-law #
Subject:
Tender CL2007-51, Grass Cutting and Trimming
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend to
Council the following:
1. THAT Report COD-004-08 be received;
2. THAT Tom's Landscaping Maintenance and Design, Oshawa, Ontario, with a total bid amount of
$93,209.02 (plus GST), being the lowest responsible bidder meeting all terms, conditions and
specifications of Tender CL2007-51, be awarded a three (3) year contract for grass cutting and
trimming for Section 1 as required by the Operations Department;
3. THAT GWS Landscaping, Bowmanville, Ontario with a total bid amount of $137,127.71 (plus
GST), being the lowest responsible bidder meeting all terms, conditions and specifications of
Tender CL2007-51, be awarded a three (3) year contract for grass cutting and trimming for
Sections 2, 3 and 4 as required by the Operations Department;
4. THAT the award of Section 4 be subject to the approval of the Regional Municipality of Durham;
and
THAT the required funds be drawn from the respective year's current budget allocation for grass
cutting
S,bm;'" by, 41&> -
Marie Marano, H.B.Sc., C.M.a.
Director C rpo Services
5.
Reviewed by: <3 ~.., ~Q ----.CzJL.c
Franklin Wu,
Chief Administrative Officer
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-4169
REPORT NO.: COD-004-08
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 Operations Department.
Subsequently, tenders were received and tabulated as follows:
BIDDER SECTION 1 SECTION 2 SECTION 3
(PLUS GST) (PLUS GST) (PLUS GST)
SECTION 4
(PLUS GST)
-
DISCOUNT IF
AWARDED
ALL4
SECTIONS
No
GW.S. Landscaping $95,912.47 $98,874.00' $34,478.51
Bowmanville, Ontario
Tom's Landscaping $93,209.02' $128,692.83' $51,027.56'
Maintenance & Design
Oshawa, Ontario
$3,775.20
$12.539.84 '
2%
'Bid Extension Error
"Subject to Region of Durham Approval
The tender specifications provided the contractors with the opportunity to offer a pricing
discount if awarded all four (4) sections. After reviewing the bids and considering the
nominal discount offered, staff concluded that there is no benefit to awarding all sections to
one bidder. Therefore, the low bids for each section are recommended as follows:
Section 1 Tom's Landscaping Maintenance & Design
Section 2, 3 & 4 G.W.S. Landscaping
Total Recommended Award
$ 93,209.02
$137.127.71
$230,336.75
For information, an award to one contractor based on the overall low bid for all sections
would result in a total estimated cost of $233,040.18.
For clarification, Section 4 of this contract covers grass cutting and trimming on Regional
property and the applicable costs will be invoiced to the Region of Durham. As such, the
award of Section 4 to G.W.S. Landscaping is subject to Region of Durham approval.
Due to the many changes made in the 2007 tender, a cost comparison to 2004 would not
be reflective of any increases or decreases in prices.
REPORT NO.: COD-004-08
PAGE 3
Tom's Landscaping has previously performed satisfactorily for the Municipality of
Clarington through the preceding three (3) year Grass Cutting and Trimming contract.
G.W.S. Landscaping has previously performed satisfactorily during a previous contract
in 2002 to 2004 and a review of the references provided by G.W.S. Landscaping were
also satisfactory.
After further review and analysis of the bids by the Director of Operations and the
Purchasing Manager, it is recommended that the contract for Section 1 be awarded to
Tom's Landscaping Maintenance & Design, Oshawa, Ontario and the contract for
Sections 2,3 and 4 be awarded to G.W.S. Landscaping.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specifications, etc., should
be referred to the Director of Operations.