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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: COUNCIL
Date: Monday, D
Report #: COD-070-0 ~~.~D~~~O~~C.= ~~~~
ember 8, 2008
File # By-law #
Subject: QUOTATI N Q2008-32, BY-LAW SNOW CLEARING SERVICES
Recommendations:
It is respectfully recomm nded to Council the following:
1. THAT Report CO -070-08, be received;
THAT D & F Sno
2 Removal, Bowmanville, Ontario, with a total bid in the amount
.
of $11,712.00 for II sections including Section I, Courtice and Hampton, Section
Bowmanville a
2 d Section 3, Clarington East and Orono, excluding GST, being
,
the lowest respon ible bidder meeting all terms, conditions and spec cations of
quotation Q2008- 2, be awarded the contract for Snow Clearing for the term
commencing imm diately and expiring on November 30, 2009;
3. THAT pending sa isfactory service the contract be extended for a second and
third year; and
4. THAT the requir funds be drawn from the respective year's operating budget
for snow clearing.
---~~ Reviewed by~ L.__.~
Submitted by:
Mane Mar no, H.B.Sc., C.M.O. Franklin Wu,
Director of Corporate Services Chief Administrative Officer
MM1 UDB
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
L1C 3A6 T(905~23-3379 F (905)623-4169
REPORT NO.: COD-070-08
PAGE2
1. BACKGROUND
1.1. On November 3, 2
reviewed Report #
cost of the service
quotation be cane
be re-issued; and
1.2. On receipt of the
specifications of 1
municipality into 1
and, to accommo
consideration the
Other minor than
1.3. The amended
sanding, and ren'
law Enforcement
makes provision
terms.
1.4. Subsequently bid
Bid prices quoted
reflect the estima
the 2006-07 seas
annual callout his
reference in the e
2. ANALYSIS
2.1. A total of six bids
whereas bid five
COMMENT
the General Purpose and Administration Committee
copy attached as Schedule A. Due to the high
quoted by the single bidder, Committee directed that the
~ and the services of snow clearing and winter maintenance
staff report back on the servicing options.
direction staff reviewed the terms, conditions and
quotation and revised the requirements to break the
areas. This would allow an award to one or more bidders
the large geographic area allow bidders to take into
el time to reach distant areas covered by the contract.
were made to deal with timing and hours of work.
st for quotation was advertised and issued for snow clearing,
al services as required by the Municipal Clerk's Office, By-
the period ending November 30, 2009. The quotation also
an extension of the contract for up to two (2) one (1) year
ere received and tabulated as per Schedule "B" attached.
snow clearing and sanding/salting have been extended to
price for a winter season using the callout requirements of
The estimated cost for the same service using average
for the 2006-07 and 2007-08 winter is also shown for
it that we experience similar severe winter conditions.
received. Four bids provided pricing for all three areas
Areas 1 and 2, Courtice, Hampton and Bowmanville
and the sixth bid prjovided pricing for Area 3, Clarington East and Orono area.
REPORT NO.: COD-070-08 PAGE 3
2.2. The attached tabu ation estimates the cost for the provision of the services
required for the cl aring and salting/sanding services required for a typical
season using bidd r supplied unit prices and estimated distance. In addition to
the clearing saltinci/sanding services the quotation makes provision for snow
removal and snow clearing salting/sanding for a snow fall in excess of the 20
centimetres. As do not have annual usage for these areas of snow removal
and heavy snow f II clearing the unit prices are provided for information. In each
instance the low b meeting requirements of the quotation are being
recommended.
2.3. Staff have met with the recommended bidder, D&F Snow Removal Services, to
discuss the requirements of the quotation. In addition, the issues that arose
during the previou contract were reviewed and solutions sought to resolve or
minimize the poss bility that similar problems will occur in the new agreement.
Staff is satisfied th t the contractor understands and will comply with the
requirements of th proposed contract.
3. FINANCIAL IMPL CATIONS
3.1. The funds requir d will be drawn from Municipal Law Enforcement Division's
Snow Removal o rating account and recovered from the property owner.
3.2. Queries with resp~ct to department needs, specifications, etc., should be referred
to the Municipal C~erk.
3.3. After further revie and analysis of the bids by the Municipal Clerk's Department
and Purchasing, it was mutually agreed that the low bidder, D&F Snow Removal
Services, Bowma ville, Ontario, be recommended for the contract for the
Municipal Law En rcement Snow Removal.
3.4. This report has ben reviewed for recommendation by the Purchasing Manager
and the appropriat department and circulated as follows:
Concurrence: Mu~hicipal Clerk
Attachments:
Schedule "A" -Report
Schedule "B" -Bid Tal
SCHEDULE"A"
Clarington
Leading the Way
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: NOVEMBER 3, 2008
Report #: COD-068-08 File #,
By-law #
Subject: 02008-28, SNOW CLEARING AND WINTER MAINTENANCE FOR
MUNICIPAL LAW ENFORCEMENT
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
THAT Report COD-068-08 be received;
2. THAT Dicon Construction, Pickering, Ontario being the only compliant bidder
meeting all terms, conditions, and specifications of Quotation 02008-28, be
awarded the contract for the Snow Clearing and Winter Maintenance as required
by the Municipal Law Enforcement Office Division of Municipal Clerk's
Department for a one year period; and
3. THAT the total funds required be drawn from the operating budget as required.
Submitted by:
rie Marano, H.B.Sc., C.M.O.
Director of Corporate Services
MM/N I i~rs~Km
Reviewed by:
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T (905)623-3379 F (905)623-4169
REPORT NO.: COD-068-08
PAGE 2
1.0 BACKGROUND AND COMMENT
1.1 Quotation specifications were prepared and issued, as required by the
Municipal's Clerk's Department.
1.2 Quotations were advertised electronically. Subsequently, quotations were
downloaded and picked up by a number of potential bidders. Only one
submission was received and projection of cost estimates are provided in
Schedule "A" attached.
2.0 ANALYSIS
2.1 As there is no sure way of determining the cost for the upcoming year, due to the
inability to predict the snow fall or the number of properties which are required to
be cleared, we have projected the costing using historical usage. The first is
assuming that the work to be completed in 2008/09 season is equivalent to the
work completed during the 2007/08 season. If the exact number of metres to be
cleared in 2008/09 is equal to the number of metres in 2007/08, then the cost to
complete the work would be approximately $219,446.00 (Excluding GST)
compared to last year's cost of $28,269.20 (excluding GST). Last year we
experienced a heavier than normal snowfall therefore, if we were to average the
number of metres cleared in 2006107 and 2007/08 the cost would decrease to
approximately $142,017.00 (excluding GST). See attached Schedule 'A'.
2.2 As there is only one bidder, the recommendation is to award to this bidder for a
one year period. During this year, the Municipality will investigate alternatives
for securing pricing for the following and future years.
2.3 The low bidder has not performed work for the Municipality of Clarington
however references prove to be satisfactory.
REPORT NO.: COD-068-08
PAGE 3
3.0 FINANCIAL IMPLICATIONS
3.1 The funds required will be drawn from Municipal Law Enforcement Division's
Snow Removal operating account and recovered from the property owner.
3.2 Queries with respect to department needs, specifications, etc., should be referred
to the Municipal Clerk.
3.3 After further review and analysis of the bids by the Municipal Clerk's Department
and Purchasing, it was mutually agreed that the low bidder, Dicon Construction,
Pickering Ontario, be recommended for the contract for the Municipal Law
Enforcement Snow Removal.
Concurrence: Municipal Clerk
Attachments:
Schedule "A" -Cost Comparison Chart
•
lar~ngton
Leading tke Way
Schedule "A"
Cost Comparison for Snow Clearing
for Municipal Law Enforcement Division
Pricing Based on Dieon Construction Rates
Rates and
Quantity for
2oos/2oo7 Rates and
Quantity for
zoo7/oa 2008/09
Based on
2oos/o7 Q 2008109
Based on
2007/06 Q 2008!09 Average
of 2006/07
s zoo7/oa Q 8
Metres Plowed 3904.44 13184.6 3904.44 13184.6 8544.52
Cost for Plaw $3 904.44 $13,184.60 $33 187.74 $112 089.10 $72 628.42
Metres Sanded 3904.44 13184.6 3904.44 13184.6 8544.52
Cost for Sandin $3,904.44 $13 184.80 $31 235.52 $105476.80 $88,356.16
Call outs 33 380 33 380 206.5
Cost for Call outs $165.00 Si 900.00 $165.00 $1,900.00 $1,032.50
Total
excludin GST $7,973.88 $28,269.20 $64,588.26 $219,445.90 $142,017.08
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