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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION CfOMMITTEE
Date: Monday, September 14, 2009 ~eso~ ~ ~ ~~ ~ na` ~ I ~ ' t7~1
Report #: COD-053-09 File # By-law
Subject: TENDER CL2009-40, SNOW CLEARING & WINTER MAINTENANCE OF
MUNICIPAL PROPERTY, SIDEWALKS & PARKING LOTS FOR NEWCASTLE
& SURROUNDING AREAS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-053-09 be received;
2. THAT Birds Property Management and Grounds Control, Hampton, ON with a total bid
price of $56,979.60 (excluding G.S.T.), being the lowest responsible bidder meeting all
terms, conditions and specifications of Tender CL2009-40, be awarded the contract for the
Snow Clearing & Winter Maintenance of Municipal Property, Sidewalks & Parking Lots for
Newcastle & Surrounding Areas;
3. THAT pending satisfactory pricing and service the contract be extended for a second
and third year; and
4. THAT the funds expended be drawn from the Operations, Emergency Services,
Community Servic and Clerks Department(s), 2009 Operating B~ u~dget~(s)(') ~ n
Submitted by: Reviewed by: ~-'~--'~--~
Director of Corporate Services
MMWDB\BH
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
REPORT NO.: COD-053-09
PAGE 2
1. BACKGROUND AND COMMENT
1.1 Tenders were publicly advertised and called for the Snow Clearing & Winter
Maintenance of Municipal Property, Sidewalks & Parking Lots for Newcastle &
Surrounding Areas as required by the Operations Department. Subsequently,
one tender was received and tabulated as per Schedule "A" attached.
2. ANALYSIS
2.1 The compliant bid was submitted by Birds Property Management and Grounds
Control, Hampton, Ontario.
2.2 Contractors are unwilling to service the Newcastle and Surrounding Areas due
to the distance span and remote locations. The previous snow tender for all
locations received bid submissions from six bidders, however only two bids were
received for the Newcastle and Surrounding Areas. One of the bids was
rejected and the second was exceptionally high.
3. FINANCIAL IMPLICATIONS
3.1 The total funds required for Tender CL2009-40 Snow Clearing & Winter
Maintenance of Municipal Property, Sidewalks & Parking Lots for Newcastle &
Surrounding Areas are included in the Operations, Emergency Services,
Community Services and Clerks Department(s), 2009 Operating Budget(s).
3.2 For the information of Council, the cost to remove snow in Newcastle and the
Surrounding Areas has increased approximately by 3.8% from the previous year.
3.3 Queries with respect to department needs, specifications, etc., should be referred
to the Director of Operations.
REPORT NO.: COD-053-09
4. CONCLUSION
PAGE 3
4.1 After review and analysis of the bids by Purchasing and Operations, it was
mutually agreed that the bid from Birds Property Management and Grounds
Control, Hampton, Ontario be recommended for the contract for Snow Clearing &
Winter Maintenance of Municipal Property, Sidewalks & Parking Lots for Newcastle
& Surrounding Areas
4.2 The references for Birds Property Management and Grounds Control have been
contacted and are satisfactory.
5. INPUT FROM OTHER SOURCES
5.1 This report has been reviewed for recommendation by the Purchasing Manager
with the appropriate departments and circulated as follows.
Concurrence: Operations Co-Ordinator
Attachments:
Attachment 1 -Schedule "A", Bid Summary
REPORT NO.: COD-053-09
Schedule "A"
Bid Summary
Tender CL2009-40
PAGE 4
BIDDER TOTAL BID
(Excluding GST)
Birds Property Management and Grounds Control $56,979.60
Hampton„ ON