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Home My WebLink AboutCOD-062-09Clarin~ton Leading tke Way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRA/T~ION COMMITTEE Date: Monday, November 2, 2009 r 1 e~ ~u-~a"~ Report #: COD-062-09 File # # C- ~~s-a 9 By-law #. Subject: TENDER CL20Q9-43, SENIORS & PHYSICALLY DISABLED SIDEWALK AND WINDROW SNOW CLEARING SERVICES REVISED Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-062-09 be received; 2. THAT Birds Property Management and Grounds Control, Hampton, ON with a total bid price of $64,080.80 (exGuding G.S.T.), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2009-43, be awarded the contract for the Seniors & Physically Disabled Sidewalk and Windrow Snow Clearing Services Revised; 3. THAT pending satisfactory pricing and service the contract be extended for a second and third year; 4. THAT Council authorize the insertion of an advertisement in local papers informing residents of the reinstatement of the program; 5. THAT the annual administration fee for the 2010/2011 Seniors & Physically Disabled Sidewalk and Windrow Snow Clearing Services be reviewed and reassessed in the Spring of 2010; and 6. THAT the funds expended be drawn from the Operations Department Annual Operating Budget(s): Submitted by: Reviewed by: tie Marano, H.B.Sc., C.M.O., Director of Corporate Services MMIJDBI6H FParfkTin Wu, Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 7(905)623-3379 F (905)623-4169 REPORT NO.: COD-062-09 1. BACKGROUND AND COMMENT PAGE2 1.1 At the Council Meeting on October 5, 2009 Council passed Resolution #C-581-09 stating: THAT Report COD-058-09 be received; THAT staff be directed to provide a modified version of our previous Senior and Physically Disabled Sidewalk/Windrow Snow Clearing Service on the basis of the following: a) the property owner would register with the Municipality for the service; and b) there would be an annual administration fee to be pre-paid at the time of registering for the service. THAT the Manager of Purchasing be authorized to proceed with a bid solicitation process for the provision of the senior's and physically disabled sidewalk/windrowsvow clearing service for all Clarington areas and report back on the bid results at the earliest passible date; THAT the annual administration fee for the 2009/2010 Senior and Physically Disabled SidewalklWindrowSvow Clearing Service be $75 per registered property; THAT Margaret H. Polman, and other interested parties on record, be advised of Council's decision." 1.2 Tenders were publicly advertised and called for the Seniors & Physically Disabled Sidewalk and Windrow Snow Clearing Services Revised as required by the Operations Department. Subsequently, seven tenders were received and tabulated as per Schedule "A" attached. 1.3 In previous years, the Operations Department has complied the list of residents requiring snow clearing assistance in mid August of each year. By August 15 notice was provided to people registered in the preceding year and public notice was advertised. An application cut-off date of no later than October 15 allowed time for staff to compile the list, complete site inspections on new additions and set routes. REPORT NO.: COD-062-09 PAGE 3 1.4 As a result of the late approval of the Seniors and Physically Disabled Sidewalk and Windrow Snow Clearing Services, Operations Staff will be required to assemble the necessary components to ensure that this program becomes operational within a compressed timeframe. If authorized to offer the Seniors & Disabled Snow Clearing program for the 2009-2010 winter season staff respectfully request that Council concur with staff decision that all cut-off dates, closing dates and stated requirements be firm. No exceptions to be made for late applications/missed cut-offs or other unforeseen events. 1.5 Operations Staff propose the following timelines for the reinstatement of the Seniors & Disabled Snow Clearing Program for the 2009-2010 Winter Season. Date Action November 9, 2009 Council approval November 10, 2009 Operations staff to send letter and application to previously registered residents for inclusion in the 2009-2010 pro ram November 11, 2009 Advertisement for program appears in local papers • Notice of program posted to www.clarinaton.net • Notice posted to board at front desk December 4, 2009 Cut-off for application January 1, 2010 Pro ram start date 1.6 It is anticipated that there will be in excess of 800 locations requiring assistance once the list df participants is compiled. Residents previously receiving this service will be required to register for the program. Additions to the list will require a site visit by staff to determine eligibility, distance and location verification. With a cut off date of December 4, staff has allotted 3 weeks to complete site visits and prepare documentation to the contractor. Staff will make every effort to have this year's program commence January 1, 2010. 1.7 Council previously authorized a fee of $75.00 for the 2009-2010 season. Program participants will be advised that this fee is for a shortened program to run from January 2010 to April 2010. Therefore, it is recommended that a fee more reflective of a full season of use be reviewed and established for following years. Those persons wishing to register for this year's program will be required to submit an application along with the requisite fee of $75.00. All applicants who were approved last winter will receive a 2009 - 2010 application in the mail. All applicants must reapply each winter season and must provide the appropriate documentation along with their fee for this service. REPORT NO.: COD-062-09 PAGE 4 1.8 To be eligible for this service, applicants must be 65 years of age or older or be physically disabled, occupy a single family dwelling which fronts onto a town street in the specified urban areas of the specified hamlets and have no able bodied persons under the age of 65 years residing on the property. Senior citizens must provide a photo copy of a birth certificate or Senior Citizens Card the first year only; physically disabled applicants must provide a doctor's certificate each year; and permanently disabled must provide one doctor's certificate stating your permanent disability which will be kept on file. 1.9 The snow clearing service on municipal sidewalks will start after a snow fall ends and only when there is more than 1 inch (2.5 cm} of snow on sidewalks. The resident/homeowner must provide material (sand or salt) on the sidewalk as needed. The driveway windrow snow clearing service will not be undertaken until the snow ploughing on all Municipal streets has been completed. Please note that contractors are not called out for 6 inches (15 cm) or less for windrows. 2. ANALYSIS 2.1 The low compliant bid was submitted by Birds Property Management and Grounds Control, Hampton, Ontario. 2.3 The references for Birds Property Management and Grounds Control have been contacted and are satisfactory. 2.4 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Operations. 3. FINANCIAL IMPLICATIONS 3.1 The total funds required for Tender CL2009-43 Seniors & Physically Disabled Sidewalk & Windrow Snow Clearing Services Revised are included in the Operations Department Annual Operating Budget(s). 3.2 For the information of Council, the unit cost to remove snow for the seniors and physically disabled has decreased approximately by 40.0% from the previous year. REPORT NO.: COD-052-09 PAGE5 4. CONCLUSION 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 far the contract for Tender CL2009~3 Seniors & Physically Disabled Sidewalk and Windrow Snow Clearing Services Revised. 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-062-09 PAGE6 Schedule "A" Bid Summary Tender CL2009-43 BIDDER SECTION 1 SECTION 2 SECTION 3 SECTION 4 Courtice 'Bowmanville Newcastle Surrounding TOTAL BID TOTAL BID TOTAL BID Areas (GST Excluded) (GST Excluded) (GST Excluded) TOTAL BID GST Excluded Bird's Property $17,928.00 $35,172.00 $5,778.40 $5,202.40 Management Hampton, ON BJ Flint & Sons $35,760.00 $67,720.00 no bid no bid Bowmanville, ON Luxton Construction $55,360.00 no bid no bid no bid Bowmanville, ON Tom's Landscaping $97,400.00 $263,276.00 $47,290.00 $159,296.00 Bowmanville, ON Consulting and Trade $175,600.00 $347,400.00 $66,720.00 $104,980.00 Services Ltd. Bowmanville, ON JRC Groundskeeping no bid no bid $107,820.00 no bid Bowmanville, ON Carelton Property no bid $3,778.002.40 $603,000.00 no bid Management Bowmanville, ON Unfinished Business #1 TENDER CL2009-43, SENIORS & PHYSICALLY DISABLED SIDEWALK AND WINDROW SNOW CLEARING SERVICES REVISED THAT Report COD-062-09 be received; THAT Birds Property Management and Grounds Control, Hampton, ON with a total bid price of $64,080.80 (excluding G.S.T.), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2009-43, be awarded the contract for the Seniors & Physically Disabled Sidewalk and Windrow Snow Clearing Services Revised; THAT pending satisfactory pricing and service the contract be extended for a second and third year, THAT Council authorize the insertion of an advertisement in local papers informing residents of the reinstatement of the program as soon as possible; THAT the annual administration fee for the 2010/2011 Seniors & Physically Disabled Sidewalk and Windrow Snow Clearing Services be reviewed and reassessed in the Spring of 2010; and THAT the funds expended be drawn from the Operations Department Annual Operating Budget(s).