HomeMy WebLinkAboutWD-43-96THE CORPORATION OF THS 1~lONICIPALITY OF CLARINt~l'ON
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REPORT
Meeting:
Date:
Report #:
Subject:
GENERAL PURPOSE AND ADM2NISTRATION COMMITTEE
DECEMBER 2, 1996
WD-43-96 File#:
GRASS CDTTING TBNDSR CL96-2 - OVHR 8XP8NDITIIRB
File # ~jQ • ~-u q
Res. # l~
By-Law #
Recommendations:
It is respectfully recommended that the General Purpose and Administration
fiommittee recommend to Council the following:
`1. :THAT Report WD-43-96 be received for information.
REPORT
1.0 ATTACSNSNT3
_NO. 1: "End. of Season" Summary
2.0 BACKGROUND
2.1 At a meeting held on April 15, 1996, the Council of the Municipality of
Clariagton passed the following Resolution #GPA-160-96:
"THAT ReportTR-26-96 be received;
.THAT Tom's Landscaping Maintenance and Design, Oshawa,
Ontario, with a total bid amount of $43,173.84
(including G.S.T.) for Ward 1 and $34,558.05 (including
G.S.T.) for Ward 3, being the lowest responsible bidder
meeting allterms, conditions and specifications of-
Tender CL96-2, be awarded the three (3) year contract
for grass cutting and trimming for Wards 1 and 3, as
required by the Department of Public Works;
THAT Abba PYoperty Maintenance, Pontypool,Ontario, with
a total bid amount of $71,849..34 (including G.S.T.) for
Ward.2, being the lowest responsible bidder meeting all
terms, conditions and specificationaof TenderCL-96-2,
be awarded the three (3) year contract for grass cutting
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RHPORT NO.: WD-43-96
and trimming for Ward 2, as required by the Department
of Public Works;
THAT the contract awarded to Abba Property Maintenance
for Ward 2 be subject to a one (1) year probationary
period;
THAT staff report back to Council with recommendations
for the balance of the contract for Ward 2 at the
completion of the probationary period, if the
probationary period is not completed to the satisfaction
of the Department of Public Works; and
THAT Level (V) Rural Roadside maintenance of Tender CL-
96-2 not be awarded."
PAGB 2
2.2 Provision in 1996 Current Sudset
Provisions were made in the 1996 Current Budget for $153,500 to cut the
grass at municipal properties, parks and cemeteries.
2.3 Sxce~tional Grass Growth in 1996
With the above normal amounts of rain throughout the spring, summer and
fall season, the grass grew continuously without any stoppage of growth.
As a result, more cuts and an extension to the contract were required.
Staff monitored the grass growth and the number of complaints throughout
the whole season. It was decided by staff to continue the same level of
service and an over expenditure, due to grass growth, was anticipated and
expected to occur.
2.4 Level of Service
Due to the number of complaints from residents and user fee groups, it was
decided by staff that original levels of service would need to be restored
and, in some cases, increased. Due to the level of service adjustment,
staff realized there would also be an over expenditure due to the change
in service. The following is a breakdown of the changes in service
throughout the cutting season:
a) Neceasarv Chances to the Contract
It was noted that, after the contract was awarded, the following
items were missing from the contract:
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REPORT NO.: WD-43-96
PAGE 3
• Cycle start week of June 17 and July 22 on Levels of Service
1 and 2;
• Cycle start week of September 23 on Level of Service 2; and
• Level of Service 2 to be cut every seven (7) calendar days
from June 3 to September 6.
These changes increased the contract by $19,991.78.
b) Additions to the Contract
During the cutting season the following areas were added to the
contract:
• Lambs Lane Road Allowance - existing property not on the
contract;
• Soper Creek Drive - required to be cut twice per cycle;
• Argent Street - rear frontage;
• C.L.O.C.A. - Jackman Road area and Port Darlington Road area;
• Baseline Road and West Side Drive - new development;
• Bowmanville Court House - existing property not on the
contract;
• Highway No. 2;
• Trulls Road and Cecil Found Crescent;
• Andrew Court;
• Peachtree Crescent;
• Duke Street;
• Liberty Street North;
• McMann Crescent;
• Poolton Crescent;
• Darlington Sports Complex; and
• Lillian Crescent.
These additions increased the contract by $6,253.17.
c) Chances to the Level of Service
During the season, the level of service was increased to the
following areas:
• Waverly Park from Level of Service 3 to 1; and
• Nash Road open space from Level of Service 4 to 2.
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RBPORT NO.: WD-43-96
PAO$ 4
These changes in the Level of Service increased the contract by
$7,276.85.
d) 8xtenaion of the Coatract
The contract, after making the necessary changes and additions,
would be completed on September 16 for Levels of Service 1 and 2 and
October 5 for Level of Service 3. It was decided in September, by
the Public Works staff, that the contract would be extended for two
(2) more cycles for all of Levels of Service 1 and 2 and some
selective cutting would be required after that as the growing season
was not completed.
This increased the contract by $18,662.11.
2.5 Probationary Period - Abba Proaerty Naiateaance
The probationary period for Abba Property Maintenance was performed to the
satisfaction of the Director of Public Works.
2.6 Over 8xueaditure
Council approved funding for $149,581.23. Due to the new additions, Level
of Service changes, increased cutting, and extension of the contract,
Tender CL-96-2 was expended by $47,856.01 over the amount originally
approved by Council. The final cost to cut municipal properties, parks
and cemeteries totalled $197,437.24. This is $43,937.24 over the Public
Work's budgeted amount.
2.7 1997 Cuttiaa Season
It is anticipated that this level of service will be continued in 1997 and
the coats would remain at $197,437.24. As well, an additional estimated
$6,500 would be required in 1997 to include new areas added during 1997,
i.e. new parks and purchased lands. This will increase the Public Work's
budget for cutting grass at the Municipality's parks, cemeteries, and
properties by 32~ in 1997.
2.8 1996 Public Worka Budaet
It is anticipated that Public Works will have a surplus of $125,000 at the
end of 1996. The following areas are under budget:
• catchbasin repairs,
• storm sewer maintenance, and
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RBPORT NO.: WD-43-96 PA(7~ 5
• surface treatment.
There possibly may be more savings depending on the November and December
winter conditions.
Respectfully submitted,
Reviewed by,
~~v~~
Stephen A. Vokes, P.Eng.
Director of Public Works
W. H. Stockwell
Chief Administrative Officer
GA*ph
Attachment
November 26, 1996
1118
1
7'7~7D8R Cs.96-2
GR1,S5 Ci7TTI1QF Al4D TRZ~Ix76
SNI) OF S73A30N" SUlR~lARY
- r..---- '~
. , j
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:J.Ppprevet3 yr aEr'~
~~
InYAiced
.nreLqunt•
... •:.--.TRa;2L--95:. ._:.:AmQt?nta ;<'Syer.. :~:
'A'Om'e Landsoapirig $16,713.9 1st install. 623,7.93.34
$20,763.89 2nd install,
ward 1 $43,173.84 $19,488.92 3rd install.
HpXd 3 5i3~~558.~ $19,488.52 .ith install.
$13,'r6B.69 5th ii:stall.
Tatar $77,73x,69 $_9,2;? .86 extend work
. ^<.3 tot:al _
5100, 9[5 _~__
_
Abby P_•Operty t4aint. _ _
_
II $16,280 06 1st install. $24,662.67
$7[,280.06 2nd install.
ward 7. Y71, 849.34 i
577,102.20 3rd install.
1
$18,E94.22 4t1~ install.
$, 9.46 .25 @rt And work
$96,512.07 eOCal -
All ii.qures includo G.S.T. _ ___
ATTACHMENT N0. 1
WD-43-96
1119