HomeMy WebLinkAboutCOD-052-10REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: December 13, 2010 Resolution #: ~ap~ -5/7-!0
Report #: COD-052-10 File # By-law # N/A
Subject: TENDER NO. CL2010-28 -GRASS CUTTING 8~ TRIMMING
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
THAT Report COD-052-10 be received;
2. THAT Tom's Landscaping Maintenance and Design, Oshawa, Ontario, with a total
bid amount of $91,740.90 (net of H.S.T. Rebate), being the lowest responsible
bidder meeting all terms, conditions and spec cations of Tender CL2010-28, be
awarded the contract for Grass Cutting and Trimming for Section 1 as required by
the Operations Department;
3. THAT G.W.S. Landscaping, Bowmanville, Ontario with a total bid amount of
$98,543.59 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all
terms, conditions and specifications of Tender CL2010-28, be awarded the contract
for Grass Cutting and Trimming for Section 2 as required by the Operations
Department;
4. THAT Tom's Landscaping Maintenance and Design, Oshawa, Ontario, with a total
bid amount of $33,297.57 (net of H.S.T. Rebate), being the lowest responsible
bidder meeting all terms, conditions and specifications of Tender CL2010-28, be
awarded the contract for Grass Cutting and Trimming for Section 3 as required by
the Operations Department;
THAT Birds Property Management and Ground Control, Hampton, Ontario, with a
total bid amount of $4,570.68 (net of H.S.T. Rebate), being the lowest responsible
bidder meeting all terms, conditions and specifications of Tender CL2010-28, be
awarded the contract for Grass Cutting and Trimming for Section 4 as required by
the Operations Department;
6. THAT the award of Section 4 be subject to the approval of the Regional Municipality
of Durham;
REPORT NO.: COD-052-10
PAGE 2
7. THAT pending satisfactory service the contract be extended for a second and third
year; and
8. THAT the funds expended be drawn from the Operations Department Annual
Operating Budget Account 100-36-325-10115-7163 Parks Maintenance Contract.
Submitted by:
MMWDB1bh
rie Marano, H.B.Sc., C.M.O
Director of Corporate Services
Reviewed by~~ ~z~'~--LJi,~ k.,
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-052-10 PAGE 3
1.0 BACKGROUND AND COMMENT
1.1 Tender CL2010-28 Grass Cutting and Trimming was advertised and issued with bids
being received as per Schedule "A" attached.
1.2 The term of this contract is for a period of up to three years with annual renewal
subject to satisfactory performance. Pricing for the three year term is fixed.
2.0 ANALYSIS
2.1 The tender spec cations 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 Contractor Estimated Annual
Expenditure
(net of H.S.T. Rebate)
1 - Courtice/Darlington Tom's Landscaping Maintenance and $91,740.90
Design
2 - Bowmanville G.W.S. Landscaping $98,543.59
3 -Newcastle/Clarke Tom's Landscaping Maintenance and $33,297.57
Design
4 -Region of Durham Bird's Property Management and $4,570.68
Boulevards Grounds Control
$228,152.74
2.2 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 Birds Property Management and Grounds Control
is subject to Region of Durham approval.
REPORT NO.: COD-052-10
PAGE 4
2.3 Tom's Landscaping Maintenance and Design has provided similar services to the
Municipality of Clarington for a number of years and the level of service has been
satisfactory.
2.4 G.W.S. Landscaping has provided similar services to the Municipality of Clarington
for a number of years and the level of service has been satisfactory.
2.5 The references for Birds Property Management and Ground Control were checked
and are satisfactory.
2.6 Queries with respect to the department needs, specifications, etc. should be referred
to the Director of Operations.
3.0 FINANCIAL
3.1 The total funds required for Tender CL2010-28 Grass Cutting and Trimming are
included in the Operations Department Annual Operating Budget Account 100-36-
325-10115-7163 Parks Maintenance Contract.
3.2 For the information of Council, the grass cutting and trimming contract cost has
decreased 2.7% from the previous three year contact issued in 2007 (i.e., based on
subtotal pricing and exclusive of tax rebates).
3.3 The contract will be monitored to ensure the service level is maintained and rates
applied correctly.
REPORT NO.: COD-052-10
PAGE 5
4.0 CONCLUSION
4.1 To split the contract award as follows: Section 1 Courtice/Darlington, Tom's
Landscaping Maintenance and Design, Section 2 Bowmanville, G.W.S.
Landscaping, Section 3 Newcastle/Clarke, Tom's Landscaping Maintenance and
Design, Section 4 Regional Boulevards, Birds Property Management and Grounds
Control Maintenance.
5.0 INPUT FROM OTHER SOURCES
5.1 This report has been reviewed by the Purchasing Manager, with the appropriate
department and circulated as follows:
Concurrence: Director of Operations
Attachments:
Attachment 1 -Schedule "A", Bid Summary
~~L~'~OIl
REPORT
CORPORATE SERVICES DEPARTMENT
Schedule "A"
Bid Summary
Tender CL2010-28
BIDDER Section 1 Sectiorr2 Section 3 Sectlon 4`
Courtice/Darlington Bowmanville Newcastle/Clarke Region of
Durham
Boulevards
«.
Tom's Landscaping $91,74fl.J0* $100,090.33* $33,293;57* No Bid
Maintenance & Design
Oshawa, Ontario
GWS Landscaping No Bid $98,543:58 $48,289.19 $14
842
71
Bowmanville, Ontario ,
.
Birds Property $94,783.60 $118,540.96 $33,629.14 $4
570
68:::
Management & Grounds ,
,
Control
Ham ton, Ontario
B.J. Flint and Sons $97,171.54 $116,136.96 $35,765.99 $4
802
05
Bowmanville, Ontario ,
.
B&D Tractor Services $95,581.62 $114,885.51 $38,864.63 $6
024
40
Bowmanville, Ontario ,
.
RTJ Property Service Inc. No Bid No Bid No Bid $10
060
91
Blackstock, Ontario ,
.
Regional Property $102,666.15* No Bid No Bid $8
119
84*
Services ,
.
Ham ton, Ontario
Grounds Guy
Landscaping $169,429.79 No Bid $60,025.78 $10,913.76
Management
Cobour ,Ontario
Algonquin Property $189,838.79 $219,013.57 $67,354.65 No Bid
Services
A ax, Ontario
Forest Ridge Landscaping $218,769.22 $275,587.75 $80,403.86 $20
954
42
Inc. ,
.
Newmarket, Ontario
*bid extension error
**Subject to Region of Durham Approval