HomeMy WebLinkAboutCOD-006-12 Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: March 19, 2012 Resolution#: ' N / '12By-law#: N/A
Report#: COD-006-12 File#:
Subject: TENDER NO. CL2011-34 — GRASS CUTTING & TRIMMING
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-006-12 be received;
2. THAT B&D Tractor Services, Bowmanville, Ontario, with a total bid amount of
$201,209.54 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all
terms., conditions and specifications of Tender CL2011-34, be awarded the contract
for Grass Cutting and Trimming for Section 1 — Courtice, as required by the
Operations Department;
3. THAT G.W.S. Landscaping, Bowmanville, Ontario with a total bid amount of
$114,681.97 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all
terms, conditions and specifications of Tender CL2011-34, be awarded the contract
for Grass Cutting and Trimming for Section 3 — Newcastle as required by the
Operations Department;
4. THAT pending satisfactory service and acceptable pricing the contract be extended
for a fourth and fifth year; and
5. THAT the funds expended be drawn from the Operations Department Annual
Operating Budget Account 100-36-325-10115-7163 Parks Maintenance Contract.
REPORT NO.: COD-006-12 PAGE 2
Submitted by: Reviewed by:
Marie Marano, H.B.Sc., C.M.O., "Franklin Wu,
Director of Corporate Services Chief Administrative Officer
MM\JDB\bh
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-006-12 PAGE 3
1.0 BACKGROUND
1.1 In 2010, a Grass Cutting and Trimming Contract was awarded on the basis of a
three year term. Prior to the first anniversary of the contract the Operations
Department updated the maps for the grass cutting contract resulting in a change in
quantities. Under the circumstance the contractor who was awarded Section 1 —
Courtice and Section 3 — Newcastle did not want to continue the contract based on
the unit price submitted under Tender CL2010-28. As a result, the Municipality did
not renew the contract for the second year. The Municipality re-tendered the revised
grass cutting work requirements for Section 1 — Courtice and Section 3 — Newcastle.
1.2 Under Tender CL2010-28 Grass Cutting and Trimming Contract, two contractors
have agreed to continue the contract work requirements for an additional two (2)
years, G.W.S. Landscaping, Bowmanville, Ontario was awarded Section 2 —
Bowmanville and B.J. Flint & Sons, Bowmanville, Ontario was awarded Section 4 -
Region of Durham Boulevard Grounds Maintenance. The 2010 grass cutting contract
expires in 2013.
1.3 Tender CL2011-34 Grass Cutting and Trimming was advertised and issued with ten
bids being received as per Schedule "A" attached.
1.4 The contract term is three years from April 1, 2012 to March 31, 2015, with prices
remaining firm for the term. There is an option to extend the contract for two
additional one (1) year terms pending satisfactory pricing and service.
2.0 ANALYSIS
2.1 The Operations Department and Purchasing have reviewed the bids received,
verified compliance and visited the recommended contractors to inspect the
equipment to be used on the contract.
REPORT NO.: COD-006-12 PAGE 4
2.2 The low bid received for Section 3 — Newcastle was The Grounds Guys, Cobourg,
Ontario. The contractor was unable to secure the required equipment in a timely
fashion and the vendor has withdrawn his bid submission.
2.3 After analysis of the bid submissions and equipment inspection, the Operations
Department and Purchasing have mutually agreed that the low compliant bidder
B&D Tractor Services, Bowmanville, Ontario be awarded the contract for Grass
Cutting and Trimming for Section 1 — Courtice and G.W.S. Landscaping,
Bowmanville, Ontario be awarded the contract for Grass Cutting and Trimming for
Section 3 — Newcastle. The award is summarized in the table below.
Section Contractor 3 Year Estimated
Expenditure
(net of H.S.T. Rebate)
1 - Courtice/Darlington B&D Tractor Services $201,209.54
3 - Newcastle/Clarke G.W.S. Landscaping $114,681.97
$315,891.51
2.4 The references for B&D Tractor Services were checked and are satisfactory.
2.5 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.
2.6 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 CL2011-34 Grass Cutting and Trimming are
included in the Operations Department Annual Operating Budget Account 100-36-
325-10115-7163 Parks Maintenance Contract.
REPORT NO.: COD-006-12 PAGE 5
3.2 For the information of Council, the grass cutting and trimming contract cost has
decreased 14.1% from the previous contract issued in 2010.
3.3 The contract will be monitored to ensure the service level is maintained and rates
applied correctly.
4.0 COMMENT
4.1 Public tenders were invited resulting in the submission of compliant bids with the low
bid being acceptable. Therefore it is recommended that the contract be split as
follows: Section 1 Courtice/Darlington to B&D Tractor Services and Section 3
Newcastle/Clarke to GWS Landscaping.
5.0 CONCURRENCE
5.1 This report has been reviewed by the Purchasing Manager. The Director of
Operations concurs with the recommendations.
6.0 CONCLUSION
6.1 To split the contract award as follows: Section 1 Courtice/Darlington to B&D Tractor
Services and Section 3 Newcastle/Clarke to GWS Landscaping.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Jerry D. Barber, C.P.P.O., Purchasing Manager
Attachments:
Attachment 1 — Schedule "A", Bid Summary
List of interested parties to be advised of Council's decision: Not Applicable
Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Schedule "A"
Bid Summary
Tender CL2011-34
BIDDER Section 1 Section,1 Section 3 Section 3
Courtice/Darlington Courtice/Darlington Newcastle/Clarke Newcastle/Clarke
3 year HST 3 year net of HST 3 year HST 3 year net of HST
included included
B&D Tractor $223,434.33 $201,209.54 No Bid No Bid
Services
Bowmanville, ON
Town & Country $230,118.62 $207,228.95 $133,539.69 $120,256.63
Lawn Maintenance
Bailieboro, ON
GWS Landscaping $260,767.89 $234,829.56 $127,349.28 $114,681.97
Bowmanville, ON
B.J. Flint and Sons $249,230.09 $224,439.41 $152,141.84 $137,008.44
Bowmanville, ON
Tom's $298,816.43* $269,093.45* $198,390.47* $178,656.76*
Landscaping
Maintenance &
Design
Oshawa, ON
Regional Property $421,042.47* $379,161.79* No Bid No Bid
Services
Whitby, ON
Algonquin $477,911.35 $430,373.98 $283,743.68 $255,519.97
Property Services
Ajax, ON
The Grounds Guys $550,961.78 $496,158.15 No Bid No Bid
Oshawa, ON
Clintar/ Fore $1,298,420.17 $1,169,267.58 $745,845.09 $671,656.60
North Inc.
Whitby, ON
The Grounds Guys No Bid No Bid Bid Withdrawn Bid Withdrawn
Cobour , ON
*bid extension error