HomeMy WebLinkAboutCOD-019-12 Cladiwwn REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: Sept. 24, 2012 Resolution#: '4/W / By-law#: N/A
Report#: COD-019-12 File#:
Subject: RFP2012-6 SNOW CLEARING & WINTER MAINTENANCE OF
MUNICIPAL PROPERTY, SIDEWALKS & PARKING LOTS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-019-12 be received;
2. THAT B.J. Flint and Sons, Bowmanville, Ontario, with a total estimated bid price of
$1,251,704.16 (net of H.S.T. Rebate), being the highest ranked proposal meeting
all terms, conditions and specifications be awarded the contract for RFP2012-6
Snow Clearing & Winter Maintenance of Municipal Property, Sidewalks & Parking
Lots, as required by the Municipality of Clarington, Operations Department;
3. THAT pending satisfactory pricing and service the Purchasing Manager be given
authority to extend the contract for a second and third year; and
4. THAT the funds expended be drawn from the Department of Operations, various
operating accounts.
Submitted by: Reviewed by:
arie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
REPORT NO.: COD-019-12 PAGE 2
1.0 BACKGROUND
1.1 Request for Proposal RFP2012-6 Snow Clearing & Winter Maintenance of
Municipal Property, Sidewalks & Parking Lots was advertised electronically on
the municipal website. Subsequently, three (3) proposals were received.
1.2 The Request for Proposal RFP2012-6 Snow Clearing &Winter Maintenance of
Municipal Property, Sidewalks & Parking Lots was divided into three sections;
Section 1 — Courtice, Section 2 — Bowmanville and Section 3 — Newcastle. The
bidder was permitted to bid on one or all the sections.
2.0 ANALYSIS
2.1 All proposals met the bid submission requirements and were evaluated based on
company background, references, pricing/cost, staff certification/training/
education, snow removal equipment and proposal quality.
2.2 The proposals were reviewed and ranked by staff members from the following
departments: Operations, Community Services and Corporate Services. The
criteria was ranked accordingly on a scale from one (poor) to five (excellent)
consistent with the RFP guidelines.
2.3 The bidder with highest ranked written proposal was short listed and subjected to
reference checks and equipment inspection. The short listed contractor was B.J.
Flint and Sons, Bowmanville, Ontario.
2.4 The references for B.J. Flint and Sons, Bowmanville were satisfactory. B.J. Flint
and Sons has provided snow removal services for the past three years and
performance has been satisfactory.
2.5 B.J. Flint and Sons, Bowmanville has a variety of commercial grade snow
removing equipment to be used under the contract. The equipment has been
inspected and meets the contract requirements.
2.6 B.J. Flint and Sons, Bowmanville achieved the highest ranking from the evaluation
committee.
3.0 COMMENTS
3.1 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Operations.
REPORT NO.: COD-019-12 PAGE 3
4.0 FINANCIAL
4.1 The funds RFP2012-6 Snow Clearing &Winter Maintenance of Municipal
Property, Sidewalks & Parking Lots are to be drawn from the Department of
Operations, various operating accounts.
4.2 The three year cost is calculated by adding all sections quoted and multiplying by
an estimated number of call-outs. The number of call-outs from past winter
storms was determined to be forty (40).
4.3 The unit cost for sidewalk snow removal for the 2012/2013 winter season is 14%
greater than the 2011/2012 winter season.
5.0 CONCURRENCE
5.1 This report has been reviewed by the Purchasing Manager. The Director of
Operations concurs with the recommendation.
6.0 CONCLUSION
6.1 To award the contract to provide Snow Clearing & Winter Maintenance of
Municipal Property, Sidewalks & Parking Lots as required by the Municipality of
Clarington Operations Department and Community Services Department to B.J.
Flint and Sons, Bowmanville, Ontario, being the highest ranked proposal meeting
all terms, conditions and specifications of the Request for Proposal RFP2012-6
Snow Clearing & Winter Maintenance of Municipal Property, Sidewalks & Parking
Lots.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Jerry Barber, Purchasing Manager
Attachments:
Attachment 1 - Bid Summary
List of interested parties to be advised of Council's decision: Not Applicable
Attachment 1
THE MUNICIPALITY OF CLARINGTON
BID TABULATION
BIDDER Estimated 3 Year Estimated 3 Year
Contract Expenditure Contract Expenditure
HST included) (net of HST
B.J. Flint & Sons $1,389,962.38 $1,251,704.16
Bowmanville, ON
TBG Landscaping Inc. $3,869.638.90 $3,484,729.68
Brooklin, ON
*Ground Control Contracting $1,118,762.65 $1,007,480.43
Oshawa, ON
*partial bid Section 1- Courtice Only