HomeMy WebLinkAboutCOD-020-12 Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: Sept. 24, 2012 Resolution#: ° 56-1-1 By-law#: N/A
Report#: COD-020-12 File#:
Subject: RFP2012-5 SENIORS & PHYSICALLY DISABLED SIDEWALK &
WINDROW SNOW CLEARING SERVICES
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-020-12 be received;
2. THAT B&D Tractor, Bowmanville, Ontario, with a total estimated bid price of
$403,526.43 (net of H.S.T. Rebate), being the highest ranked proposal meeting all
terms, conditions and specifications be awarded the contract for RFP2012-5
Seniors & Physically Disabled Sidewalk & Windrow Snow Clearing Services, 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-020-12 PAGE 2
1.0 BACKGROUND
1.1 Request for Proposal RFP2012-5 Seniors & Physically Disabled Sidewalk &
Windrow Snow Clearing Services was advertised electronically on the municipal
website. Subsequently, five (5) proposals were received.
1.2 Request for Proposal RFP2012-5 Seniors & Physically Disabled Sidewalk &
Windrow Snow Clearing Services was divided into four sections; Section 1 —
Courtice, Section 2 — Bowmanville, Section 3 — Newcastle and Section 4 —
Surrounding Areas. The bidder was permitted to bid on one or all 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 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&D Tractor Services, Bowmanville, Ontario.
2.4 The references for B&D Tractor Services, Bowmanville were satisfactory. B&D
Tractor Services has provided snow removal services for the previous year and
performance has been satisfactory.
2.5 B&D Tractor Services, 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.
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-020-12 PAGE 3
4.0 FINANCIAL
4.1 The funds for snow clearing services 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 the 2012/2013 winter season has decreased by approximately
30% from the 2011/2012 winter season.
4.4 The Operations Department will be submitting a separate report entitled Senior
Citizens and the Physically Disabled Sidewalk and Driveway Windrow Snow
Clearing Program which addresses the service program details.
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 Seniors & Physically Disabled Sidewalk &
Windrow Snow Clearing Services as required by the Municipality of Clarington
Operations Department to B&D Tractor Services, Bowmanville, Ontario, being the
highest ranked proposal meeting all terms, conditions and specifications of the
RFP2012-5 Seniors & Physically Disabled Sidewalk & Windrow Snow Clearing
Services.
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&D Tractor Services $448,098.34 $403,526.43
Bowmanville, ON
*B.J. Flint & Sons $1,475,667.00 $1,328,883.84
Bowmanville, ON
*Garden Gateway Landscape $604,267.50 $544,161.60
Bowmanville, ON
*Ground Control Contracting $244,939.11 $220,575.25
Oshawa, ON
*Pro-lawn Landscaping Limited $1,964,881.97 $1,769.437.07
Orono, ON
*partial bid