HomeMy WebLinkAboutCOD-010-13 Clarftwn REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: April 8, 2013 Resolution#: � -13 By-law#: N/A
Report#: COD-010-13 File#:
Subject: RFP2013-2 GRASS CUTTING & TRIMMING SERVICES
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-010-13 be received;
2. THAT B&D Tractor Services, Bowmanville, Ontario, with a total estimated bid price
of$443,184.53 (net of H.S.T. Rebate), being the highest ranked proposal meeting
all terms, conditions and specifications be awarded the contract for RFP2013-2
Grass Cutting & Trimming Services for Bowmanville, as required by the
Operations Department;
3. THAT subject to satisfactory pricing and service the Purchasing Manager be
given authority to extend the contract for one additional year term; and
4. THAT the funds expended be drawn from the Operations Department Annual
Operating Budget Account 100-36-325-10115-7163 Parks Maintenance Contract.
Submitted )r:�. t�"� ,�" � ��2 " Reviewed bye "'`
Marie 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-010-13 PAGE 2
1.0 BACKGROUND
1.1 Request for Proposal RFP2013-2 Grass Cutting & Trimming Services for
Bowmanville was advertised electronically on the municipal website.
Subsequently, nine (9) proposals were received.
1.2 The contract term is three years from April 1, 2013 to October 31, 2015. There is
an option to extend the contract for an additional one (1) year term pending
satisfactory pricing and service.
2.0 ANALYSIS
2.1 Eight (8) proposals met the bid submission requirements. One (1) proposal was
deemed non-compliant as it was missing the unit pricing form.
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 zero (unsatisfactory) to five
(excellent) consistent with the RFP guidelines. Evaluation criteria included the
following:
• Company background: understanding of the work, years of experience, staff
and equipment
• References: municipal experience, evidence of long terms contracts and size
of contracts (significant weight)
• Pricing (significant weight)
• Employee Experience & Training: number of staff and experience, years with
contractor and evidence of staff training and development (significant weight)
• Equipment: quantity and condition, compliance with mechanical specifications
(significant weight)
• Proposal Quality: content (response to RFP), organization, clarity
2.3 The bidder with highest ranked written proposal was short listed and subjected to
reference checks and equipment inspection to confirm condition, quantity and
compliance with mechanical requirements. 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, Bowmanville has provided grass cutting services for the
Municipality over the past year and performance has been satisfactory.
2.5 B&D Tractor Services, Bowmanville has a variety of commercial grade grass
cutting 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-010-13 PAGE 3
4.0 FINANCIAL
4.1 The funds RFP2013-2 Grass Cutting & Trimming Services for Bowmanville are
included in the Operations Department Annual Operating Budget Account 100-
36-325-10115-7163 Parks Maintenance Contract
4.2 The unit cost for grass cutting and trimming for the 2013 season is 23% greater
than the 2012 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 Grass Cutting & Trimming Services as required by
the Operations Department to B&D Tractor Services, Bowmanville, Ontario, being
the highest ranked proposal meeting all terms, conditions and specifications of the
Request for Proposal RFP2013-2 Grass Cutting & Trimming Services for
Bowmanville.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Jerry Barber, Purchasing Manager
Attachments:
Attachment 1 - Bid Tabulation
List of interested parties to be advised of Council's decision: Not Applicable
Attachment 1
Report COD-010-13
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 $492,136.91 $443,184.53
Bowmanville, ON
B.J. Flint and Sons
$432,396.81 $389,386.72
Bowmanville, ON
Cliffshore Excavating
$1,168,962.04 $1,052.686.52
Port Hope, ON
Dol Turf Restoration Ltd. $1,634,681.11 $1,472,080.97
Bond Head, ON
Enviro Sweep
$595,219.39 $536,013.49
Belleville, ON
Lloyd's Landscaping $802,942.38 $723,074.49
Pickering, ON
McQuaid Contracting
$585,451.87 $527,217.54
Bowmanville, ON
Toms Landscaping Maintenance $925,461.80 $833,407.01
& Design
Courtice, ON
D & G Property Maintenance
non-compliant non-compliant
Limited
Ajax, ON