HomeMy WebLinkAboutTR-42-93 THE CORPORATION OF THE TOWN OF NEWCASTLE
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# 15J$
Date: June 7, 1993 ides. #
TR-42-93 By-Law#
Report#: - File#:
Subject: TENDER NW93-121 GRASS CUTTING AND TRIMMING
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1 . THAT Report TR-42-93 be received;
2 . THAT Abba Property Maintenance, Pontypool,, Ontario,
with a total bid in the amount of $49,332 .35
(negotiated reduction to $34,400. 00) , for Ward 1, and
$43,019 . 35 (negotiated reduction to $34,400. 00) , for
Ward 2, be awarded the three (3) year contract for
grass cutting and trimming, as required by the
Department of Community Services;
3 . THAT staff be authorized to negotiate a further
reduction as a result of any delays extending beyond
the anticipated five (5) week period (ie June 7th)
before startup can begin;
4 . THAT Solina Park and Tyrone Park continue to be
maintained by the respective boards for the duration of
the contract;
5 . THAT the Community Services Staff provide the grass
cutting and trimming for Ward 3;
6 . THAT in accordance with the 1993 budget submission, the
Director of Community Services be authorized to hire
the appropriate seasonal staff required to perform
grass cutting and trimming in Ward 3;
7 . THAT the following list of Related Equipment (Page 204
Capital Budget) not be purchased: 2 - Riding Mowers,
14 - Line Trimmers and 1 - Double Axle Trailer;
8 . THAT the disposal of any surplus Community Services
equipment be subject to a report to Council from the
Director of Community Services prior to disposal; and
9 . THAT all of the above recommendations be approved,
FORTHWITH.
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ANAPEL� RECVILE
"HIS IS E-EDQ4 RECYCLED PAPER
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TR-42-93
TENDER NW93-12, GRASS CUTTING AND TRIMMING
BACKGROUND AND COMMENT
Subsequent to Council Resolution #GPA-120-93, a tender for grass
cutting and trimming was publicly advertised and issued. As a
result tender documents were sent to a total of forty (40)
potential bidders . For the information of Council, a separate
tender for Horticultural Services and a Weed and Feed Turf
Program were also issued and will be addressed in a separate
report.
The scope of work specified in the grass cutting and trimming
tender documents includes all parks, sports fields, and
boulevards, to be scheduled at a minimum of an eight (8) day
cycle or as directed. Also included are open spaces, water-
courses and detention facilities which are to be scheduled at
three (3) times per year. The contract is recommended for a
three (3) year term, pending satisfactory service, therefore
enabling the potential contractors sufficient time for amortizing
any necessary equipment purchases . A contract of this nature
also requires some consistency and dedication on the part of the
contractor as much of the work is ongoing from year to year. The
tender documents also specified that the contract may or may not
be awarded whichever was in the best interest of the Town of
Newcastle.
Work that is not included is the pick up of litter prior to grass
cutting, the spring and fall clean up of all sites, risk
management program, playground equipment repairs and general park
maintenance.
Subsequently, bids were received and tabulated as per Schedule
"A" attached.
Note, the prices bid are as negotiated for the 1993 season. The
prices for the second and third year may be subject to a maximum
adjustment in accordance with any fluctuations in the consumer
price index at November of the previous contract year.
At the time of the tender closing, there were no bids submitted
for Ward 3. The main reason provided by the bidders, was that
they did not have a large enough cash flow to put up the required
bid deposit for all three (3) wards, therefore they chose to bid
the largest and easiest. For the information of Council, the
standard bid deposit requested is approximately ten percent ( 10%)
of the total bid amount.
The two (2) low bidders were therefore contacted after the tender
closing and invited to submit an informal price for Ward 3.
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TR-42-93
TENDER NW93-12, GRASS CUTTING AND TRIMMING
As outlined in that attached memo from the Parks and Cemetery
Superintendent, marked Schedule "B" , the total cost for the
Community Services to provide grass cutting and trimming compared
to the price submitted by the low bidder, results in a potential
estimated annual savings to the Municipality of $11,891. 65 for
Ward 1 and $36,572 .65 for Ward 2 based on the original bid
prices . With respect to Ward 3, the total bid price of
$82 ,438. 00, from the low bidder is substantially higher than the
estimated cost of $36,248.00 for the Town to provide the same
service.
As the contract period is now five (5) weeks into the 1993
season, (the contract period was from May 1, 1993 to October 15,
1993) a reduction in the total bid price for the 1993 season was
negotiated. There may in fact be a further delay if the
contractor experiences startup delays (ie employees, equipment,
scheduling etc. ) . The agreed upon price is $34,400.00 for each of
Ward 1 and Ward 2 (total of $68,800 .00 combined) , which allows
for the five (5) week period that the contractor did not perform
the required services and which also accommodates removal of
Solina and Tyrone Parks from the Ward 1 contract.
After further review and analysis of the bids by both the
Director of Community Services and the Purchasing and Supply
Agent, it was mutually agreed that as the bid from Abba Property
Maintenance, Pontypool, Ontario, is substantially lower than the
cost for the Community Services staff to provide the same
service, that they be recommended for the contract award for
Wards 1 and 2 only. As the total bid price for Ward 3 is
substantially higher than the cost for the Community Services
staff to provide the same service, it is recommended that it not
be awarded at this time. It is therefore recommended that the
Director of Community Services be authorized to expend funds to
hire the necessary seasonal staff in accordance with the 1993
budget submission.
It is further recommended that the Town of Newcastle not dispose
of the existing Community Services equipment currently used for
the grass cutting and trimming for Ward 1 and 2 . The Director of
Community Services will report to Council prior to the disposal
of the equipment.
Due to the fact that the grass cutting program is required
immediately a forthwith approval is requested.
Although the subject firm have not previously performed for the
Town of Newcastle, nor have they previously performed a contract
of this size, they have provided satisfactory service of a
similar nature for both the Durham Board of Education and the
Regional Municipality of Durham.
Page - 4 -
TR-42-93
TENDER NW93-121 GRASS CUTTING AND TRIMMING
Respectfully submitted, Recommended for presentation
to the Committee,
Ka--`e-Marano, H.B.Sc . ,AMCT. , Lawrence E. Kot e f,
r,,T,r asurer. Chief Administ�at ve Officer.
f
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.P. Caruana,
Oirector of Community Services.
LAB/hjl
Attachments
1
1
1 1
Schedule "A
��,d Summarlr
Gauss C�tt�iRg & Tacf�►x.ng
r1
BIDDER TOTAL BID-GRASS CUTTING TOTAL BID-BOULEVARDS
WARD 1 WARD 2 WARD 3 WARD 1 WARD 2 WARD 3
Motor City Property Bid Rejected No Bid
Maintenance Deposit
Oshawa, Ontario
Pro Garden Bid Rejected No Bid
Landscaping Deposit
Orono, Ontario
Randy Lively Bid Rejected Restrictive
Port Perry, Ontario or
Conditional
Statement
GreenBelt Services No Bid No Bid No Bid $10,603.70 $16,852.50 $5,745.90
Orono, Ontario
Abba Property $38,498.60 $34,539.60 No Bid $10,833.75 $8,479.75 No Bid *
Maintenance
Pontypool, Ontario
Tom's Landscaping $42,671.60 $57,918.03 No Bid $10,956.80 $8,765.44 No Bid *
Oshawa, Ontario
B. J. Flint & Sons $85,353.90 No Bid No Bid $12,626.00 $8,988.00 No Bid
Bowmanville, Ontario
W.P.M. 1988 Ltd. No Bid $99,812.81 No Bid No Bid No Bid No Bid
Brooklin, Ontario
S. McPherson Lawn $107,511.46 $117,336.20 No Bid No Bid No Bid No Bid
Courtice, Ontario
Clintar $107,532.86 $139,121.40 No Bid No Bid No Bid No Bid
Groundskeeping
Whitby, Ontario
* G.S.T. Corrected
THE CORPORATION OF THE TOWN OF NEWCASTLE
Memorandum
CS93386
To: Lou Ann Birkett, Purchasing and Supply Agent
From: James D. Cameron, Parks & Cemetery Superintendent
Date: May 20, 19 9 3
Subject: TENDER NW93-12 GRASS CUTTING AND TRIMMING
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Staff have calculated the Town's estimated cost to mow and trim
approximately 314 acres of Town land. Our hourly rates for
equipment is based upon Ministry of Transportation's fee schedule
for equipment.
In our estimation, approximately 75% of related staff labour is
attributed specifically to grass cutting and trimming. In the case
of Orono Park and the Cemeteries 60% of staff time has been
estimated and used in our calculations.
SUPERVISION:
Lead Hand, 50% of his time for 6 months
$41, 050 X 1/2 year X 50% = $10, 260
Proportion of Fringe Benefits = $ 1, 550
LABOUR (Temporary Employees)
6 staff x 40 hrs/wk. x 24 wks. = 5,760 hrs.
5, 760 hrs. x $12 . 52/hr. = $72 , 115
75% of $72 , 115 = $54, 090 $54, 090
LABOUR (Student Employees)
6 staff x 40 hrs/wk. x 16 wks. = 3 ,840 hrs.
3 , 840 hrs. x $8 . 94/hr. = $34, 329
75% of $34 , 329 = $25, 750 $25, 750
Orono Parks & Cemeteries
5 students x 40 hrs. /wk.
x 16 wks. = 3 ,200 hrs.
3 , 200 hrs. x $8 . 94 = $28, 608
60% of $28, 608 = $17, 165 $17, 165
Related Benefits = $ 4, 075 $ 4, 075
SUB-TOTAL $112, 890
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SUB-TOTAL FORWARD $112,890
Equipment:
a) 8 riding mowers plus specialty equipment used as needed
ie. slope tractor, brush hog attachment, mott hammer
knife attachment, 3 point hitch mower attachment and a
John Deer tractor
- 4,800 hrs. X $6. 50 per hr. =$30, 240
b) 12 push mowers
- 4821 hrs. X $2 . 80 = $13 , 500
c) 10 grass trimmers
- 4821 hrs. X $1.50 = $ 7, 230
d) 3 trucks (75% of their time
= 2160 hrs)
2160 hrs. X $6, 60 per hr. _ $14, 260
e) 3 trailers (75% of their time
= 2160 hr. )
2160 hrs. X $1. 60 per hr. _ $ 3, 460
TOTAL $68, 690 $68, 690
PURCHASE OF SERVICES
Kendal, Tyrone and Solina grass mowing = 5,000
TOTAL $186,580
The Community Services Department in considering contracting must
also consider and add to the contractors bid the Town's cost to
oversee and administer the contract calculated on the basis of 50%
of the Lead Hand's time over 24 wks. ie. $41, 050 x 6 months x 50%
and related fringe benefits = $11, 810
WARD 1 WARD 2 WARD 3 TOTAL
110 acres 143 acres 61 acres 314 acres
COM. SERVICES
DEPARTMENT $65, 362. 00 $84,970.00 $36,248.00 $186,580. 00
ABBA PROPERTY
Bid $49, 332 . 35 $43, 019. 35 $80, 143 . 00 $172, 494. 70
Town's
Administration $ 4, 137. 00 $ 5, 378. 00 $ 2, 295. 00 $ 11, 810. 00
TOTAL $53,469.35 $48,397.35 $82,438. 00 $184,304.70
Potential
Savings $11,892. 65 $36,572 . 65 - 0 - $ 48,465.30
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Recommendations
It is our recommendation;
1) That Solina Park, Tyrone Park and Harvey Jackson Park in
Kendal continue to be mown and trimmed. by their respective
boards;
2) That Ward 1 and Ward 2 be awarded to Abba Property in the
amounts of $49, 332 . 35 and $43 , 019. 35 respectively less their
bid for Tyrone and Solina Parks and less any agreed
adjustments for the 1993 season.
3) That the Community Services Department continue to provide
grass mowing and trimming services to Ward 3; and
4) That the department retain its equipment until such time that
the Director of Community Services prepares a report to
Council reviewing the performance of the contractor.
I trust this is adequate for your purposes.
*JDC
pc: Joseph P. Caruana, Director of Community Services
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