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HomeMy WebLinkAboutTR-25-96 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Meeting: File## APRIL 1, 1996 c Res. # Date: , TR-2 5-9 6 By-baW# Report##: File#: Subject: TENDER CL96-2 GRASS CUTTING AND TRIMMING j i Recommendations: i It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: i 1 . THAT Report TR-25-96 be received; and 2 . THAT Tom' s Landscaping Maintenance and Design, Oshawa, Ontario, with a total bid amount of $43 , 173 . 84 (including G.S .T. ) for Ward 1 and $34, 558 . 05 (including G. S .T. ) for Ward 3, being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL96-2, be awarded the three (3) year contract for grass cutting and trimming for Wards 1 and 3 , as required by the Department of Public Works; I 3 . THAT Abba Property Maintenance, Pontypool, Ontario, with a total bid amount of $71, 849 . 34 (including G. S.T. ) for Ward 2, being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL96-2, be awarded the three (3) year contract for grass cutting and trimming for Ward 2 , as required by the Department of Public Works; l j 4 .a) THAT the contract award to Abba Property Maintenance for Ward 2, be subject to a one (1) year probationary period; AE Y LEO PA PIER PAPER gECVCLE THIS IS PREMED -RECYCLED PAPER REPORT NO. : TR-25-96 PAGE 2 TENDER CL96-2 GRASS CUTTING AND TRIMMING b) THAT staff report back to Council with recommendations for the balance of the contract for Ward 2 at the completion of the probationary period, if the probationary period is not completed to the satisfaction of the Department of Public Works; 5 .a) THAT Level (V) Rural Roadside maintenance of Tender CL96-2 not be awarded; b) THAT Municipal forces continue to maintain Rural Roadside maintenance; i 6 . THAT Solina Park, Tyrone Park and Harvey Jackson Park (Kendal) continue to be maintained by the respective boards; 7 . THAT the required funds be drawn from the respective year' s current budget allocation for grass cutting with an annual contribution from Lot Levy reserve fund, as necessary, to subsidize the contract in lieu of capital expenditure otherwise required; and 8 . THAT the above recommendations be approved, FORTHWITH. i BACKGROUND AND COMMENT: A grass cutting and trimming contract was awarded to an outside contractor for the first time in June 1993 . The initial tender award to Abba Property Maintenance was for Wards 1 and 2 for a i three (3) year term. Due to the unreasonably high bids submitted, Municipal forces continued to perform grass cutting in Ward 3 . Grass cutting is a seasonal function and as a result, part-time seasonal staff have been contracted to perform this task in the past . Therefore this award does not affect the Municipal staff complement requirements . / 49 REPORT NO. : TR-25-96 PAGE 3 TENDER CL96-2 GRASS CUTTING AND TRIMMING In the first contract term the Lot Levy Reserve Fund showed a contribution in the budget in the amount of approximately $55, 000 . 00 that would have been spent on capital equipment for Municipal forces to continue grass cutting. This contribution is continued in the 1996 budget and will be gradually reduced over the next 5 years so that ultimately the Tax Levy will fully fund the contract . In January, 1996, Tender CL96-2 was advertised and issued for the Grass Cutting and Trimming, with bids being submitted as per schedule "Al' attached. I Changes to the 1996 tender specifications included: - the addition of Level (V) maintenance, which is rural roadside grass cutting - the pick up of litter prior to grass cutting - more detailed schedules for grass cutting - more detailed, and new equipment specifications - prices firm for duration of contract (previous contract provided for inflationary increases) - price tendered in per acre rather than per location A mandatory pre-tender meeting for all bidders was held at the Municipal Offices on Thursday, January 18, 1996, with eighteen (18) potential contractors being in attendance . i WARDS 1 AND 3 j I Although the low bidder for Wards 1 and 3 , Tom' s Landscaping Maintenance and Design, has not previously provided service for the Municipality of Clarington, they have provided satisfactory service for the Durham Board of Education (previous contract with them was for approximately 281 acres of grass cutting) , as well as the Whitby Mental Health Centre. The Public Works Fleet Superintendent I X50 REPORT NO. : TR-25-96 PAGE 4 TENDER CL96-2 GRASS CUTTING AND TRIMMING has inspected the existing equipment of the subject firm. In addition, the firm has provided a letter of intent to purchase the remainder of the required equipment should they be successful in the award. Staff have met with the subject firm and are confident that they have the necessary experience, qualifications, and equipment, to provide satisfactory service . Based on the prices submitted, the average cost per acre is $23 . 00 plus G. S .T. , which does not include Municipal staff supervision and administration time, compared to approximately $35 . 00 per acre which is the cost for the Municipal forces to provide the same service. WARD 2 The low bidder for Ward 2, Abba Property Maintenance, has provided grass cutting services for the Municipality for the past three years . During the 1995 grass cutting season, there were several documented complaints with respect to the level of service provided by this contractor. In October, 1995, a letter from the Purchasing Manager (Schedule "B" attached) , was forwarded to Abba summarizing the concerns of the past season. Also attached is the response from Abba Property Maintenance (Schedule "C" attached) . In view of this, staff met with the subject firm on March 19, 1996, to further discuss these concerns . Subsequently, a one year probationary period was recommended to which the subject firm is agreeable (Schedule "D" attached) . Upon expiry of the one year term, subject to satisfactory performance, the contract will be extended for an i additional two (2) years . The Public Works Fleet Superintendent has inspected the existing equipment of the subject firm. In addition the firm has provided a letter of intent to purchase the remainder of the required equipment should they be successful in the award. i Based on the prices submitted, the average cost per acre is $24 . 10 plus G. S . T. , which does not include Municipal Staff supervision and administration time . This price compares to approximately $35 . 00 REPORT NO. : TR-25-96 PAGE 5 TENDER CL96-2 GRASS CUTTING AND TRIMMING per acre, being the cost for the Municipal forces to provide the same service . LEVEL "V" RURAL ROADSIDE MAINTENANCE The only bid received for level "V" was from E .R. Nixon Travel Ltd. , Orono, Ontario, for a total bid amount of $34, 020 . 00 ($27 . 00 per kilometre x 1260 kilometres) , plus G. S .T. Staff have reviewed Municipal operations costs and project the annual maintenance costs to maintain 1260 kilometres of roadside at $26 . 00 per kilometre for a total of $32, 760 . 00 . The existing equipment is expected to function well over the next three years with no capital expenditures required. I Based on this information, staff recommend that Municipal forces continue to maintain rural roadside . SUMMARY: Due to the many changes made in the 1996 tender, a cost comparison to 1993 would not be reflective of any increases or decreases in prices . After further review and analysis of the bids by both the Director of Public Works and the Purchasing Manager, it was mutually agreed that the recommendations for award of Tender CL96-2 be as outlined. As specified in the tender documents, the contract awards are for a three (3) year term which enable the 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. r52 REPORT NO. : TR-25-96 PAGE 6 TENDER CL96-2 GRASS CUTTING AND TRIMMING Due to the fact that the grass cutting program is required in the near future, a forthwith approval is requested in order to allow sufficient time for the prospective contractors to obtain the necessary equipment . Respectfully submitted, Reviewed by, i i arie A. Marano, H.B. Sc . , AMCT W.H. Stockwell Treasurer Chief Administrative Officer Respectfully submitted, I I I Stephen A. Vokes, P.Eng. i Director of Public Works MAM*LAB*lw March 25, 1996 Attachments i I i i I I i / 53 SCHEDULE "A" BID SUMMARY TENDER CL96-2, GRASS CUTTING AND TRIMMING BIDDER WARD 1 WARD 2 WARD 3 LEVEL V (Including G.S.T.) (Including G.S.T.) (Including G.S.T.) (G.S.T. not included) Tom's Landscaping Maint. & Design $ 43,173.84 * $ 84,792.50 * $ 34,558.05 * NO BID Oshawa, Ontario Abba Property Maint. $ 46,613.49 $ 71,849.34 $ 38,784.87 NO BID Pontypool, Ontario Durham Property Maint. & Snow Cont. $ 66,943.93 $111,466.19 $ 53,102.08 NO BID Whitby, Ontario Mr. Trim Lawn & Garden Services $137,535.93 NO BID NO BID NO BID Bowmanville, Ontario E.R. Nixon Travel Ltd. NO BID NO BID NO BID Orono, Ontario $ 1260 27.00/km x 26k0km _ $34,020.00 ` Ontario Grassworks Bid Rejected - No Bid Deposit Un Oshawa, Ontario Estate Property Service Bid Rejected - Not Signed, Proper Tender Form Not Submitted Orono, Ontario * Bid amended - extension error M 0 c r m D SCHEDULE "B" MUNICIPALITY OF _Gularington ONTARIO October 2, 1995 Mr. Brian Wright Abba Property Maintenance P.O. Box 397 Pontypool, Ontario LOA 1KO Dear Brian: RE : TENDER NW93-12 GRASS CUTTING AND TRIMMING As you are aware, we have experienced several problems throughout the 1995 grass cutting season with respect to the level of service your firm has provided. Numerous pieces of correspondence have been sent to you identifying the need for increased supervision, insufficient mower height as well as sites not cut in accordance with the contract . In addition, it has also been necessary to have several locations cut by another contractor with the resulting charges being deducted from your invoices . While every attempt has been made by our staff to assist you in the scheduling of the work through meetings and the use of daily facsimiles, the problems were not rectified. Consequently, please be advised that the unsatisfactory performance of your firm will be given careful consideration in the evaluating of any future tender submissions to the Municipality of Clarington. Should you have any questions regarding this matter, please contact me . Yours truly, Lou Ann Birkett, C. P. P. , A.M.C.T. Purchasing Manager LB/lb cc--J. Caruana, Director of Community Se—vices J. Dow, Parks and Cemetery Manager / 55 SCHEDULE "C" October 18, 1995 To: Town of Clarington Att: Lou Ann Birkett ABBA PROPERTY MAI NTENANCE Re: Grass Tender NW 93,- 12 P.O. Box 397 PONTYPOOL. ONTARIO LOA-1 KO BUS, 277-3777 MOB.433-7484 Dear Lou Ann, Regarding your letter dated Oct 2, 199-5. Four concerns relating to our performance in the third and final year of our contract are unfounded. '['here are many reasons why we feel this way. After talking at length with Mr. ,lint Dow, he has assured me that if all qualifications are nact by our company in regards to the new tender, he would not hesitate to recommend us to council if our teatder bid was deemed acceptable. This along with a letter front the Baseball Association, congratulating the performance of sonic of the Parks that we maintain for you, has given as great confidence entering into file new tender bidding. We feel that the current contract in its present forma was opera to criticism on both sides. Enquiries by you that there wits a number of letters by ;Mr. DovV to us regarding concerns of the public anti himself acre aacctarate. ,Mr. Dow stated to nae at the start of this year that every bit of cottan►utaication between its wool<f be documented. Ilence the letters. NN'c [a<a(l as VVI-N lteaar•) c•aatticag S(•aSOII cVith no let taps in July an(] Augtast . This created fast "rmvilt trial was + mlirollti,-d its best as Vii could. 'There a,as cutting done by A]r. Di) v's alepaartim-tat a►aa a couple of locations when cutting fell behind do to weather mid holidaav's. The 'work that was completed was greatly appreciated by us in h<_'lping getting caught up quickly. This was not done by an outside contractor as y ott slated in the letter. We feel that working under your new management, we had as great steal of learning to do. In the end our performance was quits' Credible. �N`c noticed the quality of our performance was brotaght to ai Rtauch higher level u(Ider Mr. tic►w than in our first two years. We excepted the challenge mod look forward to wonting ,vvith him in the future. Please consider us as serious tenderer to coming tenders. Sincerely yours. BRIAN WRI('-ll T, :NIA A(;FR CC - J Caruana, Director of Coo mnmio J Dow, Parks and Cerneterv, M:aaaws ,r HBBH rhur NHlN i 1 1!J J� 1 I J i i 1 r. U 0 2.0/3A) 15:20 V1 Q5 623 4169 CLARINGTON 0001 SCHEDULE "D" MUNICIPALITY OF �(cx�fngtvn __. ONTARIO March 20 , 1996 Mr. Erian Wright Abba Property Maintenance P.O. Box 397 Pontypool_, Ontario LOA :I.KO Dear Brian: RR : TENDER CL96-2 GRASS CUTTING AND TRIMMING Further to my letter to you dated October 2, 1995, and with respect to the above noted tender, please be advised that the Municipality still has some concerns with respect to the level of service that youz firm is able to provide . Rowev8r, it is also appreciated, that some of the problems were beyond your control . In addition, the volume of work for the 1996 contract is somewhat smaller and will therefore be more easily managed, Subsequently, we are therefore prepared to recommend to Council- that Abba Property Maintenance be awarded ward. 2 of Tender CL96-2 on a one year probationary period. Upon expiry of the one year term, subject to satisfactory performance, the contract will be extended for an additional two years . i Should this recommendation, be acceptable to you, please indicate your agreement by signing the bottom of this letter dnd returning 1 it to me as soon as possible . ' Yours truly, Lou Ann Birkett, C.P.P . , A.M.C. T. Purchasing Manager LB/1b 111EED TO B BRIAN V GH ABBA PROPERTY MAINTENANCE 757 7 \ ri.rr.rnwTnu ^M TUC u11Mff:ft3Af 1TY hf= M &QJNnT(]N