The URL can be used to link to this page

Home My WebLink AboutTR-101-93 CORPORATION OF THE MUNICIPALITY OF CLARINGTON DN: NW93-39 .REP REPORT Meeting: General Purpose and Administration Committee File# Date: Monday, December 6, 1993 By-Law Report#:TR_1,0_�� File#: Subject: TENDER NW93-39, SNOW CLEARING AND WINTER MAINTENANCE OF SIDEWALKS AND PARKING LOTS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-101-93 be received; 2 . THAT D & F Snow Removal, Bowmanville, Ontario, with a total bid price per callout in the amount of $2,122 .90 (plus G.S.T. ) , be awarded the contract to provide snow clearing and winter maintenance required by the Municipality of Clarington for the 1993/94 winter season; and 3 . THAT the funds expended be drawn from the 1993 and 1994 winter maintenance budgets, for the respective departments; FORTHWITH. BACKGROUND AND COMMENT: Tenders were publicly advertised and called for the snow clearing and winter maintenance of sidewalks and parking lots within the Municipality of Clarington, as required by the Department of Public Works . Also included in the contract is the Senior Citizens and Physically Disabled sidewalk snow clearing, sand/salting and driveway windrow removal. Although the contract includes the requirements of Public Works, Clerk's Department (By-law) and Community Services, the callout and monitoring is the responsibility of the department of Public Works. In order to ensure that all potential bidders understood the tender specifications and general conditions a pre-tender meeting was held on Friday, October 29, 1993 . The general conditions of the tender stipulated that all contractors bidding on the tender must attend the meeting and that failure to do so would disq4qlify their bid subm77i'.4�ion. 7 r) 1 ililS B PH4 11ECY-D PAPER REPORT NO. : TR-101-93 PAGE 2 The following contractors attended the pre-tender meeting: Abba Property Maintenance, Pontypool, Ontario G.W.S. Landscaping, Bowmanville, Ontario D & F Snow Removal, Bowmanville, Ontario B.J. Flint and Sons, Bowmanville, Ontario Forbes Complete Maintenance, Bowmanville, Ontario Frank Webster Whitby, Ontario Rivers Backhoe Services, Bowmanville, Ontario As identified in the memo dated October 15, 1993, to Mayor and Members of Council (see Schedule A attached) , the 1993/1994 tender specified that contractors must bid on all sections of the tender. Subsequently, tenders were received and tabulated as follows : Bidder Total Bid Amount Per Call-Out D & F Snow Removal $2, 122 .90 Bowmanville, Ontario GWS Landscaping $2,807 .70 Bowmanville, Ontario Due to the number of locations and sections within this contract as well as the additions and deletions made each year, it is difficult to state an overall price increase or decrease. However, upon review of the unit prices in general, the prices bid do represent a decrease over the 1992/1993 winter season. These decreases are attributed to the current downturn in the economy. i The actual remittance for Snow Removal Services over the 1992/93 season totalled approximately $142,000 .00. i Due to the approaching winter season, a forthwith approval is requested. 02 i REPORT NO. : TR-101-93 PAGE 3 After further review and analysis of the tenders by both the Public Works Department and Purchasing, it was mutually agreed that D & F Snow Removal, Bowmanville, Ontario, be recommended for the contract to provide snow clearing and winter maintenance. The Treasurer has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specifications, etc. , should be referred to the Director of Public Works . i The subject firm has previously worked satisfactorily for the Municipality of Clarington during the 1992/93 winter season. Respectfully submitted, and I Recommended for presentation to the Committee I r e Marano, H.B.Sc. , AMCT. , Treasurer/Acting Chief Administrative Officer Respectfully submitted, W.A. Evans, P.Eng. , Director of Public Works i i LAB*ld November 29, 1993 Attachment l03 i SCHEDULE A THE CORPORATION OF THE TOWN OF NEWCASTLE Memorandum To: Mayor/Members Council From: Lou Ann Birkett, Purchasing and Supply Agent Date: October 15, 1993 Subject: 1993/94 Snow Clearing Contract For the past several years, the snow removal tender has been divided into several sections, namely: Section I - Bowmanville II - Village of Newcastle III - Village of Orono IV - Village of Courtice V - Village . of Hampton VI - Village of Newtonville VII - Senior Citizens and Physically Disabled IX-XII - Misc. Public Areas. Community Services Dept. As part of the Tender specifications, bidders were advised that the sections may be awarded together or separately, ti whichever was in the best interest of the Municipality. The justifications for doing this are: 1) Allowed potential contractors to bid on only areas they were capable of handling and/or were interested in ie. allowed for a small contractor, that may not have the resources to service the entire Municipality, to bid on only one area. 2) Allowed for the Municipality to divide the contract between more than one bidder to obtain the lowest overall cost. ie. Contractor "A" may be the low bidder for Area 1, but not for Area II . Over the years, as the overall contract has become larger, it has become more cumbersome and difficult to administer. It is for this reason that the Public Works Department have requested that this years contract be tendered in such a manner that the potential contractors must bid on all sections of the tender, thereby having only one contractor service the entire Municipality. Attached for information purposes is a memo from Mr. Don Patterson, Manager of Operations, outlining their position on this matter. If i 0 'pp 'fit PAGE TWO 1993/94 SNOW CLEARING CONTRACT As timing is of the essence for the awarding of this contract, I feel it is appropriate to advise Council of this change in the process, prior to the official tender closing. Should there be no objections to this process, a tender will be advertised on Wednesday, October 20, 1993, with the closing date for submissions being, Wednesday, November 3, 1993. Should you have any questions or concerns regarding this matter, please contact me. Yours' truly, Lou Ann Birkett, A.M.C.T. Purchasing and Supply Agent LAB:sg Encl. c.c. - M. Marano, Treasurer/Acting CAO W. Evans, Director of Public Works D. Patterson, Public Works/Mgr. of Operations G. Ashton, Operations Technician / 05 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON XX=9MM)TMk RkffAXT,' f A45MftT Memorandum To: Lou Ann Birkett, Purchasing and Supply Agent From: Don Patterson, Manager of Operations, Public Works Date: October 14, 1993 Subject: Sidewalk Winter Maintenance Contract It is the intention of the Public Works Department to make some improvements to the sidewalk winter maintenance contract. The contract has traditionally been tendered in four (4) sections, that is Courtice, Bowmanville, Orono and Newcastle Village, with the potential of four (4) different contractors being awarded separate sections. (In recent years two (2) contractors have been awarded different sections of the contract. ) This contract has now been expanded to include snow and ice clearing and driveway windrow removals for seniors and the physically disabled in all of the municipal hamlets, as well as the urban areas of the Municipality. Depending on how the contractors bid on this project, the result might be that several contractors would be criss- crossing the Municipality, each doing their own section of the work. We recommend that the format be changed to one (1) contractor being awarded the complete contract. The estimated value of the contract is something less than $9,000 per call-out. We have, in the past, found the contract to be cumbersome and somewhat difficult to administer in order to ensure that the walks are cleared in the prescribed time when dealing with more than one ( 1) contractor. w The Municipality, in our opinion, would be better served by awarding the complete contract to the lowest bidder and thereby isolating the responsibility to one (1) contractor who, in turn, would be adequately supervised / 06 i i Lou Ann Birkett - 2 - October 14, 1993 by Public Works staff as well as being equipped to communicate with Public Works staff on a twenty-four (24) hour basis to ensure prompt and efficient service. Don Patterson Manager of Operations DP:ph pc: Walter A. Evans, Director of Public Works Grant Ashton, Operations Technician, Public Works J � -7