HomeMy WebLinkAboutTR-41-93 THE CORPORATION OF THE TOWN OF NEWCASTLE
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# 3
Ct' cc
Date: June 7, 1993 Res. z
Report#: TR-41-93 By-Law#
__ File#:
QUOTATION Q93-5, WEED AND FEED TURF PROGRAM
Subject:
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report TR-41-93 be received;
2 . THAT S. McPherson Lawn & Snow Service Inc. , Courtice,
Ontario, with a price per acre of $60.00, being the
lowest responsible bidder meeting all terms, conditions
and specifications of Quotation Q93-5, be awarded the
three (3) year contract for the Weed and Feed Turf
Program, as required by the Department of Community
Services;
3 . THAT the disposal of the existing Community Services
equipment be subject to a report to Council from the
Director of Community Services prior to disposal; and
4 . THAT the funds expended be drawn from the 1993 Department
of Community Services Horticulture budget; and
5 . THAT all of the above recommendations be approved
FORTHWITH.
BACKGROUND AND COMMENT•
Subsequent to Council Resolution #GPA-120-93 a quotation for a Weed
and Feed Turf Program was publicly advertised and issued. For the
information of Council, a separate tender for Grass Cutting
Services and Horticultural Services were also issued and will be
addressed in a separate report.
RE C YcL r D EvnE
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TR-41-93
QUOTATION Q93-5, WEED AND FEED TURF PROGRAM
The scope of work specified was to provide a Weed and Feed Turf
Program for approximately 40 to 50 acres. The contract is for a
three (3) year term which would enable the potential contractors
sufficient time for amortizing any necessary equipment. 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.
Subsequently, bids were received and tabulated as follows:
BIDDER TOTAL BID AMOUNT
S. McPherson Lawn & Snow Service $ 60.00 per acre
Courtice, Ontario
Clintar Groundskeeping Service $140.00 per acre
Whitby, Ontario
Weed Busters $225.00 per acre
Oshawa, Ontario
As outlined in the attached memo from the Parks and Cemetery
Superintendent, marked Schedule "A" , the total cost for the
Community Services to provide the Weed and Feed Turf Program
included in the tender specifications is estimated at $102 . 00 per
acre.
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 S. McPherson Lawn & Snow
Service is substantially lower than the cost for the Community
Services staff to provide the same service, that they be
recommended for the contract award. At the bid price of $60 .00 per
acre plus the administrative cost of $13. 80 per acre, to total
$73. 80, the net annual savings to the municipality for this service
is approximately $1,400.00 ($102 . 00 - $73 . 80 X 50 acres) .
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It is further recommended that the Town of Newcastle not dispose of
the existing Community Services equipment currently used for the
weed and feed turf program until the Director of Community Services
reports to Council prior to the disposal of the equipment.
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TR-41-93
QUOTATION Q93-51 WEED AND FEED TURF PROGRAM
Due to the fact that the weed and feed program is required
immediately a forthwith approval is requested.
Although the subject firm have not previously performed for the
Town of Newcastle, they have provided satisfactory service for
Metropolitan Toronto.
Respectfully submitted, Recommended for presentation
to the Committee,
do-11
e Marano, H.B.Sc . ,AMCT. , Lawrence E. Ko s ff,
Treasurer. Chief Administ atve Officer.
J. Caruana,
D'�ector of Community Services.
LAB/hjl
Attachments
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THE CORPORATION OF THE TOWN OF NEWCASTLE
Memorandum
SCHEDULE A
CS93331
To: Lou Ann Birkett, Purchasing and Supply Agent
From: James D. Cameron, Parks & Cemetery Superintendent
Date: May 2 0, 19 9 3
Subject: QUOTATION Q93-5 WEED AND FEED TURF PROGRAM
We have calculated Horticultural staff's expenses to weed and
fertilize 50 acres of turf and have determined it is $5, 105. 00 or
$102 . 00 per acre. Hourly rates for equipment is based upon
Ministry of Transportation's equipment rates. During part of the
weed spraying fertilizing operation, two hand operated wands are
employed by two individuals to spray difficult to reach locations.
This accounts for the 125 hours of labour versus 90 hours for
equipment.
Our calculations as to our cost are as follows.
SUPERVISION (Horticulturist)
10% of his time for 2 months
$41, 050 x 2/12 x 10% _ $ 690
Fringe benefits are minimal cost and not
calculated.
LABOUR (Permanent Union Employees)
2 staff = 125 hrs. x $15. 39/hr. _ $1, 923 = $1, 923
Fringe benefits are minimal cost and not
calculated.
EQUIPMENT
1/2 ton truck
90 hrs. x $5.70/hr. - $ 513
Attached Sprayer
90 hrs. x $8 . 10 - $ 729 = $1, 242
MATERIALS
Herbicide
50 acres x $18 . 00/acre - $ 900
Fertilizer
50 acres x $ 7 . 00/acre - $ 350 = $1, 250
TOTAL COST = $51105
Cost Per Acre ($5, 105 _ 50 acres) _ $ 102
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 10%
of the Horticulturist's time over 2 months ie. $41, 050 x 2/12 of a
year x 10% = $690. 00 _ 50 acres = 13 .80 per acre.
Fringe benefits are minor and not —alculated. . . /2
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BIDDER COST PER ACRE TOTAL COST
(50 ACRES)
Community Services $102.00 $ 51100.00
Department-
S. McPherson Lawn
and Snow Service
Bid $ 60. 00 $ 3, 000. 00
Town Administration $ 13 .80 $ 690.00
Total Cost $ 73.80 $ 3,690.00
Clintar
Groundskeeping
Bid $140.00 $ 7, 000. 00
Town Administration $ 13 .80 $ 690.00
Total Cost $153.80 $ 7,690.00
Weed Busters
Bid $225. 00 $11,250. 00
Town Administration $ 13 .80 $ 690. 00
Total Cost $248.80 $11,940.00
We recommend S. McPherson Lawn and Snow Service be awarded the
contract to fertilize and spray turf for $60. 00 per acre to a total
of $3, 000 for 50 acres.
AJDC:dm
cc: Joseph P. Caruana, Director of Community Services