HomeMy WebLinkAboutCOD-026-15 Clarkwa
Corporate Services
Report
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Clerk at 905-623-3379 ext. 2102.
Report To: General Government Committee
Date of Meeting: November 9, 2015
Report Number: COD-026-15 Resolution: GC-, -
File Number: CL2015-30 By-law Number:
Report Subject: Snow Clearing of Sidewalks and Parking Lots
Recommendations:
It is respectfully recommended that the General Government Committee recommend to
Council the following:
1. That Report COD-026-15 be received;
2. That B&D Tractor Services with an annual revised bid amount of $232,720.72 (net H.S.T.
rebate) and 2262728 Ontario Ltd O/A BJ Flint and Sons with an annual revised bid amount
of $246,102.65 (net H.S.T. rebate), being the lowest responsible bidders meeting all terms,
conditions and specifications of Tender CL2015-30 be awarded the contract for Snow
Clearing of Sidewalks and Parking Lots;
3. That the funds expended be drawn from the respective operating budgets; and
4. That the Purchasing Manager be authorized to extend the contract for up to four additional
one year terms pending satisfactory service, available funds, and subject to yearly rate
increase based on the Consumer Price Index, All Items, Ontario, most recent issue.
Municipality of Clarington
Report COD-026-15 Page 2
Report Overview
To request authorization from Council to award Tender CL2015-30 for snow clearing of
sidewalks and parking lots as required by the Municipality of Clarington.
1 . Background
Tender CL2015-30 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the
document was also posted on the Ontario Public Buyer's Association website. Four
companies downloaded the document.
The Tender closed on Monday November 2, 2015.
2. Snow Clearing Services
Two submissions were received in response to the tender call. Bids were reviewed and
tabulated (see Attachment 1) and all submissions were deemed to be compliant.
After review and analysis of the submissions by the Operations Department, and the
Purchasing Services Division, it was mutually agreed that B&D Tractor Services who is
the low bidder for the Bowmanville portion of the snow clearing work, and 2262728
Ontario Ltd O/A BJ Flint and Sons, who is the low bidder for the snow clearing work in
the rest of Clarington, be recommended for the award of contract CL2015-30.
Both B&D Tractor Services and 2262728 Ontario Ltd O/A BJ Flint and Sons have
satisfactorily completed work for the Municipality in the past.
3. Financial and Budget Considerations
The annual total cost is approximately $478,823.37 (net H.S.T. rebate) with B&D
Tractor Services awarded $232,720.72 (net H.S.T. rebate) and 2262728 Ontario Ltd
O/A BJ Flint and Sons awarded $246,102.65 (net H.S.T. rebate). The initial contract
term is for one year.
The unit pricing received is firm for the initial first year of contract.
The unit costs have remained fairly consistent when compared with the previous
contract. However, the overall annual contract value has increased over the previous
contract by approximately $50,000 due to an increase in the amount of sidewalks and
laneways to be cleared.
The Municipality has the option to extend the contract for up to four additional one year
terms pending satisfactory service, available funds and subject to yearly rate increase
based on the Consumer Price Index, All Items, Ontario, most recent issue.
Municipality of Clarington
Report COD-026-15 Page 3
The expended funds will be drawn from the respective departmental operating budgets.
Queries with respect to the department needs should be referred to the respective
Department Head.
4. Concurrence
This report has been reviewed by Steve Brake, Manager of Operations on behalf of
Fred Horvath, Director of Operations who concur with the recommendation.
5. Conclusion
It is respectfully recommended that the lowest compliant bidders, B&D Tractor Services
with an annual revised bid amount of $232,720.72 (net H.S.T. rebate) and 2262728
Ontario Ltd O/A BJ Flint and Sons with an annual revised bid amount of $246,102.65
(net H.S.T. rebate) be awarded the contract for snow clearing of sidewalks and parking
lots as per the specifications and terms and conditions of Tender CL2015-30.
6. Strategic Plan Application
Not Applicable.
Submitted
b : Reviewed by.
Y
e arano, H.B. Sc., C.M.O. Franklin Wu,
Director of Corporate Services Chief Administrative Officer
Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or
dferguson@clarington.net
Attachments: Attachment 1 —Tabulation of Bid Summary
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
MM/DF/jm
Attachment 1 to
Municipality of Clarington Report COD-026-15
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Municipality of Clarington
Summary of Bid Results
Tender CL2015-30
Snow Clearing of Sidewalk's and Parking Lots
Bidder Total Annual Recommended Total Annual Recommended
Award Award
(including HST) net HST rebate
B&D Tractor Service $258,426.11 $232,720.72
2262728 Ontario Ltd O/A $273,286.16 $246,102.65
BJ Flint and Sons
Total Recommended Contract Award Value $478,823.37