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Home My WebLink AboutTR-40-93 THE CORPORATION OF THE TOWN OF NEWCASTLE REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# Date: June 7, 1993 Res. # TR-40-93 By-Law# Report#: File#: Subject: TENDER NW93-131 HORTICULTURAL SERVICES Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1 . THAT Report TR-40-93 be received; 2 . THAT Tender NW93-13 Horticultural Services not be awarded; and 3 . THAT in accordance with the 1993 budget submission the Director of Community Services be authorized to hire the appropriate seasonal staff and purchase the equipment required to perform horticultural services; and 4 . THAT all of the above recommendations be approved; FORTHWITH. BACKGROUND AND COMMENT: Subsequent to Council Resolution #GPA-120-93, a tender for Horticultural Services was publicly advertised and issued. As a result, tender documents were sent to a total of twenty-four (24) potential bidders . For the information of Council, a separate tender for Grass Cutting Services and a Weed and Feed Turf Program were also issued and will be addressed in separate reports . The scope of work specified in the horticultural tender documents include the design layout of all bedding material, the preparation of all plant beds prior to planting, the supply and installation of all bulbs and plant matter, the removal of weeds, cultivating of all shrub and mulched areas, watering of all plant beds, and the pulling of all annual plants at the end of the season to prepare for autumn. The contract was identified to cover a three ( 3) year term, pending satisfactory service, therefore enabling the potential contractors sufficient4time for amortizing any necessary r RPEA I I F R, T HIS IS P R ME E D�4 RECYCLE D PA EE A Page - 2 - TR-40-93 TENDER NW93-131 HORTICULTURAL SERVICES 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 is in the best interest of the Town of Newcastle. Work that is currently performed by horticultural staff but not included in the tender specifications are sport field renovations, preparation for park openings, special events and shows, insect and disease control, use of soil sterilant, tree pruning and emergency tree removal. Due to the nature of this work, as well as the fact that it would be difficult to determine in advance when and what would have to be done, it is the opinion of staff that this work should continue to be done by Town forces . Subsequently, bids were received and tabulated as follows: Bidder Total Bid Amount S. McPherson Lawn & Snow Service Inc. $ 88,382 .00 Courtice, Ontario ProLawn Landscaping & Maintenance $134,793.25 Orono, Ontario One of the reasons for the lack of bids is that there is a very limited number of contractors in this area who have the necessary licensed staff required to adequately perform the required services. In addition, the timing of the tender call was too late for some contractors, as they already had their 1993 contracts in place and did not have sufficient resources to take on additional work. 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 horticultural services included in the tender specifications is estimated at $79,610 .00 . The cost to contract the same services by the low bidder is $88,382 .00 . In addition, an administrative charge must be added for supervision of the contract representing $12,940. 00 for a total cost to contract Horticultural services of $101,322 .00 . Due to the fact that the horticultural services are required immediately a forthwith approval is requested. I J � Page - 3 - TR-40-93 TENDER NW93-13, HORTICULTURAL SERVICES After further review of the bids by both the Director of Community Services and the Purchasing and Supply Agent is was mutually agreed that, as the low bid submitted by S. McPherson Lawn & Snow Service Inc . is substantially higher than the estimated cost for the Community Services Department to provide the service, that it be respectfully recommended that Tender NW93-13 for Horticultural Services not be awarded. It is therefore further recommended that the Director of Community Services be authorized to expend funds to hire the necessary seasonal staff and purchase equipment in accordance with the 1993 budget submission (identified on page 204 of the 1993 Draft Capital Budget - copy attached as Schedule "B) . Respectfully submitted, Recommended for presentation to the Committee, Marie Marano, H.B.Sc . ,AMCT. , Lawrence E. JK seff, Treasurer. Chief Administrative Officer. 1P. Caruana, r ,irector of Community Services . LAB/hjl Attachments i i THE CORPORATION OF THE TOWN OF NEWCASTLE Memorandum SCHEDULE A TO REPORT NO. TR-40-93 CS93330 To: Lou Ann Birkett, Purchasing Agent From: James Cameron, Parks & Cemetery Superintendent Date: May 20, 19 9 3 Subject: TENDER NW 93-13 HORTICULTURAL SERVICES ------------------------------------------------------------------- Staff in preparing the tender, identified various activities associated with horticulture and prepared specifications and estimated quantities associated with the activities. We have calculated our costs to perform the work outlined in tender NW93-13 to be $79, 610. 00. The hourly rates for equipment in our calculations is based upon the Ministry of Transportation's fee schedule for equipment. In our estimation, 80% staff time is directly related to the work associated with Tender NW 93-13 Horticultural Services. The other 20% of their time is directed to activities such as turf renovations, preparation for park openings, tree pruning, emergency tree removal, special events and shows. Our calculation for the Town to perform the work outlined in Tender NW93-13 (flower and shrub maintenance) is as follows: SUPERVISION (Horticulturist) 80% of his time for 7 months $41, 050 x 7/12 year x 80% $ 19, 160 Proportion of Fringe Benefits $ 2,890 i LABOUR (Temporary Employees) 2 staff x 40 hrs/wk. x 24 wks. = 1, 920 hrs. 1, 920 hrs. x $12 . 52/hr. = $24, 038 80% of $24, 038 = $19, 230 $ 19,230 LABOUR (Student Employees) 3 staff x 40 hrs/wk. x 16 wks. = 1, 920 hrs. 1, 920 hrs. x $8 . 94/hr. = $17, 164 80% of $17, 164 = $13, 730 $ 13 ,730 i Related Benefits (Labour) $ 3 , 150 . . /2 ! 2 - EQUIPMENT (Motorized) 1/2 ton truck 40 hrs/wk x 24 wks. x $5.70/hr. = $ 5,472 80% of $5, 472 = $ 4, 377 $ 4, 377 2 Ton Truck 40 hrs/wk x 24 wks. x $7.80/hr. = $ 7, 488 80% of $7,488 = $ 5, 990 $ 5,990 OTHER EQUIPMENT Vacuum mulcher (40 hours @ $2 . 00 per hour) $ 80 Rototiller (50 hours @ $3 . 00 per hour) $ 150 Edger (200 hours @ $3 . 00 per hour) $ 600 Water pump (40 hours @ $5. 40 per hour) $ 200 MATERIALS (annuals, bulbs, fertilizer, water and chemicals) $ 10, 050 TOTAL S 79 , 610 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 horticulturists time over 7 months ie. 41, 050 x 7/12 year x 50% and related fringe benefits = $12, 940. 00 HORTICULTURE TENDER NW 93-13 Community Services Department $ 79,610.00 McPherson Lawn and Snow Service Bid $ 88, 382 . 00 Town Administration $ 12 ,940.00 TOTAL $101,322 .00 Prolawn Landscaping and Maintenance Bid $134,793 .25 Town Administration $ 12 , 940. 00 TOTAL $147,733.25 The two tenders received by S. McPherson Lawn and Snow Services and ProLawn Landscaping and Maintenance are both greater than the Town's estimated current cost. We therefore recommend that the Tender NW 93-13 not be awarded. JDC/dm i SCHEDULE "B" to Report TR-40-93 C O R P O R A T I O N O F T H E T O W N O F N E W C A S T L E PAGE 1993 CAPITAL BUDGET AND FOUR YEAR FORECAST DEPARTMENT: COMMUNITY SERVICES 1 SECTION/PROJECT SUMMARY PARKS & CEMETERY EQUIPMENT IREPLACI GENERAL I II F I N A N C I N G I 1 PROJECT(S) I NEW I LEDGER I GROSS II ACCOUNT RESERVE SUBSIDY OR 1 1992 1 A/C # I EXPENDITURE I1 NAME RES.FUNDS OTHER DEBENTURE I TAX LEVY 1 > I I I II I I I I 1 ARKS i 1/2 Ton Truck IREP 17603-00001-05041 20,000 11EQUIP. RES. 1 20,000 I I ( 1 2- Riding Mowers (NEW 17603-00001-05051 38,000 11CS LOT LEVY 1 38,000 1 I 1 1 10 Line Trimmers IREP 17603-00001-05051 4,000 11EQUIP. RES. 1 4,000 1 1 I 1 Misc. Tools 1REP 17603-00001-05051 31000 11EQUIP. RES. I 3,000 1 I 1 1 Double Axile Trailer INEW 17603-00001-05051 5,000 11CS LOT LEVY 1 5,000 1 1 1 11 1 I I HORTICULTURE 1 1 1 30 1 I 1 1 1/2 Ton Truck INEW 17603-00003-05041 30,000 11CS LOT LEVY 1 000 1 Irrigation Trailer INEW 17603-00003-05051 5,000 (1Cc LOT LEVY I 5,000 1 I 1 1 Bed Edger INEW 17603-00003-05051 2,000 11CS LOT LEVY 1 2,000 1 I ( 1 Y Rotatiller INEW 17603-00003-05051 300 11CS LOT LEVY 1 300 II 1 I 1 CEMETERY I I 1 11 I 1 I 4 Line' Trimmers IREP 17402-00000-05051 1,600 11EQUIP. RES. I 1,600 1 I 1 1 Misc. Tools IREP 17402-00000-05051 300 11EQUIP. RES. 1 300 1 1 I 1 ( I II 1 1 1 1 I � � � ► II I I 1 1 II I I I I I I 1 I II I 1 I 1 1 I I 1 II I I I I I 1 I 1 I I I I II 1 1 i I I II I 1 I I 1 II I 1 1 1 I 1 1 TOTAL 1 109,200 ii ( 109,200 1I 1