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Corporate ervice
Report
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Clerk at 905-623-3379 ext. 2102.
Report To: General Government Committee
Date of Meeting: April 18, 2016
Report Number: COD-006-16 Resolution: aStel-1 (p
File Number: CL2016-7 By-law Number:
Report Subject: Grass Cutting Services
Recommendations:
It is respectfully recommended that the General Government Committee recommend to
Council the following:
1. That Report COD-006-16 be received;
2. That B&D Tractor Services with an annual bid amount of$185,960.30 (net H.S.T. rebate)
and 2262728 Ontario Ltd O/A BJ Flint and Sons with an annual bid amount of $134,089.56
(net H.S.T. rebate), being the lowest compliant bidders meeting all terms, conditions and
specifications of Tender CL2016-7 be awarded the contract for Grass Cutting Services for
three years and subject to yearly rate increase based on the Consumer Price Index, All
Items, Ontario, most recent issue;
3. That the Purchasing Manager be authorized to extend this three year contract for up to two
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); and
4. That the funds expended be drawn from the respective operating budgets.
Municipality of Clarington
Report COD-006-16 page 2
Report Overview
To request authorization from Council to award Tender CL2016-7 for Grass Cutting Services
as required by the Municipality of Clarington.
1 . Background
Tender CL2016-7 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. Sixteen
companies downloaded the document.
The Tender closed on Thursday April 7, 2016.
2. Grass Cutting Services
Nine bid submissions were received in response to the tender call. The bids were
reviewed and tabulated (see Attachment 1) and of the nine bids received, two bids were
found to be non-compliant and were subsequently removed from consideration.
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 is the
low bidder for the Bowmanville portion of the grass cutting, and 2262728 Ontario Ltd
O/A BJ Flint and Sons is the low bidder for the Courtice, Newcastle and Darlington
portions of the grass cutting contract.
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.
It should be noted that the Clarke and Hamlets portions of the grass cutting contract will
be awarded to GWS Landscaping and Maplelane Nurseries in the sum of $15,103.40
and $2,386.80 respectively. The dollar value of these two contracts fall within the limits
that staff are authorized to award therefore Council's approval is not required.
3. Financial and Budget Considerations
The annual total cost is approximately $320,049.86 (net H.S.T. rebate) with B&D
Tractor Services awarded $185,960.30 (net H.S.T. rebate) and 2262728 Ontario Ltd
O/A BJ Flint and Sons awarded $134,089.56 (net H.S.T. rebate). The initial contract
term is for three years.
The unit pricing received is firm for the first year of contract.
The Municipality has the option to extend the contract for up to two 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-006-16 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 concurs with the recommendation.
5. Conclusion
It is respectfully recommended that the lowest compliant bidders B&D Tractor Services
with an annual bid amount of$185,960.30 (net H.S.T. rebate) and 2262728 Ontario Ltd
O/A BJ Flint and Sons with an annual bid amount of$134,089.56 (net H.S.T. rebate be
awarded the contract for grass cutting services as per the specifications and terms and
conditions of Tender CL2016-7.
6. Strategic Plan Application
Not Applicable.
Submitted by: -" Reviewed by.
Marie Marano, 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
Clarington
Attachment 1
Municipality of Clarington Report COD-006-16
Summary of Bid Results
Tender CL2016-7 Grass Cutting Services
Recommended Recommended
Bowmanville Courtice Newcastle Darlington Clarke Hamlets Annual Award Annual Award
Bidder Subtotal Subtotal Subtotal Subtotal Subtotal Subtotal (excluding (including HST
HST) Rebate
Maplelane No Bid No Bid $60,969.00 No Bid $17,404.50 $2,386.80 $2,386.80 $2,428.81
Nurseries Low Bid
Regional No Bid $112,364.98 No Bid No Bid No Bid No Bid
Property
GWNo Bid $0.00 $53,447.80 $42,110.00 $15,103.40
Landscaping $4,590.00 $15,103.40 $15,369.22
BJ Flint No Bid $Low B.80 $4ow Bid
$Low B.00 $0.00 $0.00 $131,770.40 $134,089.56
Low Bid Low Bid Low Bid
Howes your No Bid No Bid $73,873.13 $67,642.82 $24,175.76 $3,779.10
yard
Enviro Sweep $182,923.36 No Bid No Bid No Bid No Bid No Bid
B&D Tractor $182,744.01 $66,358.35 $56,497.94 $44,897.00 $16,128.17 No Bid $182,744.01 $185,960.30
Services Low Bid
Traz
Landscaping* - - - - -
Clarington
Contracting
Services*
Total Recommended Contract Award Value $332,004.61 $337,847.89
* Bid was deemed non-compliant