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REPORT
Report To: Mayor Carl Zehr & Members of Council
Date of Meeting : 2008-10-27
Submitted By: Dan Chapman, General Manager of Financial Services
Prepared By: Larry Gordon, Director of Purchasing (2214)
Date of Report: 2008-10-21
Report No: FIN 08-137
Subject: T08-074 -Supply and Operate Snow Removal Equipment
RECOMMENDATION
That tender T08-074, Supply and Operate Snow Removal Equipment, Service A, the blowing of
snow within sections of the defined zones, be awarded to Beastmaster Farm, Breslau, ON, Stan
Driscoll & Sons Snow Removal, Moorefield, ON, Moorefield Excavating, Harriston, ON, and
McLellan Group, Brantford, ON at their tendered hourly rates, for athree-year period. The
estimated annual value of this portion of the contract is $245,400., plus G.S.T. per season.
That tender T08-074, Supply and Operate Snow Removal Equipment, Service B, establishing a
list of available contractors to provide equipment for snow clearing and removal on an as-
required basis, be awarded to Humphries Lawn & Snow, Kitchener, ON, R.M. Adams Trucking
Ltd., Kitchener, ON, Moorefield Excavating, Harriston, ON, Beastmaster Farm, Breslau, ON,
Stan Driscoll & Sons Snow Removal, Moorefield, ON, Hoffman Services Inc., New Hamburg,
ON, McLellan Group, Brantford, ON and DMJ Excavating & Landscaping, Caledonia, ON at
their tendered hourly rates, for athree-year period. The estimated annual value of this portion
of the contract is $138,000., plus G.S.T. per season.
BACKGROUND
The City invited tenders for two (2) services within T08-074, Supply and Operate Snow Removal
Equipment. Service A is the blowing of snow within sections of the defined zones during Full
Plow Events. The Operations Department has divided the City of Kitchener into nine (9) zones
for this purpose. The number of Full Plow Events may vary from year to year. In the winter
season of 2007/2008, there were eleven (11) Full Plow Events. Over the last five (5) years, the
average number of Full Plow Events per season is five (5). The City had specified that the
contractor must bid a minimum of one blower and operator per zone. Service B is to establish a
list of available contractors to provide equipment for snow clearing and removal on an as-
required basis.
REPORT
Tenders were advertised publicly in The Record, on the City of Kitchener website and the
Internet through the Ontario Public Buyers Electronic Tendering Information System. Fifteen
(15) potential bidders picked up tender documents, and by the closing date of Thursday October
2nd 2008, five (5) tenders had been received with hourly pricing for Service A, the blowing of
snow within sections of the defined zones utilizing a total of eleven (11) pieces of equipment.
The bid from 1488573 Ontario Inc., Kitchener, ON, was a low bid for the blowing of snow within
the defined zones utilizing two (2} pieces of equipment, however, this bid cannot be accepted as
per Council policy I-305. Council Policy I-305 states that "No tender shall be accepted from any
person or corporation who, or which, has a claim or has instituted a legal proceeding against the
City or against whom the City has a claim or has instituted a legal proceeding with respect to
any previous contract, without the prior approval of Council.".
Therefore, we have four (4) compliant bids with a total of nine (9) pieces of equipment to utilize.
Beastmaster Farm Breslau, ON
Stan Driscoll & Sons Snow Removal Moorefield, ON
Moorefield Excavating Harriston, ON
McLellan Group Brantford, ON
Eight ~8) tenders had been received for Service B with hourly pricing to establish a list of
available contractors to provide equipment for snow clearing and removal on an as-required
basis.
Graders:
No Tenders
Loaders:
Humphries Lawn & Snow Kitchener, ON
R.M. Adams Trucking Ltd. Kitchener, ON
Moorefield Excavating Harriston, ON
Blowers:
Beastmaster Farm Breslau, ON
Stan Driscoll & Sons Snow Removal Moorefield, ON
Hoffman Services Inc. New Hamburg, ON
Moorefield Excavating Harriston, ON
Backhoes:
McLellan Group Brantford, ON
Moorefield Excavating Harriston, ON
Bulldozers:
Moorefield Excavating Harriston, ON
Tri-Axle and Tandem Dump Trucks:
Humphries Lawn & Snow Kitchener, ON
R.M. Adams Trucking Ltd. Kitchener, ON
DMJ Excavating & Landscaping Caledonia, ON
Moorefield Excavating Harriston, ON
The tenders were reviewed by S. Berry, Manager of Maintenance Operations, J. Witmer,
Director of Operations, and M. Palmer, Buyer, who concur with the above recommendation.
FINANCIAL IMPLICATIONS
Funding will be provided from Index 823328-1343 Plowing Snow -Contract Services Other
Dan Chapman, CA, MPA Larry Gordon, CPPO
General Manager of Financial Director of Purchasing
Services & City Treasurer