Report to General Manager SUBJECT Tender 52010 – Contract

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					                          ITEM OSES01                    REPORTS       21/09/09


     N   O R   T   H     S   Y   D N E   Y   C   O   U   N C   I   L   R E   P   O   R T   S




Report to General Manager




SUBJECT:               Tender 5/2010 – Contract for Grass Cutting

AUTHOR:                Peter Massey, Manager Parks and Reserves, 14 September 2009

SUMMARY:

Tenders were called and received until 4.00 pm on Tuesday 8 September 2009 for the
mowing, trimming and edging of grass in specified public streets and public land including
parks and reserves throughout the North Sydney Council area.

This report details the tenders received, available funding and recommends a preferred
tender.


RECOMMENDATION:

1.        THAT Council accept the tender of T K Services to carry out the grass mowing of
          parks and reserves under Contract 5/2010 to the value of $325,768.

2.        THAT Council hereby authorises its Official Seal to be affixed to Contract 5/2010
          under the signature of the Mayor and the General Manager.



Signed ____________________________


Endorsed by ________________________________
            Director of Open Space & Environmental Services


Endorsed by ________________________________
            Chairperson, Tender & Quotation Panel


Comment by Director, Finance & Information Management:
Funding for the project is appropriate.

                   _____________________________________
                                                                                           (2)
Report of Peter Massey, Manager Parks and Reserves, 14 September 2009
Re:    Tender 5/2010 – Contract for Grass Cutting



BACKGROUND

This tender involves the mowing, trimming and edging of the majority of the parks and
reserves, grassed road closures and a limited number of grass verges throughout the Council
area. The previous contactor’s contract had expired at the end of July 2009 and needed to be
re-tendered through an open tender process.

The difference between this new tender/contract and the past contract is, apart from the parks
and reserves mowing, that the new contract only mows a limited number of identified grass
verges as opposed to the previous contract that involved mowing all the grass verges in the
Council area. This change was initiated for budgetary purposes.

Advertisements calling for tenders were advertised in the Sydney Morning Herald on
18 August 2009 with further advertisements in the local papers. The tenders were also
advertised, electronically, through Tenderlink during the same period.

The initial period for the contact is for one year with a two year plus two year option for
extensions.


TENDER EVALUATION CRITERIA

The methodology adopted to undertake the tender evaluation of Contract 5/2010 was based
on selection criteria outlined in the tender documents.

The tender evaluation criteria as shown below were applied to each tender and given a point
score relative to various weightings set to each criterion, in order to provide an equitable
means of evaluating each tender.

Tenders were assessed against the following five criteria which were weighted and out of a
possible total of 100 points:

Criteria
Price- weighted at                             30
Experience weighted at                         30
Occupational Health and Safety weighted at     15
Capability (equipment/staffing) weighted at    15
QA systems weighted at                         10

The points allocated are based on the information submitted by the tenderers in the tender and
any subsequent investigation undertaken by Council officers.
                                                                                          (3)
Report of Peter Massey, Manager Parks and Reserves, 14 September 2009
Re:    Tender 5/2010 – Contract for Grass Cutting



TENDERS RECEIVED

Tenders were called and closed at 4.00 pm on Tuesday 8 September 2009. Eleven tenders
were received by the appointed time. The tenderers were:

       Tenderer
       Citywide Service Solutions
       House with No Steps
       ISS Facility Services
       Landscape Enterprises
       McRae’s Gardens
       Platinum Facilities Management
       Luhrmann Environmental Management
       Prime Facility and Asset Management
       Skyline Landscape Services
       T K Services
       Urban Maintenance Systems


TENDER ANALYSIS

The point scores and final ranking of each tender are identified in the table below.

        Tenderer                                           Point Score        Rank
        T K Services                                           74              1
        Urban Maintenance Systems                              72              2
        Citywide Service Solutions                             72              2
        House with No Steps                                    71              4
        ISS Facility Services                                  67              5
        Skyline Landscape Services                             66              6
        Prime Facility and Asset Management                    57              7
        Luhrmann Environmental Management                      56              8
        McRae’s Gardens                                        56               8
        Landscape Enterprises                                  45               10
        Platinum Facilities Management                         17               11

Based on the final tender analysis, T K Services was the highest ranked tenderer for Contract
5/2010.
                                                                                      (4)
Report of Peter Massey, Manager Parks and Reserves, 14 September 2009
Re:    Tender 5/2010 – Contract for Grass Cutting



FUNDING

Funding for the works is to be provided from the current insert Maintenance of Open Space
Program as shown below:

Source of Funding

70200.1876.143 and 71300.2076.143

Duration of Work

Anticipated Start:      Within two weeks of acceptance of tender.
Anticipated Completion: Twelve months contract review from above date.

Responsible Officer:

Peter Massey, Parks and Reserves Manager