TENDER CALL

THE TOWN OF GRAND BAY-WESTFIELD

Invites Tenders for:

LAWN MOWING SERVICES

Tender Number 12L-08

Copies of specifications may be obtained from the Municipal Office, 609 River Valley Drive, Grand Bay-Westfield, NB.

A Performance Bond in the form of a Certified Cheque payable to the Town of Grand Bay-Westfield in the amount of 5% of the bid is to accompany each bid.

Inquiries concerning this contract may be made to Gary Clark, Recreation Director, 609 River Valley Drive, Grand Bay-Westfield, NB - Telephone (506) 738-6423.

Sealed Tenders addressed to the undersigned and clearly marked as to contents will be accepted until 3:00 pm, July 21, 2008.

THE LOWEST OR ANY TENDER NOT NECESSARILY ACCEPTED.

TENDERS BY FAX WILL NOT BE ACCEPTED.

Sandra Gautreau, Town Manager

609 River Valley Drive

P.O. Box 3001

Grand Bay-Westfield, NB

E5K 4V3

Tel: 506-738-6420

LOCATION: Town of Grand Bay-Westfield

LENGTH OF CONTRACT:

The Contract shall run for three periods. First period May - October, 2009. Second period from May - October, 2010. Third period from May - October 2011.

RENEWAL

The Town reserves the right to extend this contract for an additional six (6) month period upon mutual consent and agreement of the Town and the Vendor. The renewal will be subject to the same Terms and Conditions.

SCOPE OF SERVICE: Mowing and Trimming of Park and Recreation Areas.

AREAS LOCATION AND DESCRIPTION

CENOTAPH

Located next to #12 Woolastook Drive it is the large triangle shaped area where River Valley Drive and Woolastook Drive come to a point; it has a War Memorial, flags, lights and benches with a small triangle in front of it with a flower bed. It includes all grass from the hedge, to roadside and sidewalk as well as grass in small triangle shaped area with flower bed.

SOUTHWOOD PARK

Located on Bayview Road between houses #27 and #37. It includes all grass between Bayview Road, Cavalier Lane, to the road behind the swings and to the pump house edge of grass.

PAMDENEC PLACE

Located next to house #102 on Pamdenec Road, it is the area between Frederick Street and Pamdenec Road. It includes all grass from chain link fence to opposite side tree line. A walking path goes though the middle.

BROOKSIDE PARK

Located across from house #421 Woolastook Drive. It is a triangle shaped area with a light. It includes all grass up to and including the ditches.

VILLAGE GREEN

Located along River Valley Drive from Station Street and up to end of sidewalk. It has decorative street lights and a sidewalk and includes all grass between the road and fencing.

Please note that vines are growing on and at the bottom of fencing - Do Not Trim Vines.

TENNIS COURTS

Located at the corner of Pamdenec Road and Inglewood Drive. It includes all grass around tennis courts fencing to Broad Street, to Alder Road, to Pamdenec Road, to Inglewood Drive and to bushes of #81 Pamdenec.

CENTRUM

Located at #609-615 River Valley Drive. Includes island of grass in front with Municipal Office Sign. Includes all grass areas on this property between West Street, Allan Street, River Valley Drive and Woolastook Drive.

CABOOSE

Located at #250 River Valley Drive. Includes all grass around the Caboose from mobile sign up to Station Street. Please note that vines are growing on and at the bottom of fencing - Do Not Trim Vines.

RIVER VALLEY LIONS COMMUNITY CENTER

Located at #27 Inglewood Drive. Includes all grass to tree line behind picnic shelter to fire access road between Seniors Home and Lions and up to and including ditch.

LIONS FIELD (Outside ball field fence)

Located next to #27 Inglewood Drive. It has a sign “Lions Field” and will include new grass being added around sign area. It includes all grass around both parking areas, between the ball fields, outside fence on both large and small fields, grass behind fields to tree line and on side to the ditch. Trimming up to and including both sides of the ball field fencing, backstop and dugouts is to be performed with each cut.

LIONS LITTLE FIELD

Located next to #27 Inglewood Drive. It is the smaller of the two fields and includes all grass inside ball field fences only. Trimming up to and including both sides of the ball field fencing, backstop and dugouts is to be performed with each cut.

LIONS SENIOR FIELD

Located next to #27 Inglewood Drive. It is the larger of the two fields and includes all grass inside ball field fences only. Trimming up to and including both sides of the ball field fencing, backstop and dugouts is to be performed with each cut.

R.V.M.S. SOFTBALL FIELD

Located at #33 Epworth Park Road at River Valley Middle School. Includes grass inside softball fence and outside fence to tree line and up to drain ditch between softball and soccer field. Trimming up to and including both sides of the ball field fencing, backstop and dugouts is to be performed with each cut.

WORKS BUILDING

Located at #943 River Valley Drive small grass area directly in front of building.

FIRE STATION #2

Located at #293 Nerepis Road. Includes all grass between the driveway on the south, the tree line on the north, the ditch on the east and the cedar hedge on the west.

WESTFIELD CRESCENT

All grass located between Nerepis Road and Westfield Crescent.

BRUNDAGE POINT RIVER CENTER

Located at #4 Ferry Road. Includes all grass between Ferry Road and waters edge on West, North, East and South sides. Up to the railway tracks and to the tree line on the Southwest side by the railway grey switch box. Excluded is the steep hillside on Southwest side.

BOTH CORNERS OF RIVER VALLEY DRIVE AND PAMDENEC ROAD

- On the South side all grass between River Valley Dr. and the Railway and past the picnic shelter.

- On the North side all grass between River Valley Dr. and the Railway and to the parking area.

BOTH CORNERS OF RIVER VALLEY DRIVE AND EPWORTH PARK ROAD

- On the South side all grass between River Valley Dr. and the Railway and up to the foot bridge.

- On the North side all grass between River Valley Dr. and the Railway and up the Trail Sign.

BOTH CORNERS OF RIVER VALLEY DRIVE AND INGLEWOOD DRIVE

- On the South side all grass between River Valley Dr. and the Tree line and past the picnic shelter.

- On the North side all grass between River Valley Dr. and the Tree line and up to the Guardrail.

BOTH CORNERS OF RIVER VALLEY DRIVE AND WOOLASTOOK DRIVE INTERSECTION (NORTH)

• On the South side all grass between River Valley Dr. and the tree line/embankment up to the first driveway.

• On the North side all grass between River Valley Drive and the driveway for the veterinary clinic and top of the embankment.

NOTE: All areas where Grass goes to the road ensure you do any

ditches.

MAINTENANCE SCHEDULE OVERVIEW

Grass Mowing

The Town recognizes that the growth rate of grass varies at different times throughout the season, therefore the grass cutting height is to be maintained at 2 1/2” inches on all Ball Fields and 3 1/2” inches on all other grass areas. Mowing frequency should ensure that no more than one-third of the total height of the grass is cut off. Mowing is to be done with a properly maintained (sharp blade) mulching mower and clippings are to be left on the grass. Trimming of grass is required with each cut with trimming of other grass-related areas to be performed as required.

Note: No grass clippings are to be left on any walkways, pathways, entrances, sidewalks, stairs or decks of any areas.

Raking

Raking is to be done if mowing frequency has resulted in long clippings and the underlying grass is not visible through the clippings once dried. Disposal of grass clippings is the responsibility of the contractor.

Mowing Pattern

Successive mowing is to be performed in varying patterns to promote upright shoot growth.

GARBAGE PICK-UP

All grass areas are to be cleaned of litter and debris before each mowing.

TERMS AND CONDITIONS

1. All equipment, materials and supplies to be furnished by the Contractor. Contractor to supply a complete itemized list of all equipment, materials, and supplies available to perform work.

2. A Performance Bond in the form of a certified cheque made payable to the Town of Grand Bay-Westfield in the amount of 5% of the accepted bid will be required. Failure to accept the order for or to provide the service in compliance with the Scope and Terms and conditions of this tender will result in cancellation of the contract and forfeiture of the Performance Bond to the Town.

3. The successful contractor shall provide evidence of the following insurance coverages:

General Liability with minimum limits of one million dollars, ($1,000,000.00). The policy shall include:

• operations of the contractor in connection with this tender;

• products and completed operations coverage;

• contractual liability with respect to this tender;

• Town of Grand Bay-Westfield added as an additional named insured;

• a cross liability clause;

• non-owned automobile;

• thirty (30) days notice of cancellation of this policy “will” be given to the Town of Grand Bay-Westfield by the insurers.

4. The Contractor shall furnish evidence in compliance with all requirements of the Workers’ Compensation Act of the Province of New Brunswick, including payment thereunder.

The Workers’ Compensation Act of New Brunswick requires employers who employ three (3) or more workers at any one time to register with the Workplace Health Safety Compensation Commission (WHSCC), following which the employer is furnished with a certificate which verifies registration in accordance with the Act (Regulation 82-13 under the Workers’ Compensation Act).

The Contractor must comply with all regulations under the Occupational Health and Safety Act.

5. Quotes are to be provided on the Town Tender Form and broken down as to price per area. The Town reserves the right to add or delete areas to be maintained upon written notice.

6. The Town does not limit itself to accepting the lowest of any tender submitted, but reserves the right to award the tender in any manner deemed to be in the Town's best interest.

7. The Contractor shall submit a monthly invoice on the first day of each month for the work carried out in the previous month in the amount of one of six equal monthly payments per period; payments of invoices will be made within 30 days.

8. The contractor is required to fill out Daily Maintenance Reports and return them directly to the Town Office showing work performed checked off, each day.

9. The successful contractor will be required to schedule and carry out the required work in cooperation with the Recreation Director and River Centre Manager to ensure the mowing services do not interfere with the scheduled use of areas. Example: ballgames in the evenings, or special events during the day.

10. No mowing or trimming work is to be performed on any properties before 8:00 a.m. on Monday through Friday, before 9:00 a.m. on Saturdays and Sundays or after dusk on Monday through to Sunday.

11. All questions related to this tender are to be directed to Gary Clark, Recreation Director at 738-6423.

12. Note: Tenders received by fax will not be accepted.

FORM OF TENDER

TOWN OF GRAND BAY-WESTFIELD

LAWN MOWING SERVICES

TENDER NO. 12L-08

THE UNDERSIGNED BIDDER HAS CAREFULLY EXAMINED THE SPECIFICATIONS AND SCOPE OF WORK, AND ALSO VISITED THE PREMISES TO BECOME FAMILIAR WITH THE CONDITIONS, CHARACTER, AND EXTENT OF WORK.

THE UNDERSIGNED BIDDER HAS DETERMINED THE QUALITY AND QUANTITY OF SERVICES, AND HAS THE CAPABILITY TO COMPLY WITH TERMS AND CONDITIONS HEREIN DESCRIBED.

THE UNDERSIGNED BIDDER FURTHER AGREES TO PROVIDE ALL NECESSARY SERVICES, INCIDENTALS AND OTHER ITEMS WHICH ARE NECESSARY TO COMPLETE THE WORK IN ACCORDANCE WITH THE CONTRACT AND THE SPECIFICATIONS.

QUOTES TO BE PROVIDED BY AREAS AS FOLLOWS FOR ONE PERIOD OF THE THREE PERIOD CONTRACT LENGTH WITH (ALL APPLICABLE TAXES INCLUDED):

PARKS RECREATION AREAS

Cenotaph $ Tennis Courts $ Southwood Park $ Centrum $ _________

Pamdenec Place $ _________

Caboose $ _________

Brookside Park $ _________ 

River Valley Lions $ _________

Village Green $ Community Center $ _________

Ball Field Areas

Lions Field (Outside ball field fence only) $ _________

Lions Little Field $ _________

Lions Senior Field $ _________

R.V.M.S. Softball Field $ _________

WORKS AREAS BEAUTIFICATION AREAS

Works Building _________$    Both Corners of River Valley Dr. and Pamdenec Rd. $ _________

Fire Station #2 $ _________  Both Corners of River Valley Dr. and Epworth Park Rd. $ _________

Westfield Cres. $ _________  Both Corners of River Valley Dr. and Inglewood Dr. $ _________

Brundage Point $ _________ 

Both Corners of River Valley Dr. and River Centre Woolastook Dr. Intersection (North)  $ ____

TOTAL FOR ALL INDIVIDUAL QUOTES LISTED ABOVE FOR ONE PERIOD OF THE THREE PERIOD CONTRACT LENGTH:

TOTAL $_____________________________

(ALL APPLICABLE TAXES INCLUDED)

THIS TOTAL PERIOD PRICE WILL REMAIN THE SAME FOR ALL PERIODS OF THE CONTRACT LENGTH.

IF YOU ARE NOT REGISTERED FOR PURPOSES OF HST THEN YOUR SIBMITTED QUOTE WILL INCLUDE ALL TAXES INCLUDING HST, IF APPLICABLE.

REFERENCES

PARTICULARS OF TENDERER’S RECENT CONTRACT.

THE TENDERER SHALL FURNISH PARTICULARS OF TWO CONTRACTS WHICH HE/SHE HAS SUCCESSFULLY CARRIED OUT DURING THE PAST 24 MONTHS. THE PROJECT QUOTED SHALL BE PREFERABLY APPROXIMATE IN VALUE TO WORK NOW TENDERED.

AUTHORIZED SIGNATURE: ___________________________

PRINTED OR TYPED:  ___________________________

TITLE:  __________________

COMPANY NAME:  ___________________________

COMPANY STREET ADDRESS: ___________________________

________________________________________________

COMPANY MAILING ADDRESS:

E-MAIL ADDRESS: __________________________________________

TELEPHONE: FAX NO.: _____________________

DATE: _____________________