Roadside Mowing Tender

TENDER # 2017-02


Tender Closing:  Friday, April 28th, 2017 at 11:45 a.m.

Tender Opening: Friday, April 28th, 2017at 1:30 p.m.


Sealed Tenders clearly marked Roadside Mowing – 2017

will be received at the Municipal Office of

The Corporation of the Municipality of Magnetawan

Box 70

4304 Highway 520

Magnetawan, ON

P0A 1P0


Please Note:

Prior to submitting a Tender package, further information may be obtained by contacting Bruce Hill, Superintendent of Public Works.



Lowest or any Tender not necessarily accepted










The Contractor has carefully examined the conditions and specification attached and referred to in this Contract, has carefully examined the site and work location and understands and accepts the said conditions and specifications, and for the prices set forth in this Tender, hereby offers to furnish all labour, equipment and materials, except as otherwise specified in this Contract, to complete the work in strict accordance with said conditions and specifications.


Attached to this Tender is a Certified Cheque, in the amount of ten percent (10%) of the total Tender, made payable to The Corporation of the Municipality of Magnetawan. The proceeds of this cheque shall, upon acceptance of the Tender, constitute a deposit which shall be forfeited to the Municipality if the Contractor fails to perform the work in accordance with the conditions and specifications referred to or contained in this Tender.


It is agreed that the Tender quantities are estimated only and may be increased or decreased by the Municipality without alteration of the Tender price. However, such increases or decreases shall not exceed twenty percent (20%) of the total tendered price.


It is also agreed that, upon acceptance in writing by the Municipality, this Tender Form becomes the “Agreement for the Performance of the Work” between the Contractor and the Municipality.


This offer shall be irrevocable for a period of thirty (30) calendar days following the date of Tender opening.









Tendering Procedures

  1. All inquiries concerning the Tender, prior to closing, shall be directed to Bruce Hill, Superintendent of Public Works.


  1. Notification of Acceptance of Tender will be by telephone and written form of notice, to the address of the Contractor used on the bid form. The Date of Acceptance shall be deemed to be the date of receipt of the Acceptance Notice by the Contractor.


  1. A Tender may be voided by superseding it with a later Tender or letter of withdrawal, prior to the closing date and time.


Tendering Requirements

  1. The successful bidder may file with the Municipality of Magnetawan, a completed Performance Bond. The Bond shall be signed and sealed by a recognised Bonding Company, in the amount of one hundred percent (100%) of the total estimated Tender. Upon receipt of such a bond, the       Municipality of Magnetawan will return the Contractor’s Tender deposit cheque.


  1. The successful bidder shall deliver a certified copy of the Firm’s Public Liability and Property Damage Insurance Policy for the works, within ten (10) calendar days of receiving the Acceptance Notice. Coverage shall be at least two million dollars ($2,000,000) per occurrence in the name of the Municipality. Failure to provide such proof shall result in cancellation of the Contract and forfeiture of the bid deposit.


  1. The successful bidder shall also deliver proof of Workman’s Safety Insurance Board coverage within ten (10) calendar days of receiving the Acceptance Notice.



Basis of Rejection of Tender

Tenders not conforming to the following requirements will be disqualified:


1.            Tender must be legible, in ink, typewritten, or by printer.

2.            Tender must be in the possession of the Municipality of Magnetawan by the closing date and    time and on form provided .

3.            Tender must be signed and sealed by an authorized official of the bidding organization. A joint Tender must be signed and sealed by each Company.






I/We, promise to perform the work without undue

(The Contractor)

delay and complete the work by July, 31st, 2017.


Dated this day of , 2017.


Company/Contractor Name:


Mailing address:





Telephone Number: Fax Number:

Signature of Contractor

Please print name in full

: Witness or Firm seal



Form of Tender

Roadside Mowing – 2017

Scope of Work, Roadside Mowing

The tendered price shall include Operator(s) and Tractor/Mowing machine(s) to mow the verge on both sides of the right of way, on all municipal roads. See Notes below for specifications.



  • Cut swath shall be not less than one metre (1m) and up to 1.5m, where possible.
  • The roadside vegetation shall be cut evenly to a height of not more than 100mm (4 inches) above the shoulder surface.
  • There are 238 centre-line kilometres of road throughout the Municipality, which gives 476 lane kilometres.
  • Both sides of the road must be mowed.
  • The contractors’ equipment shall be in a good state of repair and functioning in such a way as to provide the required cut swath and vegetation height in a safe manner.
  • The operator shall have in his possession all licenses and certificates required to be qualified as an operator of the mowing unit.
  • Unforeseen issues and/or incidents shall be reported to the Superintendent of Public Works or his designate.
  • A list of roads and map will be made available upon request.




Form of Tender: Roadside Mowing – 2017


1.0m to 1.5m by approx. 476 lane km.                          Lump sum $________________


Approx. 476 lane km by 1.0m to 1.5m                    $ per lane km    $________________



Extended Contract – Form of Tender

The Municipality, at its’ sole discretion, may opt for a second, third and fourth year extension to the contract. On that basis, the bidder is herewith invited to quote prices on the above for 2018, 2019, and 2020.

Roadside Mowing – 2018

1.0m to 1.5m by approx. 476 lane km.                          Lump sum $________________


Approx. 476 lane km by 1.0m to 1.5m                    $ per lane km    $________________


Roadside Mowing – 2019

1.0m to 1.5m by approx. 476 lane km.                          Lump sum $________________


Approx. 476 lane km by 1.0m to 1.5m                    $ per lane km    $________________

Roadside Mowing – 2020

1.0m to 1.5m by approx. 476 lane km.                          Lump sum $________________


Approx. 476 lane km by 1.0m to 1.5m                    $ per lane km    $________________

Completion Date:

The Contractor shall complete the work by:  July 31st, 2017 in the first year, and similarly thereafter in 2018, 2019 and 2020.

If the time limit above is not sufficient to permit completion by the Contractor working a normal number of hours, the Contractor shall make changes to permit the work to be completed by the above date. Additional costs incurred shall be deemed to be included in the price bid for the works.

If the work is not completed by the above date, or by an amended date allowed by an approved extension of time, then the Contractor agrees to pay the Municipality a sum of two hundred dollars ($200) per calendar day for each day’s delay in finishing the work, excluding weekends.

General Conditions


1.0       Payment, Hold Back, and Completion

Payment will be made for ninety percent (90%) of the estimated value of the work performed, within thirty (30) calendar days of certification of the work estimate by the Contract. The Municipality shall prepare the estimate.

In addition to the normal ten percent (10%) holdback, additional holdback, may be retained to cover any written liens submitted during the Contract as soon as possible following the certification by the Contractor and any sub-contractors. The Contractor shall return the certified final estimate and Worker’s Safety Insurance Board clearances within thirty (30) calendar days. Holdback not including an amount retained for unresolved claims will be released to the Contractor forty-five (45) calendar days after certification by the Municipality that the Contract in “complete”. (See the Construction Lien Act).


2.0       Performance Evaluation

Failure to execute the Contract in a competent manner shall result in the bidder’s disqualification from bidding on the Municipality’s future contracts for a period of two (2) years.


3.0 Hold Harmless

The contractor shall be responsible for any and all damages, or claims for damages or injuries or accidents done or caused by him/her or his/her employees or resulting from the prosecution of the works, or any of his/her operation, caused by reason of the existence or location or condition of works, or of any material, plant, or machinery used therein or which may happen by reason thereof or arising from any failure, neglect or omission on his/her part, or on the part of his/her employees to do or perform any or all of the several acts or things required to be done by him/her or them under this agreement and by these conditions and covenants and agrees to hold the Municipality of Magnetawan harmless, and indemnified for all such damages and claims for damage.