HomeMy WebLinkAboutFCS-15-066 - T15-042 Stump Removal and Restoration ServicesStaff Report
rTC.�r R finance and Corporate Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015 -05 -11
SUBMITTED BY: Michelle Palmer - Novakovic, Director of Supply Services
519- 741 -2200 ext. 7214
PREPARED BY: Ryan Scott, Buyer
519- 741 -2200 ext. 7216
WARD(S) INVOLVED: All
DATE OF REPORT: 2015 -05 -01
REPORT NO.: FCS -15 -066
SUBJECT: T15 -042 Stump Removal and Restoration Services
RECOMMENDATION:
That Tender T15 -042 Stump Removal and Restoration Services, be awarded to 1793567
Ontario Inc. O/A ArborWorks Tree Service, Callander, Ontario, at their tendered price of
$99,203.08, plus H.S.T. of $12,896.40, for a total of $112,099.48, with an option to renew
for two (2) additional twelve (12) month terms.
BACKGROUND:
Emerald Ash Borer (EAB) is an introduced tree pest that was found in south Kitchener in 2010
and today is found across the city. It is projected that 80% of Kitchener's ash tree population will
be dead in five years. The city began proactively removing ash trees in 2013 as part of the EAB
strategy and approved capital funding. This year EAB and routine maintenance has resulted in
1,215 stumps being identified for removal along city streets and active parkland.
A dedicated contractor is required to remove and restore this high number of stumps. Stump
removal and restoration is a necessary step needed to facilitate future tree planting. This will
supplement the city's urban tree canopy that provides important social, environmental and
economic benefits to the community.
The annual spend over the past year was $101,942. The actual spend will depend on the level
of activity throughout the term of the contract.
REPORT:
Tenders were advertised publicly on the City of Kitchener website and the Internet through the
Ontario Public Buyers Electronic Tendering Information System. Documents were downloaded
by sixteen (16) interested parties, and by the closing date of Thursday April 30, 2015, six (6)
tenders had been received.
* ** This information is available in accessible formats upon request. * **
Please call 519- 741 -2345 or TTY 1- 866 - 969 -9994 for assistance.
IJ. - 1
The tender was reviewed by A. Buitendyk, Urban Forest Technologist, who concurs with the
above recommendation.
The following tenders were received:
1793567 Ontario Inc. O/A ArborWorks Tree Service
Pinnacle Tree
Treescape Tree Care Professionals Limited
Ontario Line Clearing & Tree Services 2010 Ltd.
Titanium Contracting Inc.
CSL Group Ltd
Callander ON
Waterloo ON
Ennismore ON
Cobourg ON
Toronto ON
Ancaster ON
Bid Price
$112,099.48*
$112,421.35
$181,228.27
$202,077.10
$276,625.70
$394,947.43
The price for stump removal and restoration services is consistent with the pricing from the 2014
contract.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
The City of Kitchener's purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
1J. -2
FINANCIAL IMPLICATIONS:
The net cost for this proposal (A), is fair and reasonable for a project of this scope and the upset
limit is within the budget allowances (B) provided within the budget. Funding for this project is
included within the approved capital budget. The estimated surplus (D) will remain in the
Emerald Ash Borer and Urban Forestry account to fund remaining projects.
Financial Summary for Tender T15 -042
Stump Removal and Restoration Services
As at May 1, 2015
Estimated Cost
Tender T15 -042 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Costs Incurred to Date
Projected Costs
Estimated Cost
Budget for this Phase of Work
Emerald Ash Borer budget
Urban Forestry budget
Total Budget for this Phase of Work
Estimated Surplus /(Deficit) (B - C)
COMMUNITY ENGAGEMENT:
$112,099.48
(11,150.43)
100,949.05 A
$100,949.05 C
$ 75,000.00
35,000.00
$110,000.00 B
$ 9,050.95 D
INFORM - Potential vendors are informed of bid opportunities through the public posting of bid
documents as outlined in the City's Purchasing By -Law. Vendors, local media and the general
public are informed of purchasing recommendations to Council through the public reports which
are included with the Council agenda the week prior to the Council meeting.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
1J. -3