HomeMy WebLinkAboutFCS-16-076 - T16-042 Tree Replacement Planting
REPORT TO: Committee of the Whole
DATE OF MEETING: 2016-05-16
SUBMITTED BY: Michelle Palmer-Novakovic, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer, 519-741-2200 ext. 7217
WARD(S) INVOLVED: Wards 2, 3, 4, 6, 8 and 9
DATE OF REPORT: 2016-04-18
REPORT NO.: FCS-16-076
SUBJECT: T16-042 Tree Replacement Planting
___________________________________________________________________________
RECOMMENDATION:
That Tender T16-042 Tree Replacement Planting, be awarded to Mar-John’s
Nursery Ltd., Waterloo, Ontario, at their tendered price of $130,735., plus H.S.T. of
$16,995.55, for a total of $147,730.55.
BACKGROUND:
The City’s tree replacement planting program has been increased since the
identification of Emerald Ash Borer (EAB), an introduced tree pest, that was found in
south Kitchener in 2010 and today is found across the city. The City began proactively
removing and replacing ash trees in 2013 as part of the EAB management strategy with
approved capital funding. This spring, to replace trees removed due to EAB or trees
which were identified through routine inspection and maintenance, 488 trees are
proposed for planting along City streets. Works included within this contract are the
preparation of planting locations, installation, pruning, staking, mulching, initial watering,
and follow-up maintenance one (1) and two (2) years after planting. This work is being
contracted out as the City does not have the resources in house to complete the work.
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 twenty-three (23) interested parties, and by the closing date of
Thursday April 14, 2016, five (5) 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.
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The following tenders were received:
Bid Price Corrected
Mar-John’s Nursery Ltd. Waterloo ON $147,730.55*
Brinkman and Associates Ltd. New Westminster BC $170,440.43 $170,496.43
Klomp’s Landscaping Inc. St. Marys ON $196,883.29
Twin-City Interloc Inc. Kitchener ON $226,160.46
Bomar Landscaping Inc. Guelph ON $308,254.96
The tender submissions were checked for mathematical accuracy and corrected
accordingly.
The price for tree replacement planting has increased 14% from the 2015 fall tree
replacement contract. The increase can be attributed to the addition follow-up
maintenance one (1) and two (2) years after planting (including mulching, pruning, and
re-staking) to encourage establishment, health and vigorous growth of the trees which
was not contained in the previous contracts.
The tender was reviewed by A. Buitendyk, Urban Forest Technologist and A. Buchholtz,
Buyer, who concur with the above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic
vision through the delivery of core service.
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FINANCIAL IMPLICATIONS:
The net cost for this tender (A), is fair and reasonable for a project of this scope and the
upset limit is within the budget allowance (B) provided within the budget. Funding for
this project is included within the approved capital budget. The estimated surplus (D)
will remain within the account to fund future phases of the project.
Financial Summary for Tender T16-042
Tree Replacement Planting
Total EAB budget in approved 10 year forecast $2,450,000.00
Estimated Cost
Tender T16-042 costs, including HST 147,730.55
less: HST rebate on tender (14,694.61)
Net Cost Being Awarded $ 133,035.94 A
Projected Costs -
Estimated Cost $ 133,035.94 C
Budget for this Phase of Work
$ 135,000.00 B
Estimated Surplus/(Deficit) (B - C)
$ 1,964.06 D
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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