HomeMy WebLinkAboutFCS-17-150 - T17-094 Stump Grinding and Turf RepairStaff ReportiTC I N R finance and Como "ate Services Department www.kitchen er ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2017-08-28
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer, 519-741-2200 ext. 7217
WARD(S) INVOLVED: Wards 1, 2, 3, 4, 5, 6, 7, 8, 9 and 10
DATE OF REPORT: 2017-08-10
REPORT NO.: FCS -17-150
SUBJECT: T17-094 Tree Stumping and Turf Restoration
RECOMMENDATION:
That Tender T17-094 Tree Stumping and Turf Restoration — Area 1, be awarded to
Pinnacle Tree & Shrub Care, Kitchener, Ontario, at their tendered price of
$167,300., plus H.S.T. of $21,749., for a total of $189,049., for a one (1) year term,
with an option to renew for two (2) additional twelve (12) month terms, and;
That Tender T17-094 Tree Stumping and Turf Restoration — Area 2, be awarded to
Ontario Line Clearing & Tree Experts Inc., Cobourg, Ontario, at their tendered
price of $172,584., plus H.S.T. of $22,435.92., for a total of $195,019.92., for a one
(1) year term, 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. The City began proactively removing ash
trees in 2013 as part of the EAB management strategy and approved capital funding. All
planned proactive ash tree removals have now been completed along City streets and
in active parkland.
Trees removed since June 30, 2017 either due to EAB and/or routine maintenance has
produced 1,391 stumps (approximately 131,000 centimeters) that need to be ground out
and restored across the city. Stump removal and restoration is a necessary step needed
to facilitate future tree planting.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
This contract includes the grinding of stumps, root flares and surface roots, removal and
disposal of debris and restoration of areas with top soil and grass seed. The contract
has been divided into two areas to facilitate the completion of the removal of the 1,391
stumps, representing an approximate diameter of 131,000 centimeters, by December
2017.
The average annual spend over the past two (2) years was $170,251.38, before taxes,
to remove approximately 80,000 centimeters per year.
The actual spend will depend on the level of activity (centimeter volume) 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 thirteen (13) interested parties and by the closing date of
Thursday, August 3, 2017, three (3) tenders had been received.
The following tenders were received:
Area 1 Area 2
Pinnacle Tree & Shrub Care Kitchener ON $189,049.00 $165,872.70
Just Stumps Warwick ON $170,008.50
Ontario Line Clearing & Tree Experts Inc. Cobourg ON $226,062.00 $195,019.92
The tender from Pinnacle Tree & Shrub identified that although the tender submitted
was for both areas, they were only able to complete one area and willing to take either
area.
The tender from Just Stumps was deemed non-compliant and disqualified as it did not
meet the specification related to depth of removal.
The price for stump removal and restoration services is based on a per centimeter price
and has increased 18.8% from the 2015 contract. The increase is due to a reduced
timeframe for completion of the works as the previous contractor chose not to renew
because of concerns regarding the viability of the contract.
The tender was reviewed by A. Buitendyk, Urban Forest Technologist, and A.
Buchholtz, Buyer, who concurs 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.
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 funding available (B) for this project. Funding for this project is
included within the approved capital budget. The estimated surplus (D) will be used to
fund future phases of the project.
T17-094
Tree Stumping and Turf Restoration
Total EAB budget in approved 10 year forecast
2017 Approved Budget
Estimated Cost for this Phase of Work in
Area 1
Tender T17-094 Area 1 costs, including HST
less: HST rebate
Net Cost Being Awarded
Projected Costs
Total Estimated Cost for this Phase of Work
Estimated Cost for this Phase of Work in
Area 2
Tender T17-094 Area 2 costs, including HST
less: HST rebate
Net Cost Being Awarded
Projected Costs
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
EAB Capital Account
Total Budget for this Phase of Work
Estimated Surplus/(Deficit) for this Phase of
Work (B - C)
Total Estimated Surplus/(Deficit)
COMMUNITY ENGAGEMENT:
2,200,000.00
550,000.00
189,049.00
(18,804.51)
170,244.49 A
$170,244.49 C
195,019.92
(19,398.43)
175,621.49 A
$175,621.49 C
400,000.00
$400,000.00 B
54,134.02 D
$54,134.02 E
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