HomeMy WebLinkAboutFIN-2022-067 - T21-046 Downtown Kitchener - Tree and Paver Replacement
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: February 28, 2022
SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214
PREPARED BY: Steve Rudak, Procurement Specialist, 519-741-2200 ext. 7213
WARD(S) INVOLVED: N/A
DATE OF REPORT: January 27, 2022
REPORT NO.: FIN-2022-067
SUBJECT: T21-046 Downtown Kitchener Tree and Paver Replacement
RECOMMENDATION:
That Tender T21-046 Downtown Kitchener - Tree and Paver Replacement, be awarded to
Helmutz Landscape and Interlock, Kitchener, Ontario, at their tendered price of
$1,163,229, plus provisional items of $152,220, plus H.S.T. of $171,008, for a total of
$1,486,457.37.
REPORT HIGHLIGHTS:
The purpose of this report is to obtain approval to proceed with an award as per Purchasing
By-law 2017-106;
There were two (2) solicitations received for this procurement;
This report supports the delivery of core services.
BACKGROUND:
The scope of work within this contract represents the replacement of the existing failing trees
and damaged pavers on King Street in downtown Kitchener between Water and Ontario Streets
as identified in the approved capital budget in 2021 and 2022.
This work is broken into two phases over the course of a three-year period:
Phase 1 - Involves the replacement of pavers, trees in tree trenches and infiltration granite
planters between Water and College on the south side of King Street.
Phase 2 - Involves the replacement of pavers, trees in tree trenches and infiltration granite
planters between Water and Ontario in the north side of King, between Gaukel and
Ontario on the south side of King, and the replacement of the concrete areas opposite
City Hall between College and Gaukel on the south side of King.
Additional phases to address remaining trees and pavers along King Street are subject to future
budget requests and are not included in this scope.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
REPORT:
As per clause 170.7.1 of the Purchasing By-law 2017-106, the Director of Supply Services shall
submit a report to Council recommending award of a purchase greater than $750,000.
Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded
by twenty-one (21) interested parties and by the closing date of Monday January 24, 2022, two
(2) tenders had been received.
The following tenders were received: Bid Price
Helmutz Landscape and Interlock, Kitchener, Ontario $1,314,448.77 *
Hardscape Concrete and Interlock Cambridge, ON $1,695,922.08
The tender was reviewed by N. Lobley, Director Parks and Cemeteries, A. Visneski, Manager
of Parks and Open Spaces, and C. Bacon, Landscape Architect, who concur with the above
recommendation.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
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 remain in the project until the work
is complete to cover any unanticipated items as part of the project.
T21-046
Downtown Kitchener -Tree and Paver
Replacements
Estimated Cost
Tender T21-046 costs, including HST $ 1,486,457.37
less: HST rebate (147,856.40)
Net Cost Being Awarded 1,338,600.97 A
Consulting Fees (Project Management, Design,
Contract Admin) 190,000.00
Project Contingency 210,000.00
Administrative Costs 50,000.00
Total Estimated Cost $ 1,788,600.97 C
Budget
2022 Capital Budget 1,940,000
Total Budget $ 1,940,000.00 B
Estimated Surplus/(Deficit) (B - C) $ 151,399.03 D
COMMUNITY ENGAGEMENT:
INFORM
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department