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Corporate Services
Report
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Report To: General Government Committee
Date of Meeting: September 25, 2017
Report Number: COD -015-17 Resolution:
File Number: CL2017-25 By-law Number:
Report Subject: Supply, Delivery & Installation of Trees and Stump Grinding
Recommendations:
That Report COD -015-17 be received;
2. That Maple Lane Nurseries with a total annual bid amount of $76,529.63 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2017-25 be awarded a three year contract for the supply,
delivery and installation of trees and the stump grinding service as required by the
Operations Department;
3. That pending satisfactory pricing and service, the Purchasing Manager be given
authority to extend the contract for this service for up to two additional one year terms;
4. That the funds required for this project in the amount of $76,529.63 (Net HST Rebate)
be drawn from the following account:
Contract - Grass Cutting # 100-36-325-10115-7155 $76,529.63
5. That all interested parties listed in Report COD -015-17 and any delegations be advised
of Council's decision by the Department.
Municipality of Clarington
Report COD -015-17
Report Overview
Page 2
To request authorization from Council to award CL2017-25 for Supply, Delivery and Installation
of Various Trees and Stump Grinding Services.
1. Background
The scope of work was prepared by the Operations Department and included the
provision of all labour, materials and equipment required to perform the tree installation
work and stump grinding requirements at various locations annually during a three year
period.
Tender CL2017-25 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the document
was also posted on the Ontario Public Buyer's Association. Thirteen companies
downloaded the document.
The tender closed on August 3, 2017.
A total of five submissions were received in response to the tender call. Bids were
reviewed and tabulated (see Attachment 1). All submissions were deemed compliant.
2. Proposal
2.1 Analysis
After review and analysis of the submissions by the Operations Department and the
Purchasing Services Division, it was mutually agreed that the low bidder, Maple Lane
Nurseries be recommended for the award of contract CL2017-25 for Supply, Delivery and
Installation of Various Trees and Stump Grinding Services.
References provided by Maple Lane Nurseries were contacted and they advised that the
level of service has been satisfactory.
2.2 Financial
That the funds required for this project in the amount of $76,529.63 (Net of HST Rebate)
is in the budget allocation as provided and will be drawn from the following account:
Contract — Grass Cutting # 100-36-325-10115-7155 $76,529.63
Queries with respect to the department needs should be referred to the Director of
Operations.
Municipality of Clarington
Report COD -015-17 Page 3
3. Concurrence
This report has been reviewed by the Director of Operations who concurs with the
recommendations.
4. Conclusion
It is respectfully recommended that Maple Lane Nurseries with a total annual bid of
$76,529.63 (Net HST Rebate) be awarded a three year contract for the Supply, Delivery
and Installation of Various Trees and Stump Grinding Services as per the terms,
conditions and specifications of Tender CL2017-25.
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
Marie Marano, H.B. Sc., C.M.O. Andrew C. Allison, B. Comm, LL.B.
Director of Corporate Services CAO
Staff Contact: David Ferguson, Purchasing Manager, 2209 or dferguson@clarington.net
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
Municipality of Clarington
Resort COD -015-17
Paae 4
Municipality of Clarington
Summary of Bid Results
Tender CL2017-25
Supply, Delivery and Installation of Various Trees and Stump Grinding
Services
BIDDER
TOTAL BID
Projected 5 Year Contract
Value
(net of HST Rebate)
(net of HST Rebate)
Maple Lane Nurseries
$76,529.63
$382,648.13
Cressman Tree Services
$113,945.76
$569,728.80
Ethic Tree Creations
$129,536.41
$647,682.05
CSL Group
$143,227.20
$716,136.00
TBG Environmental
$168,665.14
$843,325.72