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Report To: General Government Committee
Date of Meeting: April 19, 2021 Report Number: FSD-020-21
Submitted By:
Reviewed By:
File Number:
Report Subject:
Trevor Pinn, Director of Financial Services/Treasurer
Andrew C. Allison, CAO Resolution#:
CL2021-3 By-law Number:
Emergency Tree Pruning Removal & Hydro Line Clearing Registry
Recommendations:
1.That Report FSD-020-21 be received;
2.That Asplundh Canada ULC, Cressman Tree Maintenance & Landscaping Ltd.,
Davey Tree Expert Co. of Canada Limited, Ontario Line Clearing & Tree Experts Inc.
and Rockwood Tree Services Ltd. having met all terms, conditions and
specifications of CL2021-3 be awarded the contract for an initial three-year term for
the Emergency Tree Pruning Removal and Hydro Line Clearing Registry, as
required by the Public Works Department;
3.That pending satisfactory performance, the Purchasing Manager, in consultation
with the Director of Public Works be given the authority to extend the registry
contract for up to two additional one-year terms;
4.That the estimated funds required for the first-year term in the amount of $80,000
(Net HST Rebate) be funded by the Municipality as provided. The funds required for
the second-year term and the third-year term in the estimated amount of $160,000
(Net HST Rebate) will be included in future budget accounts. The funding required
for the initial one-year term will be funded from the following account:
Description Account Number Amount
Parks/Forestry/Contracting 100-36-325-10215-7163 $80,000
5.That all interested parties listed in Report FSD-020-21 and any delegations be
advised of Council’s decision.
Municipality of Clarington Page 2
Report FSD-020-21
Report Overview
To request authorization from Council to award CL2021-3 Emergency Tree Pruning
Removal & Hydro Line Clearing Registry.
1. Background
1.1 Tender specifications for the Emergency Tree Pruning Removal & Hydro Line Clearing
Registry were prepared by the Public Works Department and provided to the
Purchasing Services Division.
1.2 The tender was issued to establish an emergency tree service registry whereby bidders
are sorted from the lowest to the highest cost for each type of service and equipment
listed to establish their position. The Municipality will call out the vendors on the registry,
based on lowest to highest cost and availability as required and may take into
consideration the requirements of the work and compare to the vendor’s prices and
equipment.
1.3 Tender CL2021-3 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 website.
1.4 Seven plan takers downloaded the tender document.
2. Analysis
2.1 The tender closed on February 12, 2021.
2.2 Seven bids were received in response to the tender call.
2.3 The bids were reviewed and tabulated by the Purchasing Services Division and two bids
were deemed non-compliant. The results were forwarded to the Public Works
Department for their review and consideration.
2.4 After review and analysis by the Public Works Department and the Purchasing Services
Division, it was mutually agreed that the five compliant bidders, Asplundh Canada ULC,
Cressman Tree Maintenance & Landscaping Ltd., Davey Tree Expert Co. of Canada
Limited, Ontario Line Clearing & Tree Experts Inc. and Rockwood Tree Services Ltd. be
recommended for award of tender CL2021-3.
Municipality of Clarington Page 3
Report FSD-020-21
2.5 Asplundh Canada ULC, Cressman Tree Maintenance & Landscaping Ltd. and Ontario
Line Clearing & Tree Experts Inc. have satisfactorily completed work for the Municipality
of Clarington in the past. Davey Tree Expert Co. of Canada Limited and Rockwood Tree
Services have not completed work for the Municipality of Clarington and references
were checked and came back satisfactory.
3. Financial
3.1 The annual estimated funding required for this work is $80,000 (Net HST Rebate). The
work will be funded from the 2021 approved budget allocation as provided. The
estimated funding for the second-year and third-year term will be included in future
budget accounts. The funding required for the first-year term will be funded from the
following account:
Description Account Number Amount
Parks/Forestry/Contracting 100-36-325-10215-7163 $80,000
3.2 Pricing submitted for the Emergency Tree Pruning Removal & Hydro Line Clearing
Registry will remain firm for the first contract year. For subsequent contract years, the
unit prices will be adjusted at the time of contract renewal by the annual percentage
change in the most recent issuance of the Consumer Price Index (CPI), All Items,
Ontario as published by Statistics Canada and the pricing will remain firm for the
contract year.
3.3 The total estimated contract is for three years plus two optional additional years and is
approximately $400,000 (Net HST Rebate).
3.4 Queries with respect to the department needs should be referred to the Director of
Public Works.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
Municipality of Clarington Page 4
Report FSD-020-21
5. Conclusion
It is respectfully recommended that Asplundh Canada ULC, Cressman Tree
Maintenance & Landscaping Ltd., Davey Tree Expert Co. of Canada Limited, Ontario
Line Clearing & Tree Experts Inc. and Rockwood Tree Services Ltd. all being compliant
bidders be awarded the contract for Emergency Tree Pruning Removal & Hydro Line
Clearing Registry per the terms and conditions of Tender CL2021 -3.
Staff Contact: David Ferguson, Purchasing Manager, (905) 623-3379 x2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 – Summary of Bid Results
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington Page 5
Report FSD-020-21
Attachment 1 to Report FSD-020-21
Municipality of Clarington
Summary of Bid Results
Tender CL2021-3
Emergency Tree Pruning Removal & Hydro Line Clearing Registry
Bidder
Alineutilty Limited*
Asplundh Canada ULC
Cressman Tree Maintenance & Landscaping Ltd.
Darlington Tree Service Inc.*
Davey Tree Expert Co. of Canada Limited
Ontario Line Clearing & Tree Experts Inc.
Rockwood Tree Service Ltd
Note: Bidders marked with * were deemed non-compliant.