Item - 2019.BA40.8

The Bid Award Panel adopted the following:

1.  Bid Award Panel grant authority to award the contract in accordance with the Contract Details set out in the report (August 15, 2019) from the Chief Purchasing Officer:

Call Number:

Request for Quotation Doc1745310659

Description:

For the non-exclusive supply of all labour, equipment and material necessary to perform Watering and Tree Pit/Planter Maintenance Services on Public Roads from Date of Award for a period of one (1) year, with four (4) one (1) Year Optional Renewals at various locations for the Parks, Forestry and Recreation Division.

The Request for Quotation was structured to be awarded to multiple bidders. The City is to award each line item separately to the lowest bidder meeting specifications and the City reserves the right to award to the next lowest bidder meeting specifications until the crews required is satisfied as requested in the Request for Quotation.

Should the option(s) be exercised, then the General Manager of Parks, Forestry and Recreation will request the Chief Purchasing Officer to process the renewals under the same terms and conditions.

Recommended Bidder:

Forest Ridge Landscaping Inc. (2 Crews)

Contract Award Value:

$181,376 net of all applicable taxes and charges

$204,955 including HST and all applicable charges

$184,568 net of HST recoveries

Contract is expected to start on date of award and end on August 23, 2020.

Option Year 1:  August 24, 2020 to August 23, 2021

$186,817 net of all applicable taxes and charges

$211,104 including HST and all applicable charges

$190,105 net of HST recoveries

Option Year 2:  August 24, 2021 to August 23, 2022

$192,422 net of all applicable taxes and charges

$217,437 including HST and all applicable charges

$195,808 net of HST recoveries

Option Year 3:  August 24, 2022 to August 23, 2023

$198,194 net of all applicable taxes and charges

$223,960 including HST and all applicable charges

$201,683 net of HST recoveries

Option Year 4:  August 24, 2023 to August 23, 2024

$204,140 net of all applicable taxes and charges

$230,679 including HST and all applicable charges

$207,733 net of HST recoveries

The total potential award identified in this report including all option years is $962,950 net of all applicable taxes and charges, $1,088,133 including all applicable taxes and charges. The total potential cost to the City including all option years is $979,898 net of HST recoveries.

The above cost calculations for the option years reflect an estimated 3 percent increase in the Consumer Price Index.

Recommended Bidder:

1943349 Ontario Ltd. O/A Kirbyco General (2 Crews)

Contract Award Value:

$181,626 net of all applicable taxes and charges

$205,237 including HST and all applicable charges

$184,822 net of HST recoveries

Contract is expected to start on date of award and end on August 23, 2020.

Option Year 1:  August 24, 2020 to August 23, 2021

$187,074 net of all applicable taxes and charges

$211,394 including HST and all applicable charges

$190,367 net of HST recoveries

Option Year 2:  August 24, 2021 to August 23, 2022

$192,687 net of all applicable taxes and charges

$217,736 including HST and all applicable charges

$196,078 net of HST recoveries

Option Year 3:  August 24, 2022 to August 23, 2023

$198,467 net of all applicable taxes and charges

$224,268 including HST and all applicable charges

$201,960 net of HST recoveries

Option Year 4:  August 24, 2023 to August 23, 2024

$204,421 net of all applicable taxes and charges

$230,996 including HST and all applicable charges

$208,019 net of HST recoveries

The total potential award identified in this report including all option years is $964,275 net of all applicable taxes and charges, $1,089,631 including all applicable taxes and charges. The total potential cost to the City including all option years is $981,246 net of HST recoveries.

The total potential cost to the City identified in this report for both awards is $1,961,144 net of HST recoveries. The total potential contract award value for both awards is $1,927,225 net of all applicable taxes and charges, $2,177,764 including all applicable taxes and charges.

The above cost calculations for the option years reflect an estimated 3 percent increase in the Consumer Price Index.

Call Issued:  May 10, 2019                        Call Closed: June 14, 2019

Number of Addenda Issued: 2

Number of Bids:  3

Table 1 - Summary of Bids Received for Request for Quotation Doc1745310659 including bid price