Item - 2019.BA44.2

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 (September 12, 2019) from the Chief Purchasing Officer:

Call Number:

Request for Quotation No. 3710-19-0037

Description:

For the non-exclusive supply and delivery of Sod, including all labour, materials and equipment necessary for the installation of Sod including Site Preparation and any other Sod related service options indicated, and the non-exclusive supply and delivery of Topsoil and Other Related Products, as and when required for the various City of Toronto’s Divisions for a period of one (1) year from date of Award with the option to renew the Contracts for an additional four (4) separate (1) year periods at the sole discretion of the City and subject to budget approval(s).

Should the option(s) be exercised, then the Directors of the City of Toronto Divisions involved will request the Chief Purchasing Officer to process the renewal(s) under the same terms and conditions.

The Request for Quotation contains three (3) Price Forms.  Appendix "C" and "C1" are being awarded to the lowest bidder meeting specifications overall and "C2" is being awarded to the lowest bidder meeting specifications per line item.

Recommended Bidders:

Leo Baker Contracting Inc. (Appendix "C" and "C1")

Clifford's Haulage Ltd. (Appendix "C2")

Earthco Soils Inc. (Appendix "C2")

Contract Award Value:

Leo Baker Contracting Inc. (Appendix "C")

$122,876 net of all applicable taxes and charges (incl. 20 percent for miscellaneous options)

$138,850 including HST and all applicable charges  

$125,039 net of HST recoveries

Contract is expected to start on date of award and end on August 31, 2020

Option Year 1 (September 1, 2020 to August 31, 2021)

$126,562 net of all applicable taxes and charges

$143,015 including HST and all applicable charges

$128,790 net of HST recoveries

Option Year 2 (September 1, 2021 to August 31, 2022)

$130,359 net of all applicable taxes and charges

$147,306 including HST and all applicable charges

$132,653 net of HST recoveries

Option Year 3 (September 1, 2022 to August 31, 2023)

$134,270 net of all applicable taxes and charges

$151,725 including HST and all applicable charges

$136,633 net of HST recoveries

Option Year 4 (September 1, 2023 to August 31, 2024)

$138,298 net of all applicable taxes and charges

$156,277 including HST and all applicable charges

$140,732 net of HST recoveries

The above cost calculations for the Option Years reflect an estimated 3 percent increases in the Consumer Price Index (CPI).

The total potential contract award identified in this report including all option years is $652,365 net of all applicable taxes and charges, $737,173 including all applicable taxes and charges.  The total potential cost to the City including all option years is $663,847 net of HST recoveries.

Recommended Bidder:

Clifford's Haulage Ltd. (Appendix "C2")

Awarded Line Items

B-1 to B-6 and C-1 to C-7

Contract Award Value:

$394,786 net of all applicable taxes and charges (incl. 10 percent for miscellaneous options)

$446,108 including HST and all applicable charges  

$401,734 net of HST recoveries

Contract is expected to start on date of award and end on August 31, 2020

Option Year 1 (September 1, 2020 to August 31, 2021)

$406,630 net of all applicable taxes and charges

$459,492 including HST and all applicable charges

$413,786 net of HST recoveries

Option Year 2 (September 1, 2021 to August 31, 2022)

$418,829 net of all applicable taxes and charges

$473,276 including HST and all applicable charges

$426,200 net of HST recoveries

Option Year 3 (September 1, 2022 to August 31, 2023)

$431,394 net of all applicable taxes and charges

$487,475 including HST and all applicable charges

$438,986 net of HST recoveries

Option Year 4 (September 1, 2023 to August 31, 2024)

$444,335 net of all applicable taxes and charges

$502,099 including HST and all applicable charges

$452,156 net of HST recoveries

The above cost calculations for the Option Years reflect an estimated 3 perecent increases in the Consumer Price Index (CPI).

The total potential contract award identified in this report including all option years is $2,095,973 net of all applicable taxes and charges, $2,368,450 including all applicable taxes and charges.  The total potential cost to the City including all option years is $2,132,863 of HST recoveries.

Recommended Bidder:

Earthco Soils Inc. (Appendix "C2")

Awarded Line Items

A-1, C-9, D-1 and E-2

Contract Award Value:

$241,577 net of all applicable taxes and charges (incl. 10 percent for miscellaneous options)

$272,982 including HST and all applicable charges  

$245,829 net of HST recoveries

Contract is expected to start on date of award and end on August 31, 2020

Option Year 1 (September 1, 2020 to August 31, 2021)

$248,825 net of all applicable taxes and charges

$281,172 including HST and all applicable charges

$253,204 net of HST recoveries

Option Year 2 (September 1, 2021 to August 31, 2022)

$256,289 net of all applicable taxes and charges

$289,607 including HST and all applicable charges

$260,800 net of HST recoveries

Option Year 3 (September 1, 2022 to August 31, 2023)

$263,978 net of all applicable taxes and charges

$298,295 including HST and all applicable charges

$268,624 net of HST recoveries

Option Year 4 (September 1, 2023 to August 31, 2024)

$271,897 net of all applicable taxes and charges

$307,244 including HST and all applicable charges

$276,683 net of HST recoveries

The above cost calculations for the Option Years reflect an estimated 3 percent increases in the Consumer Price Index (CPI).

The total potential contract award identified in this report including all option years is $1,282,567 net of all applicable taxes and charges, $1,449,300 including all applicable taxes and charges.  The total potential cost to the City including all option years is $1,305,140 of HST recoveries.

The combined total potential contract awards identified in this report, including all option years, for three contracts is $4,554,923 including all applicable taxes and charges and $4,030,905 net of all applicable taxes and charges.  The total potential cost to the City including all option years for three contracts is $4,101,850 net of HST recoveries.

Additionally:

Miller Waste Systems Inc. is to receive a contract award for the line items they were lowest bidders meeting specification on, including all option years, in the total amount of $410,438.67 net of all applicable taxes and charges.  Gro-Bark is to receive a contract award for the line items they were lowest bidders meeting specification on, including all option years, in the total amount of $289,119.82 net of all applicable taxes and charges, all in accordance with the Purchasing By-Law 195-8, Toronto Municipal Code Chapter 195 Article 8.1 – Authority to award.

Call Issued: June 5, 2019                         Call Closed: July 5, 2019

Number of Addenda Issued: 2

Number of Bids:  Six (6)

Table 2: Summary of Bids Received for Request for Quotation No. 3710-19-0037 including bid price

*Appendix "C2" is being awarded to the lowest bidder per line item.  The above evaluated bid prices reflect the line items awarded to each bidder.