Item - 2019.PA5.6

The Board of Directors of the Toronto Parking Authority:

1.  Granted authority to award the contract for the landscaping maintenance services for the west end (2019-2023) to Hank Deenen Landscaping Ltd., being the lowest bid meeting all specifications in conformance with the Request for Quotation requirements, for a term of three years, plus two optional one-year extensions at the sole option of the Toronto Parking Authority, in the estimated amount (five years) of $569,388.88 plus $55,000 as a contingency allowance, being the sum total amount of $624,388.88, subject to annual inflation adjustment as applicable based on the Consumer Price Index in accordance with the contract provisions and net of all taxes and charges.

2.  Authorized payment of up to $125,000 to Hank Deenen Landscaping Ltd. as required for general repairs to landscaping based on the unit prices bid over the term of the contract for the landscaping maintenance services for the west end (2019-2023).  

3.  Authorized the Acting President, Toronto Parking Authority, to recover from the Toronto Transit Commission the estimated total amount of $183,828.83 over the term of the contract (2019-2023), or such other actual costs incurred which may include contingency and repair allowance, subject to annual inflation adjustment as applicable based on the Consumer Price Index in accordance with the contract provisions and net of all taxes and charges, for landscaping services carried out under the contract on the Toronto Transit Commission's commuter parking lots.

Call Number:

Request for Quotation Number RFQ2019-04

Description:

The non-exclusive provision of landscaping maintenance services for TPA's outdoor surface parking lots and parking garage structures within the west end locations, from the date of award for a term of three years, plus two optional one-year extensions as required by the TPA. Should the option(s) be exercised, then the Director of Operations will request the Vice President of Operations to process the renewals under the same terms and conditions.

TPA's Finance and Operations groups developed the scope of work and documents for the RFQ call to include all technical requirements, material, and labour to provide the landscaping maintenance and other landscaping services for TPA and TTC outdoor parking lot and garage sites in the west end of Toronto.

The call documents were posted publicly on the MERX public tendering network on February 26, 2019. Two subsequent Addendums were issued and the call closed on April 1, 2019. Four bids were received and considered. Upon detailed evaluation, two were deemed to be compliant with all parameters of the call.

Table 1: Summary of Compliant Submissions Received (net of applicable taxes)

¹As per the call document, the current year price submitted by the bidders is escalated by a factor of 3 percent per annum for the subsequent years for the purposes of evaluation of bids only. The actual Consumer Price Index - All Items Toronto will be applied pursuant to the contract.

²CSL Group provided the full value of the five-year contract as opposed to the requested first year price.

The work encompasses 56 TPA sites, as well as a further 14 TTC facilities. Four TTC facilities (Car Parks 833, 834, 835, and 836) were not taken into consideration, as these are new facilities and the TTC was not able to provide the necessary detailed site maps and landscape layouts within the timeframe of issuing the RFQ.