Item - 2020.BA75.5

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 (April 2, 2020) from the Chief Purchasing Officer:

Call Number:

Request for Quotation Doc 2214138883

Description:

For Request For Quotation (RFQ) 3716-20-0057 the non-exclusive supply, delivery, installation and warranty necessary to provide tree planting services for the City of Toronto's Parks, Forestry and Recreation Division from the date of Award for the period of one (1) year, with the option to renew the Contract for three (3) additional separate one (1) year periods.  

The RFQ is structured to award three (3) separate contract(s) to the three (3) lowest bidders based on the bidders meeting specifications and providing the lowest total initial base bid price with the following allocation, 60 percent of the work to the primary vendor, 25 percent to the secondary vendor and 15 percent to the tertiary vendor.

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 Bidders:

Brinkman & Associates – Primary Vendor – 60 percent of the work

Salivan Landscape Ltd. – Secondary Vendor – 25 percent of the work

Lomco Ltd. – Tertiary Vendor – 15 percent of the work 

Contract Award Value:

Brinkman & Associates

Lowest Bidder - Primary Vendor - Award 60 percent of the work

$3,660,176 net of all applicable taxes and charges (incl. 5 percent Contingency)

$4,135,999 including HST and all applicable charges

$3,724,595 net of HST recoveries

The contract is expected to start on the date of award and end on March 31, 2021.

Option Year 1: April 1, 2021 to March 31, 2022

$3,769,982 net of all applicable taxes and charges

$4,260,079 including HST and all applicable charges

$3,836,333 net of HST recoveries

Option Year 2: April 1, 2022 to March 31, 2023

$3,883,081 net of all applicable taxes and charges

$4,387,882 including HST and all applicable charges

$3,951,423 net of HST recoveries

Option Year 3: April 1, 2023 to March 31, 2024

$3,999,574 net of all applicable taxes and charges

$4,519,518 including HST and all applicable charges

$4,069,966 net of HST recoveries

The total potential contract award for the initial contract term and all option years is $15,312,813 net of all applicable taxes and charges, $17,303,478 including HST and applicable charges. The total potential cost to the City is $15,582,317 net of HST recoveries.

Salivan Landscape Ltd

Lowest Bidder - Secondary Vendor - Award 25 percent of the work

$1,814,117 net of all applicable taxes and charges (incl. 5 percent Contingency)

$2,049,952 including HST and all applicable charges

$1,846,045 net of HST recoveries

The contract is expected to start on the date of award and end on March 31, 2021.

Option Year 1: April 1, 2021 to March 31, 2022

$1,868,540 net of all applicable taxes and charges

$2,111,451 including HST and all applicable charges

$1,901,427 net of HST recoveries

Option Year 2: April 1, 2022 to March 31, 2023

$1,924,597 net of all applicable taxes and charges

$2,174,794 including HST and all applicable charges

$1,958,469 net of HST recoveries

Option Year 3: April 1, 2023 to March 31, 2024

$1,982,334 net of all applicable taxes and charges

$2,240,038 including HST and all applicable charges

$2,017,224 net of HST recoveries

The total potential contract award for the initial contract term and all option years is $7,589,588 net of all applicable taxes and charges, $8,576,235 including HST and applicable charges. The total potential cost to the City is $7,723,165 net of HST recoveries.

Lomco Ltd.

Lowest Bidder - Tertiary Vendor - Award 15 percent of the work

$1,196,514 net of all applicable taxes and charges (incl. 5 percent Contingency)

$1,352,061 including HST and all applicable charges

$1,217,573 net of HST recoveries

The contract is expected to start on the date of award and end on March 31, 2021.

Option Year 1: April 1, 2021 to March 31, 2022

$1,232,409 net of all applicable taxes and charges

$1,392,623 including HST and all applicable charges

$1,254,100 net of HST recoveries

Option Year 2: April 1, 2022 to March 31, 2023

$1,269,382 net of all applicable taxes and charges

$1,434,401 including HST and all applicable charges

$1,291,723 net of HST recoveries

Option Year 3: April 21, 2023 to March 31, 2024

$1,307,463 net of all applicable taxes and charges

$1,477,433 including HST and all applicable charges

$1,330,475 net of HST recoveries

The total potential contract award for the initial contract term and all option years is $5,005,768 net of all applicable taxes and charges, $5,656,518 including HST and applicable charges. The total potential cost to the City is $5,093,871 net of HST recoveries.

The combined total potential contract award identified in this report for the initial contract term and all option years is $27,908,169 net of all applicable taxes and charges, $31,536,231 including HST and applicable charges. The combined total potential cost to the City is $28,399,353 net of HST recoveries.

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

Call Issued:  January 28, 2020                 Call Closed:  February 28, 2020

Number of Addenda Issued: One (1)

Number of Bids: Five (5)

Table 2: Summary Bids Received for RFQ Doc 2214138883

*Evaluated Bid Prices above do not include the 5 percent contingency and were based on total quantities and not allocation of work quantities.