Item - 2021.BA134.3

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 29, 2021) from the Chief Procurement Officer:

 

Solicitation Number:

Negotiated Request for Proposal Number 2746839371

 

Description:

For the Supply and Delivery of Winter and Summer Maintenance Services for a period of three (3) years with the option to renew for an additional two (2) one-year option periods, all in accordance with the terms, conditions, and specifications contained in this Request for Proposal and any applicable City policy.

 

This Negotiated Request for Proposal was issued for the City of Toronto divisions to award contracts to the highest scoring proponents per service category and property group, for the provision of either Winter and/or Summer maintenance services on a seasonal basis.

 

Recommended Suppliers:

Winter Maintenance:

Landscape Effects Group

Lima's Gardens & Construction Inc.

Lomco Limited

Forest Ridge Landscaping Inc.

 

Summer Maintenance:

Hank Deenen Landscaping Ltd.

Lima's Gardens & Construction Inc.

Lomco Limited

 

Contract Award Value by Service and Supplier for Each Division:

 

WINTER SERVICES

 

Landscape Effects – Awarded for Property Group 1 for Children's Services

$ 489,645 net of all applicable taxes and charges

$ 553,299 including Harmonized Sales Tax and all applicable charges

$ 498,263 net of Harmonized Sales Tax recoveries

 

The contract is expected to start from date of award to April 30, 2024.

 

Option Year 1 from May 1, 2024 to April 30, 2025

$ 168,111 net of all applicable taxes and charges

$ 189,966 including all applicable taxes and charges

$ 171,070 net of Harmonized Sales Tax recoveries

 

Option Year 2 from May 1, 2025 to April 30, 2026

$ 173,155 net of all applicable taxes and charges

$ 195,665 including all applicable taxes and charges

$ 176,202 net of Harmonized Sales Tax recoveries

 

Total Potential Winter Contract Award Value to Landscape Effects (Group 1)

$ 830,911 net of all taxes and charges

$ 938,930 including Harmonized Sales Tax and all applicable charges

$ 845,535 net of Harmonized Sales Tax recoveries
 

Lima's Gardens – Awarded for Property Group 2 for Toronto Fire Services

$ 1,707,025 net of all applicable taxes and charges

$ 1,928,939 including Harmonized Sales Tax and all applicable charges

$ 1,737,069 net of Harmonized Sales Tax recoveries

 

The contract is expected to start from date of award to April 30, 2024.

 

Option Year 1 from May 1, 2024 to April 30, 2025

$ 585,870 net of all applicable taxes and charges

$ 662,034 including all applicable taxes and charges

$ 596,182 net of Harmonized Sales Tax recoveries

 

Option Year 2 from May 1, 2025 to April 30, 2026

$ 603,446 net of all applicable taxes and charges

$ 681,895 including all applicable taxes and charges

$ 614,067 net of Harmonized Sales Tax recoveries

 

Total Potential Winter Contract Award Value to Lima's Gardens (Group 2)

$ 2,896,342 net of all taxes and charges

$ 3,272,867 including Harmonized Sales Tax and all applicable charges

$ 2,947,318 net of Harmonized Sales Tax recoveries
 

Lomco Limited – Awarded for Property Group 3 for Long-Term Care Home Services

$ 1,122,000 net of all applicable taxes and charges

$ 1,267,860 including Harmonized Sales Tax and all applicable charges

$ 1,141,747 net of Harmonized Sales Tax recoveries

The contract is expected to start from date of award to April 30, 2024.

 

Option Year 1 from May 1, 2024 to April 30, 2025

$ 385,220 net of all applicable taxes and charges

$ 435,299 including all applicable taxes and charges

$ 392,000 net of Harmonized Sales Tax recoveries

 

Option Year 2 from May 1, 2025 to April 30, 2026

$ 396,777 net of all applicable taxes and charges

$ 448,358 including all applicable taxes and charges

$ 403,760 net of Harmonized Sales Tax recoveries

 

Total Potential Winter Contract Award Value to Lomco Limited (Group 3)

$ 1,903,997 net of all taxes and charges

$ 2,151,516 including Harmonized Sales Tax and all applicable charges

$ 1,937,507 net of Harmonized Sales Tax recoveries
 

Forest Ridge – Awarded for Property Group 4 for Solid Waste

$ 228,531 net of all applicable taxes and charges

$ 258,240 including Harmonized Sales Tax and all applicable charges

$ 232,553 net of Harmonized Sales Tax recoveries

 

The contract is expected to start from date of award to April 30, 2024.

 

Option Year 1 from May 1, 2024 to April 30, 2025

$ 78,462 net of all applicable taxes and charges

$ 88,662 including all applicable taxes and charges

$ 79,843 net of Harmonized Sales Tax recoveries

 

Option Year 2 from May 1, 2025 to April 30, 2026

$ 80,816 net of all applicable taxes and charges

$ 91,322 including all applicable taxes and charges

$ 82,238 net of Harmonized Sales Tax recoveries

 

Total Potential Winter Contract Award Value to Forest Ridge (Group 4)

$ 387,809 net of all taxes and charges

$ 438,224 including Harmonized Sales Tax and all applicable charges

$ 394,634 net of Harmonized Sales Tax recoveries

 

SUMMER SERVICES

 

Hank Deenen – Awarded to Property Group 1 for Children's Services

$ 352,368 net of all applicable taxes and charges

$ 398,176 including Harmonized Sales Tax and all applicable charges

$ 358,570 net of Harmonized Sales Tax recoveries

 

The contract is expected to start from date of award to April 30, 2024.

 

Option Year 1 from May 1, 2024 to April 30, 2025

$ 120,980 net of all applicable taxes and charges

$ 136,707 including all applicable taxes and charges

$ 123,109 net of Harmonized Sales Tax recoveries

 

Option Year 2 from May 1, 2025 to April 30, 2026

$ 124,609 net of all applicable taxes and charges

$ 140,808 including all applicable taxes and charges

$ 126,802 net of Harmonized Sales Tax recoveries

 

Total Potential Summer Contract Award Value to Hank Deenen (Group 1)

$ 597,957 net of all taxes and charges

$ 675,691 including Harmonized Sales Tax and all applicable charges

$ 608,481 net of Harmonized Sales Tax recoveries
 

Lima's Gardens – Awarded for Property Group 2 for Toronto Fire Services

$ 830,468 net of all applicable taxes and charges

$ 938,429 including Harmonized Sales Tax and all applicable charges

$ 845,084 net of Harmonized Sales Tax recoveries

 

The contract is expected to start from date of award to April 30, 2024.

 

Option Year 1 from May 1, 2024 to April 30, 2025

$ 292,855 net of all applicable taxes and charges

$ 330,927 including all applicable taxes and charges

$ 298,010 net of Harmonized Sales Tax recoveries

 

Option Year 2 from May 1, 2025 to April 30, 2026

$ 301,641 net of all applicable taxes and charges

$ 340,854 including all applicable taxes and charges

$ 306,950 net of Harmonized Sales Tax recoveries

 

Total Potential Summer Contract Award Value to Lima's Gardens (Group 2)

$ 1,424,965 net of all taxes and charges

$ 1,610,210 including Harmonized Sales Tax and all applicable charges

$ 1,450,044 net of Harmonized Sales Tax recoveries
 

Lomco Limited – Awarded to Property Group 3 for Long-Term Care Home Services

$ 365,217 net of all applicable taxes and charges

$ 412,695 including Harmonized Sales Tax and all applicable charges

$ 371,644 net of Harmonized Sales Tax recoveries

 

The contract is expected to start from date of award to April 30, 2024.

 

Option Year 1 from May 1, 2024 to April 30, 2025

$ 132,767 net of all applicable taxes and charges

$ 150,027 including all applicable taxes and charges

$ 135,104 net of Harmonized Sales Tax recoveries

 

Option Year 2 from May 1, 2025 to April 30, 2026

$ 136,750 net of all applicable taxes and charges

$ 154,528 including all applicable taxes and charges

$ 139,157 net of Harmonized Sales Tax recoveries

 

Total Potential Summer Contract Award Value to Lomco Limited (Group 3)

$ 634,734 net of all taxes and charges

$ 717,249 including Harmonized Sales Tax and all applicable charges

$ 645,905 net of Harmonized Sales Tax recoveries
 

Lima's Gardens – Awarded for Property Group 4 for the Solid Waste division

$ 236,868 net of all applicable taxes and charges

$ 267,661 including Harmonized Sales Tax and all applicable charges

$ 241,037 net of Harmonized Sales Tax recoveries

 

The contract is expected to start from date of award to April 30, 2024.

 

Option Year 1 from May 1, 2024 to April 30, 2025

$ 86,108 net of all applicable taxes and charges

$ 97,303 including all applicable taxes and charges

$ 87,624 net of Harmonized Sales Tax recoveries

 

Option Year 2 from May 1, 2025 to April 30, 2026

$ 88,692 net of all applicable taxes and charges

$ 100,222 including all applicable taxes and charges

$ 90,253 net of Harmonized Sales Tax recoveries

 

Total Potential Summer Contract Award Value to Lima's Gardens (Group 4)

$ 411,668 net of all taxes and charges

$ 465,185 including Harmonized Sales Tax and all applicable charges

$ 418,913 net of Harmonized Sales Tax recoveries

 

The total potential contract award identified in this report for all contracts (Winter and Summer) including the option years is $9,088,382 net of all applicable taxes and charges. The total potential cost to the City for all contacts including the option years is $9,248,338 net of HST recoveries. 

 

The above cost calculations reflect a 3 percent Consumer Price Index adjustment applied annually to each year's cost after the initial one (1) year period.

SOLICITATION summary
Solicitation Issued: December 11, 2020            Solicitation Closed: January 19, 2021

Number of Addenda Issued: Six (6)

Number of Bids:  Winter Maintenance, Thirteen (13), Summer Maintenance, Nine (9)

 

Table 2 - List of suppliers participated and submitted their bids

 

	Winter Services		Summer Services
1	*Forest Ridge Landscaping	1	*Forest Ridge Landscaping
2	*Industrial Property Services	2	*Hank Deenen Landscaping
3	*Jimricks Enterprises	3	*Industrial Property Services
4	*Landscape Effects Group	4	*Landscape Effects Group
5	*Lima's Gardens & Construction	5	*Lima's Gardens & Construction
6	*Lomco Limited	6	2411221 Ontario Inc.
7	*Mr. Mow It All Corp.	7	Across Canada Construction
8	2411221 Ontario Inc.	8	Arcado Property Maintenance
9	Across Canada Construction	9	The Grounds Guys of Toronto
10	Arcado Property Maintenance
11	Crosscut Stones Ltd
12	Hank Deenen Landscaping
13	Wilcon Construction

 

The evaluation process described in the Negotiated Request for Proposal (nRFP) consisted of four (4) stages and each of the proposals were evaluated against the criteria as follows:

 

Stage 1: Mandatory Submission Requirements - (All passed)

 

Stage 2: Technical Evaluation (Rated Criteria and Reference Check)

 

*Supplier's proposal met the minimum threshold of 75 percent and advanced to next stages. For winter maintenance seven (7) out of thirteen (13) and summer maintenance five (5) out of nine (9) suppliers

 

Stage 3: Pricing Evaluation and Ranking

 

Stage 4: Contract Negotiations

 Consolidated range of scores for awarded portfolio:

            Winter Maintenance = 50.9 to 91.4

            Summer Maintenance = 46.5 to 89.8