Item - 2021.BA159.6

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 (October 14, 2021) from the Chief Procurement Officer:

Solicitation Number:

Negotiated Request for Proposal Doc3024590614.

Description:

Contract award for the provision of Grounds Maintenance (Summer and Winter Services) for the Corporate Real Estate Division to various Suppliers for a base two (2) year contract term plus three (3), one (1) year options.  Should the option(s) be exercised, then the Executive Director, Corporate Real Estate, will request the Chief Procurement Officer to process the renewals under the terms and conditions outlined in the Agreement.

Recommended Suppliers:

Forest Ridge Landscaping Inc.

Lomco Limited

Mr. Mow It All Corp.

Peter Young o/a IPS

Contract Award Value:

Award for CREM Property Groups 6 and 9 for Summer Services:

Forest Ridge Landscaping Inc.

$819,349 net of all applicable taxes and charges

$925,865 including HST and all applicable charges

$833,770 net of HST recoveries

Contract is expected to start on November 1, 2021, and end on October 31, 2023.

Option Period 1 (one year): November 1, 2023 through October 31, 2024

$417,868 net of all applicable taxes and charges

$472,191 including HST and all applicable charges

$425,223 net of HST recoveries

Option Period 2 (one year): November 1, 2024 through October 31, 2025

$426,226 net of all applicable taxes and charges

$481,635 including HST and all applicable charges

$433,727 net of HST recoveries

Option Period 3 (one year): November 1, 2024, and end on October 31, 2025

$434,750 net of all applicable taxes and charges

$491,268 including HST and all applicable charges

$442,402 net of HST recoveries

The total potential contract award, including all options years, is $2,370,958, including all applicable taxes and charges, $2,098,193 net of all applicable taxes and charges. The total potential cost to the City for the Forest Ridge Landscaping Inc. contract, including all options years, is $2,135,121 net of HST recoveries.

Contract Award Value:

Award for CREM Property Group 7 for Summer Services:

Lomco Limited

$185,500 net of all applicable taxes and charges

$209,615 including HST and all applicable charges

$188,765 net of HST recoveries

Contract is expected to start on November 1, 2021, and end on October 31, 2023.

Option Period 1 (one year): November 1, 2023, through October 31, 2024

$94,605 net of all applicable taxes and charges

$106,904 including HST and all applicable charges

$96,270 net of HST recoveries

Option Period 2 (one year): November 1, 2024, through October 31, 2025

$96,497 net of all applicable taxes and charges

$109,042 including HST and all applicable charges

$98,195 net of HST recoveries

Option Period 3 (one year): November 1, 2024, and end on October 31, 2025

$98,427 net of all applicable taxes and charges

$111,223 including HST and all applicable charges

$100,159 net of HST recoveries

The total potential contract award, including all options years, is $536,783, including all applicable taxes and charges, $475,029 net of all applicable taxes and charges. The total potential cost to the City for the Lomco Limited contract, including all options years, is $483,390 net of HST recoveries.

Contract Award Value:

Award for CREM Property Groups 7 and 8 for Winter Services:

Mr. Mow It All Corp.

$1,605,855 net of all applicable taxes and charges

$1,814,615 including HST and all applicable charges

$1,634,118 net of HST recoveries

Contract is expected to start on November 1, 2021, and end on October 31, 2023.

Option Period 1 (one year): November 1, 2023, through October 31, 2024

$818,986 net of all applicable taxes and charges

$925,454 including HST and all applicable charges

$848,359 net of HST recoveries

Option Period 2 (one year): November 1, 2024, through October 31, 2025

$835,060 net of all applicable taxes and charges

$943,618 including HST and all applicable charges

$864,716 net of HST recoveries

Option Period 3 (one year): November 1, 2024, and end on October 31, 2025

$851,455 net of all applicable taxes and charges

$962,144 including HST and all applicable charges

$881,399 net of HST recoveries

The total potential contract award, including all options years, is $4,645,832, including all applicable taxes and charges, $4,111,356 net of all applicable taxes and charges. The total potential contract award for the Mr. Mow It All Corp. contract, including all options years, is $4,183,716 net of HST recoveries.

Contract Award Value:

Award for CREM Property Groups 5, 6, and 9 for Winter Services and Property Groups 5 and 8 Summer Services:

Peter Young o/a IPS

$3,680,500 net of all applicable taxes and charges

$4,158,965 including HST and all applicable charges

$3,745,277 net of HST recoveries

Contract is expected to start on November 1, 2021, and end on October 31, 2023.

Option Period 1 (one year): November 1, 2023 through October 31, 2024

$1,877,055 net of all applicable taxes and charges

$2,121,072 including HST and all applicable charges

$1,910,091 net of HST recoveries

Option Period 2 (one year): November 1, 2024 through October 31, 2025

$1,914,596 net of all applicable taxes and charges

$2,163,494 including HST and all applicable charges

$1,948,293 net of HST recoveries

Option Period 3 (one year): November 1, 2024, and end on October 31, 2025

$1,952,888 net of all applicable taxes and charges

$2,206,763 including HST and all applicable charges

$1,987,259 net of HST recoveries

The total potential contract award, including all options years, is $10,650,294, including all applicable taxes and charges, $9,425,039 net of all applicable taxes and charges. The total potential cost to the City for the Peter Young (o/a IPS) contract, including all options years, is $9,590,920 net of HST recoveries.

The total potential contract award identified in this report, including all option years for all contracts, is $16,109,617 net of all applicable taxes and charges, $18,203,868

including HST and applicable charges. The total potential cost to the City, including all option years for all contracts, is $16,393,147 net of HST recoveries.

The above cost calculations reflect a 2 percent CPI adjustment applied annually to each year's cost after the initial two (2) year period.

Solicitation Issued:  July 2, 2021                        Solicitation Closed:  August 11, 2021

Number of Addenda Issued: Seven (7)

Number of Bids:  Three (3) for Summer Services, and Three (3) for Winter Services

Table 1: Participating Proponents that submitted a Technical Submission and Price:

Range of Scores:  

The lowest scoring participant scored 55.4 points, and the highest scoring participant scored 93.7 points.