Item - 2023.BA20.2

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 (March 23, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation (RFQ), Ariba Document Number 3733064819

Description:

For the non-exclusive supply and delivery of newly planted tree maintenance services for the City of Toronto's Parks, Forestry and Recreation Division, for the period from date of award until December 31st, 2023, with the option to renew for four (4) additional separate one (1) year periods.

Should the option(s) be exercised, then the General Manager of Parks, Forestry and Recreation will request the Chief Procurement Officer to process the renewal under the same terms and conditions.

Recommended Supplier:

1913574 Ontario Inc. o/a Royal Oak Tree Services

Contract Award Value:

$609,473 net of all applicable taxes and charges

$688,704 including HST and all applicable charges

$620,200 net of HST recoveries

Contract is expected to start on Date of Award and end on December 31st, 2023.

Option Year 1 (January 1st, 2024 to December 31st, 2024)

$639,946 net of all applicable taxes and charges

$723,139 including HST and all applicable charges

$651,209 net of HST recoveries

Option Year 2 (January 1st, 2025 to December 31st, 2025)

$671,943 net of all applicable taxes and charges

$759,296 including HST and all applicable charges

$683,769 net of HST recoveries

Option Year 3 (January 1st, 2026 to December 31st, 2026)

$705,541 net of all applicable taxes and charges

$797,261 including HST and all applicable charges

$717,959 net of HST recoveries

Option Year 4 (January 1st, 2027 to December 31st, 2027)

$740,818 net of all applicable taxes and charges

$837,124 including HST and all applicable charges

$753,856 net of HST recoveries

The total potential contract award including all option years is $3,367,721 net of all applicable taxes and charges and $3,805,524 including all applicable taxes and charges.  The potential cost to the City including all option years is $3,426,993 net of HST recoveries.

The above cost calculations reflect a 5 percent contingency award as well as a 5 percent vendor price adjustment applied annually.

Solicitation Issued: January 13th, 2023    Solicitation Closed: February 14th, 2023

Number of Addenda Issued: One (1)

Number of Bids: Nine (9)

Table 2: Summary of Bids Received including bid price:

*Bidder was found non-compliant with mandatory requirements.

**Pursuant to the Request for Quotation document the contract award value includes contingency