Item - 2023.BA37.3

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 (July 20, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3911974670

Description:

For the supply and delivery of arboricultural stumping services for Parks, Forestry and Recreation division. The initial term is for a period of two and a half (2.5) years, with an option in favour of the City to renew for an additional term of up to two (2) additional one-year terms. The Contract prices are fixed for one and a half (1.5) years and there will be no annual price adjustment. For the remaining one (1) year initial term and included in the City's decision to exercise any option year(s), there is an annual price adjustment that will be applied after the one and a half (1.5) years' Contract end date in accordance with the annual Consumer Price Index (CPI), (CPI Index-All Items-Toronto) for a 12 month period, using the most current CPI released month at the time of the remaining one (1) year initial term, conducted by the City for the Deliverables.

Recommended Supplier:

Ontario Line Clearing & Tree Experts Inc. (OLC) and W.M Weller Tree Service Ltd. (Weller)

Ontario Line Clearing & Tree Experts Inc.

Contract Award Value:

Total contract award value:

From:  Date of Award – December 31, 2025                              

$8,213,330 net of all applicable taxes and charges

$9,281,062 including HST and all applicable charges

$8,357,884 net of HST recoveries

Option Year 1:                                                                                 

From: January 1, 2026 - December 31, 2026
$3,498,506 net of all applicable taxes and charges

$3,953,312 including HST and all applicable charges

$3,560,080 net of HST recoveries

Option Year 2:                                                                                 

From: January 1, 2027 - December 31, 2027
$3,603,461 net of all applicable taxes and charges

$4,071,911 including HST and all applicable charges

$3,666,882 net of HST recoveries

Total Potential Contract Award including Optional Years:

From: Date of Award - December 31, 2027
$15,315,297 net of all applicable taxes and charges

$17,306,286 including HST and all applicable charges

$15,584,846 net of HST recoveries

All contract prices are fixed for one and a half (1.5) years and annual price adjustments, for the Consumer Price Index (CPI) will be applied to the remaining year of the initial term and for each option to renew as specified in the RFQ. The above costs are inclusive of these amounts including an adjustment of three (3) percent to account for CPI for award purposes.

W.M. Weller Tree Service Ltd.

Contract Award Value:

Total contract award value:

From:  Date of Award – December 31, 2025                              

$1,914,303 net of all applicable taxes and charges

$2,163,162 including HST and all applicable charges

$1,947,995 net of HST recoveries

Option Year 1:                                                                                 

From: January 1, 2026 - December 31, 2026
$817,406 net of all applicable taxes and charges

$923,669 including HST and all applicable charges

$831,792 net of HST recoveries

Option Year 2:                                                                                 

From: January 1, 2027 - December 31, 2027
$841,929 net of all applicable taxes and charges

$951,380 including HST and all applicable charges

$856,747 net of HST recoveries

Total Potential Contract Award including Optional Years:

From: Date of Award - December 31, 2027
$3,573,638 net of all applicable taxes and charges

$4,038,211 including HST and all applicable charges

$3,636,534 net of HST recoveries

The total potential award for both contracts is $18,888,934 net of all applicable taxes and charges, $21,344,496 including HST and all applicable charges. The total potential cost to the City for both contracts including optional periods is $19,221,380 net of HST recoveries.

All contract prices are fixed for one and a half (1.5) years and annual price adjustments, for the Consumer Price Index (CPI) will be applied to the remaining year of the initial term and for each option to renew as specified in the RFQ. The above costs are inclusive of these amounts including an adjustment of three (3) percent to account for CPI for award purposes.

Solicitation Issued:  April 26, 2023                     Solicitation Closed:  May 23, 2023

Number of Addenda Issued: [One (1)]

Number of Bids:  [3]

Table 2: Summary of Bids Received including bid price

* For the award of Region North-West

** For the award of Region North-East, Region East-East, Region East-West, Region South-East, Region South-West, Region West-East, Region West-West (June - December), and West-West (January - May).