Item - 2023.BA53.2

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 (November 2, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3592822887

Description:

For the Non-Exclusive Supply, Delivery and Off-Loading of Horticultural Bulbs for Parks, Forestry & Recreation for a period of one (1) year from the date of award, with an option in the favour of the City to extend the agreement on the same terms and conditions for up to four (4) additional one (1) year option renewal periods.

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

Recommended Supplier:

De Vroomen Bulb Canada Inc.

Contract Award Value:

$133,377 net of all applicable taxes and charges*

$150,716 including HST and all applicable charges

$135,724 net of HST recoveries

* 20 percent miscellaneous has been included in the award value

Contract is expected to start on date of award and end July 14, 2024.

Option Year 1: July 15, 2024 to July 14, 2025

$137,378 net of all applicable taxes and charges

$155,237 including HST and all applicable charges

$139,796 net of HST recoveries

Option Year 2: July 15, 2025 to July 14, 2026

$141,500 net of all applicable taxes and charges

$159,895 including HST and all applicable charges

$143,990 net of HST recoveries

Option Year 3: July 15, 2026 to July 14, 2027

$145,745 net of all applicable taxes and charges

$164,692 including HST and all applicable charges

$148,310 net of HST recoveries

Option Year 4: July 15, 2027 to July 14, 2028

$150,117 net of all applicable taxes and charges

$169,632 including HST and all applicable charges

$152,759 net of HST recoveries

The total potential contract award identified in this report including all option years is $708,117 net of all applicable taxes and charges, $800,172 including all applicable taxes and charges. The total potential cost to the City including option years is $720,580 net of HST recoveries.

The cost calculations for the option period reflect an estimated three (3) percent Consumer Price Index increase applied after the initial term.

Solicitation Issued:  May 5, 2023                   Solicitation Closed:  May 30, 2023

Number of Addenda Issued: One (1)

Number of Bids:  One (1)

Table 2: Summary of Bids Received including bid price