Item - 2024.BA108.8

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 21, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Document Number 4679218009

Description:

For the non-exclusive supply, delivery and off-loading of various trees and shrubs for the City of Toronto’s Parks, Forestry and Recreation, for the period from date of award until December 31, 2025 with the option in favour of the City to extend the agreement for up to three (3) separate one (1) year periods, all in accordance with the provisions and specifications contained in the Request for Quotation.

The Request for Quotation is structured to award five (5) separate contracts to the lowest Supplier(s) based on the Supplier meeting specifications and providing the lowest total initial base bid price with the following allocation: 100 percent of the work to the primary Supplier for Schedule A, 80 percent of the work to the primary Supplier and 20 percent of the work to the secondary Supplier for Schedules B and C respectively.

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

Recommended Suppliers:

1.    Hortico Inc. (Primary Supplier, Schedule A)

2.    Neil Vanderkruk Holdings Inc. (Primary Supplier, Schedule B)

3.    Dutchmaster Nurseries Limited (Secondary Supplier, Schedule B)

4.    Uxbridge Nurseries Limited (Primary Supplier, Schedule C)

5.    Neil Vanderkruk Holdings Inc. (Secondary Supplier, Schedule C)

Contract Award Value:

Hortico Inc. (Primary Supplier – Schedule A)

Initial Contract Term: From date of award to December 31, 2025

$158,920 net of all applicable taxes and charges (including 20 percent Miscellaneous Item)

$179,579 including HST and all applicable charges

$161,717 net of HST recoveries

Option Year 1: January 1, 2026 to December 31, 2026

$163,687 net of all applicable taxes and charges

$184,967 including HST and all applicable charges

$166,568 net of HST recoveries

Option Year 2: January 1, 2027 to December 31, 2027

$168,598 net of all applicable taxes and charges

$190,516 including HST and all applicable charges

$171,565 net of HST recoveries

Option Year 3: January 1, 2028 to December 31, 2028

$173,656 net of all applicable taxes and charges

$196,231 including HST and all applicable charges

$176,712 net of HST recoveries

The total potential contract award for the initial contract term and all option years is $664,860 net of all applicable taxes and charges, $751,292 including HST and applicable charges. The total potential cost to the City is $676,562 net of HST recoveries.

Neil Vanderkruk Holdings Inc. (Primary Supplier – Schedule B)

Initial Contract Term: From date of award to December 31, 2025

$570,500 net of all applicable taxes and charges (including 20 percent Miscellaneous Item)

$644,665 including HST and all applicable charges

$580,541 net of HST recoveries

Option Year 1: January 1, 2026 to December 31, 2026

$587,615 net of all applicable taxes and charges

$664,005 including HST and all applicable charges

$597,957 net of HST recoveries

Option Year 2: January 1, 2027 to December 31, 2027

$605,244 net of all applicable taxes and charges

$683,925 including HST and all applicable charges

$615,896 net of HST recoveries

Option Year 3: January 1, 2028 to December 31, 2028

$623,401 net of all applicable taxes and charges

$704,433 including HST and all applicable charges

$634,373 net of HST recoveries

The total potential contract award for the initial contract term and all option years is $2,386,760 net of all applicable taxes and charges, $2,697,039 including HST and applicable charges. The total potential cost to the City is $2,428,767 net of HST recoveries.

Dutchmaster Nurseries Limited (Secondary Supplier – Schedule B)

Initial Contract Term: From date of award to December 31, 2025

$225,192 net of all applicable taxes and charges (including 20 percent Miscellaneous Item)

$254,467 including HST and all applicable charges

$229,155 net of HST recoveries

Option Year 1: January 1, 2026 to December 31, 2026

$231,948 net of all applicable taxes and charges

$262,101 including HST and all applicable charges

$236,030 net of HST recoveries

Option Year 2: January 1, 2027 to December 31, 2027

$238,906 net of all applicable taxes and charges

$269,964 including HST and all applicable charges

$243,111 net of HST recoveries

Option Year 3: January 1, 2028 to December 31, 2028

$246,073 net of all applicable taxes and charges

$278,063 including HST and all applicable charges

$250,404 net of HST recoveries

The total potential contract award for the initial contract term and all option years is $942,119 net of all applicable taxes and charges, $1,064,595 including HST and applicable charges. The total potential cost to the City is $958,701 net of HST recoveries.

Uxbridge Nurseries Limited (Primary Supplier – Schedule C)

Initial Contract Term: From date of award to December 31, 2025

$132,322 net of all applicable taxes and charges (including 20 percent Miscellaneous Item)

$149,523 including HST and all applicable charges

$134,650 net of HST recoveries

Option Year 1: January 1, 2026 to December 31, 2026

$136,291 net of all applicable taxes and charges

$154,009 including HST and all applicable charges

$138,690 net of HST recoveries

Option Year 2: January 1, 2027 to December 31, 2027

$140,380 net of all applicable taxes and charges

$158,629 including HST and all applicable charges

$142,851 net of HST recoveries

Option Year 3: January 1, 2028 to December 31, 2028

$144,591 net of all applicable taxes and charges

$163,388 including HST and all applicable charges

$147,136 net of HST recoveries

The total potential contract award for the initial contract term and all option years is $553,584 net of all applicable taxes and charges, $625,550 including HST and applicable charges. The total potential cost to the City is $563,327 net of HST recoveries.

Neil Vanderkruk Holdings Inc. (Secondary Supplier – Schedule C)

Initial Contract Term: From date of award to December 31, 2025

$39,139 net of all applicable taxes and charges (including 20 percent Miscellaneous Item)

$44,227 including HST and all applicable charges

$39,828 net of HST recoveries

Option Year 1: January 1, 2026 to December 31, 2026

$40,313 net of all applicable taxes and charges

$45,554 including HST and all applicable charges

$41,023 net of HST recoveries

Option Year 2: January 1, 2027 to December 31, 2027

$41,523 net of all applicable taxes and charges

$46,921 including HST and all applicable charges

$42,254 net of HST recoveries

Option Year 3: January 1, 2028 to December 31, 2028

$42,769 net of all applicable taxes and charges

$48,329 including HST and all applicable charges

$43,521 net of HST recoveries

The total potential contract award for the initial contract term and all option years is $163,744 net of all applicable taxes and charges, $185,031 including HST and applicable charges. The total potential cost to the City is $166,626 net of HST recoveries.

The combined total potential contract award identified in this report for the initial contract term and all option years is $4,711,069 net of all applicable taxes and charges, $5,323,508 including HST and applicable charges. The combined total potential cost to the City is $4,793,983 net of HST recoveries.

The above cost calculations for the option years reflect an estimated 3 percent increase in the Consumer Price Index.

Solicitation Issued: August 2, 2024        Solicitation Closed: August 27, 2024

Number of Addenda Issued: Zero (0)

Number of Bids: Eight (8)

Table 2: Summary of Bids Received including bid price: 

Price Schedule A:

Price Schedule B:

Price Schedule C:

 *Supplier was found non-compliant with the mandatory requirements of the Request for Quotation