Item - 2024.BA89.3

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 18, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Doc4403338466

Description:

For the supply of all labour, materials, services, supplies, tools, equipment, apparatus, transportation, facilities and all other incidentals necessary to perform Wood Grinding Services for Parks, Forestry and Recreation Division. The initial term is for a period of one (1) year, with an option in favour of the City to extend the agreement on the same terms and conditions for four (4) additional one (1) year terms.

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

Recommended Supplier:

Walker Environmental Group Inc.

Contract Award Value:  

$1,143,296 net of all applicable taxes and charges

$1,291,924 including HST and all applicable charges

$1,163,418 net of HST recoveries

Contract is expected to start on Date of Award and end on July 14, 2025.

Option Year 1: July 15, 2025 – July 14, 2026                                                               

$1,177,595 net of all applicable taxes and charges

$1,330,682 including HST and all applicable charges

$1,198,321 net of HST recoveries

Option Year 2: July 15, 2026 – July 14, 2027                                                               

$1,212,923 net of all applicable taxes and charges

$1,370,603 including HST and all applicable charges

$1,234,270 net of HST recoveries

Option Year 3: July 15, 2027 – July 14, 2028                                                               

$1,249,310 net of all applicable taxes and charges

$1,411,721 including HST and all applicable charges

$1,271,298 net of HST recoveries

Option Year 4: July 15, 2028 – July 14, 2029                       

$1,286,790 net of all applicable taxes and charges

$1,454,072 including HST and all applicable charges

$1,309,437 net of HST recoveries

The total potential contract award identified in this report for the initial contract term and all option years is $6,069,914 net of all applicable taxes and charges, $6,859,003 including HST and all applicable charges.  The total potential cost to the City is $6,176,744 net of HST recoveries.

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

Solicitation Issued:  April 11, 2024                 Solicitation Closed:  May 7, 2024

Number of Addenda Issued: One (1)

Number of Bids: Two (2)

Table 2: Summary of Bids Received including bid price