Contract Award - Request for Quotation Number RFQ2019-03 - Landscaping Maintenance Services, East End (2019-2023)

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The decision

2019-05-10 · Toronto Parking Authority · adopted

As filed

The Board of Directors of the Toronto Parking Authority: 1. Granted authority to award the contract for the landscaping maintenance services for the east end (2019-2023) to Hank Deenen Landscaping Ltd., being the lowest bid and meeting all specifications in conformance with the Request for Quotation requirements, for a term of three years, plus two optional one-year extensions at the sole option of the Toronto Parking Authority, in the estimated amount (five years) of $547,792.56 plus $55,000 as a contingency allowance, being the sum total amount of $602,792.56, subject to annual inflation adjustment as applicable based on the Consumer Price Index in accordance with the contract provisions and net of all taxes and charges.

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2. Authorized payment of up to $125,000 to Hank Deenen Landscaping Ltd. as required for general repairs to landscaping based on the unit prices bid over the term of the contract for the landscaping maintenance services for the east end (2019-2023). 3. Authorized the Acting President, Toronto Parking Authority, to recover from the Toronto Transit Commission the estimated total amount of $175,445.70 over the term of the contract (2019-2023), or such other actual costs incurred which may include contingency and repair allowance, subject to annual inflation adjustment as applicable based on the Consumer Price Index in accordance with the contract provisions and net of all taxes and charges, for landscaping services carried out under the contract on the Toronto Transit Commission's commuter parking lots.

On the agenda

As the city filed it

Call Number: Request for Quotation Number RFQ2019-03 Description: The non-exclusive provision of landscaping maintenance services for TPA's outdoor surface parking lots and parking garage structures within the east end locations, from the date of award for a term of three years, plus two optional one-year extensions as required by the TPA. Should the option(s) be exercised, then the Director of Operations will request the Vice President of Operations to process the renewals under the same terms and conditions.

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TPA's Finance and Operations groups developed the scope of work and documents for the RFQ call to include all technical requirements, material, and labour to provide the landscaping maintenance and other landscaping services for TPA and TTC outdoor parking lots and garage sites in the east end of Toronto. The call documents were posted publicly on the MERX public tendering network on February 8, 2019. One subsequent Addendum was issued and the call closed on March 14, 2019. Two bids were received and considered. Upon detailed evaluation, only one was deemed to be compliant with all parameters of the call. Table 1: Summary of Compliant Submission Received (net of applicable taxes) Company Year 1 Price (2019)* Year 2 Price (2020) Year 3 Price (2021) Year 4 Price (2022) Year 5 Price (2023) Extended Five-Year Total Price Hank Deenen Landscaping Ltd. $103,183 $106,278.49 $109,446.84 $112,750.85 $116,133.38 $547,792.56 * As per the call document, the current year price submitted by the bidders is escalated by a factor of 3 percent per annum for the subsequent years for the purposes of evaluation of bids only. The actual Consumer Price Index - All Items Toronto will be applied pursuant to the contract. The work encompasses 53 TPA sites, as well as a further 9 TTC facilities.

Staff recommended

The Acting President, Toronto Parking Authority recommends that: 1. The Board of Directors of the Toronto Parking Authority grant authority to award the contract for the landscaping maintenance services for the east end (2019-2023) to Hank Deenen Landscaping Ltd., being the lowest bid and meeting all specifications in conformance with the Request for Quotation requirements, for a term of three years, plus two optional one-year extensions at the sole option of the Toronto Parking Authority, in the estimated amount (five years) of $547,792.56 plus $55,000 as a contingency allowance, being the sum total amount of $602,792.56, subject to annual inflation adjustment as applicable based on the Consumer Price Index in accordance with the contract provisions and net of all taxes and charges.

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2. The Board of Directors of the Toronto Parking Authority authorize payment of up to $125,000 to Hank Deenen Landscaping Ltd. as required for general repairs to landscaping based on the unit prices bid over the term of the contract for the landscaping maintenance services for the east end (2019-2023). 3. The Board of Directors of the Toronto Parking Authority authorize the Acting President, Toronto Parking Authority, to recover from the Toronto Transit Commission the estimated total amount of $175,445.70 over the term of the contract (2019-2023), or such other actual costs incurred which may include contingency and repair allowance, subject to annual inflation adjustment as applicable based on the Consumer Price Index in accordance with the contract provisions and net of all taxes and charges, for landscaping services carried out under the contract on the Toronto Transit Commission's commuter parking lots.

On the record

The item as the City filed it