Award of Request for Quotation Doc 2308737090 to Quality Seeds Ltd. for the Supply and Delivery of Grass Seed and Mixtures for the City of Toronto's Parks, Forestry and Recreation Division

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The decision

2020-05-27 · Bid Award Panel · adopted

As filed

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 (May 21, 2020) from the Chief Purchasing Officer: Call Number: Request for Quotation Doc 2308737090 Description: For the non-exclusive supply and delivery of Grass Seed and Mixtures for the City of Toronto's Parks, Forestry and Recreation Division and its buying group from the date of Award for the period of one (1) year, with the option to renew the Contract for three (3) additional separate one (1) year periods.

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The buying group included City of Toronto, Materials Management and Stores. The RFQ contains one (1) Price Form and which is being awarded to the lowest bidder meeting specifications per line item. Should the option(s) be exercised, then the General Manager of Parks, Forestry and Recreation will request the Chief Purchasing Officer to process the renewals under the same terms and conditions. Recommended Bidder: Quality Seeds Ltd. Line Items 5.4.1; 5.4.2; 5.4.3; 5.4.4 and 5.4.8 Contract Award Value: $236,886 net of all applicable taxes and charges (incl. 10% for misc. items) $267,681 including HST and all applicable charges $241,055 net of HST recoveries The contract is expected to start on the date of award and end on May 25, 2021. Option Year 1: May 26, 2021 to May 25, 2022 $243,993 net of all applicable taxes and charges $275,712 including HST and all applicable charges $248,287 net of HST recoveries Option Year 2: May 26, 2022 to May 25, 2023 $251,312 net of all applicable taxes and charges $283,983 including HST and all applicable charges $255,735 net of HST recoveries Option Year 3: May 26, 2023 to May 25, 2024 $258,852 net of all applicable taxes and charges $292,502 including HST and all applicable charges $263,408 net of HST recoveries The total potential award identified in this report including all option years is $991,043 net of all applicable taxes and charges, $1,119,878 including all applicable taxes and charges. The total potential cost to the City including all option years is $1,008,485 net of HST recoveries. The above cost calculations for the option years reflect an estimated 3% increase in the Consumer Price Index. Additionally: Speare Seeds Ltd. is to receive a contract award for the line items they were lowest bidders meeting specification on, including all option years, in the total amount of $95,983 net of all applicable taxes and charges, all in accordance with the Purchasing By-Law 195-8, Toronto Municipal Code Chapter 195 Article 8.1 - Authority to award - Chief Purchasing Officer. Further and as part of the buying group, York University will be undertaking its own recommendations on an internal basis and so their requirements are not part of this Report.

On the agenda

As the city filed it

Call Issued: March 17, 2020 Call Closed: April 16, 2020 Number of Addenda Issued: Two (2) Number of Bids: Four (4) Table 2: Summary Bids Received for Request For Quotation Doc 2308737090 Bidder Name Evaluated Bid Price (not including line items for York University and including H.S.T.) Quality Seeds Ltd Line Items 5.4.1; 5.4.2; 5.4.3; 5.4.4; 5.4.8 Speare Seeds Ltd. Line Items 5.4.5; 5.4.6; 5.4.7 Graham Turf Seeds Ltd.

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(No Awards) DLF Pickseed Canada (No Awards for City of Toronto) $243,347 $23,568 (including 1 percent prompt payment) $377,594 (including 2 percent prompt payment) $332,739

Staff recommended

The Chief Purchasing Officer recommends that the Bid Award Panel grant authority to award the following contracts: Call Number: Request for Quotation Doc 2308737090 Description: For the non-exclusive supply and delivery of Grass Seed and Mixtures for the City of Toronto's Parks, Forestry and Recreation Division and its buying group from the date of Award for the period of one (1) year, with the option to renew the Contract for three (3) additional separate one (1) year periods.

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The buying group included City of Toronto, Materials Management and Stores. The Request For Quotation contains one (1) Price Form and which is being awarded to the lowest bidder meeting specifications per line item. Should the option(s) be exercised, then the General Manager of Parks, Forestry and Recreation will request the Chief Purchasing Officer to process the renewals under the same terms and conditions. Recommended Bidder: Quality Seeds Ltd. Line Items 5.4.1; 5.4.2; 5.4.3; 5.4.4 and 5.4.8 Contract Award Value: $236,886 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $267,681 including HST and all applicable charges $241,055 net of HST recoveries The contract is expected to start on the date of award and end on May 25, 2021. Option Year 1: May 26, 2021 to May 25, 2022 $243,993 net of all applicable taxes and charges $275,712 including HST and all applicable charges $248,287 net of HST recoveries Option Year 2: May 26, 2022 to May 25, 2023 $251,312 net of all applicable taxes and charges $283,983 including HST and all applicable charges $255,735 net of HST recoveries Option Year 3: May 26, 2023 to May 25, 2024 $258,852 net of all applicable taxes and charges $292,502 including HST and all applicable charges $263,408 net of HST recoveries The total potential award identified in this report including all option years is $991,043 net of all applicable taxes and charges, $1,119,878 including all applicable taxes and charges. The total potential cost to the City including all option years is $1,008,485 net of HST recoveries. The above cost calculations for the option years reflect an estimated 3 percent increase in the Consumer Price Index. Additionally: Speare Seeds Ltd. is to receive a contract award for the line items they were lowest bidders meeting specification on, including all option years, in the total amount of $95,983 net of all applicable taxes and charges, all in accordance with the Purchasing By-Law 195-8, Toronto Municipal Code Chapter 195 Article 8.1 - Authority to award - Chief Purchasing Officer. Further and as part of the buying group, York University will be undertaking its own recommendations on an internal basis and so their requirements are not part of this Report.

On the record

The item as the City filed it