Award of Doc4222978299 to Giles Restoration Services, Urban Forest Associates Inc., Restoration Artists and Brinkman and Associates Reforestation Limited for Invasive Plant Management for the City of Toronto's Parks, Forestry and Recreation

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The decision

2024-03-06 · 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 (February 29, 2024) from the Chief Procurement Officer: Solicitation Number: Request for Quotation, Doc4222978299 Description: For the non-exclusive supply of labour, equipment, and materials for invasive plant management at various naturalized areas for the City of Toronto's Parks, Forestry and Recreation Division, for the period from date of award until December 31, 2024 with the option in favour of the City to extend the agreement for an additional term of up to two (2) separate one (1) year periods.

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The Request for Quotation is structured to award four (4) separate contract(s) to the four (4) lowest bidders based on the bidders meeting specifications and providing the lowest total initial base bid price with the following allocation, 35 percent of the work to the Primary Supplier, 30 percent to the Secondary Supplier, 25 percent of the work to the Tertiary Supplier and 10 percent of the work to the Quaternary Supplier. 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: Giles Restoration Services Urban Forest Associates Inc. Restoration Artists Brinkman & Associates Reforestation Limited Contract Award Value: Giles Restoration Services Lowest Bidder - Primary Supplier, 35 percent award allocation Initial Contract Term: From date of award to December 31, 2024 $265,650 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $300,185 including HST and all applicable charges $270,325 net of HST recoveries Option Year 1: January 1, 2025 to December 31, 2025 $273,620 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $309,190 including HST and all applicable charges $278,435 net of HST recoveries Option Year 2: January 1, 2026 to December 31, 2026 $281,828 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $318,466 including HST and all applicable charges $286,788 net of HST recoveries The total potential contract award for the initial contract term and all option years is $821,098 net of all applicable taxes and charges, $927,840 including HST and applicable charges. The total potential cost to the City is $835,549 net of HST recoveries. Urban Forest Associates Lowest Bidder - Secondary Supplier, 30 percent award allocation Initial Contract Term: From date of award to December 31, 2024 $227,700 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $257,301 including HST and all applicable charges $231,708 net of HST recoveries Option Year 1: January 1, 2025 to December 31, 2025 $234,531 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $265,020 including HST and all applicable charges $238,659 net of HST recoveries Option Year 2: January 1, 2026 to December 31, 2026 $241,567 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $272,971 including HST and all applicable charges $245,819 net of HST recoveries The total potential contract award for the initial contract term and all option years is $703,798 net of all applicable taxes and charges, $795,292 including HST and applicable charges. The total potential cost to the City is $716,185 net of HST recoveries. Restoration Artists Lowest Bidder - Tertiary Supplier, 25 percent award allocation Initial Contract Term: From date of award to December 31, 2024 $189,750 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $214,418 including HST and all applicable charges $193,090 net of HST recoveries Option Year 1: January 1, 2025 to December 31, 2025 $195,443 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $220,850 including HST and all applicable charges $198,882 net of HST recoveries Option Year 2: January 1, 2026 to December 31, 2026 $201,306 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $227,476 including HST and all applicable charges $204,849 net of HST recoveries The total potential contract award for the initial contract term and all option years is $586,498 net of all applicable taxes and charges, $662,743 including HST and applicable charges. The total potential cost to the City is $596,821 net of HST recoveries. Brinkman & Associates Reforestation Lowest Bidder - Quaternary Supplier, 10 percent award allocation Initial Contract Term: From date of award to December 31, 2024 $75,900 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $85,767 including HST and all applicable charges $77,236 net of HST recoveries Option Year 1: January 1, 2025 to December 31, 2025 $78,177 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $88,340 including HST and all applicable charges $79,553 net of HST recoveries Option Year 2: January 1, 2026 to December 31, 2026 $80,522 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $90,990 including HST and all applicable charges $81,940 net of HST recoveries The total potential contract award for the initial contract term and all option years is $234,599 net of all applicable taxes and charges, $265,097 including HST and applicable charges. The total potential cost to the City is $238,728 net of HST recoveries. The combined total potential contract award identified in this report for the initial contract term and all option years is $2,345,993 net of all applicable taxes and charges, $2,650,972 including HST and applicable charges. The combined total potential cost to the City is $2,387,282 net of HST recoveries. The above cost calculations for the option years reflect an estimated 3 percent increase in the Consumer Price Index.

On the agenda

As the city filed it

Solicitation Issued: October 31, 2023 Solicitation Closed: November 28, 2023 Number of Addenda Issued: Two (2) Number of Bids: Five (5) Table 2: Summary of Bids Received including bid price: Supplier Name Bid Price (excluding H.S.T.)* Giles Restoration Services $323,000 Urban Forest Associates Inc. $786,000 Restoration Artists $890,000 Spectrum Resource Group (Non-Compliant) $1,605,000 Brinkman and Associates Reforestation

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Limited $1,729,565 * Bid Prices above do not include the 10% miscellaneous items and were based on total quantities and not allocation of work quantities.

Staff recommended

The Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract: Solicitation Number: Request for Quotation, Doc4222978299 Description: For the non-exclusive supply of labour, equipment, and materials for invasive plant management at various naturalized areas for the City of Toronto's Parks, Forestry and Recreation Division, for the period from date of award until December 31, 2024 with the option in favour of the City to extend the agreement for an additional term of up to two (2) separate one (1) year periods.

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The Request for Quotation is structured to award four (4) separate contract(s) to the four (4) lowest bidders based on the bidders meeting specifications and providing the lowest total initial base bid price with the following allocation, 35% of the work to the Primary Supplier, 30% to the Secondary Supplier, 25% of the work to the Tertiary Supplier and 10% of the work to the Quaternary Supplier. 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: Giles Restoration Services Urban Forest Associates Inc. Restoration Artists Brinkman & Associates Reforestation Limited Contract Award Value: Giles Restoration Services Lowest Bidder - Primary Supplier, 35% award allocation Initial Contract Term: From date of award to December 31, 2024 $265,650 net of all applicable taxes and charges (including 10% for miscellaneous items) $300,185 including HST and all applicable charges $270,325 net of HST recoveries Option Year 1: January 1, 2025 to December 31, 2025 $273,620 net of all applicable taxes and charges (including 10% for miscellaneous items) $309,190 including HST and all applicable charges $278,435 net of HST recoveries Option Year 2: January 1, 2026 to December 31, 2026 $281,828 net of all applicable taxes and charges (including 10% for miscellaneous items) $318,466 including HST and all applicable charges $286,788 net of HST recoveries The total potential contract award for the initial contract term and all option years is $821,098 net of all applicable taxes and charges, $927,840 including HST and applicable charges. The total potential cost to the City is $835,549 net of HST recoveries. Urban Forest Associates Lowest Bidder - Secondary Supplier, 30% award allocation Initial Contract Term: From date of award to December 31, 2024 $227,700 net of all applicable taxes and charges (including 10% for miscellaneous items) $257,301 including HST and all applicable charges $231,708 net of HST recoveries Option Year 1: January 1, 2025 to December 31, 2025 $234,531 net of all applicable taxes and charges (including 10% for miscellaneous items) $265,020 including HST and all applicable charges $238,659 net of HST recoveries Option Year 2: January 1, 2026 to December 31, 2026 $241,567 net of all applicable taxes and charges (including 10% for miscellaneous items) $272,971 including HST and all applicable charges $245,819 net of HST recoveries The total potential contract award for the initial contract term and all option years is $703,798 net of all applicable taxes and charges, $795,292 including HST and applicable charges. The total potential cost to the City is $716,185 net of HST recoveries. Restoration Artists Lowest Bidder - Tertiary Supplier, 25% award allocation Initial Contract Term: From date of award to December 31, 2024 $189,750 net of all applicable taxes and charges (including 10% for miscellaneous items) $214,418 including HST and all applicable charges $193,090 net of HST recoveries Option Year 1: January 1, 2025 to December 31, 2025 $195,443 net of all applicable taxes and charges (including 10% for miscellaneous items) $220,850 including HST and all applicable charges $198,882 net of HST recoveries Option Year 2: January 1, 2026 to December 31, 2026 $201,306 net of all applicable taxes and charges (including 10% for miscellaneous items) $227,476 including HST and all applicable charges $204,849 net of HST recoveries The total potential contract award for the initial contract term and all option years is $586,498 net of all applicable taxes and charges, $662,743 including HST and applicable charges. The total potential cost to the City is $596,821 net of HST recoveries. Brinkman & Associates Reforestation Lowest Bidder - Quaternary Supplier, 10% award allocation Initial Contract Term: From date of award to December 31, 2024 $75,900 net of all applicable taxes and charges (including 10% for miscellaneous items) $85,767 including HST and all applicable charges $77,236 net of HST recoveries Option Year 1: January 1, 2025 to December 31, 2025 $78,177 net of all applicable taxes and charges (including 10% for miscellaneous items) $88,340 including HST and all applicable charges $79,553 net of HST recoveries Option Year 2: January 1, 2026 to December 31, 2026 $80,522 net of all applicable taxes and charges (including 10% for miscellaneous items) $90,990 including HST and all applicable charges $81,940 net of HST recoveries The total potential contract award for the initial contract term and all option years is $234,599 net of all applicable taxes and charges, $265,097 including HST and applicable charges. The total potential cost to the City is $238,728 net of HST recoveries. The combined total potential contract award identified in this report for the initial contract term and all option years is $2,345,993 net of all applicable taxes and charges, $2,650,972 including HST and applicable charges. The combined total potential cost to the City is $2,387,282 net of HST recoveries. The above cost calculations for the option years reflect an estimated 3% increase in the Consumer Price Index.

On the record

The item as the City filed it