Item - 2019.BA10.7

The Bid Award Panel adopted the following:

1.  The Bid Award Panel rescind its October 24, 2018 decision (BA103.1) to award Table 2  in the report (October 18, 2018) from the Chief Purchasing Officer, of Request for Quotation No. 6106-18-0097, for the non-exclusive short-term Rental Services, to New Horizon Car and Truck Rentals Ltd. o/a Discount Car & Truck Rentals (“Discount Car and Truck Rentals”) in the amount of $757,336 net of all net of all applicable taxes and charges.

2.  The Bid Award Panel grant authority to award the rescinded portion for the non-exclusive short-term Rental Services in accordance with the revised contract details set out in the report (January 24, 2019) from the Chief Purchasing Officer:

Call Number:

Request for Quotation No. 6106-18-0097

Description:

For the non-exclusive short-term Rental Services of various vehicle types, including third party automobile insurance coverage for the City of Toronto's Fleet Services Division, as and when required, for a period of one (1) year from the date of award with the option to renew the contract for four (4) additional separate one (1) year periods.

Recommended Bidder: (Table 2 as per Request for Quotation)

Enterprise Rent A Car Company Canada

Contract Award Value:

$152,876 net of all applicable taxes and charges

$172,750 including HST and all applicable charges

$155,567 net of HST recoveries

Contract is expected to start on the date of award and end on October 7, 2019

Option Year 1 - From October 8, 2019 to October 7, 2020

$157,462 net of all applicable taxes and charges

$177,933 including all applicable taxes and charges

$160,233 net of HST recoveries

Option Year 2 – From October 8, 2020 to October 7, 2021

$162,186 net of all applicable taxes and charges

$183,271 including all applicable taxes and charges

$165,040 net of HST recoveries

Option Year 3 - From October 8, 2021 to October 7, 2022

$167,052 net of all applicable taxes and charges

$188,769 including all applicable taxes and charges

$169,992 net of HST recoveries

Option Year 4 - From October 8, 2022 to October 7, 2023

$172,064 net of all applicable taxes and charges

$194,432 including all applicable taxes and charges

$175,092 net of HST recoveries

The total potential contract award identified in this report including all optional years is $811,640 net of all taxes, and $917,155 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $825,924 net of HST recoveries.

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

On October 24, 2018 the Bid Award Panel also adopted the following as part of 2018BA103.1:

1.  Bid Award Panel grant authority to award the contract in accordance with the Contract Details set out in the report (October 18, 2018) from the Chief Purchasing Officer:

Call Number:

Request for Quotation No. 6106-18-0097

Description:

For the non-exclusive short-term Rental Services of various vehicle types, including third party automobile insurance coverage for the City of Toronto's Fleet Services Division, as and when required, for a period of one (1) year from the date of award with the option to renew the contract for four (4) additional separate one (1) year periods.

Should the option(s) be exercised, then the General Manager of Fleet Services will request the Chief Purchasing Officer to process the renewals under the same term and conditions.

Recommended Bidder: (Table 1 as per Request for Quotation)

Enterprise Rent A Car Company Canada

Contract Award Value:

$1,908,926 net of all applicable taxes and charges

$2,157,087 including HST and all applicable charges

$1,942,523 net of HST recoveries

Contract is expected to start on the date of award and end on October 7, 2019

Option Year 1 - From October 8, 2019 to October 7, 2020

$1,966,194 net of all applicable taxes and charges

$2,221,799 including all applicable taxes and charges

$2,000,799 net of HST recoveries

Option Year 2 - From October 8, 2020 to October 7, 2021

$2,025,180 net of all applicable taxes and charges

$2,288,453 including all applicable taxes and charges

$2,060,823 net of HST recoveries

Option Year 3 - From October 8, 2021 to October 7, 2022

$2,085,935 net of all applicable taxes and charges

$2,357,107 including all applicable taxes and charges

$2,122,648 net of HST recoveries

Option Year 4 - From October 8, 2022 to October 7, 2023

$2,148,513 net of all applicable taxes and charges

$2,427,820 including all applicable taxes and charges

$2,186,327 net of HST recoveries

The total potential contract award identified in this report including all optional years is $10,134,749 net of all taxes, and $11,452,266 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $10,313,120 net of HST recoveries.

Call Issued: September 7, 2018               Call Closed: September 25, 2018

Number of Addenda Issued: One (1)

Number of Bids: Two (2) 

Table 2: Summary of Bids Received for Request for Quotation Number 6106-18-0097 including bid price

*including Optional Pricing of $8,635