Item - 2020.BA112.10

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 (November 26, 2020), from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation (RFQ) Number 2509964355

Description:

For the non-exclusive supply and delivery of New Drive Belts and Filters for HVAC Equipment, as and when required, for ten (10) Homes of the City of Toronto, Senior Services and Long-Term Care Division from the date of award to November 30, 2022, with the option to renew the Contract for three (3) additional separate one (1)-year periods at the sole discretion of the City and subject to budget approval(s).

Should the option(s) be exercised, the General Manager, Seniors Services and Long-Term Care Division will request the Chief Procurement Officer of Purchasing and Materials Management Division to process the renewals under the same terms and conditions.

Recommended Supplier:

BFS Technologies Inc. o/a Taff-guard Filtration

Contract Award Value:

$509,043 net of all applicable taxes and charges

$575,219 including HST and all applicable charges

$518,003 net of HST recoveries

Contract is expected to start on Date of Award and end on November 30, 2022.

Option Year 1 (December 1, 2022 to November 30, 2023)

$262,157 net of all applicable taxes and charges

$296,238 including HST and all applicable charges

$266,771 net of HST recoveries

Option Year 2 (December 1, 2023 to November 30, 2024)

$270,022 net of all applicable taxes and charges

$305,125 including HST and all applicable charges

$274,774 net of HST recoveries

Option Year 3 (December 1, 2024 to November 30, 2025)

$278,123 net of all applicable taxes and charges

$314,279 including HST and all applicable charges

$283,018 net of HST recoveries

The total potential cost to the City including all option years is $1,342,566 net of HST recoveries, $1,490,861 including all applicable taxes and charges and $1,319,346 net of all applicable taxes and charges.

The above cost calculations for the Option Years reflect an estimated annual 3 percent increase as per the Consumer Price Index (CPI).

Solicitation Issued: August 7, 2020       Solicitation Closed: September 15, 2020

Number of Addenda Issued: Five (5)

Number of Bids: Five (5)

Table 2: Summary of Bids Received for Ariba Doc Number 2509964355 including bid price

* Bid prices based on quantities reduced by 40 percent. Due to COVID-19 pandemic, the RFQ was issued for higher quality HVAC filters and at a larger quantity to facilitate increased frequency of filter replacement to enhance health and safety measures at the long-term care homes. The bids received were significantly higher than budget available. There was insufficient budget to award the full value of the RFQ, a reduction in quantity was required.

** Supplier was found non-compliant with mandatory requirements.