Item - 2020.BA84.7

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 26, 2020) from the Chief Purchasing Officer:

Solicitation Number:

Ariba Doc. Number 2233181278

Description:

Ariba Doc Number 2233181278 (RFQ No. 4305-20-5017) for the provision of HVAC Building Automation System (BAS) Preventative Maintenance and repair services for various Seniors Services and Long-Term Care locations. from date of award for a period of two (2) years 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). 

Prior to the renewal of the contract, PMMD will perform a market analysis to verify the current market conditions as compared to the proposed increase by the vendor and that the Seniors Services and Long-Term Care will monitor vendor performance during the first term of the contract.

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

Recommended Suppliers:

Ambient Mechanical Ltd. (Castleview Wychwood Towers, Fudger House, Wesburn Manor)

Energy Concepts Inc. (Bendale Acres, Carefree Lodge, Cummer Lodge, Lakeshore Lodge, Seven Oaks)

Contract Award Value:

Ambient Mechanical Ltd.

(Castleview Wychwood Towers, Fudger House, Wesburn Manor)

$ 282,614 net of all applicable taxes and charges

$ 319,354 including HST and all applicable charges

$ 287,588 net of HST recoveries

Contract is expected to start from the date of award and end on May 31, 2022

Option Year 1 (June 1, 2022 to May 31, 2023)

$ 142,382 net of all applicable taxes and charges

$ 160,892 including HST and all applicable charges

$ 144,888 net of HST recoveries

Option Year 2 (June 1, 2023 to May 31, 2024)

$ 146,654 net of all applicable taxes and charges

$ 165,719 including HST and all applicable charges

$ 149,235 net of HST recoveries

Option Year 3 (June 1, 2024 to May 31, 2025)

$ 151,053 net of all applicable taxes and charges

$ 170,690 including HST and all applicable charges

$ 153,712 net of HST recoveries

The total potential cost to the City including all option years is $735,423 net of HST recoveries, $816,655 including all applicable taxes and charges and $722,704 net of all applicable taxes and charges.

Contract Award Value:

Energy Concepts Inc.

(Bendale Acres, Carefree Lodge, Cummer Lodge, Lakeshore Lodge, Seven Oaks)

$ 390,301 net of all applicable taxes and charges

$ 441,040 including HST and all applicable charges

$ 397,170 net of HST recoveries

Contract is expected to start from the date of award and end on May 31, 2022

Option Year 1 (June 1, 2022 to May 31, 2023)

$ 205,437 net of all applicable taxes and charges

$ 232,143 including HST and all applicable charges

$ 209,052 net of HST recoveries

Option Year 2 (June 1, 2023 to May 31, 2024)

$ 223,505 net of all applicable taxes and charges

$ 252,561 including HST and all applicable charges

$ 227,439 net of HST recoveries

Option Year 3 (June 1, 2024 to May 31, 2025)

$ 243,306 net of all applicable taxes and charges

$ 274,935 including HST and all applicable charges

$ 247,588 net of HST recoveries

The total potential cost to the City including all option years is $ 1,081,249 net of HST recoveries,

$1,200,680 including all applicable taxes and charges and $ 1,062,548 net of all applicable taxes and charges.

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

Solicitation Issued:  March 3, 2020        Solicitation Closed:  April 29, 2020

Number of Addenda Issued: Two (2)

Number of Bids:  Two (2)

Table 2: Summary of Bids Received for Ariba Doc. Number 2233181278 including bid price

* There is a difference between bid price and award value because the long-term care homes are awarded individually to the lower bidder