Item - 2021.BA117.8

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 (January 7, 2021) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation (RFQ), Ariba Doc Number 2733996096

Description:

For the non-exclusive Supply and Delivery of all Labour, Materials, and Equipment necessary to perform Mechanical and Structural Safety Inspections, Repairs, and Certifications for Various Types of Vehicle Mounted Aerial Devices, for the period of three (3) years from February 1, 2021, to January 31, 2024, with the option to renew the contracts for two (2) additional separate one (1) year periods.

The Request For Quotation (RFQ) is structured to award two (2) separate contract(s) to the two (2) lowest suppliers meeting specification, known as the Primary Vendor to receive 60 percent of the work and the Secondary Vendor to receive 40 percent of the work for Lot A Price Form.

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

Recommended Supplier:

Rocwin Sales and Service Ltd. (Primary Vendor)

Contract Award Value:

$595,779 net of all applicable taxes and charges

$673,230 including HST and all applicable charges

$606,265 net of HST recoveries

The contract is expected to start on February 1, 2021, and end on January 31, 2024.

Option Year One from February 1, 2024, to January 31, 2025

$204,551 net of all applicable taxes and charges

$231,142 including all applicable taxes and charges

$208,151 net of HST recoveries

Option Year Two from February 1, 2025, to January 31, 2026

$210,687 net of all applicable taxes and charges

$238,077 including all applicable taxes and charges

$214,395 net of HST recoveries

Recommended Supplier:

Wajax Equipment (Secondary Vendor)

Contract Award Value:

$495,043 net of all applicable taxes and charges

$559,398 including HST and all applicable charges

$503,755 net of HST recoveries

The contract is expected to start on February 1, 2021, and end on January 31, 2024.

Option Year One from February 1, 2024, to January 31, 2025

$169,965 net of all applicable taxes and charges

$192,060 including all applicable taxes and charges

$172,956 net of HST recoveries

Option Year Two from February 1, 2025, to January 31, 2026

$175,064 net of all applicable taxes and charges

$197,822 including all applicable taxes and charges

$178,145 net of HST recoveries

The total potential contract award identified in this report including all options years is $1,851,088 net of all taxes and $2,091,730 including all applicable taxes and charges. The total Potential cost to the City, including all option years, is $1,883,667 net of HST recoveries.

The above cost calculations reflect a 30 percent contingency cost per participating division for unforeseen factors and an estimated 3 percent in Consumer Price Index (CPI) adjustment applied annually to the yearly cost after the initial three (3) year period and not reflected in the evaluated bid price noted in Table 2.

Solicitation Issued: December 1, 2020        Solicitation Closed: December 15, 2020

Number of Addenda Issued: 0

Number of Bids: 2

Table 2: Summary of Bids Received for Request For Quotation, Ariba Doc. Number 2733996096 including bid price

*Evaluated Bid Price totals are for one (1) year only and include the value of 100 percent of the supplier's submitted pricing. The contract award value represents the 60 percent / 40 percent split of work between, resulting in a correlating split of cost.