Item - 2021.BA117.9

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 2219331817

Description:

For the non-exclusive supply of labour, materials, parts and equipment necessary to provide warranty and non-warranty maintenance and repair to various Agricultural Tractors for the City of Toronto’s Fleet Services Division and Parks, Forestry and Recreation Division on an as and when required basis for one (1) year from the date of Award, with the option to renew the contracts for four (4) additional separate one (1) year periods.

The Request for Quotation (RFQ) structure to award up to (3) separate contract(s) to the lowest Suppliers based on the Supplier meeting specifications in Table 1, and or Table 2 and or Table 3. The recommended Supplier is being recommended for the award of RFQ Table 1 and Table 2. Number compliant bid was received for RFQ Table 3.

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:

Green Tractors Inc.

Contract Award Value:

$593,632 net of all applicable taxes and charges (incl 10 percent for service allowance)

$670,804 including HST and all applicable charges

$604,080 net of HST recoveries

The contracts are expected to start on date of award and end on November 30, 2021.

Option Year 1 from December 1, 2021 to November 30, 2022:

$611,441 net of all applicable taxes and charges

$690,928 including HST and all applicable charges

$622,202 net of HST recoveries

Option Year 2 from December 1, 2022 to November 30, 2023:

$629,784 net of all applicable taxes and charges

$711,656 including HST and all applicable charges

$640,868 net of HST recoveries

Option Year 3 from December 1, 2023 to November 30, 2024:

$648,678 net of all applicable taxes and charges

$733,006 including HST and all applicable charges

$660,094 net of HST recoveries

Option Year 4 from December 1, 2024 to November 30, 2025:

$668,138 net of all applicable taxes and charges

$754,996 including HST and all applicable charges

$679,897 net of HST recoveries

The total potential contract award identified in this report including all optional years is $3,151,673 net of all taxes and $3,561,390 including all applicable taxes and charges. The total potential cost to the City, including all option years, is 3,207,142 net of HST recoveries.

The above cost calculations include a ten (10) percent contingency to fulfill service requirements for new tractor acquisitions over the next five (5) years, and a three (3) percent CPI adjustment applied annually to the yearly cost after the initial one (1) year period and not reflected in the evaluated bid price noted in Table 2.

Solicitation Issued: September 24, 2020           Solicitation Closed: October 14, 2020

Number of Addenda Issued: 0

Number of Bids: 1

Table 2: Summary of Bids Received for Request For Quotation, Ariba Doc Number Doc 2219331817 including bid price

*Evaluated Bid Price contains the Ariba pricing for all three Tables in the Request For Quotation. The Contract Award value is only for the two Tables (1 and 2) that were awarded.