Item - 2021.BA121.3

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 ( February 4, 2021) from the Chief Procurement Officer:

Solicitation Number:

Ariba Doc. Number 2651104405

Description:

For the non-exclusive supply, delivery, maintenance and repair of RAE Systems Air Monitoring Equipment and Accessories for the City of Toronto's Toronto Fire Services Division from March 1, 2021, to February 28, 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).

Prior to the renewal of the contract the City's Purchasing and Materials Management Division (PMMD) will perform a market analysis to verify the current market conditions as compared to the proposed increase by the vendor and that Toronto Fire Services will monitor vendor performance during the term of the contract.

Should the option terms be exercised the Fire Chief General Manager will request the Chief Purchasing Officer of Purchasing and Materials Management Division (PMMD) to process the renewals under the same terms and conditions.

Recommended Supplier:

Concept Controls Inc.

Contract Award Value:

$196,064 net of all applicable taxes and charges

$221,552 including HST and all applicable charges

$199,515 net of HST recoveries

Contract is expected to start on March 1, 2021 and end on February 28, 2022.

Option Year 1 (March 1, 2022 to February 28, 2023)

$201,945 net of all applicable taxes and charges

$228,198 including all applicable taxes and charges

$205,500 net of HST recoveries

Option Year 2 (March 1, 2023 to February 29, 2024)

$208,004 net of all applicable taxes and charges

$235,045 including all applicable taxes and charges

$211,665 net of HST recoveries

Option Year 3 (March 1, 2024 to February 28, 2025)

$214,244 net of all applicable taxes and charges

$242,096 including all applicable taxes and charges

$218,015 net of HST recoveries

The total potential contract award including all option years is $834,695 net of HST recoveries, $926,891 including all applicable taxes and charges and $820,257 net of all applicable taxes and charges.

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

Solicitation Issued:  November 3, 2020         Solicitation Closed: November 24, 2020

Number of Addenda Issued: One (1)

Number of Bids:  One (1)

Table 2: Summary of Bids Received for Ariba Doc. Number 2651104405 including Total Base Bid Price