Item - 2021.BA127.3

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 (March 18, 2021) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation (RFQ), Ariba Doc No. 2675246197

Description:

For the non-exclusive supply and delivery of all labour, materials, equipment, travel time, mileage, fuel and incidentals necessary to perform scheduled and unscheduled non-emergency on-road and off-road vehicle cleaning and  disinfecting, including blood and bodily fluid Decontamination Services for the City of Toronto's various Divisions and other Agencies and Corporations on an as and when required basis, for the period of one (1) year from April 1, 2021, to March 31, 2022, with the option to renew the contracts for two (2) additional separate one (1) year periods. 

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:

First Response Environmental Inc.

Contract Award Value:

$ 453,293 net of all applicable taxes and charges

$ 512,221 including HST and all applicable charges

$ 461,271 net of HST recoveries

The Contract is expected to start on April 1, 2021 and end on March 31, 2022

Option Year 1 from April 1, 2022, to March 31, 2023

$466,891 net of all applicable taxes and charges

$527,587 including all applicable taxes and charges

$475,109 net of HST recoveries

Option Year 2 from April 1, 2023, to March 31, 2024

$480,898 net of all applicable taxes and charges

$543,415 including all applicable taxes and charges

$489,362 net of HST recoveries

The total potential contract award identified in this report including all optional years is $1,401,082 net of all taxes, and $1,583,223 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $1,425,741 net of HST recoveries.

The above cost calculations include a twenty-five (25 percent) percent cost allowance per participating division for unforeseen factors and 3 percent Consumer Price Index (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.

Agencies, Boards, Commissions and Corporations (Toronto Public Library and Toronto Community Housing Corporation) also participated in this call and will be seeking their own authority.

Table 8: Summary of Bids Received for RFQ, Ariba Doc. No. 2675246197 including bid price:

*The Evaluated Bid Price includes pricing for THC and TPL, which are not included in this BAP process or the contract award value. The 25 percent cost allowance is not included in the Evaluated Bid Price