Item - 2021.BA147.1

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 (July 28, 2021) from the Chief Procurement Officer:

Solicitation Number:

Ariba Doc. No. 2720261805

Description:

Ariba Doc Number 2720261805 for the supply, delivery, and removal of vehicles for Toronto Fire Services' Auto Extrication Program, for a period of one (1) year from the date of award, with an option in favour of the City to extend the agreement on the same terms and conditions for an additional term of up to four (4) additional separate one (1) year periods.

The Request for Quotation was structured to award up to two (2) separate contract(s) to the two (2) lowest suppliers meeting specifications, known as the Primary Vendor and Secondary Vendor for each Table.  Out of the two bids received the bid received from HDL was deemed non-compliant for not meeting the mandatory requirements and therefore, Table 1 - Small/Medium Vehicles, JP Towing Service & Storage Ltd. was awarded 100 percent of the work and for Table 2 - Large Commercial Vehicles will not be awarded due to the bid price offered by JP Towing Service & Storage is significantly unbalanced and Table 2 will be re-issued.

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

Recommended Supplier:

JP Towing Service & Storage Ltd. (Primary Vendor)

Contract Award Value:

$142,500 net of all applicable taxes and charges

$161,025 including HST and all applicable charges

$145,008 net of HST recoveries

Contract is expected to start on September 1, 2021 and end on August 31, 2022

Option Year 1 (September 1, 2022 to August 31, 2023)       

$146,775 net of all applicable taxes and charges

$165,856 including all applicable taxes and charges

$149,358 net of HST recoveries

Option Year 2 (September 1, 2023 to August 31, 2024)

$151,178 net of all applicable taxes and charges

$170,831 including all applicable taxes and charges

$153,839 net of HST recoveries

Option Year 3 (September 1, 2024 to August 31, 2025)

$155,714 net of all applicable taxes and charges

$175,956 including all applicable taxes and charges

$158,454 net of HST recoveries

Option Year 4 (September 1, 2025 to August 31, 2026)

$160,385 net of all applicable taxes and charges

$181,235 including all applicable taxes and charges

$163,208 net of HST recoveries

The total potential contract award identified in this report is $854,904 including all applicable taxes and charges and $756,552 net of all applicable taxes and charges. The total potential cost to the City including all option years is $769,867 net of HST recoveries.

The above cost calculations reflect an estimated 3 percent in Consumer Price Index (CPI) adjustment applied annually to the yearly cost after the initial one (1) year period.

Solicitation Issued:  February 4, 2021               Solicitation Closed: March 12, 2021

Number of Addenda Issued: One [1]

Number of Bids:  Two [2]

Table 2: Summary of Bids Received for Ariba Doc. Number 2720261805 including Bid Price

* Supplier was found non-compliant with mandatory requirements
^ Table 2 is not being awarded.