Item - 2021.BA150.1

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 (August 19, 2021) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation (RFQ) Number 2848987896

Description:

For the non-exclusive supply, delivery, installation, warranty, maintenance and service for equipment related to Radio Communication Towers, on and when required, for the City of Toronto’s Fire Services for a period of one (1) year from the date of award to August 31, 2022, with the option to renew the Contract for four (4) additional separate one (1) year periods.

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

Recommended Supplier:

Trilinks Communications Inc.  

Contract Award Value:

$ 551,412 net of all applicable taxes and charges (including 20 percent contingency)

$ 623,096 including HST and all applicable charges

$ 561,118 net of HST recoveries

The 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)          

$567,955 net of all applicable taxes and charges (including 20 percent contingency)

$641,789 including all applicable taxes and charges

$577,951 net of HST recoveries

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

$584,993 net of all applicable taxes and charges (including 20 percent contingency)

$661,043 including all applicable taxes and charges

$595,289 net of HST recoveries

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

$602,543 net of all applicable taxes and charges (including 20 percent contingency)

$680,874 including all applicable taxes and charges

$613,148 net of HST recoveries

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

$620,619 net of all applicable taxes and charges (including 20 percent contingency)

$701,300 including all applicable taxes and charges

$631,542 net of HST recoveries

The total potential contract award identified in this report including the option years is $3,308,101 including all applicable taxes and charges and $2,927,523 net of all applicable taxes and charges. The total potential cost to the City including the option years is $2,979,048 net of HST recoveries.

The above cost calculations includes a 20 percent contingency cost for unforeseen factors and a 3 percent CPI adjustment applied annually to the yearly cost after the initial one (1) year period.

Solicitation Issued: May 6, 2021             Solicitation Closed:  June 14, 2021

Number of Addenda Issued: Two (2)

Number of Bids:  3

Table 2: Summary of Bids Received for RFQ Ariba Doc Number 2848987896 including bid price

* Supplier was found non-compliant with mandatory requirements