Item - 2021.BA154.3

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 (September 16, 2021) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Ariba Doc Number 2986958685

Description:

For the non-exclusive provision of all labour, materials and equipment necessary to provide a Preventative Maintenance Service Program including emergency calls and repairs for kitchen equipment for Seniors Services and Long-Term Care for a period of two (2) years, with the option to renew the contract for three (3) additional separate one (1) year periods.

Should the option(s) be exercised, then the Director of Seniors Services and Long-Term Care will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Francis Restaurant Industry Equipment Services Inc.

Contract Award Value:

$474,181 net of all applicable taxes and charges (including 15 percent for miscellaneous items)

$535,824 including HST and all applicable charges

$482,527 net of HST recoveries

Contract is expected to start on December 1, 2021 and end on November 30, 2023. 

Option Year 1 (December 1, 2023 to November 30, 2024)

$244,203 net of all applicable taxes and charges (including 15 percent for miscellaneous items)

$275,950 including HST and all applicable charges

$248,501 net of HST recoveries

Option Year 2 (December 1, 2024 to November 30, 2025)

$251,529 net of all applicable taxes and charges (including 15 percent for miscellaneous items)

$284,228 including HST and all applicable charges

$255,956 net of HST recoveries

Option Year 3 (December 1, 2025 to November 30, 2026)

$259,075 net of all applicable taxes and charges (including 15 percent for miscellaneous items)

$292,755 including HST and all applicable charges

$263,635 net of HST recoveries

The total potential contract award including all option years is $1,388,757 including all applicable taxes and charges and $1,228,989 net of all applicable taxes and charges. The total potential cost to the City is $1,250,619 net of HST recoveries. 

The above cost calculations reflect a 3 percent Consumer Price Index adjustment applied annually to the yearly cost after the initial year.

Solicitation Issued:  May 31, 2021                      Solicitation Closed:  June 25, 2021

Number of Addenda Issued: None

Number of Bids: One (1)

Table 2: Summary of Bids Received for Ariba Doc Number 2986958685 including bid price

* Includes a 15 percent Miscellaneous Line.