Item - 2021.BA155.11

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 23, 2021) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 2857897350

Description:

For the non-exclusive supply, delivery and warranty of unassembled walk-in style heavy duty metal picnic table frames with all associated assembly hardware and Park Benches for various locations within the City of Toronto's Parks, Forestry and Recreation Division, for the period starting from date of award to August 31, 2022, with the option to renew the contracts for three (3) additional separate one (1) year periods.

The Request for Quotation is structured to award two (2) separate contracts to the two (2) lowest suppliers meeting specification, and providing the lowest total bid price per Lot A and Lot B of Part 5 – Price Form.

Should the option(s) be exercised, then the General Manager, Parks, Forestry and Recreation Division will request the Chief Procurement Officer of Purchasing and Materials Management to process the renewals under the same terms and conditions.

Recommended Supplier:

W.H. Reynolds (Cambridge) Ltd. (Lot A – Unassembled Picnic Table Frames and Hardware)

Contract Award Value:

$206,250 net of all applicable taxes and charges

$233,063 including HST and all applicable charges

$209,880 net of HST recoveries

Contract is expected to start from the date of award, and end on August 31, 2022.

Option Period 1: September 1, 2022, to August 31, 2023

$212,438 net of all applicable taxes and charges

$240,054 including all applicable taxes and charges

$216,176 net of HST recoveries

Option Period 2: Septmeber 1, 2023, to August 31, 2024

$218,811 net of all applicable taxes and charges

$247,256 including all applicable taxes and charges

$222,662 net of HST recoveries

Option Period 3: Septmber 1, 2024 to August 31, 2025

$225,375 net of all applicable taxes and charges

$254,674 including all applicable taxes and charges

$229,342 net of HST recoveries

Total Potential Award, including Optional Periods (W.H. Reynolds (Cambridge) Ltd.)

$862,873 net of all applicable taxes and charges

$975,047 including HST and all applicable charges

$878,060 net of HST recoveries

Recommended Supplier:

Classic Displays (Lot B – Park Benches)

Contract Award Value:

$375,990 net of all applicable taxes and charges

$424,869 including HST and all applicable charges

$382,607 net of HST recoveries

Contract is expected to start from the date of award, and end on August 31, 2022.

Option Period 1: September 1, 2022, to August 31, 2023

$387,270 net of all applicable taxes and charges

$437,615 including all applicable taxes and charges

$394,086 net of HST recoveries

Option Period 2: Septmeber 1, 2023, to August 31, 2024

$398,888 net of all applicable taxes and charges

$450,743 including all applicable taxes and charges

$405,908 net of HST recoveries

Option Period 3: Septmber 1, 2024 to August 31, 2025

$410,854 net of all applicable taxes and charges

$464,265 including all applicable taxes and charges

$418,085 net of HST recoveries

Total Potential Award including Optional Periods (Classic Displays):

$1,573,002 net of all applicable taxes and charges

$1,777,492 including HST and all applicable charges

$1,600,687 net of HST recoveries

The total potential contract award identified in this report for both contract awards, including all options years is $2,435,875 net of all taxes and $2,753,359 including all applicable taxes and charges. The total Potential cost to the City for both contract awards, including all option years, is $2,478,746 net of HST recoveries.

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

Solicitation Issued: May 5, 2021       Solicitation Closed:  May 28, 2021

Number of Addenda Issued: 2

Number of Bids:  2

Table 2: Summary of Bids Received for Request for Quotation, Ariba Document Number 2857897350 including bid price