Item - 2021.GL21.18

The General Government and Licensing Committee recommends that:  

1. City Council authorize the General Manager, Fleet Services to negotiate and enter into a non-competitive agreement with Integrated Distribution Systems Limited Partnership, for the supply and delivery of Proprietary Original Equipment Manufacturer Parts and Services on the following terms and conditions:

a. the initial term of the contract will be for one (1) year, commencing on April 26, 2021 to April 25, 2022, with the option to renew the contract for four (4) additional separate one (1) year terms, subject to the exercise of each option term being at the sole discretion of the General Manager, Fleet Services and subject to the amounts payable under the contract being available under the current Fleet Services Division budget approval(s); the amount of this non-competitive agreement is $2,048,864 net of Harmonized Sales Tax ($2,084,924 net of Harmonized Sales Tax recoveries) for the entire duration of the contract, inclusive of all option renewal terms;

b. the contract will be conditional upon Integrated Distribution Systems Limited Partnership continues to be the exclusive distributor for the Proprietary Original Equipment Manufacturer parts and services for the specialized equipment types in the City's Fleet; and

c. conditional upon terms and conditions that are satisfactory to the General Manager, Fleet Services and in a form satisfactory to the City Solicitor.

The purpose of this report is to seek City Council authority for the General Manager, Fleet Services Division to negotiate and enter into a non-competitive contract with Integrated Distributions Systems Limited Partnership for the supply and delivery of Proprietary Original Equipment Manufacturer Parts and Services for vehicles with Allison Transmissions and Hyster Forklifts, for one (1) year from the date of award, with the option to renew the contract for four (4) separate one (1) year optional renewal terms, at the sole discretion of the City and subject to budget approvals, for the total amount of $2,048,864 net of Harmonized Sales Tax ($2,084,924 net of Harmonized Sales Tax recoveries), inclusive of all option renewal years.

City Council approval is required in accordance with Municipal Code Chapter 195 - Purchasing, where the current request exceeds the Chief Purchasing Official's authority of the cumulative five-year commitment for each vendor, under Article 7, Section 195-7.3 (D) of the Purchasing By-Law or exceeds the threshold of $500,000 net of Harmonized Sales Tax allowed under staff authority as per the Toronto Municipal Code, Chapter 71 - Financial Control, Section 71-11A.