Item - 2022.BA177.2

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 (February 24, 2022) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3170327301

Description:

For the non-exclusive supply and delivery of Fire Hydrants to various Purchasing and Materials Management (Stores) locations from the date of award to February 28, 2023, with the option to renew the Contract for additional four (4) years period at the sole discretion of the City and subject to budget approval(s).  

Prior to the renewal of the contract, Purchasing and Materials Management Division will perform a market analysis to verify the current market conditions as compared to the proposed increase by the vendor and that the Stores Division will monitor vendor performance during the term of the contract.

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

Recommended Supplier:

EMCO Waterworks

Contract Award Value:

$1,129,263 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$1,276,067 including HST and all applicable charges

$1,149,138 net of HST recoveries

Contract is expected to start on date of award and end on February 28, 2023.

Option Year 1 (March 1, 2023 to February 29, 2024)   

$1,163,140 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$1,314,349 including all applicable taxes and charges

$1,183,612 net of HST recoveries

Option Year 2 (March 1, 2024 to February 28, 2025)   

$1,198,035 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$1,353,779 including all applicable taxes and charges

$1,219,120 net of HST recoveries

Option Year 3 (March 1, 2025 to February 28, 2026)   

$1,233,976 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$1,394,392 including all applicable taxes and charges

$1,255,694 net of HST recoveries

Option Year 4 (March 1, 2026 to February 28, 2027)   

$1,270,995 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$1,436,224 including all applicable taxes and charges

$1,293,364 net of HST recoveries

The total potential contract award identified in this report, including the option years, is $6,774,811 including all applicable taxes and charges. The total potential cost to the City including the option years is $6,100,927 net of HST recoveries.

The above cost calculations for the Option Years reflect an estimated 3 percent increase in the Consumer Price Index.

Solicitation Issued:  January 4, 2022                Solicitation Closed: February 4, 2022

Number of Addenda Issued: 0

Number of Bids: 5

Table 2: Summary of Bids Received including bid price

*Pursuant to the Request for Quotation document the contract award value includes contingency.