Item - 2022.BA186.8

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 (April 27, 2022) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3330092625

Description:

For the provision of minor building maintenance service for Seniors Services and Long-Term Care for a period of one (1) year, with the option to renew the contract for four (4) additional 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.

This Request for Quotation was issued for the City of Toronto's Seniors Services and Long-Term Care Division to award contracts to the two (2) lowest bidders per the Request for Quotation deliverables. The two (2) lowest bidders will be the primary vendors and awarded two separate blanket contracts.

Recommended Suppliers:

1. Tribro Group Ltd.

2. Cosar GC PM

Contract Award Value:

1. Tribro Group Ltd. – Lowest Bidder

$547,460 net of all applicable taxes and charges

$618,629 including HST and all applicable charges

$557,095 net of HST recoveries

Contract is expected to start on Date of Award and April 30, 2023.

Option Year 1 (May 1, 2023 to April 30, 2024)

$563,883 net of all applicable taxes and charges

$637,188 including HST and all applicable charges

$573,808 net of HST recoveries

Option Year 2 (May 1, 2024 to April 30, 2025)

$580,800 net of all applicable taxes and charges

$656,304 including HST and all applicable charges

$591,022 net of HST recoveries

Option Year 3 (May 1, 2025 to April 30, 2026)

$598,224 net of all applicable taxes and charges

$675,993 including HST and all applicable charges

$608,753 net of HST recoveries

Option Year 4 (May 1, 2026 to April 30, 2027)

$616,171 net of all applicable taxes and charges

$696,273 including HST and all applicable charges

$627,015 net of HST recoveries

Total Potential Contract Award Value to Tribro Group Ltd

$2,906,539 net of all applicable taxes and charges

$3,284,389 including HST and all applicable charges

$2,957,694 net of HST recoveries

2. Cosar GC PM – Second Lowest Bidder

$547,435 net of all applicable taxes and charges

$618,602 including HST and all applicable charges

$557,070 net of HST recoveries

Contract is expected to start on Date of Award and end on April 30, 2023

Option Year 1 (May 1, 2023 to April 30, 2024)

$563,858 net of all applicable taxes and charges

$637,160 including HST and all applicable charges

$573,782 net of HST recoveries

Option Year 2 (May 1, 2024 to April 30, 2025)

$580,774 net of all applicable taxes and charges

$656,275 including HST and all applicable charges

$590,995 net of HST recoveries

Option Year 3 (May 1, 2025 to April 30, 2026)

$598,197 net of all applicable taxes and charges

$675,963 including HST and all applicable charges

$608,725 net of HST recoveries

Option Year 4 (May 1, 2026 to April 30, 2027)

$616,143 net of all applicable taxes and charges

$696,242 including HST and all applicable charges

$626,987 net of HST recoveries

Total Potential Contract Award Value to Cosar GC PM

$2,906,409 net of all applicable taxes and charges

$3,284,242 including HST and all applicable charges

$2,957,562 net of HST recoveries

The total potential contract award identified in this report for all two (2) contracts including option year is $6,568,632 including all applicable taxes and charges and $5,812,949 net of all applicable taxes and charges. The potential cost to the City for all two (2) contracts including option year is $5,915,257 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: February 11, 2022                    Solicitation Closed: March 11, 2022

Number of Addenda Issued: Two (2)

Number of Bids: Ten (10)

Table 2: Summary of Bids Received for RFQ, Ariba Doc No.3330092625 including Total Base Bid Price Including H.S.T**

* Non-Compliant according to the specifications in the RFQ mandatory requirements.

** Total Base Bid Price calculated based on total quantity in RFQ pricing form