Item - 2022.BA191.2

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 (June 2, 2022) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3246084628

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 period.

Should the option(s) be exercised, then the Director of Seniors Services and Long-Term Care will request the Director of Purchasing and Materials Management 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 and Fire Services Division to award contracts to the lowest bidders per Request for Quotation biddable sections. The lowest bidders for each section will be the primary vendor and awarded the full contract value of the section Part A-North District, Part B-South District and Part C-Toronto Fire Services.

Recommended Supplier:

1.    Power Station

2.    Genrep Ltd

Contract Award Value:

1. Power Station – Lowest Bidder (Part A)

Seniors Services and Long-Term Care (SSLTC)

$168,490 net of all applicable taxes and charges

$190,393 including HST and all applicable charges

$171,455 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)

$173,544 net of all applicable taxes and charges

$196,105 including HST and all applicable charges

$176,599 net of HST recoveries

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

$178,751 net of all applicable taxes and charges

$201,988 including HST and all applicable charges

$181,897 net of HST recoveries

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

$184,113 net of all applicable taxes and charges

$208,048 including HST and all applicable charges

$187,353 net of HST recoveries

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

$189,636 net of all applicable taxes and charges

$214,289 including HST and all applicable charges

$192,974 net of HST recoveries

The total potential contract award identified for Power Station including option years is $1,010,826 including all applicable taxes and charges and $894,536 net of all applicable taxes and charges. The potential cost to the City for Power Station including option years is $910,280 net of HST recoveries. 

2. Genrep Ltd – Lowest Bidder (Parts B and C)

Seniors Services and Long-Term Care (SSLTC)

$277,300 net of all applicable taxes and charges

$313,349 including HST and all applicable charges

$282,180 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)

$285,619 net of all applicable taxes and charges

$322,749 including HST and all applicable charges

$290,645 net of HST recoveries

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

$294,187 net of all applicable taxes and charges

$332,431 including HST and all applicable charges

$299,365 net of HST recoveries

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

$303,013 net of all applicable taxes and charges

$342,404 including HST and all applicable charges

$308,346 net of HST recoveries

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

$312,103 net of all applicable taxes and charges

$352,677 including HST and all applicable charges

$317,596 net of HST recoveries

Total Potential Contract Award Value to Genrep Ltd for SSLTC

$1,472,223 net of all applicable taxes and charges

$1,663,612 including HST and all applicable charges

$1,498,134 net of HST recoveries

Fire Services

$8,762 net of all applicable taxes and charges

$9,901 including HST and all applicable charges

$8,916 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)

$9,025 net of all applicable taxes and charges

$10,198 including HST and all applicable charges

$9,184 net of HST recoveries

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

$9,296 net of all applicable taxes and charges

$10,504 including HST and all applicable charges

$9,459 net of HST recoveries

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

$9,575 net of all applicable taxes and charges

$10,819 including HST and all applicable charges

$9,743 net of HST recoveries

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

$9,862 net of all applicable taxes and charges

$11,144 including HST and all applicable charges

$10,035 net of HST recoveries

Total Potential Contract Award Value to Genrep Ltd for Fire Services

$46,521 net of all applicable taxes and charges

$52,569 including HST and all applicable charges

$47,340 net of HST recoveries

The total potential contract award identified for Genrep Ltd including option years is $1,716,181 including all applicable taxes and charges and $1,518,744 net of all applicable taxes and charges. The potential cost to the City for all two (2) contracts including option year is $1,545,474 net of HST recoveries. 

The total potential contract award identified for all contact awards including option years is $2,727,007 including all applicable taxes and charges and $2,413,280 net of all applicable taxes and charges. The potential cost to the City for all contracts including option year is $2,455,754 net of HST recoveries. 

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

Solicitation Issued: March 9th, 2022                   Solicitation Closed: April 21st, 2022

Number of Addenda Issued: Two (2)

Number of Bids: Two (2)

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

* Bid was submitted for only Part A of the Request for Quotation biddable sections

** Total Base Bid Price calculated based on total quantity in Request for Quotation pricing form