Item - 2022.BA193.2

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 16, 2022) from the Acting Chief Procurement Officer:

Solicitation Number:

Request for Quotation Number 3299251684

Description:

For the non-exclusive supply and delivery of Traffic Control Equipment (Part A, B, D, E and Part F) to various Purchasing and Materials Management (Stores) locations from the date of award to May 31, 2023, with the option to renew the contract for four (4) additional separate one (1) year periods at the sole discretion of the City and subject to budget approval(s). There was no bids received for Part C and therefore, this Part is not included in this recommendation.

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

Recommended Supplier for Part A, B and F:

Econolite Canada Inc.

Contract Award Value:

$1,031,877 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$1,166,021 including HST and all applicable charges

$1,050,038 net of HST recoveries

Contract is expected to start on date of award and end on May 31, 2023.

Option Year 1 (June 1, 2023 to May 31, 2024)

$1,062,833 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$1,201,001 including HST and all applicable charges

$1,081,539 net of HST recoveries

Option Year 2 (June 1, 2024 to May 31, 2025)

$1,094,718 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$1,237,031 including HST and all applicable charges

$1,113,985 net of HST recoveries

Option Year 3 (June 1, 2025 to May 31, 2026)

$1,127,560 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$1,274,142 including HST and all applicable charges

$1,147,405 net of HST recoveries

Option Year 4 (June 1, 2026 to May 31, 2027)

$1,161,386 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$1,312,367 including HST and all applicable charges

$1,181,827 net of HST recoveries

The total potential contract award for Econolite Canada Inc. including all option years is $5,574,795 net of HST recoveries, $6,190,564 including all applicable taxes and charges and $5,478,375 net of all applicable taxes and charges.

Recommended Supplier for Part D:

Tacel LTD.

Contract Award Value:

$129,953 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$146,846 including HST and all applicable charges

$132,240 net of HST recoveries

Contract is expected to start on date of award and end on May 31, 2023

Option Year 1 (June 1, 2023 to May 31, 2024)

$133,851 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$151,252 including HST and all applicable charges

$$136,207 net of HST recoveries

Option Year 2 (June 1, 2024 to May 31, 2025)

$137,867 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$155,789 including HST and all applicable charges

$140,293 net of HST recoveries

Option Year 3 (June 1, 2025 to May 31, 2026)

$142,003 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$160,463 including HST and all applicable charges

$144,502 net of HST recoveries

Option Year 4 (June 1, 2026 to May 31, 2027)

$146,263 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$165,277 including HST and all applicable charges

$148,837 net of HST recoveries

The total potential contract award for Tacel LTD. including all option years is $702,081 net of HST recoveries, $779,630 including all applicable taxes and charges and $689,938 net of all applicable taxes and charges.

Recommended Supplier for Part E

Fortran Traffic Systems Ltd.

Contract Award Value:

$47,789 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$54,002 including HST and all applicable charges

$48,630 net of HST recoveries

Contract is expected to start on date of award and end on May 31, 2023

Option Year 1 (June 12023 to May 31, 2024)

$49,223 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$55,622 including HST and all applicable charges

$50,089 net of HST recoveries

Option Year 2 (June 1, 2024 to May 31, 2025)

$50,700 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$57,290 including HST and all applicable charges

$51,592 net of HST recoveries

Option Year 3 (June 1, 2025 to May 31, 2026)

$52,221 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$59,009 including HST and all applicable charges

$53,140 net of HST recoveries

Option Year 4 (June 1, 2026 to May 31, 2027)

$53,787 net of all applicable taxes and charges (including 25percent for miscellaneous items)

$60,779 including HST and all applicable charges

$54,734 net of HST recoveries

The total potential contract award for Fortran Traffic Systems Ltd. including all option years is $258,184 net of HST recoveries, $286,702 including all applicable taxes and charges and $253,718 net of all applicable taxes and charges.

The total potential contract award identified in this report including the option years for all awards is $7,256,890 including all applicable taxes and charges. The total potential cost to the City including the option years for all awards is $6,535,055 net of HST recoveries.

Solicitation Issued: April 6, 2022             Solicitation Closed:  May 5, 2022

Number of Addenda Issued: None

Number of Bids: Eight (8) as follows:

Part A: One (1), Part B: Three (3), Part C: None, Part D: One (1), Part E: One (1), Part F: Two (2).

Table 2: Summary of Bids Received including bid price