Item - 2022.BA194.6

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 23, 2022) from the Acting Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3432798775

Description:

For the non-exclusive supply of all labour, materials, services, supplies, tools, transportation, mileage, equipment and incidentals necessary to perform Fuel Site Maintenance and Repair Services for the City of Toronto's Fleet Services Division for a period of one (1) year from the date of award to June 5, 2023, with the option to renew the contract for four (4) additional separate one (1)-year periods. Should the option(s) be exercised, then the Fleet Services Division will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Toronto Police Services participated in this competition and will be seeking authority to award contracts to National Energy Equipment Inc. from their Board and will manage the subsequent contracts independently from the City.

Recommended Supplier:

National Energy Equipment Inc.

Contract Award Value:

$240,751 net of all applicable taxes and charges

$272,049 including HST and all applicable charges

$244,988 net of HST recoveries

Contract is expected to start on the date of award and end on June 5, 2023.

A 15 percent cost allowance is included in the Contract Award Value for each year.

Option Year 1 (June 6, 2023 to June 5, 2024)

$247,974 net of all applicable taxes and charges

$280,210 including all applicable taxes and charges

$252,338 net of HST recoveries

Option Year 2 (June 6, 2024 to June 5, 2025)

$255,413 net of all applicable taxes and charges

$288,616 including all applicable taxes and charges

$259,908 net of HST recoveries

Option Year 3 (June 6, 2025 to June 5, 2026)

$263,075 net of all applicable taxes and charges

$297,275 including all applicable taxes and charges

$267,705 net of HST recoveries

Option Year 4 (June 6, 2026 to June 5, 2027)

$270,967 net of all applicable taxes and charges

$306,193 including all applicable taxes and charges

$275,736 net of HST recoveries

The total potential contract award identified in this report including all option years is $1,444,344 including all applicable taxes and charges and $1,278,180 net of all applicable taxes and charges. The total potential cost to the City including all option years is $1,300,676 net of HST recoveries.

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

Solicitation Issued: April 29, 2022          Solicitation Closed: May 27, 2022

Number of Addenda Issued: Two (2)

Number of Bids: Three (3)

Table 2: Summary of Bids Received for Ariba Document Number including bid price