Item - 2022.BA196.4

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 (July 7, 2022) from the Acting Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3271419873, Contract Number 21TR-OM-002-AA-WE

Description:

The non-exclusive supply, supply of all labour, parts, materials, insurance, travel time, mileage, services, supplies, tools, apparatus, transportation, equipment and incidentals required to provide all operations necessary for the preventative maintenance to maintain/repair/replacement for eight (8) existing Road Weather Information System at various locations for the City of Toronto's Transportation Services. The term of the agreement is to be for the period from May 1, 2022 - to April 30, 2025, with an option in favour of the City to extend the agreement on the same terms and conditions for an additional term of up to two (2) additional separate one (1) year periods all in accordance with the provisions and specifications contained in this Request for Quotation.

Should the option(s) be exercised, then the General Manager of Transportation Services Division will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

The Get Go Inc.

Contract Award Value:

$548,310 net of all applicable taxes and charges

$619,590 including HST and all applicable charges

$557,960 net of HST recoveries

The contract for The Get Go Inc. is expected to start on award of contract and end on April 30, 2025.

Option Year 1 of the Contract (May 1, 2025 - April 30, 2026)

$189,409 net of all applicable taxes and charges

$214,032 including HST and all applicable charges

$192,743 net of HST recoveries

Option Year 2 of the Contract (May 1, 2026 - April 30, 2027)

$196,379 net of all applicable taxes and charges

$221,908 including HST and all applicable charges

$199,835 net of HST recoveries

The above cost calculations for the Option Year reflect an estimated annual 5 percent increase as per the Consumer Price Index.

The total potential contract award identified in this report including option years is $1,055,530 including all applicable taxes and charges. The total potential cost to the City including option years is $950,538 (net of HST recoveries).

Solicitation Issued:  December 24, 2021        Call Closed:  February 1, 2022

Number of Addenda Issued: Two (2)

Number of Bids:  One (1)

Table 2: Summary of Bids Received including bid price