Item - 2022.BA201.4

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 (August 11, 2022) from the Acting Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3493375676

Description:

For the non-exclusive supply and delivery of Various Hydrant Parts to various Purchasing and Materials Management (Stores) locations from the date of award to July 31, 2023, with the option to renew the Contract for four (4) additional one (1)-year periods at the sole discretion of the City and subject to budget approval(s).  

The Request for Quotation is structured to award contract to the lowest supplier meeting specifications and providing the lowest total bid price per Part of the Pricing Form.

Prior to the renewal of the contract, Purchasing and Materials Management Division will perform a market analysis to verify the current market conditions and Materials Management and Stores will monitor supplier performance during the first term of the contract.

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

Recommended Supplier:

Universal Flow Engineering Inc. (Part C)

Contract Award Value:

$172,463 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$194,883 including HST and all applicable charges

$175,498 net of HST recoveries

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

Option Year 1 (August 1, 2023 to July 31, 2024)          

$177,637 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$200,730 including all applicable taxes and charges

$180,763 net of HST recoveries

Option Year 2 (August 1, 2024 to July 31, 2025)          

$182,966 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$206,751 including all applicable taxes and charges

$186,186 net of HST recoveries

Option Year 3 (August 1, 2025 to July 31, 2026)          

$188,455 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$212,954 including all applicable taxes and charges

$191,772 net of HST recoveries

Option Year 4 (August 1, 2026 to July 31, 2027)          

$194,109 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$219,343 including all applicable taxes and charges

$197,525 net of HST recoveries

The total potential contract award including all option years is $915,627 net of all applicable taxes and charges and $1,034,659 including all applicable taxes and charges. The total potential cost to the City including all option years is $931,742 net of HST recoveries.

The above cost calculations reflect a 3 percent Industrial Product Price Index (IPPI) adjustment applied annually to each year's cost after the initial one (1) year period.

Solicitation Issued: June 6, 2022          Solicitation Closed: July 6, 2022

Number of Addenda Issued: Three (3)

Number of Bids: One (1)

Table 2: Summary of Bids Received including bid price

*Bid Price does not contain the 25 percent miscellaneous items.