Item - 2023.BA16.7

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 (February 23, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3742825440

Description:

For the non-exclusive supply of all labour, materials and equipment necessary to provide warranty and non-warranty services including inspection, Preventative Maintenance, services, repairs and parts for Haul-All, Labrie, Loadmaster, and Kann Refuse Packer Bodies and any attachments that it may have, owned and operated by the City of Toronto’s Fleet Services Division, for a period of one (1) year from May 1, 2023 to April 30, 2024, with an option in favour of the City to extend the contract on the same terms and conditions for an additional term of up to four (4) separate one (1) year periods.

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

Recommended Supplier:

Nexgen Municipal Inc (Lots 1, 4 and 5)

Contract Award Value:

$487,576 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$550,961 including HST and all applicable charges

$496,158 net of HST recoveries

Contract is expected to start on May 1, 2023 and end on April 30, 2024.

Option Year 1 - From May 1, 2024 to April 30, 2025

$502,204 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$567,490 including all applicable taxes and charges

$511,042 net of HST recoveries

Option Year 2 – From May 1, 2025 to April 30, 2026

$517,270 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$584,515 including all applicable taxes and charges

$526,374 net of HST recoveries

Option Year 3 – From May 1, 2026 to April 30, 2027

$532,788 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$602,050 including all applicable taxes and charges

$542,165 net of HST recoveries

Option Year 4 – From May 1, 2027 to April 30, 2028

$548,771 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$620,112 including all applicable taxes and charges

$558,430 net of HST recoveries

The above cost calculations include three percent (3 percent) Consumer Price Index (CPI) cost adjustment applied to each term after the initial one (1) year contract period.

The total potential contact award to Nexgen Municipal Inc. identified in this report including all option years is $2,588,609 net of all applicable taxes and charges, and $2,925,128 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $2,634,168 net of HST recoveries.

Recommended Supplier:

Joe Johnson Equipment (Lot 3)

Contract Award Value:

$373,154 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$421,664 including HST and all applicable charges

$379,722 net of HST recoveries

Contract is expected to start on May 1, 2023 and end on April 30, 2024.

Option Year 1 - From May 01, 2024 to April 30, 2025

$384,349 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$434,314 including all applicable taxes and charges

$391,113 net of HST recoveries

Option Year 2 – From May 01, 2025 to April 30, 2026

$395,879 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$447,344 including all applicable taxes and charges

$402,847 net of HST recoveries

Option Year 3 – From May 01, 2026 to April 30, 2027

$407,756 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$460,764 including all applicable taxes and charges

$414,932 net of HST recoveries

Option Year 4 – From May 01, 2027 to April 30, 2028

$419,988 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$474,587 including all applicable taxes and charges

$427,380 net of HST recoveries

The above cost calculations include three percent (3 percent) Consumer Price Index (CPI) cost adjustment applied to each term after the initial one (1) year contract period.

The total potential contact award to Joe Johnson Equipment identified in this report including all option years is $1,981,127 net of all applicable taxes and charges, and $2,238,673 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $2,015,994 net of HST recoveries.

The total potential combined contract awards for both suppliers identified in this report including all optional years is $4,569,735 net of all applicable taxes and charges, and $5,163,801 including all applicable taxes and charges. The total potential cost to the City for both suppliers, including all option years, is $4,650,163 net of HST recoveries.

Solicitation Issued: December 6, 2022             Solicitation Closed: January 23, 2023

Number of Addenda Issued: Two (2)

Number of Bids: Two (2)

Table 3: Summary of Bids Received including bid price

*The Bid Price does not include miscellaneous cost.