Item - 2023.BA34.3

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 29, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Supplier Qualifications, Ariba Document Number 3817210853

Description:

For the provision of Professional Architectural and Engineering Design and Consulting Services to assist the Corporate Real Estate Management Division's Project Management Office with Small Capital Projects and Emergency Capital Projects on asset improvement scopes.

The terms of the multi-use pre-qualified list will be for a period of two (2) years from the date of award, with the option to renew the contract for an additional one (1) year option period. Suppliers' submitted rates will apply and remain firm for the duration of the contract term including option period. Should the option be exercised, the Executive Director of Corporate Real Estate Management Division will request the Chief Procurement Officer to process the renewal under the same terms and conditions.

Individual work assignments under $50,000 (excluding HST) will occur on a rotational demand basis which will require a blanket contract to be established for each successful Supplier.

For Individual work assignments valued over $50,000 (excluding HST) and not exceeding $500,000, Request for Quotations will be issued through to all pre-qualified Suppliers on the list for competitive bidding followed with seeking appropriate award authority in accordance with City’s Purchasing By-Law, Policy and Procedure.

The BAP report will be seeking authority to award only the rotational roster contracts with the associated award values per Supplier.  

Recommended Supplier:

Read Jones Christoffersen / RJC Engineers

Contract Award Value:

$3,320,000 net of all applicable taxes and charges

$3,751,600 including HST and all applicable charges

$3,378,432 net of HST recoveries

Contract is expected to start on date of award and end on June 30, 2025.

Option Year 1 - From July 1, 2025 to June 30, 2026

$1,660,000 net of all applicable taxes and charges

$1,875,800 including HST and all applicable charges

$1,689,216 net of HST recoveries

Total Potential Contract Award Value including Option Period for Read Jones Christoffersen / RJC Engineers

$4,980,000 net of all applicable taxes and charges

$5,627,400 including HST and all applicable charges

$5,067,648 net of HST recoveries

Recommended Supplier:

Arcadis Professional Services (Canada) Inc. / IBI Group Professional Services (Canada) Inc.

Contract Award Value:

$3,320,000 net of all applicable taxes and charges

$3,751,600 including HST and all applicable charges

$3,378,432 net of HST recoveries

Contract is expected to start on date of award and end on June 30, 2025.

Option Year 1 - From July 1, 2025 to June 30, 2026

$1,660,000 net of all applicable taxes and charges

$1,875,800 including HST and all applicable charges

$1,689,216 net of HST recoveries

Total Potential Contract Award Value including Option Period for Arcadis Professional Services (Canada) Inc. / IBI Group Professional Services (Canada) Inc.

$4,980,000 net of all applicable taxes and charges

$5,627,400 including HST and all applicable charges

$5,067,648 net of HST recoveries

Recommended Supplier:

ATA Architects Inc.

Contract Award Value:

$3,320,000 net of all applicable taxes and charges

$3,751,600 including HST and all applicable charges

$3,378,432 net of HST recoveries

Contract is expected to start on date of award and end on June 30, 2025.

Option Year 1 - From July 1, 2025 to June 30, 2026

$1,660,000 net of all applicable taxes and charges

$1,875,800 including HST and all applicable charges

$1,689,216 net of HST recoveries

Total Potential Contract Award Value including Option Period for ATA Architects Inc.

$4,980,000 net of all applicable taxes and charges

$5,627,400 including HST and all applicable charges

$5,067,648 net of HST recoveries

Recommended Supplier:

Moon Matz Ltd.

Contract Award Value:

$3,320,000.00 net of all applicable taxes and charges

$3,751,600.00 including HST and all applicable charges

$3,378,432 net of HST recoveries

Contract is expected to start on date of award and end on June 30, 2025.

Option Year 1 - From July 1, 2025 to June 30, 2026

$1,660,000 net of all applicable taxes and charges

$1,875,800 including HST and all applicable charges

$1,689,216 net of HST recoveries

Total Potential Contract Award Value including Option Period for Moon Matz Ltd.

$4,980,000 net of all applicable taxes and charges

$5,627,400 including HST and all applicable charges

$5,067,648 net of HST recoveries

The combined total potential contract award for all suppliers identified in this report , including option year, is $19,920,000 net of all applicable taxes and charges, and $22,509,600 including HST and applicable charges. The combined total potential cost to the City is $20,270,592 net of HST recoveries.

Solicitation Issued:  February 15, 2023         Solicitation Closed:  March 17, 2023

Number of Addenda Issued: Four (4)

Number of Bids:  Eight (8)

Summary of Bids Received:

* Supplier that did not pass the Mandatory Submission Requirements Stage

** Suppliers that did not achieve the minimum technical score were not considered for the pricing stage.

Range of Scores:   76.28 - 78.53 points