Item - 2023.BA38.8

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 27, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3973062271

Description:

For the Supply and Delivery of New Drive Belts and Filters for Heating, Ventilation, and Air Conditioning Equipment for Seniors Services and Long-Term Care Division.

The term of the Contract is to be for a period of two (2) years 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 three (3) additional one (1) year option renewal periods.

Note: Should the option(s) be exercised, then the General Manager of Seniors Services and Long-Term Care Division will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Dafco Filtration Group Corporation

Contract Award Value:

$1,342,719 net of all applicable taxes and charges (with 20 percent contingency)

$1,517,272 including HST and all applicable charges

$1,366,350 net of HST recoveries

Contract is expected to start on date of award and end on August 31, 2025.

Option Year 1: September 1, 2025 to August 31, 2026

$691,500 net of all applicable taxes and charges

$781,395 including HST and all applicable charges

$703,671 net of HST recoveries

Option Year 2: September 1, 2026 to August 31, 2027

$712,245 net of all applicable taxes and charges

$804,837 including HST and all applicable charges

$724,781 net of HST recoveries

Option Year 3: September 1, 2027 to August 31, 2028

$733,613 net of all applicable taxes and charges

$828,982 including HST and all applicable charges

$746,524 net of HST recoveries

The total potential contract award identified in this report including option years is $3,480,077 net of all applicable taxes and charges, $3,932,487 including all applicable taxes and charges. The total potential cost to the City including option years is $3,541,326 net of HST recoveries.

Solicitation Issued: May 31, 2023                 Solicitation Closed: July 5, 2023

Number of Addenda Issued: none

Number of Bids: 3

Table 2: Summary of Bids Received including bid price