Item - 2023.BA43.3

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 (August 24, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Proposal, Ariba Document Number 3940063088

Description:

Audio-Visual Equipment and Technical Services for Economic Development and Culture, City Cultural Events, such as Doors Open, Canada Day, Nuit Blanche, Cavalcade of Lights, and New Years Eve, and other City of Toronto produced special events as required. Contracts will be awarded to the successful Suppliers for a period of one (1) year, with four (4) subsequent optional years.

Category A: Audio Equipment and Related Technical Services

Category B: Lighting Equipment and Related Technical Services

Category C: Video Equipment and Related Technical Services

Category D: General Audio Visual and Staging Equipment and Related Technical Services

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

Recommended Suppliers:

Category A: Audio Equipment and Related Technical Services

Vendor: 2036677 Ontario Ltd. o/a Production Service Industries (PSI)

Date of award to August 31, 2024:

$260,838.00 net of all applicable taxes and charges

$294,746.94 including all applicable taxes and charges

$265,428.75 net of HST recoveries

Option Year 1 (September 1, 2024 to August 31, 2025):

$268,663.14 net of all applicable taxes and charges

$303,589.35 including all applicable taxes and charges

$273,391.61 net of HST recoveries

Option Year 2 (September 1, 2025 to August 31, 2026):

$276,723.03 net of all applicable taxes and charges

$312,697.03 including all applicable taxes and charges

$281,592.36 net of HST recoveries

Option Year 3 (September 1, 2026 to August 31, 2027):

$285,024.73 net of all applicable taxes and charges

$322,077.94 including all applicable taxes and charges

$290,041.16 net of HST recoveries

Option Year 4 (September 1, 2027 to August 31, 2028):

$293,575.47 net of all applicable taxes and charges

$331,740.28 including all applicable taxes and charges

$298,742.40 net of HST recoveries

Total Potential Contract Award Value including Optional Periods (Category A):

$1,384,824.28 net of all applicable taxes and charges

$1,564,851.53 including HST and all applicable charges

$1,409,197.28 net of HST recoveries

Category B: Lighting Equipment and Related Technical Services

Vendor: Light and Dark Inc. o/a Light + Dark

Date of award to August 31, 2024:

$186,260.00 net of all applicable taxes and charges

$210,473.80 including all applicable taxes and charges

$189,538.18 net of HST recoveries

Option Year 1 (September 1, 2024 to August 31, 2025):

$191,847.80 net of all applicable taxes and charges

$216,788.01 including all applicable taxes and charges

$195,224.32 net of HST recoveries

Option Year 2 (September 1, 2025 to August 31, 2026):

$197,603.23 net of all applicable taxes and charges

$223,291.65 including all applicable taxes and charges

$201,081.05 net of HST recoveries

Option Year 3 (September 1, 2026 to August 31, 2027):

$203,531.33 net of all applicable taxes and charges

$229,990.40 including all applicable taxes and charges

$207,113.48 net of HST recoveries

Option Year 4 (September 1, 2027 to August 31, 2028):

$209,637.27 net of all applicable taxes and charges

$236,890.12 including all applicable taxes and charges

$213,326.89 net of HST recoveries

Total Potential Contract Award Value including Optional Periods (Category B):

$988,879.64 net of all applicable taxes and charges

$1,117,433.99 including HST and all applicable charges

$1,006,283.92 net of HST recoveries

Category C: Video Equipment and Related Technical Services

Vendor: 2036677 Ontario Ltd. o/a Production Service Industries (PSI)

Date of award to August 31, 2024:

$271,020.00 net of all applicable taxes and charges

$271,020.00 including all applicable taxes and charges

$275,789.95 net of HST recoveries

Option Year 1 (September 1, 2024 to August 31, 2025):

$279,150.60 net of all applicable taxes and charges

$315,440.18 including all applicable taxes and charges

$284,063.65 net of HST recoveries

Option Year 2 (September 1, 2025 to August 31, 2026):

$287,525.12 net of all applicable taxes and charges

$324,903.38 including all applicable taxes and charges

$292,585.56 net of HST recoveries

Option Year 3 (September 1, 2026 to August 31, 2027):

$296,150.87 net of all applicable taxes and charges

$334,650.48 including all applicable taxes and charges

$301,363.13 net of HST recoveries

Option Year 4 (September 1, 2027 to August 31, 2028):

$305,035.40 net of all applicable taxes and charges

$344,690.00 including all applicable taxes and charges

$310,404.02 net of HST recoveries

Total Potential Contract Award Value including Optional Periods (Category C):

$1,438,881.99 net of all applicable taxes and charges

$1,625,936.65 including HST and all applicable charges

$1,464,206.31 net of HST recoveries

Category D: General Audio Visual and Staging Equipment and Related Technical Services:

Vendor: Solotech Inc. o/a Groupe Solotech

Date of award to August 31, 2024:

$129,340.00 net of all applicable taxes and charges

$146,154.20 including all applicable taxes and charges

$131,616.38 net of HST recoveries

Option Year 1 (September 1, 2024 to August 31, 2025):

$133,220.20 net of all applicable taxes and charges

$150,538.83 including all applicable taxes and charges

$135,564.88 net of HST recoveries

Option Year 2 (September 1, 2025 to August 31, 2026):

$137,216.81 net of all applicable taxes and charges

$155,054.99 including all applicable taxes and charges

$139,631.82 net of HST recoveries

Option Year 3 (September 1, 2026 to August 31, 2027):

$141,333.31 net of all applicable taxes and charges

$159,706.64 including all applicable taxes and charges

$143,820.78 net of HST recoveries

Option Year 4 (September 1, 2027 to August 31, 2028):

$145,573.31 net of all applicable taxes and charges

$164,497.84 including all applicable taxes and charges

$148,135.40 net of HST recoveries

Total Potential Contract Award Value including Optional Periods (Category D):

$698,769.26 net of all applicable taxes and charges

$775,952.50 including HST and all applicable charges

$698,769.26 net of HST recoveries

The total potential combined contract awards for all suppliers identified in this report including all optional years is $4,499,269.62 net of all taxes and $5,084,174.67 including all applicable taxes and charges. The total potential cost to the City, including all optional years, for all contract awards is $4,578,456.76 net of HST Recoveries.

The above cost calculations reflect a 3 percent Consumer Price Index adjustment applied annually to the yearly cost after the initial year term, and reflected in Table 1.

Solicitation Issued: May 17, 2023                 Solicitation Closed: June 23, 2023

Number of Addenda Issued: Three (3)

Number of Bids: Four (4)

Table 2: Summary of Proposals Received for each Category (A, B, C, and D) for Ariba Document Number 3940063088

Pursuant to the Request for Proposal document the contract award value includes contingency.

Range of Scores:  

Category A: 59.4 to 62.9

Category B: 59.4 to 73.4

Category C: 59.4 to 62.9

Category D: 56.5 to 62.5