Item - 2023.BA45.2

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 (September 7, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 4044299808

Description:

For the supply of maintenance and repair of property-side sewer systems, drains, water mains, and the cleanout of grease traps and catch basins and the associated collection and disposal of grease and debris as required to maintain Corporate Real Estate Management managed facilities, services, and systems operational.

The award is for an initial contract period of two (2) years from October 1, 2023 to September 30, 2025, 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 three (3) separate one (1)-year periods.

Should the option(s) be exercised, the Corporate Real Estate Management will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Ontario Sewer Services Inc.

Contract Award Value:

$1,743,525 net of all applicable taxes and charges

$1,970,183, including HST and all applicable charges

$1,774,211 net of HST recoveries

The contract is expected to start on October 1, 2023, and end on September 30, 2025.

Option Year 1 - From October 1, 2025 to September 30, 2026

$897,915 net of all applicable taxes and charges

$1,014,644, including HST and all applicable charges

$913,719 net of HST recoveries

Option Year 2 - From October 1, 2026 to September 30, 2027

$924,853 net of all applicable taxes and charges

$1,045,084, including HST and all applicable charges

$941,130 net of HST recoveries

Option Year 3 - From October 1, 2027 to September 30, 2028

$952,598 net of all applicable taxes and charges

$1,076,436, including HST and all applicable charges

$969,364 net of HST recoveries

The above cost calculations include a three percent Consumer Price Index cost adjustment applied to each term after the initial two (2)-year contract period.

The total potential contract award to the supplier identified in this report, including all option years, is $4,518,892 net of all applicable taxes and charges and $5,106,348 including all applicable taxes and charges. The total potential cost to the City, including all option years, $4,598,424, net of HST recoveries.

Solicitation Issued:  July 7, 2023                       Solicitation Closed:  August 9, 2023

Number of Addenda Issued: Two (2)

Number of Bids:  Three (3)

Table 2: Summary of Bids Received, including bid price

* The Bid Price is based on the quantity for the first year.