Item - 2023.BA50.5

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 (October 12, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3380382780

Description:

For Community Safety Team Services at various City of Toronto's Shelters, operated by the Shelter, Support and Housing Administration Division for the period of one year from the date of award, with an option to renew for four (4) additional separate one (1) year period at the sole discretion of the City and subject to budget approval(s).

Should the option(s) be exercised, the General Manager of Shelter, Support and Housing will request the Chief Procurement Officer to process the renewal under the same terms and conditions.

Initially in 2022, the Community Safety Teams covered 15 areas across the city to address the request from community stakeholders to improve safety within the community. The award is based on operational needs, taking into consideration the gradual reduction in Community Safety Team services and has been adjusted to reflect the planned closures of 4 temporary shelters in 2023.

The award is to the three lowest bidders meeting all the mandatory requirements and specifications of the Request for Quotation. The Total amount of each contract for the initial term + 4 option years will be awarded as follows:

Recommended Supplier:

Northwest Protection Services Ltd

The West Egg Group Security Services

One Community Solutions

Northwest Protection Services Ltd.:  

Contract Award Value:

$968,320 net of all applicable taxes and charges

$1,094,202 including HST and all applicable charges

$985,362 net of HST recoveries

The contract is expected to start on the date of award to December 31, 2023:

Option Year 1 (January 1, 2024 to December 31, 2024)

$997,370 net of all applicable taxes and charges

$1,127,028 including HST and all applicable charges

$1,014,923 net of HST recoveries

Option Year 2 (January 1, 2025 to December 31, 2025)

$1,027,291 net of all applicable taxes and charges

$1,160,839 including HST and all applicable charges

$1,045,371 net of HST recoveries

Option Year 3 (January 1, 2026 to December 31, 2026)

$1,058,109 net of all applicable taxes and charges

$1,195,664 including HST and all applicable charges

$1,076,732 net of HST recoveries

Option Year 4 (January 1, 2027 to December 31, 2027)

$1,089,853 net of all applicable taxes and charges

$1,231,534 including HST and all applicable charges

$1,109,034 net of HST recoveries

The total contract award including all option years is $5,809,265 including all applicable taxes and charges and $5,140,942 net of all applicable taxes and charges. The total potential cost to the City including all option years for is $5,231,423 net of HST recoveries

The West Egg Group Security Services:

Contract Award Value:

$2,000,000 net of all applicable taxes and charges

$2,260,000 including HST and all applicable charges

$2,035,200 net of HST recoveries

The contract is expected to start on the date of award to December 31, 2023:

Option Year 1 (January 1, 2024 to December 31, 2024)

$2,060,000 net of all applicable taxes and charges

$2,327,800 including HST and all applicable charges

$2,096,256 net of HST recoveries

Option Year 2 (January 1, 2025 to December 31, 2025)

$2,121,800 net of all applicable taxes and charges

$2,397,634 including HST and all applicable charges

$2,159,144 net of HST recoveries

Option Year 3 (January 1, 2026 to December 31, 2026)

$2,185,454 net of all applicable taxes and charges

$2,469,563 including HST and all applicable charges

$2,223,918 net of HST recoveries

Option Year 4 (January 1, 2027 to December 31, 2027)

$2,251,018 net of all applicable taxes and charges

$2,543,650 including HST and all applicable charges

$2,290,636 net of HST recoveries

The total contract award including all option years is $11,998,647 including all applicable taxes and charges and $10,618,272 net of all applicable taxes and charges. The total potential cost to the City including all option years is $10,805,153 net of HST recoveries

One Community Solutions:

Contract Award Value:

$2,000,000 net of all applicable taxes and charges

$2,260,000 including HST and all applicable charges

$2,035,200 net of HST recoveries

The contract is expected to start on date of award to December 31, 2023:

Option Year 1 (January 1, 2024 to December 31, 2024)

$2,060,000 net of all applicable taxes and charges

$2,327,800 including HST and all applicable charges

$2,096,256 net of HST recoveries

Option Year 2 (January 1, 2025 to December 31, 2025)

$2,121,800 net of all applicable taxes and charges

$2,397,634 including HST and all applicable charges

$2,159,144 net of HST recoveries

Option Year 3 (January 1, 2026 to December 31, 2026)

$2,185,454 net of all applicable taxes and charges

$2,469,563including HST and all applicable charges

$2,223,918 net of HST recoveries

Option Year 4 (January 1, 2027 to December 31, 2027)

$2,251,018 net of all applicable taxes and charges

$2,543,650 including HST and all applicable charges

$2,290,636 net of HST recoveries

The total contract award including all option years is $11,998,647 including all applicable taxes and charges and $10,618,272 net of all applicable taxes and charges. The total potential cost to the City including all option years is $10,805,153 net of HST recoveries

The total potential contract award identified in this report including option years for all contract awards is $29,806,559 including all applicable taxes and charges. The total potential cost to the City including option years for all contract awards is $26,841,729 net of HST recoveries.

The above cost calculations for the Option Years reflect an estimated annual 3 percent increase as per the Consumer Price Index.

Solicitation Issued: March 31, 2022               Solicitation Closed: April 28, 2022 Number of Addenda Issued: Zero (0)

Number of Bids: Four (4)

Table 2: Summary of Bids Received including bid price

** Initially in 2022, the Community Safety Teams covered 15 areas across the city to address the request from community stakeholders to improve safety within the community. The award is based on operational needs, taking into consideration the gradual reduction in Community Safety Team services and has been adjusted to reflect the planned closures of 4 temporary shelters in 2023.