Item - 2023.GG4.11

The General Government Committee:

1.  In accordance with Section 71- 11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-law), granted authority to amend Non-Competitive bridge contract number 47023854 in the amount of $80,000, net of all taxes and charges ($81,408 net of H.S.T. recoveries), increasing the contract value from $1,100,000 ($1,119,360 net of H.S.T. recoveries) to 1,180,000, net of all taxes and charges ($1,200,768 net of H.S.T. recoveries).

The purpose of this report is to request authority from the General Government Committee to amend non-competitive blanket contract number 47023854 issued to Wilcox Door Service Inc., for the maintenance and repair of overhead doors, increasing the contract value by $80,000 net of all taxes and charges ($81,408 net of Harmonized Sales Tax (H.S.T.) recoveries), from $1,100,000 net of all taxes and charges ($1,119,360 net of H.S.T. recoveries) to $1,180,000 ($1,200,768 net of H.S.T. recoveries).  

The initial non-competitive contract was issued in August 2021, in the amount of $375,000 net of all taxes and charges ($381,600 net of H.S.T. recoveries), with an initial end date of January 2022. This contract was necessary to ensure critical services for the maintenance and repair of overhead doors, electrically operated sliding gates, fire doors, dock levelers, and parking arms at City of Toronto locations, including emergency services locations, continued while Corporate Real Estate Management (C.R.E.M.) and Purchasing and Materials Management Division developed and awarded a competitive solicitation. Although C.R.E.M. had an existing contract in place for these services, the services provided were not satisfactory and staff decided to forego the remaining option year available and issue a new competitive solicitation.

Due to the backlog of procurement requirements created since the onset of the pandemic, and the need to incorporate enhanced contract and vendor performance management into a new competitive solicitation, C.R.E.M. required additional time to develop a new solicitation, while continuing to address operational demands. This resulted in a need to amend and extend blanket contract number 47023854 on four occasions with cumulative amendments amounting to $725,000, net of all taxes and charges, to ensure critical services continued to be provided.

Subsequently, a new competitive solicitation to replace blanket contract number 47023854 was awarded and put in place in May 2023. However, the additional time required for close-out activities of contract number 47023854 led to a contract overspend in the amount of $80,000 net of all taxes and charges ($81,408 net of H.S.T. recoveries). Therefore, an amendment to the contract is required to ensure compliance and complete the close-out process.