Item - 2024.BA108.11

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 (November 21, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Document Number 4755553201

Description:

For the non-exclusive supply and delivery of Cold Asphalt Mix (Bulk and Bags) and Releasing Agent to various Purchasing and Materials Management (Stores) locations from the date of award to November 30, 2025, with the option to renew the Contract for four (4) additional one (1) year periods at the sole discretion of the City and subject to budget approval(s).  

Should the option year(s) be exercised, then the Manager of Materials Management and Stores will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Innovative Surface Solutions LP

Contract Award Value:

$485,760 net of all applicable taxes and charges

$548,909 including HST and all applicable charges.

$494,309 net of HST recoveries

Contract is expected to start on date of award and end on November 30, 2025

Option Year 1 (December 1, 2025 to November 30, 2026)    

$500,333 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$565,376 including all applicable taxes and charges.

$509,139 net of HST recoveries

Option Year 2 (December 1, 2026 to November 30, 2027)    

$515,343 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$582,337 including all applicable taxes and charges.

$524,413 net of HST recoveries

Option Year 3 (December 1, 2027 to November 30, 2028)    

$530,803 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$599,807 including all applicable taxes and charges.

$540,145 net of HST recoveries

Option Year 4 (December 1, 2028 to November 30, 2029)    

$546,727 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$617,802 including all applicable taxes and charges.

$556,350 net of HST recoveries

The total potential combined contract award identified in this report including option years is $2,578,966 net of all applicable taxes and charges, $2,914,232 including all applicable taxes and charges. The total potential combined cost to the City including option years is $2,624,356 net of HST recoveries.

The above cost calculations reflect a 3 percent Consumer Price Index adjustment applied annually to each year's cost after the initial one (1) year period.

Solicitation Issued: September 9, 2024          Solicitation Closed: October 8, 2024

Number of Addenda Issued: None

Number of Bids: Two (2)

Table 2: Summary of Bid Received including bid price

*Bid Price does not contain the 20 percent miscellaneous items