Item - 2024.BA108.4

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 4631714494

Description:

For the provision of mechanical services at several closed landfills, with a focus on Keele Valley and Brock West Landfills for Solid Waste Management Services Division, for a period of three (3) years, with an option to extend the agreement for two (2) additional one (1) year periods.

Should the option(s) be exercised, the General Manager of Solid Waste Management Service will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

W.A. Stephenson Mechanical Contractors Limited

Contract Award Value:

$1,581,960 net of all applicable taxes and charges

$1,787,615 including HST and all applicable charges

$1,609,802 net of HST recoveries

Contract is expected to start on December 1, 2024 and end on November 30, 2027.

Option Year 1 (December 1, 2027 – November 30, 2028):

$543,140 net of all applicable taxes and charges                     

$613,748 including HST and all applicable charges                        

$552,699 net of HST recoveries                       

Option Year 2 (December 1, 2028 – November 30, 2029):

$559,434 net of all applicable taxes and charges

$632,160 including HST and all applicable charges

$569,280 net of HST recoveries

The total potential contract award, including the optional period is $3,033,523 including all applicable taxes and charges and $2,684,533 net of all applicable taxes and charges. The cost to the City, including the optional period, is $2,731,781 net of HST recoveries.                     

The cost calculations reflect a three (3) percent Consumer Price Index increase applied annually to yearly cost after the initial term.                                                                     

Solicitation Issued: August 1, 2024                Solicitation Closed: Sep 25, 2024

Number of Addenda Issued: Seven (7)

Number of Bids:  Three (3)

Table 2: Summary of Bids Received including bid price

*Supplier was found non-compliant with mandatory requirements.

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