Item - 2024.BA88.6

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 (July 11, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Document Number 4461575681

Description:

For the non-exclusive supply and delivery of Bike lane bollards, concrete curbs and other hardware for Purchasing and Materials Management (Stores) on behalf of Transportation Services from the date of award to April 30, 2025, with the option to renew the Contract for four (4) additional separate one (1) year periods at the sole discretion of the City and subject to budget approval(s).  

The Request for Quotation is structured to award contracts to suppliers meeting specifications and providing the lowest total bid price of the Pricing Form.

Prior to the renewal of the contract, Purchasing and Materials Management Division will perform a market analysis to verify the current market conditions as compared to the proposed increase by the vendor and that the Stores Division will monitor vendor performance during the first term of the contract.

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:

Stinson Equipment Ltd. (Part A and D)

Contract Award Value:

$403,387 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$455,828 including HST and all applicable charges

$410,487 net of HST recoveries

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

Option Year 1 (May 1, 2025 to April 30, 2026)  

$415,489 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$469,502 including all applicable taxes and charges

$422,801 net of HST recoveries

Option Year 2 (May 1, 2026 to April 30, 2027)  

$427,953 net of all applicable taxes and charges (including 20 percent for miscellaneous items)   

$483,587 including all applicable taxes and charges

$435,485 net of HST recoveries

Option Year 3 (May 1, 2027 to April 30, 2028)  

$440,792 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$498,095 including all applicable taxes and charges

$448,550 net of HST recoveries

Option Year 4 (May 1, 2028 to April 30, 2029)  

$454,016 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$513,038 including all applicable taxes and charges

$462,007 net of HST recoveries

The total potential combined contract award identified in this report including option years is $2,141,637 net of all applicable taxes and charges, $2,420,050 including all applicable taxes and charges. The total potential cost to the City including option years is $2,179,330 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.

Power Precast Solutions to receive a contract for Part B in which they were the lowest bidder meeting specifications on, in the total amount of $292,427 net of all applicable taxes and charges (297,573 net of HST recoveries) including all option years   

Solicitation Issued:April 4, 2024          Solicitation Closed: May 3, 2024

Number of Addenda Issued: One (1)

Number of Bids: Two (2)

Table 2: Summary of Bid Received including bid price

Part A

Part B

Part C

Part D

*Bid Price does not contain the 20 percent miscellaneous items