Item - 2024.BA89.1

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 18, 2024) from the Chief Procurement Officer:

Solicitation Number:  

Request for Quotation Doc4239852944

Description:

The Supply, Maintenance and Repair of Soft and Hard Flooring for the Corporate Real Estate Management Division.

The City intends to enter into agreements with the following legal entities:

CATEGORY A: Soft / Resilient Flooring, Supply, Maintenance, and Repair Services

• Arthur L Weaver Flooring Ltd (Primary Supplier)
• Butler Contracting Group Inc. (Secondary Supplier)

CATEGORY B: Hard Flooring, Supply, Maintenance, and Repair Services

• Arthur L Weaver Flooring Ltd

In accordance with the terms of the Request for Quotation, Category A is to be awarded to the two lowest-bidding Suppliers as follows: 75 percent of the bid value submitted by the lowest bid Supplier and 25 percent of the bid value submitted by the second lowest bid Supplier. Category B is to be awarded solely to the lowest-bidding Supplier.

The agreements have an initial term of three (3) years, with the City having the option to extend the agreements on the same terms and conditions for an additional term of up to two (2) separate one (1) year periods.

CATEGORY A: Soft / Resilient Flooring, Supply, Maintenance, and Repair Services

Recommended Suppliers:

Arthur L Weaver Flooring Ltd (Primary Supplier)

Butler Contracting Group Inc (Secondary Supplier)

Contract Award Value:

Arthur L Weaver Flooring Ltd (Primary Supplier)

$2,165,910 net of all applicable taxes and charges

$2,447,479 including HST and all applicable charges

$2,204,030 net of HST recoveries

The contract is expected to start on date of award, and end on June 30, 2027.

Option Year 1 - From July 1, 2027 to June 30, 2028

Arthur L Weaver Flooring Ltd (Primary Supplier)

$758,069 net of all applicable taxes and charges

$856,618 including HST and all applicable charges

$771,411 net of HST recoveries

Option Year 2 - From July 1, 2028 to June 30, 2029

Arthur L Weaver Flooring Ltd (Primary Supplier)

$795,972 net of all applicable taxes and charges

$889,448 including HST and all applicable charges

$809,981 net of HST recoveries

Total Potential Contract Award Value Including Option Years

Arthur L Weaver Flooring Ltd (Primary Supplier)

$3,719,951 net of all applicable taxes and charges

$4,203,545 including HST and all applicable charges

$3,785,422 net of HST recoveries

Contract Award Value:

Butler Contracting Group Inc. (Secondary Supplier)

$789,813 net of all applicable taxes and charges

$892,489 including HST and all applicable charges

$803,714 net of HST recoveries

The contract is expected to start on date of award, and end on June 30, 2027.

Option Year 1 - From July 1, 2027 to June 30, 2028

Butler Contracting Group Inc. (Secondary Supplier)

$276,435 net of all applicable taxes and charges

$312,371 including HST and all applicable charges

$281,300 net of HST recoveries

Option Year 2 - From July 1, 2028 to June 30, 2029

Butler Contracting Group Inc. (Secondary Supplier)

$290,256 net of all applicable taxes and charges

$327,990 including HST and all applicable charges

$295,365 net of HST recoveries

Total Potential Contract Award Value Including Option Years

Butler Contracting Group Inc. (Secondary Supplier)

$1,356,504 net of all applicable taxes and charges

$1,532,849 including HST and all applicable charges

$1,380,378 net of HST recoveries

Combined Total Potential Contracts Awards for Category A - both contracts

$5,076,455 net of all applicable taxes and charges

$5,736,394 including HST and all applicable charges

$5,165,800 net of HST recoveries

CATEGORY B: Hard Flooring, Supply, Maintenance, and Repair   

Recommended Suppliers:

Arthur L Weaver Flooring Ltd.

Contract Award Value:

$3,887,417 net of all applicable taxes and charges

$4,392,781 including HST and all applicable charges

$3,955,835 net of HST recoveries

The contract is expected to start on July 1, 2024, and end on June 30, 2027.

Option Year 1 - From July 1, 2027 to June 30, 2028

$1,360,596 net of all applicable taxes and charges

$1,537,473 including HST and all applicable charges

$1,384,542 net of HST recoveries

Option Year 2 - From July 1, 2028 to June 30, 2029

$1,428,626 net of all applicable taxes and charges

$1,614,347 including HST and all applicable charges

$1,453,769 net of HST recoveries

Total Potential Contract Award Value Including Option Years

$6,676,639 net of all applicable taxes and charges

$7,544,601, including HST and all applicable charges

$6,794,147 net of HST recoveries

The total potential contract awards identified in this report are $11,753,093 net of all applicable taxes and charges and $13,280,995 including HST and applicable charges. The total potential cost to the City for Category A and B is $11,959,947 net of HST recoveries.

The above cost calculations include a 20 percent contingency allowance and reflect a five (5) percent Consumer Price Index adjustment applied to each option year after the initial three (3)-year contract period.

Solicitation Issued:  January 9, 2023              Solicitation Closed: February 13, 2024

Number of Addenda Issued: Four (4)

Number of Bids:  Four (4)

Table 2: Summary of Bids Received†

† Note that the solicitation was a joint procurement between the City and Toronto Police Services. The Bids received reflect the combined requirements of the City and of Toronto Police Services. The Toronto Police Services will award its own contracts to the Recommended Suppliers under a separate process not within the scope of this Bid Award.

*The Bid Price is based on the annual quantity for the first year.

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

***Supplier's submission was incomplete and ruled non-compliant.