Item - 2024.BA92.1

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 (August 8, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Proposal Doc4580499798, Contract Number RFP24ECS-RD-01RR

Description:

Provision of Professional Engineering Services for Local Road Resurfacing Program

from September 3, 2024 to December 31, 2027 with the option in favour of the City to extend the term of the agreement on the same terms and conditions for up to five (5) additional separate one (1) year period at the sole discretion of the City an subject to budget approval.

Should the option periods be exercised, the General Manager of Transportation Services will request the Chief Procurement Officer to process the renewal under the same terms and conditions.

Recommended Supplier:

R.V. Anderson Associates Limited

Contract Award Value

$26,443,057 net of all applicable taxes and charges

$29,880,654 including HST and all applicable charges

$26,908,455 net of HST recoveries

Contract is expected to start on September 3, 2024, and end on December 31, 2027  

Option Year 1 – January 1, 2028 to December 31, 2028

$10,585,634 net of all applicable taxes and charges

$11,961,766 including all applicable taxes and charges

$10,771,941 net of HST recoveries

Option Year 2 – January 1, 2029 to December 31, 2029

$10,585,634 net of all applicable taxes and charges

$11,961,766 including all applicable taxes and charges

$10,771,941 net of HST recoveries

Option Year 3 – January 1, 2030 to December 31, 2030

$10,585,634 net of all applicable taxes and charges

$11,961,766 including all applicable taxes and charges

$10,771,941 net of HST recoveries

Option Year 4 – January 1, 2031 to December 31, 2031

$264,992 net of all applicable taxes and charges

$299,441 including all applicable taxes and charges

$269,656 net of HST recoveries

Option Year 5 – January 1, 2032 to December 31, 2032

$175,867 net of all applicable taxes and charges

$198,730 including all applicable taxes and charges

$178,963 net of HST recoveries

The total potential contact award including all option periods is $58,640,819 net of all taxes and charges and $66,264,125 including all applicable taxes and charges. The total potential cost to the City including the option periods is $59,672,897 net of HST recoveries.

Pricing for the option terms will remain firm, there will be no changes or adjustments to the unit rates submitted for the duration of the renewal period.

Solicitation Issued: May 23, 2024                  Solicitation Closed: June 25, 2024

Number of Addenda Issued: Ten (10)

Number of Bids: Three (3)

Table 1: Summary of Bids Received

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

** Supplier did not meet minimum technical threshold