Item - 2024.BA97.1

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 (September 12, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Doc4586213043

Description:

Supply and Delivery of Flow Monitoring Equipment from the date of award to August 31, 2025 with the option in favour of the City to extend the term of the agreement on the same terms and conditions for up to four (4) additional separate one (1) year period at the sole discretion of the City and subject to budget approval.

The Request for Quotation is structured to award contracts to the three (3) lowest supplier's meeting specifications and providing the lowest total bid price by allocating fifty percent quantities to the lowest supplier, thirty percent of the quantities to the second lowest supplier and twenty percent quantities to the third lowest supplier.   

Should the option year(s) be exercised, the General Manager of Toronto Water will request the Chief Procurement Officer to process the renewal under the same terms and conditions.

Recommended Suppliers:

Detectronic Limited (fifty percent quantities)

ADS Environmental Technologies Inc. (thirty percent quantities)

Avensys Solutions Inc. (twenty percent quantities)

Contract Award Value:

Detectronic Limited

$1,073,715 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$1,213,298 including HST and all applicable charges

$1,092,613 net of HST recoveries

Contract is expected to start on date of award and end on August 31, 2025.

Option Year 1: September 1, 2025 to August 31, 2026

$1,105,927 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$1,249,697 including HST and all applicable charges

$1,125,391 net of HST recoveries

Option Year 2: September 1, 2026 to August 31, 2027

$1,139,105 net of all applicable taxes and charges(including 20 percent for Miscellaneous Items)

$1,287,188 including HST and all applicable charges

$1,159,153 net of HST recoveries

Option Year 3: September 1, 2027 to August 31, 2028

$1,173,278 net of all applicable taxes and charges(including 20 percent for Miscellaneous Items)

$1,325,804 including HST and all applicable charges

$1,193,927 net of HST recoveries

Option Year 4: September 1, 2028 to August 31, 2029

$1,208,476 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$1,365,578 including HST and all applicable charges

$1,229,745 net of HST recoveries

The total potential contact award including all option years is $5,700,500 net of all taxes and charges and $6,441,565 including all applicable taxes and charges. The total potential cost to the City including all option years is $5,800,829 net of HST recoveries.

ADS Environmental Technologies Inc.

$819,283 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$925,790 including HST and all applicable charges

$833,702 net of HST recoveries

Contract is expected to start on date of award and end on August 31, 2025.

Option Year 1: September 1, 2025 to August 31, 2026

$843,862 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$953,564 including HST and all applicable charges

$858,714 net of HST recoveries

Option Year 2: September 1, 2026 to August 31, 2027

$869,177 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$982,171 including HST and all applicable charges

$884,475 net of HST recoveries

Option Year 3: September 1, 2027 to August 31, 2028

$895,253 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$1,011,636 including HST and all applicable charges

$911,009 net of HST recoveries

Option Year 4: September 1, 2028 to August 31, 2029

$922,110 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$1,041,985 including HST and all applicable charges

$938,339 net of HST recoveries

The total potential contact award including all option years is $4,349,685 net of all taxes and charges and $4,915,144 including all applicable taxes and charges. The total potential cost to the City including all option years is $4,426,240 net of HST recoveries.

Avensys Solutions Inc.

$567,222 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$640,961 including HST and all applicable charges

$577,205 net of HST recoveries

Contract is expected to start on date of award and end on August 31, 2025.

Option Year 1: September 1, 2025 to August 31, 2026

$584,239 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$660,190 including HST and all applicable charges

$594,521 net of HST recoveries

Option Year 2: September 1, 2026 to August 31, 2027

$601,766 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$679,995 including HST and all applicable charges

$612,357 net of HST recoveries

Option Year 3: September 1, 2027 to August 31, 2028

$619,819 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$700,395 including HST and all applicable charges

$630,728 net of HST recoveries

Option Year 4: September 1, 2028 to August 31, 2029

$638,413 net of all applicable taxes and charges (including 20 percent for Miscellaneous Items)

$721,407 including HST and all applicable charges

$649,649 net of HST recoveries

The total potential contact award including all option years is $3,011,459 net of all taxes and charges and $3,402,948 including all applicable taxes and charges. The total potential cost to the City including all option years is $3,064,460 net of HST recoveries.

The combined total potential contact award including all option years is $13,061,644 net of all taxes and charges and $14,759,658 including all applicable taxes and charges. The total potential cost to the City including the option years is $13,291,529 net of HST recoveries.

The above cost calculations include a 20 percent miscellaneous cost and a 3 percent Consumer Price Index adjustment applied annually to the yearly cost after the initial year.

Solicitation Issued: June 3, 2024                                    Solicitation Closed:  July 12, 2024

Number of Addenda Issued: Six (6)

Number of Bids:  Four (4)

Table 2: Summary of Bids Received

*Pursuant to the Request for Quotation document the contract award value includes miscellaneous amount of 20 percent.