Item - 2025.BA141.3

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 10, 2025) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Doc4997853816

Description:

Provision of Preventive and Corrective Maintenance of Refrigeration Equipment for Seniors Services and Long-Term Care for a period of one (1) year, with an option in favour of the City to extend the agreement on the same terms and conditions for an additional term of up to four (4) separate one (1)-year periods.

Should the option(s) be exercised, then the General Manager of Seniors Services and Long-Term Care will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Monarch Mechanical Ltd.

Contract Award Value:

$241,332 net of all applicable taxes and charges (including 5 percent miscellaneous)

$272,705 including HST and all applicable charges

$245,579 net of HST recoveries

Contract is expected to start on October 1, 2025 and end on September 30, 2026.

Option Year 1: October 1, 2026 to September 30, 2027

$248,572 net of all applicable taxes and charges (including 5 percent miscellaneous)

$280,886 including HST and all applicable charges

$252,947 net of HST recoveries

Option Year 2: October 1, 2027 to September 30, 2028

$256,029 net of all applicable taxes and charges (including 5 percent miscellaneous)

$289,313 including HST and all applicable charges

$260,535 net of HST recoveries

Option Year 3: October 1, 2028 to September 30, 2029

$263,710 net of all applicable taxes and charges (including 5 percent miscellaneous)

$297,992 including HST and all applicable charges

$268,351 net of HST recoveries

Option Year 4: October 1, 2029 to September 30, 2030

$271,621 net of all applicable taxes and charges (including 5 percent miscellaneous)

$306,932 including HST and all applicable charges

$276,401 net of HST recoveries

The total potential contract award identified in this report including optional periods is $1,281,263 net of all applicable taxes and charges and $1,447,827 including all applicable taxes and charges. The total potential cost to the City including optional periods is $1,303,813 net of HST recoveries.

The above cost calculations reflect a three (3) percent Consumer Price Index adjustment applied annually to each year's cost after the initial one (1) year period.

Solicitation Issued: February 28, 2025           Solicitation Closed: March 20, 2025

Number of Addenda Issued: Two (2)

Number of Bids:  One (1)

Table 2: Summary of Bids Received including bid price