Agenda

This meeting of the Bid Award Panel will be conducted by electronic means. 

Members of the Panel will participate in meetings remotely.

Agendas and Minutes for meetings of the Bid Award Panel continue to be publicly available at www.toronto.ca/council.

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Declarations of Interest under the Municipal Conflict of Interest Act

Confirmation of Minutes - January 25, 2023

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract:

Solicitation Number:

Negotiated Request for Proposals, Doc 3220681346

Description:

Contract Award Development Review File Circulation Tool for the Concept 2 Keys Division to ePlanSoft for a three (3) year initial term with two (2) additional one (1) year option periods. Should the option(s) be exercised, then the Concept 2 Keys division head will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

e-Plan Inc. (ePlanSoft)

Contract Award Value:

$1,580,950 net of all applicable taxes and charges

$1,786,473 including HST and all applicable charges

$1,608,774 net of HST recoveries

Contract is expected to start on February 1st, 2023 and end on January 31st, 2026.

Option Period 1 (one year): February 1, 2026 through January 31, 2027

$475,800 net of all applicable taxes and charges

$537,654 including HST and all applicable charges

$484,174 net of HST recoveries

Option Period 2 (one year): February 1, 2027 through January 31, 2028

$475,800 net of all applicable taxes and charges

$537,654 including HST and all applicable charges

$484,174 net of HST recoveries

Total Potential Contract Award, including Option Years

$2,532,550 net of all applicable taxes and charges

$2,861,781 including HST and all applicable charges

$2,577,122 net of HST recoveries

Solicitation Issued:  Nov. 8, 2021                  Solicitation Closed:  Dec. 22, 2021

Number of Addenda Issued: Seven (7)

Number of Bids:  Three (3)

Table 2: Summary of Bids Received

Range of Scores:  

High Score = 105.0

Low Score = 21.5

(out of 130 points)

The total potential contract award identified in this report is $2,861,781 including all applicable taxes and charges. The total potential cost to the City is $2,577,122 net of HST recoveries.

Funding is available in the 2023 Tabled Operating Budget for the City Manager's Office. Additional funding for the remainder of the initial contract period will be included in its 2024-2026 Operating Budget Submissions. Should the City exercise the optional periods, then additional funding will be included in its 2026-2028 Operating Budget Submissions. Additional funding details follow in Table 1.

Table 1: Financial Impact Summary of Recommended Contract (net of HST Recoveries)

The Chief Financial Officer and Treasurer has been provided the financial impacts associated with the programs for review as part of the 2023 budget process.

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract:

Solicitation Number:

Request for Tenders, Ariba Document Number 3616910679, Construction Number 21SWM-IRM-015CDU

Description:

Supply and installation of a fourth landfill gas flare and blower system, a new electrical building and a back-up generator, at the Green Lane Landfill Site.

Recommended Supplier:

W.S. Nicholls Construction Inc.

Contract Award Value:

$6,769,867 net of all applicable taxes and charges

$7,649,950 including HST and all applicable charges

$6,889,017 net of HST recoveries

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

Solicitation Issued:  August 29, 2022             Solicitation Closed: November 4, 2022

Number of Addenda Issued: Six (6)

Number of Bids:  One (1)

Table 2: Summary of Bids Received including bid price

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

The total contract award identified in this report is $7,649,950 including all applicable taxes and charges. The cost to the City is $6,889,017 net of HST recoveries.

The engineering estimate for this project was $6,148,505 net of all taxes and charges.

Funding is included in the 2022-2031 Approved Capital Budget and Plan for Solid Waste Management Services. Additional funding details follow in Table 1.

Table 1: Financial Impact Summary of Recommended Contract

The Chief Financial Officer and Treasurer has been provided the financial impacts associated with the programs for review as part of the 2023 budget process.

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract:

Solicitation Number:

Request for Tender, Ariba Document Number 3704322859

Description:

For the supply of all labour, materials, equipment and supervision to carry out Building Automation System Replacement at 40 College Street (Police Headquarters), Toronto, including pricing for an optional scope of work item.

Recommended Supplier:

1246175 Ontario Limited operating as Active Mechanical Services

Contract Award Value:

$3,414,610 net of all applicable taxes and charges

$3,858,509 including HST and all applicable charges

$3,474,707 net of HST recoveries

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

Contract Award Value (Optional Pricing):

$567,355 net of all applicable taxes and charges

$641,111 including HST and all applicable charges

$577,340 net of HST recoveries

The total potential contract award amount including optional pricing is $4,499,621 including HST and all applicable charges and $3,981,965 net of all applicable taxes and charges. The total potential cost to the City including optional pricing is $4,052,048 net of HST recoveries

Solicitation Issued: November 3, 2022            Solicitation Closed: December 5, 2022

Number of Addenda Issued: Five (5)

Number of Bids: Three (3)

Table 2: Summary of Bids Received including bid price         

* Bid Price does not include contingency and optional pricing.

The total potential contract award identified in this report is $4,499,621 including HST and all applicable charges. The potential cost to the City is $4,052,048 net of HST recoveries.

Funding has been included in the 2023-2032 Tabled Capital Budget and Plan for Corporate Real Estate Management. Should the City exercise the optional scope of work, additional funding in the amount of $577,340 net of HST Recoveries will be included in the 2024 Capital Budget Submission for Corporate Real Estate Management. Additional funding details are summarized in Table 1.

Table 1: Financial Impact Summary of Recommended Contract

The Chief Financial Officer and Treasurer has reviewed this report and agrees with information included in the Financial Impact section.

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contracts:

Solicitation Number:

Request for Quotations, Ariba Document Number 3714174258

Description:

For the non-exclusive supply of all labour, materials, equipment and parts necessary to provide warranty and non-warranty services including scheduled maintenance, service, repair and parts for Holder, Karcher, Mathieu and Madvac equipment owned and operated by the City of Toronto’s Fleet Services Division, for a period of one (1) year from February 1, 2023 to January 31, 2024, with an option in favour of the City to extend the contract 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 Fleet Services Division will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Toromont Material Handling (Lots 1 and 3)

Contract Award Value:

$1,302,696 net of all applicable taxes and charges (including 15 percent for miscellaneous items)

$1,472,047 including HST and all applicable charges

$1,325,624 net of HST recoveries

Contract is expected to start on February 1, 2023 and end on January 31, 2024.

Option Year 1 - From February 1, 2024 to January 31, 2025

$1,341,777 net of all applicable taxes and charges (including 15 percent for miscellaneous items)

$1,516,208 including all applicable taxes and charges

$1,365,392 net of HST recoveries

Option Year 2 – From February 1, 2025 to January 31, 2026

$1,382,030 net of all applicable taxes and charges (including 15 percent for miscellaneous items)

$1,561,694 including all applicable taxes and charges

$1,406,354 net of HST recoveries

Option Year 3 – From February 1, 2026 to January 31, 2027

$1,423,491 net of all applicable taxes and charges (including 15 percent for miscellaneous items)

$1,608,545 including all applicable taxes and charges

$1,448,545 net of HST recoveries

Option Year 4 – From February 1, 2027 to January 31, 2028

$1,466,196 net of all applicable taxes and charges (including 15 percent for miscellaneous items)

$1,656,802 including all applicable taxes and charges

$1,492,001 net of HST recoveries

The above cost calculations include 3 percent Consumer Price Index cost adjustment applied to each term after the initial one (1) year contract period.

The total potential contact award to Toromont Material Handling identified in this report including all option years is $6,916,191 net of all applicable taxes and charges, and $7,815,296 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $7,037,916 net of HST recoveries.

Recommended Supplier:

Cubex Limited (Lot 2)

Contract Award Value:

$194,980 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$220,328 including HST and all applicable charges

$198,412 net of HST recoveries

Contract is expected to start on February 1, 2023 and end on January 31, 2024.

Option Year 1 - From February 1, 2024 to January 31, 2025

$200,830 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$226,937 including all applicable taxes and charges

$204,364 net of HST recoveries

Option Year 2 – From February 1, 2025 to January 31, 2026

$206,854 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$233,746 including all applicable taxes and charges

$210,495 net of HST recoveries

Option Year 3 – From February 1, 2026 to January 31, 2027

$213,060 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$240,758 including all applicable taxes and charges

$216,810 net of HST recoveries

Option Year 4 – From February 1, 2027 to January 31, 2028

$219,452 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$247,981 including all applicable taxes and charges

$223,314 net of HST recoveries

The above cost calculations include 3 percent Consumer Price Index cost adjustment applied to each term after the initial one (1) year contract period.

The total potential contact award to Cubex Limited identified in this report including all option years is $1,035,176 net of all applicable taxes and charges, and $1,169,749 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $1,053,395 net of HST recoveries.

The total potential combined contract awards for both suppliers identified in this report including all optional years is $7,951,368 net of all applicable taxes and charges, and $8,985,046 including all applicable taxes and charges. The total potential cost to the City for both suppliers, including all option years, is $8,091,312 net of HST recoveries.

Solicitation Issued:  November 08, 2022        Solicitation Closed:  December 23, 2022

Number of Addenda Issued: Five (5)

Number of Bids:  Two (2)

Table 2: Summary of Bids Received including bid price.

*The Bid Price does not include miscellaneous cost.

The total potential combined contract awards for both suppliers identified in this report including all optional years is $7,951,368 net of all applicable taxes and charges, and $8,985,046 including all applicable taxes and charges. The total potential cost to the City for both suppliers, including all option years, is $8,091,312 net of HST recoveries.

Funding in the amount of $1,397,033 net of HST recoveries is included in the 2023 Tabled Operating Budget for Fleet Services Division. Funding in the amount of $127,003 net of HST recoveries for the balance of the contract period to January 31, 2024 will be included in the 2024 Operating Budget submission for Fleet Services Division.

Should the City choose to exercise its option to renew for an additional four (4) separate one (1) year periods, then appropriate additional funding, if needed, will be included in the 2024-2028 annual Operating Budget Submission for Fleet Services Division. Funding details are summarized in the Tables below as follows:

Table 1: Financial Impact Summary of Recommended Contracts

The Chief Financial Officer and Treasurer has been provided the financial impacts associated with the programs for review as part of the 2023 budget process.

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract:

Solicitation Number:

Request for Proposals, Ariba Document Number 3717319201, Contract Number RFP-22ECS-TI-101MR

Description:

For Electrical Design and Inspection for 2023 and 2024 Major Roads, Local Roads and Streetcar Way and Special Projects Capital Work Program

Recommended Supplier:

GHD Limited

Contract Award Value:

$2,301,982 net of all applicable taxes and charges

$2,601,240 including HST and all applicable charges

$2,342,497 net of HST recoveries

The Contract is expected to start on date of award and end on December 31, 2026

Solicitation Issued: October 28, 2022             Solicitation Closed: November 25, 2022

Number of Addenda Issued: Two (2)

Number of Bids:  Four (4)

Table 2: Summary of Bids Received

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

Range of Scores:  

82.13 - 73.27

The total contract award identified in this report is $2,601,240 including all applicable taxes and charges. The cost to the City is $2,342,497 net of HST recoveries.

The engineering estimate for this project is $1,941,792 net of all taxes and charges.

Funding is included in the Approved 2022 Capital Budget and the 2023–2031 Approved Capital Plan for Transportation Services in the following accounts:

Table 1: Financial Impact Summary of Recommended Contract

The Chief Financial Officer and Treasurer has been provided the financial impacts associated with the programs for review as part of the 2023 budget process.

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract:

Solicitation Number:

Request for Tender, Ariba Document Number 3715366917, Contract Number 23TW-CTS-10CWD

Description:

Full Length Trenchless Rehabilitation of Existing Gravity Sewers and Related Works at various locations in the City of Toronto.

Recommended Supplier:

Capital Sewer Services Inc.

Contract Award Value:

$3,261,372 net of all applicable taxes and charges

$3,685,351 including HST and all applicable charges

$3,318,773 net of HST recoveries

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

Solicitation Issued:  November 7, 2022          Solicitation Closed: December 2, 2022

Number of Addenda Issued: One (1)

Number of Bids:  Four (4)

Table 2: Summary of Bids Received including bid price         

* Pursuant to the Request for Tender document the contract award price includes contingency

The total contract award identified in this report is $3,685,351 including all applicable taxes and charges. The total cost to the City is $3,318,773 net of HST recoveries.

The engineering estimate for this project is $3,387,757 net of all taxes and charges.

Funding is available in the 2023 Tabled Capital Budget and 2024-2032 Tabled Capital Plan for Toronto Water. Funding details are summarized in Table 1 as follows:

Table 1: Financial Impact Summary of Recommended Contract (Net of HST Recoveries)

The Chief Financial Officer and Treasurer has reviewed this report and agrees with the financial implications.

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract:

Solicitation Number:

Request for Tender, Ariba Document Number 3730929052

Description:

Section 37 Interior Fit-out of the Indigenous Centre for Innovation of Entrepreneurship located at 200 Dundas Street East for Economic Development and Culture.

Recommended Supplier:

Century Group Constructors Inc. operating as CGI Constructors Inc.

Contract Award Value:

$8,313,529 net of all applicable taxes and charges

$9,394,288 including HST and all applicable charges

$8,459,847 net of HST recoveries

Contract is expected to start on date of award and end on August 31, 2024.

Solicitation Issued: November 3, 2022          Solicitation Closed: December 8, 2022

Number of Addenda Issued: Five (5)

Number of Bids: Ten (10)

Table 2: Summary of Bids Received including bid price         

* Pursuant to the tender document, the contract award value includes contingency.

The total contract award identified in this report is $9,394,288 including all applicable taxes and charges. The cost to the City is $8,459,847 net of HST recoveries.

Funding is available in the 2022-2031 Approved Capital Budget and Plan for Economic Development and Culture. Additional funding details are summarized in Table 1.

Table 1: Financial Impact Summary of Recommended Contract

The Chief Financial Officer and Treasurer has been provided the financial impacts associated with the programs for review as part of the 2023 budget process.

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract:

Solicitation Number:

Request for Tender, Ariba Document Number 3741407533

Description:

Toronto Accessibility Upgrade Program Tender Group Number #17 at 11 various buildings:

1.       2398 Yonge Street – Yonge Eglinton Health Centre

2.       3135 Yonge Street – Fire Hall # 131

3.       325 Chaplin Crescent – Fire Hall # 135

4.       476 Lawrence Avenue West – Fire Hall # 132

5.       555 Oakwood Avenue – Fire Hall # 341

6.       44 Beechwood Drive – Police Dog Services Building

7.       59 Curlew Drive – Fire Hall # 233

8.       740 Markham Road – Fire Hall # 231

9.       1550 Midland Avenue – Fire Hall # 232

10.    1600 Birchmount Road – Fire Hall # 245

11.    2900 Lawrence Avenue – Emergency Medical Service Station # 28

Recommended Supplier:

Struct-Con Construction Ltd.

Contract Award Value:

$5,589,306 net of all applicable taxes and charges

$6,315,916 including HST and all applicable charges

$5,687,678 net of HST recoveries

Contract is expected to start on date of award and end on November 2, 2023.

Solicitation Issued:  November 16, 2022       Solicitation Closed: December 16, 2022

Number of Addenda Issued: Three (3)

Number of Bids:  Three (3)

Table 2: Summary of Bids Received

* Pursuant to the Request for Tender document the contract award value includes contingency and cash allowance.

The total contract award identified in this report is $6,315,916 including all applicable taxes and charges. The total cost to the City is $5,687,678 net of HST recoveries.

Funding is available in the 2022-2031 Approved Capital Budget and Plan for Corporate Real Estate Management in WBS Element CCA242-02 (Accessibility for Ontarians with Disabilities Act – Phase 2).  Additional details follow in Table 1 below.

Table 1: Financial Impact Summary of Recommended Contract (Net of HST Recoveries

The Chief Financial Officer and Treasurer has been provided the financial impacts associated with the programs for review as part of the 2023 budget process

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract:

Solicitation Number:

Request for Tender, Ariba Document Number 3752824967, Contract 22-PFR-192

Description:

For the supply and delivery of all labour, materials, equipment, and supervision required to complete liner replacement at Donald D. Summerville Outdoor Pool at 1867 Lake Shore Boulevard East, on behalf of the Parks, Forestry and Recreation Division of the City of Toronto.

Recommended Supplier:

373044 ONT LTD operating as Trans Canada Construction

Contract Award Value:

$ 1,549,486 net of all applicable taxes and charges

$ 1,750,919 including HST and all applicable charges

$ 1,576,757 net of HST recoveries

Contract is expected to start following the date of award and end by Dec 31, 2023.

Solicitation Issued:  November 23, 2022        Solicitation Closed: December 20, 2022

Number of Addenda Issued: Two (2)

Number of Bids: Four (4)

Table 2: Summary of Bids Received including contingency and HST

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

**Bid did not meet minimum mandatory requirements and was deemed non-compliant.

The total contract award identified in this report is $1,750,919 including all applicable taxes and charges. The total cost to the City is $1,576,757 net of HST recoveries.

Funding for this project is included in the 2023 Tabled Capital Budget for Parks, Forestry, and Recreation as summarized in Table 1 below.

Table 1: Financial Impact Summary of Recommended Contract

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The Acting Chief Procurement Officer recommends that the Bid Award Panel:

1. The Bid Award Panel rescind its January 18, 2023, Item BA10.4 decision to award Request for Tender Ariba Document Number 3647789334 Orin Contractors Corp.

Solicitation Issued:  September 7, 2022         Solicitation Closed:  October 11, 2022

Number of Addenda Issued: Six (6)

Number of Bids:  Three (3)

Table 2: Summary of Bids Received including bid price         

There is no financial impact from the receipt of this report.

The Chief Financial Officer and Treasurer has reviewed this report and agrees with the financial implications.