The Director, Purchasing and Materials Management recommends that the Bid Award Panel grant authority to award the following contract:

Transcription

1 BA4.3 ~TORONTO BID AWARD PANEL CONTRACT AWARD Award of Call Number R & R Tarp Repair Service for the Mobile Installation and Repair of Tarpaulins and Tarpaulin Mechanisms Date: January 11, 2017 To: Bid Award Panel From: Direcr, Purchasing and Materials Management Wards: All RECOMMENDATIONS The Direcr, Purchasing and Materials Management recommends that the Bid Award Panel grant authority award the following contract: Call Number: RFQ No Description: For the non-exclusive supply of all labour, equipment, materials, transportation and incidentals necessary for the supply of Products and mobile installation and repair of Tarpaulins and Tarpaulin Mechanisms on Open-Top Trailers, Roll-Off Bins and Dump Trucks for the City of Toron's Solid Waste Management Services Division for a period of one (1) year, with the option renew the Contractforfour (4) separate additional one (1) year periods. Should the option (s) renew be exercised, then the General Manager, SWMS will request the Direcr of Purchasing and Materials Management process the necessary contract renewals under the same terms and conditions. Recommended Bidder: R & R Tarp Repair Service Contract Award Value: $201,870 net of all applicable taxes and charges $228, 113 including HST and all applicable charges $205,423 net of HST recoveries Contract is expected start on January 1, 2017 and end on December 31, Award of Call No Page 1of5

2 Year 1: January 1, 2018 December 31, 2018 $207,926 net of all applicable truces and charges $234,956 including HST and all applicable charges $211,585 net of HST recoveries Year 2: January 1, 2019 December 31, 2019 $214, 164 net of all applicable taxes and charges $242,005 including HST and all applicable charges $217,933 net of HST recoveries Year 3: January 1, 2020 December 31, 2020 $220,589 net of all applicable taxes and charges $249,265 including HST and all applicable charges $224,471 net of HST recoveries Year 4: January 1, 2021 December 31, 2021 $227,206 net of all applicable taxes and charges $256,743 including all applicable taxes and charges $231,205 net of HST recoveries The contract is expected start January 1, 2017 for a term of one (1) year with the option renew the Contract for four (4) separate additional one (1) year periods. The tal potential cost the City including all option years for contract award is $1,090,617 net of HST recoveries. The tal potential contract award including all option years is $1,071,754 net of all applicable truces and charges, $1,211,083 including HST and all applicable charges. The above cost calculations for the Years reflect an estimated annual 3% increase as per the Consumer Price Index. FINANCIAL IMPACT The tal potential contract award identified in this report is $1,071,754 net of all applicable truces and charges, $1,211,083 including all applicable truces and charges. The tal potential cost the City including all option years is $1,090,617 net of HST recoveries. Funding in the amount of $205,423 net of HST recoveries is available in the 2017 Approved Operating Budget for Solid Waste Management Services for the contract period from January 1, 2017 December 31, Should the City choose exercise its option renew for an additional four (4) separate one (1) year periods, then the appropriate additional funding, if needed, will be requested in the annual Capital Budget Submissions for the Solid Waste Management Services under various WBS Elements, and will be considered as part of the annual budget review process. Award of Call No Page 2 of 5

3 The cash flow funding requirement for this service are summarized in the following table (net of HST recoveries}: Table 1: Financial Impact Summary of Recommended Contract Initial Term Year1 Year2 Year3 Year4 Account Cost Element (Jan } Jan.1, TOTAL POTENTIAL COST ( ) SW $36,800 $37,904 $39,041 $40,212 $41,419 $195,376 SW ,000 $172,010 $177, 170 $182,485 $187,960 $883,625 SW $4,623 $1,671 $1,722 $1,774 $1,826 $11,616 Totals $205,423 $211,585 $217,933 $224,471 $231,205 $1,090, CALL SUMMARY Call Issued: November 8, 2016, 2016 Number of Addenda Issued: Two (2} Number of Bids: Three (3) Call Closed: November 30, 2016 Award of Call No Page 3 of 5

4 Table 2. S ummarv o f B.d IS R ece1ve. d f or RFQ N o inc I u d. mo b.d 1 once. Firm Name Bid Price (including H.S.T.) R & R Tarp Repair Service Verduyn Tarps Inc. $197, (including 2.0% prompt $345, *(including 2.0% prompt I FSTCanada $432, *(including 0% prompt Bid price corrected for mathematical errors. Purchasing and Materials Management has verified that the mathematical errors were corrected. DIVISION CONTACTS Elena Caruso, Manager, Goods and Services, Purchasing and Materials Management, , elena.caruso@ron.ca Neil Brown, Manager, Transfer Operations, Solid Waste Management Services, , nell.brown@ron.ca COMMENTS For the recommended contract award, the following requirements have been met: a. The firm recommended for award is the lowest bidder meeting specifications or the highest scoring proponent based on the evaluation criteria included in the call and meeting the requirements of the call; b. the appropriate Division has reviewed submissions and found the price be reasonable, within available budget and concurs with the recommendation; c. the tal contract value is Jess than $20 million dollars (excluding applicable taxes) and the contract term is: 1. for a contract funded by the operating budget, 5 years or less including any option years; or 2. for a contract funded by the capital budget, within the projected term of the capital funding for the project as set out in the capital budget, being within the authority of the Bid Award Panel; d. there are no material written objections the award; e. the call document was advertised on the City's Internet website and bids or proposals were opened publicly; and Award of Call No Page 4 of 5

5 f. the Fair Wage Office confirms the recommended firm understands the Fair Wage Policy and Labour Trades requirements and has agreed comply fully. Additional details and information for the above calls are on the file in the Purchasing and Materials Management Division. Michael Pacholok Direcr, Purchasing and Materials Management Division ATTACHMENTS None Award of Call No Page 5 of 5