Director, Purchasing and Materials Management
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- Homer Rose
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1 BID COMMITTEE - CONTRACT AWARD Award of Request for Quotation No to Enterprise Rent-A-Car and Discount Car and Truck Rentals for the non-exclusive short term (one to twelve months) rental services. Date: April 16, 2015 To: From: Bid Committee Director, Purchasing and Materials Management RECOMMENDATIONS The Director of Purchasing and Materials Management recommends that the Bid Committee grant authority to award the following contract: Call No: RFQ # Description: Non-exclusive short term (one to twelve months) rental service of various model 2013 or newer vehicles for the City of Toronto Fleet Services Division for the period from the date of award to 2016, with the option to renew the Contract for additional four (4) separate one (1) year periods at the sole discretion of the City and subject to budget approval(s). Should the option(s) be exercised then the Director of Fleet Services will request the Director of Purchasing and Materials Management to process the renewals under the same terms and conditions. Recommended Bidders: Contract Award Value for Enterprise Rent-A- Car: Enterprise Rent-A-Car (awarded tables 1, 3 and 4) Discount Car and Truck Rentals (awarded table 2) $ 925, net of all applicable taxes and charges $1,045, including all applicable taxes and charges $ 941, net of HST recoveries The contract is expected to start on the date of award and end on : May 1, 2016 to 2017 $ 953, net of all applicable taxes and charges $1,077, including all applicable taxes and charges $ 970, net of HST recoveries Report to Bid Committee on a contract award of RFQ
2 2: May 1, 2017 to 2018 $ 981, net of all applicable taxes and charges $1,109, including all applicable taxes and charges $ 999, net of HST recoveries 3: May 1, 2018 to 2019 $1,011, net of all applicable taxes and charges $1,142, including all applicable taxes and charges $1,029, net of HST recoveries 4: May 1, 2019 to 2020 $1,041, net of all applicable taxes and charges $1,177, including all applicable taxes and charges $1,059, net of HST recoveries The total potential cost to the City including all option years for contract award is $5,000, net of HST recoveries. The total potential contract awards including all option years is $4,913, net of all applicable taxes and charges, $5,552, including all applicable taxes and charges. Contract Award Value for Discount Car and Truck Rentals: $303, net of all applicable taxes and charges $343, including all applicable taxes and charges $309, net of HST recoveries The contract is expected to start on the date of award and end on : May 1, 2016 to 2017 $312, net of all applicable taxes and charges $353, including all applicable taxes and charges $318, net of HST recoveries 2: May 1, 2017 to 2018 $322, net of all applicable taxes and charges $364, including all applicable taxes and charges $327, net of HST recoveries 3: May 1, 2018 to 2019 $331, net of all applicable taxes and charges $375, including all applicable taxes and charges $337, net of HST recoveries 4: May 1, 2019 to 2020 $341, net of all applicable taxes and charges $386, including all applicable taxes and charges $347, net of HST recoveries The total potential cost to the City including all option years for contract award is $1,641, net of HST recoveries. The total potential contract award including all option years is $1,612, net of all applicable taxes and charges, $1,822, including all applicable taxes and charges. Report to Bid Committee on a contract award of RFQ
3 Combined Total: Enterprise Rent-A-Car and Discount Car and Truck Rentals The combined total potential cost to the City including all option years for contract award is $6,641, net of HST recoveries. The combined total potential contract award including all option years is $6,526, net of all applicable taxes and charges, $7,374, including all applicable taxes and charges. Financial Impact: The total potential contract award identified in this report for all option years is $7,374, including all applicable taxes and charges. The total potential cost to the City including all option years is $6,641, net of HST recoveries. Funding in the amount of $833, is available in the 2015 Approved Operating Budget for Fleet Services. Funding in the amount of $416, for the balance of the contract period to 2016 will be included in the 2016 Operating Budget Submission for Fleet Services. 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 annual Operating Budget Submissions for Fleet Services under various cost centres and cost elements. Funding details are provided in the table noted below. Enterprise Rent-A-Car Account Date of Award to December 31, 2015 January 1 to 2016 One 2016 to 2017 Two 2017 to 2018 Three 2018 to 2019 Four 2019 to 2020 Total Cost Centre Groups FL1005, FL1006, FL1007, FL1502, FL1503, FL1602, FL16004, FL1606 and FL Cost Elements 4510 and 4995 $627, $313, $970, $999, $1,029, $1,059, $5,000, Report to Bid Committee on a contract award of RFQ
4 Discount Car and Truck Rental Account Date of Award to December 31, 2015 January 1 to 2016 One 2016 to 2017 Two 2017 to 2018 Three 2018 to 2019 Four 2019 to 2020 Total Cost Centre Groups FL1005, FL1006, FL1007, FL1502, FL1503, FL1602, FL16004, FL1606 and FL Cost Elements 4510 and 4995 $206, $103, $318, $327, $337, $347, $1,641, CALL SUMMARY Ward No: All Call Dates: Issued: March 25, 2015 Closed: April 08, 2015 # of Addenda Issued: One (1) Number of Bids: 2 Firm Names: Total Price (Including HST) Enterprise Rent-A-Car (Awarded tables 1, 3, and 4) Discount Car and Truck Rentals (tables 1, 3, and 4) Discount Car and Truck Rentals (Awarded table 2) Enterprise Rent-A-Car (table 2) $1,045, $1,166, $343, $388, Division Contacts Elena Caruso Manager, Goods and Services Purchasing & Materials Management Division Telephone: ecaruso@toronto.ca Vukadin Lalovic P.Eng. Manager, Fleet Services Asset Management Telephone: vlalovi@toronto.ca COMMENTS Report to Bid Committee on a contract award of RFQ
5 For the recommended contract award, the following requirements have been met: (a) The firms recommended for award is the lowest bidder/oem dealer meeting specifications or to 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 to be reasonable, within available budget and concurs with the recommendation; (c) the total contract value is less than $20 million dollars (excluding applicable taxes) and the contract term is: i. for a contract funded by the operating budget, 5 years or less including any option years; or ii. 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 Committee; (d) there are no material written objections to the award; (e) the call document was advertised on the City s internet website and bids or proposals were opened publicly; and (f) the Fair Wage Office confirms the recommended firm understands the Fair Wage Policy and Labour Trades requirements and has agreed to comply fully. Additional details and information for the above calls are on the file in the Purchasing and Materials Management Division. Michael Pacholok Director, Purchasing and Materials Management Division Report to Bid Committee on a contract award of RFQ
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