Item - 2019.BA54.3

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 (November 4, 2019) from the Chief Purchasing Officer.

Call Number:

Request For Quotation Number 4305-19-5044

Description:

For the non-exclusive supply and delivery of all labour, equipment and materials necessary for the HVAC Preventative Maintenance Services and Emergency Repairs at various City of Toronto's Shelters, operated by the Shelter, Support & Housing Administration Division for the period of one year from the date of award to October 31, 2020 with the option to renew for four (4) additional separate one (1) year terms at the sole discretion of the City and subject to budget approval(s).

Should the option(s) be exercised, then the General Manager of Shelter, Support & Housing Administration will request the Chief Purchasing Officer to process the renewals under the same terms and conditions.

Recommended Bidder:

Carmichael Engineering Ltd.

Contract Award Value:

$456,700 net of all applicable taxes and charges

$516,071 including HST and all applicable charges

$464,738 net of HST recoveries

The contract is expected to start on date of award and end on October 31, 2020

Option Year 1 (November 1, 2020 to October 31, 2021)

$470,401 net of all applicable taxes and charges

$531,553 including HST and all applicable charges

$478,680 net of HST recoveries

Option Year 2 (November 1, 2021 to October 31, 2022)

$484,513 net of all applicable taxes and charges

$547,500 including HST and all applicable charges

$493,040 net of HST recoveries

Option Year 3 (November 1, 2022 to October 31, 2023)

$499,048 net of all applicable taxes and charges

$563,925 including HST and all applicable charges

$507,832 net of HST recoveries

Option Year 4 (November 1, 2023 to October 31, 2024)

$514,020 net of all applicable taxes and charges

$580,842 including HST and all applicable charges

$523,067 net of HST recoveries

The total potential contract award including all option years is $2,424,682 net of all applicable taxes and charges, and $2,739,891 including all applicable taxes and charges.  The total potential cost to the City including all option years is $2,467,357 net of HST recoveries.

The above cost calculations for the option years reflect an estimated annual 3 percent increase in the Consumer Price Index (CPI).

Call Issued:  August 15, 2019                  Call Closed:  September 6, 2019

Number of Addenda Issued: One (1)

Number of Bids:  Two (2)

Table 2: Summary of Bids Received for Request for Quotation Number 4305-19-5044 including bid price

* Bidder was found non-compliant with mandatory requirements.