Item - 2022.BA213.6

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 3, 2022) from the Acting Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3607983242

Description:

For the supply and delivery of twenty-six (26) latest model 4-wheel, 2-wheel drive all-terrain riding type litter vacuums with a 284 litre drum capacity, with option to purchase an additional Fifteen (15) units in 2023 - 2024, Eight (8) units in 2024 - 2025, Thirteen (13) units in 2025 - 2026 and One (1) unit in 2026 - 2027, pending budget availability. 

The Request for Quotation was structured to purchase twenty-six (26) units, comprising of twenty-four (24) diesel units and two (2) electric units. Following the evaluation, Fleet Services Division has determined the need to reduce its diesel units by two (2) and increase the electric units by two (2). Lowest Bidder's total bid price was increased to reflect twenty-two (22) diesel units and four (4) electric units.

The term of this contract is for a fixed period of five (5) years from date of award to November 15, 2027, all in accordance with the terms, conditions, and specifications of the Request for Quotation and any applicable City policy.

Recommended Supplier:

Toromont Material Handling, a Division of Toromont Industries Ltd.  

Contract Award Value (from date of award to November 15, 2023):

$2,791,228 net of all applicable taxes and charges

$3,154,088 including HST and all applicable charges

$2,840,354 net of HST recoveries

Optional Contract Award Value (November 16, 2023 to November 15, 2027):

$5,594,103 net of all applicable taxes and charges

$6,321,336 including HST and all applicable charges

$5,692,560 net of HST recoveries

Total Potential Contract Award Value including Optional Purchases (2022 - 2027):

$8,385,331 net of all applicable taxes and charges

$9,475,424 including HST and all applicable charges

$8,532,913 net of HST recoveries

Contract is expected to start on the date of award and end on November 15, 2027.

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

Solicitation Issued: July 29, 2022                   Solicitation Closed: August 29, 2022

Number of Addenda Issued: Zero (0)

Number of Bids: One (1)

Table 2: Summary of Bids Received including bid price

*Bid Price is for twenty-six (26) units: twenty-four (24) diesel units and two (2) electric units.