Item - 2023.BA4.8

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 (December 1, 2022) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3641398576

Description:

For the all-inclusive supply, delivery, installation and provision of all labour, materials, equipment, vehicle, transportation, and supervision necessary for preventative, predictive, replacement, installation and on-demand repair services for Ammonia Refrigeration Equipment at various locations for the City of Toronto on behalf of the Parks, Forestry and Recreation Division.

The initial term of the Contract is to be for a period of three (3) years from the date of award, with an option in favour of the City to extend the agreement on the same terms and conditions for up to two (2) additional separate one (1) year periods, all in accordance with the terms, conditions, and specifications contained in this Request for Quotation and any applicable City policies.

Should the options be exercised, then the General Manager of Parks, Forestry and Recreation will request the Acting Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Cimco Refrigeration, a Division of Toromont Industries Ltd.

Contract Award Value:

$10,098,699 net of all applicable taxes and charges

$11,411,530 including HST and all applicable charges

$10,276,436 net of HST recoveries

Contract is expected to start following the date of award and end by November 30, 2025.

Option Year 1: December 1, 2025, to November 30, 2026

$3,467,219 net of all applicable taxes and charges

$3,917,957 including HST and all applicable charges

$3,528,242 net of HST recoveries

Option Year 2: December 1, 2026, to November 30, 2027

$3,571,236 net of all applicable taxes and charges

$4,035,497 including HST and all applicable charges

$3,634,089 net of HST recoveries

The total potential contract award identified in this report, including all option years, is $17,137,154 net of all applicable taxes and charges and $19,364,984 including HST and all applicable taxes and charges. The total potential cost to the City, including all option years is $17,438,767 net of HST recoveries.

The above cost calculations reflect an estimated 3 percent in Consumer Price Index adjustment applied annually to the yearly cost after the initial year.

Solicitation Issued: October 14, 2022       Solicitation Closed: November 3, 2022

Number of Addenda Issued: One (1)

Number of Bids: One (1)

Table 2: Summary of Bids Received including bid price