Minutes Confirmed on October 24, 2018

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 (September 24, 2018) from the Chief Purchasing Officer:

Call Number:

Request for Proposal No. 9117-18-7141

Description:

Professional Engineering Services for the Detailed Design, Services during Construction and Post Construction for the Downsview Transmission Watermain from Keele Pumping Station to Sheppard Avenue West, and Keele Pumping Station Upgrades for the years 2018 to 2026.

Recommended Proponent:

Parsons Inc.

Contract Award Value:

$ 4,878,508 net of all applicable taxes and charges

$ 5,512,714 including HST and all applicable charges

$ 4,964,372 net of HST recoveries

Contract is expected to start on November 5, 2018 and end on December 31, 2026.

Call Issued:  June 14, 2018                      Call Closed:  August 7, 2018

Number of Addenda Issued: 4

Number of Bids:  9

Table 1: Summary of Proposals Received for Request for Proposal No. 9117-18-7141:

* Proposal prices were corrected for mathematical errors. Purchasing and Materials Management has verified that the mathematical errors were corrected.

** Bidder was found non-compliant with mandatory technical requirements.

*** Bid prices do not include contingency allowances.

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 (October 11, 2018) from the Chief Purchasing Officer:

Call Number:

Request for Quotation No. 1101-18-0248

Description:

The non-exclusive supply of all the necessary labour, materials, supplies, equipment and warranty for indoor and outdoor painting services for the City of Toronto's Facilities Management Division for a period of one (1) year, with the option to renew the Contract for four (4) additional one (1) year periods.

Should the options be exercised, then the General Manager of Facilities Management will request the Chief Purchasing Officer to process the renewals under the same terms and conditions.

Recommended Bidders:

Firm A) P.S. Painting Ltd. (Parts: A, D, E, F and G)

Firm B) Calverley Painting & Decorating Ltd. (Parts B and C)

Contract Award Value:

P.S. Painting Ltd. (Parts: A, D, E, F and G):

$ 2,907,702 net of all applicable taxes and charges

$ 3,285,703 including HST and all applicable charges

$ 2,958,878 net of HST recoveries

Contract is expected to start on date of award and end on September 30, 2019

Option Year 1 (October 1, 2019 to September 30, 2020)

$ 2,994,933 net of all applicable taxes and charges

$ 3,384,274 including HST and all applicable charges

$ 3,047,644 net of HST recoveries

Option Year 2 (October 1, 2020 to September 30, 2021)

$ 3,084,781 net of all applicable taxes and charges

$ 3,485,803 including HST and all applicable charges

$ 3,139,073 net of HST recoveries

Option Year 3 (October 1, 2021 to September 30, 2022)

$ 3,177,324 net of all applicable taxes and charges

$ 3,590,376 including HST and all applicable charges

$ 3,233,245 net of HST recoveries

Option Year 4 (October 1, 2022 to September 30, 2023)

$ 3,272,644 net of all applicable taxes and charges

$ 3,698,088 including HST and all applicable charges

$ 3,330,243 net of HST recoveries

The total potential contract award to P.S. Painting Ltd. including all option years for contract award is $15,709,083 net of HST recoveries. The total potential contract award including all option years is $17,444,244 including all applicable taxes and charges and $15,437,384 net of all taxes and charges.

Contract Award Value:

Calverley Painting & Decorating Ltd. (Parts B and C)

$ 1,023,769 net of all applicable taxes and charges

$ 1,156,859 including HST and all applicable charges

$ 1,041,787 net of HST recoveries

Contract is expected to start on date of award and end on September 30, 2019

Option Year 1 (October 1, 2019 to September 30, 2020)

$ 1,054,482 net of all applicable taxes and charges

$ 1,191,565 including HST and all applicable charges

$ 1,073,041 net of HST recoveries

Option Year 2 (October 1, 2020 to September 30, 2021)

$ 1,086,116 net of all applicable taxes and charges

$ 1,227,311 including HST and all applicable charges

$ 1,105,232 net of HST recoveries

Option Year 3 (October 1, 2021 to September 30, 2022)

$ 1,118,699 net of all applicable taxes and charges

$ 1,264,130 including HST and all applicable charges

$ 1,138,388 net of HST recoveries

Option Year 4 (October 1, 2022 to September 30, 2023)

$ 1,152,260 net of all applicable taxes and charges

$ 1,302,054 including HST and all applicable charges

$ 1,172,540 net of HST recoveries

The total potential award to Calverley Painting & Decorating Ltd. including all option years for contract award is $5,530,988 net of HST recoveries. The total potential contract award including all option years is $6,141,919 including all applicable taxes and charges, $5,435,326 net of all taxes and charges.

The total potential award identified in this report including all option years for two (2) awards is $20,872,710 net of all applicable taxes and charges;

$23,586,163 including all applicable taxes and charges. The total potential cost to the City including all option years is $21,240,071 net of HST recoveries.

Contracts are expected to start on the date of award and end on September 30, 2019, with the option to renew the Contract for four (4) additional and separate one (1) year periods.

The above cost calculations for the Option Years reflects an estimated 3 percent increase as per the Consumer Price Index.

Call Issued:  July 16, 2018                                                Call Closed: August 16, 2018

Number of Addenda Issued: One (1)

Number of Bids:  Four (4)

Table 2: Summary of Bids Received for Request for Quotation No. 1101-18-0248, including Bid price

*Bid prices were corrected for mathematical errors. Purchasing and Materials Management has verified that the mathematical errors were corrected.

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 (September 25, 2018) from the Chief Purchasing Officer:

Call Number:

Request for Quotation (RFQ) No. 4306-18-5028

Description:

The supply of all materials, equipment, labour and supervision required to provide a refrigeration service program to maintain the existing outdoor ice making refrigeration equipment located at various artificial ice rinks in the Etobicoke/York, Toronto/East York and Scarborough districts of the City of Toronto on behalf of the Parks, Forestry and Recreation

Recommended Bidder or Proponent:

Cimco Refrigeration, a Division of Toromont Industries Ltd.

Contract Award Value:

$ 1,165,732 net of all applicable taxes and charges

$ 1,317,277 including HST and all applicable charges

$ 1,186,249 net of HST recoveries

Contract is expected to start on date of award and end on June 30, 2019.

Option Year 1 Value (July 1, 2019 to June 30, 2020):

$ 1,200,704 net of all applicable taxes and charges

$ 1,356,796 including HST and all applicable charges

$ 1,221,836 net of HST recoveries

Option Year 2 Value (July 1, 2020 to June 30, 2021):

$ 1,236,725 net of all applicable taxes and charges

$ 1,397,499 including HST and all applicable charges

$ 1,258,491 net of HST recoveries

The total potential cost to the City, including all option years is $3,666,576 net of HST recoveries. The total potential contract award identified in this report, including all option years, is $3,603,160 net of all applicable taxes and charges and $4,071,571 including HST and all applicable taxes and charges.

Call Issued:  June 27, 2018                      Call Closed:  July 6, 2018

Number of Addenda Issued: None

Number of Bids:  One (1)

Table 2: Summary of Bids Received for Request for Quotation 4306-18-5028 including bid price

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 (October 11, 2018) from the Chief Purchasing Officer:

Call Number:

Request for Quotation No. 6028-18-0069

Description:

For the non-exclusive supply of all labour, materials and equipment and supplies necessary to provide warranty and non-warranty maintenance, repairs and replacement of O.E.M. Keith Walking Floor Systems and Main Hydraulic System Components for the City of Toronto's Fleet Services Division from October 1, 2018 to September 30, 2019 with the option to renew the contract for four (4) additional separate one (1) year periods.

Should the option(s) be exercised, then the Manager of Materials Management and Stores will request the Chief Purchasing Officer to process the renewals under the same terms and conditions.

Recommended Bidder:

Parente Garage

Contract Award Value:

$201,188 net of all applicable taxes and charges

$227,342 including HST and all applicable charges

$204,728 net of HST recoveries

Contract is expected to start on October 1, 2018 and end on September 30, 2019

Option Year 1 - From October 1, 2019 to September 30, 2020

$207,223 net of all applicable taxes and charges

$234,162 including all applicable taxes and charges

$210,870 net of HST recoveries

Option Year 2 – From October 1, 2020 to September 30, 2021

$213,440 net of all applicable taxes and charges

$241,187 including all applicable taxes and charges

$217,196 net of HST recoveries

Option Year 3 - From October 1, 2021 to September 30, 2022

$219,843 net of all applicable taxes and charges

$248,423 including all applicable taxes and charges

$223,712 net of HST recoveries

Option Year 4 - From October 1, 2022 to September 30, 2023

$226,438 net of all applicable taxes and charges

$255,875 including all applicable taxes and charges

$230,424 net of HST recoveries

The total potential contract award identified in this report including all optional years is $1,068,132 net of all taxes, and $1,206,989 including all applicable taxes and charges. The total potential cost to the City is $1,086,931 net of HST recoveries.

Call Issued: August 7, 2018                      Call Closed: September 11, 2018

Number of Addenda Issued: Two (2)

Number of Bids: One (1) 

Table 2: Summary of Bids Received for Request for Quotation Number 6028-18-0069 including bid price

*Note: $160,950 (Bid Price) + $40,238 (25 percent Miscellaneous Amount) +13 percent HST= $227,342 (Contract Award Value, including all applicable taxes and charges)

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 (October 10, 2018) from the Chief Purchasing Officer:

Call Number:

Request for Quotation No. 6031-18-7129

Description:

The Non-exclusive Provision of the Pickup and Delivery, Labour, Materials, Supplies, Freight, Supervision and all other Associated Tools and Equipment Necessary for the Complete Repair and Maintenance of City of Toronto's Owned Small Equipment.

Should the option(s) to renew be exercised, then the General Manager, Toronto Water Division will request the Chief Purchasing Officer of Purchasing and Materials Management to process the necessary contract renewals under the same terms and conditions.

Recommended Bidder:

Lans Construction & Contracting Ltd.

Contract Award Value:

From Date of Award to December 31, 2018

$202,800 net of all applicable taxes and charges

$229,164 including all applicable taxes and charges  

$206,370 net of HST recoveries

Option Year 1 – Jan 1, 2019 to December 31, 2019

$208,884 net of all applicable taxes and charges

$236,039 including all applicable taxes and charges

$212,561 net of HST recoveries

Option Year 2 – Jan 1, 2020 to December 31, 2020

$215,151 net of all applicable taxes and charges

$243,121 including all applicable taxes and charges

$218,938 net of HST recoveries

Option Year 3 – Jan 1, 2021 to December 31, 2021

$221,606 net of all applicable taxes and charges

$250,415 including all applicable taxes and charges

$225,506 net of HST recoveries

Option Year 4 – Jan 1, 2022 to December 31, 2022

$228,254 net of all applicable taxes and charges

$257,927 including all applicable taxes and charges

$232,271 net of HST recoveries

The total potential cost including the option years is $1,095,643 net of HST recoveries. The total potential award, including the option years is $1,216,663 including all applicable taxes and charges and $1,076,693 for net of all applicable taxes and charges.

Contract is expected to start on date of award and end on December 31, 2018 with the option to renew the Contract for four (4) additional and separate one (1) year periods.

The above cost calculations for the Optional Year(s) reflects an estimated 3 percent increase in the Consumer Price Index - All Items.

Call Issued:  May 30, 2018                        Call Closed: June 29, 2018

Number of Addenda Issued: None

Number of Bids:  Three (3)

Table 2: Summary of Bids Received for RFQ No. 6031-18-7129 including bid price

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 (October 1, 2018) from the Chief Purchasing Officer:

Call Number:

Tender No. 252-2018

Description:

Reconfiguration and Minor Interior Fit out of Customer Call Centre.

Recommended Bidder:

Trans Canada Construction

Contract Award Value:

$720,247 net of all applicable taxes and charges

$813,879 including HST and all applicable charges

$732,923 net of HST recoveries

Contract is expected to start one week after the date of award and end in March of 2019.

Call Issued:  August 28, 2018                  Call Closed:  Sept 18, 2018

Number of Addenda Issued: Two (2)

Number of Bids:  Four (4)

Table 2: Bidders and Bid Prices for Tender Call No. 252-2018

*Tender Price corrected for mathematical errors. PMMD has verified that the mathematical errors were corrected.

Members Present:

Jay Paleja - City Manager's Designate as Chair

Carlyle Khan - Deputy City Manager, Cluster B Designate 

Iqbal Ali - Deputy City Manager, Cluster A Designate