Award of Request for Quotation Number 4305-19-5044 to Carmichael Engineering Ltd. for the HVAC Preventative Maintenance Services and Emergency Repairs at Various City of Toronto's Shelters

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The decision

2019-11-13 · Bid Award Panel · adopted

As filed

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).

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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).

On the agenda

As the city filed it

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 Name Bid Price (including H.S.T.) Smith and Long Mechanical Limited $453,450 * Carmichael Engineering Ltd. $500,589 (including 3 percent prompt payment discount) * Bidder was found non-compliant with mandatory requirements.

Staff recommended

The Chief Purchasing Officer recommends that the Bid Award Panel grant authority to award the following contract: 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 and 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).

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Should the option(s) be exercised, then the General Manager of Shelter, Support and 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).

On the record

The item as the City filed it