Award of Request for Proposal No. 9108-18-0283 to Guardian Van Lines for Asset Management, Furniture Installation and Large and Small Moves

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The decision

2019-01-16 · Bid Award Panel · adopted

As filed

The Bid Award Panel adopted the following: 1. Bid Award Panel grant authority to award the following contract in accordance with the Contract Details set out in the report (January 10, 2019) from the Chief Purchasing Officer: Call Number: Request for Proposal No. 9108-18-0283 Description: Asset Management and Furniture Installation services and Large and Small Moves, for Corporate Services, Strategic Policy and Planning.

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Should the option years 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 Proponent: Guardian Van Lines Contract Award Value: $5,400,000 net of all applicable taxes and charges $6,102,000 including HST and all applicable charges $5,495,040 including HST recoveries Contract is expected to start on January 1, 2019 and end on December 31, 2022. Option Year 1 (January 1, 2023 to December 31, 2023) $1,800,000 net of all applicable taxes and charges $2,034,000 including HST and all applicable charges $1,831,680 net of HST recoveries Option Year 2 (January 1, 2024 to December 31, 2024) $1,854,000 net of all applicable taxes and charges $2,095,020 including HST and all applicable charges $1,886,630 net of HST recoveries The total potential cost to the City including all option years is $9,213,350 net of HST recoveries. The total potential contract award including all option years is $10,231,020 including all applicable taxes and charges and $9,054,000 net of all applicable taxes and charges. The above cost calculations for the option year reflect an estimated 3 percent increase in the consumer price index (CPI) for the labour cost.

On the agenda

As the city filed it

Call Issued: September 27, 2018 Call Closed: November 2, 2018 Number of Addenda Issued: Two (2) Number of Bids: Four (4) Table 2: Summary of Proposals Received for Request For Proposal 9108-18-0283 Proponent Name Guardian Van Lines AMJ Campbell AKM Transport * Office Move Pro * * Proponents declared Non-Compliant

Staff recommended

The Chief Purchasing Officer recommends that the Bid Award Panel grant authority to award the following contract: Call Number: Request for Proposal No. 9108-18-0283 Description: Asset Management and Furniture Installation services and Large and Small Moves, for Corporate Services, Strategic Policy and Planning. Should the option years 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.

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Recommended Proponent: Guardian Van Lines Contract Award Value: $5,400,000 net of all applicable taxes and charges $6,102,000 including HST and all applicable charges $5,495,040 including HST recoveries Contract is expected to start on January 1, 2019 and end on Dec 31, 2022. Option Year 1 (January 1, 2023 to December 31, 2023) $1,800,000 net of all applicable taxes and charges $2,034,000 including HST and all applicable charges $1,831,680 net of HST recoveries Option Year 2 (January 1, 2024 to December 31, 2024) $1,854,000 net of all applicable taxes and charges $2,095,020 including HST and all applicable charges $1,886,630 net of HST recoveries The total potential cost to the City including all option years is $9,213,350 net of HST recoveries. The total potential contract award including all option years is $10,231,020 including all applicable taxes and charges and $9,054,000 net of all applicable taxes and charges. The above cost calculations for the option year reflect an estimated 3 percent increase in the consumer price index (CPI) for the labour cost.

On the record

The item as the City filed it