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←Bid Award Panel · 2020-12-02 · 2020.BA112.10

The filed record

Award of Ariba Doc Number 2509964355 to BFS Technologies Inc., o/a Taff-guard Filtration for Supply and Delivery of New Drive Belts and Filters for HVAC Equipment for Seniors Services and Long-Term Care Division

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The decision

2020-12-02 · 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 26, 2020), from the Chief Procurement Officer: Solicitation Number: Request for Quotation (RFQ) Number 2509964355 Description: For the non-exclusive supply and delivery of New Drive Belts and Filters for HVAC Equipment, as and when required, for ten (10) Homes of the City of Toronto, Senior Services and Long-Term Care Division from the date of award to November 30, 2022, with the option to renew the Contract for three (3) additional separate one (1)-year periods at the sole discretion of the City and subject to budget approval(s).

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Should the option(s) be exercised, the General Manager, Seniors Services and Long-Term Care Division will request the Chief Procurement Officer of Purchasing and Materials Management Division to process the renewals under the same terms and conditions. Recommended Supplier: BFS Technologies Inc. o/a Taff-guard Filtration Contract Award Value: $509,043 net of all applicable taxes and charges $575,219 including HST and all applicable charges $518,003 net of HST recoveries Contract is expected to start on Date of Award and end on November 30, 2022. Option Year 1 (December 1, 2022 to November 30, 2023) $262,157 net of all applicable taxes and charges $296,238 including HST and all applicable charges $266,771 net of HST recoveries Option Year 2 (December 1, 2023 to November 30, 2024) $270,022 net of all applicable taxes and charges $305,125 including HST and all applicable charges $274,774 net of HST recoveries Option Year 3 (December 1, 2024 to November 30, 2025) $278,123 net of all applicable taxes and charges $314,279 including HST and all applicable charges $283,018 net of HST recoveries The total potential cost to the City including all option years is $1,342,566 net of HST recoveries, $1,490,861 including all applicable taxes and charges and $1,319,346 net of all applicable taxes and charges. The above cost calculations for the Option Years reflect an estimated annual 3 percent increase as per the Consumer Price Index (CPI).

On the agenda

As the city filed it

Solicitation Issued: August 7, 2020 Solicitation Closed: September 15, 2020 Number of Addenda Issued: Five (5) Number of Bids: Five (5) Table 2: Summary of Bids Received for Ariba Doc Number 2509964355 including bid price Supplier Name Bid Price* (including H.S.T.) BFS Technologies Inc. o/a Taff-guard Filtration $575,219 Dafco Filtration Group Corporation $576,415 Camfil Canada Inc. $707,031 Southern Engineers $1,292,144** Canadian Bearings Ltd.

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$1,340,994 * Bid prices based on quantities reduced by 40 percent. Due to COVID-19 pandemic, the RFQ was issued for higher quality HVAC filters and at a larger quantity to facilitate increased frequency of filter replacement to enhance health and safety measures at the long-term care homes. The bids received were significantly higher than budget available. There was insufficient budget to award the full value of the RFQ, a reduction in quantity was required. ** Supplier was found non-compliant with mandatory requirements.

Staff recommended

The Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract: Solicitation Number: Request for Quotation (RFQ) Number 2509964355 Description: For the non-exclusive supply and delivery of New Drive Belts and Filters for HVAC Equipment, as and when required, for ten (10) Homes of the City of Toronto, Senior Services and Long-Term Care Division from the date of award to November 30, 2022, with the option to renew the Contract for three (3) additional separate one (1)-year periods at the sole discretion of the City and subject to budget approval(s).

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Should the option(s) be exercised, the General Manager, Seniors Services and Long-Term Care Division will request the Chief Procurement Officer of Purchasing and Materials Management Division to process the renewals under the same terms and conditions. Recommended Supplier: BFS Technologies Inc. o/a Taff-guard Filtration Contract Award Value: $509,043 net of all applicable taxes and charges $575,219 including HST and all applicable charges $518,003 net of HST recoveries Contract is expected to start on Date of Award and end on November 30, 2022. Option Year 1 (December 1, 2022 to November 30, 2023) $262,157 net of all applicable taxes and charges $296,238 including HST and all applicable charges $266,771 net of HST recoveries Option Year 2 (December 1, 2023 to November 30, 2024) $270,022 net of all applicable taxes and charges $305,125 including HST and all applicable charges $274,774 net of HST recoveries Option Year 3 (December 1, 2024 to November 30, 2025) $278,123 net of all applicable taxes and charges $314,279 including HST and all applicable charges $283,018 net of HST recoveries The total potential cost to the City including all option years is $1,342,566 net of HST recoveries, $1,490,861 including all applicable taxes and charges and $1,319,346 net of all applicable taxes and charges. The above cost calculations for the Option Years reflect an estimated annual 3 percent increase as per the Consumer Price Index (CPI).

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