Award of Ariba Doc. Number 2675246197 to First Response Environmental 2012 Inc., for Vehicle Cleaning, Disinfecting and Decontamination Services for Various City Divisions

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The decision

2021-03-24 · 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 (March 18, 2021) from the Chief Procurement Officer: Solicitation Number: Request for Quotation (RFQ), Ariba Doc No. 2675246197 Description: For the non-exclusive supply and delivery of all labour, materials, equipment, travel time, mileage, fuel and incidentals

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necessary to perform scheduled and unscheduled non-emergency on-road and off-road vehicle cleaning and disinfecting, including blood and bodily fluid Decontamination Services for the City of Toronto's various Divisions and other Agencies and Corporations on an as and when required basis, for the period of one (1) year from April 1, 2021, to March 31, 2022, with the option to renew the contracts for two (2) additional separate one (1) year periods. Should the option(s) be exercised, then the General Manager Fleet Services will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: First Response Environmental Inc. Contract Award Value: $ 453,293 net of all applicable taxes and charges $ 512,221 including HST and all applicable charges $ 461,271 net of HST recoveries The Contract is expected to start on April 1, 2021 and end on March 31, 2022 Option Year 1 from April 1, 2022, to March 31, 2023 $466,891 net of all applicable taxes and charges $527,587 including all applicable taxes and charges $475,109 net of HST recoveries Option Year 2 from April 1, 2023, to March 31, 2024 $480,898 net of all applicable taxes and charges $543,415 including all applicable taxes and charges $489,362 net of HST recoveries The total potential contract award identified in this report including all optional years is $1,401,082 net of all taxes, and $1,583,223 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $1,425,741 net of HST recoveries. The above cost calculations include a twenty-five (25 percent) percent cost allowance per participating division for unforeseen factors and 3 percent Consumer Price Index (CPI) adjustment applied annually to the yearly cost after the initial one (1) year period and not reflected in the evaluated bid price noted in Table 2. Agencies, Boards, Commissions and Corporations (Toronto Public Library and Toronto Community Housing Corporation) also participated in this call and will be seeking their own authority.

On the agenda

As the city filed it

Table 8: Summary of Bids Received for RFQ, Ariba Doc. No. 2675246197 including bid price: Supplier Name Evaluated Bid Price (including H.S.T.)* ICS Facility Services Non-compliant First Response Environmental Inc. $580,868 SQM Janitorial Services Inc. $654,667 TBM Service Group Inc. $1,061,457 Servicare Interiors Inc. $1,225,187 Winmar - Markham $2,072,917 Sure General Contractors Inc. $2,595,579 Tri-Phase Environmental Inc.

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$5,022,737 *The Evaluated Bid Price includes pricing for THC and TPL, which are not included in this BAP process or the contract award value. The 25 percent cost allowance is not included in the Evaluated Bid Price

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), Ariba Doc No. 2675246197 Description: For the non-exclusive supply and delivery of all labour, materials, equipment, travel time, mileage, fuel and incidentals necessary to perform scheduled and unscheduled non-emergency on-road and off-road vehicle cleaning and disinfecting, including blood and bodily fluid Decontamination Services for the City of Toronto's various Divisions and other Agencies and Corporations on an as and when required basis, for the period of one (1) year from April 1, 2021, to March 31, 2022, with the option to renew the contracts for two (2) additional separate one (1) year periods.

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Should the option(s) be exercised, then the General Manager Fleet Services will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: First Response Environmental Inc. Contract Award Value: $ 453,293 net of all applicable taxes and charges $ 512,221 including HST and all applicable charges $ 461,271 net of HST recoveries The Contract is expected to start on April 1, 2021 and end on March 31, 2022 Option Year 1 from April 1, 2022, to March 31, 2023 $466,891 net of all applicable taxes and charges $527,587 including all applicable taxes and charges $475,109 net of HST recoveries Option Year 2 from April 1, 2023, to March 31, 2024 $480,898 net of all applicable taxes and charges $543,415 including all applicable taxes and charges $489,362 net of HST recoveries The total potential contract award identified in this report including all optional years is $1,401,082 net of all taxes, and $1,583,223 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $1,425,741 net of HST recoveries. The above cost calculations include a twenty-five (25 percent) percent cost allowance per participating division for unforeseen factors and 3 percent Consumer Price Index (CPI) adjustment applied annually to the yearly cost after the initial one (1) year period and not reflected in the evaluated bid price noted in Table 2. Agencies, Boards, Commissions and Corporations (Toronto Public Library and Toronto Community Housing Corporation) also participated in this call and will be seeking their own authority.

On the record

The item as the City filed it

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