Award of Ariba Document Number 3345645359 to R&R Tarp Repair Services for the Supply of all Labour, Equipment, Materials, Transportation and Incidentals Necessary for Trailer Tarp Repair Service for Solid Waste Management Services

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The decision

2022-05-25 · 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 (May 19, 2022) from the Acting Chief Procurement Officer: Solicitation Number: Request for Quotation, Ariba Document Number 3345645359 Description: For the non-exclusive supply of all labour, equipment, materials, transportation and incidentals necessary for

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the supply of Products including mobile installation and repair of Tarpaulins and Tarpaulin Mechanisms on Open Top Trailers, Roll-Off Bins and Dump Trucks for the Solid Waste Management Services for a period of three (3) years starting on June 1, 2022, with an option in favour of the City to extend the agreement on the same terms and conditions for an additional term of up to two (2) additional separate one (1) year periods. Should the option(s) be exercised, then the General Manager of the Solid Waste Management Services will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: R&R Tarp Repair Service Contract Award Value: $1,580,013 net of all applicable taxes and charges $1,785,414 including HST and all applicable charges $1,607,821 net of HST recoveries Contract is expected to start on June 1, 2022 and end on May 31, 2025. Option Year 1 (June 1, 2025 - May 31, 2026): $525,172 net of all applicable taxes and charges $593,444 including HST and all applicable charges $534,415 net of HST recoveries Option Year 2 (June 1, 2026 - May 31, 2027): $525,172 net of all applicable taxes and charges $593,444 including HST and all applicable charges $534,415 net of HST recoveries The total potential contract award, including all option years is $2,972,303 including all applicable taxes and charges and $2,630,356 net of all applicable taxes and charges. The total potential cost to the City, including all option years, is $2,676,651 net of HST recoveries The Contract Award Value identified above, includes 10% for Miscellaneous Items applied to the Initial Term and Option Years, all in accordance with the Request for Quotation requirements.

On the agenda

As the city filed it

Solicitation Issued: February 23, 2022 Solicitation Closed: April 5, 2022 Number of Addenda Issued: Two (2) Number of Bids: One (1) Table 2: Summary of Bids Received including bid price. Supplier Name Bid Price (excluding H.S.T.) R&R Tarp Repair Service $1,436,375.00* * Pursuant to the Request for Quotation document the contract award value includes contingency.

Staff recommended

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract: Solicitation Number: Request for Quotation, Ariba Document Number 3345645359 Description: For the non-exclusive supply of all labour, equipment, materials, transportation and incidentals necessary for the supply of Products including mobile installation and repair of Tarpaulins and Tarpaulin Mechanisms on Open Top Trailers, Roll-Off Bins and Dump Trucks for the Solid Waste Management Services for a period of three (3) years starting on June 1, 2022, with an option in favour of the City to extend the agreement on the same terms and conditions for an additional term of up to two (2) additional separate one (1) year periods.

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Should the option(s) be exercised, then the General Manager of the Solid Waste Management Services will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: R&R Tarp Repair Service Contract Award Value: $1,580,013 net of all applicable taxes and charges $1,785,414 including HST and all applicable charges $1,607,821 net of HST recoveries Contract is expected to start on June 1, 2022 and end on May 31, 2025. Option Year 1 (June 1, 2025 - May 31, 2026): $525,172 net of all applicable taxes and charges $593,444 including HST and all applicable charges $534,415 net of HST recoveries Option Year 2 (June 1, 2026 - May 31, 2027): $525,172 net of all applicable taxes and charges $593,444 including HST and all applicable charges $534,415 net of HST recoveries The total potential contract award, including all option years is $2,972,303 including all applicable taxes and charges and $2,630,356 net of all applicable taxes and charges. The total potential cost to the City, including all option years, is $2,676,651 net of HST recoveries The Contract Award Value identified above, includes 10% for Miscellaneous Items applied to the Initial Term and Option Years, all in accordance with the Request for Quotation requirements.

On the record

The item as the City filed it