Award of Ariba Document Number 3524228095 to Various Suppliers for the Non-Original Equipment Manufacturer (OEM) Preventative Vehicle Maintenance, Repairs, and Inspections Services for Fleet Services, Fire Services, and Paramedic Services

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The decision

2022-11-09 · 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 3, 2022) from the Acting Chief Procurement Officer: Solicitation Number: Request for Quotation, Ariba Document Number 3524228095 Description: For the non-exclusive supply of all labour, parts, materials, and equipment necessary to perform non-Original

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Equipment Manufacturer vehicle Preventative Maintenance, repairs and inspections to various Light-Duty vehicles class 1-2, and overflow Medium and / or Heavy-Duty vehicles class 3 through class 9, on an as-and-when-required basis at their facility, for the City of Toronto's Fleet Services Division, Toronto Fire Services, and Toronto Paramedic Services, from date of award to November 14, 2023, with the option to renew the contract for an additional four (4) separate one (1) year periods. The Request for Quotation is structured to award two (2) separate contracts to the two (2) lowest suppliers (Primary and Secondary) based on the suppliers meeting specifications per Districts: District 1 - Toronto and East York District, District 2 - Etobicoke York District, District 3 - North York District and District 4 - Scarborough District. Fleet Services Division intends to distribute 60 - 80 percent of the work to the Primary Supplier, and 20 - 40 percent of the work to the Secondary Supplier as per Request for Quotation Part 5 - Instructions to Pricing Form, Section 4.9. Should the option(s) be exercised, then the General Manager, Fleet Services Division will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Suppliers: Portugal Auto Garage Contract Award Value: $431,859 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $488,001 including HST and all applicable charges $439,460 net of HST recoveries Contract is expected to start on the date of award and end on November 14, 2023. Option Year 1 (November 15, 2023, to November 14, 2024) $444,815 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $502,641 including all applicable taxes and charges $452,643 net of HST recoveries Option Year 2 (November 15, 2024, to November 14, 2025) $458,159 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $567,984 including all applicable taxes and charges $466,223 net of HST recoveries Option Year 3 (November 15, 2025, to November 14, 2026) $471,904 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $641,822 including all applicable taxes and charges $480,209 net of HST recoveries Option Year 4 (November 15, 2026, to November 14, 2027) $486,061 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $725,259 including all applicable taxes and charges $494,616 net of HST recoveries Total Potential Contract Award Value including Optional Periods: $2,292,798 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,925,706 including HST and all applicable charges $2,333,151 net of HST recoveries Recommended Supplier: North Keele Auto Repair Centre Contract Award Value: $1,665,044 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $1,881,500 including HST and all applicable charges $1,694,349 net of HST recoveries Contract is expected to start on the date of award and end on November 14, 2023. Option Year 1 (November 15, 2023, to November 14, 2024) $1,714,995 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $1,937,945 including all applicable taxes and charges $1,745,179 net of HST recoveries Option Year 2 (November 15, 2024, to November 14, 2025) $1,766,445 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $1,996,083 including all applicable taxes and charges $1,797,535 net of HST recoveries Option Year 3 (November 15, 2025, to November 14, 2026) $1,819,438 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,055,965 including all applicable taxes and charges $1,851,461 net of HST recoveries Option Year 4 (November 15, 2026, to November 14, 2027) $1,874,022 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,117,644 including all applicable taxes and charges $1,907,004 net of HST recoveries Total Potential Contract Award Value including Optional Periods: $8,839,944 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $9,989,137 including HST and all applicable charges $8,995,527 net of HST recoveries Recommended Supplier: BDS Fleet Services Contract Award Value: $2,443,334 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,760,967 including HST and all applicable charges $2,486,337 net of HST recoveries Contract is expected to start on the date of award and end on November 14, 2023. Option Year 1 (November 15, 2023, to November 14, 2024) $2,516,634 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,843,796 including all applicable taxes and charges $2,560,927 net of HST recoveries Option Year 2 (November 15, 2024, to November 14, 2025) $2,592,133 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,929,110 including all applicable taxes and charges $2,637,754 net of HST recoveries Option Year 3 (November 15, 2025, to November 14, 2026) $2,669,897 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $3,016,984 including all applicable taxes and charges $2,716,887 net of HST recoveries Option Year 4 (November 15, 2026, to November 14, 2027) $2,749,994 net of all applicable taxes and charges $3,107,493 including all applicable taxes and charges $2,798,394 net of HST recoveries Total Potential Contract Award Value including Optional Periods: $12,971,992 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $14,658,351 including HST and all applicable charges $13,200,299 net of HST recoveries Recommended Supplier: Auto Guyz - Auto Repair Contract Award Value: $370,940 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $419,162 including HST and all applicable charges $377,469 net of HST recoveries Contract is expected to start on the date of award and end on November 14, 2023. Option Year 1 (November 15, 2023, to November 14, 2024) $382,068 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $431,737 including all applicable taxes and charges $388,793 net of HST recoveries Option Year 2 (November 15, 2024, to November 14, 2025) $393,530 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $444,689 including all applicable taxes and charges $400,456 net of HST recoveries Option Year 3 (November 15, 2025, to November 14, 2026) $405,336 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $458,030 including all applicable taxes and charges $412,470 net of HST recoveries Option Year 4 (November 15, 2026, to November 14, 2027) $417,496 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $471,771 including all applicable taxes and charges $424,844 net of HST recoveries Total Potential Contract Award Value including Optional Periods: $1,969,371 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,225,389 including HST and all applicable charges $2,004,032 net of HST recoveries Recommended Supplier: Hogan Chevrolet Buick GMC Contract Award Value: $250,366 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $282,913 including HST and all applicable charges $254,772 net of HST recoveries Contract is expected to start on the date of award and end on November 14, 2023. Option Year 1 - From November 15, 2023, to November 14, 2024 $257,877 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $291,401 including all applicable taxes and charges $262,416 net of HST recoveries Option Year 2 - From November 15, 2024, to November 14, 2025 $265,613 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $300,143 including all applicable taxes and charges $270,288 net of HST recoveries Option Year 3 - From November 15, 2025, to November 14, 2026 $273,582 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $309,147 including all applicable taxes and charges $278,397 net of HST recoveries Option Year 4 - From November 15, 2026, to November 14, 2027 $281,789 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $318,422 including all applicable taxes and charges $286,749 net of HST recoveries Total Potential Contract Award Value including Optional Periods: $1,329,227 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $1,502,026 including HST and all applicable charges $1,352,621 net of HST recoveries The total potential combined contract awards for all suppliers identified in this report including all optional years is $27,403,331 net of all taxes and $31,300,609 including all applicable taxes and charges. The total potential cost to the City, including all optional years, for all contract awards is $27,885,630 net of HST Recoveries. The above cost calculations reflect a 3 percent Consumer Price Index adjustment applied annually to each year's cost after the initial one (1) year period.

On the agenda

As the city filed it

Solicitation Issued: June 9, 2022, Solicitation Closed: July 18, 2022 Number of Addenda Issued: two (2) Number of Bids: six (6) Table 4: Summary of Bids Received including bid price (Fleet Services D1 - Medium & Heavy Duty) Supplier Name Bid Price (excluding HST) BDS Fleet Service, 1698626 Ont. Inc. $510,532.88 North Keele Auto Repair Centre Ltd. $539,361.04 Table 5: Summary of Bids Received including bid price (Fleet Services D2 - Medium & Heavy Duty) Supplier Name Bid Price (excluding HST) North Keele Auto Repair Centre Ltd.

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$297,747.68 BDS Fleet Service, 1698626 Ont. Inc. $337,895.68 Table 6: Summary of Bids Received including bid price (Fleet Services D3 - Medium & Heavy Duty) Supplier Name Bid Price (excluding HST) North Keele Auto Repair Centre Ltd. $473,024.69 BDS Fleet Service, 1698626 Ont. Inc. $536,725.49 Table 7: Summary of Bids Received including bid price (Fleet Services D4 - Medium & Heavy Duty) Supplier Name Bid Price (excluding HST) BDS Fleet Service, 1698626 Ont. Inc. $563,452.31 North Keele Auto Repair Centre Ltd. $616,947.95 Table 8: Summary of Bids Received including bid price (Fire Services - Medium & Heavy Duty) Supplier Name Bid Price (excluding HST) North Keele Auto Repair Centre Ltd. $140,000.00 BDS Fleet Service, 1698626 Ont. Inc. $394,100.00 Table 9: Summary of Bids Received including bid price (Paramedic Services - Medium & Heavy Duty) Supplier Name Bid Price (excluding HST) North Keele Auto Repair Centre Ltd. $138,642.00 Hogan Chevrolet Buick GMC Limited $151,797.32 BDS Fleet Service, 1698626 Ont. Inc. $170,600.00 Table 10: Summary of Bids Received including bid price (Fleet Services D1 - Light Duty) Supplier Name Bid Price (excluding HST) Portugal Auto Garage $417,386.46 North Keele Auto Repair Centre Ltd. $422,798.46 BDS Fleet Service, 1698626 Ont. Inc. $463,431.07 Hogan Chevrolet Buick GMC Limited $490,410.65 Table 11: Summary of Bids Received including bid price (Fleet Services D2 - Light Duty) Supplier Name Bid Price (excluding HST) North Keele Auto Repair Centre Ltd. $172,649.19 Eagle Autowerks Inc.* $199,755.83 BDS Fleet Service, 1698626 Ont. Inc. $200,274.19 *Supplier was found non-compliant with mandatory requirements Table 12: Summary of Bids Received including bid price (Fleet Services D3 - Light Duty) Supplier Name Bid Price (excluding HST) Auto Guyz Tire & Automotive Ltd. $308,530.18 North Keele Auto Repair Centre Ltd. $315,023.65 Eagle Autowerks Inc.* $364,477.70 Hogan Chevrolet Buick GMC Limited $365,394.29 BDS Fleet Service, 1698626 Ont. Inc. $365,423.65 * Supplier was found non-compliant with mandatory requirements Table 13: Summary of Bids Received including bid price (Fleet Services D4 - Light Duty) Supplier Name Bid Price (excluding HST) North Keele Auto Repair Centre Ltd. $328,277.02 BDS Fleet Service, 1698626 Ont. Inc. $358,224.60 Hogan Chevrolet Buick GMC Limited $380,772.42 Table 14: Summary of Bids Received including bid price (Fire Services Com 1 - Light Duty) Supplier Name Bid Price (excluding HST) Auto Guyz Tire & Automotive Ltd. $85,800.00 North Keele Auto Repair Centre Ltd. $86,500.00 Hogan Chevrolet Buick GMC Limited $92,852.00 BDS Fleet Service, 1698626 Ont. Inc. $96,500.00 Table 15: Summary of Bids Received including bid price (Fire Services Com 2 - Light Duty) Supplier Name Bid Price (excluding HST) North Keele Auto Repair Centre Ltd. $105,650.00 BDS Fleet Service, 1698626 Ont. Inc. $112,700.00 Hogan Chevrolet Buick GMC Limited $113,458.80 Table 16: Summary of Bids Received including bid price (Fire Services Com 3 - Light Duty) Supplier Name Bid Price (excluding HST) North Keele Auto Repair Centre Ltd. $91,645.00 Hogan Chevrolet Buick GMC Limited $98,299.00 BDS Fleet Service, 1698626 Ont. Inc. $102,270.00 Table 17: Summary of Bids Received including bid price (Fire Services Com 4 - Light Duty) Supplier Name Bid Price (excluding HST) Auto Guyz Tire & Automotive Ltd. $94,060.00 North Keele Auto Repair Centre Ltd. $94,950.00 Hogan Chevrolet Buick GMC Limited $101,777.20 BDS Fleet Service, 1698626 Ont. Inc. $105,950 Eagle Autowerks Inc.* $106,064.30 *Supplier was found Non-Compliant with the mandatory requirements

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 3524228095 Description: For the non-exclusive supply of all labour, parts, materials, and equipment necessary to perform non-Original Equipment Manufacturer vehicle Preventative Maintenance, repairs and inspections to various Light-Duty vehicles class 1-2, and overflow Medium and / or Heavy-Duty vehicles class 3 through class 9, on an as-and-when-required basis at their facility, for the City of Toronto's Fleet Services Division, Toronto Fire Services, and Toronto Paramedic Services, from date of award to November 14, 2023, with the option to renew the contract for an additional four (4) separate one (1) year periods.

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The Request for Quotation is structured to award two (2) separate contracts to the two (2) lowest suppliers (Primary and Secondary) based on the suppliers meeting specifications per Districts: District 1 - Toronto and East York District, District 2 - Etobicoke York District, District 3 - North York District and District 4 - Scarborough District. Fleet Services Division intends to distribute 60 - 80 percent of the work to the Primary Supplier, and 20 - 40 percent of the work to the Secondary Supplier as per Request for Quotation Part 5 - Instructions to Pricing Form, Section 4.9. Should the option(s) be exercised, then the General Manager, Fleet Services Division will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Suppliers: Portugal Auto Garage Contract Award Value: $431,859 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $488,001 including HST and all applicable charges $439,460 net of HST recoveries Contract is expected to start on the date of award and end on November 14, 2023. Option Year 1 (November 15, 2023, to November 14, 2024) $444,815 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $502,641 including all applicable taxes and charges $452,643 net of HST recoveries Option Year 2 (November 15, 2024, to November 14, 2025) $458,159 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $567,984 including all applicable taxes and charges $466,223 net of HST recoveries Option Year 3 (November 15, 2025, to November 14, 2026) $471,904 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $641,822 including all applicable taxes and charges $480,209 net of HST recoveries Option Year 4 (November 15, 2026, to November 14, 2027) $486,061 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $725,259 including all applicable taxes and charges $494,616 net of HST recoveries Total Potential Contract Award Value including Optional Periods: $2,292,798 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,925,706 including HST and all applicable charges $2,333,151 net of HST recoveries Recommended Supplier: North Keele Auto Repair Centre Contract Award Value: $1,665,044 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $1,881,500 including HST and all applicable charges $1,694,349 net of HST recoveries Contract is expected to start on the date of award and end on November 14, 2023. Option Year 1 (November 15, 2023, to November 14, 2024) $1,714,995 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $1,937,945 including all applicable taxes and charges $1,745,179 net of HST recoveries Option Year 2 (November 15, 2024, to November 14, 2025) $1,766,445 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $1,996,083 including all applicable taxes and charges $1,797,535 net of HST recoveries Option Year 3 (November 15, 2025, to November 14, 2026) $1,819,438 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,055,965 including all applicable taxes and charges $1,851,461 net of HST recoveries Option Year 4 (November 15, 2026, to November 14, 2027) $1,874,022 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,117,644 including all applicable taxes and charges $1,907,004 net of HST recoveries Total Potential Contract Award Value including Optional Periods: $8,839,944 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $9,989,137 including HST and all applicable charges $8,995,527 net of HST recoveries Recommended Supplier: BDS Fleet Services Contract Award Value: $2,443,334 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,760,967 including HST and all applicable charges $2,486,337 net of HST recoveries Contract is expected to start on the date of award and end on November 14, 2023. Option Year 1 (November 15, 2023, to November 14, 2024) $2,516,634 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,843,796 including all applicable taxes and charges $2,560,927 net of HST recoveries Option Year 2 (November 15, 2024, to November 14, 2025) $2,592,133 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,929,110 including all applicable taxes and charges $2,637,754 net of HST recoveries Option Year 3 (November 15, 2025, to November 14, 2026) $2,669,897 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $3,016,984 including all applicable taxes and charges $2,716,887 net of HST recoveries Option Year 4 (November 15, 2026, to November 14, 2027) $2,749,994 net of all applicable taxes and charges $3,107,493 including all applicable taxes and charges $2,798,394 net of HST recoveries Total Potential Contract Award Value including Optional Periods: $12,971,992 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $14,658,351 including HST and all applicable charges $13,200,299 net of HST recoveries Recommended Supplier: Auto Guyz - Auto Repair Contract Award Value: $370,940 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $419,162 including HST and all applicable charges $377,469 net of HST recoveries Contract is expected to start on the date of award and end on November 14, 2023. Option Year 1 (November 15, 2023, to November 14, 2024) $382,068 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $431,737 including all applicable taxes and charges $388,793 net of HST recoveries Option Year 2 (November 15, 2024, to November 14, 2025) $393,530 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $444,689 including all applicable taxes and charges $400,456 net of HST recoveries Option Year 3 (November 15, 2025, to November 14, 2026) $405,336 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $458,030 including all applicable taxes and charges $412,470 net of HST recoveries Option Year 4 (November 15, 2026, to November 14, 2027) $417,496 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $471,771 including all applicable taxes and charges $424,844 net of HST recoveries Total Potential Contract Award Value including Optional Periods: $1,969,371 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $2,225,389 including HST and all applicable charges $2,004,032 net of HST recoveries Recommended Supplier: Hogan Chevrolet Buick GMC Contract Award Value: $250,366 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $282,913 including HST and all applicable charges $254,772 net of HST recoveries Contract is expected to start on the date of award and end on November 14, 2023. Option Year 1 - From November 15, 2023, to November 14, 2024 $257,877 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $291,401 including all applicable taxes and charges $262,416 net of HST recoveries Option Year 2 - From November 15, 2024, to November 14, 2025 $265,613 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $300,143 including all applicable taxes and charges $270,288 net of HST recoveries Option Year 3 - From November 15, 2025, to November 14, 2026 $273,582 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $309,147 including all applicable taxes and charges $278,397 net of HST recoveries Option Year 4 - From November 15, 2026, to November 14, 2027 $281,789 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $318,422 including all applicable taxes and charges $286,749 net of HST recoveries Total Potential Contract Award Value including Optional Periods: $1,329,227 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $1,502,026 including HST and all applicable charges $1,352,621 net of HST recoveries The total potential combined contract awards for all suppliers identified in this report including all optional years is $27,403,331 net of all taxes and $31,300,609 including all applicable taxes and charges. The total potential cost to the City, including all optional years, for all contract awards is $27,885,630 net of HST Recoveries. The above cost calculations reflect a 3 percent Consumer Price Index adjustment applied annually to each year's cost after the initial one (1) year period.

On the record

The item as the City filed it