Award of Ariba Document Number 3782552477 to Rush Truck Centre of Canada and Mid-Ontario DIESEL LTD for the Provision of Warranty and Overflow Non-Warranty Preventative Maintenance and Repair Services on Medium and Heavy-Duty Vehicles for Fleet Services

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The decision

2023-03-08 · 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 2, 2023) from the Chief Procurement Officer: Solicitation Number: Request for Quotation, Ariba Document Number 3782552477 Description: For the non-exclusive supply of all parts, materials and equipment necessary to provide warranty and overflow non-warranty

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Original Equipment Manufacturer authorized parts and services on Original Equipment Manufacturer heavy-duty vehicles, for the City of Toronto's Fleet Services Division and Toronto Fire Services for a period of one (1) year from date of the award to February 29, 2024, with an option in favour of the City to extend the contract on the same terms and conditions for an additional term of up to four (4) separate one (1) year periods. Should the option year(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 Supplier: Rush Truck Centre of Canada (Lot 3 - Isuzu, and Lot 6 - International) Contract Award Value: $343,275 net of all applicable taxes and charges $387,900 including HST and all applicable charges $349,316 net of HST recoveries Contract is expected to start on the date of award and end on February 29, 2024. Option Year 1 - From March 1, 2024 to February 28, 2025 $353,573 net of all applicable taxes and charges $399,537 including all applicable taxes and charges $359,796 net of HST recoveries Option Year 2 - From March 1, 2025 to February 28, 2026 $364,180 net of all applicable taxes and charges $411,523 including all applicable taxes and charges $370,589 net of HST recoveries Option Year 3 - From March 1, 2026 to February 28, 2027 $375,105 net of all applicable taxes and charges $423,869 including all applicable taxes and charges $381,707 net of HST recoveries Option Year 4 - From March 1, 2027 to February 28, 2028 $386,358 net of all applicable taxes and charges $436,585 including all applicable taxes and charges $393,158 net of HST recoveries The total potential contact award to Rush Truck Centre of Canada identified in this report including all option years is $1,822,491 net of all applicable taxes and charges, and $2,059,415 including all applicable taxes and charges. The total potential cost to the City, including all option years is $1,854,567 net of HST Recoveries. Recommended Supplier: Mid-Ontario DIESEL LTD (Lot 4) Contract Award Value: $174,987 net of all applicable taxes and charges $197,735 including HST and all applicable charges $178,067 net of HST recoveries Contract is expected to start on the date of award and end on February 29, 2024. Option Year 1 - From March 1, 2024 to February 28, 2025 $180,237 net of all applicable taxes and charges $203,667 including all applicable taxes and charges $183,409 net of HST recoveries Option Year 2 - From March 1, 2024 to February 28, 2026 $185,644 net of all applicable taxes and charges $209,778 including all applicable taxes and charges $188,911 net of HST recoveries Option Year 3 - From March 1, 2024 to February 28, 2027 $191,213 net of all applicable taxes and charges $216,071 including all applicable taxes and charges $194,578 net of HST recoveries Option Year 4 - From March 1, 2024 to February 28, 2028 $196,950 net of all applicable taxes and charges $222,553 including all applicable taxes and charges $200,416 net of HST recoveries The total potential contact award to Mid-Ontario DIESEL LTD identified in this report including all option years is $929,030 net of all applicable taxes and charges, and $1,049,804 including all applicable taxes and charges. The total potential cost to the City, including all option years is $945,381 net of HST Recoveries. The above cost calculations reflect a 25 percent miscellaneous cost per supplier award for unforeseen factors, and a 3 percent Consumer Price Index adjustment applied annually to the yearly cost after the initial year term and reflected in Table 1. The total potential combined contract awards for all suppliers identified in this report including all optional years, is $2,751,521 net of all applicable taxes and charges, and $3,109,219 including all applicable taxes and charges. The total potential cost to the City, including all optional years is $2,799,948 net of HST Recoveries.

On the agenda

As the city filed it

Solicitation Issued: December 15, 2022 Solicitation Closed: January 13, 2023 Number of Addenda Issued: Zero (0) Number of Bids: Three (3) Table 2: Summary of Bids Received including bid price Lot/Bidder MID-ONTARIO DIESEL LTD Premier Truck Group* Rush Truck Centre of Canada** Lot 1 - Autocar $63,859.71 CAD Lot 2 - Kenworth $13,993.58 CAD Lot 3 - Isuzu $57,203.88 CAD $48,650.67 CAD Lot 4 - Mack $139,989.69 CAD $114,673.66

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CAD Lot 5 - Freightliner $473,238.06 CAD $141,559.17 CAD Lot 6 - International $225,968.94 CAD Lot 7 - Elodrado Bus $68,320.76 CAD *Premier Truck Group: Lot 5 - Bid was deemed non-compliant **Rush Truck Centre of Canada： Lot 1,2,4,5 and 7 - Bid was deemed non-compliant

Staff recommended

The Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract: Solicitation Number: Request for Quotation, Ariba Document Number 3782552477 Description: For the non-exclusive supply of all parts, materials and equipment necessary to provide warranty and overflow non-warranty Original Equipment Manufacturer authorized parts and services on Original Equipment Manufacturer heavy-duty vehicles, for the City of Toronto's Fleet Services Division and Toronto Fire Services for a period of one (1) year from date of the award to February 29, 2024, with an option in favour of the City to extend the contract on the same terms and conditions for an additional term of up to four (4) separate one (1) year periods.

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Should the option year(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 Supplier: Rush Truck Centre of Canada (Lot 3 - Isuzu, and Lot 6 - International) Contract Award Value: $343,275 net of all applicable taxes and charges $387,900 including HST and all applicable charges $349,316 net of HST recoveries Contract is expected to start on the date of award and end on February 29, 2024. Option Year 1 - From March 1, 2024 to February 28, 2025 $353,573 net of all applicable taxes and charges $399,537 including all applicable taxes and charges $359,796 net of HST recoveries Option Year 2 - From March 1, 2025 to February 28, 2026 $364,180 net of all applicable taxes and charges $411,523 including all applicable taxes and charges $370,589 net of HST recoveries Option Year 3 - From March 1, 2026 to February 28, 2027 $375,105 net of all applicable taxes and charges $423,869 including all applicable taxes and charges $381,707 net of HST recoveries Option Year 4 - From March 1, 2027 to February 28, 2028 $386,358 net of all applicable taxes and charges $436,585 including all applicable taxes and charges $393,158 net of HST recoveries The total potential contact award to Rush Truck Centre of Canada identified in this report including all option years is $1,822,491 net of all applicable taxes and charges, and $2,059,415 including all applicable taxes and charges. The total potential cost to the City, including all option years is $1,854,567 net of HST Recoveries. Recommended Supplier: Mid-Ontario DIESEL LTD (Lot 4) Contract Award Value: $174,987 net of all applicable taxes and charges $197,735 including HST and all applicable charges $178,067 net of HST recoveries Contract is expected to start on the date of award and end on February 29, 2024. Option Year 1 - From March 1, 2024 to February 28, 2025 $180,237 net of all applicable taxes and charges $203,667 including all applicable taxes and charges $183,409 net of HST recoveries Option Year 2 - From March 1, 2024 to February 28, 2026 $185,644 net of all applicable taxes and charges $209,778 including all applicable taxes and charges $188,911 net of HST recoveries Option Year 3 - From March 1, 2024 to February 28, 2027 $191,213 net of all applicable taxes and charges $216,071 including all applicable taxes and charges $194,578 net of HST recoveries Option Year 4 - From March 1, 2024 to February 28, 2028 $196,950 net of all applicable taxes and charges $222,553 including all applicable taxes and charges $200,416 net of HST recoveries The total potential contact award to Mid-Ontario DIESEL LTD identified in this report including all option years is $929,030 net of all applicable taxes and charges, and $1,049,804 including all applicable taxes and charges. The total potential cost to the City, including all option years is $945,381 net of HST Recoveries. The above cost calculations reflect a 25 percent miscellaneous cost per supplier award for unforeseen factors, and a 3 percent Consumer Price Index adjustment applied annually to the yearly cost after the initial year term and reflected in Table 1. The total potential combined contract awards for all suppliers identified in this report including all optional years, is $2,751,521 net of all applicable taxes and charges, and $3,109,219 including all applicable taxes and charges. The total potential cost to the City, including all optional years is $2,799,948 net of HST Recoveries.

On the record

The item as the City filed it