Award of Ariba Document Number 3705834628 to Mid Ontario Truck Centre and Kiff Auto for the Provision of Non-Warranty Services, Maintenance and Repair of Engines and Fuel Systems of Compressed Natural Gas powered Natural Gas Vehicles for Fleet Services

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The decision

2023-05-24 · 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 (May 18, 2023) from the Chief Procurement Officer: Solicitation Number: Request for Quotations, Ariba Document Number 3705834628. Description: For the non-exclusive supply of all labour, materials and equipment necessary to provide non-warranty services including

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inspection, diagnosis, Preventative Maintenance, service, repair and parts for engines and fuel systems of Compressed Natural Gas powered Natural Gas Vehicles, owned and operated by the City of Toronto's Fleet Services Division, for a period of one (1) year from May 1, 2023 to April 30, 2024, with an option in favour of the City to extend the contract on the same terms and conditions for additional terms of up to four (4) separate one (1) year periods. Should the option(s) be exercised, the General Manager of Fleet Services Division will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: Mid Ontario Diesel Ltd. O/A Mid-Ontario Truck Centre - Lot 1 Contract Award Value: $350,384 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $395,934 including HST and all applicable charges $356,551 net of HST recoveries Contract is expected to start on May 1, 2023 and end on April 30, 2024. Option Year 1 - From May 1, 2024 to April 30, 2025 $360,896 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $407,812 including all applicable taxes and charges $367,247 net of HST recoveries Option Year 2 - From May 1, 2025 to April 30, 2026 $371,723 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $420,047 including all applicable taxes and charges $378,265 net of HST recoveries Option Year 3 - From May 1, 2026 to April 30, 2027 $382,874 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $432,648 including all applicable taxes and charges $389,613 net of HST recoveries Option Year 4 - From May 1, 2027 to April 30, 2028 $394,360 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $445,627 including all applicable taxes and charges $401,301 net of HST recoveries The above cost calculations include 3 percent Consumer Price Index cost adjustment applied to each term after the initial one (1) year contract period. The total potential contract award to Mid Ontario Truck Centre identified in this report including all option years is $1,860,237 net of all applicable taxes and charges, and $2,102,068 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $1,892,977 net of HST recoveries. Recommended Supplier: 1106499 Ontario Limited O/A Kiff Auto - Lot 2 Contract Award Value: $164,426 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $185,802 including HST and all applicable charges $167,320 net of HST recoveries Contract is expected to start on May 1, 2023 and end on April 30, 2024. Option Year 1 - From May 1, 2024 to April 30, 2025 $169,359 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $191,376 including all applicable taxes and charges $172,340 net of HST recoveries Option Year 2 - From May 1, 2025 to April 30, 2026 $174,440 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $197,117 including all applicable taxes and charges $177,510 net of HST recoveries Option Year 3 - From May 1, 2026 to April 30, 2027 $179,673 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $203,030 including all applicable taxes and charges $182,835 net of HST recoveries Option Year 4 - From May 1, 2027 to April 30, 2028 $185,063 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $209,121 including all applicable taxes and charges $188,320 net of HST recoveries The above cost calculations include 3 percent Consumer Price Index cost adjustment applied to each term after the initial one (1) year contract period. The total potential contact award to Kiff Auto identified in this report including all option years is $872,961 net of all applicable taxes and charges, and $986,446 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $888,325 net of HST recoveries. The total potential combined contract awards for both suppliers identified in this report including all optional years is $2,733,198 net of all applicable taxes and charges, and $3,088,514 including all applicable taxes and charges. The total potential cost to the City for both suppliers, including all option years, is $2,781,303 net of HST recoveries.

On the agenda

As the city filed it

Solicitation Issued: November 09, 2022 Solicitation Closed: January 24, 2023 Number of Addenda Issued: Six (6) Number of Bids: Six (6) Table 3: Summary of Bids Received including bid price. Supplier Name Bid Price (excluding H.S.T.) * Lot 1 Bid Price (excluding H.S.T.) * Lot 2 Ferris Fuel Systems Inc** $290,707.96 CAD $131,069.40 Kiff Auto N/A $137,021.86 Metro Truck Group** $301,445.22 Mid-Ontario Truck Centre $318,531.08 N/A ORANGEVILLE TRUCK CENTRE INC.

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$334,601.33 N/A *The Bid Price does not include miscellaneous cost. **Supplier was non-compliant due to not meeting mandatory requirements.

Staff recommended

The Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contracts: Solicitation Number: Request for Quotations, Ariba Document Number 3705834628. Description: For the non-exclusive supply of all labour, materials and equipment necessary to provide non-warranty services including inspection, diagnosis, Preventative Maintenance, service, repair and parts for engines and fuel systems of Compressed Natural Gas powered Natural Gas Vehicles, owned and operated by the City of Toronto's Fleet Services Division, for a period of one (1) year from May 1, 2023 to April 30, 2024, with an option in favour of the City to extend the contract on the same terms and conditions for additional terms of up to four (4) separate one (1) year periods.

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Should the option(s) be exercised, the General Manager of Fleet Services Division will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: Mid Ontario Diesel Ltd. O/A Mid-Ontario Truck Centre - Lot 1 Contract Award Value: $350,384 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $395,934 including HST and all applicable charges $356,551 net of HST recoveries Contract is expected to start on May 1, 2023 and end on April 30, 2024. Option Year 1 - From May 1, 2024 to April 30, 2025 $360,896 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $407,812 including all applicable taxes and charges $367,247 net of HST recoveries Option Year 2 - From May 1, 2025 to April 30, 2026 $371,723 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $420,047 including all applicable taxes and charges $378,265 net of HST recoveries Option Year 3 - From May 1, 2026 to April 30, 2027 $382,874 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $432,648 including all applicable taxes and charges $389,613 net of HST recoveries Option Year 4 - From May 1, 2027 to April 30, 2028 $394,360 net of all applicable taxes and charges (including 10 percent for miscellaneous items) $445,627 including all applicable taxes and charges $401,301 net of HST recoveries The above cost calculations include 3 percent Consumer Price Index cost adjustment applied to each term after the initial one (1) year contract period. The total potential contract award to Mid Ontario Truck Centre identified in this report including all option years is $1,860,237 net of all applicable taxes and charges, and $2,102,068 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $1,892,977 net of HST recoveries. Recommended Supplier: 1106499 Ontario Limited O/A Kiff Auto - Lot 2 Contract Award Value: $164,426 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $185,802 including HST and all applicable charges $167,320 net of HST recoveries Contract is expected to start on May 1, 2023 and end on April 30, 2024. Option Year 1 - From May 1, 2024 to April 30, 2025 $169,359 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $191,376 including all applicable taxes and charges $172,340 net of HST recoveries Option Year 2 - From May 1, 2025 to April 30, 2026 $174,440 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $197,117 including all applicable taxes and charges $177,510 net of HST recoveries Option Year 3 - From May 1, 2026 to April 30, 2027 $179,673 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $203,030 including all applicable taxes and charges $182,835 net of HST recoveries Option Year 4 - From May 1, 2027 to April 30, 2028 $185,063 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $209,121 including all applicable taxes and charges $188,320 net of HST recoveries The above cost calculations include 3 percent Consumer Price Index cost adjustment applied to each term after the initial one (1) year contract period. The total potential contact award to Kiff Auto identified in this report including all option years is $872,961 net of all applicable taxes and charges, and $986,446 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $888,325 net of HST recoveries. The total potential combined contract awards for both suppliers identified in this report including all optional years is $2,733,198 net of all applicable taxes and charges, and $3,088,514 including all applicable taxes and charges. The total potential cost to the City for both suppliers, including all option years, is $2,781,303 net of HST recoveries.

On the record

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