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←Bid Award Panel · 2023-05-24 · 2023.BA28.8

The filed record

Award of Ariba Document Number 3797368837 to Matthews Equipment Limited O/A Herc Rentals for Heavy Equipment Rentals for Toronto Water

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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 3797368837. Description: For the non-exclusive supply of rental, delivery and pick up of heavy equipment (no operators, excluding fuel), including maintenance, service, insurance and all other charges for various Toronto Water locations, for a period of one (1) year, 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 four (4) separate one (1) year periods.

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Should the option(s) be exercised, then the General Manager of the Toronto Water Division will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: Matthews Equipment Limited O/A Herc Rentals Contract Award Value: $687,422 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $776,787 including HST and all applicable charges $699,521 net of HST recoveries Contract is expected to start on date of award and end on May 31, 2024. Option Year 1: June 1, 2024 to May 31, 2025 $721,794 net of all applicable taxes and charges (including 20percent for miscellaneous items) $815,627 including HST and all applicable charges $734,497 net of HST recoveries Option Year 2: June 1, 2025 to May 31, 2026 $757,883 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $856,408 including HST and all applicable charges $771,222 net of HST recoveries Option Year 3: June 1, 2026 to May 31, 2027 $795,777 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $899,228 including HST and all applicable charges $809,783 net of HST recoveries Option Year 4: June 1, 2027 to May 31, 2028 $835,566 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $944,190 including HST and all applicable charges $850,272 net of HST recoveries Total Potential Contract Award, including Option Years, is $3,865,295 net of HST recoveries, $4,292,240 including all applicable taxes and charges and $3,798,443 net of all applicable taxes and charges. The above cost calculations reflect a five (5) percent Consumer Price Index adjustment applied annually to the yearly cost after the initial year.

On the agenda

As the city filed it

Solicitation Issued: January 25, 2023 Solicitation Closed: February 23, 2023 Number of Addenda Issued: Two (2) Number of Bids: Three (3) Table 2: Summary of Bids Received including bid price Supplier Name Bid Price* (excluding H.S.T. and 20 percent for miscellaneous items) Matthews Equipment Limited O/A Herc Rentals Inc. $572,852.00 Aqua Tech Solutions Inc. $1,127,580.00 Tri-City Equipment* $5,701,800.00** *Supplier was found non-compliant with mandatory requirements.

Staff recommended

The Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract: Solicitation Number: Request for Quotations, Ariba Document Number 3797368837. Description: For the non-exclusive supply of rental, delivery and pick up of heavy equipment (no operators, excluding fuel), including maintenance, service, insurance and all other charges for various Toronto Water locations, for a period of one (1) year, 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 four (4) separate one (1) year periods.

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Should the option(s) be exercised, then the General Manager of the Toronto Water Division will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: Matthews Equipment Limited O/A Herc Rentals Contract Award Value: $687,422 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $776,787 including HST and all applicable charges $699,521 net of HST recoveries Contract is expected to start on date of award and end on May 31, 2024. Option Year 1: June 1, 2024 to May 31, 2025 $721,794 net of all applicable taxes and charges (including 20percent for miscellaneous items) $815,627 including HST and all applicable charges $734,497 net of HST recoveries Option Year 2: June 1, 2025 to May 31, 2026 $757,883 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $856,408 including HST and all applicable charges $771,222 net of HST recoveries Option Year 3: June 1, 2026 to May 31, 2027 $795,777 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $899,228 including HST and all applicable charges $809,783 net of HST recoveries Option Year 4: June 1, 2027 to May 31, 2028 $835,566 net of all applicable taxes and charges (including 20 percent for miscellaneous items) $944,190 including HST and all applicable charges $850,272 net of HST recoveries Total Potential Contract Award, including Option Years, is $3,865,295 net of HST recoveries, $4,292,240 including all applicable taxes and charges and $3,798,443 net of all applicable taxes and charges. The above cost calculations reflect a five (5) percent Consumer Price Index adjustment applied annually to the yearly cost after the initial year.

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