BID COMMITTEE CONTRACT AWARD BD40.9 Award of Request for Quotation No. 4001-15-7149 to Watermark Solutions Limited for Provision of Non- Exclusive Leak Detection and Correlation Services on an as Needed Basis, All-Weather Emergency for the City of Toronto's Toronto Water Division, Various Locations City Wide Date: July 15, 2015 To: From: Bid Committee Director, Purchasing and Materials Management RECOMMENDATIONS The Director of Purchasing and Materials Management recommends that the Bid Committee grant authority to award the following contract: Call No: RFQ 4001-15-7149 Description: Provision for non-exclusive Leak Detection and Correlation Services on an as needed basis, 24 hours a day, 7 days a week, all-weather emergency for the City of Toronto's Toronto Water Division, various locations City wide, from date of award to July 31, 2016 with the option to renew the Contract for additional four (4) separate one (1) year periods at the sole discretion of the City and subject to budget approval(s). Recommended Bidder: Should the option(s) to renew be exercised then the General Manager of Toronto Water will request the Director of Purchasing and Materials Management to process the renewals under the same terms and conditions. Watermark Solutions Limited Report to Bid Committee on a contract award of RFQ No. 4001-15-7149 1
Contract Award Value: $258,839.40 net of all applicable taxes and charges $292,488.52 including all applicable taxes and charges $263,394.97 net of HST recoveries The Contract is expected to start on date of award and end on July 31, 2016 Option Year 1- August 1, 2016 to July 31, 2017 $266,604.58 net of all applicable taxes and charges $301,263.18 including all applicable taxes and charges $271,296.82 net of HST recoveries Option Year 2- August 1, 2017 to July 31, 2018 $274,602.72 net of all applicable taxes and charges $310,301.07 including all applicable taxes and charges $279,435.73 net of HST recoveries Option Year 3- August 1, 2018 to July 31, 2019 $282,840.80 net of all applicable taxes and charges $319,610.11 including all applicable taxes and charges $287,818.80 net of HST recoveries Option Year 4- August 1, 2019 to July 31, 2020 $291,326.03 net of all applicable taxes and charges $329,198.41 including all applicable taxes and charges $296,453.36 net of HST recoveries The total potential contract award identified in this report including all option years is $1,374,213.53 net of all applicable taxes and charges; $1,552,861.29 including all applicable taxes and charges. The total potential cost to the City including all option years is $1,398,399.69 net of HST recoveries. The above cost calculations for the Option Years reflect an estimated 3% increase in the Consumer Price Index. Financial Impact: The total contract award identified in this report including all option years is $1,552,861.29 including all applicable taxes and charges. The total potential cost to the City including all option years is $1,398,399.69 net of HST recoveries. Funding in the amount of $110,409.40 is included in the 2015 Approved Operating Budget for Toronto Water under various cost centres for Services, Maintenance and Repair. Funding in the amount of $152,985.57 will be included in the 2016 Operating Budget Submission for Toronto Water. Report to Bid Committee on a contract award of RFQ No. 4001-15-7149 2
Should the City choose to exercise the option to renew the contract for additional four (4) separate one (1) year periods, then appropriate additional funding, if needed, will be requested in the 2016-2020 Operating Budget Submissions for Toronto Water. Funding details are provided below. Period Cost Centres: TW2030, TW2040 Cost Element: 4424 Accounts: Various, City-wide Total (net of HST Recoveries) Date of Award to December 31, 2015 $110,409.40 January 1 to July 31, 2016 $152,985.57 Total: Contract Period $263,394.97 $263,394.97 Total: 2015 Budget Year $110,409.40 August 1 to December 31, 2016 $113,721.68 January 1 to July 31, 2017 $157,575.14 Total: Option Year 1 $271,296.82 $271,296.82 Total: 2016 Budget Year $266,707.25 August 1 to December 31, 2017 $117,133.33 January 1 to July 31, 2018 $162,302.40 Total: Option Year 2 $279,435.73 $279,435.73 Total: 2017 Budget Year $274,708.47 August 1 to December 31, 2018 $120,647.33 January 1 to July 31, 2019 $167,171.47 Total: Option Year 3 $287,818.80 $287,818.80 Total: 2018 Budget Year $282,949.73 August 1 to December 31, 2019 $124,266.75 January 1 to July 31, 2020 $172,186.61 Total: Option Year 4 $296,453.36 $296,453.36 Total: 2019 Budget Year $291,438.22 Grand Total $1,398,399.69 Report to Bid Committee on a contract award of RFQ No. 4001-15-7149 3
CALL SUMMARY Ward No: All Wards Call Dates: Issued June 11, 2015, Closed July 3, 2015 # of Addenda Issued: Three (3) Number of Bids: Three (3) Firm Name 1. Watermark Solutions Ltd 2. MJH2O Services Inc. 3. Ontario Clean Water Agency Bid Price (Incl. HST) $292,488.52 $313,801.00** $318,439.65 ** The Bid was found non-compliant Division Contacts Allison Philips Manager, Purchasing & Materials Management Telephone: 416-397-4801 Email: aphilli2@toronto.ca Frank Trinchini, P. Eng Manager, District Contract Services Toronto Water Telephone: 416-395-6284 Email: ftrinchi@toronto.ca COMMENTS For the recommended contract award, the following requirements have been met: (a) The firm recommended for award is the lowest bidder meeting specifications or to the highest scoring proponent based on the evaluation criteria included in the call and meeting the requirements of the call; (b) the appropriate Division has reviewed submissions and found the price to be reasonable, within available budget and concurs with the recommendation; (c) the total contract value is less than $20 million dollars (excluding applicable taxes) and the contract term is: i. for a contract funded by the operating budget, 5 years or less including any option years; or ii. for a contract funded by the capital budget, within the projected term of the capital funding for the project as set out in the capital budget, being within the authority of the Bid Committee; (d) there are no material written objections to the award; (e) the call document was advertised on the City s internet website and bids or proposals were opened publicly; and Report to Bid Committee on a contract award of RFQ No. 4001-15-7149 4
(f) the Fair Wage Office confirms the recommended firm understands the Fair Wage Policy and Labour Trades requirements and has agreed to comply fully. Additional details and information for the above calls are on the file in the Purchasing and Materials Management Division. Michael Pacholok Director, Purchasing and Materials Management Division Report to Bid Committee on a contract award of RFQ No. 4001-15-7149 5