Item - 2019.BA20.1

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 19, 2019) from the Chief Purchasing Officer:

Call Number:

Request for Proposal 3405-18-0353

Description:

The purpose of this report is to advise on the results of the Request for Proposal 3405-18-0353 for the provision of Electronic Medical Records Solution and to seek authority to negotiate and to enter into an Agreement with the recommended proponent Intrahealth Canada Limited for a period of two (2) years, with the option to renew for an additional three (3) separate one (1) year periods.

Recommended Proponent:

Intrahealth Canada Limited

Contract Award Value:

$524,228 net of all applicable taxes and charges

$592,378 including HST

$533,454 net of HST recoveries

Contract is expected to start on April 29, 2019 and end on April 28, 2021.

Option Year 1 (April 29, 2021 to April 28, 2022)

$ 130,673 net of all applicable taxes and charges

$ 147,660 including all applicable taxes and charges

$ 132,973 net of HST recoveries

Option Year 2 (April 29, 2022 to April 28, 2023)

$ 133,114 net of all applicable taxes and charges

$ 150,419 including all applicable taxes and charges

$ 135,457 net of HST recoveries

Option Year 3 (April 29, 2023 to April 28, 2024)

$ 135,617 net of all applicable taxes and charges

$ 153,247 including all applicable taxes and charges

$ 138,004 net of HST recoveries

The total potential contract award including all option years is $939,888 net of HST recoveries, $1,043,704 including all applicable taxes and charges and $923,632 net of all applicable taxes and charges.

The above Contract Award value includes:

1) Optional License and Module Fees - Environment and Hosting Fees - Development, testing and Training environment cost is $30,000 per year plus an 2,500 one time setup cost.

2) To cover changes to Project requirements and/or scope, contingency fee of $83,967 is added by the City to the proposed cost. All Change Requests will need pre-approval and are at the sole discretion of the City, and must be approved by the proper City authority.

The Contract Award Value is subject to negotiation.

Call Issued:  October 15, 2018                 Call Closed:  November 29, 2018

Number of Addenda Issued: (3) Three

Number of Bids:  (3) Three

Table 2: Summary of Proposals Received