Item - 2019.BA20.5

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 (April 4, 2019) from the Chief Purchasing Officer:

Call Number:

Request for Quotation 0902-18-0355

Description:

For the non-exclusive supply, delivery, installation/assembly and warranty of Children's Furniture and Toy Products for the City of Toronto’s Early Learning and Child Care Services Division  for a period of one (1) year from the date of award, with the option to renew the Contract for three (3) additional separate one (1) year periods.

The Request for Quotation contains three (3) price forms, Appendix "C", "C1" and "C2" and is being awarded to the lowest bidders meeting specifications per price form.

Recommended Bidder:

Wintergreen Learning Materials (Appendix "C")

Contract Award Value:

$1,039,047 net of all applicable taxes and charges (including five percent for miscellaneous items)

$1,174,123 including HST and all applicable charges

$1,057,334 net of HST recoveries

Contract is expected to start on date of award and end on April 9, 2020.

Option Year 1 – April 10, 2020 to April 9, 2021

$1,070,218 net of all applicable taxes and charges

$1,209,346 including HST and all applicable charges

$1,089,054 net of HST recoveries

Option Year 2 – April 10, 2021 to April 9, 2022

$1,102,325 net of all applicable taxes and charges

$1,245,627 including HST and all applicable charges

$1,121,726 net of HST recoveries

Option Year 3 – April 10, 2022 to April 9, 2023

$1,135,394 net of all applicable taxes and charges

$1,282,996 including HST and all applicable charges

$1,155,377 net of HST recoveries 

The total potential cost to the City including all Option Years is $4,423,491 net of HST recoveries.  The total potential award including all option years is $4,912,092 including all applicable taxes and charges and $4,346,984 net of all applicable taxes and charges.

The above cost calculations for the option years reflect an estimated three percent increase in the Consumer Price Index.

Recommended Bidder:

Sonsuh Educational Supplies Inc. (Appendix "C1")

Contract Award Value:

$322,928 net of all applicable taxes and charges (including five percent for miscellaneous items)

$364,908 including HST and all applicable charges

$328,612 net of HST recoveries

Contract is expected to start on date of award and end on April 9, 2020.

Option Year 1 – April 10, 2020 to April 9, 2021

$332,616 net of all applicable taxes and charges

$375,856 including HST and all applicable charges

$338,470 net of HST recoveries

Option Year 2 – April 10, 2021 to April 9, 2022

$342,594 net of all applicable taxes and charges

$387,131 including HST and all applicable charges

$348,624 net of HST recoveries

Option Year 3 – April 10, 2022 to April 9, 2023

$352,872 net of all applicable taxes and charges

$398,745 including HST and all applicable charges

$359,082 net of HST recoveries 

The total potential cost to the City including all Option Years is $1,374,788 net of HST recoveries.  The total potential award including all option years is $1,526,640 including all applicable taxes and charges and $1,351,009 net of all applicable taxes and charges.

The above cost calculations for the option years reflect an estimated three percent increase in the Consumer Price Index.

Recommended Bidder:

Scholar's Choice (Appendix "C2")

Contract Award Value:

$235,430 net of all applicable taxes and charges (including five percent for miscellaneous items)

$266,036 including HST and all applicable charges

$239,574 net of HST recoveries

Contract is expected to start on date of award and end on April 9, 2020.

Option Year 1 – April 10, 2020 to April 9, 2021

$242,493 net of all applicable taxes and charges

$274,017 including HST and all applicable charges

$246,761 net of HST recoveries

Option Year 2 – April 10, 2021 to April 9, 2022

$249,768 net of all applicable taxes and charges

$282,238 including HST and all applicable charges

$254,164 net of HST recoveries

Option Year 3 – April 10, 2022 to April 9, 2023

$257,261 net of all applicable taxes and charges

$290,705 including HST and all applicable charges

$261,789 net of HST recoveries

The total potential cost to the City including all Option Years is $1,002,288 net of HST recoveries.  The total potential award including all option years is $1,112,996 including all applicable taxes and charges and $984,952 net of all applicable taxes and charges.

The above cost calculations for the option years reflect an estimated three percent increase in the Consumer Price Index.

Call Issued:  November 1, 2018               Call Closed:  December 5, 2018

Number of Addenda Issued: Four (4)

Number of Bids:  Four (4)

Table 1: Summary of Bids Received for Request for Quotation 0902-18-0355 including bid price

*Bidder was non-compliant for not meeting specifications.