Item - 2019.BA25.2

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 7, 2019) from the Chief Purchasing Officer:

Call Number:

Request For Proposal No. 3409-19-0088

Description:

The purpose of this report is to advise on the results of the Request for Proposal (RFP) No. 3409-19-0088 for the provision of Managed Printer Services for Legacy Devices and to seek authority to negotiate and to enter into an Agreement with the recommended proponent Xerox Canada Ltd. for a period of five (5) years.

This RFP was issued for the City and Participating Agencies (Toronto Transit Commission, Toronto Community Housing Corporation, Toronto Public Library and Toronto Zoo) to award a contract to the highest scoring proponent for the City and for each Participating Agencies (individually) for the maintenance and support of the existing fleet of HP, Kyocera, Lexmark and Xerox Single and Multifunction print Equipment.  

Recommended Proponent:

Xerox Canada Ltd. (City of Toronto, Toronto Zoo and Toronto Public Library)

Asca Office Solutions, Inc. (Toronto Community Housing and Toronto Transit Commission)

Contract Award Value:

$6,761,312.25 net of all applicable taxes and charges

$7,640,282.84 including HST

$6,880,311.35 net of HST recoveries

The total potential cost to the Agencies for the term of five (5) years for the applicable recommended Proponent will be subject to approval from their appropriate authority.

Contract is expected to start on date of award and end on April 30, 2024.

Call Issued:  February 25, 2019               Call Closed:  April 2, 2019

Number of Addenda Issued: Four (4)

Number of Bids:  Four (4)

Table 2: Summary of Proposals Received for Request For Proposal No. 3409-19-0088

Range of Scores

Of the four (4) proposals (for City of Toronto), the highest scoring proposal received 96.2 percent while the lowest scoring proposal received 54.32 percent.