Item - 2019.BA38.1

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 (July 18, 2019) from the Chief Purchasing Officer:

Call Number:

Request for Proposal No. 3409-19-0079

Description:

The purpose of this report is to advise on the results of the Request for Proposal (RFP) No. 3409-19-0079 for the provision of Multi and Single Function Printers and the Managed Print Services, and to seek authority for the City of Toronto to negotiate and to enter into an Agreement with the recommended proponent HP 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 Parking Authority, Toronto Public Library, Exhibition Place and Toronto Zoo) to award a contract to the highest scoring proponent for the City and for each Participating Agency for the acquisition of New Single and Multifunction Print Equipment and the associated Managed Print Services.

Recommended Proponent:

HP Canada Ltd.

Contract Award Value:

$16,617,984.28 net of all applicable taxes and charges (including 7.5 percent contingency)

$18,778,322.24 including HST

$16,910,460.81 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 August 30, 2024.

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

Number of Addenda Issued: Four (4)

Number of Bids:  Seven (7)

Table 2: Summary of Proposals Received for Request for Proposal No. 3409-19-0079

Range of Scores

Of the seven (7) proposals received, only highest four (4) scoring proposals from the technical evaluation stage had their cost envelopes opened.  Of those four (4) the highest scoring proposal received 90.43 points out of 100 while the lowest scoring proposal received 83.15 points out of 100.