Item - 2020.BA109.1

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 October 29, 2020, from the Chief Procurement Officer:

Solicitation Number:

Request for Quotations (RFQ) Ariba Doc. Number 2315319654

Description:

For the non-exclusive supply and delivery of High Visual Workwear from the date of award to November 30, 2021, with the option to renew the Contract for four (4) additional separate one (1) year periods at the sole discretion of the City and subject to budget approval(s).  

Prior to the renewal of the contract, Purchasing and Materials Management will perform a market analysis to verify the current market conditions as compared to the proposed increase by the vendor and that the Purchasing and Materials Management (Stores) Division will monitor vendor performance during the first term of the contract.

Should the option(s) be exercised, then the Manager of Materials Management will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Outdoor Outfits Limited

Contract Award Value:

For parts A, B, and C

$515,906 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$582,974 including HST and all applicable charges

$524,986 net of HST recoveries

Contract is expected to start on December 1, 2020 and end on November 30, 2021

Option Year 1 (December 1, 2021 to November 30, 2022)      

$531,383 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$600,463 including all applicable taxes and charges

$540,736 net of HST recoveries

Option Year 2 (December 1, 2022 to November 30, 2023)      

$547,325 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$618,477 including all applicable taxes and charges

$556,958 net of HST recoveries

Option Year 3 (December 1, 2023 to November 30, 2024)

$563,745 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$637,032 including all applicable taxes and charges

$573,667 net of HST recoveries

Option Year 4 (December 1, 2024 to November 30, 2025)

$580,657 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$656,142 including all applicable taxes and charges

$590,877 net of HST recoveries

The total contract award including all option years is 2,787,223 net of HST recoveries, $3,095,088 including all applicable taxes and charges and $2,739,016 net of all applicable taxes and charges.

The above cost calculations for the Option Years reflect an estimated annual 3 percent increase as per the Consumer Price Index (CPI).

Solicitation Issued: April 30th, 2020                  Solicitation Closed: June 8th, 2020

Number of Addenda Issued: Three (3)

Number of Bids: Four (4)

Table 2: Summary of Bids Received including bid price