Item - 2020.BA64.4

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 (January 23, 2020) from the Chief Purchasing Officer:

Call Number:

Request for Quotation No. 0103-19-0030

Description:

For the non-exclusive supply and delivery of Tilley Hats, Baseball Hats and Toques to various Purchasing and Materials Management (Stores) locations from the date of award to November 30, 2020, with the option to renew the Contract for additional four (4) years period at the sole discretion of the City and subject to budget approval(s).  

Prior to the renewal of the contract, Purchasing and Materials Management Division will perform a market analysis to verify the current market conditions as compared to the proposed increase by the vendor and that the 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 and Stores will request the Chief Purchasing Officer of Purchasing and Materials Management to process the renewals under the same terms and conditions.

Recommended Bidder(s):

Nitsom Promotional Manufacturing Corporation

Contract Award Value:

$163,209 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$184,427 including HST and all applicable charges

$166,082 net of HST recoveries

Contract is expected to start on date of award and end on November 30, 2020

Option Year 1 (December 1, 2020 to November 30, 2021)      

$168,106 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$189,959 including all applicable taxes and charges

$171,064 net of HST recoveries

Option Year 2 (December 1, 2021 to November 30, 2022)      

$173,149 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$195,658 including all applicable taxes and charges

$176,196 net of HST recoveries

Option Year 3 (December 1, 2022 to November 30, 2023)      

$178,343 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$201,528 including all applicable taxes and charges

$181,482 net of HST recoveries

Option Year 4 (December 1, 2023 to November 30, 2024)      

$183,694 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$207,574 including all applicable taxes and charges

$186,927 net of HST recoveries

The total potential contract award including all option years is $881,751 net of HST recoveries, $979,146 including all applicable taxes and charges and $866,501 net of all applicable taxes and charges.

Call Issued: February 05, 2019   Call Closed: April 12, 2019

Number of Addenda Issued: 9

Number of Bids: 5

Table 2: Summary of Bids Received