Item - 2020.BA67.8

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 (February 13, 2020) from the Chief Purchasing Officer:

Call Number:

Doc Number 1950322735

Description:

For Request For Quotation 0102-19-0253 the non-exclusive supply and delivery of Parks, Forestry and Recreation Clothing to various Purchasing and Materials Management (Stores) locations from the date of award to January 31, 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 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 Director of Purchasing and Materials Management to process the renewals under the same terms and conditions.

Recommended Bidder:

Five Star Enterprise

Contract Award Value:

$191,404 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$216,287 including HST and all applicable charges

$194,773 net of HST recoveries

The contract is expected to start on date of award and end on January 31, 2021

Option Year 1 (February 1, 2021 to January 31, 2022)

$197,147 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$222,776 including all applicable taxes and charges

$200,616 net of HST recoveries

Option Year 2 (February 1, 2022 to January 31, 2023)

$203,061 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$229,459 including all applicable taxes and charges

$206,635 net of HST recoveries

Option Year 3 (February 1, 2023 to January 31, 2024)

$209,153 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$236,343 including all applicable taxes and charges

$212,834 net of HST recoveries

Option Year 4 (February 1, 2024 to January 31, 2025)

$215,427 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$243,433 including all applicable taxes and charges

$219,219 net of HST recoveries

The total potential contract award including all option years is

$1,034,077 net of HST recoveries, $1,148,297 including all applicable taxes and charges and $1,016,192 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). 

Call Issued: October 2, 2019                    Call Closed: November 1, 2019

Number of Addenda Issued: Three (3)

Number of Bids: Six (6)

Table 2: Summary of Bids Received for Doc Number 1950322735 (Part A) including bid price

* Bidder was found non-compliant with mandatory requirements.

Table 3: Summary of Bids Received for Doc Number 1950322735 (Part B) including bid price

* Bidder was found non-compliant with mandatory requirements.

Table 4: Summary of Bids Received for Doc Number 1950322735 (Part C) including bid price        

* Bidder was found non-compliant with mandatory requirements.

Table 5: Summary of Bids Received for Doc Number 1950322735 (Part D) including bid price         

* Bidder was found non-compliant with mandatory requirements.