Item - 2021.BA149.2

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 (August 12, 2021) from the Chief Procurement Officer:

Solicitation Number:

Request for Proposal (RFP), Ariba Doc. Number 2835396054

Description:

For the non-exclusive supply and delivery of Coffee, Tea, Juice and Fruit Drink Concentrates for various locations of Seniors Services and Long-Term Care Division and Shelter, Support and Housing Administration Division for a period of two (2) years, with the option to renew the contract for three (3) additional separate one (1) year periods.

Should the option(s) be exercised, then the Directors of Seniors Services and Long-Term Care and Shelter, Support and Housing Administration will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Gordon Food Service Canada Ltd.

Contract Award Value:

$1,638,529 net of all applicable taxes and charges (including 9.272 percent contingency)

$1,851,537 including HST and all applicable charges

$1,667,367 net of HST recoveries

Contract is expected to start on date of award and end on August 17, 2023.

Option Year 1 (August 18, 2023 to August 17, 2024)

$843,842 net of all applicable taxes and charges (including 9.272 percent contingency)

$953,542 including HST and all applicable charges

$858,694 net of HST recoveries

Option Year 2 (August 18, 2024 to August 17, 2025)

$869,158 net of all applicable taxes and charges (including 9.272 percent contingency)

$982,148 including HST and all applicable charges

$884,455 net of HST recoveries

Option Year 3 (August 18, 2025 to August 17, 2026)

$895,232 net of all applicable taxes and charges (including 9.272 percent contingency)

$1,011,612 including HST and all applicable charges

$910,988 net of HST recoveries

The total potential contract award including all option years is $4,798,840 including all applicable taxes and charges and $4,246,761 net of all applicable taxes and charges. The potential cost to the City is $4,321,504 net of HST recoveries. 

The above cost calculations reflect a 10 percent and 5 percent contingency cost for Seniors Services and Long-Term Care and Shelter, Support and Housing Administration respectively, and a 3 percent CPI adjustment applied annually to the yearly cost after the initial two (2) year period.

Solicitation Issued:  March 12, 2021                  Solicitation Closed:  April 19, 2021

Number of Addenda Issued: Three (3)

Number of Bids:  Two (2)

Table 2: Summary of Proposals Received for Request for Proposal Doc. 2835396054

 *Supplier did not meet the required minimum technical score, therefore their cost of services envelope was not opened