Item - 2022.BA174.1

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 (February 3, 2022) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3208350798

Description:

For the non-exclusive supply and delivery of Absorbing Material to various Purchasing and Materials Management and Stores locations from the date of award to January 31, 2023, 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).  

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

Recommended Supplier:

Guillevin International Co.

Contract Award Value:

$210,677 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$238,065 including HST and all applicable charges

$214,385 net of HST recoveries

Contract is expected to start on date of award and end on January 31, 2023.

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

$216,997 net of all applicable taxes and charges

$245,207 including all applicable taxes and charges

$220,816 net of HST recoveries

Option Year 2 (February 1, 2024 to January 31, 2025)

$223,507 net of all applicable taxes and charges

$252,563 including all applicable taxes and charges

$227,441 net of HST recoveries

Option Year 3 (February 1, 2025 to January 31, 2026)

$230,212 net of all applicable taxes and charges

$260,140 including all applicable taxes and charges

$234,264 net of HST recoveries

Option Year 4 (February 1, 2026 to January 31, 2027)

$237,119 net of all applicable taxes and charges

$267,944 including all applicable taxes and charges

$241,292 net of HST recoveries

The total potential contract including all option years is $1,263,919 including all applicable taxes and charges. The total potential cost to the City including the option years is $1,138,198 net of HST recoveries.

The above cost calculations reflect a 3 percent CPI adjustment applied annually to the yearly cost after the initial year.

Solicitation Issued: December 16, 2021            Solicitation Closed: January 17, 2022

Number of Addenda Issued: One (1)

Number of Bids: Two (2)

Table 2: Summary of Bids Received for Request for Quotation including bid price

*Pursuant to the request for quotation document the contract award value includes 25 percent miscellaneous items division contact.