Item - 2022.BA185.1

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 (April 21, 2022) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotations, Ariba Document Number 3169200501

Description:

For the non-exclusive supply and delivery of Record Management System Labels for the City of Toronto (Stores) from the date of award to March 31, 2023, with the option to renew the contract for four (4) additional separate one (1) year option 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. The Stores Division will monitor vendor performance during the first term of the contract.

Should the option(s) be exercised, 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 Supplier:

Tab Products Co. LLC

Contract Award Value:

$381,830 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$431,468 including HST and all applicable charges

$388,550 net of HST recoveries

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

Option Year 1 (April 1, 2023 to March 31, 2024)

$393,285 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$444,412 including all applicable taxes and charges

$400,207 net of HST recoveries

Option Year 2 (April 1, 2024 to March 31, 2025)

$405,084 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$457,744 including all applicable taxes and charges

$412,213 net of HST recoveries

Option Year 3 (April 1, 2025 to March 31, 2026)

$417,236 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$471,477 including all applicable taxes and charges

$424,580 net of HST recoveries

Option Year 4 (April 1, 2026 to March 31, 2027)

$429,753 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$485,621 including all applicable taxes and charges

$437,317 net of HST recoveries

The total potential contract award including all option years is $2,290,721 including all applicable taxes and charges and $2,027,186 net of all applicable taxes and charges. The total potential cost to the City including all option years is $2,062,865 net of HST recoveries.

Solicitation Issued: January 18, 2022               Solicitation Closed: March 14, 2022

Number of Addenda Issued: Four (4)   

Number of Bids: (1)

Table 2: Summary of Bids Received including bid price