Item - 2022.BA187.8

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 (May 5, 2022) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3201082946

Description:

For the non-exclusive supply and delivery of Insulated Work Wear to various Purchasing and Materials Management Division locations from June 1, 2022 to May 31, 2023, with the option to renew the Contract for four (4) additional one (1)-year periods at the sole discretion of the City and subject to budget approval(s).  

The Request for Quotation is structured to award contracts to the suppliers meeting specifications, and providing the lowest total bid price per Parts A to C of the Pricing Form.

Prior to the renewal of the contract, Purchasing and Materials Management Division will perform a market analysis to verify the current market conditions and Materials Management and Stores will monitor supplier performance during the first term of the contract.

Should the option year(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:

Outdoor Outfits Ltd. (Part A)

Contract Award Value:

$102,534 net of all applicable taxes and charges

$115,863 including HST and all applicable charges

$104,338 net of HST recoveries

Contract is expected to start on June 1, 2022 and end on May 31, 2023

Option Year 1 (June 1, 2023 to May 31, 2024)  

$105,610 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$119,339 including all applicable taxes and charges

$107,468 net of HST recoveries

Option Year 2 (June 1, 2024 to May 31, 2025)  

$108,778 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$122,919 including all applicable taxes and charges

$110,692 net of HST recoveries

Option Year 3 (June 1, 2025 to May 31, 2026)  

$112,041 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$126,607 including all applicable taxes and charges

$114,013 net of HST recoveries

Option Year 4 (June 1, 2026 to May 31, 2027)  

$115,402 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$130,405 including all applicable taxes and charges

$117,434 net of HST recoveries

The total potential contract award including all option years, $615,130 including all applicable taxes and charges and $544,363 net of all applicable taxes and charges. The total potential cost to the City including all option years is $553,944 net of HST recoveries.

Recommended Supplier:

Five Star Enterprise (Parts B and C)

Contract Award Value:

$338,463 net of all applicable taxes and charges

$382,463 including HST and all applicable charges

$344,420 net of HST recoveries

Contract is expected to start on June 1, 2022 and end on May 31, 2023

Option Year 1 (June 1, 2023 to May 31, 2024)  

$348,617 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$393,937 including all applicable taxes and charges

$354,753 net of HST recoveries 

Option Year 2 (June 1, 2024 to May 31, 2025)  

$359,075 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$405,755 including all applicable taxes and charges

$365,395 net of HST recoveries

Option Year 3 (June 1, 2025 to May 31, 2026)  

$369,848 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$417,928 including all applicable taxes and charges

$376,357 net of HST recoveries

Option Year 4 (June 1, 2026 to May 31, 2027)  

$380,943 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$430,466 including all applicable taxes and charges

$387,648 net of HST recoveries

The total potential contract award including all option years is, $2,030,547 including all applicable taxes and charges and $1,796,944 net of all applicable taxes and charges. The total potential cost to the City including all option years $1,828,570 net of HST recoveries.

The total potential combined contract awards for all suppliers (Part A, B and C) identified in this report including option years is $2,341,306 net of all applicable taxes and charges, $2,645,676 including all applicable taxes and charges. The total potential combined cost to the City including option years is $2,382,513 net of HST recoveries.

The above cost calculations reflect a 3 percent Consumer Price Index adjustment applied annually to each year's cost after the initial one (1) year period.

Solicitation Issued:  November 18, 2021         Solicitation Closed: December 20, 2021

Number of Addenda Issued: Four (4)

Number of Bids:  Four (4)

Table 2: Summary of Bids Received including bid price

*Bid Price does not contain the 25 percent miscellaneous items

**Bidder was declared non-compliant for this Part.