Item - 2022.BA195.1

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 (June 29, 2022) from the Acting Chief Procurement Officer:

Solicitation Number:

Request for Proposal (RFP) Ariba Document Number 3398439422

Description:

To provide all labour and materials needed for environmental enhancement for various long term-care home locations of Seniors Services and Long-Term Care Division for a period of one (1) year, with the option to renew the contract for four (4) additional separate one (1) year periods.

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

Recommended Supplier:

Sensory-scapes

Contract Award Value:

$937,964 net of all applicable taxes and charges

$1,059,899 including HST and all applicable charges

$954,472 net of HST recoveries

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

Option Year 1 (August 1, 2023 to July 31, 2024)

$966,103 net of all applicable taxes and charges

$1,091,696 including HST and all applicable charges

$983,106 net of HST recoveries

Option Year 2 (August 1, 2024 to July 31, 2025)

$995,086 net of all applicable taxes and charges

$1,124,447 including HST and all applicable charges

$1,012,600 net of HST recoveries

Option Year 3 (August 1, 2025 to July 31, 2026)

$1,024,939 net of all applicable taxes and charges

$1,158,181 including HST and all applicable charges

$1,042,978 net of HST recoveries

Option Year 4 (August 1, 2026 to July 31, 2027)

$1,055,687 net of all applicable taxes and charges

$1,192,926 including HST and all applicable charges

$1,074,267 net of HST recoveries

The total potential contract award including all option years is $5,627,150 including all applicable taxes and charges and $4,979,779 net of all applicable taxes and charges. The total potential cost to the City including all option years is $5,067,423 net of HST recoveries. 

The above cost calculations reflect a 15% contingency cost for SSLTC and a 3 percent CPI adjustment applied annually to the yearly cost after the initial one (1) year period.

Solicitation Issued:  April 1, 2022                       Solicitation Closed:  May 16, 2022

Number of Addenda Issued: Two (2)

Number of Bids:  Two (2)

Table 2: Summary of Bids Received for Ariba Document Number 3398439422

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

**Pursuant to the Request for Proposal document the contract award value includes contingency

Range of Scores:

41.50 to 87.80