Item - 2022.BA196.5

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 (July 7, 2022) from the Acting Chief Procurement Officer:

Solicitation Number:

Request for Quotation Ariba Document Number 3299198000

Description:

For the non-exclusive supply and delivery of Traffic Cameras and Uninterruptable Power Supply to various Purchasing and Materials Management (Stores) locations from the date of award to May 31, 2023, with the option to renew the Contract for four (4) additional separate 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 lowest suppliers meeting specifications, and providing the lowest total bid price per Parts A to D 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 as compared to the proposed increase by the vendor and that the Stores Division will monitor vendor 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:

Tacel Ltd. (Part A)

Contract Award Value:

$203,150 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$229,560 including HST and all applicable charges

$206,725 net of HST recoveries

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

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

$209,245 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$236,446 including all applicable taxes and charges

$212,927 net of HST recoveries

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

$215,522 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$243,540 including all applicable taxes and charges

$219,315 net of HST recoveries

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

$221,987 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$250,846 including all applicable taxes and charges

$225,894 net of HST recoveries

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

$228,647 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$258,371 including all applicable taxes and charges

$232,671 net of HST recoveries

The total potential contract award including all option years for Tacel Ltd. is $1,218,763 including all applicable taxes and charges and $1,078,551 net of all applicable taxes and charges. The total potential cost to the City including all option years for Tacel Ltd. is $1,097,533 net of HST recoveries.

Recommended Supplier:

Econolite Canada Inc. (Part B)

Contract Award Value:

$96,657 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$109,223 including HST and all applicable charges

$98,359 net of HST recoveries

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

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

$99,557 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$112,500 including all applicable taxes and charges

$101,309 net of HST recoveries

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

$102,544 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$115,875 including all applicable taxes and charges

$104,349 net of HST recoveries

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

$105,620 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$119,351 including all applicable taxes and charges

$107,479 net of HST recoveries

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

$108,789 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$122,931 including all applicable taxes and charges

$110,703 net of HST recoveries

The total potential contract award including all option years for Econolite Canada Inc. is $579,879 including all applicable taxes and charges and $513,167 net of all applicable taxes and charges. The total potential cost to the City for Econolite Canada Inc. including all option years is $522,199 net of HST recoveries.

Recommended Supplier:

Accara IT Services (Part C & D)

Contract Award Value:

$246,813 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$278,898 including HST and all applicable charges

$251,156 net of HST recoveries

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

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

$254,217 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$287,265 including all applicable taxes and charges

$258,691 net of HST recoveries

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

$261,843 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$295,883 including all applicable taxes and charges

$266,452 net of HST recoveries

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

$269,699 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$304,760 including all applicable taxes and charges

$274,445 net of HST recoveries

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

$277,790 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$313,902 including all applicable taxes and charges

$282,679 net of HST recoveries

The total potential contract award including all option years for Accara IT Services is $1,480,708 including all applicable taxes and charges and $1,310,361 net of all applicable taxes and charges. The total potential cost to the City including all option years for Accara IT Services is $1,333,423 net of HST recoveries

The total potential combined contract awards for all suppliers (Part A, B, C & D) identified in this report including option years is $2,902,079 net of all applicable taxes and charges, $3,279,349 including all applicable taxes and charges. The total potential combined cost to the City including option years is $2,953,156 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:  March 30, 2022    Solicitation Closed: May 03, 2022

Number of Addenda Issued: Two (2)

Number of Bids:  Four (4)

Table 2: Summary of Bids Received including bid price