Item - 2022.BA200.12

The Bid Award Panel adopted the following:

1.  Bid Award Panel, pursuant to Section 195-8.3.A(2) of the Municipal Code, Chapter 195, Purchasing, exercise the power of a Standing Committee, to grant authority to award the contract in accordance with the Contract Details set out in the report (August 4, 2022) from the Acting Chief Procurement Officer:

Solicitation Number:

Doc3444196579

Description:

For the non-exclusive supply and delivery of 3-in-1 Parkas and Bombers to various Purchasing and Materials Management (Stores) locations from the date of award to June 30, 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).

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

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

Recommended Supplier:

Outdoor Outfits Ltd.

Contract Award Value:

$248,605 net of all applicable taxes and charges (including 25 percent for miscellaneous)

$280,924 including HST and all applicable charges

$252,980 net of HST recoveries

Contract is expected to start on date of award and end on June 30, 2023.

Option Year 1 (July 1, 2023 to June 30, 2024)

$256,063 net of all applicable taxes and charges (including 25 percent for miscellaneous)

$289,351 including HST and all applicable charges

$260,570 net of HST recoveries

Option Year 2 (July 1, 2024 to June 30, 2025)

$263,745 net of all applicable taxes and charges (including 25 percent for miscellaneous)

$298,032 including HST and all applicable charges

$268,387 net of HST recoveries

Option Year 3 (July 1, 2025 to June 30, 2026)

$271, 657 net of all applicable taxes and charges (including 25 percent for miscellaneous)

$306,973 including HST and all applicable charges

$276,439 net of HST recoveries

Option Year 4 (July 1, 2026 to June 30, 2027)

279,807 net of all applicable taxes and charges (including 25 percent for miscellaneous)

316,182 including HST and all applicable charges

284,732 net of HST recoveries

The total potential contract award including all option years is $1,319,878 net of all applicable taxes and charges, $1,491,462 including all applicable taxes and charges. The total potential cost to the City is $1,343,108 net of HST recoveries.

Solicitation Issued: April 12, 2022                      Solicitation Closed:  May 10, 2022

Number of Addenda Issued: One (1)

Number of Bids:  Three (3)

Table 2: Summary of Bids Received including bid price

* Supplier was found non-compliant with mandatory requirements.