Item - 2022.BA211.1

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 (October 20, 2022) from the Acting Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3600664848

Description:

Paper Supply, Printing Services and Delivery Services for Waste Management Guides for a period of one (1) year, with an option in favour of the City to extend the agreement on the same terms and conditions for an additional term of up to four (4) separate one (1) year periods at the sole discretion of the City and subject to budget approval.

Note: Should the option periods be exercised, then the General Manager of Solid Waste Management Services will request the Acting Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

St. Joseph Printing Limited

Contract Award Value:  

$138,843 net of all applicable taxes and charges

$156,893 including HST and all applicable charges

$141,287 net of HST recoveries

Contract is expected to start on November 15, 2022 and end on November 14, 2023.

Option Year 1: November 15, 2023 to November 14, 2024

$143,008 net of all applicable taxes and charges

$161,599 including HST and all applicable charges

$145,525 net of HST recoveries

Option Year 2: November 15, 2024 to November 14, 2025

$147,299 net of all applicable taxes and charges

$166,447 including HST and all applicable charges

$149,891 net of HST recoveries

Option Year 3: November 15, 2025 to November 14, 2026

$151,717 net of all applicable taxes and charges

$171,441 including HST and all applicable charges

$154,388 net of HST recoveries

Option Year 4: November 15, 2026 to November 14, 2027

$156,269 net of all applicable taxes and charges

$176,584 including HST and all applicable charges

$159,019 net of HST recoveries

The total contract award including all option periods is $737,136 net of all applicable taxes and charges and $832,964 including all applicable taxes and charges. The total potential cost to the City including the option periods is $750,110 net of HST recoveries.

The cost calculations for the option periods reflect an estimated three (3) percent Consumer Price Index increase applied annually to the annual cost after the initial year.

Solicitation Issued:  August 3, 2022                   Solicitation Closed:  August 31, 2022

Number of Addenda Issued: Two (2)

Number of Bids:  Four (4)

Table 2: Summary of Bids Received including bid price