Item - 2022.BA211.2

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 3599569728

Description:

For the provision of Resident Wanderguard System for Seniors Services and Long-Term Care 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 Director of Purchasing and Materials Management to process the renewals under the same terms and conditions.

Recommended Supplier:

ESC Automation

Contract Award Value:

$895,035 net of all applicable taxes and charges

$1,011,389 including HST and all applicable charges

$910,787 net of HST recoveries

Contract is expected to start on October 1, 2022 and end on September 30, 2023.

Option Year 1 (October 1, 2023 to September 30, 2024)

$921,886 net of all applicable taxes and charges

$1,041,731 including HST and all applicable charges

$938,111 net of HST recoveries

Option Year 2 (October 1, 2024 to September 30, 2025)

$949,542 net of all applicable taxes and charges

$1,072,983 including HST and all applicable charges

$966,254 net of HST recoveries

Option Year 3 (October 1, 2025 to September 30, 2026)

$978,029 net of all applicable taxes and charges

$1,105,172 including HST and all applicable charges

$995,242 net of HST recoveries

Option Year 4 (October 1, 2026 to September 30, 2027)

$1,007,370 net of all applicable taxes and charges

$1,138,328 including HST and all applicable charges

$1,025,099 net of HST recoveries

The total potential contract award including all option years is $5,369,605 including all applicable taxes and charges and $4,751,863 net of all applicable taxes and charges. The potential cost to the City is $4,835,496 net of HST recoveries. 

The above cost calculations reflect a 3 percent CPI adjustment applied annually to the yearly cost after the initial year.

Solicitation Issued: August 12th, 2021                  Solicitation Closed: September 6, 2022

Number of Addenda Issued: One (1)

Number of Bids: Two (2)

Table 2: Summary of Bids Received including Bid Price