Item - 2023.BA15.2

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 (February 16, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3693132330

Description:

Automated Road Condition and Related Road Right-of-Way Asset Data Collection, Processing, Storage and Analysis for an initial period of four (4) years, with the option in favour of the City to extend the contract to extend the contract  for two (2) additional separate two year (2) optional periods.

Should the option(s) be exercised, then the General Manager, Transportation Services will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

International Cybernetics Canada Inc.

Contract Award Value:

$3,013,251 net of all applicable taxes and charges

$3,404,974 including HST and all applicable charges

$3,066,284 net of HST recoveries

Contract is expected to start on date of award and end on December 31, 2026.

Option Period 1 - January 1, 2027 to December 31, 2028

$2,023,821 net of all applicable taxes and charges

$2,286,918 including HST and all applicable charges

$2,059,440 net of HST recoveries

Option Period 2 - January 1, 2029 to December 31, 2030

$1,048,928 net of all applicable taxes and charges

$1,185,289 including HST and all applicable charges

$1,067,389 net of HST recoveries

The total potential contract award, including all optional periods, identified in this report is $6,086,000 net of all applicable taxes and charges and $6,877,180 including all applicable taxes and charges. The total potential cost to the City including all option periods is $6,193,114 net of HST recoveries.

Solicitation Issued: November 1, 2022             Solicitation Closed: December 20, 2022

Number of Addenda Issued: Four (4)

Number of Bids: Three (3)

Table 2: Summary of Bids Received including bid

* Supplier was found non-compliant with mandatory requirements.