Item - 2023.BA21.5

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 (March 30, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3781394690

Description:

For the non-exclusive supply, delivery, installation, warranty, calibration, removal and disposal of various Dental Clinic Equipment and associated staff training for approximately twenty-eight (28) Public Health Dental Clinics. The term of the Contract is to be for a period of one (1) year from the date of Award, 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 three (3) additional, separate one (1) year periods.

Should the option(s) be exercised, the Director of Finance and Administration will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

K-Dental Inc.

Contract Award Value:

$1,698,588 net of all applicable taxes and charges (including 15 percent miscellaneous items)

$1,919,404 including HST and all applicable charges

$1,728,483 net of HST recoveries

Contract is expected to start on May 1, 2023 and end on April 31, 2024

Option Year 1: May 1, 2024, April 31, 2025 (including 15 percent miscellaneous items)

$1,749,546 net of all applicable taxes and charges

$1,976,987 including HST and all applicable charges

$1,780,338 net of HST recoveries

Option Year 2: May 1, 2025, April 31, 2026 (including 15 percent miscellaneous items)

$1,802,032 net of all applicable taxes and charges

$2,036,296 including HST and all applicable charges

$1,833,748 net of HST recoveries

Option Year 3: May 1, 2026, April 31, 2027 (including 15 percent miscellaneous items)

$1,856,093 net of all applicable taxes and charges

$2,097,385 including HST and all applicable charges

$1,888,760 net of HST recoveries

The above cost calculations for the Option Year reflect an estimated annual 3 percent increase as per the Consumer Price Index (CPI).

The total potential contract award including option years identified in this report is $8,030,072.00 including all applicable taxes and charges. The total potential cost to the City including option years is $7,231,329 net of HST recoveries.

Solicitation Issued: January 18, 2023                Solicitation Closed: February 14, 2023

Number of Addenda Issued: One (1)

Number of Bids:  2

Table 2: Summary of Bids Received including bid price