Item - 2023.BA24.1

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 (April 20, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation (RFQ), Ariba Document Number 3800593403

Description:

For the non-exclusive supply, delivery and maintenance of Thermobox K150 for Seniors Services and Long-Term Care Division for a period of two (2) years, with the option to renew the contract for three (3) additional one (1) year period.

Should the option(s) be exercised, then the Director of Seniors Services and Long-Term Care will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Burlodge Canada Inc

Contract Award Value:

$1,713,219 net of all applicable taxes and charges

$1,935,937 including HST and all applicable charges

$1,743,370 net of HST recoveries

Contract is expected to start on Date of Award and end on March 31, 2025.

Option Year 1 (April 1, 2025 to March 31, 2026)

$882,308 net of all applicable taxes and charges

$997,008 including HST and all applicable charges

$897,836 net of HST recoveries

Option Year 2 (April 1, 2026 to March 31, 2027)

$908,777 net of all applicable taxes and charges

$1,026,918 including HST and all applicable charges

$924,771 net of HST recoveries

Option Year 3 (April 1, 2027 to March 31, 2028)

$936,040 net of all applicable taxes and charges

$1,057,725 including HST and all applicable charges

$952,514 net of HST recoveries

The total potential contract award including all option years is $5,017,588 including all applicable taxes and charges and $4,440,343 net of all applicable taxes and charges. The potential cost to the City including all option years is $4,518,491 net of HST recoveries.

The above cost calculations reflect a contingency allowance of $115,747 (10 percent of bid amount) and a 3 percent Consumer Price Index adjustment applied annually to the yearly cost after the initial two (2) year period.

Solicitation Issued: February 2, 2023            Solicitation Closed:  February 21, 2023

Number of Addenda Issued: Zero (0)

Number of Bids: One (1)

Table 2: Summary of Bids including bid price

* Pursuant to the Request for Quotation document the contract award value includes contingency