Item - 2023.BA30.1

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 (June 1, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 3572432445

Description:

For the supply and delivery of Bread, Baked Goods and other related products to various Seniors Services and Long-Term Care and Shelter Support and Housing Administration Locations. The term of the Contract is to be for a period of two (2) years 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, then the General Manager of Seniors Services and Long Term Care Division or designate will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Gordon Food Service Canada Ltd

Contract Award Value:

$1,564,596 net of all applicable taxes and charges (including 15 percent miscellaneous)

$1,767,993 including HST and all applicable charges

$1,592,133 net of HST recoveries

Contract is expected to start on September 11, 2023 and end on September 10, 2025

Option Year 1:  September 11, 2025 to September 10, 2026

$805,767 net of all applicable taxes and charges

$910,516 including HST and all applicable charges

$819,949 net of HST recoveries

Option Year 2:  September 11, 2026 to September 10, 2027

$829,940 net of all applicable taxes and charges

$937,832 including HST and all applicable charges

$844,547 net of HST recoveries

Option Year 3:  September 11, 2027 to September 10, 2028

$854,838 net of all applicable taxes and charges

$965,967 including HST and all applicable charges

$869,883 net of HST recoveries

The total potential contract award identified in this report including optional periods is $4,582,308 including all applicable taxes and charges. The total potential cost to the City including optional periods is $4,126,510 net of HST recoveries.

Solicitation Issued:  February 1, 2023            Solicitation Closed:  March 30, 2023

Number of Addenda Issued: Four (4)

Number of Bids:  Three (3)

Table 2: Summary of Bids Received including bid price