Item - 2023.BA5.8

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 (December 8, 2022) from the Chief Procurement Officer:

Solicitation Number:

Request for Proposal, Ariba Document Number 3549398963

Description:

For the non-exclusive supply, delivery, installation, warranty, maintenance (annual preventative and repair) and training on the proper usage of 1) Electric High/Low Beds and compatible Healthcare Mattresses; and, 2) Non-Powered, Convertible Pressure Reduction Therapeutic Surfaces, and any related accessories; and, 3) Annual preventative maintenance; and, 4) Annual Bed Entrapment Audit for Senior Service 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 Acting Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Span Medical Canada

Contract Award Value:

$3,002,432 net of all applicable taxes and charges

$3,392,749 including HST and all applicable charges

$3,055,275 net of HST recoveries

Contract is expected to start on date of award and end on December 31, 2023.

Option Year 1 (January 1, 2024 to December 31, 2024)

$3,092,506 net of all applicable taxes and charges

$3,494,532 including HST and all applicable charges

$3,146,934 net of HST recoveries

Option Year 2 (January 1, 2025 to December 31, 2025)

$3,185,281 net of all applicable taxes and charges

$3,599,368 including HST and all applicable charges

$3,241,342 net of HST recoveries

Option Year 3 (January 1, 2026 to December 31, 2026)

$3,280,840 net of all applicable taxes and charges

$3,707,349 including HST and all applicable charges

$3,338,582 net of HST recoveries

Option Year 4 (January 1, 2027 to December 31, 2027)

$3,379,264 net of all applicable taxes and charges

$3,818,569 including HST and all applicable charges

$3,438,740 net of HST recoveries

The total potential contract award including all option years is $18,012,567 including all applicable taxes and charges and $15,940,323 net of all applicable taxes and charges. The total potential cost to the City including all option years is $16,220,873 net of HST recoveries. 

The above cost calculations reflect a 10 percent miscellaneous cost for SSLTC and a 3 percent CPI adjustment applied annually to the yearly cost after the initial one (1) year period.

Solicitation Issued: August 09, 2022                Solicitation Closed: September 15, 2022

Number of Addenda Issued: Two (2)

Number of Bids: Two (2)

Table 2: Summary of Bids Received including Bid Price