Item - 2023.BA54.1

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 (November 9, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 4104422604

Description:

For the non-exclusive supply and delivery of Various Medical Supplies to various Purchasing and Materials Management (Stores) locations from the date of award to October 31, 2024, with the option to renew the Contract for four (4) additional one (1)-year periods at the sole discretion of the City and subject to budget approval(s).  

The Request for Quotation is structured to award contract to the lowest supplier meeting specifications and providing the lowest total bid price of the Pricing Form.

Prior to the renewal of the contract, Purchasing and Materials Management Division will perform a market analysis to verify the current market conditions as compared to the proposed increase by the Supplier and that the Stores Division will monitor Supplier performance during the first term of the contract.

Should the option year(s) be exercised, then the Manager of Materials Management and Stores will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Ontario Medical Supply Inc.

Contract Award Value:

$819,458 net of all applicable taxes and charges

$925,988 including HST and all applicable charges

$833,881 net of HST recoveries

Contract is expected to start on date of award and end on October 31, 2024

Option Year 1 (November 1, 2024 to October 31, 2025)        

$844,042 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$953,767 including all applicable taxes and charges

$858,897 net of HST recoveries

Option Year 2 (November 1, 2025 to October 31, 2026)        

$869,363 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$982,381 including all applicable taxes and charges

$884,664 net of HST recoveries

Option Year 3 (November 1, 2026 to October 31, 2027)        

$895,444 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$1,011,852 including all applicable taxes and charges

$911,204 net of HST recoveries

Option Year 4 (November 1, 2027 to October 31, 2028)        

$922,308 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$1,042,207 including all applicable taxes and charges

$938,540 net of HST recoveries

The total potential contract award identified in this report including all option years is $4,916,195 including all applicable taxes and charges and $4,350,615 net of all applicable taxes and charges. The total potential cost to the City including all option years is $4,427,186 net of HST recoveries.

The above cost calculations reflect a 3 percent Consumer Price Index adjustment applied annually to each year's cost after the initial one (1) year period.

Solicitation Issued:  July 24, 2023        Solicitation Closed: August 25, 2023

Number of Addenda Issued: Four (4)

Number of Bids: Eight (8)

Table 2: Summary of Bids Received including bid price

 *Bid Price does not contain the 20 percent miscellaneous items.