Item - 2023.BA58.4

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 7, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request For Quotation, Ariba Doc4125607314

Description:

For the non-exclusive supply and delivery of Janitorial Products to various Purchasing and Materials Management (Stores) locations from the date of award to November 30, 2024, with the option to renew the Contract for four (4) additional one (1) option year periods at the sole discretion of the City and subject to budget approval(s).

The Request for Quotation is structured to award a 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 Material 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(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 Bidder

MCL –Mister Chemical Ltd.

Contract Award Value:

$427,995 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$483,634 including HST and all applicable charges

$435,527 net of HST recoveries

Contract is expected to start on date of award and end on November 30, 2024

Option Year 1 (December 1, 2024 to November 30, 2025)

$440,835 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$498,143 including HST and all applicable charges

$448,593 net of HST recoveries

Option Year 2 (December 1, 2025 to November 30, 2026)

$454,060 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$513,087 including HST and all applicable charges

$462,051 net of HST recoveries

Option Year 3 (December 1, 2026 to November 30, 2027)

$467,681 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$528,480 including HST and all applicable charges

$475,913 net of HST recoveries

Option Year 4 (December 1, 2027 to November 30, 2028)

$481,712 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$544,334 including HST and all applicable charges

$490,190 net of HST recoveries

The total potential contract award identified in this report including all option years is $2,272,282 net of all applicable taxes and charges and $2,567,679 including all applicable taxes and charges. The total potential cost to the City including optional periods is $2,312,275 net of HST recoveries.

Solicitation Issued:  August 21, 2023   Solicitation Closed:  September 27, 2023

Number of Addenda Issued: Three (3)

Number of Bids:  Seven (7)

Table 2: Summary of Bids Received including bid price.

* Bid Price does not contain the 20 percent miscellaneous items

** Supplier was found non-compliant with mandatory requirements