Item - 2023.BA6.12

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 15, 2022) from the Chief Procurement Officer:

Solicitation Number:

Ariba Document Number 3444210172

Description:

For the non-exclusive supply and delivery of Golf Shirts to various Purchasing and Materials Management (Stores) locations from the date of award to October 31, 2023, with the option to renew the Contract for four (4) additional separate one (1) option year periods at the sole discretion of the City and subject to budget approval(s).

Prior to the renewal of the contract, Purchasing and Material Management Division will perform a market analysis to verify the current market conditions. Purchasing and Materials Management Division will monitor vendor performance during the duration of the contract.

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

Recommended Supplier:

Five Star Enterprise

Contract Award Value:

$132,458 net of all applicable taxes and charges

$149,677 including HST and all applicable charges

$134,789 net of HST recoveries

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

Option Year 1 (November 1, 2023 to October 31, 2024)          

$136,432 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$154,168 including all applicable taxes and charges

$138,833 net of HST recoveries

Option Year 2 (November 1, 2024 to October 31, 2025)          

$140,524 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$158,793 including all applicable taxes and charges

$142,998 net of HST recoveries

Option Year 3 (November 1, 2025 to October 31, 2026)

$144,740 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$163,556 including all applicable taxes and charges

$147,288 net of HST recoveries

Option Year 4 (November 1, 2026 to October 31, 2027)          

$149,082 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$168,463 including all applicable taxes and charges

$151,706 net of HST recoveries

The total potential contract award including all option years is $794,657 including all applicable taxes and charges and $703,237 net of all applicable taxes and charges. The total potential cost to the City including all option years is $715,613 net of HST recoveries.

Solicitation Issued:  April 22, 2022                     Solicitation Closed:  May 27, 2022

Number of Addenda Issued: Two (2)

Number of Bids:  Ten (10)

Table 2: Summary of Bids Received including bid price:

* Supplier was found non-compliant with sample specification requirements.