Item - 2023.BA60.6

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 21, 2023) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Doc4230058518

Description:

For the Non-Exclusive Supply and Delivery of Coffee, Tea, Juice and Fruit Drink Concentrates to 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 one (1) year 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 four (4) separate one (1) year period.  

Should the option(s) be exercised, then the Client Division Head (the General Manager, Seniors Services and Long-Term Care) will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Sysco Toronto, A Division of Sysco Canada Inc.  

Contract Award Value:

$1,222,175 net of all applicable taxes and charges

$1,381,058 including HST and all applicable charges.

$1,243,686 net of HST recoveries

Contract is expected to start on February 1, 2024, and end on January 31, 2025.

Option Year 1: February 1, 2025, to January 31, 2026

$1,258,841 excluding taxes and charges

$1,422,490 including HST and all applicable charges

$1,280,996 net of HST recoveries

Option Year 2: February 1, 2026, to January 31, 2027

$1,296,606 excluding taxes and charges

$1,465,165 including HST and all applicable charges

$1,319,426 net of HST recoveries

Option Year 3: February 1, 2027, to January 31, 2028  

$1,335,504 excluding taxes and charges

$1,509,120 including HST and all applicable charges

$1,359,009 net of HST recoveries

Option Year 4: February 1, 2028, to January 31, 2029

$1,375,569 including HST and all applicable charges

$1,554,393 net of HST recoveries

$1,399,779 excluding taxes and charges

The total potential contract award identified in this report including optional periods is $7,332,226 including all applicable taxes and charges. The total potential cost to the City including optional periods is $6,602,896 net of HST recoveries.

The above cost calculations reflect a 20 percent miscellaneous fee and a 3 percent Consumer Price Index adjustment applied annually to each year's cost after the initial one (1) year period.

Solicitation Issued: November 6, 2023           Solicitation Closed: November 30, 2023

Number of Addenda Issued: Five (5)

Number of Bids: One (1)

Table 2: Summary of Bids Received including bid price: