Item - 2024.BA108.7

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 21, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Document Number 4668408610

Description:

Audio Visual Services and Support for Legislative Spaces for a period of up to three (3) years with options, at the City’s sole discretion, to extend the contract under the same terms and conditions for up to two (2) additional one (1) year periods.

Recommended Supplier:

Hit Play Technologies Inc.

Contract Award Value: October 30, 2024 to October 29, 2027

$15,000,000 net of all applicable taxes and charges

$16,950,000 including HST and all applicable charges

$15,264,000 net of HST recoveries

Contract is expected to start on October 30, 2024 and end on October 29, 2027.

Option Year 1: October 30, 2027 to October 29, 2028

$907,080 net of all applicable taxes and charges

$1,025,000 including HST and all applicable charges

$923,045 net of HST recoveries

Option Year 2: October 30, 2028 to October 29, 2029

$907,080 net of all applicable taxes and charges

$1,025,000 including HST and all applicable charges

$923,045 net of HST recoveries

The total potential contract award including option years is $16,814,159 net of all applicable taxes and charges and $19,000,000 including HST and all applicable charges. The total potential cost to the City including all option year periods is $17,110,089 net of HST recoveries.

Solicitation Issued: July 10, 2024                   Solicitation Closed:  August 13, 2024

Number of Addenda Issued: One (1)

Number of Bids:  Four (4)

Table 2: Summary of Bids Received

*Supplier was found non-compliant with the mandatory requirements