Item - 2024.BA112.4

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 18, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Doc4607851696

Description:

For the Design, Setup, Printing, Bar Coding, Laser Imaging, Household Sorting, Canada Post Letter Carrier Pre-Sort and Mailing of the Voter Information Cards / Notices for Election Events, for a period of one (1) year from the date of award, with the option to renew the Contract on the same terms and conditions for up to four (4) additional separate one (1) year periods.

Should the option(s) be exercised, then the City Clerk, City Clerk's Office will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

St. Joseph Printing Limited

Contract Award Value:

$68,500 net of all applicable taxes and charges

$77,405 including all applicable taxes and charges

$69,706 net of Harmonized Sales Tax recoveries

The Contract is expected to start on January 2, 2025 and end on January 1, 2026.

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

$594,659 net of all applicable taxes and charges

$671,965 including all applicable taxes and charges

$605,125 net of Harmonized Sales Tax recoveries

Option Year 2: January 2, 2027 to January 1, 2028

$313,337 net of all applicable taxes and charges

$354,071 including all applicable taxes and charges

$318,852 net of Harmonized Sales Tax recoveries

Option Year 3: January 2, 2028 to January 1, 2029

$78,130 net of all applicable taxes and charges

$88,287 including all applicable taxes and charges

$79,505 net of Harmonized Sales Tax recoveries

Option Year 4: January 2, 2029 to January 1, 2030

$80,474 net of all applicable taxes and charges

$90,936 including all applicable taxes and charges

$81,890 net of Harmonized Sales Tax recoveries

The total potential contract award identified in this report, including all options years is $1,135,100 net of all taxes and $1,282,663 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $1,155,078 net of Harmonized Sales Tax recoveries.

The above cost calculations reflect an estimated three (3) percent in Consumer Price Index adjustment applied annually to the yearly cost after the initial year.

Solicitation Issued:  August 16, 2024                Solicitation Closed:  September 25, 2024

Number of Addenda Issued: Three (3)

Number of Bids:  Four (4)

Table 2: Summary of Bids Received including bid price