Item - 2024.BA63.1

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 (January 11, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Doc4065677598

Description:

For the non-exclusive supply and delivery of Flags to various Purchasing and Materials Management (Stores) locations from the date of award to January 31, 2025, with the option to renew the Contract for four (4) additional one (1)-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 Materials and Management Division will perform a market analysis to verify the current market conditions as compared to the proposed increase by the vendor and that the Stores Division will monitor vendor performance during the first term of the contract.

Should the option year(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 Supplier:

8906297 Canada Inc. operating as Flying Colours International

Contract Award Value:

$105,032 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$118,686 including HST and all applicable charges.

$106,881 net of HST recoveries

Contract is expected to start on date of award and end on January 31, 2025

Option Year 1 (February 1, 2025 to January 31, 2026)

$108,183 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$122,247 including all applicable taxes and charges.

$110,087 net of HST recoveries

Option Year 2 (February 1, 2026 to January 31, 2027)

$111,429 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$125,915 including all applicable taxes and charges.

$113,390 net of HST recoveries

Option Year 3 (February 1, 2027 to January 31, 2028)

$114,771 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$129,691 including all applicable taxes and charges.

$116,791 net of HST recoveries

Option Year 4 (February 1, 2028 to January 31, 2029)

$118,215 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$133,583 including all applicable taxes and charges.

$120,295 net of HST recoveries

The total potential contract award including all option years is $557,630 net of all applicable taxes and charges, $630,122 including all applicable taxes and charges and $567,444 net of HST recoveries.

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

Solicitation Issued: November 27, 2023         Solicitation Closed: December 20, 2023

Number of Addenda Issued: Two (2)

Number of Bids: Two (2)

Table 2: Summary of Bids Received including bid price*

*Bid price does not contain the 20 percent miscellaneous item