Item - 2024.BA63.8

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 Document Number 4198041586

Description:

For the non-exclusive supply and delivery of Customized and Unique Childcare Products for a period of two (2) years from the date of award to December 31, 2025, with the option to renew for three (3) additional one (1) year periods at the sole discretion of the City and subject to budget approvals.

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 and Material Management Division will perform a market analysis to verify the current market conditions as per the annual Consumer Price Index (CPI) and that Children's Division will monitor Supplier performance during the first term of the contract.

Should the option(s) be exercised, then the General Manager, Children's Services will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

1200011 Ontario Ltd operating as Maribay Designs

Contract Award Value:

$379,627 net of all applicable taxes and charges (including 10 percent miscellaneous amount)

$428,978 including HST and all applicable charges

$386,308 net of HST recoveries

Contract is expected to start from the date of award and end on December 31, 2025.

Option Year 1 (January 1, 2026 to December 31, 2026)

$195,508 net of all applicable taxes and charges

$220,924 including HST and all applicable charges

$198,949 net of HST recoveries

Option Year 2 (January 1, 2027 to December 31, 2027)

$201,373 net of all applicable taxes and charges

$227,552 including HST and all applicable charges

$204,917 net of HST recoveries

Option Year 3 (January 1, 2028 to December 31, 2028)

$207,414 net of all applicable taxes and charges

$234,378 including HST and all applicable charges

$211,065 net of HST recoveries

The total potential contract award identified in the report including all option years is $983,922 net of all taxes, and $1,111,832 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $1,001,239 net of HST recoveries.

The above cost calculations reflect a 10 percent miscellaneous cost and 3 percent Consumer Price Index adjustment applied annually to the yearly cost after the initial year.

Solicitation Issued: October 16, 2023            Solicitation Closed: November 30, 2023

Number of Addenda Issued: Three (3)

Number of Bids: Two (2)

Table 2: Summary of Bids Received including bid price:

*Evaluated Bid Price does not contain the 10 percent miscellaneous shown in the page 1 Contract Award Value