Item - 2024.BA72.1

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 (March 21, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Proposal, Doc4017397184

Description:

For Physical Records and Warehouse Management Solutions for the Technology Services Division.

The award is for an initial contract period of three (3) years from the date of award to 2027, with an option in favour of the City to extend the contract on the same terms and conditions for an additional term of up to two (2) separate one (1) year periods.

Should the option(s) be exercised, the Chief Technology Officer will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

Gimmal LLC

Contract Award Value:

$376,793 net of all applicable taxes and charges

$425,776 including HST and all applicable charges

$383,425 net of HST recoveries

The contract is expected to start on the date of award to June 30, 2027.

Option Year 1 (July 1, 2027 to June 30, 2028): 

$98,138 net of all applicable taxes and charges

$110,896, including all applicable taxes and charges

$99,865 of HST recoveries

Option Year 2 (July 1, 2028 to June 30, 2029)     

$102,045 net of all applicable taxes and charges

$115,311, including all applicable taxes and charges

$103,841 net of HST recoveries

The total potential contract award including optional periods is $576,976 exclusive of applicable taxes and charges and $651,983 including all applicable taxes and charges. The total potential cost to the City including optional periods is $587,131 net of HST recoveries.

Solicitation Issued: July 20, 2023          Solicitation Closed: September 25, 2023

Number of Addenda Issued: Three (3)

Number of Bids: Four (4)

Table 1: Summary of Bids Received

*Supplier was found to be non-compliant with the mandatory requirements.

Range of Scores:

54 - 76