Item - 2024.BA74.3

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 (April 4, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Doc4320141834

Description:

For the non-exclusive supply and delivery of Wash, Wax and Car Wash Soap 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 supplier meeting specifications and providing the lowest total bid price of the Pricing Form.

Prior to the renewal of the contract, Purchasing and Materials Management Division will perform a market analysis to verify the current market conditions as compared to the proposed increase by the supplier and that Stores will monitor supplier 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:

Teamworks Manufacturing Inc.   

Contract Award Value:

$99,216 net of all applicable taxes and charges

$112,114 including HST and all applicable charges.

$100,962 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)

$102,193 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$115,478 including all applicable taxes and charges.

$103,991 net of HST recoveries

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

$105,258 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$118,942 including all applicable taxes and charges.

$107,111 net of HST recoveries

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

$108,416 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$122,510 including all applicable taxes and charges.

$110,324 net of HST recoveries

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

$111,669 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$126,186 including all applicable taxes and charges.

$113,634 net of HST recoveries

The total potential contract award including all option years is $595,230 including all applicable taxes and charges and $526,752 net of all applicable taxes and charges. The total potential cost to the City including all option years is $536,023 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: December 7, 2023           Solicitation Closed: January 3, 2024

Number of Addenda Issued: Two (2)

Number of Bids: One (1)

Table 2: Summary of Bid Received including bid price

*Bid Price does not contain the 20% miscellaneous items