Item - 2024.BA75.6

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 11, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Proposal, Doc4269401146

Description:

For Engineering Consultants Services to Seniors Services and Long-Term Care.

The term of the Contract is to be for a period of one (1) year with an option in favor of the City to extend the agreement on the same terms and conditions for an additional term of up to four (4) separate one (1) year periods.  

Should the option(s) be exercised, then the General Manager of Seniors Services and Long-Term Care will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

EXP Services Inc.

Contract Award Value:

$1,081,500 net of all applicable taxes and charges (including 5 percent for Miscellaneous Items) 

$1,222,095 including HST and all applicable charges.

$1,100,534 net of HST recoveries

Contract is expected to start on May 1, 2024, to April 30, 2025

Option Year 1: May 1, 2025, to April 30, 2026

$1,113,945 net of all applicable taxes and charges (including percent for Miscellaneous Items) 

$1,258,758 including HST and all applicable charges

$1,133,550 net of HST recoveries

Option Year 2: May 1, 2026, to April 30, 2027

$1,147,363 net of all applicable taxes and charges (including 5 percent for Miscellaneous Items) 

$1,296,521 including HST and all applicable charges

$1,167,557 net of HST recoveries

Option Year 3: May 1, 2027, to April 30, 2028

 $1,181,784 net of all applicable taxes and charges (including 5 percent for Miscellaneous Items) 

 $1,335,416 including HST and all applicable charges

 $1,202,584 net of HST recoveries

Option Year 4: May 1, 2028, to April 30, 2029

$1,217,238 net of all applicable taxes and charges (including 5 percent for Miscellaneous Items) 

$1,375,479 including HST and all applicable charges

$1,238,661 net of HST recoveries

The total potential contract award identified in this report including optional periods is $5,741,830 net of all applicable taxes and charges, $6,488,268 including all applicable taxes and charges. The total potential cost to the City including optional periods is $5,842,887 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 14, 2023         Solicitation Closed: December 15, 2023

Number of Addenda Issued: Five (5)

Number of Bids: Nine (9)

Table 2: Summary of Proposals Received: 

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

** Supplier did not meet the minimum score of 52.50 and was not considered further.

Ranges of Scores: 67.96 to 98